How does a Premium Functionality Employer add and manage allocated items for cardholders?

This article details how a Premium Functionality Employer in the RIW System can add and manage allocated items for Rail Industry Workers they have an employment or association relationship with.

Allocated items include pre-defined items (refer to type list at the end of this article) such as personal protective equipment or other high value assets like laptops, mobile phones, keys etc.  If you wish to have an allocated item type added to the RIW System, please contact the RIW Service Desk.

Allocated items are managed from a cardholder's profile.

This instruction applies to the following user roles:

  • Employer Admin (Premium Functionality Employer)
  • Employer Admin (Premium Functionality Employer) - No Payment


Go to and log in using your credentials.


Click on the Search for My People shortcut on the Main Dashboard.


On the People screen, use the search filters to locate the Rail Industry Worker you wish to add an allocated item to. Once their record is found, click on the row and then Edit to view the cardholder's core information.


On the cardholder's profile, click on Allocated Items from the left-hand menu.


To add an allocated item, click on the Add button.


On the Create Allocated Item pop-up, use the drop-down to choose the Allocated Item Type. Add the Asset Ref No, Issued Date, and an Expiry Date if required. Click Save.

The allocated item will now be added to the Rail Industry Worker's profile.


To return an allocated item, click on the item on the Allocated Items screen and Edit. On the Edit Allocated Item pop-up, add the Returned Date and click Save.


You can monitor the expiries of allocated items through Expiries, which can be found on the top menu. Click on Allocated Items from the left-hand menu.

Use the search criteria to narrow the number of items that appear in the results. The Allocated Item Type field will narrow the search results to at particular item type (eg. hi-vis jackets) and the following radio buttons will allow specific view / management of items:

  • Show all
  • Show forthcoming
  • Show expired

Highlighting any row from the search results and clicking on the Edit button will surface the cardholder's profile for editing.

NOTE: Only items that are forthcoming or expired in the 90 days before and after todays date will display.


To generate a report on allocated items managed by your company, please refer to the How does a Premium Functionality Employer run an allocated items report?

Allocated Item Types

Hi Vis Safety Vest

Hi Vis Jacket

Hi Vis Reflective Shirt

Hi Vis Reflective Hoodie

Hi Vis Overalls

Hi Vis Wet Weather Pants

Hi Vis Winter Vest

Hard Hat

Respiratory Protection (respirators, disposable masks)

Steel Toe-Capped Boots

Ear Muffs

Fall Protection (harnesses, safety lines)

Flame-Retardant Clothing

UV Protection (sunscreen, broad-brim hat)

Android Phone

Android Tablet

Computer Screen

Desktop Computer




Phone Other

Tablet Other

QR-A1 Key

QR-A2 Key

QR-D1 Key

QR-PS1 Key

QR-Sig1.1 Key

QR-Sig1.9 Key


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