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Managing your authorised users

As an employer, it’s vital to regularly review and update the list of authorised users who have access to your portal. This not only protects sensitive information but also ensures you meet your regulatory obligations.

Review and confirm your user list

We ask all employers to review their list of authorised users and their access levels for their scheme on a regular basis. You should update your list of users whenever anything changes and should not wait for us to contact you.

If you’re unsure who your current authorised users are, please contact Employer.Support@railpen.com.

It’s essential that each user only has access to the information they need to do their job. You’ll find a full list of user roles on page 17 of the Find your way around the Employer portal guide. You can find this document on the Help files page.

To add, amend or remove a user

Fill in the Employer Portal User Access document, which you can find on the Forms page, under Resources.

Return the form to Employer.Support@railpen.com.

All changes must be approved and sent by your authorised signatory. You should always remove someone's access straightaway if they leave the company.

Updating the authorised signatory

If you have been identified as the authorised signatory, you’re responsible for the employer portal security review and for approving any user changes.

If you are not the best person for this role, or if you wish to nominate additional authorised signatories, please update this as soon as possible by filling in the Employer Portal document and returning it to Employer.Support@railpen.com.

Why regular reviews matter

Regularly reviewing your authorised users helps keep your data safe and ensures you’re meeting your GDPR responsibilities. It also means the right people in your organisation have the right access to the employer portal.

It’s essential to keep your user list up to date or Railpen may have to remove your employer portal access. If access is paused, you may be temporarily unable to load your members’ contributions, which could put you in breach of The Pensions Regulator (TPR) rules for late or non-payment of contributions and loss of investment.

It’s important to:

Regularly review your authorised user list.
Amend current users’ roles and details if needed.
Add new users as your team grows.
Remove someone's access straightaway if they leave. Don’t wait for a scheduled review to do this.

Need help?

If you have any questions or need a hand with any of the steps above, our Employer Support team is always happy to help. You can reach us at Employer.Support@railpen.com.

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