Getting Started with RFID and Cheqroom

Cheqroom fully supports RFID as a way to scan and identify your assets, but we don't sell, install, or service RFID hardware. The step that makes or breaks an RFID rollout is linking each tag to its asset, and you have two options: (A) have a servicer like Atlas RFID print and encode tags from your asset list (easiest, and what we recommend), or (B) buy off-the-shelf tags and associate their IDs to your items in Cheqroom yourself. RFID is genuinely powerful, and it's also a project: plan for a few weeks of lead time, test on your real equipment, and lean on a specialist where it helps.

Whether you're already scanning or just exploring, this guide is practical and honest about where RFID shines and where it gets tricky.

1. How Cheqroom Supports RFID

Cheqroom fully supports RFID as a way to identify and scan your assets. Think of an RFID tag as another kind of label. It plays the same role a barcode or QR code does today. When you scan a tag, Cheqroom matches it to the right asset instantly. Once you're set up, a handheld reader can scan many assets at once, speeding up check-outs, check-ins, reservations, picking, and inventory spotchecks.

A few things worth knowing up front, so there are no surprises:

■ RFID is optional. Many customers run perfectly well on barcodes and QR codes. RFID is there for teams who want faster, hands-free, bulk scanning.

■ We support RFID; we don't sell or install it. Cheqroom doesn't supply tags, printers, encoders, or readers, and we don't deploy RFID hardware on-site or run RFID training. For that, you'll want an RFID specialist (more on that below), and we're happy to point you to a great one.

■ We'll be right alongside you. Our role is to make sure your RFID data flows cleanly in and out of Cheqroom, and to help you get the most out of scanning once you're set up.

■ Where it fits in your plan. RFID scanning is included with Enterprise and available as an add-on for Core and Business plans. Scanning happens in the Cheqroom mobile app (the handheld scanner pairs to a phone or tablet), while tag setup and association are done on desktop.

What to budget for: a handheld RFID scanner runs roughly $1,100–1,300 USD, and tags are about $1–3 each (more for anti-metal). RFID complements your existing barcodes and QR codes rather than replacing them, so plan to keep both. (Hardware and tag prices vary by vendor and region, so treat these as ballpark.)

2. If You're New to RFID

If your organization doesn't use RFID yet and doesn't have an in-house RFID expert, that's completely normal, and we'd genuinely recommend partnering with a specialist to get started:

■ Most setups involve a mix of tag types: anti-metal tags for metal equipment, near-field tags for small items, long-range tags for bulk reads. Choosing and tuning the right mix is a specialized skill (the primer below explains why).

■ For anything beyond a small pilot, an RFID servicer will deploy RFID into your environment and train your team on how to use it day to day.

■ This isn't a limitation of Cheqroom; it's just the nature of RFID.

■ We'd rather connect you with specialists who do this every day than have you go it alone.

3. The Step That Matters Most: Linking Each Tag to an Asset

If there's one thing to understand about RFID, it's this, and it's where a little planning up front pays off the most.

An RFID tag is useless until Cheqroom knows which asset it belongs to. Picture a roll of a thousand tags: pick one up and there's nothing telling you what it's attached to. A tag only becomes useful once it's linked to a specific asset: the same association you already make when you assign a barcode or QR code.

There are two ways to create that link, and they line up with your two tag options in the next section:

■ Encode the asset's identity onto the tag. A servicer such as Atlas digitally writes your asset's barcode/QR value to the tag's chip, so the tag carries the identity your asset already has.

■ Associate a tag's existing ID with the asset in Cheqroom. Off-the-shelf tags ship with their own factory ID. Instead of writing to the tag, you read or look up that ID and map it to the asset in Cheqroom. The tag keeps its ID, and your asset record learns it.

Either way, the moment a reader picks up the tag, Cheqroom knows exactly which asset it is.

One distinction worth knowing, printing vs. encoding: printing puts the human-readable label and barcode on the tag's surface, while encoding writes data to the tag's chip. They're two separate steps, and a tag can be printed without being encoded. What teams most often underestimate is the sheer volume of linking across a large fleet.

4. Your Two Options for Tags

Most teams choose between two paths to get tagged and scanning. Option A is the easiest, and what we recommend for most fleets. Option B gives you more control and can suit smaller sets or teams comfortable working in the platform.

Option A: Atlas Print-and-Encode (Recommended)

The simplest way to avoid the encoding workload is to have a specialist print and encode your tags directly from your Cheqroom data. Atlas RFID offers exactly this service, and it keeps the process manageable:

Cheqroom exports your registrar: your full asset list (asset, serial, barcode/QR identity) as a single export file.
You pick a compatible tag, with Atlas's help. Not every tag can be printed and encoded, so confirm your choice before ordering.
Atlas prints your tags: your asset labels onto physical RFID tags.
Atlas encodes your tags, digitally writing each asset's identity to the matching tag's chip, straight from your export.
You review and approve a proof, a quick check before the full run, so the printing and encoding come out right.
Atlas sends back the tags and a matching import file, every encoded tag mapped to its asset.
You import it into Cheqroom, and your assets are ready to scan.

The payoff: you never linked the tag yourself. The specialist handles the printing and encoding; we handle the export and the import on the Cheqroom side.

A few practical notes:

■ Plan for lead time. Print-and-encode isn't instant: expect roughly 2–3 weeks after you approve the proof for a standard order, and longer (often 4–6 weeks) for custom or specialty tags. Build RFID into your project timeline rather than treating it as a last-minute step. (Atlas's typical turnaround at the time of writing; confirm current timing with them.)

■ Budget realistically. Standard tags are inexpensive to encode; anti-metal (metal-mount) tags cost more and need special equipment, so a fleet of metal assets is a bigger investment than the same number of plain labels.

■ The scanner. Cheqroom currently supports the TSL 1128 Handheld Scanner (more brands and models are being added over time). Atlas carries TSL readers too, so just let them know you'll be using a TSL 1128 and they'll recommend tags that are a strong match, handy when you need a range of tag sizes and types.

■ RFID printers are a specialized investment. They vary widely: some encode, some only print, and some work only with certain tags. For most teams, buying one in-house isn't worth it, which is another reason the print-and-encode service is the easier route.

■ Anti-metal tags need extra care. They're trickier to print and encode than standard tags.

Option B: Off-the-Shelf Tags (Do It Yourself in Cheqroom)

You can also buy standard off-the-shelf RFID tags and link them yourself. Here, each tag keeps its own factory ID, and you tell Cheqroom which asset that ID belongs to. Some off-the-shelf tags come with their tag value provided (printed on the tag or in a vendor list), which saves you a step; otherwise you'll read each tag once to capture its value.

This path puts a bit more of the work on your team, so it's a good fit for smaller fleets or when you're comfortable using Cheqroom's Item Importer. The flow has a web part and a mobile part:

In Cheqroom (web):

Retrieve each tag's value: either read it with a scanner, or use the list your tag vendor provides.
Upload the tag IDs and associate them to your items. The Item Importer is the fast way to map many tags to assets at once.

On the mobile app:

Connect your scanner to your device. The TSL 1128 pairs over Bluetooth. (If it won't connect, re-pair Bluetooth, update the Cheqroom app, and restart both devices.)
Open the Cheqroom app and verify: scan a few sample tags to confirm each one links to the right asset before you roll out across the whole fleet.

Understanding RFID

The rest of this guide is a plain-English primer: handy background for your conversations with an RFID specialist, and a look at why the right tag and setup make such a difference.

5. How RFID Works (the 90-Second Version)

RFID reads a unique ID off a tag over the air, no line of sight needed. There are three pieces: a tag (a tiny chip and antenna on the asset), a reader + antenna (sends out radio energy and listens for the tag's reply), and software like Cheqroom (turns each read into "this asset was just seen here").

The main difference between tag types is how they're powered:

■ Passive: no battery; the reader's energy powers the reply. Small, affordable, maintenance-free, with a shorter range.

■ Active: battery-powered and broadcasts on its own. Long range, but larger, pricier, and battery-limited.

■ Semi-passive: a battery runs the chip, but the reply still uses the reader's signal; a middle ground.

For tracking equipment, most teams use passive UHF tags. That's the focus below.

6. Choosing the Right Tag

There's no single "best" RFID tag; the right choice depends on what you're tagging and where it lives. A specialist will help you match tags to your assets, but here's what drives the decision so you can have an informed conversation:

■ Frequency / band: For asset tracking, passive UHF is almost always the answer: it reads several meters away and captures many tags at once. If you operate across regions, ask for global / wideband tags that work on both US and EU UHF frequencies.

■ What the asset is made of, especially metal: Metal is RFID's biggest challenge. Any metal asset needs an on-metal (anti-metal) tag; a standard label will read poorly or not at all on metal.

■ Read range and antenna size: Longer range needs a bigger tag antenna; small near-field tags read only at close range. It's important to consider this when looking at small tags, as they may not support your range requirements

■ Size and form factor: Tags come in several shapes to suit the item: paper tags, inlays, and disc tags are common, plus rugged hard tags for tough environments. Small items, cables, and curved surfaces each have tag styles designed for them.

■ Environment: Liquids, dense metal racking, and nearby electronics all affect reads, so flag them to your specialist up front (see Things That Can Trip Up Scanning).

■ Metal enclosures: Storing assets in a metal box or metal lined container will prevent the signal from penetrating the box and reading the contents.

Rule of thumb: test before you commit. The same tag can read at 8 m on a plastic case and barely at all on an aluminum one, so a quick pilot on your real assets, in your real space, is the surest way to choose well.

7. RFID Types and Read Range

Band	Frequency	Typical passive range	Best for
LF	125–134 kHz	≤ 10 cm	Access fobs, harsh/liquid/metal-heavy environments
HF / NFC	13.56 MHz	≤ ~1 m (NFC often < 10 cm)	Access cards, payments, single-item taps
UHF	860–960 MHz	3–10 m+	Asset tracking, bulk reads, doorway portals

In short: higher frequency means longer range and faster bulk scanning, but a little more sensitivity to metal and liquid. UHF is the sweet spot for asset tracking because it reads several meters away and can capture many tags at once. Regionally it splits into FCC 902–928 MHz (US) and ETSI 865–868 MHz (EU), so global/wideband tags are worth it if you operate in both.

Type	Typical range	Use when
Passive UHF	3–10 m (up to ~12 m ideal)	The everyday choice for tagging lots of assets
Semi-passive	~10–30 m	You need extra range or reliability, or sensor tags
Active	100 m+	Real-time location of high-value assets, vehicles, or yards

A quick reality check: read range is never just about the tag. It also depends on the reader's antenna, the power level (capped by regional regulations), tag orientation, and what the asset is made of, which is why testing on your real assets, in your real space, matters.

8. Why Antenna Size Matters

On the tag: a passive tag's antenna has to both catch the reader's energy and send a reply, so a larger, well-designed antenna reads from farther away. As a rule of thumb the antenna is about a quarter-wavelength of its frequency (roughly 8 cm at UHF), which is why longer-range tags tend to be 5–10 cm long. Smaller tags are more discreet but read from closer up. Tiny "near-field" tags only work within about 30 cm, so they're best for deliberate close-range scanning.

On the reader: higher-gain antennas reach farther but cover a narrower area. Polarization matters too: circular-polarized antennas read tags at any angle (great when items aren't lined up neatly), while linear ones reach farther but only when the tag is aligned. Often, several well-placed antennas work better than one powerful one.

9. Tagging Metal Equipment

Metal is RFID's biggest challenge, and a lot of equipment (laptops, cameras, tools, cases) is metal.

■ Why standard tags struggle on metal: the metal "detunes" the antenna and reflects the signal, which can cause weak reads, false reads, or no read at all. A regular label that reads from meters away in the air can go nearly silent on metal.

■ The fix: on-metal (anti-metal) tags have a small spacer (foam, ceramic, or plastic) that lifts the antenna off the surface, and they're tuned so the metal actually becomes part of the antenna. They come as rugged hard tags or as labels with a built-in spacer.

■ Good to know: always use on-metal tags for metal assets rather than trying to make a standard label work, and test on the actual item, since results vary by surface (flat vs. curved, steel vs. aluminum). These are also the tags that benefit most from a specialist's help.

10. Things That Can Trip Up Scanning (and How to Fix Them)

Even a great RFID setup has a few quirks worth knowing. The first group are environmental (a specialist designs around these); the second are everyday operating habits your team can fix on the spot.

Environment and physics:

■ Metal and liquids: metal reflects signals and liquids absorb them, so they can hide a tag. Solved with on-metal/liquid-friendly tags and smart antenna placement; where you can, move items off metal surfaces or scan them individually.

■ Tag collision: when many tags reply at once they can interfere; readers use anti-collision protocols and zoning to handle it.

■ Orientation: a tag at the wrong angle may not respond; circular-polarized antennas and consistent tag placement fix this.

■ Stray or duplicate reads: signals bouncing off walls and racks can cause extra reads; tuning power and filtering in software clears it up.

■ Nearby electrical noise: motors, lighting, and other RFID systems can interfere; a site survey spots these early.

Everyday operating habits (the most common real-world fixes):

■ Low scanner battery: a low battery noticeably cuts read range and reliability. Charge the scanner fully before any large scanning task.

■ Scanning technique: sweep slowly and steadily, and cover all sides of items, especially when they're stacked or packed tightly. Rapid motion causes misses.

■ Too many items at once: a dense pile can overwhelm the reader. If reads are spotty, scan smaller groups one at a time.

■ Damaged tags: a torn or creased tag may never read. If one item is consistently unreadable, inspect the tag physically and replace it.

■ Tag not associated: if a tag reads but Cheqroom doesn't recognize the item, it likely isn't linked yet.

Re-associate it and try again.

11. RFID-Powered Spotchecks

A spotcheck is a fast way to verify what's actually in a location: you scan an area with the RFID reader, and Cheqroom compares what it found against what should be there. It's one of the biggest day-to-day payoffs of RFID.

When a spotcheck flags a discrepancy, the most common cause is simply a missed read. To resolve it:

Re-scan thoroughly: do a second, more careful pass, moving items around so previously hidden tags can be read.
Check the item's history: its activity log in Cheqroom will show whether it's actually checked out on a booking or was recently moved to another location.
Do a quick physical search for items that may have ended up somewhere unexpected.
Flag it as missing: if it's genuinely not there, flag it; this updates its status in Cheqroom and alerts your team.

A little team habit goes a long way here: scanning carefully and keeping item locations current in Cheqroom prevents most discrepancies before they happen.

12. Best Practices for a Smooth Rollout

Start with a site survey: understand how assets move and where metal, liquids, and noise are. It's the highest-value first step.
Know what you're tagging: material, size, and shape all guide tag choice.
Pilot first: test real tags on real assets before scaling.
Use passive UHF for most asset tracking (global/wideband tags if you operate across regions).
Use on-metal tags on every metal asset.
Make sure every tag is linked to its asset: either via Atlas print-and-encode (Option A) or by associating off-the-shelf tag IDs in Cheqroom's Item Importer (Option B).
Keep a QR or barcode as a backup on RFID-tagged assets. If a scanner isn't handy, or a booking has only a few items, the backup code can get your team out the door faster. RFID complements your existing codes, it doesn't have to replace them.
Roll out in phases, double-check coverage after install, and give your team a quick hands-on intro to scanning.

13. Quick Reference

If you…	Here's what we'd suggest
Already use RFID labels	You're all set: scan with the TSL 1128 just like a barcode or QR code
Are new to RFID with no in-house expert	Partner with an RFID servicer (like Atlas) to deploy and train your team
Want to know cost and which plan it's on	Scanner ~$1,100–1,300, tags ~$1–3 each; included with Enterprise, an add-on for Core & Business
Want the easiest path (Option A)	Atlas print-and-encode: we export your registrar, they print and encode, you import the file back
Prefer off-the-shelf tags and want control (Option B)	Retrieve each tag's value, import and associate the IDs in Cheqroom (web), then verify by scanning samples on mobile
Are worried about encoding thousands of tags	Go with Option A: the servicer encodes them all, so you never hand-link a single tag
Are working to a deadline	Plan ahead: Atlas print-and-encode typically takes ~2–3 weeks after proof approval (longer for custom or metal tags)
Need help choosing tags (metal, range, frequency)	See Choosing the Right Tag, then confirm the mix with your servicer; mention you'll use a TSL 1128
Get scan errors or incomplete reads	Check battery, slow your sweep, scan smaller groups, and inspect for damaged tags
Find a spotcheck discrepancy	Re-scan, check the item's history, search, then flag as missing if needed
Have a scanner that won't connect	Re-pair Bluetooth, update the Cheqroom app, restart both devices, or test on another phone/tablet. Still stuck? Email success@cheqroom.com
Want Cheqroom to install or service RFID	That's the one thing we don't do, but we'll happily recommend a specialist who does

14. Glossary

■ Encoding: digitally writing an asset's identity to a tag's chip (not just printing on the label). The Atlas/Option A approach.

■ Associating (linking): telling Cheqroom which asset an existing tag ID belongs to, rather than writing the asset's identity onto the tag. The off-the-shelf/Option B approach.

■ Tag value / EPC: the ID stored on an RFID tag's chip. Off-the-shelf tags ship with one already; some vendors provide the list.

■ Item Importer: Cheqroom's tool for mapping many tag IDs to assets at once (Option B).

■ Spotcheck: scanning a location to verify its inventory against what Cheqroom expects to be there.

■ Printing: putting the human-readable label and barcode on the tag's surface; separate from encoding.

■ Registrar export: your Cheqroom asset list, exported so a servicer can print and encode against it.

■ Proof: a sample of your printed/encoded tags to approve before the full run.

■ Passive / active / semi-passive: reader-powered / battery-broadcasting / battery-assisted tags.

■ UHF: Ultra-High Frequency (860–960 MHz); the everyday band for asset tracking.

■ On-metal / anti-metal tag: a tag built with a spacer so it works reliably on metal.

■ Polarization: how a reader antenna's signal is oriented; circular reads tags at any angle.

■ TSL 1128: the handheld RFID scanner Cheqroom currently supports (more models planned); pairs to a mobile device over Bluetooth. Atlas carries these.

Helpful Links

Cheqroom Help Center:

■ Best Practices for Managing RFID Scanning in Cheqroom

■ Troubleshooting RFID Scan Errors and Incomplete Readings

■ Resolving Discrepancies in RFID-Powered Spotchecks

■ What to Do if Your RFID Scanner Isn't Connecting to Cheqroom

Tags & printing:

■ Atlas RFID: Tag Printing & Encoding

■ Atlas RFID: TSL handheld readers