Inventrack 6.0 Tutorials

Complete guide to the enterprise RFID-based asset tracking & workflow management platform

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🚀 Getting Started 📦 Asset Management 🌡️ Environmental Monitoring 📷 Camera & Vision 🔒 Security & Access 🏭 Warehouse Operations 📍 RTLS 📊 Analytics & Reporting 🔗 Integrations 🔧 Troubleshooting

1. Getting Started with Inventrack

What is Inventrack?

Inventrack is an enterprise-grade RFID-based asset tracking and workflow management platform. It provides real-time visibility into your assets, inventory, and operations across multiple locations — combining RFID, BLE, IoT sensors, AI-powered cameras, and automation into a single unified platform.

Whether you're managing warehouse inventory, monitoring cold chain compliance, tracking high-value assets, or automating security workflows, Inventrack 6.0 delivers the tools you need from a single dashboard.

System Requirements

• Browser: Chrome 90+, Firefox 88+, Edge 90+, Safari 15+ (latest versions recommended)
• Network: Stable internet connection (minimum 5 Mbps for real-time dashboards)
• RFID Hardware: Compatible UHF RFID readers (Impinj, NordicID, Zebra) and antennas
• IoT Sensors: LoRaWAN, BLE, or Wi-Fi-based environmental sensors (optional)
• Cameras: ONVIF-compatible IP cameras for vision features (optional)

Initial Setup & Configuration

Access Your Instance

Log in to your Inventrack instance URL provided during onboarding. Use the admin credentials sent to your registered email. You'll be prompted to change your password on first login.

Configure Your Organization

Navigate to Settings → Organization. Enter your company name, locations, and timezone. For multi-site deployments, add each location with its address and operating hours.

Register Your Hardware

Go to Settings → Devices and register your RFID readers, antennas, sensors, and cameras. Inventrack auto-discovers compatible devices on the same network. Assign each device to a location and zone.

Import Your Asset Database

Upload your asset list via CSV/Excel import or connect to your existing ERP/WMS. Map fields (asset ID, description, category, location) during the import wizard. Inventrack supports bulk imports of 100,000+ records.

User Roles & Permissions

Inventrack uses role-based access control (RBAC) to manage who can see and do what:

System Admin: Full platform access, user management, system configuration
Location Manager: Manage assets, users, and settings for assigned locations
Operator: Day-to-day operations — check-in/out, transfers, reports
Viewer: Read-only access to dashboards and reports
Custom Roles: Create granular roles with specific permissions per module

💡 Security Tip

Enable two-factor authentication (2FA) for all admin accounts under Settings → Security. You can also configure IP allowlists to restrict access to specific networks.

Dashboard Overview

The main dashboard provides a real-time snapshot of your operations: total assets tracked, recent movements, active alerts, sensor readings, and system health. Widgets are fully customizable — drag, resize, and configure each one to show the metrics that matter most to your role. Pin frequently-used views for quick access.

2. Real-Time Asset Management

Setting Up RFID Zone Monitoring

Define Zones

Go to Settings → Zones. Create logical zones (e.g., "Receiving Dock", "Storage Area A", "Shipping Lane 2"). Assign RFID readers and antennas to each zone. The system uses antenna assignments to determine which zone an asset is in.

Configure Read Rules

Set detection parameters: minimum RSSI threshold, dwell time requirements, and tag filtering. These prevent false reads from tags in adjacent zones or passing vehicles.

Enable Live Monitoring

Activate real-time monitoring from the zone dashboard. You'll see assets entering and leaving each zone as they're detected. The system logs every movement with timestamp, zone, and reader details.

Configuring Instant Alerts

Navigate to Alerts → Create Rule. Define trigger conditions:

Unauthorized movement: Alert when a tagged asset leaves a designated zone outside of scheduled hours
Missing asset: Alert when an expected asset isn't detected in its zone within a configurable time window
Zone capacity: Alert when a zone exceeds its maximum asset count
Dwell time: Alert when an asset stays in a transition zone longer than expected (e.g., stuck at dock door)

Alerts can be delivered via email, SMS, in-app notification, webhook, or escalation chain. Configure escalation to notify supervisors if an alert isn't acknowledged within a set time.

Multi-Location & Multi-Tenant Setup

Inventrack supports multi-location deployments with centralized management. Each location operates independently with its own readers, zones, and users, while headquarters gets a consolidated view across all sites.

💡 Multi-Tenant Mode

For managed service providers or shared facilities, enable multi-tenant mode under Settings → Organization → Tenants. Each tenant gets isolated data, users, and dashboards while sharing the physical infrastructure.

Asset Lifecycle Management

Manage the full asset lifecycle from the Assets module:

• Check-In / Check-Out: Track who has what, when it was taken, and when it's due back. Set automated reminders for overdue items.
• Transfers: Move assets between locations or zones with full audit trail. Requires confirmation from both sending and receiving locations.
• Maintenance Scheduling: Set maintenance intervals based on time or usage. Inventrack alerts when assets are due for service.
• Retirement: Mark assets as retired with reason codes. Retired assets are archived but remain searchable for compliance.

Self-Service Loan Kiosks

Deploy Inventrack-powered kiosks for self-service asset borrowing. Users authenticate via badge tap or login, place items on the RFID read pad, and the system automatically records the loan. Ideal for IT equipment pools, tool cribs, and library-style lending operations. Configure loan policies (max duration, renewal limits, approval workflows) per asset category.

3. Temperature & Environmental Monitoring

Setting Up IoT Sensors

Inventrack integrates with a wide range of IoT sensors for environmental monitoring:

Connect Sensors

Navigate to Settings → Sensors. Add sensors by type: temperature, humidity, air quality (PM2.5/PM10), atmospheric pressure, or CO2. Inventrack supports LoRaWAN, BLE, and Wi-Fi sensor protocols. For LoRaWAN sensors, configure your gateway connection details first.

Assign to Zones

Link each sensor to a zone or specific storage area. This associates environmental readings with the assets in that area. You can assign multiple sensors to a single zone for redundancy.

Set Reporting Intervals

Configure how frequently sensors report data. For cold chain monitoring, 1–5 minute intervals are typical. For general warehouse monitoring, 15–30 minutes is usually sufficient. Shorter intervals consume more battery on wireless sensors.

Configuring Thresholds & Alert Rules

Go to Sensors → Alert Rules to set environmental thresholds:

Temperature: Set upper and lower bounds (e.g., 2–8°C for vaccine storage). Configure warning thresholds before critical thresholds for early intervention.
Humidity: Set acceptable range (e.g., 30–60% RH for electronics storage)
CO2: Alert above 1000 ppm for occupied spaces, 5000 ppm for safety alerts
Air Quality: Configure PM2.5/PM10 thresholds per local regulations

Cold Chain Monitoring (FDA Compliance)

⚠️ Regulatory Compliance

For pharmaceutical and food cold chain applications, Inventrack provides 21 CFR Part 11 compliant audit trails, electronic signatures, and tamper-evident data logging. Enable compliance mode under Settings → Compliance → FDA/GxP.

Configure cold storage zones with continuous temperature monitoring, automated excursion reports, and chain-of-custody documentation. The system generates compliance reports on demand for regulatory inspections.

Historical Trends & Reports

Access historical environmental data from Reports → Environmental. View trends over hours, days, weeks, or months. Identify patterns like temperature spikes during dock door openings or humidity changes during seasonal transitions. Export data as CSV or PDF for external compliance reporting. Automated scheduled reports can be emailed to stakeholders daily or weekly.

4. Camera & Vision Integration

Connecting AI-Powered Cameras

Add Camera

Go to Settings → Cameras. Add your ONVIF-compatible IP camera by entering its IP address, credentials, and stream URL. Inventrack supports RTSP and ONVIF protocols. The system will auto-detect camera capabilities.

Configure AI Features

Enable AI-powered features per camera: object detection, facial recognition, motion analysis, or license plate recognition. Each feature can be toggled independently. AI processing happens on-premise — no video data leaves your network.

Link to Zones

Associate cameras with RFID zones. When an RFID event occurs (e.g., asset detected at dock door), the linked camera automatically captures a snapshot for visual verification and documentation.

Warehouse Loading Documentation

Combine RFID reads with camera captures for visual proof of shipment contents. When a pallet passes through a dock door portal:

RFID capture: All tagged items on the pallet are read and logged
Photo capture: Linked camera takes timestamped photos of the pallet
Shipment record: Both datasets are combined into a single shipment record with visual proof
Discrepancy detection: System flags if RFID item count doesn't match expected shipment manifest

Facial Recognition & Motion Detection

Configure facial recognition under Cameras → AI Features. Enroll authorized personnel by uploading photos or capturing from the camera feed. The system can match faces to RFID badge holders for multi-factor identity verification.

Motion detection creates activity heatmaps showing traffic patterns in your facility. Use this data to optimize layout, identify bottlenecks, and detect unauthorized after-hours activity.

Visual Inventory Verification

Use AI-powered cameras to visually count and verify inventory on shelves or in storage areas. The system compares visual counts with RFID-based inventory data to identify discrepancies. Particularly useful for high-value items where physical verification adds an extra layer of accuracy.

5. Security & Access Control

Multi-Factor Security Setup

Inventrack supports layered security combining multiple verification methods:

1. RFID Badge: Primary identification — tap badge at reader for zone entry
2. Facial Recognition: Secondary verification — camera confirms the badge holder's identity
3. Motion Verification: Confirms a single person is entering (anti-tailgating)

Configure which zones require single-factor (badge only), dual-factor (badge + face), or triple-factor verification under Security → Zone Policies.

Emergency Response & RFID-Based Mustering

🚨 Emergency Mustering

When an emergency is triggered, Inventrack generates a real-time roster of all personnel detected inside the facility based on their last RFID read. The mustering dashboard shows who is accounted for, who is missing, and their last known zone — critical information for first responders.

Configure emergency triggers under Security → Emergency. Triggers can be manual (panic button), automated (fire alarm integration), or API-based. The system can automatically lock or unlock doors, activate PA announcements, and send mass notifications.

Vehicle Access Control

Combine RFID vehicle tags with license plate recognition (LPR) for dual-verification vehicle access:

RFID tag on windshield: Long-range reader detects the vehicle at 8–10m
LPR camera: Reads and verifies the license plate
Cross-reference: System confirms both identifiers match the registered vehicle
Gate control: Barrier opens automatically if both checks pass

Occupancy Management & Tailgating Detection

Track real-time occupancy per zone for fire code compliance. Set maximum occupancy limits and receive alerts when thresholds are approached. Directional RFID portals count entries and exits to maintain accurate headcounts. AI-powered cameras detect tailgating (unauthorized persons following an authorized person through a secured entry) and trigger immediate alerts.

6. Warehouse Operations

Pick by Light Integration

Inventrack's Pick by Light module guides warehouse operators to the correct location using illuminated indicators, reducing picking errors and improving speed by up to 50%.

Install Light Modules

Mount LED indicator modules on each pick location (shelf bin, rack position). Connect modules to the Inventrack controller via wired bus or wireless mesh network.

Map Locations

In Warehouse → Pick by Light, map each light module to its physical location and associated inventory SKU. The system links light IDs to bin locations in your warehouse layout.

Start Picking

When an order is released, the system illuminates the relevant bin locations in sequence. The operator walks the optimized pick path, confirms each pick via button press or RFID scan, and the light turns off. Incorrect picks trigger a red indicator.

Workflow Automation

Automate repetitive operations with Inventrack's event-driven workflow engine:

Trigger Types

RFID Events: Asset detected, asset left zone, new asset registered, unauthorized movement
Time Schedules: Daily inventory counts, weekly reports, maintenance reminders
Manual Triggers: Operator-initiated workflows via dashboard button or mobile app
Sensor Events: Temperature excursion, door open/close, motion detected

Each trigger can execute actions: send notification, update asset status, call webhook, generate report, activate hardware (lights, locks, gates), or escalate to a supervisor. Chain multiple actions into complex workflows with conditional logic.

Automated Alerts & Escalations

Configure multi-level escalation chains under Alerts → Escalation Policies. Example: Level 1 — notify operator via app (0 min), Level 2 — email supervisor (15 min), Level 3 — SMS to manager (30 min), Level 4 — call duty manager (60 min). Escalation stops when the alert is acknowledged at any level.

7. Real-Time Location System (RTLS)

RFID Triangulation Setup

Inventrack can estimate asset positions using RSSI (signal strength) data from multiple RFID antennas. While not as precise as dedicated RTLS systems, it provides room-level or zone-level accuracy without additional hardware.

Deploy Reference Antennas

Install at least 3 RFID antennas with overlapping coverage in the area you want to track. More antennas = better accuracy. Place antennas at known coordinates and enter these positions in RTLS → Antenna Map.

Calibrate

Place reference tags at known positions and run the calibration wizard. The system learns the RF environment and builds a signal-strength model for your specific facility. Recalibrate if you make significant changes to the physical environment.

View Live Positions

Open the RTLS → Live Map view to see estimated asset positions overlaid on your facility floor plan. Click any asset to see its position history and movement trail.

BLE Beacon Positioning

For higher accuracy indoor positioning, deploy BLE beacons throughout your facility. Inventrack supports BLE-based RTLS with accuracy down to 1–3 meters.

💡 When to Use BLE vs RFID

RFID triangulation: Zone-level accuracy (5–10m), uses existing RFID infrastructure, best for "which room/area" tracking. BLE positioning: Sub-room accuracy (1–3m), requires beacon deployment, best for "where exactly in the room" tracking.

Zone-Based Tracking

The simplest and most reliable RTLS approach. Define zones based on antenna coverage areas. An asset's location is determined by which zone's antennas last detected it. This gives reliable "last seen in Zone X" tracking without the complexity of triangulation. Ideal for most warehouse and facility management use cases.

8. Analytics & Reporting

Dashboard Customization

Inventrack's dashboard is fully customizable. Add, remove, resize, and rearrange widgets to create the perfect view for your role:

• Asset Summary: Total tracked, in-use, available, maintenance, retired
• Movement Feed: Real-time stream of asset movements across zones
• Environmental Gauges: Live temperature, humidity, and air quality readings
• Alert Panel: Active alerts with severity and acknowledgment status
• Occupancy Map: Real-time headcount per zone
• Camera Feeds: Live or recent captures from linked cameras

Save multiple dashboard layouts and switch between them. Share dashboard configurations with other users in your organization.

AI-Powered Predictive Insights

Inventrack's analytics engine uses machine learning to surface actionable insights:

Demand Forecasting: Predict inventory needs based on historical consumption patterns, seasonal trends, and external data
Anomaly Detection: Automatically flag unusual patterns — unexpected asset movements, abnormal sensor readings, irregular access patterns
Maintenance Prediction: Predict equipment failures before they happen based on usage patterns and sensor data
Utilization Optimization: Identify underused assets and recommend reallocation or retirement

Custom Report Generation

Build custom reports using the drag-and-drop report builder under Reports → Custom. Select data sources (assets, movements, sensors, alerts, users), apply filters, choose visualization type (table, chart, map), and schedule automated delivery. Reports can be exported as PDF, Excel, or CSV. Common templates include: inventory valuation, asset utilization, compliance audit, movement history, and sensor trend analysis.

9. Integrations

REST API Overview

Inventrack provides a comprehensive RESTful API for programmatic access to all platform features:

• Authentication: API key or OAuth 2.0 bearer tokens
• Endpoints: Assets, zones, sensors, alerts, users, reports, devices
• Formats: JSON request/response with pagination support
• Rate Limits: Configurable per API key (default: 1000 requests/minute)
• Documentation: Interactive Swagger/OpenAPI docs at /api/docs

Webhook Configuration

Push real-time events to external systems via webhooks. Go to Settings → Integrations → Webhooks:

Create Webhook

Enter the destination URL, select which events to subscribe to (asset movements, alerts, sensor readings, etc.), and configure authentication (HMAC signature, bearer token, or basic auth).

Test & Verify

Use the "Send Test Event" button to verify your endpoint receives and processes the webhook payload correctly. Check the delivery log for response codes and retry status.

Enterprise System Connectors

Inventrack offers pre-built connectors for major enterprise platforms:

SAP: Bi-directional sync of asset master data, movements, and inventory counts
IBM Maximo: Work order integration, asset synchronization, maintenance triggers
ServiceNow: CMDB sync, incident creation from alerts, change management
Oracle EAM: Asset registry sync, location updates, condition monitoring data
Microsoft Dynamics: Inventory sync, purchase order integration, financial asset tracking

Configure connectors under Settings → Integrations. Each connector has a setup wizard that guides you through authentication, field mapping, and sync scheduling.

IoT Sensor Integration

Inventrack natively supports multiple IoT protocols: RFID (UHF Gen2, RAIN RFID), BLE (Bluetooth 4.0+), LoRaWAN (via gateway integration), and UWB (for precision RTLS). Sensors from any manufacturer that support these protocols can be connected — configure under Settings → Devices with the appropriate protocol adapter.

10. Troubleshooting

Common RFID Read Issues

No tags being read

Check: Reader is online in Settings → Devices. Antenna cables are connected and ports are enabled. Tags are compatible UHF Gen2. No metal directly between antenna and tags. Transmit power is set appropriately (not at zero).

Intermittent or missed reads

Check: Cable connections (loose cables cause intermittent reads). Cable quality and length (excessive loss). Interference from nearby metal or other RF sources. Reader firmware is up to date. Adjust RSSI thresholds if too aggressive.

Stray reads (reading tags outside the intended zone)

Reduce transmit power. Increase RSSI threshold filter. Add RF shielding or absorber material. Adjust antenna angle to narrow the effective read zone.

Sensor Connectivity Problems

Sensor offline / no data

Check sensor battery level (for wireless sensors). Verify the LoRaWAN gateway or BLE gateway is online. Confirm the sensor is registered in Inventrack with the correct device EUI/ID. Check network connectivity between the gateway and Inventrack server.

Inaccurate readings

Ensure sensors are calibrated (some sensors drift over time). Check sensor placement — direct sunlight, proximity to heat sources, or poor airflow can affect accuracy. Compare readings with a reference instrument. Replace sensors that show consistent drift.

Camera Feed Issues

• No feed: Verify camera is powered and on the network. Check RTSP URL and credentials. Ensure firewall allows the video stream port.
• Laggy/choppy feed: Reduce resolution or frame rate. Check network bandwidth. Use a wired connection instead of Wi-Fi for cameras.
• AI features not working: Verify AI processing is enabled for the camera. Check GPU/compute resources on the Inventrack server. Ensure adequate lighting for facial recognition.

Dashboard Not Updating

• Check your browser's WebSocket connection (F12 → Network → WS tab). Refresh the page.
• Verify the Inventrack service is running: check Settings → System Health.
• Clear browser cache and cookies. Try an incognito/private window.
• Check if the data source (reader, sensor, camera) is still connected and sending data.

API Integration Errors

• 401 Unauthorized: Check API key or token. Ensure the token hasn't expired. Verify the key has the required permissions.
• 429 Rate Limited: You've exceeded the request limit. Implement exponential backoff. Contact support to increase limits if needed.
• 500 Server Error: Check the Inventrack server logs. Report to support with the request ID from the error response.
• Webhook delivery failures: Check the webhook delivery log for HTTP response codes. Ensure your endpoint is reachable and responds within 10 seconds.

Performance Optimization Tips

💡 Reduce sensor reporting frequency for non-critical zones (15–30 min vs 1 min)
💡 Archive old movement data beyond your retention policy (Settings → Data Management)
💡 Use tag filtering to exclude known non-inventory tags (e.g., employee badges from asset counts)
💡 Optimize camera AI processing — disable features you're not using per camera
💡 For large deployments (10,000+ assets), contact support for infrastructure sizing recommendations

Need help with your Inventrack deployment?

Our team can help with configuration, integration, training, and custom development for your specific use case.

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