Below you will find a range of training, instructional and support information for using the RIW System. You can browse the various categories, or type keywords into the search box. If you are new to RIW, please view the Getting Started category.
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How does a cardholder add or remove a company from their RIW profile?
In the RIW System, a Primary Employer is the cardholders direct employer, with full edit rights to the cardholders profile. If a cardholder has the wrong Primary Employer listed against their profile, there are two ways to resolve this issue:
- The cardholder can contact the previous Primary Employer and request they end their employment in the RIW system (as outlined in the article How does a company end employment with a cardholder?), or
- The cardholder can submit an Ending Primary Employment Service Request on the RIW website.
Note that in both cases, once employment is ceased with a particular company, the change will not take effect until midnight on the specified leave date. This allows the cardholder to then approach a new Primary Employer and seek ‘employment’.
Upon starting employment with a new Primary Employer, the company will need to send an employment request to the RIW cardholder via the RIW system. To ensure privacy laws are upheld, the RIW cardholder must accept the employment request for the company to have access to the RIW cardholders profile. To approve the employment request, follow the instructions outlined in our article How does a cardholder accept an employment or association request?
How does a cardholder accept an employment or association request?
Before accepting an employment or association request, cardholders must have a myRIW profile, which is the online portal for RIW cardholders. Please refer to our article on How does a cardholder create a myRIW profile? for further instructions.
An employment request is a request from a company to manage a cardholders RIW profile in the RIW System. Employers have full access and edit rights to this profile. An association request means a company has view only rights to your RIW profile, but can add Employer, National and Network based competencies to your profile if required.
When a company requests employment or association, the cardholder will receive an email asking them to accept the offer in myRIW. The cardholder must accept the request in order to continue the on-boarding process. The email will look similar to the following.
Log into myRIW at https://app.riw.net.au/MySkillGuard/.
If the cardholder has not created a myRIW account previously, click on the Create Account button to register and follow the prompts, including setting a password and accepting the Permission Access Agreement.
If the cardholder already has a myRIW account, log in with the RIW number and password.
Click the Forgotten Password hyperlink and follow the instructions if the cardholder has forgotten their password.
Once logged in, the myRIW dashboard will display. Select the Employers and Associations button.
Any pending employment or association requests will be show on this screen. Cardholders can approve or reject any pending employment and association requests.
To accept the employment or association request, click on the Accept button.
To reject the employment or association request, click on the Reject button.
How does a cardholder complete an ID check?
When a Primary Employer registers a new Rail Industry Worker (RIW) the RIW Program, the new cardholder will need to undertake an ID check as part of their onboarding. The cardholder will receive an email with a link to complete an ID check.
The cardholder should follow the instructions and upload the required identification documents as per the requirements outlined in our article What identification documents does a cardholder require to complete an ID check?
Once the ID check process has been paid for and requested, the cardholder will have 10 days before the link expires.
If the new cardholder does not complete the ID check within this time, the Employer will need to purchase a new ID check and start the ID check process again.
The Employer can check the status / progress of the ID check in the RIW system at any time by following the directions in the article How does a company add a new cardholder to the RIW system?
After the ID check process has been completed, the Primary Employer can complete the on boarding process and progress with paying for the subscription and ordering a card.
What happens if a cardholder does not have a current subscription?
Rail Industry Workers must have a current subscription to use their RIW card. If a RIW cardholder's subscription has expired, their data and profile will be unavailable to view and they may be denied access to site.
Please contact the Primary Employer of the RIW cardholder to rectify the subscription status.
How does a cardholder accept the Permission Access Agreement?
An RIW cardholder’s participation in the RIW program is governed by the Permission Access Agreement (PAA). Please read the PAA carefully as it contains important details about how the RIW program works, including how information about a cardholder may be collected, used, disclosed and destructed for the purposes of the RIW program, as well as a cardholders responsibility as a participant in the RIW program.
Cardholders will be prompted to confirm their agreement to the PAA when they accept an employment request in the myRIW system. If the Permission Access Agreement is rejected, then the cardholder's profile will be immediately deleted form the RIW System. Cardholders should check with their employers before rejecting the PAA.
To accept the PAA, cardholders must create a myRIW profile. Cardholders can view a short video about how to use myRIW here. Alternatively, follow the instructions below to set up myRIW.
To create your profile, click on the Create Account button.
Complete the requested information, which is RIW number, first name, surname and date of birth. Make sure they are entered correctly as they are matched to the details recorded on the RIW database. The match has to be exact to grant access. Click the Submit button when done.
Provided the details entered on the previous page match the record on the RIW system, set and confirm the password to access myRIW.
NOTE: If the system doesn’t find a corresponding record, try entering details again. If the system still doesn’t find a matching record, please contact your Employer.
The first time a cardholder logs into myRIW they will be presented with the Permission Access Agreement. This document explains how information about Rail Industry Workers may be collected and used for the RIW Program.
Indicate your acceptance to these terms as a condition of your participation in the RIW Program.
If the Permission Access Agreement is rejected, then the cardholder will be unable to access or use their RIW profile, which means they will be unable to work on the rail network. Contact your Employer before refusing consent to discuss your options, as clicking Reject means your profile will be automatically deleted.
Once the Permission Access Agreement is accepted, log into the system with your credentials and password. The myRIW dashboard will display.
By clicking on View My Profile, the cardholder has visibility of their profile, current job roles and competencies. The cardholder is also able to view their medical and drug and alcohol results from this tab.
Within the myRIW system, the cardholder is able to alert their employer of any changes to their personal details, and also request these to be updated within the system by using the Report Corrections form.
Cardholders are able to accept and reject employment and association requests from potential employers or associated employers. This can be done by clicking the Employers and Associations link and accepting the request.
Can a cardholder be employed by more than one company?
A cardholder can only have one Primary Employer in the RIW system, however, can also have up to two Secondary Employers and unlimited associated companies. Read on for more information.
The following relationships exist in the RIW System:
- Primary Employer: The primary employer is the cardholders direct employer who has full edit rights to the cardholders profile. They are responsible for maintaining their annual subscription. A cardholder requires a primary employer to have authority to work using an RIW card.
- Secondary Employer: The secondary employer supports transient cardholders who may work for multiple employers. The secondary employer has limited edit access to the cardholders profile, but can add Employer, National and Network based competencies to their profile if required. A cardholder can have one Primary Employer and up to two Secondary Employers if the “share employment” button is selected. When a cardholder swipes into site, they are able to select a primary or secondary company as their employer for the shift.
- Associated Company: Associated companies have advance visibility of a cardholder before they arrive on site. This is typically used to ensure a cardholder is compliant with the employer’s work requirements ahead of time. An associated company has mainly view only rights to the cardholders profile, but can add Employer, National and Network based competencies to the profile if required. Note: when a worker swipes into site they are unable to select an associated company as their employer for the day as they are not employed by this company in a primary or secondary basis.
Automatic association to a cardholders profile upon swipe in: The Contractor in Charge of a project has automatic linkage to a cardholders profile once the cardholder is swiped onto a site under that project. The Contractor in Charge has mainly view only rights to the RIW profile, but can add Employer, National and Network based competencies to the profile if required,
How long will it take to receive my RIW card?
Rail Industry Worker (RIW) cards, once ordered by an RIW Employer Administrator, can take approximately 7 days to be manufactured and dispatched from Melbourne, Victoria via Australia Post. Please allow up to 14 days for delivery, depending on your location.
If the card has not been delivered in the appropriate timeframe, please contact your RIW Employer Administrator to follow up.
If an RIW card is required immediately, RIW Employer Administrators can issue a virtual RIW card free of charge to cardholders, which can be stored on the cardholders smartphone. To request a virtual RIW card, please ask your company RIW Employer Administrator to send you the request and installation instructions via email or SMS. You can refer to our article on How does a cardholder install the Vircarda App to manage their virtual RIW card?
I am an RIW cardholder and my competency documents have expired, what do I do?
Cardholder qualifications and/or competencies must be current if cardholder wishes to undertake a particular job role, and to have these job roles remain valid on their profile. Cardholders can monitor the expiry dates of held competencies by logging into their myRIW profile. Please refer to our article How does a cardholder create a myRIW profile? for more information.
If a competency is coming up for expiry, the cardholder should seek to obtain a new competency. Once achieved, a cardholders RIW Employer Administrator can upload the new competency evidence to the cardholders profile in the RIW System, by following instructions in our article How does a company add a new competency to a cardholders profile?.
How does a cardholder install the Vircarda App to manage their virtual RIW card?
The new RIW system allows cardholders to hold both a physical and virtual Rail Industry Worker card. The virtual card is maintained in a virtual wallet app called Vircarda, which is stored on the worker’s mobile device (either Android or iOS). The virtual card can be scanned/swiped in the same way as the physical card, thus allowing Access Controllers and Spot Checkers to verify job roles, competencies and any associated work restrictions prior to granting access to a worksite.
When a cardholder uses their virtual RIW card on site, the smart QR code generated through the Vircarda App refreshes every 30 seconds or when scanned. The Vircarda app must be used to generate the QR code each and every time a cardholder swipes on to a worksite, or is requested to provide their RIW card.
Virtual cards can be issued by a Primary Employer.
When a virtual RIW card is requested for you by your Primary Employer, you will receive an email from firstname.lastname@example.org (check your SPAM folder if you do not receive it) or an SMS (text message) with a link to instructions on how to download the Vircarda App and load the virtual RIW card.
Install the Vircarda App from the App Store or Google Play, or by visiting https://www.vircarda.co.uk/the-app
Once successfully installed, enter the RIW registration number and PIN which was emailed or messaged.
Please contact the Primary Employer RIW Administrator if this information has not been received.
If you have previously downloaded a virtual RIW card and registered an account, but have since changed your mobile device, you can use the ‘login’ function and follow the instructions to retrieve your RIW card.
The virtual RIW card will be displayed. Please check the details are correct and select Continue.
If any of the details are incorrect on the card, select the Report issue with card.
To complete Account Registration, enter in an email address, create a password, insert your mobile phone number (to enable you to recover your account, should you forget your password or email address), click the box confirming you agree with the Terms and Conditions and select Create Account.
The virtual RIW card will now be visible on the dashboard within the Vircarda App and can be used when swiping into site, or are spot checked on site.
To enable the card to be read onsite, select the Read Card option to present the smart QR code.
The Spot Checker or Access Controller can then read the virtual card using the standard RIW App.
How does a cardholder download their virtual RIW card?
The RIW virtual card is accessible via a freely-downloadable app called Vircarda. After the app has been downloaded and installed, a cardholder can load and store their virtual RIW card on their smart phone. To use Vircarda, a cardholder must have a compatible smartphone (iOS or Android).
After a virtual RIW card has been requested by the Primary Employer, the cardholder will receive a detailed email or SMS containing the registration number and PIN for Vircarda. Before the app can be used with the RIW System, the cardholder must first register on Vircarda.
For detailed instructions on how to download, register and manage a virtual RIW card, please refer to the following article How does a cardholder install the Vircarda App to manage their virtual RIW card?
The Vircarda app is available for both iPhone and Android and must be downloaded from the appropriate App Store. Visit the RIW download page for more information.
I have lost my card. What should I do?
If a cardholder has lost or misplaced their card, they should immediately report it to their Primary Employer.
The cardholders Primary Employer can request a new card through the Rail Industry Worker System at a replacement cost of $85+GST.
The previous RIW card will be deactivated as part of the replacement process. If the card is found after a request for a replacement has been submitted, please discard it as it will be deactivated upon cancellation.
Who pays my annual cardholder subscription renewal?
The RIW Employer Administrator of your primary employer arranges for your renewal card/subscription fee to be paid.
If you do not have a Primary Employer assigned to your RIW profile at the time of renewal, you are unable to renew your card/subscription. However, once you gain employment within the rail industry again, your new employer can arrange for your card/subscription to be renewed. Please note that there is no loss of your competency or medical data while your RIW profile card subscription status remains unpaid.
If a cardholder is operating as a sole trader, the cardholder will need to sign in to the RIW System with their Employer Administrator credentials to pay their card/subscription renewal. Please refer to our article How does a company pay the annual cardholder subscription?