Frequently Asked Questions
RFID Linen and Workwear Tracking: Frequently Asked Questions
Answers to the questions hospitals, hotels, manufacturers and commercial laundries ask most often about RFID linen and workwear tracking. Questions are grouped by topic. Industry-specific detail is on the healthcare, hospitality, workwear and commercial laundry pages.
Proving what was sent and what arrived
Every tagged item the laundry dispatches and every item the hotel receives is matched automatically by item code and delivery note, and classified as on-note, off-note, or no-dispatch-found. The daily report shows per-delivery-note conversion rates with drill-down to individual items, so billing and count disputes are settled with item-level evidence.
Every dispatched item is matched item-by-item against the customer site’s receive scans by item code and delivery note, classifying each as on-note, off-note, or no-dispatch-found, with per-note conversion percentages and drill-down to individual items.
Rolling send-versus-receive match ratios are computed per leg, with dirty-versus-clean leg comparison, gap-by-item-type analysis and zero-scan-day detection — the case where one side scanned nothing while the other recorded items. The output is a findings report with a plain-language root cause and numbered remediation actions.
The four-leg audit shows per-leg counts in both directions with delivery-note, trolley and seal detail, so a shortfall is attributed to a specific leg, collection and day rather than argued over in aggregate.
Yes. When off-note items cluster around a different note number, the dashboard surfaces a likely-wrong-note suggestion with a confidence percentage, flagging probable operator error at the receiving scan rather than genuine missing stock.
A four-leg audit covers the complete loop: clean linen out of the laundry, clean into the hospital, dirty out of the hospital, and dirty into the laundry — with per-day, per-leg and per-description drill-down including delivery note, trolley and seal identifiers, plus CSV export. It shows where linen goes missing in either direction.
Finding missing and unaccounted stock
Every item is bucketed by days since its last RFID scan, in bands running from seven days up to never-seen, split by clean and dirty status and broken down by description and location. This surfaces par stock sitting in rooms, off-cycle storage and likely-lost linen automatically.
Every garment is bucketed by days since its last scan on each leg, by item type, with the longest-silent and never-seen buckets forming the follow-up list. Location views show where garments physically sit, including those still with a wearer.
Exit readers record every tagged item that passes, and reporting shows which items, item types and exit points are involved, with age buckets and an exit timeline. One casino and entertainment property receives a daily exit workbook with per-door, per-hour and per-item-type cross-tabs.
Yes. Doorway exit readers flag every garment whose last scan was an exit point, aged into day buckets and grouped both by garment type and by the wearer it was still assigned to. The feature is enabled per site profile.
Exit-monitor readers on monitored doors record every tagged garment whose last action was an exit scan, giving the last known location before loss. A daily automated report breaks leakage down per door and per month, with dedicated theatre-scrub views, so loss-management staff see exactly which doors clinical garments are leaving through.
Workwear and staff accountability
Every garment issue and return is scanned against the employee, giving a live per-wearer holding report aged into day buckets with per-garment drill-down. It identifies staff sitting on un-returned garments without anyone having to run a manual audit.
Yes. A daily issue and return reconciliation splits outstanding garments into recently issued and overdue against a configured window, cross-checks overdue candidates against current item locations to eliminate false positives, and exports a chase list with employee, item, issue time and hours outstanding.
Daily reports cover every leg of the cycle — issued, sent to laundry, laundry receive, laundry dispatch and received back — with today’s figures, month to date and full-history monthly totals. A rolling history window lets late, consolidated laundry scans backfill earlier days so batched industrial data still reconciles.
Wash counts, replacement and condemnation
Each tag accumulates a lifetime wash count, banded against a rated wash life that is configured per deployment rather than fixed. An end-of-life forecast projects from recent wash rates when each item type will reach its threshold, flags items with no recent activity as stalled, and produces a procurement recommendation.
Each garment’s lifetime wash count is banded against a configured lifespan into early, mid, due-soon and over-life bands, rolled up by garment type and sorted by replacement priority, so procurement plans from data rather than from an empty store.
Lifetime wash counts drive condemnation management. Items are tracked against a configured condemn threshold, a watchlist flags stock approaching end of life for physical inspection, and condemnation reporting shows monthly trends split by reason. An end-of-life forecast projects when each item type reaches threshold and how many to reorder.
Investigating individual items
Yes. An audit report reconstructs the complete chronological lifecycle of a single tag across every event type — dispatch, receive, movement, stock-take, exit, return and allocation — pairing each dispatch with its subsequent receive to show complete or broken cycles.
Yes. An audit report reconstructs the complete chronological lifecycle of a single tag across every event type, pairing each dispatch with its subsequent receive to show complete or broken cycles.
An audit tool reconstructs the full chronological timeline of any single tag across every event type — dispatch, receive, in-plant movement, stock-take, exit, return and allocation — pairing dispatches with their subsequent receives to show complete or broken cycles.
Request a Linen Loss Assessment
Send us your issue and return records and we will show you where the items are actually going.
Plant operations
The item movement pipeline visualises plant flow from Received through the wash-tunnel bank to Packed and Dispatched, with per-station daily counts and a day-by-station read matrix. A verification card checks that every received item was read at exactly one wash tunnel within the configured window for each receive day, exposing skipped items and reader-coverage gaps.
Reporting, portals and multi-site
Yes. Scheduled delivery includes daily Word reconciliation reports, automated weekly variance analysis by email, monthly linen management reports, and daily summaries and PDF reports over WhatsApp. Stakeholders receive reports without logging in.
Yes. The loss-management report is a productionised scheduled job: it regenerates the multi-tab exit and loss workbook and emails it daily with a summary of total tracked items, the top-leakage door and the scrub count.
Yes. The portal scopes each login by laundry, company, customer and site. Multi-property users switch properties from a dropdown, and isolation is enforced server-side on every drill-down rather than in the interface.
Yes. One codebase serves many customer and laundry combinations; each customer logs in and sees only their own linen data, enforced by per-user scoping with server-side checks on every drill-down. New customers are onboarded by configuration — an identifier and a process profile — rather than by forking code.
Yes. The dashboard serves multiple plants from one system, and per-customer process profiles adapt it to each client’s actual process model — different leg counts and data flows — without forking code.
Pricing and deployment
Quoting is station-based. Equipment is priced per operational station across the plant — dirty receive, heat seal, item movement, rewash, mending, packaging, exit monitors and handhelds — with a tag rental component and fixed-term monthly rental. Quotes are available in ZAR, USD or EUR.
The same station-based model applies — tagging, dirty receive, exit monitors and handheld stock-take stations — quoted per station with a tag rental component and fixed-term monthly rental. Deployment runs from a scripted, service-managed install kit.
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FAQ
Questions that Interest You
IntelTagRFID is a UHF-RFID textile tracking and laundry reconciliation platform. These are the questions we are asked most often about how the system works. Questions specific to your sector are answered on the relevant industry page.
What is IntelTagRFID?
IntelTagRFID is a UHF-RFID item-tracking platform for textiles — linen, garments, workwear and theatre scrubs. Every item carries an RFID tag; fixed and handheld readers at operational stations record each scan into a central database; and web dashboards, automated reports and messaging integrations turn those scans into operational visibility: what was dispatched, what was received, what is missing, what is wearing out, and what walked out the door.
How does an RFID laundry and linen tracking system work?
Tagged items are read automatically as they pass RFID stations placed at process points — issue, dirty receive, wash tunnels, packing, dispatch, stock-take and exit doors. Each read event lands in a central database, which powers dashboards and reports covering dispatch-versus-receive reconciliation, stock aging, wash counts, exit-point alerts and per-item history. No manual counting is required at the read points; handheld readers cover stock-takes and audits.
What kinds of reports does the system produce?
The platform produces interactive web dashboards plus automated documents: Excel workbooks covering exit monitoring, variance analysis, item audits, and stock age and wash reports; Word management reports with charts; PDF daily cycle reports; and self-contained HTML dashboards. Reports cover daily reconciliation, trend history, wash-life and procurement forecasting, condemned-stock tracking, stock-takes and exit-point loss.
Can reports be delivered automatically, without anyone logging in?
Yes. Scheduled jobs deliver reports by email, with daily and weekly runs in production, and by WhatsApp, where daily dispatch summaries and PDF reports are delivered in live use. Scheduling runs on standard task schedulers, so reports arrive on a fixed cadence — for example a daily loss-management workbook and an automated weekly variance report.
What is AI-interpreted reporting?
Dashboards and reports include plain-language narrative generated by an AI model from the aggregated RFID data: stock-aging analysis, usage analysis, procurement recommendations and an executive summary, badged as AI-interpreted. Only aggregate figures are sent to the model — no per-customer item records — and results are cached so identical data never triggers repeat processing. It turns raw counts into an action list a manager can read in two minutes.
Can multiple customers or properties securely share one reporting portal?
Yes. A single login portal scopes every user by laundry, company, customer and site, and shows each user only the dashboards and data they are entitled to. Tenant isolation goes down to the cache and page-source level, and out-of-scope drill-down requests are rejected server-side.
Can I see the full history of one specific tagged item?
Yes. The item audit trail merges every recorded event for a single tag — dispatch, receive, in-laundry movement, stock-take, exit-point, return and allocation scans — into one chronological timeline, with cycle analysis pairing each dispatch to its subsequent receive. It is used for dispute resolution and forensic investigation, and can be run for one item or a pasted batch of item codes.
What stations and hardware does a typical deployment include?
Deployments are built from a standard station catalogue: Data Take On, Issue, Dirty Receive, Exit Monitor, Heat Seal for tagging, Item Movement, Stock Take and handheld, Rewash, Mending and Packaging stations, plus exit-monitor controllers and handheld readers. The commercial model is station-based rental, typically on 36-month terms with tag rental, quoted in multiple currencies.
How long does it take to deploy at a new site? Is it repeatable?
The platform ships with versioned install kits and scripted installs — automated server setup with TLS and services configured, and installers that create the scheduled report tasks. New customers on the multi-tenant dashboards are onboarded by configuration rather than new code, which is why a new site does not require a development cycle.