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How does a company update cardholder status options and communication preferences?
Status Options provide an Employer Administrator with the opportunity to assign or un-assign certain access right to a newly created or existing cardholder by checking/unchecking the relevant flag(s), as well as updating their communication preferences for RIW System Notifications and Vircarda Messages.
This instruction applies to the following RIW System User Roles:
- Advanced Project Admin
- Employer Admin
- Employer Admin - No Payment
NOTE: Please be careful with using common data that may generate a large number of results.
NOTE: Cardholders can also update their own communication preferences in myRIW. Please refer to the RIW Knowledge Centre article How can a cardholder update their communication preferences in myRIW?
To update a communication preference, drop the field for each item and choose the appropriate option; Do not notify, Email, Vircarda, Email and Vircarda.
Once the status options have been updated, click SAVE.
Status Option Definitions
An Access Controller is the term given to a cardholder who is responsible for swiping in/out of individuals at a worksite, as well as checking competencies of cardholders to ensure compliance. This person could be for example, but not limited to; a Track Force Protection Coordinator, Protection Officer or Site Supervisor.
The Access Controller status option enables the cardholders to function as an Access Controller and use the mobile apps or PC card reader to perform the various actions supported, e.g. swiping self and other cardholders into and out of sites, spot-checking cards, awarding site-based competencies, such as Inductions, Briefings and Toolbox Talks.
Spot Checker only
A Spot Checker is the term given to a cardholder on the system with the permission to check cards of other cardholder’s roles and competencies. This could be for example, a site safety representative, an auditor or a rail safety officer from the Office of the National Rail Safety Regulator.
This access enables the cardholder/auditor to use the mobile apps or PC card reader to perform Spot Checks of cardholders’ virtual or physical cards. No other functionality is available.
Useful for cardholders who work alone, updating this status option allows cardholders to swipe themselves into and out of sites. They are not authorised to swipe in other cardholders.
Checking this box does not prevent the cardholder from also being swiped in by an approved Access Controller (i.e. someone with the Access Controller option checked) as part of a team.
This flag allows the cardholder profile to be shared with addition of two other companies. In the case of secondary employment, only the primary employer has edit rights and this status only changes if the cardholder’s primary employment is changed to another shared employer. The cardholder must approve any secondary employment requests via their myRIW account before access is granted. This flag can be unticked at any time by the primary employer of the cardholder. If the flag is unticked the cardholder will automatically lose the employment of the secondary companies and the companies will be notified via email.
New to industry
This flag will prominently identify and let the Access Controller or Spot Checker know that the cardholder is inexperienced, and display New to the Rail Industry when their card is swiped via the mobile apps or PC card reader.
This flag is set automatically if the individual was created as a Visitor during the visitor registration process.
Deselecting the Visitor? Checkbox will change the person’s record into a non-visitor record and, therefore, allow them to be found during a person search and employed following the normal procedures.
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