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How to Use RFID Instead of Barcodes

xAssets Barcoding Guide
How To

How to Use RFID Instead of Barcodes

This page explains how to use RFID (Radio Frequency Identification) as an alternative to optical barcodes for asset tracking and auditing in xAssets. RFID uses the same audit workflows as barcode scanning -- the only difference is the physical hardware.

Prerequisites

  • The Barcoding module must be enabled in xAssets.
  • You need RFID tags that can be encoded with asset barcode identifiers.
  • You need an RFID reader that can export scanned tag data to a file format compatible with TracerPlus or xAssets import.
  • An Intelligent scanner must be registered in xAssets for importing RFID scan data.

When to Use RFID

RFID is a better choice than optical barcodes in certain scenarios:

Scenario Why RFID Helps
Assets behind walls, in sealed cabinets, or in packaging RFID does not require line-of-sight
Large warehouse audits (hundreds of items) Multiple tags can be read simultaneously
Harsh environments (dirt, moisture, extreme temperatures) RFID tags are more durable than printed labels
High-value assets requiring tamper detection Tags can be embedded or sealed inside the asset

For smaller inventories or environments where line-of-sight is not an issue, traditional optical barcodes are usually more cost-effective. See RFID for a full comparison.

Step 1: Choose RFID Tags

Select RFID tags appropriate for your environment:

  • Passive tags are the most common and cost-effective. They have no battery and are powered by the reader's radio signal. Range is typically 1-10 metres depending on tag and reader.
  • Active tags have a built-in battery and offer greater range (up to 100 metres), but are more expensive. Use these for large outdoor areas or assets that move frequently.
  • Metal-mount tags are designed specifically for metal surfaces, which can interfere with standard RFID signals. Use these for servers, vehicles, machinery, and other metal assets.

Step 2: Encode the Tags

Each RFID tag must be encoded with the same barcode identifier stored in the asset's Barcode field in xAssets.

  1. Use your RFID encoder hardware and software to write the barcode value to each tag.
  2. Ensure the encoded value matches the asset's Barcode field exactly (including any zero-padding).
  3. Keep a log of which tag was encoded with which barcode value for verification.

Tip: If you are tagging non-asset entities (Locations, Departments, Cost Centres, Custodians), encode the tag with the prefixed value (e.g., L00042 for a location). See Barcode Identification for prefix details.

Step 3: Attach Tags to Assets

  1. Attach each encoded RFID tag to the corresponding physical asset.
  2. Choose a consistent placement for tags on each asset type.
  3. For metal assets, use metal-mount tags and place them on a non-metallic surface or standoff if possible.

Step 4: Register the RFID Reader as a Scanner

  1. Navigate to Barcoding > Barcode Scanners.
  2. Create a new scanner record for the RFID reader.
  3. Set the Scanner Type to the Intelligent scanner type that matches your import workflow.
  4. Configure the Collection Server fields for file-based data exchange (Folder for Send and Folder for Receive).
  5. Save the scanner record.

See Configuring Barcode Scanners and Audit Types for details on Intelligent scanner configuration.

Step 5: Perform an RFID Audit

The audit workflow is identical to a standard barcode audit:

  1. Navigate to Barcoding > Create a New Audit.
  2. Select the appropriate audit type and configure the audit fields.
  3. Select your RFID reader as the Barcode Scanner.
  4. Export audit data to the RFID reader if needed.
  5. Scan assets using the RFID reader. Multiple tags can be read simultaneously, making this significantly faster than scanning barcodes one at a time.
  6. Import the scanned data back into xAssets.
  7. Review and accept the results.

See How to Run a Barcode Audit for the full audit procedure.

Limitations

  • RFID readers are more expensive than barcode scanners, typically starting at several hundred dollars.
  • Tag encoding requires additional setup and equipment.
  • Not all RFID readers export data in formats compatible with TracerPlus -- verify compatibility before purchasing.
  • Metal surfaces can interfere with some RFID frequencies, requiring special metal-mount tag types.
  • RFID is not suitable for all environments -- strong electromagnetic interference can reduce read accuracy.