1

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

2

3

On the Create screen, type in the first name, middle name (if applicable), surname, date of birth, and email address. It is essential that you use a unique, personal email address. The RIW System will not allow the same email address to be recorded for different Rail Industry Workers.

NOTE: If the worker only has one name (no separate first and last name), please enter a - (dash) as the first name, and then the single name as their surname.

After the mandatory information has been entered, click the Check for Duplicates button.

4

The system will alert you if the worker already has an existing profile in the RIW System. If a duplicate is found, the following message will appear.

There are now two options:

1. Employ the existing worker by clicking on the Employ hyperlink. (Note: this may only be possible if the worker has no primary employer or if the worker has Share Employment enabled on their profile, where you can employ them as a secondary employer). Also, if the profile is a visitor, you can elect to employ them which will transition the visitor profile to a Rail Industry Worker profile. 

Ensure this is the same person you wish to employ before moving to Step 5.

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

5

On the Add a new Individual screen, upload a profile photo of the cardholder by clicking on Upload. 

Refer to What standard is required for a RIW identification photograph? for more information about photo specifications. Ideally, the photo should be passport quality.

The Image Upload pop-up will prompt you to Choose file on your computer.  

Ensure the photo has the correct orientation and aspect by cropping the image as per the example below. Click Upload.

Once the photo has been uploaded, complete all the mandatory fields marked with a red asterisk (*). You should also include the worker's full postal address.

Clive Save.

6

Once the profile has been created, the Rail Industry Worker will receive your employment request on email, inviting them to create a new myRIW profile. The employer will not be able to continue the on-boarding process until the employment request has been accepted by the worker.

Note: Workers must accept the employment request within 28 days, or their profile will be deleted from the RIW System.

7

You can monitor pending employment requests on the Approvals tile on the Main Dashboard.

1

The Rail Industry Worker must register a new myRIW profile by following the instructions in How does a cardholder create a myRIW profile?, and then accept or reject the employment request.

1

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

2

You will be unable to view their Rail Industry Worker profile until they have accepted the employment request.

3

4

The ID check will not progress if key information is missing from the cardholder’s profile. Resolve any missing requirements before clicking on Request ID Check again.

5

If successful, the RIW System will then request payment. Click on the Checkout button to complete payment.

The Employer Admin - No Payment user role will be unable to progress payment. Please refer to your company Employer Admin with financial authority to complete this step.

1

The Rail Industry Worker will receive an email to commence their online ID check from our identify verification service provider Veritas. You can refer them to How does a cardholder complete an ID check? for further guidance.

The Rail Industry Worker will need to provide an acceptable identification document as detailed in What identification documents does a cardholder require to complete an ID check?

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 Rail Industry Worker has 10 days to complete the check before the link expires. If this lapses, the employer will need to request and pay for a new ID check.

1

Once the ID check has been completed (you will receive email notification when it has been successfully verified), you can order an RIW card and pay the cardholder subscription.

For more information about pricing, please visit What is the RIW Pricing Model?

2

Before continuing with the onboarding, a Rail Industry Worker may require a rail health (medical) assessment or drug & alcohol assessment by an Authorised Health Professional (AHP) to fulfil the requirements of a job role.

An employer can book a rail health assessment (medical) or drug & alcohol assessment by contacting an AHP directly. You can find a list of AHP's on the RIW website.

Some AHP's can upload a rail health assessment (medical) or drug & alcohol assessment directly to a Rail Industry Worker's profile. If the AHP does not provide this service, then the rail health assessment (medical) fit slip can be submitted to the RIW Service Desk by the employer for verification and inclusion on the Rail Industry Worker's profile by submitting a Upload Medical Certificate Service Request at https://www.riw.net.au/contact-us/request-a-service/ by selecting category and sub-category mentioned in the below screenshot:

3