When linen moves between hotels, hospitals, and laundries, it can be easy to miscount items or lose track of inventory. An RFID linen tracking system monitors tagged linen at designated read points and links each item’s information to the corresponding data in the software.
Hotels, hospitals, laundries, and linen rental companies can use the system to track what goes out, what comes back, and what remains in circulation.
What Is an RFID Linen Tracking System?
An RFID linen tracking system records linen items equipped with RFID tags as they pass through designated read points in the laundry process. Each RFID tag contains a unique identifier that is linked to the item’s data in the software system.
This data include the item’s owner, current status, number of wash cycles, and the most recent read point.
How Does RFID Linen Tracking Work?
The system tracks RFID tag reads at selected points throughout the laundry process:
- Register the linen:Attach an RFID tag and link its ID to the item’s record.
- Read upon receipt: The reader detects the IDs of incoming soiled linen items when they arrive at the laundry.
- Read upon shipment:The system captures the tags of the linen batch being dispatched.
- Maintain the history:The software records the location and time of each successful read.
Main Components of an RFID Linen Tracking System
- RFID laundry tag:Assigns a unique ID to each linen item.
- Desktop RFID reader: Reads and registers newly tagged items.
- Handheld reader:Counts or locates RFID-tagged linen items.
- RFID portal or tunnel:Reads batches of linen as they enter or leave a facility.
- RFID antenna:Transmits and receives RF signals at a designated location.
- Linen management software:Stores item records, read events, and other relevant information.
- Data communication module:Transfers RFID data to ERP, WMS, billing, or laundry management software.
Typically, each tag contains a unique EPC (Electronic Product Code) identifier. Customer details, wash history, and inventory records information is stored in the software.
Complete Linen Tracking Workflow
- Tag and register:Link each new linen item to a unique record and add the relevant customer information.
- Use:Dispatch the linen from inventory to a hotel room, hospital ward, or linen service center.
- Return and dispatch:Send used linen to the soiled-linen collection area and then to the laundry.
- Processing:Record the item as it moves through laundering, drying, sorting, inspection, folding, and packing.
- Redispatch and return:Link the tagged batch to the corresponding customer order before it is sent back.
If wash counting is enabled in the software, recorded laundry events can be used to build a wash-cycle history for each item.
RFID Linen Tracking Applications by Industry
RFID Linen Tracking for Commercial Laundries
Commercial laundries process linen from multiple clients during the same shift. An industrial laundry RFID system links each item’s tag to a client record, helping maintain accurate records of intake, sorting, and dispatch for each client.
These records include laundry inventory data, sorting errors, and delivery verification.
RFID Linen Tracking for Hotels
Linen moves between housekeeping departments, linen rooms, and external laundries. A hotel linen tracking system records these movements, allowing staff to compare outgoing and incoming linen.
Reads assigned to specific floors or linen rooms also help manage linen PAR levels. PAR refers to the quantity of linen required for daily use, laundry turnaround, and reserve stock.
RFID Linen Tracking for Hospitals
Reusable textiles are tracked as they move between wards, storage areas, and the laundry department. A hospital linen tracking system stores these reads in each item’s history. The software can also store wash-batch information alongside the item history.
RFID itself doesn’t guarantee that linen has been disinfected. However, wash records, temperature data, and quality-control information can be used to verify compliance with required laundering conditions.
RFID Linen Rental Management
A linen rental tracking system links tagged linen items to the rental company and the corresponding client account. Returns, recorded wash-cycle counts, and length of use are stored in each item’s record.
Rental companies can analyze this data for inventory control, invoicing, loss reporting, and replacement planning.
Key Benefits of RFID Linen Tracking
- Speedy stock-taking: Count tagged linens in groups rather than counting them one by one.
- Search for lost items: Search for the last known location of lost items.
- Check inventory levels: Check inventory levels and the status of linen items.
- Linen replacement plans: Compare linen wash counts to linen fabric quality.
RFID Linen Tracking Case Study or Test Results
According to RFID Journal, one hospital project involved approximately 158,000 linen items. After the RFID system was implemented, the time required to complete an inventory count was reduced from 72 hours to 10 hours.
This result reflects the experience of a single hospital and doesn’t apply to every operation. Conduct a pilot test using your own linen volume and reader configuration, and record the results to evaluate the system’s performance in your specific environment.
RFID vs Barcode for Linen Tracking
| Method | Counting Procedure | Disadvantage |
| Manual counting | Items are counted individually by hand | Too slow for large quantities |
| Barcode | One visible barcode is scanned at a time | Requires line of sight |
| UHF RFID | Multiple tagged items can be read simultaneously | Requires RFID infrastructure |
With barcodes, employees must locate and scan each code individually. UHF RFID, by contrast, can read multiple tagged linen items at the same time.
How to Choose RFID Laundry Tags
Start by evaluating your washing equipment and laundry process. Compare the washing, drying, pressing, chemical exposure, and other operating conditions with the specifications tested for the same RFID tag model.
UHF RFID textile tags are typically sewn into a seam or hem. Heat-seal RFID tags must be applied using the temperature and pressure specified in the product documentation. Before placing a bulk order, test samples through the entire laundry process. JLTRFID offers RFID laundry tags and textile RFID tags.
Common RFID Linen Tracking Challenges
Wet linen, dense stacks, folds, and metal carts affect the RF environment around an RFID tag. Metal can reflect or block RF signals, while folds can change the tag’s orientation and positioning.
If a fixed RFID reader detects nearby inventory unintentionally, reduce the read range by adjusting reader power, antenna placement, shielding, and software filters around carts, bags, and entry points.
If an RFID tag fails, register the replacement tag ID under the same item record.
How Much Does an RFID Linen Tracking System Cost?
The cost of an RFID linen tracking system is made up of the number of tags, type of reader used, number of read points, software, and integration. A simple solution can have tags together with handheld readers, while more complex systems will have additional equipment such as portals and antennas.
Additional costs include replacement tags and software fees.
How to Calculate RFID Linen Tracking ROI
Choose one linen route and add up the annual expenses experienced due to linen loss, counting, sorting errors, and missed billing.
Then compare the result to the cost of implementing the RFID technology project. The difference will tell you the potential ROI for the selected linen route.
How to Implement an RFID Linen Tracking System
First, think about the linen path, not the technology. Indicate where the linen will be delivered, stored, transferred, and shipped, and select where you should perform RFID scans.
Test the system on a small sample using wet linen, fully loaded carts, processing, storage, receiving, and shipping. Monitor missed scans, false scans, tag durability, counting times, and stock accuracy prior to selecting RFID tags and scanner locations.
How to Choose an RFID Linen Tracking Supplier
Compare prices only after determining exactly what each vendor provides. Some suppliers offer only RFID tags, while readers, software, and system integration may need to be sourced from other companies.
When selecting RFID laundry tags, request information about wash-test results, chip type, dimensions, mounting method, UHF frequency, reader compatibility, minimum order quantity (MOQ), delivery lead time, and sample availability.
JLTRFID supplies RFID tag products. Before making a purchase, make sure you know who will provide the readers, software, and system integration.
Frequently Asked Questions
Is RFID linen tracking the same as GPS tracking?
No. Passive RFID records an item’s location only at specific read points where the tag is detected. It doesn’t provide real-time location tracking.
Can RFID tags survive industrial washing?
Yes, but only tags specifically designed for laundry applications. Check the tested temperature, pressure, and chemical resistance specifications of the tag.
How many wash cycles can an RFID laundry tag survive?
Some RFID laundry tags can withstand more than 200 wash cycles under specified test conditions. Temperature, chemicals, pressure, fabric type, and attachment method are among the factors that can affect a tag’s lifespan.
Can RFID readers detect wet or soiled linen?
Yes, but moisture and dense loads can affect UHF RFID performance. Test the system under the same conditions and with the same types of loads used in your actual operation.
How many linen tags can be read at once?
UHF RFID readers can detect multiple tags together. The number of tags successfully read depends on the reader, antenna configuration, load size and moisture level, and tag placement.
Where should an RFID tag be attached to linen?
RFID textile tags can be placed in a hem or seam. Choose a location that protects the tag from damage during washing, pressing, and handling.
Can RFID record the number of wash cycles?
Yes, if wash-cycle counting is enabled in the software. The system records a wash cycle when the configured laundry event occurs.
Can one system manage linen from multiple customers?
Yes, provided the software supports multiple customer accounts. Each item can be linked to its owner, customer, location, and linen type.
Can the system integrate with existing laundry software?
Yes, if the two systems can be connected through an API or another supported integration method. Determine the required data and integration method in advance.
Does RFID prevent linen theft?
No. RFID can help identify the last known read location of a tagged item, but it doesn’t prevent theft.
Is RFID suitable for hospital linen?
Yes, provided the tags and readers are compatible with the hospital’s workflow and requirements. Consider washability, sterilization conditions, facility policies, and any restrictions related to hospital equipment.
Conclusion
Select the reader based on the read point. Handheld readers are used for counting inventory and searching for items. Fixed readers/portals are used to read RFID-tagged linens when receiving, handing over, and sending out.
If you need a reader recommendation from JLTRFID, send us your tag type, batch size, cart or bag type, read point, and required read distance.
