How does a company add a new Rail Industry Worker to the RIW System?

This article details how a company can add a new Rail Industry Worker to the RIW System. 

New Rail Industry Workers can also directly apply for an RIW card by following directions in How do I get a Rail Industry Worker card? Once they have been issued a card, you can then send an employment request to manage their RIW card.

Adding a new Rail Industry Worker is a five-step process that requires both the employer and the worker to complete key steps detailed below. Each step must be completed in sequence before moving to the next step.

Prior to adding a new Rail Industry Worker, ensure you have the following information available:

  • Rail Industry Worker's full name
  • Date of birth
  • Mobile phone number
  • Email address
  • Home address 
  • Identification photograph. 

Please ensure the details entered exactly match those found on an identification document, such as a driver's licence or passport. These details will be cross-checked against a Digital Verification Service (DVS) during the ID check process and incorrect details will be rejected.

This instruction applies to the following user roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Helpdesk

Step 1 - Employer adds new Rail Industry Worker to the RIW System


Go to and log in using your credentials.


Click on Add a New Person on the main dashboard.


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.


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.

2. If you wish to create a new profile with the same details, you will need to contact the RIW Service Desk on assistance.

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


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.


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.


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

Step 2 - Rail Industry Worker accepts employment request in myRIW


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.

Step 3 - Employer requests ID check

When the employment request has been accepted, request an ID check for the cardholder. Until an ID check has been successfully completed you will be unable to pay for the worker’s annual subscription, order an RIW card or upload job roles, competencies or rail health (medical) assessments.

Some companies are ID check exempt on pre-approval from the RIW Service Desk. For more information refer to How does an ID Check exempt company confirm an ID Check?


Go to and log in using your credentials.


Click Search for My People on the main dashboard and use the search filters to locate the Rail Industry Worker. Highlight their name and click Edit.

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


On the Rail Industry Worker's profile, click on ID Check from the left-hand menu and Request ID Check.


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.


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

For more information about managing payments, refer to How to use the shopping basket and process a 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.

Step 4 - Rail Industry Worker completes ID check


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.

Step 5 - Employer finalises onboarding and orders the RIW card


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?


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 by selecting category and sub-category mentioned in the below screenshot:


Finalise the Rail Industry Worker's profile by adding the required job roles and competencies for the work the Rail Industry Worker intends to do.

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