On 16th of April, Rentman and Geartracking hosted a deep dive into the fundamentals of RFID and its growing role in warehouse operations. Led by Lode from the Rentman product team and Sven from Geartracking, the session provided hands-on insights from these two pros who spend their days deep in the day-to-day challenges of equipment logistics, tracking, and tech implementation.
Whether you’re new to RFID or exploring its use in your workflows, here are the most valuable takeaways from the session:
What is RFID, and why does it matter?
RFID, or Radio Frequency Identification, is a wireless tracking technology that uses radio waves to identify and track tags attached to physical items. Unlike QR codes or barcodes, RFID tags don’t need to be visible to be scanned, making them a powerful tool for fast and efficient equipment tracking.
In industries where speed and precision are crucial, and volume is high, such as event production or AV rental, RFID is becoming increasingly essential. According to the 2024/25 Rentman Industry Report, 63% of companies report warehouse inefficiencies tied to equipment loss, damage, or poor tracking. RFID helps address these issues by offering accurate, immediate inventory visiblity while reducing manual labor.
“You can scan an entire flight case of 120 cables in two seconds,” Sven shared. “It’s a game-changer for time and accuracy.”
Differences between barcodes, QR codes, and RFID
Barcodes, QR codes, and RFID all allow you ton quickly identify and track items, but they differ significantly in how they work and the value they bring to warehouse workflows. Both barcodes and QR codes require line-of-sight scanning, meaning each code must be visible and scanned individually. This makes them slower and more labor-intensive, especially when dealing with large volumes of equipment. QR codes are compact and easy to scan with mobile devices, making them particularly useful in smaller-scale or mobile workflows.
On the other hand, RFID does not require a line of sight and can scan multiple items simultaneously, even through cases or containers, depending on the tag placement and materials. This bulk-scanning capability drastically reduces the time spent on inventory checks. RFID tags are also far more durable than paper-based barcodes or stickers — they're waterproof and can last for decades. While QR and barcode systems are still great for simple, one-at-a-time scans, RFID offers greater speed, automation potential, and reliability in high-volume warehouses.
Key benefits of RFID
RFID offers more than just fast scanning. Here's why teams are adopting it:
- Bulk Scanning: Scan dozens or even hundreds of items at once.
- Speed: Dramatically reduces load-in and load-out times.
- Tag Durability: Tags can last over 50 years, are waterproof, and contain no batteries.
- Smart Inventory Checks: Integrates with Rentman to automatically detect missing or incorrect items.
- Future-Proofing: Lays the groundwork for automation and real-time asset tracking.
How to implement RFID?
RFID success relies on more than hardware — it requires planning, process changes, and team buy-in. Here’s how to roll it out effectively:
1. Start with your software
Before attaching a single tag, ensure your inventory is organized and your Rentman workspace is ready to track serial numbers.
2. Choose the right equipment
Begin with high-usage items where manual scanning is most difficult — cable cases are a common starting point. They offer a fast return on investment (ROI) and immediate time savings.
3. Tag consistently
Placement matters. Tags shouldn't be enclosed in metal (which blocks radio signals), and they should be attached in consistent, easy-to-locate spots. Geartracking provides pre-tested, durable tags built specifically for warehouse and rental equipment.
“We’ve seen customers tag over 1,000 items in five hours with a good process,” Sven noted.
4. Train your team
Implementation only works if the warehouse crew trusts and understands the system. Hands-on demos and simple workflows help build confidence and adoption.
5. Refine the workflow
RFID works best at the final loading phase, when equipment is packed and ready. This minimizes interference from surrounding equipment and ensures you catch last-minute changes.
What does the future of RFID look like?
Looking further ahead, long-term developments in RFID point toward even greater automation and visibility. These include real-time tracking of items by zone within the warehouse, fully automated check-in and check-out processes without manual scanning, and seamless return validation, where systems can detect missing or extra items inside a case without the need to open it.
RFID isn’t just a trendy upgrade. It’s a practical step toward smarter, faster, and more accurate warehouse operations. By starting small, tagging strategically, and empowering your team, RFID can unlock serious time savings and reduce costly errors.
Ready to get started? Visit geartracking.com or contact [email protected] for personalized advice, hardware options, and expert support.
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For those who missed the live session, the recording of RFID 101 is up on YouTube. And stay tuned for more expert discussions on RFID in future webinars.