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Best Practices for Managing RFID Scanning in Cheqroom

Get the most out of RFID in Cheqroom

Setting up RFID in Cheqroom

Manage your equipment and assets with greater speed and accuracy than ever before with RFID support in Cheqroom. Leveraging RFID scanning for asset management allows you to streamline check-outs, check-ins, and inventory counts. By scanning multiple tags at once, you can eliminate the tedious process of individually scanning barcodes and ensure that all assets are accounted for, even those out of sight.

This article will guide you through the process of setting up and using RFID technology with Cheqroom, covering initial configuration, best practices, and tips for optimizing your workflow.

Initial Setup

Before you begin, ensure you have the necessary hardware. Configuring RFID in Cheqroom requires that you already have an RFID scanner and tags in your possession. At launch, Cheqroom supports TSL 1128 Handheld Scanners, with plans to continually add support for additional brands and models.

Tagging Assets

The first step is to tag your assets with RFID tags. A series of different RFID tags are available to best suit the type of item being tagged. Examples include paper tags, inlays, and disc tags.

When tagging an item, you will need to associate the unique RFID tag ID with the corresponding item in Cheqroom.

Note: We recommend also maintaining a QR or Barcode for assets with RFID tags. In the event that a scanner is not available, or a booking has just a few assets in it, the backup code may get you out the door more quickly!

Best Practices for RFID

To get the most out of RFID, follow these best practices:

  • Location Management: RFID is not real-time location tracking, but you can use a handheld reader to perform a quick scan to update assets’ location as items are being prepared for a booking or returned to a gear closet. This provides an audit trail and reduces the need for manual check-ins.
  • Item Details: Use Cheqroom's custom fields to add relevant RFID information to your items, such as tag type, frequency, or installation notes. This helps with troubleshooting and managing your tags.
  • Scanning Environment: Be mindful of your scanning environment. Metal and liquids can interfere with RFID signals, so ensure your assets are tagged appropriately and that your scanning area is optimized for reliable reads.

Spotchecks with RFID

RFID scanning significantly speeds up the inventory process, making regular Spotchecks more efficient.

  1. Create a Spotcheck: Navigate to the Spotchecks tab and create a new Spotcheck for your desired location.
  2. Scan with RFID: Use your RFID scanner to quickly scan all items in the location. The scanner will automatically add all items with readable tags as Scanned.
  3. Flagging Issues: The Spotcheck will highlight any discrepancies between the scanned items and the expected inventory. You can then easily flag items that are missing, misplaced, or require maintenance.

Setting up RFID in Your Gear Closet

Here’s how to integrate RFID scanning into your daily workflow to make asset management faster and more accurate.

  • Check-out Workflow:
    1. Stage your booking: Prepare all the equipment for an upcoming booking as you normally would.
    2. Scan the entire booking: Before the gear leaves the closet, use your handheld RFID scanner to scan the entire pile of equipment at once. Cheqroom will automatically identify all items and confirm they are part of the booking, eliminating the need to scan each item individually.
    3. Confirm and check-out: Review the scanned items on your device to ensure everything is correct, then complete the check-out with a single tap.
  • Check-in Workflow:
    1. Return the equipment: As a booking is returned, place all the equipment in a designated area.
    2. Scan for discrepancies: Use your handheld RFID scanner to perform a quick scan of all returned items. Cheqroom will cross-reference the scan with the original booking, instantly identifying any missing items.
    3. Finalize the check-in: Confirm the check-in, noting any missing items, and the system will update the status of the returned gear, making it available again.
  • Ongoing Inventory Counts:
    1. Periodic scans: Use a handheld scanner to perform periodic “floor sweeps” of your gear closet. Simply walk through and scan shelves, bins, and cases.
    2. Instant reconciliation: Cheqroom will automatically reconcile the scanned items with your expected inventory for that location, giving you a real-time count without manual effort. This makes it easy to proactively identify and locate misplaced items.

By implementing these practices, you can leverage the power of RFID to increase the accuracy and efficiency of your asset management, allowing your team to focus on what matters most.