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Smart Inventory Overview

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Smart Inventory feature in ON!Track provides visibility into which tagged tools and assets are currently present at any gateway-enabled location, such as warehouses, containers, vans, or heavy equipment. These are known as logical entities, meaning any place or equipment where a gateway is installed and actively tracking assets.
 

Gateways continuously scan nearby Smart Tags and send the information to ON!Track. How often this data is refreshed depends on the tag type and environment, and the exact update frequency (how often ON!Track refreshes the Smart Inventory data for that gateway) is shown in the Smart Inventory view.

Smart Inventory groups tools into four categories:

  • Expected – Tools assigned to this location

     

  • Found – Tools detected here by the gateway

     

  • Not found – Tools assigned here but not detected

     

  • Unexpected – Tools detected here but not assigned

 

 

How smart inventory helps your business

  • More accurate inventory with less effort: The business gains a reliable view of where tools really are across all locations, without relying on manual counting.  
  • Lower losses and replacement costs: Early visibility of missing or misplaced tools helps prevent permanent losses and unnecessary replacements.  
  • More reliable project delivery: Teams are more likely to have complete tool sets available when projects start, reducing delays and idle time. 
  • Smarter decisions on fleet size and placement: Management can clearly see where tools are over‑used, under‑used, missing, or no longer needed, enabling better buying and redeployment decisions.

Benefits of smart inventory

  • Clear comparison of assigned vs physical tools: For each warehouse, container, van, or machine, Smart Inventory shows: Expected, Found, Not found, Unexpected 
  • Near real‑time inventory view: Inventories are based on Bluetooth scans from gateways, giving you a current view of what tools are actually present. 
  • Visibility of inventory freshness: The system shows when the inventory was last updated, helping you judge how current the data is. 
  • Works across different gateway types: Smart Inventory supports both stationary gateways and mobile gateways in vans or heavy equipment, adapting to different power and connectivity situations. 
  • Easy sharing and reporting: You can send or schedule Smart Inventory reports to share a snapshot of the current inventory.

Use Cases for Smart Inventory

  • Checking a warehouse or container: Managers open Smart Inventory to see what is present, missing, or unexpected, and then take physical action if needed. 
  • Pre‑departure van checks: Drivers or foremen review a van’s inventory before leaving to confirm all critical tools are available. 
  • Preparing heavy equipment before transport: Users check which tools and accessories are with a machine before it moves to a jobsite. 
  • Verifying gateway status: Power users look at the last inventory time to confirm whether a gateway appears active or inactive. 
  • Sharing regular inventory snapshots: Admins send or schedule Smart Inventory reports for audits, reviews, or recurring checks.

How it works

Gateways scan tagged tools: Gateways continuously scan nearby Sensor Smart Tags.

  • Stationary gateways (e.g. in warehouses or containers): 
    • Scan tools almost continuously.
    • Send updates in near real time.
       
  • Van gateways (TU600): 
    • Scan about every 2 minutes while driving (When the vehicle speed is above 8 km/h).
    • Scan about every 9 minutes while parked. 
    • Once per hour when in deep sleep, only geolocation info is sent (vehicle battery below a defined threshold).

Note: This behavior may vary depending on power and connectivity and should be confirmed if exact timing is critical.

  • Heavy equipment gateways (TU600): 
    • Scan about every 2 minutes while the engine is ON
    • Scan about every 9 minutes while the engine is OFF 
    • Once per hour scans when in deep sleep only geolocation info is sent
       
  • Scan data is sent to ON!Track: When there are no connection issues:
    • Stationary gateways upload scan data using Wi‑Fi.
    • Van and heavy‑equipment gateways upload scan data using cellular connectivity. 
       
  •  Inventory is calculated when you open it: 
    • When a user opens Smart Inventory for a warehouse, container, van, or machine, ON!Track:
      • Uses the latest available scan data.
      • Compares it with the list of tools assigned to that location.
      • Sorts each tool into one of four categories: Expected (assigned), Found (detected), Not found (assigned but not detected), Unexpected (detected but not assigned).
         
  • Results show source and timing: The inventory view shows:
    • The four tool categories. 
    • Which gateway type provided the data (stationary, van, or HE).
    • The time when the inventory was last calculated.
       
  • Users can judge freshness and share reports: If the last inventory time is old, users may assume the gateway is offline or inactive. Users can:
    • Send the inventory report manually or 
    • Schedule automated reports to up to 10 recipients at set times.

For more details on the topic, click here: How to check smart inventory on web platform

Summary

Smart Inventory shows which tagged tools are at a location, such as a warehouse or vehicle. It automatically checks which tools should be there and which ones are actually there. 
 
Tools are grouped so you can quickly see what is present, missing, or not supposed to be there. This helps prevent tool loss and makes sure teams have the right tools when they need them.

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