How to register a visitor to site in the RIW System

This article will detail how to create and manage visitors who are visiting sites that are linked to a Project. A visitor is someone who does not have an RIW card and is only visiting the site and not performing work. 


Note: The QR code available on a RIW System generated visitor pass cannot be read by a Kiosk. When a visitor is to be checked in at an RIW Kiosk, the Visitor must manually enter their details using the Visitor function on the RIW Kiosk.  



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Project Admin
  • Site Admin


Step 1: Log in to the RIW System

Login at https://app.riw.net.au using your credentials.


Step 2: Visitors Menu

Click on the Visitors tab on the main dashboard.



Step 3: Register visitor

To register a visitor, click the Register Visitor button via the Visitor dashboard. 



Step 4: Search for visitor

Firstly, check to see whether the visitor already exists in the RIW database. Enter the visitor’s first name, surname and date of birth and click Search



If the visitor is located in the RIW System their details will appear below.



If the profile belongs to the visitor to be issued the pass, double click on the profile to open the Add Visitor screen to be updated if required, and for the new visitor pass to be issued.


Step 5: Add new visitor

If no matching record is found, the table will remain blank under the People section. Click the Add New Visitor button to commence adding a new visitor.



Step 6: Complete visitor details

On the Add Visitor screen, complete the required details noting that any fields highlighted with a red asterisk (*) are mandatory, including a visitor photograph. Add any required notes in the Notes text box provided. Note: Only sites linked to the assigned project will be available for selection from the drop down box.


To upload a photograph, click the Upload hyperlink under the placeholder image.



Step 7: Upload visitor photo

On the Image Upload screen, click Choose File and browse the computer to locate the photograph. Click Upload when complete.


Step 8: Crop visitor photo

Once the image has been uploaded, crop the image if required by hovering the mouse over the image and dragging to move the highlight box across the photograph until the position is correct. When complete click Crop and Save


The new image will now be associated with the Visitor’s record along with the date that the image was updated. The image will now form part of the Visitor Pass.



Step 9: Save Visitor Pass

Click the Save and Print Visitor Pass when all details have been updated.



Step 10: Print visitor pass

The RIW System will now present the visitor pass as a PDF file. The visitor pass can be downloaded or printed at this point using the available icons in the top right hand corner of screen. 


The passes are designed so they can be cut to fit into a typical card wallet. Alternatively, email the visitor pass to the visitor so they have a digital copy.


Note: Ensure pop up blockers have been disabled for the browser in use, as the pass will load on a new tab in the browser.



Step 11

A confirmation that the pass has been generated is then displayed.


Click the Return to Visitors link to repeat the process to add another visitor if required.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077452


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How to manage visitors in the RIW System using Visitors Today function


This article will detail how RIW System Users can manage visitors in the RIW System using the Visitors Today button.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Project Admin
  • Site Admin


Step 1: Log in to the RIW System

Login at https://app.riw.net.au using Project or Site Administrator Credentials.


Step 2: Visitors menu

Click on the Visitors tab on the main dashboard.


Step 3: Visitors Today

Click the Visitors Today button on the Visitor dashboard. 


Step 4: Summary of visitors today

A summary view of all visitors passes generated today for the sites linked to the assigned project or site will be displayed. 

By default, the All Visitors Today option is selected.



Step 5: Refine search of visitors

Use the search filters to refine the list displayed.


Step 6: Reprint visitor passes

From here, if a visitor pass wasn’t printed earlier or needs reprinting, highlight the relevant visitor and select Reprint to print to the default printer. The passes are designed so they can be cut to fit into a typical card wallet.



Step 7: View or cancel visitor passes

Visitor passes can also be viewed or cancelled by highlighting the relevant visitor and clicking the View or Cancel button. If a pass is cancelled, the action must be confirmed.




Step 8: Swipe in / out visitors

Once a pass has been printed, the visitor can be swiped in and out of site by clicking the appropriate Swipe In or Swipe Out buttons on the Visitors Today summary screen, or by the Access Controller on the RIW app using the QR code on the physical visitor pass.



Note: The QR code available on a RIW System generated visitor pass cannot be read by a Kiosk. When a visitor is to be checked in at an RIW Kiosk, the Visitor must manually enter their details using the Visitor function on the RIW Kiosk.  



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030431


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How to view existing visitor passes in the RIW System


This function is useful for viewing current and historic visitor passes for an individual visitor or a group of visitors.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Project Admin
  • Site Admin


Step 1: Log in to the RIW System

Login at https://app.riw.net.au using Project or Site Administrator Credentials.


Step 2: Visitors Menu

Click on the Visitors tab on the main dashboard.


Step 3: Visitor Passes

Click the Visitor Passes button on the Visitor dashboard. 



Step 4: Search for Visitor

On the search screen, use either the surname of a visitor or the surname of the host and click Search to search for the visitor’s profile you wish to access.



Step 5: Select Visitor

Once the visitor is found, click the desired visitor profile so it is highlighted in light blue and then click the View button to access the visitor pass.



The Visitor Pass will be displayed on screen for printing.  The passes are designed so they can be cut to fit into a typical card wallet. Alternatively, email the visitor pass to the visitor so they have a digital copy.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030432


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Can visitors use a Breathalyser Device?

A visitor pass will not record a Breathalyser result against a visitor profile in the RIW System. A visitor can perform a breath test prior to site entry in accordance with site requirements, which must be confirmed by an Access Controller at point of testing.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030144



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