Asset Tracking

What is asset tracking? Complete guide

Asset tracking

Mobile app

Tool theft prevention

QR Tracking

QR tracking, also called QR code asset tracking, uses a unique QR code label on each physical asset to open that asset’s digital record. When a worker scans the code, the system resolves the tag and opens the linked record. The actions available from there depend on the user’s permissions, connection and the workflow they choose. Scanning alone does not record location or utilisation; GPS devices report location automatically.

Barcode Tracking

Barcode tracking uses printed barcodes, usually Code 128, Code 39 or another one-dimensional format, attached to assets, tools, parts or inventory. When a worker scans the barcode with a handheld scanner or mobile app, the barcode opens the matching asset record so the team can confirm identity, update location, log maintenance, complete a stocktake or check an item in and out. A barcode asset tracking system is most useful when teams already use barcode scanners, warehouse workflows or ERP systems that expect barcode input.

GPS Tracking

GPS (Global Positioning System) tracking uses satellite signals to determine and record the real-time geographic location of assets, vehicles, or equipment fitted with GPS receivers. Tracking data is transmitted to a central platform via cellular or satellite networks, providing continuous visibility of asset movements, routes, and dwell times. GPS tracking is fundamental to fleet management and high-value mobile asset monitoring.

RFID Tracking

RFID (Radio-Frequency Identification) tracking uses electromagnetic fields to automatically identify and track tags attached to assets. Passive RFID tags are powered by the reader’s signal and work at short range, while active RFID tags have their own power source and can transmit over longer distances. RFID enables hands-free, multi-item scanning without requiring line-of-sight to each tag.

Asset Register

An asset register is a comprehensive database or record of all physical assets owned, leased, or managed by an organisation. Each entry typically includes the asset’s unique identifier, description, category, serial number, purchase date, cost, location, assigned custodian, warranty details, and current condition. The asset register serves as the single source of truth for what the organisation owns and where it is.

Bluetooth Beacon

A Bluetooth beacon is a small, battery-powered device that periodically broadcasts a Bluetooth Low Energy (BLE) signal containing a unique identifier. Nearby receivers, such as smartphones, gateways, or dedicated readers, detect the signal and use it to determine the presence and approximate location of the beacon. In asset tracking, beacons are attached to tools, equipment, containers, or vehicles, and their signals are picked up by fixed gateways installed around a facility or by workers' mobile devices as they move through the space. The location of the asset is then estimated using techniques such as signal strength (RSSI) trilateration, angle of arrival, or simple zone-based proximity detection. BLE beacons are valued for their low power consumption (battery life of one to five years), small form factor, and low unit cost, making them practical for tagging large volumes of assets across warehouses, workshops, construction sites, hospitals, and offices. Beacon form factors include adhesive-backed discs, rugged industrial housings rated for dust and moisture exposure, and compact tags that attach to tools via zip ties or lanyards, ensuring a suitable option exists for virtually any asset type or operating environment.

Check-In/Check-Out (CICO)

Check-in/check-out is an asset control process in which workers formally record when they take custody of an asset (check out) and when they return it (check in), creating a documented trail of who had what, where, and for how long. The process can be performed by scanning a barcode, QR code, or NFC tag on the asset, tapping a button in a mobile app, or using a self-service kiosk at a tool crib or equipment store. Each transaction captures the worker's identity, the asset identifier, the timestamp, and optionally the condition of the item and the job or project it is being used for. CICO is widely used for tools, test instruments, safety equipment, laptops, radios, vehicles, and any shared asset that moves between users or locations. When combined with asset tracking technology, CICO provides a complete picture of both the current custodian and the physical location of every item.