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

Allocated items are items which have been allocated to cardholders (from a pre-defined dropdown list) to record items such as personal protective equipment, or other assets, such as laptops, mobile phones etc. 

Allocated items are managed from a cardholder's profile.

This instruction applies to the following RIW System User Roles:

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

Step 1: Log in to the RIW System

Go to and login using your credentials.

Step 2: Search for My People

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


Step 3: Search for My People

Search filters are available to refine the list of cardholders displayed. All cardholders are displayed by default when clicking the Search button without any filtering.

Depending on your RIW User Permission, you may be able to filter by first name, surname, RIW number, Company, Relationship, Project or Site.

Use the page options underneath the list to view more or less records per page and to navigate to the required page. Columns can be sorted by clicking on the column title.

Please be careful with using common data that may generate a large number of results.

Step 4: Select cardholder to view

Highlight the required cardholder record from the list.

Step 5: Click Edit

Click the Edit  button to view the cardholder's core information.

The cardholders core information will then be displayed.

Step 6: Allocated Items tab

Click on the Allocated Items tab from the left hand side of the screen.

Step 7: Add an allocated item

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

Step 8: Create an allocated item

Complete the Create Allocated Item fields.  Leave the Return Date blank.  Click on the Save button.

Step 9: Edit or return an allocated item

Repeat all the above steps until Step 8.  At this point highlight the allocated item row and click on the Edit button.  The Edit an Allocated Item box will appear.  Make the appropriate changes and/or complete the Return Date then click Save.

Step 10: Monitor expiries of allocated items

This is performed via the Expiries tab which can be found along the top of the main dashboard, and then clicking on the Allocated Items tab on the left hand side menu.

Step 11: Search for allocated items

The search criteria will 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.

Step 12: Reporting on Allocated Items

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

Allocated Items List

Allocated Item

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


RIW Knowledge Centre Article Link:

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