Video - The RIW App (for Access Controlling & Spot Checking)




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RIW App for Access Controllers

TABLE OF CONTENTS


Overview

An Access Controller is an individual in charge of swiping cardholders in and out of a worksite. They can also check roles and competencies to ensure site compliance, view work restrictions, as well as deny access to site.  This is done by scanning a rail industry cardholder card using the RIW App.  


Note: an individual must be authorised as an Access Controller to use the app, which is granted by their employer RIW Administrator (refer to the How does a company assign an Access Controller or Spot Checker? article for more information). 


Search for and download the RIW App

If using an iPhone, download the app from the Apple iTunes Store here.  


If using an Android phone, download the app from the Google Play Store here.  



How to read RIW cards

RIW cards can be read by Access Controllers several different ways, depending on the device that is being used:

  1. QR Code – Both Apple and Android devices are able to scan cards using the QR code. The Access Controller can scan the QR code on either a physical or virtual card using their smart device camera. The QR code is located on the right hand side of the physical card, or on screen of a smart device for the virtual card (the cardholder must open the Vircarda app on their smart device). 
  2. Near Field Communication (NFC) – can be used by an NFC enabled Android device or PC card reader. The Access Controller can hold the physical RIW card to the back of an NFC enabled device or hold the physical card to the PC card reader. The device will automatically detect and read the card; allow at least a few seconds for contact to be made. Note: NFC can be used in offline situations, as the app reads the chip embedded into the actual the card. When using NFC offline, the data displayed will be last data that was written to the card from the RIW system database when the card was last read online.
  3. Forgotten Card Function – this function can be used when the cardholder does not have their card in their possession.  The cardholder will need to provide their name, date of birth and/or RIW number to the Access Controller. This is further explained later in this document.


Access Controller Authentication


Step 1Scan the QR code on your RIW card to initiate you as the Access Controller. You can also log in using your virtual card if it is installed on the same device.
Step 2The first time you use the app you will need to authenticate by selecting email or SMS and send. The code will be sent to contact details registered on your profile.
Step 3After the code has been entered, select the Network you are working on from the drop down menu.
Step 4Select the relevant Project, Site and or Zone (as advised by your Employer or Network) and select Proceed.


Using the RIW App - How to start a team and swipe out a team


Step 1To start a new team, select Start Team.
Step 2Swipe in as the Access Controller by selecting Proceed.       
Step 3Select Confirm Swipe, after you have confirmed the employer you are working for and the Job role you are performing.
Step 4Then you can start to add cardholders to your team, using any of the methods described earlier. For the purpose of this guide we will use the QR code function.
Step 5

Once the card has been scanned, the cardholders profile will appear. Review the cardholders profile to ensure the correct job roles and competencies are held by the cardholder by swiping across the screen. The Access Controller should check all tabs before progressing.

To swipe in – 1. Select the company the cardholder is working for from the drop down menu (if applicable) and the Job Role the cardholder will predominately be performing from the drop down menu. 

After you have confirmed that the cardholder holds the correct prerequisites and you feel they are fit for duty, select 2. Confirm swipe.

Deny swipe can also be used if the cardholder does not hold the correct competencies or is not fit for duty. See Deny / Restricted Access below for more information on denying swipes.


Step 6

Your team will now begin to form.

To add another cardholder, scan their card using any of the methods described earlier and repeat the process.


Step 7To swipe out an individual from a site, select Current Team from the home screen.
Step 8Select the cardholder from your team you wish to swipe out.
Step 9Select Swipe Out of Site.
Step 10

To swipe all cardholders out of site follow step 31 then select Swipe Out All from Site.


Step 11

To log out, select log out and Ok to exit.


IMPORTANT: This step is critical at the end of every shift to ensure the Access Controller is completely removed from the site and can then start a completely new team on the next login. 



Using the RIW App - Changing location of the workgroup


Step 1To change the location, that you are performing Access Controller functionality, you need to swipe out all members of the current location before selecting Location.
Step 2Then select the new Project from the drop down menu.
Step 3Select the new site from the drop down menu.
Step 4If required, select a Zone from the drop down menu. Select Proceed.


Using the RIW App - Checking job roles, competencies and information of a cardholder


Step 1To view the cardholders profile (including your own) click on Start Team and then select the cardholders profile you wish to view. You can tap on the headings or swipe across the screen.
Step 2To view the cardholders profile information, select the Card tab at the top of the screen.
Step 3To view the cardholders valid job roles, select the Job Roles tab at the top of the screen.
Step 4To view the cardholders valid competencies such as national, network, employer, project site or zone click on Competencies tab at the top of the screen.


Using the RIW App - Deny / Restricted Access


Step 1

If a site competency requirement has been set and the cardholder does not meet the site requirements, then the cardholder cannot be granted access to a site or project.


The App will not allow access and the only option for the Access Controller is to select Deny Swipe or OK depending the device that you are using (Apple or Android).


Step 2

In the event that the Access Controller deems that the cardholder is not fit for duty, they can deny the swipe.


To deny a swipe into a site or project, select Deny Swipe. From the drop down tab, select a reason that best defines why the cardholder has been denied access.


Using the RIW App - Cardholder blocks


Step 1

If a cardholder holds a national block on their profile, their profile will immediately flag the cardholder as blocked. This person cannot be granted access. 

If a cardholder holds a Network block on their profile, and the network they are trying to access isn’t the network where the block was placed, the Access Controller may permit them entry only if the non-blocked Network permits it.  


IMPORTANT: The Access Controller must check with the relevant Network Operator prior to permitting entry for cardholders with blocks on their profile. 


Using the RIW App - How to award competencies


Step 1

To award a competency, select Award Competencies on the main menu. The Access Controller may only award a competency that is permitted to be awarded via the App. 


These competencies are usually Project, Site based or Toolbox Talks. 


Step 2Select the Category that the competency sits in from the drop down box. Select Proceed.
Step 3Select the Competency from the drop down list. Select Proceed.
Step 4Scan the RIW card by using any of the methods described earlier.
Step 5Select Award where no evidence is required to be loaded (See next step if evidence is required).
Step 6

Select Add Evidence if evidence is required to support the competency award. The app will then give you access to your camera to upload a photo of the evidence. 

Such evidence could include a pre-start, site induction , toolbox delivery record etc.

After the evidence has been added click Award

Step 7

The competency is now awarded. 


Continue to add competencies to other cardholders in your team by repeating these steps.

Using the RIW App - Perform a Spot Check as an Access Controller


Step 1

To conduct a spot check on a cardholder, select the spot check icon from the main screen.

Scan the cardholders card using any of the processes described earlier. 

Once the card has been scanned, read the details held about the cardholder by following steps 11-14.


Step 2You can view information such as their swipe in history, and other details by working through the tabs on the top menu.


Using the RIW App - Forgotten Card Function


Step 1If a card holder has forgotten their card, you are still able to read their profile by selecting Forgotten Card.
Step 2Enter the required fields; Surname, first initial and ether the DOB or RIW Number.
Step 3After entering the details select Find.
Step 4Select the cardholders profile and read the required details by swiping as described earlier.


Using the RIW App - More Options


Step 1

Select the 3 dots in the top right corner to access additional options such as:

Show card 

Displays the Access Controllers RIW card.

Swipe history 

Refer to step 2 for description.

Competency requirements 

Refer to step 3 for description

About the app 

Provides the version number of the app.

Log out 

Refer to step 38 for description.


Step 2

The Swipe History option allows the Access Controller to view their RIW swipe history. 

This will show every swipe that has been completed as an Access Controller or Spot Checker. 

If the Access Controller selects Delete Swipes, it will delete the history from their device only. Swipe history is always maintained in the RIW database.


Step 3By selecting Competency Requirements you are able to view project and site based competency requirements, for the project and site location specified by the Access Controller when accessing the App.
Step 4

To log out, select log out and Ok to exit.

IMPORTANT: This step is critical at the end of every shift to ensure the access controller is completely removed from the site and can then start a completely new team on the next login. 


            

    


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RIW App for Spot Checkers

TABLE OF CONTENTS

A Spot Checker is an individual with permission to “check cards” of other cardholders, view the roles, competencies and any work restrictions.  This is done by scanning a rail industry worker (RIW) card using the RIW App


Note: an individual must be authorised as a Spot Checker to use the app, which is granted by their employer RIW Administrator (refer to the How does a company assign an Access Controller or Spot Checker? article for more information). 


Search for and download the RIW App

  • If using an iPhone, download the app from the Apple iTunes Store here.  
  • If using an Android phone, download the app from the Google Play Store here.  



How to read RIW cards

RIW cards can be read by Access Controllers several different ways, depending on the device that is being used:

  1. QR Code – Both Apple and Android devices are able to scan cards using the QR code. The Access Controller can scan the QR code on either a physical or virtual card using their smart device camera. The QR code is located on the right hand side of the physical card, or on screen of a smart device for the virtual card (the cardholder must open the Vircarda app on their smart device). 
  2. Near Field Communication (NFC) – can be used by an NFC enabled Android device or PC card reader. The Access Controller can hold the physical RIW card to the back of an NFC enabled device or hold the physical card to the PC card reader. The device will automatically detect and read the card; allow at least a few seconds for contact to be made. Note: NFC can be used in offline situations, as the app reads the chip embedded into the actual the card. When using NFC offline, the data displayed will be last data that was written to the card from the RIW system database when the card was last read online.
  3. Forgotten Card Function – this function can be used when the cardholder does not have their card in their possession.  The cardholder will need to provide their name, date of birth and/or RIW number to the Access Controller. This is further explained later in this document.


Spot Checker Authentication


Step 1Scan the QR code on your RIW card to initiate you as the Spot Checker. You can also log in using your virtual card if it is installed on the same device.
Step 2The first time you use the app you will need to authenticate by selecting email or SMS and send. The code will be sent to contact details registered on your profile.
Step 3After the code has been entered, select the Network you are working on from the drop down menu.
Step 4Select the relevant Project, Site and or Zone (as advised by your Employer or Network) and select Proceed.


Using the RIW App - Perform a Spot Check


Step 1

To conduct a spot check on a cardholder, select the spot check icon from the main screen.


Step 2Scan the cardholders card. You can do this by choosing QR Code and scanning the RIW cardholders QR code on their card.  Or...
Step 3If you have an NFC enabled Android device, just hold the RIW card to the back of the device. The card will automatically be read. This may take a few seconds.
Step 4At a glance you can now review the cardholders profile to check their details, whether their status is blocked, their job roles and competencies etc.


Using the RIW App - Forgotten Card Function


Step 1If a card holder has forgotten their card, you are still able to read their profile by selecting Forgotten Card.
Step 2Enter the required fields; Surname, first initial and ether the DOB or RIW Number.
Step 3After entering the details select Find.
Step 4Select the cardholders profile and read the required details by swiping as described earlier.


Using the RIW App - Change Location


Step 1To change the location you are performing the spot check, select the Location icon.
Step 2Select the Project from the drop down menu.
Step 3Select the Site from the drop down menu.
Step 4

If required select the Zone from the drop down menu. 

Select Proceed button. 




Using the RIW App - Checking job roles, competencies and information of a cardholder


Step 1To view the cardholders job roles, select the Job Roles tab at the top of the screen. Only valid job roles will be displayed.
Step 2To view the competencies held by the cardholder including National, Network, Employer, Project, Site or Zone, tap or swipe the tabs at the top of the screen.
Step 3To perform a spot check on another RIW cardholder, click back to return to the main menu.


Using the RIW App - Cardholder blocks


Step 1

If a cardholder holds a national block on their profile, their profile will immediately flag the cardholder as blocked. This person should not have been granted access to site. 


IMPORTANT: The Spot Checker should check with the relevant Network Operator for more information. 


Using the RIW App - More Options


Step 1

Select the 3 dots in the top right corner to access additional options such as:

Show card 

Displays the Spot Checkers RIW card.

Swipe history 

Displays the swipe history of the Spot Checker

Competency requirements 

Displays the competency requirements for the network, project or site location that was selected when the Spot Checker logged into the RIW App.

About the app 

Provides the version number of the app.

Log out 

Allows the Spot Checker to log out of the RIW App. 

Step 2

The Swipe History option allows the Spot Checker to view their RIW swipe history. 


This will show every swipe that has been completed as a Spot Checker. 


If the Spot Checker selects Delete Swipes, it will delete the history from their device only. Swipe history is always maintained in the RIW database.

Step 4

To log out, select log out and Ok to exit.

IMPORTANT: This step is critical at the end of every shift to ensure the access controller is completely removed from the site and can then start a completely new team on the next login. 

            

    


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How does a company assign an Access Controller or Spot Checker?

An Access Controller is the term given to the person in charge of swiping cardholders in and out of a worksite. They can also check the roles and competencies of cardholders to ensure compliance, and view any work restrictions, as well as deny access to site. 


A Spot Checker is an individual with the permission to check cards of other cardholders, view their roles, competencies and any work restrictions.  


These roles can be assigned by an Employer Administrator who is the Primary Employer of the cardholder.


Step 1

Go to https://app.riw.net.au and login using your credentials.


Step 2

Click on the People tab or the Search for My People shortcut on the main dashboard.


Step 3

Enter a search field or leave blank to bring up the entire workforce by clicking Search. Select the cardholder by highlighting their name and clicking on the Edit button



Step 4

Click on the Status Options tab on the left hand side menu of the cardholders profile. Tick the Access Controller or Spot Checker box as required, then click Save.  


To remove this status from a cardholder, just remove the tick and click Save.



Step 5

The cardholder will then be able to log into the RIW App, PC Card Reader or Web Card Reader with their RIW card and use the Access Controller or Spot Checker functionality.


For further guidance, please refer to the related articles:



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What is an Access Controller?

An Access Controller is the term given to the person who is responsible for swiping in/out cardholders at a worksite. They can also check job roles and competencies to ensure site compliance, view work restrictions, as well as deny access to site. This is done by scanning a rail industry cardholder card using the RIW App.  


An Access Controller could be for example, but not limited to; the Track Force Protection Coordinator, Protection Officer or the Site Supervisor.


Related articles:


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Can anyone perform a spot check without being a RIW cardholder?

No. All Spot Checkers and Access Controllers must be RIW cardholders in order to check RIW cards.


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If a cardholder is having trouble accessing a site with their RIW card, what might be the problem?

There could be a number of reasons why a cardholder cannot access a site using their RIW card. 


  • The cardholder may not have a Primary Employer or a current subscription.  Both of these are required for a RIW to be active.
  • The cardholder may be missing a required job role or competency. Please check that all required job roles or competencies on the RIW profile are valid. Employer Administrators can view RIW cardholder profiles via the RIW system. RIW cardholders can view their profile via their myRIW account.
  • The cardholder could be missing a site specific job role or competency required for that particular site. Please check with the Network Operator or Contractor in Charge for specific site requirements.
  • The RIW cardholder may have a site, National or Network block placed on their profile.

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Are cardholders automatically associated by swiping onto a site?

When a cardholder swipes into a site they become "linked" to the Network that they have swiped to and to the Contractor in Charge of the Project. 


This linkage exists until the cardholder swipes onto another project and/or Network. 


View only and minimal functionality exists for linked cardholders. If ongoing visibility is required, association should be requested of the cardholder from the company. 


Related articles


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What does the manual swipe limit exceeded mean on the RIW App?

RIW cardholders have a maximum allowance of 10 times in which they can use the forgotten card function when swiping in to site with an Access Controller. This may occur when a cardholder is unable to present their physical or virtual RIW card to the Access Controller.  This allowance is reset every 12 months.


If the maximum allowance is exceeded, then the following message will appear on the Access Controllers RIW App when attempting to use the forgotten card function.



RIW cardholders should be encouraged to carry their physical RIW card or to install their virtual RIW card on their smart device.


NOTE: There is a 14 day grace period after a RIW card is first created for a cardholder, during which any number of cardless swipes can be performed. This will ensure a cardholder can access site while waiting for their card to be manufactured and posted.


If a cardholder has lost their card, please refer them to:


If a cardholder would like to install a virtual RIW card, please refer them to:


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What are the minimum system requirements to use the RIW App?

To use the RIW App on the following devices, you will require:

  • Android device: Android 5 and above, 4G/3G/Wi-Fi & rear facing autofocus camera
  • Apple iPhones or iPads: iOS 9.0 and above, 4G/3G/Wi-Fi & rear facing autofocus camera

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RIW card reading options in areas of poor connectivity

Access Controllers or Spot Checkers may work in areas of poor connectivity where using the RIW App (connected to the internet) may not be possible. In this case, there are a range of approaches to read cards as follows:


PC Card Reader

These plug into a desktop PC and tend to be used in offices, site huts or depots. These do require internet connectivity, however, they can also read cards using near field communication (NFC), and synch the smartcard with the latest copy of the cardholders record. This approach works well when card checks are done in a depot location before work groups heading out for the shift.


Muster somewhere with comms using the RIW App – Android or iOS

Many users, if expecting to work at least part of the shift in connectivity “black spots” can muster somewhere with internet connectivity. The card checker swipes in each worker’s card using the RIW App on their mobile phone – physical or virtual cards (both are equally fine).


If the team then move to an area where there is no internet connectivity, any of the swiped in workers’ cards can be re-accessed simply by scanning the QR code on the card again (this works for both physical and virtual cards). This retrieves the worker record from the app’s cache. It also confirms to the card checker WHEN the record was last synched with the RIW database. 


Any card checks being performed offline are still logged in the RIW App, and when internet connectivity is re-established, these checks and swipes get transferred to the main RIW database.


A similar approach can be done by scanning into the RIW App the QR code on the worker’s card image on the main RIW system (if logged in to the main application) to collect the crew that is expected to start work. This can work well if the card checker will meet their crew in an area without internet connectivity and KNOWS who will be in their team. They can then swipe in the workers in an area of no internet connectivity using the cached records to enable this.

 

Using the RIW App – Android only

Near-field Communication (NFC) is the technology you use for all sorts of payments using your phone etc.


The RIW cards are SMART – they have an encrypted, contactless chip stored within the plastic – so they can be securely authenticated and read using the RIW App. If the card checker’s Android phone has NFC (and almost ALL do), the phone can be turned into a Smartcard reader using NFC. This reads the data securely directly from the card chip. This does not need any internet connectivity - so you can check people’s physical smartcards using NFC anywhere. Therefore no mustering is required.


However this doesn’t work with virtual cards (as these don’t have a chip) and nor does it work with the iOS version of the RIW App (however there will be an NFC version of the iOS app released  - est 2021).


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