How Automated Transfer functionality works (with common use cases)?

Automated Transfers helps you keep tool ownership and locations accurate as tools move between different areas. When a BLE-tagged tool is detected by a gateway, ON!Track can either automatically assign it to the new gateway or show a suggested transfer for you to confirm.

This feature gives you flexibility, depending on your company’s process and approval needs.

How it works

• A gateway detects the tool: A van or warehouse gateway continuously detects a tagged tool and confirms it is present.  
• The tool moves to a new location: When a BLE-enabled assets is moved from a vehicle with a Vehicle Gateway to a warehouse with a stationary Gateway, the first gateway stops detecting it and the second gateway starts detecting it.  This works in both directions. 
• The system checks the timing: ON!Track checks how much time passed between the tool leaving the first location and appearing at the new one. If this happens within the configured time window, the system assumes the tool was moved.  
• The location is updated automatically: ON!Track updates the tool’s location automatically using the two gateways. No manual transfer or human intervention is needed.  
• Special cases and support checks: If the tool is only detected at the new location, the system can still update the location after a set delay. If anything looks incorrect, support teams can review system data to understand what happened.
• If an asset is already in a transit/confirmation state and is detected by a new gateway, a new automated transfer is not created.
• Once an automated transfer completes successfully, any previous unexpected asset removal alerts on that asset are automatically closed. 

The overall benefit of Automated Transfer is Complete Automation which means no manual effort is required with multiple gateways.

Two Ways You Can Use Automated Transfers

Different companies prefer different levels of control. ON!Track supports both:

1. Automated Transfers ON

When this setting is enabled:

• If a smart tag is detected by a new gateway, the tool is automatically assigned to that gateway.
• This happens after the system’s delay period (default is 30 mins) and only if the tag is heard by one single gateway.

• This option is ideal if you simply want to know who has the tool and confirm that everything is found.
  
   

  

2. Automated Transfers OFF 

When this setting is disabled:

• ON!Track does not move the tool automatically.
• Instead, you receive a suggested transfer alert when a tool is detected by a new gateway.
• The tool is only reassigned once someone approves the suggestion.

• This is ideal if you want tools to be confirmed by a manager or require controlled transfers.
  
   

  

What Happens as a Tool Moves Between Gateways?

Below is how the system behaves when a tool moves from Gateway A to Gateway B.

With Automated Transfers ON

1. The tool is assigned to Gateway A.
2. The tool starts moving and enters Gateway B’s range.
3. Gateway B detects the tool as Found, while Gateway A may show Unexpected (during overlap).
4. After the delay, ON!Track automatically reassigns the tool to Gateway B.
   
   

With Suggested Transfers (Automated Transfers OFF)

1. The tool is assigned to Gateway A.
2. The tool enters Gateway B’s range.
3. Gateway A stops detecting the tag and shows Not Found.
4. Gateway B starts detecting it and shows Found and Unexpected.
5. A suggested transfer alert appears and stays active until approved.
6. The transfer only becomes official after someone approves it.
   
   

Summary

If an asset is already in transit, a new automated transfer will not be created. This prevents duplicate or conflicting transfers.

Why This Feature Helps You

• Keeps tool assignments accurate as tools move
• Reduces manual work if you choose automation
• Gives you full control if you prefer approval‑based transfers
• Ensures tools are marked correctly as found, not found, or unexpected