How can a company manage colleague logins or add another RIW System User?


RIW System users are individuals within a company or organisation who are required to use the RIW System. This instruction demonstrates how to add or remove RIW System Users.


Please refer to the RIW Knowledge Centre article How to create multiple user roles for the same user? if you require a user to manage multiple logins.


This instruction applies to the following RIW System User Roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Helpdesk
  • Network Manager
  • Project Admin
  • Site Admin
  • Training Provider User


Step 1: Log in to the RIW System

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


Step 2: Manage Colleague Logins

Click on the My Account tab and select the Manage Colleague Logins shortcut on the dashboard.



Step 3: Add new RIW System User

To add a new user, click on the Add button.




Step 4: Create Colleague User Account

On the Create a Colleague’s User Account screen, fill in the required information by choosing the appropriate User Role, and then entering the user’s first name, surname, email address and user name.  Click save when complete.



The new user will receive an email to activate their account and set their password, granting them access to the RIW System.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077467


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How to create multiple user roles / colleague logins for the same user?



This article describes how to create multiple user roles for the same user using one set of login credentials.  This functionality is also known as the User Role Permission Switcher.


Many RIW System Users perform multiple roles, and this feature allows users to change role without logging in using different login credentials each time.


For example, an RIW System User can switch between a Network Manager login, then to a company Employer Admin login, then to a Medical Provider User, all using the same singular login credential.


In order to use the User Role Permission Switcher, new user profiles may need to be created as the same username and email address must be used for each permission required for the switcher to work.


Important note: RIW System Users are only able to create a login if their permission allows them to do so (please refer to the Permission Matrix at the end of this article).  If there is an RIW System User Role that a user wishes to have added to their switcher that they are unable to create due to their permissions, please contact the RIW Service Desk.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Client Manager
  • Employer Admin
  • Network Manager
  • Project Admin
  • Site Admin
  • Training Provider User

Step 1: Log in to the RIW System

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


Step 2: Manage colleague logins

Click on the My Account tab and select the Manage Colleague Logins icon.



Step 3: Add new login


On the Manage Colleague Logins summary screen, click the Add button.  


Step 4: Create new login


You will need to use the exact email address and username of an existing user account holder (which could also be you) before proceeding.


On the Create a Colleague's User Account screen, select the new User Role from the dropdown list presented.


 



Continue to fill in the new users details, including first name and surname, email address and user name, noting that the email address and username needs to be the same email address and user name for the permission switcher to work.  Click Save when complete.


 

Step 5: Confirm new profile creation

After clicking save, the user will be promoted with the following confirmation message. Click on Confirm New Profile to proceed.


 

Step 6: User receives confirmation email

After confirming the new profile can be created, the user will receive an email detailing their new user role, existing user name and a brief explanation about how the new user role can be accessed.



Step 7: How to use the switcher

When the user next logs into the RIW System using their credentials, a new Change link will be present in the top right hand corner of the screen, against the current user role.


Click the Change link to change the current user role to a different one, and a list of all the available user roles assigned to the individual will be displayed.


The first time a user logs in to the new profile, they will need to acknowledge the RIW System Access Rules.


The system functionality will now have changed to that of the user role selected.



Permission Matrix

The table below outlines the RIW System User Role, and then the corresponding RIW System User Role they can create using the Manage Colleague Logins function described above.  If an RIW System User requires a User Role they are unable to create themselves, please contact the RIW Service Desk.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000158695




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What user roles or permissions are there in the RIW System?

The permissions associated with what each user role can do is found in the RIW User Role Permission Matrix, and details around the system rules for each permission is found in the RIW System Rules.


In summary, the following RIW System User Roles are available:

  • Helpdesk
  • Client Manager
  • Employer Administrator
  • Employer Administrator - No Payment
  • Employer Administrator - Read Only
  • Employer Administrator - Premium Functionality
  • Employer Administrator - Premium Functionality - No Payment
  • Employer Administrator - Premium Functionality - Read Only
  • Network Operator Administrator
  • Network Operator Administrator - Read Only
  • Advanced Project Administrator
  • Project Administrator
  • Site Administrator
  • Medical Provider User (Authorised Health Professional)
  • Training Provider User (Registered Training Organisation)
  • Assessor
  • Access Controller
  • Spot Checker
  • Cardholder / myRIW



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000031595



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How can a company delete an RIW System User?

RIW System Users are individuals within a company or organisation who are required to use the RIW System. This instruction demonstrates how to delete an RIW System User.


RIW System Users can only be deleted by current RIW System Users in the same company. If a company RIW System User no longer works at the company, please contact the RIW Service Desk on info@riw.net.au to have the RIW System User deleted.


RIW System Users are never full deleted from the RIW System, however, will become inactive and locked out by following these instructions. To reinstate a previously deleted user, please contact the RIW Service Desk on info@riw.net.au.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Client Manager
  • Employer Admin
  • Network Manager
  • Project Admin
  • Site Admin
  • Training Provider User


Step 1: Log in to the RIW System

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


Step 2: Manage Colleague Logins

Click on the My Account tab and select the Manage Colleague Logins shortcut on the dashboard.



Step 3: Locate RIW System User

Find the RIW System User you wish to delete from the RIW System from the list provided, or use the Search field to refine the list. Once the user has been located, click on the record to highlight their details, and then click on the Delete button.



Confirm the deletion of the user on the pop-up by clicking OK.



The RIW System User is now deleted.


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029838


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What happens if an RIW System User goes on leave?


RIW System Users have the ability to create additional RIW System Users for their organisation, enabling coverage during periods of leave etc.   For detailed instructions on how to add additional RIW System Users, please refer to RIW Knowledge Centre article How can a company manage colleague logins or add another RIW System User?


Please note, the RIW System User will continue to receive system notification emails such as cardholder subscription expiries, medical and competency expiry notifications etc. unless they switch off notifications in their Communication Preferences in the RIW System.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030126



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I have forgotten my password. What do I do?

If you have forgotten your password, click on the Forgotten Password link available on the login page.


For the RIW system, the Forgotten Password link can be found as identified below, or by clicking on the following link:

https://app.riw.net.au/SkillSafe/Account/PasswordResetStep2. You must enter your username and email to proceed.



For myRIW, the Forgotten Password link can be found as identified below, or by clicking on the following link:

https://app.riw.net.au/MySkillGuard/Account/PasswordResetStep2. You must enter your RIW number and email to proceed.




Both systems will email you a link to reset your password. This must be done within 24 hours of the email being sent, as the link does expire.  If this occurs, just use the Forgotten Password function again to resend another request.


After five attempts of incorrectly entering the wrong password, the RIW system and myRIW may lock the user out.  If you receive this message, please contact the RIW Service Desk on 1300 101 682 or info@riw.net.au to unlock your account.


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How do Premium Functionality Employers manage Training Providers (RTOs) in the RIW System?


This article details how a Premium Functionality Employer manages and sets employer-based competencies that each Registered Training Provider is approved to deliver.



This instruction applies to the following RIW System User Roles:

  • Employer Admin (Premium Functionality Employer)
  • Employer Admin - No Payment (Premium Functionality Employer) 
  • Employer Admin - Read Only (Premium Functionality Employer) 


Please note that Employer Admin - Read Only (Premium Functionality Employer) can only view information in this process.


Step 1: Log in to the RIW System

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


Step 2: Administration tab

Click on the Administration tab that appears on the top of the screen.



Step 3: Training Providers shortcut

Click on the Training Providers shortcut.



Step 4: Search for the Training Provider

Complete the Search field with the name of the Training Provider and click Search. Alternatively, highlight the Training Provider from the populated list.


The Show Inactive? can be ticked to included past Training Provider records if required.


Once the Training Provider has been located, highlight the record and click on Set Competencies button.



Step 5: Add/delete competencies

Start typing in the Competency field with the name of the competency and click on the appropriate entry from the drop down.  Click on the Add field.


To remove a competency, highlight the record from the Selected Competencies box and click on the Remove button.




A Training Provider User (Registered Training Organisation) will now be able to award the competencies specified here to any cardholder on the RIW System.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000151857


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How does an RIW System User update their details?


RIW System Users can update/maintain their profile details.



This instruction applies to the following RIW System User Roles:

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


Step 1: Log in to the RIW System

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


Step 2: My Account tab

Click on the My Account tab which is on the top of the screen.



Step 3: My Details shortcut

Click on the My Details shortcut.


Step 4: Update details

Enter your password in the Current Password field.  Update the fields as needed.  When complete, click the Save button.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000152359


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How does an RIW System User change their own password?


Employer Administrators can change their own RIW System password through the My Account tab.



This instruction applies to the following RIW System User Roles:

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



Step 1: Log in to the RIW System

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


Step 2: My Account tab

Click on the My Account tab which is on the top of the screen.



Step 3: Change Password shortcut

Click on the Change Password shortcut.



Step 4: Change Password Screen

Change Password screen which allows the logged on Administrator to change their password.



On the screen displayed, enter the current password in the Old Password field, and then add the New Password and Confirm Password fields.


Note: the password must be at least 10 characters long and contain at least 1 uppercase, 1 lowercase, 1 numeric character and 1 symbol character.  Tick the I’m not a robot checkbox, follow the prompts and click Save



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000152360


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How does a company update their company details in the RIW System?


Company details can be updated in the RIW System by Employer Administrators via the My Account tab.



This instruction applies to the following RIW System User Roles:

  • 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: My Account tab

Click on the My Account tab which is on the top of the screen.



Step 3: Edit My Contacts/Offices shortcut

Click on the Edit My Contacts/Offices shortcut.



Step 4: Details tab

The Details tab will default.  This is an optional tab where information regarding your organisation can be recorded for Service Desk reference.  Once completed, click on the Save button.



Step 5: Offices tab

This tab allows for further office locations to be added and existing office details edited.  Offices can also be deleted from this tab.



Step 6: Adding an office

Click on the Add button and complete the Create Office box, then click the Save button.



Step 7: Editing office details

Refer to Step 5. Highlight the office record required and click on the Edit button.



Edit the details in the Edit Office box and click the Save button.





One of the office records needs to have the Is Billing Address box ticked.



Step 8: Contacts

Contacts for the company can be added, edited and deleted by clicking the Contacts tab.  




Please note that one contact has to be nominated as the Primary Contact for the company. Also, adding a contact does not provide them with RIW System Access.  To add another RIW System User, please refer to our RIW Knowledge Centre Article How can a company manage colleague logins or add another RIW System User?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000152364



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How to reset an RIW System User password

Administrators can assist colleagues by triggering the reset password process.  This will send an email to a colleague with a link to reset their password.



This instruction applies to the following RIW System user roles: 

  • Advanced Project Admin
  • Employer Admin 
  • Employer Admin - No Payment
  • Helpdesk 
  • Network Manager 
  • Project Admin 
  • Site Admin 
  • Training Provider User


Step 1: Log in to the RIW System

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


Step 2: My Account tab

Click on the My Account tab which is on the top of the screen.



Step 3: Manage Colleague Logins shortcut

Click on the Manage Colleague Logins shortcut.



Step 4: Manage Colleague Logins listing

A list of all the company's users will appear.  The selection can be narrowed by populating the Search field and clicking on the Search button.



Step 3: Resetting the password

Select the correct colleague by highlighting the row, then click on the Reset Password field.  This will send an email to the administrator which will include a link to reset the password.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000152371


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How does a Premium Functionality Employer manage their Training Providers in the RIW System?



The Training Provider shortcut under Premium Features allows a Premium Functionality Employer to manage and set employer-based competencies that a Training Provider (Registered Training Organisation (RTO)) is approved to deliver.



This instruction applies to the following RIW System User Roles:

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


Step 1: Log in to the RIW System

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


Step 2: Training Providers shortcut

Click on the Training Provider shortcut located on the main dashboard.



Step 4: Training Providers Listing

Highlight the Training Provider (RTO) you wish to update and click the Set Competencies button.



Step 5: Managing Training Provider Competencies

Competencies can be added or removed from the Set Training Provider Competencies box.


Step 6: Adding a competency

To add a competency, complete the following:



Category:  Select from the dropdown list (Health & Safety or Rail)

Competency:  Start typing the name of the competency in the field and it should appear to be highlighted and selected.


Click the Add button and the competency will appear in the Selected Competencies box.


Click the Finish button at the bottom of the box..



Step 7: Removing a competency

Click and highlight the competency in the Selected Competencies box, then click the Remove button.


Click the Finish button at the bottom of the box.




RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000152860


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How does an Employer Admin request verification functionality to verify employer-based competencies?


This article details how an Employer Admin for a Premium Functionality Employer, who is also the Contractor In Charge of a Project, can request verification functionality to verify employer-based, project or site-based competencies awarded to cardholders.



This instruction applies to the following RIW System User Roles: 

  • Employer Admin (Premium Functionality Employer)
  • Employer Admin - No Payment (Premium Functionality Employer) 


Step 1

Go to the RIW Service Request page at https://www.riw.net.au/contact-us/request-a-service/



Step 2

Drop down the Select a Request Category box and choose Request to become a verifier.


Step 3

Fill in the required details, noting that fields marked with an asterisk (*) must be filled in.


Once complete click Send and a ticket will be lodged with the RIW Service Desk for action. The requester and verifier will be emailed once functionality is enabled.


For more information about what this feature supports, please refer to the RIW Knowledge Centre articles How does a Premium Functionality Employer create or edit an employer based competency? and How does a Premium Functionality Employer perform verification on an employer-based competency?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000170240




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