RTLS GUIDE

The

Real-Time Location Systems

What you need to

know about RTLS.
 CHAPTER 1

The Basics: What is RTLS?

CHAPTER 2

The Variety of RTLS Options

CHAPTER 3

Practical Applications for RTLS and Key Benefits

CHAPTER 4

Virtually Limitless Possibilities

The Real-Time Location Systems Guide

CHAPTER 5

Key RTLS Components and How they Work Together

CHAPTER 6

Who to Involve in RTLS Projects

CHAPTER 7

Who to Involve in RTLS Projects / Part 2: Specific Roles

CHAPTER 8

Beyond Location Information

Chapter 1
The Basics: What is RTLS?

The ability to know exactly where

certain assets or people are located
at any particular time can provide an
important advantage to organizations.
 CHAPTER 1 The Basics: What is RTLS?

Real-time location systems (RTLS) are The RTLS systems are also valuable
technology solutions that automatically to businesses because they generate
identify and track the location of objects or intelligence: Useful data about product and
people in real time, in most cases within a asset movement within facilities, how quickly
building such as a warehouse, shipping yard, processes are being completed, and what
hospital, or campus. organizations such as hospitals can do to
speed up services. Data gathered by these
systems can be stored, analyzed, audited,
and assessed by internal parties or external
authorities such as public safety organizations.

The term “RTLS” first emerged in the late

1990s, to describe and differentiate a new
technology that leveraged the automatic
identification capabilities of radio frequency
identification (RFID) tags, and provided
In a typical implementation, wireless RTLS the ability to view the location of a tagged
tags are affixed to objects or worn by people, object on a computer screen. Although
and fixed reference points receive wireless similar capabilities had been used earlier
signals from these tags to determine their by military and government agencies, the
location. Tags and fixed reference points technology supporting it had been too costly for
can be transmitters, receivers or both, and commercial purposes.
this flexibility allows for multiple possible
combinations. Today, RTLS is clearly a growing market.
According to a report from global technology
These solutions enable organizations to more research and advisory firm Technavio, entitled,
effectively keep track of where things are, “Global Real Time Location Systems Market,
which can help them improve processes they 2014-2020,” the market will grow at an
are currently struggling with, such as inventory estimated compound annual rate of 38%. One
management. of the key factors contributing to this market
growth is the increasing adoption of RTLS in
RTLS systems are designed to replace outdated, the healthcare industry, the report says.
less efficient solutions such as spreadsheets
and clipboards, by automating tasks that are
now largely manual and prone to errors.

4
The market
will grow at
an estimated
compound
annual rate
of 38%.
 CHAPTER 2 The Variety of RTLS Options

Chapter 2
The Variety of RTLS Options

RTLS solution offerings vary based on factors such

as the types of tags used for tracking, the network
backbone that supports the system, and more.

For example, some systems use passive Passive RFID systems can serve as cost-
RFID tags to track the location of objects. effective solutions for tracking lower-
With passive RFID, a reader and antenna cost items such as those found in some
send a radio signal to a tag, which uses the manufacturing and retail environments.
transmitted signal to power itself. Passive Because passive RFID tags do not need a
RFID systems can operate in low frequency power source or transmitter, and only require
(LF), high frequency (HF) or ultra-high a tag chip and antenna, they are usually less
frequency (UHF) radio bands. expensive and smaller than active tags. On
the other hand, they also have a shorter range
As the name suggests, passive tags are than active tags, meaning they can’t be read
only sensed when they are interrogated, or from as far away as active tags.
detected, by a receiving device, or reader.
The response from the tag simply contains a Other RTLS systems use active RFID tags.
unique ID of the tag, itself. Determining the Active tags feature a transmitter and their own
location of the tag is very rudimentary; the power source, usually a battery, which is used
tag’s location is deduced by its ability to be to run the microchip’s circuitry and to transmit
detected from the reader, so if and when the signals to a reader similar to the way a cell
reader ‘senses’ the tag, the tag’s location is phone sends a signal to a base station.
determined to be the same as the readers at
that point in time.

6
 Active
wavelengths than those of visible light—and
RFID to provide location tracking. In the

RFID tags
case of infrared RTLS, tags and badges emit
infrared and RFID signals containing unique
identification codes that are collectively
received by sensors to determine locations.

Still other RTLS offerings use global

positioning system (GPS) technology to locate
Active RFID tags have a longer read range
tags. GPS, commonly used by consumers in
than passive tags so they are more useful for
their vehicles or via their smart phones to find
applications such as tracking goods or assets
particular locations, is a satellite navigational
that need to be scanned over longer ranges.
system in which GPS satellites continuously
Typically, active RFID tags are powered by
transmit digital radio signals that include data
long-life batteries that last several years but
on the satellites’ location and the exact time
eventually need to be replaced.
to the earth-bound receivers.
Some RTLS systems use active RFID
The satellites contain atomic clocks that
technology that leverages existing Wi-Fi
are precise to within a billionth of a second,
networks to provide real-time location
and based on this data the receivers know
how long it takes for the signal to reach the
visibility. The system includes Wi-Fi tags
receiver on earth. By using three satellites,
that track and report on the movement of
GPS can calculate the longitude and latitude
assets and people and the status of staff
of a receiver based on where the three
safety alarms and temperature sensors.
spheres intersect.
Advanced Wi-Fi RTLS solutions use the
GPS based Real Time Location Systems
network and its signal strength readings to
are severely degraded when used indoors
calculate a number of probable locations
because of the resistance posed when
on a virtual map, comparing tag readings
physical structures block satellite signals.
against a stored database of Wi-Fi readings or
They also consume significant amounts of
received signal strength indicators (RSSI).
energy making them impractical for use
Another system may use optical-based in settings where tags do not receive a
technology such as infrared (IR)— continuous power supply or are not getting
electromagnetic radiation with longer charged on a daily basis.

7
 CHAPTER 2 The Variety of RTLS Options

RFID-over-Wi-Fi
™

uses transmitted
readings to calculate
a number of
probable locations
on a virtual map.
 Chapter 3
Practical Applications for RTLS and Key Benefits

Companies in a variety of industries can

leverage the capabilities of RTLS for a number of
business objectives.
Applications of RTLS typically aim to improve operational processes and workflows; safety and
security; inventory management, or a combination of all of these. RTLS solution implementation
can help organizations address specific challenges they’re facing related to a range of causes
including resource inefficiencies and even employee endangerment.

For example

Factory workers can use RTLS to find and

deliver needed materials to keep production
processes running smoothly, enhancing
productivity through significant time savings.
Real time location systems can also automate
the par-level monitoring for materials and
products. They can even send alerts when WIP
(Work in process) levels drop below or increase
beyond preset thresholds, or deplete entirely.
Managing inventory with the use of RTLS
allows manufacturers to run more efficient
factories and warehouses. Real-time alerts
can help companies ensure that equipment is
being properly maintained, reducing the total
cost of ownership of these products.

9
CHAPTER 3 Practical Applications for RTLS and Key Benefits

In the education sector, schools can use RTLS

to help improve the safety of students and
staff, and to track the location of faculty and
staff members within a school. For instance,
with an RTLS alert system, security teams and
police in an emergency situation can instantly
determine the location of teachers or students
who are wearing Wi-Fi badges. At a college, a
faculty member can alert on-site officials and
off-site police from anywhere on campus via a
mobile “panic button”.

Public safety officials can use RTLS to directly

communicate with injured parties via two-
way text, receive alarms when visitors enter
restricted zones, and send mass notifications
directing people away from a dangerous
situation, without relying on cellular networks
or manual dialing.

In the manufacturing sector, companies

can use RTLS for real-time asset tracking
in facilities such as plants and warehouses.
A manager can quickly locate particular
containers, pallets or production equipment
on a factory or warehouse floor, without
needing to conduct a time-consuming manual
inspection using a clipboard or spreadsheet.

Companies in the distribution market,

including logistics and transportation service
providers, can also benefit by using RTLS. They
can deploy the technology to gain real-time
visibility of vehicles, equipment and containers
in logistics yards, to ensure optimal scheduling
and shipping.

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CHAPTER 3 Practical Applications for RTLS and Key Benefits

In the healthcare sector, hospitals and clinics

can use the technology to track and manage
assets such as medical equipment, through
real-time visibility into the location and status
of the equipment. This can potentially reduce
inventory costs, cut down on the time it takes
nurses, technicians and other healthcare
professionals to locate missing equipment,
reduce theft of high-cost systems, and
automate the maintenance of equipment.
Healthcare facilities can also decrease the
amount of time patients have to wait between
procedures, through automated alerting and
monitoring of patient activity or inactivity.
They can also enhance the safety of patients
by keeping track of their whereabouts within
a facility.

Managing asset
inventory with the
use of RTLS

12
 Chapter 4
Virtually Limitless Possibilities

By no means is RTLS limited to a handful of industries; the potential applications and benefits of
the technology are seemingly limitless. Depending on the type of RTLS used:

• Mining companies can track workers’ onsite location, for safety purposes.

• Distilleries can monitor their fermentation container temperatures to ensure optimum quality.

• Sports venues can track players and officials, providing location-based statistical data.

• Municipalities can monitor vehicle movement patterns to alleviate traffic snarls.

• The military can deploy RTLS systems to track personnel and equipment.

• Restaurants and hotels can locate clients or staff who need to be contacted.

• Farms can keep track of the location of livestock.

13
 CHAPTER 4 Virtually Limitless Possibilities

One of the unique attributes of RTLS that

makes it applicable to so many applications
and industries is its ability to track the location
of so many different types of assets, whether
it’s equipment, tools, shipping containers,
measurement devices or vehicles. Knowing
the exact location and condition of assets can
help companies improve workflow processes—
regardless of the type of business they provide.

RTLS is also valuable because it can be

used to track people. For industries such pharmaceuticals, chemicals, etc., can benefit
as healthcare, the benefits of this are from ensuring that these products are stored
clear: hospital administrators could follow and kept in the best possible conditions. The
a patient’s journey through the emergency potential benefits include cost savings and, even
room, admission process, operating room, more important, public safety.
and hospital room – all the way through
discharge. Tracking such metrics as wait times One of the common threads with all of
during these various stages in the patients’ these RTLS applications is the alarm/alert
journey helps administrators to better address capabilities of the systems. Whether it’s to
potential patient flow challenges. indicate that an asset is located in the wrong
place at the wrong time, that a worker is in
People-tracking using RTLS can also be some kind of danger, that a patient requires
used to improve safety. Through the use of help, or that a freezer has reached a high
security badges, people who work in harsh temperature threshold, RTLS can send an
environments such as mines and remote immediate signal to a manager, nurse, public
processing plants can be tracked in case of safety official, or other user that allows them
emergencies. to take quick action.

The technology can not only track the location This type of alerting capability can be used
of objects but their condition as well, through in a multitude of ways to provide benefits in
such capabilities as remote temperature and a variety of industries, including financial
humidity monitoring. Industries that rely on services, retail, public safety, healthcare,
products or materials being managed in optimal pharmaceuticals, education, transportation,
conditions, such as healthcare, food processing, energy, and manufacturing.

14
Chapter 5
Key RTLS Components and How they Work Together
 CHAPTER 5 Key RTLS Components and How They Work Together

RTLS configurations can vary significantly depending on what type of facilities the technology is
being used in, the type of system, how it is being used, what types of products are being tracked,
what conditions are being monitored, etc. But many RTLS implementations consist of several key
components:

Tags/Badges

A key piece of the RTLS configuration is the tag or badge that

is used to provide location information. Tags are attached to
whatever assets, equipment, or materials an organization
wants to track, while badges are worn by people who can be
tracked or who use the system to trigger alerts.

These lightweight tags or badges transmit radio frequency

links periodically to access points, and subsequently to RTLS
software. A single implementation can support as many as
thousands of tags, but most deployments start much smaller
and can be scaled up as needed.

Access points

A wireless access point (AP) is a device that enables

wireless devices to connect to a wired network using
Wi-Fi or related standards.

With an AP, users can add devices that access

the network with few or no cables. An AP usually
connects directly to a wired Ethernet connection
and the AP provides wireless connections using
radio frequency links for other devices to use the
wired connection. Most APs support the connection of multiple wireless devices to a wired
connection, and they are designed to support a standard for sending and receiving data using
the radio frequencies (defined by IEEE 802.11 standards.) Within the context of RTLS, tags
and badges communicate with standard Wi-Fi APs typically located throughout a facility using
standard 802.11 communications.

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 Temperature and humidity sensors

These sensors are lightweight tags that measure and

communicate temperature and relative humidity levels
of rooms, containers, products, etc., and custom high/
low threshold settings. These sensors automatically send
alerts when the humidity or temperature of the monitored
environment goes outside a predefined range. In addition,
the system can automate the monitoring and logging of the
temperature history, which is often a laborious yet mandatory
task related to meeting compliancy requirements.

System controlling software

Signal measurements are taken from radio

communications and delivered to an RTLS controller,
along with information such as button presses,
battery information and temperature measurements.
Algorithms calculate the accurate location of tags
and badges. The software can be used to produce
analytical reports and, in some cases, two-way
messaging.

Beacons

The accuracy of tag locations can be enhanced by the use

of small, battery powered location beacons that can be
strategically installed within facilities such as distribution
warehouse corridors, hospital rooms, logistics yards,
ports, or other facility areas. These products are typically
infrared transmitters that operate wirelessly, and are
ideal for areas with limited Wi-Fi coverage.

17
 CHAPTER 6 Who to Involve in RTLS Projects

Chapter 6
Who to Involve in RTLS Projects

It’s a good idea to include several end users on

the team because they will certainly have valuable
input in terms of ease of use of the system,
training needs, and other issues.

Depending on the size of an RTLS Oftentimes companies create a cross-

implementation and the organization that’s functional team early on in the process that is
deploying it, the project can involve a number responsible for developing the RTLS strategy,
of key players, each with unique roles. A lot including product and vendor evaluations,
goes into an RTLS deployment: technology testing, implementation, and ongoing
and vendor evaluation; program planning, management. This team can consist of virtually
technology and vender selection; equipment any stakeholders within the organization, but
testing; implementation execution; system generally includes the CIO or other high-level
administration, management, and maintenance, technology executive, and representatives from
and support for the ongoing utilization. senior business management, operations,
security, networking, human resources, or
It’s important to note that no two organizations even other areas.
will handle an RTLS project the exact same
way, or involve the same level of executives, It’s a good idea to include several end users
managers and users in the project. One of on the team as well, because they will almost
the key questions to consider at the outset is certainly have valuable input in terms of ease
exactly who should be involved in the project of use of the system, training needs, and other
and what skills, experience and insights they issues. Which end users to include, again,
bring to the effort. depends on the type of organization.

18
 in this part of the project, and sometimes
For example
remains on board to help with ongoing
maintenance of the system. In some cases,
For a healthcare provider it might be nurses governing authorities or legal advisors may
or medical technicians; for schools it might need to become involved. For instance, labor
be teachers or administrators; and for union officials may need to set guidance or
warehouses it might be foremen or floor provide approvals related to protected matters
workers who are suited for using the system. of privacy.

Managers from operations and networking In addition, many organizations will need to
generally take part in the implementation, hire an outside systems integration provider to
including installation and testing of equipment. help with the deployment, and representatives
The systems integrator also plays a key role from this company in many cases become part
 CHAPTER 6 Who to Involve in RTLS Projects

of the cross-functional team. Hiring outside decisions about vendors, products and
help makes particularly good sense for larger integration firms might take place at lower
and more complex implementations, or for levels of the organization.
an organization that does not have sufficient
expertise to deploy RTLS on its own.

When it comes to decision making with regard System

Integrator
to products and vendors, the CIO or other
high-level executive should convene with the
CEO, CFO, or others in senior management. In
smaller organizations, senior executives will
almost certainly be involved in the decision
making, although in larger enterprises
Chapter 7
Who to Involve in RTLS Projects
Part 2: Specific Roles

While many people are involved in an

RTLS deployment project, several roles
stand out as being especially important
to the success of the endeavor:
 CHAPTER 7 Who to Involve in RTLS Projects —Part 2: Specific Roles

ensuring system uptime; getting the most

CIO and other senior IT executive
value out of reports generated by the system,
Because RTLS involves data, IT systems, and and providing strong data security.
corporate networks, the top IT executives in the
organization should be involved—typically in
a strategic oversight role to help with making
decisions. Issues to consider are whether
the current and/or future IT infrastructure
will support the RTLS system; whether any
information security precautions need to be
taken; how the system will be integrated with
elements of the IT infrastructure, and what
training will be needed for the IT staff, just to
list a few. At smaller organizations, the CIO/
IT manager might be responsible for the
Department managers
overall project whereas, at a larger company,
the senior IT executive might provide strategic Depending on where and why RTLS is being
advice only. used by an organization, the deployment and
maintenance of the system might involve
Vice president of facilities and operations
heads of departments such as inventory
management, shipping and logistics, nursing,
RTLS can involve the installation of equipment security, school administration, human
throughout a facility and may impact day-to- resources, asset management, or product
day operations, processes, and workflows. development. These managers need to
There might be a need to make renovations be intricately involved in the planning and
or structural changes within facilities to implementation, as well as with the ongoing
accommodate the RTLS’s technological management of systems and ensuring
equipment, which may, in turn, also result in that they are performing as expected.
operational changes affected by deployment. Departmental managers will likely be among
Whoever oversees operations, whether it’s a the biggest users of the reports generated by
hospital administrator, warehouse supervisor, RTLS. They might also be responsible, along
school principal, or other official, will need with IT executives, facilities and operations
to be closely involved in project planning. managers and finance managers, for creating
Such involvement will include the placement metrics to determine the return on investment
of equipment and tags; how training will be of an RTLS deployment.
provided for different types of end users;

22
 system, including specific key performance
Finance executives
indicators that translate to hard benefits for
RTLS, like any other technology the company.
implementation, needs to go through a
budgeting process, for the initial testing and Network managers/
implementation phases, as well as for ongoing administrators/engineers

management and maintenance. Depending

Because RTLS involves the use of existing
on the size of the organization, the CFO or
network facilities such as Wi-Fi, the people
other finance executive will likely be involved
in charge of network operations will be
in various phases of the project. In particular,
involved, to some extent, in the planning and
finance people can work with the technology
implementation of the system. Issues that they
and operations representatives on the project
will need to address upfront as well as on an
to create ways of measuring ROI on the RTLS
ongoing basis include network configuration,

23
 CHAPTER 7 Who to Involve in RTLS Projects —Part 2: Specific Roles

security and access controls, network uptime, management of the system, they often share
and how the RTLS might impact other uses of useful insights in the selection and testing of
the network. systems prior to implementation. End users
can contribute by providing feedback on the
day-to-day use of RTLS and how improvements
End users
can be made. They might even be responsible
Last, but certainly not least, are the people for identifying the situations that require an
within the organization who will use the RTLS implementation in the first place. As a
RTLS system on a daily basis. This can result, end users are key players in the overall
include factory line, warehouse or plant RTLS project.
workers; school teachers and administrators;
healthcare professionals; security staff;
asset managers, and others. While end users
might not be involved in the configuration or

24
Chapter 8
Beyond Location Information

The potential business value of the data generated by RTLS technology is nearly endless. The
benefits of RTLS can go well beyond the location tracking of objects and people, or the condition
of products and their surrounding environments to range from saving lives and improving patient
care to reducing resource waste and preventing asset spoilage.
 CHAPTER 8 Beyond Location Information

Business
As discussed in Chapters 3 and 4, there are a
wide array of practical applications for various

Intelligence
industries. It’s important to consider and
discuss the possibilities with RTLS providers
before making decisions about buying and
deploying systems considering possible
limitations in certain situations. This will be a
fairly significant investment in terms of time
and resources, and companies will want to In the not-too-distant future, RTLS will play
make certain they are using RTLS in the most a key role in the emerging Internet of Things
optimal ways. (IoT), the networking of products, assets and
other objects. Anything linked via the IoT can
One of the potential aspects of RTLS
share information through products such
that makes it particularly appealing for
as sensors and tags, enabling companies to
organizations is the ability to customize the
gather information about how and how often
systems to meet specific business needs.
their products are being used, the condition
For example, by integrating open application
of the products, and the ways they can be
programming interfaces (APIs) into various
improved. Practical applications include
systems and devices, organizations such as
remote asset management, energy data
healthcare providers can create business
management, condition-based monitoring,
intelligence that helps them improve
fleet monitoring, and security.
decision-making and achieve their
organizational objectives, faster. Many of these applications are similar to
what RTLS already delivers, so the technology
Software featuring an open API offers is a natural fit for IoT. Technologies for IoT
programming code that application developers will no doubt see enormous growth in the
can readily access. With access to RTLS coming years as wireless networking, mobile
programming interface, developers can devices, and cost-effective cloud computing
quickly integrate applications into other become even more prevalent. RTLS is poised
systems that, ultimately, enhance the business to be a major component of this highly
value of the RTLS. connected world.

26
 Glossary
The following terms are defined as they relate to RTLS.

access points wireless mechanisms, often affixed Ethernet technology that connects computers and
to ceilings, that use Wi-Fi or related standards supports local, and larger, area networks that are
to enable communication between one or more wired.
wireless devices and a wired network; APs. global positioning system (GPS) technology that
active RFID tags devices affixed to objects or leverages signals from in-orbit satellites (usually
people, containing an internal power source, three or four) to locate objects or people, in real-
that send messages with a unique identifier and time, based on the intersection of the signals;
location data using radio frequency to a receiver works well in outdoor environments with minimal
on a continuous basis or at predetermined time signal obstruction.
intervals; work at longer ranges than passive high frequency (HF) a designation for radio
RFID tags. frequencies (between 3 and 30 MHz); an ideal
application programming interfaces (APIs) a radio frequency strength for aviation (air to
technical platform that software developers use to ground) use.
manipulate code data; this term is often used in IEEE 802.11 standards a widely recognized
conjunction with “open APIs” which refers to code and accepted set of technical specifications
that is readily accessible between two or more for implementing wireless local area networks
software developers. (WLANs) established by the Institute of Electrical
beacons conspicuously placed devices that receive and Electronics Engineers.
and send signals, data, or other information via infrared (IR) invisible radiant energy or light, with
electronic transmission; are typically infrared a frequency range between approximately 300
transmitters that operate wirelessly, and are ideal GHz and 430 THz.
for areas with limited Wi-Fi coverage.
Internet of Things (IoT) a title devised to label
business intelligence data or other information the concept of complex interconnectivity and
presented in a manner that facilitates decision- networking amongst multiple electronic products
making with the goal of beneficially impacting an across micro and macro physical environments.
organization.

27
low frequency (LF) a designation for radio received signal strength indicators (RSSI) a
frequencies (between 30 and 300 KHz ); an ideal measurement for determining a signal’s power.
radio frequency strength for outdoor and long systems integrator a person within an
distance communication devices. organization whose responsibility it is to
panic button a control that, when pressed, sends maintain one or more software applications and,
an alert to designated authorities or sets off an sometimes, associated hardware.
alarm, silent or audible, such as those found on tags the physical devices affixed to objects or
badge tags. people that enable real time location data to be
passive RFID tags devices affixed to objects or collected.
people, relying on power transmitted from an two-way text the capability for devices to display,
external receiver, that send messages containing send, and receive messages on a digitized or LED
a unique identifier and location data using radio screen.
frequency to a receiver when interrogated by the
ultra-high frequency (UHF) a designation for
receiver to do so; work at shorter ranges than
radio frequencies (between 300 MHz and 3 GHz);
active RFID tags.
an ideal radio frequency strength for indoor
reader a device that receives transmitted signals, communication devices.
data, or information, such as a beacon or an
unique identification codes specific information
access point.
describing an object or person that is contained
radio frequency identification (RFID) used within a device, such as a tag, and is used for
to classify the signal transmission, or the locating purposes.
electromagnetic field transfer, between two or
virtual map a computerized graphical portrayal of
more communication devices to locate, and often
data that is laid out to represent location contexts
describe, objects or people.
from received signal readings.
real-time location systems (RTLS) technology
solutions that automatically identify and track the
location of objects or people, usually indoors, at
the same instance and rate of depiction.

28
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