In this article, we present an in-depth guide to the RFID feature, offering you a clear understanding of its technology and how it seamlessly integrates with Rentman. Whether you seek more information or simply want to explore the possibilities, you've come to the right place.

What is RFID?

RFID stands for Radio-Frequency IDentification, it is a type of wireless communication technology used to identify objects within a specified radius, specifically useful for industries that need tracking solutions for their inventory levels (such as cargo logistics or equipment rental). It can also be used to improve the overview of equipment. 

To find out more, check out this page. It has a complete guide on RFID tracking systems for businesses, including examples, pictures and more.

How RFID works?

RFID technology consists of two main components: a tag and a scanner. 

The tag, a small electronic device with a computer chip and antenna, stores information about the attached object, like its unique ID number. When the tag comes within the scanner's range, it emits a radio signal, which the scanner captures to access the tag's information.

The scanner can then perform various actions based on the data received, such as displaying it on a screen, storing it in a database, or triggering specific responses like opening doors or sounding alarms.

Among many advantages, there are 4 main benefits of RFID tracking that could greatly improve your warehouse processes: 

  • Reduced time spent tracking confirmed and returned stock
  • Reduced operational costs
  • Increased asset visibility and traceability
  • Improved experience dealing with lost assets

RFID finds applications in diverse areas. For instance, in inventory management, RFID tags attached to warehouse products allow quick and accurate stock tracking without manual counting.

How to get started?

This feature is available to all customers under the new license structure with Rentman's Equipment TrackingEquipment Tracking & Equipment SchedulingEquipment Scheduling add-ons.

Note:The Rentman app seamlessly integrates with Zebra scanners.

What else is needed?

  • RFID tags: different options are available depending on the equipment item you want to tag.
  • RFID scanners: the Rentman app is specifically optimized to work with Zebra devices. We've extensively tested the feature using the TC21 and TC26 combined with an RFD40.

To get started with RFID, everything you require can be found in our webshop at

Geartracking is an external company entirely dedicated to all hardware-related aspects of warehouses in the AV industry. For more information, please email

What is the process?

Packing Process
  • Using the group_work Warehouse module: The warehouse crew utilizes the Rentman app's warehouse module to prepare rental projects. This module lists all the equipment required for each project and allows access to the packing slip on the scanner.
  • Gathering Equipment: The crew gathers the necessary equipment based on the items listed in the Rentman app's warehouse module. They ensure all required items are ready in the designated area.
  • RFID Scanner Check: Before loading equipment onto the transport vehicle, the crew scans each item with an RFID scanner via the Rentman app. The app captures the RFID tag's unique identifier for verification.
  • Discrepancy Alert: If any discrepancies like missing or extra items are detected, the system alerts the crew to take corrective actions. Extra items can be added to the project if needed, ensuring nothing leaves the warehouse unscanned.
  • Loading Equipment: Once verified, the equipment is loaded onto the designated transport vehicle. The Rentman app automatically updates the project and equipment status.
  • Real-time Status Update: Rentman updates the project and equipment status in real-time as the scanning process takes place. Items are marked as "On location" or other relevant statuses based on selected options.
Return Process
  • RFID Scanning during Unloading: During the equipment unloading process, each item is scanned using an RFID scanner. The scanner captures the unique identifier of the RFID tag attached to the equipment.
  • Efficient Scanned Equipment Management: As all items were booked out with RFID, the system precisely identifies each unique item to be returned to its respective project. This allows multiple returning projects to be booked back simultaneously, eliminating the need to separate items from different projects.

How to use it in the Rentman app?

Here's a step-by-step guide on how to use the RFID scanning feature in the Rentman app on your Zebra scanner:

  1. Launch the Rentman app on your Zebra scanner and navigate to the Warehouse module.
  2. Open the project you wish to book out or book in.
  3. To start scanning, pull the top trigger on the RFID gun. This action will open the RFID scanning module.
  4. Keep scanning by holding the top trigger, and release it when you're done. If you need to continue scanning, simply pull and hold the top trigger again.
  5. Scanned items will be displayed in the RFID scanning module.
  6. If needed, you can make changes in the scanning module by swiping items to the left to delete them.
  7. You can adjust the scanning "strength" using the button located in the top right-hand corner.
  8. Once you've finished scanning, select "Book" to book everything that's in the RFID scanning module to the next status.

This scanning flow is consistent for booking equipment, regardless of its status.

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How do I link RFID tags to bulk items in Rentman?

Check out the steps here.
Collect all the items associated with a specific equipment item, ensuring that each item is equipped with an RFID tag.
  1. To ensure a thorough scan, spread the items out across an area.
  2. Open the Rentman app, navigate to the equipment modal, and access the specific item you wish to link tags to.
  3. Proceed to the “Serial Numbers” tab.
  4. Click on “Add Serial Numbers”
  5. Commence scanning with RFID until you have scanned the same number of tags used to tag the items. The scanned tags will appear under “Scanned Codes”.
  6. Click the checkmark in the top right corner to add the codes and automatically generate serial numbers.
  7. The “Serial Numbers” tab should now display the recently assigned RFID tags as serial numbers.
  8. Adjust the “Stock calculation method” to “Individual - Calculated based on the number of active serial numbers.”
Click here for the video.
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How do I link RFID tags to items that are already serialized?

Check out the steps here.
  1. Collect all the items associated with a specific equipment item, ensuring that each item is equipped with an RFID tag.
  2. If the serialized items have a QR code, access the equipment module and open the “QR/RFID scan” module by selecting the button in the top right corner.
  3. Scan the QR code on the serialized item. The screen that appears will display the serial number of the scanned item and the QR code already linked.
  4. Proceed to scan the RFID tag, either via RFID scanning or by scanning the QR code on the RFID tag.
  5. The new codes will be listed in the “New Codes” section. You can add multiple QR codes or RFID tags to a single item. 
  6. Click the checkmark in the top right corner to add the scanned codes. The new codes are now incorporated into the serialized item (in the “QR-Codes” list). 
Click here for the video.
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Does Rentman support RFID gates right now?
No, Rentman does not currently support RFID gates. Although we are investigating the possibility of supporting gates in the future, we currently only offer support for Handheld RFID readers.
Why does Rentman only support Handheld RFID readers right now?
Rentman currently exclusively supports Handheld RFID readers due to their cost-effectiveness, reliability, and flexibility as the most tested and reliable method for scanning RFID tags. Additionally, Handheld readers allow you to take the reader on the go, which is not feasible with RFID gates.
Can I use my own RFID scanner?
No, Rentman only supports Zebra scanners (currently TC21 + TC26) for use with RFID. Any RFID scanner available in our webshop is fully supported by Rentman.
I already have QR codes attached to my serialized items. Can I still use that, combined with RFID?
Absolutely! RFID tags can be added as an extra method to identify your items. You can use both QR codes and RFID on your items, choosing whichever is more convenient for you at any given time.
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