The problem
Clients tell their IT support company about new starters the day before, by text, with half the details missing; leavers are often mentioned weeks after they've gone, with their accounts still live. If 12 starters and leavers a month each take 20 minutes of chasing for names, start dates, kit and access, that's 4 hours a month, plus the risk of a former employee still having email access.
What the AI does
Build one Tally form with conditional logic: starter or leaver, name, date, role, kit needed, systems and shared mailboxes to add or remove, and who authorizes it. Tally's free plan includes unlimited forms and submissions, conditional logic and a Zapier integration. A two-step Zapier automation creates a ticket in your helpdesk for each submission (if your helpdesk has a Zapier integration, as Syncro does) so the request lands in the normal queue with every detail filled in.
A worked example
A two-person IT support company in Exeter looks after 18 small offices. Each client's office manager bookmarks the form and is asked to submit starters a week ahead and leavers as soon as notice is given.
Before
About 12 requests a month at 20 minutes of chasing each: 240 minutes, 4 hours
After
About 5 minutes to check each complete request: 60 minutes, 1 hour
What it's worth
About $180£135€161A$259C$254 a month in time saved: 3 hours (240 minutes down to 60) at an assumed $60£45€54A$86C$85 an hour. Tally's free plan and Zapier's free plan (two-step Zaps, 100 tasks a month) cover 12 requests a month, so it costs nothing.
How to set it up
- List what you need for every starter and leaver: accounts, licenses, devices, shared mailboxes, building access and who can authorize it.
- Build the form in Tally with conditional logic so leavers see only leaver questions.
- In Zapier, start a Zap on each new Tally submission and create a ticket in your helpdesk with the answers.
- Send each client the link and agree a notice period, such as a week for starters and same day for leavers.
- Check the helpdesk weekly against new form submissions for the first month.
What goes wrong
- Zapier can fail silently. If a leaver request never becomes a ticket, an ex-employee keeps access. Compare submissions with tickets every week.
- Only accept requests from people the client has authorized. Ask for the authorizer in the form and check it against a list.
- The form holds employees' personal data; check Tally's data terms and your privacy notice under UK GDPR.
- More than 100 submissions a month, or more steps such as an email confirmation, needs Zapier Pro at $19.99 (about $20£15€18A$29C$28) a month billed annually.