Using RFID in the Warehouse: Workflow and Best Practices

With QR codes, every item must be scanned individually with a clear line of sight to the label. RFID lets you scan dozens of items at once (even inside a closed flight case) and update equipment statuses in Rentman in real time. This article explains the daily warehouse workflow and how to get the most out of RFID.

Key benefits:

• Bulk scanning without opening cases. For example, 100 cables in a flight case in about three seconds.
• Efficiency gains up to 18x compared to manual scanning.
• Real-time status updates during check-out and check-in.
• Returns from multiple subprojects can be booked in or out simultaneously.

Before you start

• All equipment is tagged and the tags are linked in Rentman.
• The Zebra scanner is charged, connected to Wi-Fi, and the RFID sled is attached.
• The Rentman app is up-to-date.
• Your equipment database is up-to-date (stock levels, serial numbers, and combination contents).

Booking out equipment (packing)

1. Open the Rentman app on the Zebra scanner or phone and navigate to the Warehouse module. The packing slip is visible directly in the app.
2. Select the project you want to book out.
3. Gather the equipment listed for the project and lay it out in the prepping area. Tagged items can go straight into the flight case. There is no need to scan them individually.
4. Pull the top trigger on the RFID reader to scan. Hold the trigger to keep scanning and release it to stop.
5. Review the results in the RFID scanning module. Items on the project show as scanned, and extra or missing items are highlighted immediately. Add extra items to the project with one tap, or swipe left on an item to remove it from the list.
   • If you are using combinations, you need to scan the QR code of the combination before scanning equipment into the combination itself.
   • If the combination is still sealed, unseal it and scan the QR code again to then scan the actual contents into the combination.
   • The bottom of the screen now shows that you have opened the combination and displays what default equipment should be in there.
   • From here you can start scanning RFIDs and check if they correspond with the default content.
   • If it does, tap Book.
   • If the combination is complete, you can seal it and book it with the QR code to any other location.
6. Confirm the scanned equipment. Rentman automatically updates the status, for example to On location, Loaded, or a custom status.
7. You can now load the equipment for transport.

Booking back equipment (returning)

1. In the Warehouse module, select the returning project or connected subprojects.
2. Pull the trigger and scan the returning items or flight cases as the equipment is unloaded.
   • For combinations, you can tap the three dots in the top right corner of the app or in the browser to select Combinations: Break seals and empty. Your combinations are emptied and you are ready to scan the contents of the combinations.
   • Keep some room for scanning your equipment back into the correct combination.
   • Scan the QR code on the flight case to open the combination.
   • Now hold the top trigger to start the Scan RFID function. You can see whether these items are expected inside this combination.
   • Once done, book the equipment into the combination.
   • Scan the QR code again to close the combination and hit the seal combination lock on the scanner.
3. Confirm to update the status in Rentman, for example to Returned or In warehouse.

Best practices

• Tag placement: avoid stacking metal items directly on top of each other.
• Cables and small items: secure RM2 and RM3 hardtags with heat shrink tubing.
• Metal surfaces: use on-metal tags (RM7 sticker, RM8 hardtag) for aluminum frames and metal cases.
• Flight cases: verify that the actual content matches the expected content before closing the case.
• Scanning environment: we recommend working in a clear space of around 3x3 meters where you can scan freely without interference.

Scanning the target equipment

• Keep a physical distance between the project you are scanning and other tagged equipment. RFID reads through cases and has a range of several meters.
• Scan in short bursts and review the list after each burst instead of one long continuous scan.
• Remove accidentally scanned items by swiping left before confirming.

Handling common situations

• Item not recognized: check the tag placement and condition, and re-link the tag in the app if needed.
• Extra items detected: add them to the project with one tap, or return them to the shelf.

FAQs