How does a company monitor and pay annual cardholder subscriptions?

This article details how to monitor forthcoming and expired annual cardholder subscriptions, and how to pay for annual cardholder subscriptions.

This instruction applies to the following user roles:

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


Go to and login using your credentials.


Click on Expiries > Worker Subscriptions.

Choose to Show All, Show Forthcoming, Show Expired or New Workers by clicking on the appropriate radio button and clicking Search.

If clicking Show All, the following colour legend will display the status of expiries:

  • Subscriptions expiring in 28 days are identified in AMBER. 
  • Subscriptions already expired are identified in RED.
  • Subscriptions identified in BLACK are displayed even when not expired to help manage / schedule subscription renewals. 

If clicking New Workers, it will display all Rail Industry Workers who have had a profile created, but not a card issued.


To renew a subscription, click on the checkbox(es) next to the the cardholder(s) name and click on Renew Subscription. Multiple cardholders can be selected if required.

You can only pay for subscriptions which have expired or are expiring.

Note: if paying for a subscription, the item(s) will be sent straight to the shopping basket. If paying a new worker subscription, or a 5 or 10 year new card fee, then a prompt to order the new card will display before adding to the shopping basket.


The shopping basket will be displayed. Click Checkout to proceed to payment.


At the checkout screen, choose Card and then click Make Payment.

NOTE: Premium Functionality Employers can pay on account (POA). This option will only be shown if available.


After clicking on the Make Payment button, the following fields will be displayed.


When the payment has been processed, a confirmation email will be sent to verify that the payment has been accepted which will include an order number and Stripe payment reference number.


To access a list of previous transactions, go to Payment History. You can use the drop down boxes to filter payments as required. 

Clicking on a transaction and View will open the Order Confirmation in a another window (pop-ups must be enabled).

You can also Export the filtered list to a *.CSV file for further interrogation.

To further monitor or report on expiring items, consider running a custom report.

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