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 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 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 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

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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