Track apparel samples by item, location and custodian with RFID-enabled check-in, handover, return, inventory counting and sample search.
RFID Sample Management Software for Fashion
The Xiaota RFID Sample Management System gives every physical apparel sample a unique RFID identity. It connects sample records, tagged garments and RFID devices to manage check-in, borrowing, handover, return, inventory counting, sample search and reporting in one traceable workflow.
| 5 minutesto inventory 2,000+ samples | Item-level identityone RFID tag for each sample | Closed-loop handoverrecord custody changes clearly | Real-time traceabilityknow status, location and custodian |
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The Management Gap Physical Samples Move Fast. Records Rarely Keep Up.Fashion samples circulate among design teams, sample rooms, showrooms, suppliers and events. Manual logs and spreadsheets make it difficult to locate a sample, confirm the current holder or reconstruct its movement history. |
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System Design Logic
| 01Simple operationTask-oriented workflows reduce repetitive data entry and make daily sample-room work easier to adopt. | 02Fast and accurateRFID batch reading accelerates inventory counts and supports more accurate sample handovers. | 03Closed-loop traceabilityEvery registered checkout, transfer and return updates the sample's circulation history and responsibility record. |
Three Connected Layers
The solution combines the management platform, RFID-tagged physical samples and the hardware used to identify, locate and secure them.
| Management softwareCentralizes sample master data, permissions, circulation records, queries, alerts and business reports. | RFID-tagged samplesEach garment sample is bound one-to-one with an RFID care label, sticker label or hang tag. | RFID hardwareHandheld readers, scanning tables, RFID printers and anti-theft gates support different sample-room tasks. |
RFID frequency notice: Supported RFID equipment can be configured to comply with applicable local frequency regulations and standards.
End-to-End Workflow
| 01 | Create sample | Create or import the sample record after the designer produces the physical sample. |
| 02 | Bind RFID tag | Attach the selected tag and bind its unique identity to the correct sample record. |
| 03 | Check in | Receive the tagged sample into the sample room and update its availability. |
| 04 | Borrow or transfer | Register checkout or handover for design, review, showroom, event or supplier use. |
| 05 | Confirm receipt | The recipient confirms the transfer so responsibility and custody remain clear. |
| 06 | Return or archive | Record return to the sample room or complete the sample's archive process. |
| 07 | Count, find and report | Run inventory counts, locate samples, view circulation history and generate reports. |
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Controlled Circulation Know Who Has Each Sample—and How It Got ThereRFID scanning records the physical handover, while the software updates the sample's status, location and responsible person. WeChat official-account access can support circulation queries and handover confirmation notifications. This gives design, merchandising and sample-room teams a shared record instead of relying on memory, messages and separate spreadsheets. |
Core Capabilities
| Sample master dataCreate or import sample profiles and maintain consistent item-level records. | RFID encoding and bindingCreate a one-to-one relationship between each sample and its RFID identity. | Checkout and returnProcess borrowing, receipt, transfer, return and archive transactions. |
| Inventory and sample searchUse RFID handhelds to count large batches and locate selected items. | Circulation historyReview the registered movement, custodian and current status of each sample. | Reports and alertsGenerate operational reports and support RFID anti-theft or exception alerts. |
Implementation
| 01 · Source dataPrepare sample master data in Excel or connect it from an existing business system. | 02 · PermissionsDefine user roles and operational permissions for accountable workflows. | 03 · Tag attachmentSelect sewn care labels, sticker labels or hang tags for the sample lifecycle. | 04 · RFID bindingBind and verify each RFID tag against its correct physical sample. |
The system can be deployed as a standalone application. Integration with ERP or other enterprise systems requires additional interface development based on the target system and project scope.
Traceability Controls
| Risk | Why it happens | Recommended control |
|---|---|---|
| Incorrect association | The RFID identity is bound to the wrong physical sample. | Attach the tag first, then perform one-to-one binding and a second confirmation. |
| Tag loss | A removable tag is lost while the sample circulates. | Use a sewn RFID care label when the sample construction and process allow it. |
| Unregistered handover | A sample changes hands without a system transaction. | Enforce handover registration; otherwise the system will retain the last registered custodian. |
Applications
| Brand sample roomsControl sample intake, storage, borrowing, return and inventory. | Design and R&DTrack physical samples shared among designers, merchandisers and reviewers. | Showrooms and eventsRegister samples taken to sales meetings, order fairs and presentations. | Brand–factory handoversBuild a clearer record when samples move between internal teams and suppliers. |
FAQ
Tell us how samples move across your design, sample-room, showroom and supplier teams. We will help define the software, RFID tags, devices and integration scope.
Contact Out Engineer
RFID Inventory Management Turn RFID Data into Reliable Inventory Control Xiaota RFID Inventory Management Software helps apparel brands and retailers identify individual items and manage RFID-enabled inventory workflows across stores and warehouses. It supports receiving, stocktaking, replenishment, transfers, picking and shipment verification with timely, item-level inventory visibility. Designed to work with your existing ERP, WMS, POS and e-commerce systems, the platform captures and validates RFID events and synchronizes inventory updates with your business processes. Its modular structure allows you to start with priority workflows and expand as operational needs grow. Identify · Update · Synchronize · Analyze Turn RFID Reads into Usable Inventory Data 01 Real-Time Stock Visibility View available inventory, EPC movements and product records from a connected platform instead of relying on disconnected spreadsheets. 02 Faster Inventory Operations Support batch receiving, inventory counting, transfer and shipment verification without scanning every item barcode individually. 03 Unified Omnichannel Inventory Connect inventory information used by fashion retail stores, warehouses, e-commerce and other sales channels. 04 Operational Analytics Use inventory, inbound, outbound, sales and product data to support replenishment and management decisions. Core RFID Inventory Management Modules Product & SKU Management Manage product attributes, categories, pricing information and SKU rules as the data foundation for item-level identification. Real-Time Inventory Query Search available inventory and related product files while monitoring inventory changes recorded through connected workflows. Warehouse Operations Support inbound receiving, outbound shipment, inventory counting, stock transfer, location management and related records. Omnichannel Inventory Connect inventory used by physical retail, e-commerce, wholesale and distribution processes for a more consistent stock view. Retail & POS Connection Connect retail transactions, product information and inventory activity to reduce the gap between sales and available stock. Analytics & Reports Review inventory, inbound and outbound activity, product performance, bestsellers, slow-moving items and operational results. Connected Workflow From EPC Identity to Inventory Decisions RFID item data becomes useful when each read is connected with a business process. Xiaota configures the software, hardware and workflow around the customer's receiving, inventory, transfer and fulfillment requirements. Software Functions in Practice Product Files and Real-Time Inventory Connect product records, SKU attributes and RFID identities, then query available inventory for daily retail and warehouse operations. EPC Receiving, Transfer and Shipping Record inventory movement through receiving, transfer and outbound processes so that physical stock activity is reflected in the system. Designed for Integration and Deployment Browser and Multi-Device Access Access the platform through browser-based clients and connect operational devices such as PCs, mobile devices and PDAs according to the project. Flexible Deployment Deployment can be planned around public cloud, private cloud or hybrid requirements, subject to the confirmed project scope. API and Third-Party Integration Use standardized interfaces to connect ERP, POS, e-commerce, membership, order and other business systems. Security and Scalability HTTPS, modular services, caching, message queues and scalable architecture support secure and expandable system implementation. Multilingual Support for International Projects The platform can support multilingual user interfaces, including Simplified Chinese, Traditional Chinese, English and Vietnamese. Language scope and terminology should be confirmed during implementation. Software + Hardware + Implementation Delivered as a Complete RFID Project Xiaota can evaluate the business process, configure the RFID inventory management software, select suitable RFID tags and readers, connect required systems, support deployment and provide implementation services. The final modules and interfaces are defined according to the customer's confirmed project scope. RFID Inventory Management FAQs What is RFID inventory management? RFID inventory management connects RFID item identities with inventory records and operational workflows. It helps businesses capture multiple tagged items and update receiving, counting, transfer or shipping data more efficiently. Can the software connect stores, warehouses and e-commerce? Yes. The platform is designed to support omnichannel inventory processes. The exact channels, data rules and interfaces are configured according to the project. Can it integrate with our ERP, POS or order system? Integration can be completed through available APIs or project-specific interfaces after the existing system, da...
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