Video - How to add a cardholder to the RIW System




RIW Knowledge Centre Article Link:

https://support.riw.net.au/en/support/solutions/articles/51000034503


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How does a company add a new cardholder to the RIW System?


This guide outlines how to add a new cardholder to the RIW System, which is a five step process that requires both the RIW System User and the new RIW cardholder to complete key steps.  


Please ensure the company is registered in the RIW System and that an RIW System User login has been issued before undertaking this process.


An overview of the onboarding process is provided below. Each part must be completed before proceeding to the next part.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment

Part A - RIW System User adds new cardholder to the RIW System


Prior to commencing this process, please ensure you have the new cardholders first name, surname, date of birth, mobile phone number, email address and a photograph. It is best if you ensure the details entered exactly match those found on an identification document, such as a drivers licence or passport. This is important for when the cardholder receives the ID check request. Please ensure any hyphenations or capitalisation are captured as per the identification document as well.


Step 1: Log in to the RIW System

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


Step 2: Add a New Person

Click on the Add a New Person icon on the main dashboard, or click on the People Tab and choose the Add a New Person icon.



Step 3: Enter Cardholder Details

On the Create page, type in the cardholders first name, middle name (if applicable), surname, date of birth and email address. It is essential that a unique personal email address is added for the cardholder, as this is how they will accept the employment request and manage their profile in myRIW.



After the mandatory information has been populated, click the Check for Duplicates button. The RIW System will alert the RIW System User if the cardholder already has an existing profile in the RIW System. If a duplicate is found, the following alert will appear.



Step 4: Duplicate profiles

If a duplicate profile is found there are two options:


1. Employ the existing cardholder by clicking on the Employ hyperlink. (Note: this may only be possible if the cardholder has no primary employer, or if the cardholder has “shared employment” enabled on their profile). Ensure the cardholder details entered are correct before proceeding to Step 5.


2. Contact the RIW Service Desk on info@riw.net.au for assistance in creating a new cardholder profile that already exists with the same details.


If no duplicate profiles are found, then you can proceed to the next step to add the new cardholder.


Step 5: Add cardholder profile photo

Once the cardholder has been created, the next step is to add a profile photo of the cardholder. Refer to our RIW Knowledge Centre article What standard is required for a RIW identification photograph? for more information about photo specifications.

 

To add a photo, click on the Upload hyperlink below the placeholder image


The Image Upload box will display. Click on Browse to locate the file on the computer and then click Upload.


 

Please ensure the photo is uploaded with the correct orientation. 

 

Once uploaded, crop the image as required to meet specifications. Ideally, crop as per the example below. Once satisfied that the appropriate aspect is captured, click on Crop and Save.


Once the photo has been uploaded, please complete the cardholders address details, taking note of the mandatory required information, marked with an asterisk (*).


Step 6: Employment request sent to new cardholder

Once the the cardholder’s profile has been created, the new cardholder will receive an Employment Request email, inviting them to create a new myRIW profile. The RIW System User will not be able to continue the on-boarding process until the employment request has been accepted by the cardholder.




Note: The Employment request MUST be accepted within 28 days by the cardholder. If the request is not accepted in this time, the cardholder profile will be automatically deleted from the RIW System.



Part B - New cardholder accepts employment request in myRIW


Step 7: New cardholder creates myRIW account

The cardholder must now register a new profile by clicking on the Create Account button at myRIW to accept the employment request. If required, direct them to How does a cardholder create a myRIW profile? for further instructions on how to register and use myRIW.



Step 8: New cardholder accepts Permission Access Agreement

After the cardholder has registered, they can log into myRIW at https://app.riw.net.au/MySkillGuard using their credentials.


The first time the cardholder logs into myRIW they must accept the Permission Access Agreement (PAA), which is their consent about how RIW may collect and use their personal information to administer their profile in the RIW System.


Step 9: New cardholder accepts employment request

Once the cardholder has accepted the PAA, the cardholder must also accept the Employment Request to be linked to the company. To do this they can go to the Employers & Associations section of myRIW, and click the Accept button next to the employment request.



Step 10: View status of employment requests

RIW System Users can view pending employment and association requests via the Approvals section on the Main Dashboard.



Part C - RIW System User requests ID check


Step 11: Request ID Check

The next step of the employment process is for the RIW System User to request an ID check for the cardholder, unless the company has the status Exempt from ID Checks (e.g. because these are handled internally by the company’s HR Department). 


Until an ID check has been successfully approved or confirmed as completed (where the company is exempt), the RIW System User will not be allowed to pay for the cardholder’s annual subscription, upload a medicals or competencies, or order their RIW card.


For ID check exempt companies, tick the ID Confirmed checkbox on the following screen.



Step 12: Resolve any outstanding issues before requesting ID check

If the company is not exempt, the following screen will be displayed. The ID check will not progress if there is missing key information on the cardholder’s profile. The missing items are indicated by a red cross. Resolve any missing requirements before selecting Request ID check.



Step 13: Pay for ID check

After the ID check has been requested, the RIW System will prompt for payment.  Complete the payment via PayPal or Pay on Account (if applicable - Premium Functionality Employers only) by clicking on the Checkout button.


Part D - RIW cardholder completes the ID check


Step 14: Cardholder completes ID check

The cardholder will then receive an email to commence their online ID check. The cardholder will need to provide an acceptable identification document. Please refer to the article What identification documents does a cardholder require to complete an ID check? for more information.


If the ID check is rejected please refer to the article How does a company manage a rejected ID check?  


IMPORTANT! Once the ID check process has been requested and paid for, the cardholder has 10 days before the link expires.  If this period lapses, the RIW System User will need to request and pay for a new ID check.



Part E - RIW System User finalises onboarding and orders RIW card


Step 15: Pay cardholder subscription and order RIW card

Once an ID check and medical are complete, the on-boarding process can be finalised by ordering an RIW card. At this point the RIW System User will be prompted to pay the cardholders fees (Supply of New Card Fee and Annual RIW Card Fee) before the RIW card can be ordered.  For more information about pricing, please visit our RIW Knowledge Centre article What is the RIW Pricing Model?



Step 16: Onboarding cardholder

Before continuing with the on-boarding, it may be a requirement that the cardholder undertakes a medical assessment by an Authorised Health Professional (AHP)


This process is not handled within the RIW System and must be requested directly with an AHP. However, AHPs have their own limited access to cardholders profile on the RIW System. This means that any Medical and/or Drugs & Alcohol test results and their associated certificates can be uploaded directly by an AHP to the RIW System. 


If the AHP is not offering the direct upload service, the RIW System User can request for a medical to be added to the cardholders profile by submitting an Upload Medical Certificate Service Request on the RIW website at www.riw.net.au


The fit slip provided by the AHP is entered into the profile by the RIW Service Desk and is available for the RIW System User to view via the Medicals tab in the individual cardholder’s profile.  


Once an approved medical has been received, the RIW System User can continue with the on-boarding.



Step 17: Manage cardholder profile

Once the new card has been ordered, the Employer Administrator may then commence uploading the required job roles and competencies.



Video - Adding a worker to the RIW System




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077433


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How does a company send an employment request to an existing cardholder?


This article will detail how an employer can send an employment request to an existing cardholder in the RIW System.


This instruction applies to the following RIW System user roles:

  • Employer Admin 
  • Employer Admin - No Payment
  • Employer Admin - Read Only 
  • Helpdesk 

Step 1: Login to the RIW System

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


Step 2: Search for New Employees

Click on the People Tab and then Search for New Employees.



Step 3: Populate search criteria

On the People screen, three pieces of information are required to proceed.  Enter the existing cardholders surname, RIW number and date of birth and click Search. The cardholders details should then appear.  


If the cardholder does not have a current primary employer (as per the image above), then click on Employ to send an employment request to the cardholder. The following Create Employment pop-up will appear, where you can verify the employment start date, as well as the email address for the cardholder. Click Save when complete.




A pop up will confirm that the employment request has been emailed to the cardholder for approval. 



If the cardholder requires further instruction on how to accept an employment request in myRIW, please direct them to our article on How does a cardholder accept an employment or association request?.


NOTE: If the cardholder has a current primary employer and has not allowed their employment to be shared, then at this point an employment request will be unable to be sent.  Primary Employers are listed in the Primary Employer column on the People Screen.



Clicking on the Employ button followed by the Save button will surface the following error:



If the cardholder would like to cease employment with their current primary employer, please refer them to our article How does a cardholder add or remove a company from their RIW profile?


If the cardholder has the "shared employment" box ticked on their RIW profile, then you will be able to send a secondary employment request to the cardholder.  


Step 4: Checking employment requests

RIW System Administrators can monitor pending employment requests via the Approvals section on the Main Dashboard. 



RIW System Users will be unable to view the cardholders profile until the employment request has been accepted by the cardholder in myRIW.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/en/support/solutions/articles/51000051312




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What happens if a cardholder rejects a request or ends association with a company?


RIW System Users can monitor association requests via the dashboard in the RIW System. RIW System Users can see all association requests that are pending approval, or have been accepted or rejected by a cardholder.  For more information, please refer to our RIW Knowledge Centre article How does a company monitor association requests?


If a cardholder rejects an association request, the company will not have visibility of the cardholders profile, and the rejection will display on the Associations Approvals dashboard.


If the association is ended by the cardholder, the company will also lose visibility of the cardholders profile.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030134



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How does a company send an association request to a cardholder?

An association occurs when a cardholder swipes onto a site or when a company requests to be associated with a cardholder, giving the company visibility of a cardholders profile in advance. The associated company has view only rights of the cardholder profile and does not employ the cardholder. 


Note:  If a cardholder swipes into a site that the company/Contractor in Charge manages, and the cardholder has a pending association request from the company/Contractor in Charge, then automatic approval of the association request will granted.  



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only 


Step 1: Log in to the RIW System

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


Step 2: Search for New Associates

Click on the People tab and then choose the Search for New Associates shortcut.



Step 3: Search for cardholder

Find the cardholder you wish to associate with by filling in their surname, RIW number and date of birth and clicking Search. Highlight the cardholders name and click on the Associate button.



Step 4: Add start date

Add a start date for the association request, and if applicable, a leave date.  Click save when complete.



Step 5: Association request sent

The association request will be sent to the cardholder for approval, and must be accepted in the cardholders myRIW account before visibility of their profile is granted. Refer the cardholder to the following articles:


Step 6: End association

The association can be ended by the company or the cardholder at any time.


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030061


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How does a company fix a spelling mistake on a cardholders profile?


If the cardholders name or date of birth has been entered incorrectly when creating a new cardholder profile and their ID Check has not been requested, the Primary Employer should contact the RIW Service Desk on 1300 101 682 or info@riw.net.au to have this amended before requesting the ID Check. 


In the instance the cardholder has already completed the ID check, please contact the RIW Service Desk.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030114




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How can a company resend an employment request?

This article details how a company can resend an employment request.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Helpdesk


Step 1: Log in to the RIW System

Login to the RIW System at https://app.riw.net.au using your credentials. 


Step 2: Employment Approvals

On the Main Dashboard, click on the Employment Approvals shortcut.



Step 3: Approvals Screen

On the Approvals screen, locate the cardholder you wish to resend the employment request to, highlight their details and click on Resend Initial Employment Request Email.



The Employment Request email will be resent to the cardholder, which is confirmed by a pop-up screen as follows. Click OK to confirm.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030120


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How does a company change the name and core details of a cardholder in the RIW System?


If a cardholders name has changed due to marriage or another circumstance, the Employer Administrator will need to contact the RIW Service Desk, as amendments to cardholders core details can only be made by the RIW Service Desk 


The Employer Administrator will need to provide a copy of the cardholders Australian Drivers License or Passport, which shows their changed/current name.


If the cardholder does not have an identification document issued by the Australian Government, please send a copy of the cardholders passport showing their current name, a copy of a name change certificate from the country listed on their passport, and a copy of a bank statement or utility bill within the last 3 months. Ensure that the documents show the current name as well.  Please ensure these documents are translated in English if applicable. Alternatively, a marriage certificate can be supplied. 


When the RIW Service Desk changes the cardholders name in the RIW System, the cardholders current RIW card will be cancelled immediately, and a new ID check will need to be completed. Please see How does a company order an ID check for a cardholder? 


After the new ID check is successful, the Employer will be able to order a new card displaying the cardholders updated 

name. Please see How does a company order or reorder a physical or virtual RIW card? 


Please note that a new card issuance fee of $85.00+gst will be payable. 



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000034211



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How does a company monitor employment requests?


Employment requests sent to cardholders can be monitored from the Approvals tile on the main dashboard.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


Step 1: Log in to the RIW System

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


Step 2: Employment Approvals shortcut

Click on the Employment Approvals shortcut on the main dashboard



Step 3: Approvals

This will default to the Pending Approval tab and will list all employment requests that are pending approval of cardholders. Employment requests can be resent to cardholders by highlighting the request row and clicking the Re send Initial Employment Request Email button.


Please check that the cardholder's email address is up to date and correct PRIOR to resending the employment request.



Approved and Rejected employment requests can be monitored by clicking on the Approved or Rejected tabs.





RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030137




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How does a company search for my people?


This function allows an RIW System User to search for cardholders that are either employed by or have an association with their organisation.



This instruction applies to the following RIW System user roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Project Administrator
  • Site Administrator

Step 1: Log in to the RIW System

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


Step 2: Locate the Search for My People shortcut

The Search for My People shortcut can be found in two places in the RIW System:

  • On the Main Dashboard (as pictured below), or 
  • On the People Tab.




Step 3: Search for My People

Click on the Search for My People shortcut.




Step 4: Search for My People

Search filters are available to refine the list of cardholders displayed. All cardholders are displayed by default when clicking the Search button without any filtering.


Depending on your RIW User Role permission, you may be able to filter by first name, surname, RIW number, Company, Relationship, Project or Site.


Use the page options underneath the list to view more or less records per page and to navigate to the required page. Columns can be sorted by clicking on the column title.




Please be careful with using common data that may generate a large number of results.


Step 5: Select cardholder to view and edit

Highlight the required cardholder record from the list and click on the Edit button to view the cardholders information.




The cardholders core information will then be displayed.




RIW Knowledge Centre Article link:

https://support.riw.net.au/support/solutions/articles/51000140293


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How can a company change a visitor profile into an RIW cardholder profile for employment?

This article details the steps to transition a visitor profile in the RIW System to an RIW cardholder profile.  


This instruction applies to the following RIW System User Roles:


  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

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


Step 2: Search for People

To find the visitor profile,, select the Search for People  shortcut from the main dashboard.



Step 3: Criteria for Search

In the People search criteria fields, add the first name and surname into the appropriate fields.  Use the dropdown on the Visitor field and set this to Visitor Only.  Click Search.




Step 4: Select the Individual

Once the search results return, highlight the individual record and click on the Edit  button.




Step 5: Check the Date of Birth

On the visitors core details screen, check the date of birth and confirm that you have selected the correct individual's record.



Step 6: Update Status Options

Select Status Options from the tabs on this left of the the page.  Deselect the Visitor? check box.




Please note that an error message will appear if the profiles does NOT have an email address recorded in the Contact Details tab.


Step 7: Progress with onboarding

Please refer to our RIW Knowledge Centre article How does a company add a new cardholder to the RIW System? to complete the steps for onboarding the new cardholder.  This may include sending an employment request, requesting an ID check, and paying their annual cardholder subscription.


RIW Knowledge Centre Link:

https://support.riw.net.au/support/solutions/articles/51000144726



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How does a company end employment with a cardholder?


This article details how a company can end employment with a cardholder by applying a leave date to the employment relationship on a cardholders RIW profile.  



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

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


Step 2: Search for cardholder

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


Step 3:  Select cardholder

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: Employment History

Click on Employment History on the left-hand side menu of the cardholders profile. Highlight the record and click on Edit.



Step 5: Apply leave date

On the Edit Employment screen, enter a leave date and click Save.




Note: leave dates cannot be backdated.  The leave date must be today or a date in future. If selecting today's date, then the employment request will be effective as of midnight of the date selected.  


The employment relationship has now been ended, as the leave date will show as applied.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000144816



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What information can I see on a cardholder profile?


This article provides an overview of the type of information that can be viewed on a RIW cardholder profile.


Note: Some of the information detailed below may not be visible by some RIW System Users. Information is provided on a needs to know basis following the RIW System Hierarchy.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Assessor
  • Employer Admin
  • Employer Admin (Premium Functionality Employer)
  • Employer Admin - No Payment
  • Employer Admin - No Payment (Premium Functionality Employer)
  • Employer Admin - Read Only
  • Employer Admin - Read Only (Premium Functionality Employer)
  • Helpdesk
  • Medical Provider User
  • Network Manager
  • Network Manager - Read Only
  • Project Admin
  • Site Admin
  • Training Provider User


Cardholder profile



Summary of information available on the left hand side menu



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000146687




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How can a company update a cardholders details?


This article details how a company can update a cardholders personal contact details in the RIW System, such as their address, phone number and email address.  


Note: Companies are unable to update cardholders core details (name and date of birth), as this is core information used to identify the cardholder. Please refer to our RIW Knowledge Centre article How does a company change the name and core details of a cardholder in the RIW System?


Note: Cardholders can also update their own email address, street address or mobile phone number by logging into their myRIW account. Please direct cardholders to the RIW Knowledge Centre article How can a cardholder update their contact details?



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk


Step 1: Log in to the RIW System

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


Step 2: Search for People

On the main dashboard, click on the Search for People  shortcut.

 

 

 

Step 3: Search criteria

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Highlight cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Contact Details Tab

Click on the Contact Details tab on the left hand side of the page.  Complete or update the fields and click on the Save button.




NOTE:  The email address field is mandatory and must be unique to the cardholder, as this email address is used to create their myRIW profile.


NOTE: When updating Contact Details, all mandatory fields need to be completed before saving the record.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000147276



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How can a company update a cardholders "other" details?


The Other Details tab allows Employer Admins to capture additional information regarding the cardholder. This information is not mandatory for the RIW System.


A description of the other detail fields is located at the end of this article.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

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


Step 2: Search for My People

On the main dashboard, click on the Search for My People  shortcut.

  

 

Step 3: Search Criteria

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Highlight cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Other Details tab

Click on the Other Details tab on the left hand side of the page.  Complete the fields as per your company's procedures. Click on the Save button when completed.



Other Detail Descriptions


Cost Centre can be used by a company to designate a cardholder to a particular group. This is useful when developing custom reports, as you can report on a specific cohort of cardholders. For more information, please refer to the RIW Knowledge Centre article How does a company add a cost centre to a cardholder?


USI is the Unique Student Identifier that identifies a cardholder as a student in Australia, which can be provided to any higher education or training organisation they study with.


Employee Number is the company employee number.


Additional date could be used by a company to record a date of employment etc., if different to the date an employment request was sent (which is monitored through the Employment Tab on the cardholders profile).


Pegasus ID is pre-populated with the cardholders Pegasus ID number if the RIW cardholder previously held a Pegasus Rail Industry Worker card.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000147292




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How can a company update a cardholders emergency contact details?


The article details how a company can update the emergency contact details for an RIW cardholder in the RIW System.


This instruction applies to the following RIW System User Roles:

  • Advanced Project Administrator
  • Employer Admin
  • Employer Admin - No Payment
  • Helpdesk

Step 1: Log in to the RIW System

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


Step 2: Search for My People

On the Main Dashboard, click on the Search for People shortcut.

 

 

Step 3: Search Criteria

Complete search criteria to filter the list to find the required cardholder and click on the Search button.

 

 

Step 4: Edit cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Update emergency contacts

Click on the Emergency Contact tab on the left hand side of the page.  Complete the fields.  Please note that the Relationship field provides a drop down selection.  Click on the Save button when completed.



The cardholder details have now been updated with the emergency contact details.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000147381




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How does a company update cardholder status options and communication preferences?


Status options provide an Employer Administrator with the opportunity to assign or un-assign certain access right to a newly created or existing cardholder by checking/unchecking the relevant flag(s), as well as updating their communication preferences for RIW System Notifications and Vircarda Messages


This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Helpdesk

Step 1: Log in to the RIW System

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


Step 2: Search for My People 

Click on the Search for My People shortcut, either from the Main Dashboard or on the People tab.




Step 3: Search for My People

Search filters are available to refine the list of cardholders displayed. All cardholders are displayed by default when clicking the Search button without any filtering.


Depending on your RIW User Role, you may be able to filter by first name, surname, RIW number, Company, Relationship, Project or Site.


Use the page options underneath the list to view more or less records per page and to navigate to the required page. Columns can be sorted by clicking on the column title.




Please be careful with using common data that may generate a large number of results.


Step 4: Select cardholder to view

Highlight the required cardholder record from the list and click Edit. Double clicking on the cardholder record will also open the cardholders profile.




The cardholders information will then be displayed.


Step 5: Update Status Options


Click on the Status Options menu on the left hand side menu. From here, the status options can be checked / unchecked as required, based on the definitions at the end of this article.


Also, an RIW System User can also update cardholder communication preferences by allowing company messages and employment/association requests to be sent to Vircarda (by default, Employment and Association requests are always sent by email).  RIW System Users can can also elect to have the cardholder receive subscription, competency and medical expiry notifications, and job role leave date notifications.


NOTE: Cardholders can also update their own communication preferences in myRIW.  Please refer to the RIW Knowledge Centre article How can a cardholder update their communication preferences in myRIW?




To update a communication preference, drop the field for each item and choose the appropriate option; Do not notify, Email, Vircarda, Email and Vircarda.



Once the status options have been updated, click Save.



Status Option Definitions

Access Controller

An Access Controller is the term given to a cardholder who is responsible for swiping in/out of individuals at a worksite, as well as checking competencies of cardholders to ensure compliance. This person could be for example, but not limited to; a Track Force Protection Coordinator, Protection Officer or Site Supervisor. 


The Access Controller status option enables the cardholders to function as an Access Controller and use the mobile apps or PC card reader to perform the various actions supported, e.g. swiping self and other cardholders into and out of sites, spot-checking cards, awarding site-based competencies, such as Inductions, Briefings and Toolbox Talks. 


Spot Checker only

A Spot Checker is the term given to a cardholder on the system with the permission to check cards of other cardholder’s roles and competencies. This could be for example, a site safety representative, an auditor or a rail safety officer from the Office of the National Rail Safety Regulator.


This access enables the cardholder/auditor to use the mobile apps or PC card reader to perform Spot Checks of cardholders’ virtual or physical cards. No other functionality is available.


Can self-swipe

Useful for cardholders who work alone, updating this status option allows cardholders to swipe themselves into and out of sites. They are not authorised to swipe in other cardholders.


Checking this box does not prevent the cardholder from also being swiped in by an approved Access Controller (i.e. someone with the Access Controller option checked) as part of a team.


Share employment

This flag allows the cardholder profile to be shared with addition of two other companies. In the case of secondary employment, only the primary employer has edit rights and this status only changes if the cardholder’s primary employment is changed to another shared employer. The cardholder must approve any secondary employment requests via their myRIW account before access is granted. This flag can be unticked at any time by the primary employer of the cardholder. If the flag is unticked the cardholder will automatically lose the employment of the secondary companies and the companies will be notified via email.


New to industry

This flag will prominently identify and let the Access Controller or Spot Checker know that the cardholder as inexperienced and New to the Rail Industry when their card is swiped via the mobile apps or PC card reader.


Visitor

This flag is set automatically if the individual was created as a Visitor during the visitor registration process.


Deselecting the Visitor? Checkbox will change the person’s record into a non-visitor record and, therefore, allow them to be found during a person search and employed following the normal procedures.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000147850



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How does a company end an association relationship with a cardholder?


This article details how a company can end an association relationship with a cardholder.  This can be performed when the status in the cardholders Association History is either Pending Approval or Approved.  


Note: A company may only end their own associations with cardholders.  A company may not end the association of their primary cardholders with other companies.  If this is required, then the cardholder can end the association direct in their myRIW, or the other company must end the association.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

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


Step 2: Search for People

On the main dashboard, click on the Search for People  shortcut.

 

 

 

Step 3: Search Criteria

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Highlight Cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Association History 

Click on  the Association History tab on the left hand side menu and highlight the association details that are to be removed.  Click the Edit button.



Step 6: End the association

In the Edit Association box, enter an end date and click on Save.



NOTE: Leave dates entered must be today's date or a date in future.  A leave date in the past can not be entered.  When the date is entered, the association will be ended as of midnight of the date entered.  For example, if you put today's date, then the association will end at midnight today.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000148626



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How can a company assign self swiping to a cardholder?

The article details how a company can assign self-swiping functionality to a cardholder.  This functionality is useful for cardholders who work alone, which allows them to swipe in and out of a site without the need for checking in with an Access Controller.  



Note: a cardholder with self-swipe enabled is not authorised to swipe in other cardholders.


Note: providing self-swiping functionality does not prohibit the cardholder from also being swiped in by an approved Access Controller as part of a team.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin 
  • Employer Admin - No Payment
  • Helpdesk


Step 1: Log into the RIW System

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


Step 2: Search for cardholder

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


Step 3:  Select cardholder

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: Go to Status Options

Click on the Status Options tab on the left hand side menu of the cardholders profile. Tick the Can Self Swipe box and then click Save.  


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



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 self swipe functionality.


For further guidance, please refer to the related articles:




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000149659



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How can a company share the employment of a cardholder with another company?


The article details how a company can share the employment of a cardholder with other companies.  


Only the Primary Employer of a cardholder can allow the share employment flag to be updated in status options.  When this status is granted, the cardholder may also have up to two secondary employer relationships in the RIW System, which allows the secondary employer to manage job roles and competencies, and have visibility of the cardholders profile.


The Primary Employer is responsible for maintaining the cardholders annual subscription fee.



This instruction applies to the following RIW System User Roles: 

  • Employer Admin 
  • Employer Admin - No Payment
  • Helpdesk


Step 1: Log into the RIW System

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


Step 2: Search for cardholder

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


Step 3:  Select cardholder

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: Go to Status Options

Click on the Status Options tab on the left hand side menu of the cardholders profile. Tick the Share Employment box and then click Save.  


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



The cardholder can now receive secondary employment requests for up to two additional companies.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000149660



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How can a company mark a cardholder as new to industry?


The article details how a company can mark a cardholder as new to industry, which is a flag/notification which appears on the cardholders profile when swiping on to a site via an Access Controller using the RIW App or Web Card / PC Card Reader. This informs the Access Controller or Spot Checker that the cardholder may be inexperienced and require additional supervision.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin 
  • Employer Admin - No Payment
  • Helpdesk


Step 1: Log into the RIW System

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


Step 2: Search for cardholder

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


Step 3:  Select cardholder

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: Go to Status Options

Click on the Status Options tab on the left hand side menu of the cardholders profile. Tick the New To Industry box and then click Save.  


To remove this status from a cardholder (i.e. once the cardholder has demonstrated experience and is no longer new to rail), remove the tick and click Save.



The cardholder is now marked as new to industry.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000149675


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How can a company add other types of cards to a cardholder profile?


This article will detail how a company can add other types of cards to an RIW cardholders profile.


Other cards may include details of cards the cardholder holds in other schemes.  Competencies are not shared or imported via this process, but it allows these other cards to be associated with the cardholders profile for reference only.



This instruction applies to the following RIW System User Roles:


  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Helpdesk


Step 1: Log in to the RIW System

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


Step 2: Search for People

On the main dashboard, click on the Search for People  shortcut


Step 3: Search Criteria

Search for the cardholder by adding information in the criteria fields and clicking on the Search button.



Step 4: Select the Individual

From the returned search results, highlight the cardholder record and click on the Edit button.




Step 5: Select the Other Cards menu

From the left hand tab menu, click on the Other Cards tab to display the following screen. To add a new card, click on the Add button.



Step 6: Create Other Card

On the Create Other Card pop up, fill in the card type, card number, name on card and expiry date (if known). Check the box acknowledging that the RIW System User has the permission of the cardholder to register the card. Click Save when complete.



This feature is currently not well-utilised. Card types can only be updated by the RIW Service Desk.  If you wish to make use of this feature, please contact the RIW Service Desk to discuss updating the available drop down card type options.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000149691


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How can a company ensure expiry notifications are sent to a cardholder?


This article details how a company can ensure notifications are sent to RIW cardholders regarding subscription, competency, job role and medical expiries.



This instruction applies to the following RIW System user roles: 

  • Advanced Project Admin
  • Employer Admin 
  • Employer Admin (Premium Functionality Employer)
  • Employer Admin - No Payment
  • Employer Admin - No Payment (Premium Functionality Employer)
  • Helpdesk 


Step 1: Log in to the RIW System

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


Step 2: Search for cardholder

On the Main Dashboard, click on the Search for My People shortcut.

  

 

Step 3: Locate cardholder 

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Highlight cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Status Options

Select the Status Options tab from the left hand side of the page.  This will present the below screen.  Tick the Receive Expiry Emails box and click Save.



The cardholder will now receive expiry notification emails to the email address specified in their Contact Details tab.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000149952



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How can a company view the employment or association history of a cardholder?


The Employment History tab holds information about a cardholder’s current and historic employment, including start and leave dates. The screen also provides a search filter to show current only or historic employment details as well as showing the status of each employment (Pending Approval or Approved).


A summary of the cardholder’s current association history with other companies is shown via the Associations tab, showing the status of each (Pending Approval or Approved)



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Assessor
  • Employer Admin 
  • Employer Admin - No Payment
  • Employer Admin - Read Only 
  • Medical Provider (Note: Medical Providers are unable to view Association History)
  • Project Admin
  • Site Admin
  • Training Provider (Note: Training Providers are unable to view Association History)


Step 1: Log in to the RIW System

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


Step 2: Search for cardholder

On the main dashboard, click on the Search for My People  shortcut.

 

 

 

Step 3: Search Criteria

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Select cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5 Employment or Associations tab

Select either the Employment History or the Associations History tab from the left hand side of the page.




Step 6: History Search

Both the Employment History and the Association History tabs will default to Show Current records.  To get a complete history for the cardholder, tick the Show All button and then Search.


Employment History


Association History




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000150112



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How can a company view the subscription status of a cardholder?


Every cardholder in the RIW System must have a valid cardholder subscription which is paid for in advance by the cardholders Primary Employer. A fee schedule can be found on the RIW Knowledge Centre - Pricing & Fees.  


The subscription schedule is as follows:

  • First year registration fee which includes the first year subscription, initial ID check and card issuance
  • Annual cardholder renewal fee
  • Fifth year renewal fee which includes the cost of a new card being issued
  • Tenth year renewal fee, which includes the cost of a new ID check and new card being issued

This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


Step 1: Log in to the RIW System

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


Step 2: Search for My People

On the main dashboard, click on the Search for My People  shortcut.

 

 

 

Step 3: Search Criteria

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Select cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Subscriptions

Select the Subscriptions tab from the left hand side of the cardholder profile.



Once the initial subscription has been purchased, the Subscription tab shows details of the subscription, the annual subscription end date, the 5 year cycle renewal date and the renewal cost.


When the subscription is due for renewal, highlight the cardholder and click Renew Subscription.   This will create an item in your Shopping Basket for payment.


Step 6: Monitor forthcoming worker subscriptions

Employer administrators can see a list of cardholder subscriptions that are due for all their cardholders by clicking on the Forthcoming Worker Subscriptions shortcut on the main dashboard.



Step 7: List of Worker Subscriptions

A list of cardholder subscriptions that are coming due is produced and to pay, select the rows by ticking the Select box and then click Renew Subscription.  This will create an item in your Shopping Basket for payment.




Overdue subscriptions will be highlighted with red text in the Annual Subscription field.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000150218




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How does a company search for new associates?


This functionality provides the ability to search for cardholders in the RIW System that a company wants to be associated with.


Associated companies have advance and ongoing visibility of a cardholder’s profile before they arrive on site. This is typically used to ensure a cardholder is compliant with the employer’s work requirements ahead of time. The contractor in charge of a project has automatic linkage to a cardholders profile once the cardholder is swiped onto a site under that project. 

The contractor in charge has read-only visibility of the cardholder’s profile. 


Note: If a cardholder swipes into a site that the company/Contractor in Charge manages, and the cardholder has a pending association request from the company/Contractor in Charge, then automatic approval of the association request will be granted. 

 


This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


Step 1: Log in to the RIW System

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


Step 2: People tab

From the tabs at the top of the screen, click the People tab.




Step 3: Search for New Associates

Click on the Search for New Associates tab.


Step 4: Search for New Associates

Complete the search criteria for the cardholder and then click on Search.  



Make sure that your search criteria is accurate so that the correct cardholder is identified. Three key pieces of information are required; surname, RIW number and date of birth.


Step 5: Results

Confirm that the search result is accurate and that the correct cardholders information has been returned..



If the correct cardholder's information has been returned, click the Associate button.  The Create Association dialogue box will appear.  


Step 6: Create Association

Complete the Start Date and the Leave Date (if applicable) and click on the Save button.



Please note that the Leave Date is optional.


Step 7: Association request message

A message confirming that an association request has been sent to the cardholder will appear.  Click on OK to clear the message. 



Until the cardholder has accepted this request, the association has not been completed.


The cardholder will then receive the association request via email, and must accept this in myRIW. For further information regarding this, please refer to our RIW Knowledge Centre Article How does a cardholder accept or reject an employment or association request in myRIW?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000150613


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How does a company primarily employ a cardholder who they secondarily employed?


All cardholders in the RIW System must have a current Primary Employer to have authority to work. Therefore, where a cardholder is shared and the primary employment is terminated, the following functionality is provided to assist secondary employers to employ the cardholder in a primary capacity.


On termination of the primary employment, an email is sent to the Primary Contact of the cardholders' Secondary Employers, alerting them that a leave date has been applied to the cardholders primary employment relationship.


As a cardholder can have up to two Secondary Employers in the RIW System, either Secondary Employer then has the option to become the Primary Employer on a first come, first served basis. 


Note: If in the interim another new company employs the cardholder, this new company will automatically become the Primary Employer. As standard for a Primary Employer, the right to set the Share Employment flag lies with them, so it would be possible in such a situation for a new Primary Employer to deactivate the Share Employment setting on the cardholder’s record. At which point, any secondary employment opportunities are immediately terminated.



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment

Step 1: Email is received

When a primary employment relationship is ended, the Secondary Employer will receive an email notification similar to the following:



If the Secondary Employer wishes to now make this cardholder a primary employee, follow the steps detailed below.


Step 2: Log in to the RIW System

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


Step 3: Search My People shortcut

Click on the Search My People shortcut from the main dashboard.



Step 4: Search for the cardholder

Use the Search criteria to find the cardholder's profile.  From the returned list, highlight the cardholder's row and click the Edit button or double click on the cardholders name.  The cardholder's profile will appear.




Step 5: Employment History tab

Click on the Employment History tab on the left hand side menu.



Step 6: Make Primary Employer

The Employer section details the current employment relationships for the cardholder. The company will now be given the option to make the employment relationship a primary one. First, click on the row where the company name is listed, and then click on Make Primary Employer.


Once clicked, a confirmation box will appear. Click OK to confirm.



The employment relationship flag will now show as Primary Employer.  The company now has full access rights to the cardholders profile, including being responsible for payment of their cardholder fees.



Changing from Secondary to Primary can only be done if there is no other Primary Employer in for this cardholder in the RIW System.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/en/support/solutions/articles/51000155133



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How can a company view allocated items for cardholders?


Allocated items, such as PPE and other work related equipment can be issued and recorded by Premium Functionality Employers within the RIW System.  All other RIW System Users can view the allocated items issued to a cardholder.


Only Premium Functionality Employers can add or manage allocated items.  For more information please refer to the RIW System Knowledge article How does a Premium Functionality Employer add and manage allocated items for cardholders?



This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only
  • Employer Admin - Read Only (Premium Functionality Employer) 
  • Network Manager
  • Network Manager - Read Only
  • Project Admin
  • Site Admin

Step 1: Log in to the RIW System

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


Step 2: Locate the Search for My People shortcut

The Search for My People shortcut can be found in two places in the RIW System:

  • On the Main Dashboard (as pictured below), or 
  • On the People Tab.




Step 3: Search for My People

Click on the Search for My People shortcut.




Step 4: Search for My People

Search filters are available to refine the list of cardholders displayed. All cardholders are displayed by default when clicking the Search button without any filtering.


Depending on your RIW User Permission, you may be able to filter by first name, surname, RIW number, Company, Relationship, Project or Site.


Use the page options underneath the list to view more or less records per page and to navigate to the required page. Columns can be sorted by clicking on the column title.




Please be careful with using common data that may generate a large number of results.


Step 5: Select cardholder to view

Highlight the required cardholder record from the list.



Step 6: Click Edit

Click the Edit  button to view the cardholder's core information.




The cardholders core information will then be displayed.



Step 7: Allocated Items tab

Click on the Allocated Items tab from the left hand side of the screen.



Step 8: Allocated items listing

View the allocated items recorded in the RIW System as issued.


 



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000158094




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How does a company monitor association requests?


Association requests sent to cardholders can be monitored from the Approvals tile on the Main Dashboard.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only 


Step 1: Log in to the RIW System

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


Step 2: Association Approvals shortcut

Click on the Association Approvals shortcut on the main dashboard



Step 3: Monitor pending approval association requests

The Association Approvals screen will default to the Pending Approval menu, listing all association requests that are currently pending approval. 


Association requests will expire 30 days after issue.


If required, an association request can be resent to a cardholder by highlighting the cardholders details and clicking the Re send initial Association Request Email button.  Please check that the cardholder's email address is up to date and correct before resending the association request.




Note: If a cardholder swipes into a site that the company/Contractor in Charge manages, and has a pending association request from the company/Contractor in Charge, then automatic approval of the association request will occur.  



Step 4: Monitor approved association requests

The Approved menu lists all cardholders who have approved an association request in the last 90 days.  



Step 5: Monitor rejected association requests

The Rejected menu lists all cardholders who have rejected an association request in the last 90 days.  Where an association request has been rejected, the RIW System User will be unable to view the cardholders profile.


 


Step 6: Monitor expired association requests

The Expired menu will list all cardholders who have not accepted an association request in the last 30 days.  Cardholders under this menu will continue to be displayed for 90 days from the initial association request.


If an association request needs to be resent, highlight the cardholders name and click on Re-send Association Request Email.  Please check that the cardholder's email address is up to date and correct before resending the association request. 


 



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000161044



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How does a company manage a declined Permission Access Agreement (PAA)?


Cardholders will be prompted to confirm their agreement to the Permission Access Agreement (PAA) when they accept an employment request in the myRIW system.  If the PAA is rejected, then the cardholder's profile will be immediately deleted from the RIW System. 


If a cardholder does reject the PAA in error, the company will be required to create a new cardholder application from the beginning, by following the instructions outlined in our RIW Knowledge Centre article How does a company add a new cardholder to the RIW System?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000161062




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Cardholder ID Photo Orientation Issue


Since the release of Windows 8 (and later Windows 10) operating system, Microsoft introduced a feature called photo orientation. This feature reads the service information of graphic files and automatically shows each photo with the correct orientation, even if the original photo is rotated to the left, right or even upside down.

The below example explains how the feature works.


Original photo with upside down orientation

Additional details of this photo in Windows 10 shows that it is rotated 180 degrees.



Same photo in Windows 8 or 10



This means that when the photo gets uploaded to the RIW System or any other non-Windows (older Windows) device/platform, it will display upside down, despite it looking correct in the Windows 8/10 operating systems.


Example of the same photo in the RIW System


This feature has been a topic for debate since its introduction, however no updates/additional options have been added by Microsoft to date.


Please find a link to a related Microsoft Community discussion regarding this feature: Disable Photo Auto Rotate Win 10


Resolution

 

In order to upload the photo to the RIW system, it needs to be saved with a correct orientation.


Step 1: Open Microsoft Paint

Open the photo in Microsoft Paint application. You can do this easily by right clicking on the photo icon and choosing Open With a select Paint.

 



Step 2: Change orientation / Rotate

Click on the Rotate button and choose the correct rotation required. In this case, the image needs to be rotated 180 degrees.




Step 3: Save photo

Within the Microsoft Paint application click on File, then select Save As, and then select JPEG Picture.

 

 

Step 4: Rename file

Enter the name of the file and click Save. 

 

 

It is recommended not to overwrite the original file and save the new one with a different name.

 

This newly saved photo can now be uploaded to RIW System without orientation issues.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000161079


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How does a company cancel an RIW card?


A company may have reason to cancel an RIW card.


If the cancellation involves the ordering of a replacement RIW card due to loss or theft, please refer to our RIW Knowledge Centre article How does a company order or reorder a physical or virtual RIW card?  A replacement fee is payable for replacement cards.


If the cancellation does not involve ordering a replacement RIW card, please contact the RIW Service Desk on info@riw.net.au, detailing the reason for cancellation.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000162858




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How does a company add a cost centre to a cardholder?


This article details how a company can add a cost centre to a cardholder.


Cost centres may be used by a company to designate a cardholder to a particular group. This can be useful when developing custom reports, as you can report on a specific cohort of cardholders.  It can also be used by an RIW System User to turn on system notification communication preferences to only receive emails regarding the cardholders associated with the cost centre.  For more information, please refer to RIW Knowledge Centre article How does an RIW System User update their email communication preferences for system notifications?


Cost centre format is determined by the company and can include numbers, characters and special characters.

This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only (note: can only view the cost centre)


Step 1: Log in to the RIW System

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


Step 2: Search for My People

On the main dashboard, click on the Search for My People  shortcut.

  

 

Step 3: Search Criteria

Complete search criteria to find the cardholder and click on the Search button.

 

 

Step 4: Highlight cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 5: Other Details tab

Click on the Other Details tab on the left hand side of the page.  To include a cost centre, fill the Cost Centre field and click Save.



For more information about the other fields available in this tab, please refer to the RIW Knowledge Centre article How can a company update a cardholders "other" details?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000164930




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My company is missing a cardholder from the previous system / provider. What do I do?

If you are missing a cardholder in the RIW System and the cardholder had an active subscription in the previous system at 28 June 2019, you can lodge a service request to have the new cardholder added at no cost. 


Step 1

Create the missing cardholder in the RIW System following the instructions in the article How does a company add a new cardholder to the RIW System? to step 11 (do not request the ID check). Ensure you upload a recent photograph of the cardholder. If a duplicate profile is found please contact the RIW Service Desk.  Note: The employment request must be accepted by the cardholder in myRIW before proceeding to Step 2.


Step 2

Submit a Missing Worker From Transition Service Request at https://www.riw.net.au/contact-us/request-a-service/, ensuring you upload evidence of a recent subscription payment and a copy of the cardholders current driver’s licence or passport.




Step 3

The RIW Service Desk will perform a manual ID check, exempt the cardholder from the subscription fee for 12 months and order both a physical and virtual card. The RIW Service Desk will send an email confirming that you can commence adding job roles and competencies for the cardholder. 


NOTE: If you are missing a cardholder in the new RIW system, but the cardholder was inactive in the previous system at 28 June 2019, you will need to re-register them as a new cardholder, paying the full new cardholder cost of $100+GST.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000166425



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How does a company request a Cardholder Work Experience Log Book?


Companies or cardholders may require an extract of an RIW cardholders swipe history which can be used as evidence for an assessment or job role assessment application.  The Cardholder Work Experience Log Book report will return all swipes recorded on Networks, Projects, Sites and Zones for a requested job role.  The purpose of this request is to provide an authentic, non-altered representation of work undertaken in the form of swipe data from the RIW System that has been captured over a period of time.


To request the RIW Cardholder Work Experience Log Book, please fill in the Cardholder Work Experience Log Book Request at https://www.riw.net.au/contact-us/request-a-service/


To complete the request, fill in the cardholders name, RIW number, Employer, Job Role, Start/End dates and details for who to send the report to.  Click Submit when complete.



The RIW Service Desk will process the request and email the recipient within 3 business days. 



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000167444



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How does a company upload a statutory declaration to a cardholders RIW profile?



This article details how to upload a Statuary Declaration to a primary cardholders RIW profile. In some instances if the cardholders name on a certificate/qualification or any other documentation being used as evidence is different to the name on the RIW profile, a Statutory Declaration signed by an ‘authorised witness’ must be supplied and uploaded to the cardholders profile. This information is then visible to the RIW Service Desk or any verifier completing verification.  


Instructions on how to complete a Statutory Declaration can be found at:


How to complete a Statutory Declaration



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment


Step 1: Log in to the RIW System

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


Step 2: Search for My People

On the Main Dashboard, click on the Search for People shortcut.

 

 

Step 3: Search Criteria

Complete search criteria to filter the list to find the required cardholder and click on the Search button.

 

 

Step 4: Edit cardholder

From the returned results, highlight the cardholder row and click on the Edit button.

 


Step 4: Other Details

Once the cardholders profile is display, click on the Other Details tab on the left hand side menu. To upload a Statutory Declaration, click on the Browse button and a the file upload screen will appear. 



 Locate the file on your computer in the File Upload screen, highlight the required file and click Open.



Click on the Save button.


The cardholder profile will now update to advise other details have successfully saved.



The statutory declaration will now be saved to the cardholders profile, which can be viewed by the RIW Service Desk or competency Verifiers when verifying competencies.  Clicking on the eye icon will allow an RIW System User to view the statutory declaration.  To remove a statutory declaration, click on the cross icon.


Note: the Statutory Declaration does not require verification and can be uploaded by the RIW System User roles defined above.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000168238




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