How does a Premium Functionality Employer monitor forthcoming and expired allocated items?

This article details how a Premium Functionality Employer can monitor expired and expiring allocated items in the RIW System for Rail Industry Workers who:

  • Have an employment or association relationship with the company.
  • Are currently swiped into a site if the company is also the Contractor In Charge.

An allocated item (from a pre-defined drop down list) includes items issued to Rail Industry Workers, such as personal protective equipment or other assets like as laptops or phones. This function allows companies to monitor the issue, expiry and return dates of assets.

This instruction applies to the following user roles:

  • Advanced Project Admin (Premium Functionality Employer)
  • Employer Admin (Premium Functionality Employer)
  • Employer Admin - No Payment (Premium Functionality Employer)
  • Employer Admin - Read Only (Premium Functionality Employer)
  • Helpdesk


Go to and log in using your credentials.


Click on the Expiries menu.


On the Expiries screen, click on Allocated Items from the left-hand menu. The screen will automatically populate all allocated items that have an expiry date that are:

  • Expiring in the next 90 days, identified in AMBER 
  • Expired in the last 365 days, identified in RED

A more refined search can be applied by populating the search fields with the Rail Industry Worker details, or by using the Allocated Item Type drop-downOr you can Show All, Show Forthcoming, or Show Expired by clicking on the appropriate radio button and Search.

You can also export the list to a *.CSV file by clicking Export.


To fix an expiring item easily, click on the Rail Industry Worker record and Edit. This will take you to their Rail Industry Worker profile where you can immediately update the allocated item.

To report on expiring allocated items greater than 90 days, consider running a custom report.

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