How to register a visitor in the RIW System

This article details how to register a visitor who is attending a site. A visitor is someone who does not have an RIW card and is only visiting the site and not performing work.

When attending a site, a visitor can use the QR code on their pass to sign in with an Access Controller through the RIW App, or an RIW integrated kiosk.  For more details, please refer to How does a visitor sign in and sign out of an RIW Kiosk or Tablet? 

This instruction applies to the following user roles:

  • Advanced Project Admin
  • Project Admin
  • Site Admin


Go to and log in using your credentials.


Click on Visitors > Register Visitor.


First, check to see whether the visitor already exists in the RIW database. Enter the visitor’s first name, surname and date of birth and click Search

If the visitor is located in the RIW System their details will appear below.

If the profile belongs to the visitor to be issued the pass, double click on the profile to open the Add Visitor screen to be updated and for a new visitor pass to be issued.


If a matching record is not found, click Add New Visitor.


On the Add Visitor screen, complete the required details noting that any fields highlighted with a red asterisk (*) are mandatory, including a visitor photograph. Add any required information in the Notes text box provided. Note: Only sites linked to the assigned project will be available for selection from the Site field.

NOTE: The First Valid Date means the visitor pass will be active from 00:01hrs on the specified date. If todays date is entered, it is valid once the record has been saved.

To upload a photograph, click the Upload hyperlink under the placeholder image.


On the Image Upload screen, click Choose File and browse the computer to locate the photograph. Click Upload.


Once the image has been uploaded, crop the image so that the visitors face is clearly visible. Click Upload


Click Save and Print Visitor Pass when all details have been entered, noting that fields marked with a red asterisk (*) are mandatory.


The visitor pass will open in a new window as a PDF file. The visitor pass can be downloaded or printed using the icons in the top right hand corner of screen. 

The passes are designed to fit into a typical card holder, such as the pocket of a high-visibility vest. Alternatively, you can email the pass to the visitor as a digital copy.

Note: Ensure pop up blockers have been disabled for the browser in use, as the pass will load on a new tab in the browser.


Click the Return to Visitors link to add another visitor if required.

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