TABLE OF CONTENTS


Overview

An Access Controller is an individual in charge of swiping cardholders in and out of a worksite. They can also check roles and competencies to ensure site compliance, view work restrictions, as well as deny access to site.  This is done by scanning a rail industry cardholder card using the RIW App.  


Note: an individual must be authorised as an Access Controller to use the app, which is granted by their employer RIW Administrator (refer to the How does a company assign an Access Controller or Spot Checker? article for more information). 


Search for and download the RIW App

If using an iPhone, download the app from the Apple iTunes Store here.  


If using an Android phone, download the app from the Google Play Store here.  



How to read RIW cards

RIW cards can be read by Access Controllers several different ways, depending on the device that is being used:

  1. QR Code – Both Apple and Android devices are able to scan cards using the QR code. The Access Controller can scan the QR code on either a physical or virtual card using their smart device camera. The QR code is located on the right hand side of the physical card, or on screen of a smart device for the virtual card (the cardholder must open the Vircarda app on their smart device). 
  2. Near Field Communication (NFC) – can be used by an NFC enabled Android device or PC card reader. The Access Controller can hold the physical RIW card to the back of an NFC enabled device or hold the physical card to the PC card reader. The device will automatically detect and read the card; allow at least a few seconds for contact to be made. Note: NFC can be used in offline situations, as the app reads the chip embedded into the actual the card. When using NFC offline, the data displayed will be last data that was written to the card from the RIW system database when the card was last read online.
  3. Forgotten Card Function – this function can be used when the cardholder does not have their card in their possession.  The cardholder will need to provide their name, date of birth and/or RIW number to the Access Controller. This is further explained later in this document.


Access Controller Authentication


Step 1Scan the QR code on your RIW card to initiate you as the Access Controller. You can also log in using your virtual card if it is installed on the same device.
Step 2The first time you use the app you will need to authenticate by selecting email or SMS and send. The code will be sent to contact details registered on your profile.
Step 3After the code has been entered, select the Network you are working on from the drop down menu.
Step 4Select the relevant Project, Site and or Zone (as advised by your Employer or Network) and select Proceed.


Using the RIW App - How to start a team and swipe out a team


Step 1To start a new team, select Start Team.
Step 2Swipe in as the Access Controller by selecting Proceed.       
Step 3Select Confirm Swipe, after you have confirmed the employer you are working for and the Job role you are performing.
Step 4Then you can start to add cardholders to your team, using any of the methods described earlier. For the purpose of this guide we will use the QR code function.
Step 5

Once the card has been scanned, the cardholders profile will appear. Review the cardholders profile to ensure the correct job roles and competencies are held by the cardholder by swiping across the screen. The Access Controller should check all tabs before progressing.

To swipe in – 1. Select the company the cardholder is working for from the drop down menu (if applicable) and the Job Role the cardholder will predominately be performing from the drop down menu. 

After you have confirmed that the cardholder holds the correct prerequisites and you feel they are fit for duty, select 2. Confirm swipe.

Deny swipe can also be used if the cardholder does not hold the correct competencies or is not fit for duty. See Deny / Restricted Access below for more information on denying swipes.


Step 6

Your team will now begin to form.

To add another cardholder, scan their card using any of the methods described earlier and repeat the process.


Step 7To swipe out an individual from a site, select Current Team from the home screen.
Step 8Select the cardholder from your team you wish to swipe out.
Step 9Select Swipe Out of Site.
Step 10

To swipe all cardholders out of site follow step 31 then select Swipe Out All from Site.


Step 11

To log out, select log out and Ok to exit.


IMPORTANT: This step is critical at the end of every shift to ensure the Access Controller is completely removed from the site and can then start a completely new team on the next login. 



Using the RIW App - Changing location of the workgroup


Step 1To change the location, that you are performing Access Controller functionality, you need to swipe out all members of the current location before selecting Location.
Step 2Then select the new Project from the drop down menu.
Step 3Select the new site from the drop down menu.
Step 4If required, select a Zone from the drop down menu. Select Proceed.


Using the RIW App - Checking job roles, competencies and information of a cardholder


Step 1To view the cardholders profile (including your own) click on Start Team and then select the cardholders profile you wish to view. You can tap on the headings or swipe across the screen.
Step 2To view the cardholders profile information, select the Card tab at the top of the screen.
Step 3To view the cardholders valid job roles, select the Job Roles tab at the top of the screen.
Step 4To view the cardholders valid competencies such as national, network, employer, project site or zone click on Competencies tab at the top of the screen.


Using the RIW App - Deny / Restricted Access


Step 1

If a site competency requirement has been set and the cardholder does not meet the site requirements, then the cardholder cannot be granted access to a site or project.


The App will not allow access and the only option for the Access Controller is to select Deny Swipe or OK depending the device that you are using (Apple or Android).


Step 2

In the event that the Access Controller deems that the cardholder is not fit for duty, they can deny the swipe.


To deny a swipe into a site or project, select Deny Swipe. From the drop down tab, select a reason that best defines why the cardholder has been denied access.


Using the RIW App - Cardholder blocks


Step 1

If a cardholder holds a national block on their profile, their profile will immediately flag the cardholder as blocked. This person cannot be granted access. 

If a cardholder holds a Network block on their profile, and the network they are trying to access isn’t the network where the block was placed, the Access Controller may permit them entry only if the non-blocked Network permits it.  


IMPORTANT: The Access Controller must check with the relevant Network Operator prior to permitting entry for cardholders with blocks on their profile. 


Using the RIW App - How to award competencies


Step 1

To award a competency, select Award Competencies on the main menu. The Access Controller may only award a competency that is permitted to be awarded via the App. 


These competencies are usually Project, Site based or Toolbox Talks. 


Step 2Select the Category that the competency sits in from the drop down box. Select Proceed.
Step 3Select the Competency from the drop down list. Select Proceed.
Step 4Scan the RIW card by using any of the methods described earlier.
Step 5Select Award where no evidence is required to be loaded (See next step if evidence is required).
Step 6

Select Add Evidence if evidence is required to support the competency award. The app will then give you access to your camera to upload a photo of the evidence. 

Such evidence could include a pre-start, site induction , toolbox delivery record etc.

After the evidence has been added click Award. 

Step 7

The competency is now awarded. 


Continue to add competencies to other cardholders in your team by repeating these steps.

Using the RIW App - Perform a Spot Check as an Access Controller


Step 1

To conduct a spot check on a cardholder, select the spot check icon from the main screen.

Scan the cardholders card using any of the processes described earlier. 

Once the card has been scanned, read the details held about the cardholder by following steps 11-14.


Step 2You can view information such as their swipe in history, and other details by working through the tabs on the top menu.


Using the RIW App - Forgotten Card Function


Step 1If a card holder has forgotten their card, you are still able to read their profile by selecting Forgotten Card.
Step 2Enter the required fields; Surname, first initial and ether the DOB or RIW Number.
Step 3After entering the details select Find.
Step 4Select the cardholders profile and read the required details by swiping as described earlier.


Using the RIW App - More Options


Step 1

Select the 3 dots in the top right corner to access additional options such as:

Show card 

Displays the Access Controllers RIW card.

Swipe history 

Refer to step 2 for description.

Competency requirements 

Refer to step 3 for description

About the app 

Provides the version number of the app.

Log out 

Refer to step 38 for description.


Step 2

The Swipe History option allows the Access Controller to view their RIW swipe history. 

This will show every swipe that has been completed as an Access Controller or Spot Checker. 

If the Access Controller selects Delete Swipes, it will delete the history from their device only. Swipe history is always maintained in the RIW database.


Step 3By selecting Competency Requirements you are able to view project and site based competency requirements, for the project and site location specified by the Access Controller when accessing the App.
Step 4

To log out, select log out and Ok to exit.

IMPORTANT: This step is critical at the end of every shift to ensure the access controller is completely removed from the site and can then start a completely new team on the next login.