Video - How to add a cardholder to the RIW System



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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 Employer Administrator and the new RIW cardholder to complete key steps.  


Please ensure the company is registered in the RIW System and that an Employer Administrator 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.



Part A - Employer Administrator 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 gets to the ID check stage. Please ensure any hyphenations or capitalisation are captured as per the identification document as well.


Step 1

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


Step 2

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

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 RIW profile in myRIW.




After the mandatory information has been populated, select the Check for Duplicates button. The RIW System will then alert the Employer Administrator if the cardholder already has an existing profile in the RIW system.



Step 4

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 the next step.


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

Once the cardholder has been created, the next step is to add a profile photo of the cardholder. Refer to 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.



Step 6

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.



Step 7

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




Note: The Employment Request must be accepted within 28 days by the cardholder, else the cardholder profile will be deleted.



Part B - New cardholder accepts employment request in myRIW


Step 8

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 9

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 10

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 11

Employer Administrators can view pending employment and association request via the Approvals section on the Main Dashboard.



Part C - Employer Administrator continues onboarding and requests ID check


Step 12

After the cardholder has accepted the Employment Request, the Employer Administrator can then progress with on-boarding.


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 Employer Administrator 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 Employer Administrator to view via the Medicals tab in the individual cardholder’s profile.  


Once an approved medical has been received, the Employer Administrator can continue with the on-boarding, including undertaking the ID check and paying the annual cardholder subscription.


Step 13

The next step of the employment process is 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 Employer Administrator will not be allowed to pay for the cardholder’s annual subscription or order their RIW card.


For ID check exempt companies, select the ID Check tab, and the following screen will be displayed: 



Step 14

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 15

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 - Tier 1 companies only) by clicking on the Checkout button.


Part D - RIW cardholder completes the ID check


Step 16

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 paid for and requested, the cardholder will have 10 days before the link expires. If this period lapses, the Employer Administrator will need to request and pay for a new ID check.


Part E - Employer Administrator finalises onboarding and orders RIW card


Step 17

Once complete, the cardholder’s profile will be updated with an ID check approval status, and the on-boarding process can be finalised by ordering an RIW card. At this point the Employer Administrator will be prompted to pay the cardholders annual cardholder subscription before the RIW card can be ordered.


Step 18

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








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

Step 1

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


Step 2

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



Step 3

On the People screen, three pieces of information are required to proceed.  Enter the existing cardholders Surname, RIW Number and Date of Birth and then click Search. The cardholders details should then appear.  


If the cardholder does not have a current primary employer (as per the image above), then you can click on Employ to send an employment request to the cardholder to become their Primary Employer. 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:


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

Employer Administrators can monitor pending employment requests via the Approvals section on the Main Dashboard. Employer Administrators will be unable to view the cardholders profile until the employment request has been accepted by the cardholder in myRIW.





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How can a company associate with 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. However, associated companies may award Employer, National or Network based competencies.


Step 1

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


Step 2

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



Step 3

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



Step 5

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

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




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How does a company end employment with a cardholder?

Step 1

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


Step 2

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


Step 3

Enter cardholder details into the search field or leave blank and click on search to bring up the workforce. Select the cardholder you wish to end employment with by highlighting their name and clicking on the Edit button.



Step 4

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



Step 5

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.  


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

RIW System Administrators can monitor association requests via the dashboard in the RIW System. RIW System Administrators can see all requests that have been accepted and rejected by cardholders for their company. 


If a cardholder rejects an association request, the company will not have visibility of their profile. If the association is ended by the cardholder, the company will also lose visibility of the cardholders profile.


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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 Service Desk on 1300 101 682 to have this amended before requesting an ID check. 


In the instance the cardholder has already completed the ID check, you will need to contact the RIW Service Desk. You will need to provide a copy of the cardholders Australian Drivers License or Passport, which shows their current name.





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How can a company resend an employment request?

Yes. Employers can resend an employment request to a cardholder.


Step 1

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


Step 2

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



Step 3

Highlight the cardholders name and then select Resend Initial Employment Request Email.



An email will be resent to the cardholder.



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

If the 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.


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. 

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

name.


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

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


Step 1

Create the missing cardholder in the new 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, 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.


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How do employment requests work? Can a cardholder manage this process?

No. A cardholder cannot manage this process. A cardholder can only accept an employment request sent by an Employer through myRIW.


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Can a cardholder have a secondary employer?

A secondary employment request can only be sent to cardholders who have the ‘Share Employment’ checkbox ticked on their cardholder profile by the Primary Employer.


If this checkbox is ticked, a Secondary Employer can then ‘Search for New People’ using the cardholders surname, RIW number and date of birth. The cardholder will appear on screen and an employment request can then be sent to the cardholder. 


When the cardholder logs into myRIW and accepts the employment request, the cardholders profile will become visible to the Secondary Employer.


If the cardholder does not have the ‘Share Employment’ checkbox ticked on their profile, the cardholder will need to ask their Primary Employer to allow secondary employment and tick it.


If the Primary Employer allows the cardholder to have secondary employment, the cardholder can have up to two (2) Secondary Employers.


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Will there be notifications for the company when employment requests are approved/rejected?

Yes, but notifications will only appear within the RIW System.


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