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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 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.
- Part A - RIW System User adds new cardholder to the RIW System
- Part B - New cardholder accepts employment request in myRIW
- Part C - RIW System User continues onboarding and requests ID check
- Part D - RIW cardholder completes the ID check
- Part E - RIW System User finalises onboarding and orders RIW card
- Video - Adding a worker to the RIW System
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 gets to the ID check stage. 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 RIW profile in myRIW.
After the mandatory information has been populated, select the Check for Duplicates button. The RIW System will then alert the RIW System User if the cardholder already has an existing profile in the RIW system.
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 the next step.
2. Contact the RIW Service Desk on email@example.com 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.
Step 6: Photo adjustment
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: Employment request sent to new cardholder
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 RIW System User 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: 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 9: 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 10: 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 11: View status of employment requests
RIW System Users can view pending employment and association request via the Approvals section on the Main Dashboard.
Part C - RIW System User continues onboarding and requests ID check
Step 12: Onboarding cardholder
After the cardholder has accepted the Employment Request, the RIW System User 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 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, including undertaking the ID check and paying the annual cardholder subscription.
Step 13: Request ID Check
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 RIW System User 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: 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 15: 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 16: 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 17: Pay cardholder subscription and order RIW card
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 RIW System User will be prompted to pay the cardholders annual cardholder subscription before the RIW card can be ordered.
Step 18: Manage cardholder profile
Video - Adding a worker to the RIW System
RIW Knowledge Centre Article Link:
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