How to Choose the Right RFID Readers and Scanners

In today’s fast-paced world, RFID (Radio Frequency Identification) technology has become widely adopted across various industries, revolutionizing inventory management, asset tracking, and supply chain operations. RFID has unlocked new levels of speed and efficiency for data collection processes. RFID technology can improve data accuracy and collect large amounts of information without requiring a direct line of sight. RFID tags can also store significantly more information than simple barcodes.

If you are looking into implementing RFID into your operation, you’ve made a wise choice. Choosing the right RFID readers and scanners is crucial to ensure seamless integration and optimal performance within your specific business environment. With a myriad of options available, it can be overwhelming to determine the most suitable solution for your needs. Here are a few things to consider when choosing the RFID scanners you want to invest in.

Understand Your Requirements:

Before diving into the sea of RFID readers and scanners, take a step back and evaluate your specific needs. Consider the following questions:

What form of RFID readers do you need?

RFID scanners come in a few different forms for different operations. The form factor that is best suited for your operation will depend on your application needs. There are three main types of RFID readers:

Fixed readers

Fixed RFID readers, such as Yiiro’s YRX4, provide an easy, hands-free method to collect data from a large number of tags at once, like items moving across a conveyor belt or items going through loading dock doors. Since they require no direct line of sight, fixed readers are an ideal way to automate warehouse operations.

Vehicle-mounted readers

These can be used in vehicles like forklifts and trucks to quickly read tags and account for items in a large warehouse or field where vehicles, or drones, are needed for data collection, such as Yiiro’s YRI121. Because tags only need to be within a certain read range to be scanned, the time required to take inventory can be reduced from two days to just thirty minutes. These are also ruggedized to handle vibrations from vehicles and other environmental conditions you may find out in the field.

Handheld readers

Handheld readers, like Yiiro’s YRH201, offer more mobility to workers on the warehouse floor, and many can also read barcode information. These are ideal for low-volume reading operations or those that use both RFID and barcode in data collection processes. Handheld RFID readers allow workers to collect information at a high rate of speed and efficiency.

What is the required read range?

The read range of an RFID reader is a critical factor that determines its effectiveness. The read range refers to the maximum distance at which the reader can detect and communicate with RFID tags. Consider the physical layout of your environment and the distance at which the readers need to operate. Are you working in a small retail store or a large warehouse?

To determine the required read range for your UHF RFID system, consider the specific application requirements and constraints. Here are some key factors to consider:

a) Application Needs: Understand the purpose of your RFID system and the distance at which you need to read the tags accurately. For instance, in inventory management, a longer read range may be necessary to capture data from tags placed on items stored on high shelves or in large storage areas.

b) Tag Placement: Consider the placement of RFID tags on the items you wish to track or identify. Ensure that the read range is sufficient to capture data from the tags, taking into account potential variations in tag orientation or placement on the objects.

c) Environmental Considerations: Evaluate the physical environment in which the RFID system will operate. Consider factors such as the presence of obstacles, interference sources, and potential signal attenuation. Conduct site surveys or simulations to assess the impact of these environmental factors on the read range.

d) Regulatory Compliance: Check the regulations and standards applicable in your region to ensure that the selected read range complies with the allowed power levels and frequency allocations.

How many tags do you expect to read simultaneously?

RFID readers and scanners come with varying read rates and accuracy levels. It is essential to ensure that the chosen device can handle the expected volume of tags and provide accurate data capture. Factors such as tag orientation, tag density, and interference can affect performance. Look for devices that offer consistent and reliable performance in your specific operating conditions.

Review the technical specifications provided by the RFID reader manufacturer. Look for details such as the reader’s processing power, supported tag protocols, and simultaneous tag reading capacity. These specifications can provide a baseline estimate of the reader’s capabilities.

What data transfer interfaces and power connection are necessary for your system?

RFID readers can’t transmit data without a network and power connection. The connection you use will likely depend on the form factor of your reader. Most of the time, you will use one of the following:

Fixed readers


Serial interface



POE (power over Ethernet)





USB—when tethered


Will the RFID readers/scanners be used indoors or outdoors?

When selecting RFID readers/scanners for indoor or outdoor use, it’s important to consider the specific requirements and environmental conditions of your application. Here are some factors to consider when choosing suitable RFID readers for each scenario:

Indoor Use:

Reader Type: For indoor applications, consider fixed RFID readers that can be securely mounted on walls, ceilings, or fixtures. These readers provide a stable and reliable read performance in controlled indoor environments.

Read Range: Assess the distance at which you need to read RFID tags indoors. Depending on the size of the area and the desired coverage, choose readers with appropriate read ranges to ensure reliable tag detection.

Antenna Configuration: Evaluate the layout and space constraints of your indoor environment. Choose RFID readers with antenna options that suit your needs, such as linear, circular, or phased array antennas, to optimize tag detection and coverage.

Connectivity Options: Consider the connectivity requirements of your application. Ensure that the chosen RFID readers support the necessary interfaces (e.g., Ethernet, Wi-Fi, Bluetooth) for seamless integration with your existing systems.

Outdoor Use:

Ruggedized Design: Outdoor environments can be challenging due to weather conditions, temperature fluctuations, and exposure to dust or moisture. Select RFID readers specifically designed for outdoor use, featuring ruggedized enclosures that provide protection against environmental elements.

Weatherproofing: Look for RFID readers with IP-rated enclosures to ensure resistance against water, dust, and other outdoor elements. This will help maintain reliable performance and longevity in harsh weather conditions.

Extended Read Range: Outdoor applications often require longer read ranges to accommodate larger spaces or object distances. Choose RFID readers with extended read range capabilities to ensure reliable tag detection in outdoor environments.

Antenna Selection: Opt for RFID readers with versatile antenna options suitable for outdoor deployments. Consider directional antennas or antennas with higher gain to enhance tag detection and overcome potential interference.

Power Options: Evaluate power options based on the availability of electrical infrastructure in outdoor environments. Look for readers that support various power input options, such as PoE (Power over Ethernet) or battery-powered solutions, to accommodate different installation scenarios.

Environmental Compliance: Ensure that the chosen RFID readers comply with relevant environmental and regulatory standards for outdoor use, such as temperature ranges, electromagnetic interference (EMI) certifications, and safety ratings.

Remember to consult with RFID solution providers or manufacturers who can offer expert guidance and recommend suitable readers based on your specific application requirements, whether it is for indoor or outdoor use.

What type of RFID tags will you be using?

UHF Passive RFID Tags:

UHF passive RFID tags are widely used due to their cost-effectiveness, versatility, and excellent read range. Key features of UHF passive tags include:

Cost-effective: UHF passive tags are relatively affordable, making them suitable for large-scale deployments.

Extended read range: UHF technology allows for a longer read range compared to other frequencies, typically ranging from several meters to tens of meters, depending on environmental factors and reader power.

High data transfer rate: UHF passive tags can transmit data quickly, enabling efficient inventory management and asset tracking.

Limited functionality: UHF passive tags do not have an internal power source and rely solely on the energy transmitted by the reader. They are primarily used for identification purposes rather than supporting additional features.

Common applications: UHF passive tags are commonly used in supply chain management, inventory tracking, retail, logistics, and other applications that require long-range identification with a high volume of tagged items.

Active RFID Tags:

Active RFID tags differ from passive tags in that they have their own internal power source, usually a battery. This enables them to actively transmit their signal and support additional functionalities. Key features of active RFID tags include:

Extended read range: Active tags can achieve a read range of several hundred meters or more, making them suitable for applications requiring long-range identification.

Continuous communication: Active tags can communicate with the reader continuously and provide real-time updates, enhancing visibility and monitoring capabilities.

Enhanced functionality: The internal power source enables active tags to incorporate additional features such as sensors, real-time clocks, and data storage, expanding their potential applications.

Higher cost and maintenance: Due to their additional features and battery-powered operation, active tags are generally more expensive than passive tags and require periodic battery replacement or recharging.

Common applications: Active tags are commonly used in asset tracking, vehicle identification, personnel tracking, and other scenarios requiring long-range identification and real-time monitoring.

Semi-Passive RFID Tags:

Semi-passive RFID tags, also known as battery-assisted passive (BAP) tags, combine elements of both passive and active tags. They rely on the reader’s energy to power their IC and data transmission but incorporate an internal battery to support auxiliary functions. Key features of semi-passive RFID tags include:

Enhanced functionality: Semi-passive tags offer additional features such as temperature sensing, motion detection, or real-time clock synchronization, thanks to their internal battery.

Moderate read range: The read range of semi-passive tags falls between passive and active tags, typically ranging from a few meters to tens of meters.

Longer battery life: Semi-passive tags have a longer battery life compared to active tags since the battery primarily powers auxiliary functions rather than continuous communication.

Moderate cost: Semi-passive tags are generally more expensive than passive tags but less costly than active tags due to their intermediate functionality.

Common applications: Semi-passive tags find applications in temperature-sensitive supply chains, asset management, environmental monitoring, and other scenarios where additional functionality is required.

Get Familiar with Your Country’s Regulations:

Radio spectrum is not allocated in the same way globally. Individual countries have their own regulations for spectrum usage, even though tags themselves usually work globally. Make sure you are up-to-date on your own country’s regulations, as well as any other countries you may operate in. Readers must operate within the regulatory conditions. You’ll want to know the regulations for frequency, bandwidth, channel spacing, regulators, and maximum transmitted power to start.

For the US:

Regulators—FCC Part 15, Section 247

Frequency used—902-928 MHz

Bandwidth—26 MHz

Transmitted power—4 W EIRP

Channels/spacing—52 channels of 500 KHz

Consider Integration:

Seamless integration of RFID technology into your existing systems is crucial for efficient operations. Check whether the readers and scanners can easily integrate with your current software, databases, or enterprise resource planning (ERP) systems.

Ergonomics and Durability:

For handheld RFID readers and scanners, ergonomic design and durability are vital considerations. Ensure that the device is comfortable to hold and use for extended periods. Look for features like lightweight construction, good grip, and suitable button placement. Additionally, consider the environmental conditions in which the readers will be used, such as temperature, humidity, or exposure to dust and water. Choose devices that are rugged and built to withstand these conditions.

Scalability and Future-Proofing:

While selecting RFID readers and scanners, keep scalability and future needs in mind. Evaluate whether the chosen devices can handle your projected growth and any potential changes in your operational requirements. Look for solutions that offer flexibility and upgrade options, allowing you to adapt to evolving technologies and business demands.

Consider Total Cost of Ownership (TCO):

When choosing RFID readers and scanners, it’s essential to consider the total cost of ownership, which includes not only the initial purchase cost but also maintenance, support, and any additional infrastructure requirements. Assess the long-term value, warranty, and after-sales support provided by the vendor to ensure a cost-effective investment.

Selecting the Best RFID Reader

Whichever reader you choose, you want to make sure it has the power and capabilities to address your needs and increase productivity within your operation. You may have more specific needs you’d like to meet with your technology, in which case, you’d need to look at the specifics of each reader.

Yiiro company offers a collection of industry-leading RFID readers available in different form factors. Our experts are well-versed in data collection operations. We can speak with you about the challenges you face, and help to identify a solution that would provide the most return for your investment. For more information, contact Yiiro today.