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Use Geofences to Simplify Stocktake and Asset Rotation

While typically used for tracking movement and generating alerts, Geofences also provide a powerful tool for streamlining stocktake processes and managing asset rotation.

By structuring your operational areas into geofenced zones, you can enhance visibility, improve reporting accuracy, and automate workflows critical to effective asset lifecycle management.

 

Why This Is Helpful

Traditional stocktakes require manual inspection, physical counts, and spreadsheets that often lack accuracy or real-time relevance. When assets are tracked within geofences in Perspio:

  • Location data becomes actionable and visual

  • Movement between locations can be audited and reported

  • Stocktake data is enriched with time-based visibility and automation triggers

For asset rotation, geofences can:

  • Automatically group assets by depot or yard

  • Allow teams to quickly identify unused, overdue, or serviced items

  • Simplify redeployment based on rotation strategy (FIFO, usage hours, etc.)

Conducting Stocktake Using Geofences

Once geofences are defined:

  1. Navigate to Reports > Geofence Snapshot

  2. Select the Assets and Geofences of interest.

  3. Perspio will list all assets currently within that zone (based on their last GPS update)

This allows you to:

  • Confirm what’s physically in each zone without walking the yard

  • Compare expected stock vs actuals instantly

  • Export the filtered list to Excel for reconciliation or audits

Important Considerations

1. Asset Location Updates

For an asset to appear in a geofence search, it must:

  • Be GPS-enabled (or mapped through location data)

  • Have communicated after the geofence was created

Note: Newly created geofences will only reflect assets after they report their next location update. If an asset hasn't moved or pinged since the geofence was created, it won't appear in search results until it does.

2. Use with Workflows

You can set up Geofence Entry/Exit workflows to track:

  • When assets arrive at a stock zone

  • When assets are removed from ready zones for dispatch

  • When idle assets haven’t moved for a specified period

This enables alerts, automated asset tagging, or movement logs for compliance.

Using Geofences for Asset Rotation

Asset rotation strategies benefit significantly from geofencing. For example:

  • Use different zones to split assets by age, mileage, or usage

  • Set alerts when an asset sits idle in a zone for longer than expected

  • Automate reminders to rotate older equipment from Rear Yard to Front Yard for prioritised use

Example:

If assets in Zone A have >500 hours and Zone B contains new arrivals:

  • A workflow can flag when older units are not being deployed

  • Rotation rules can be implemented visually and systematically

Best Practices

  • Name zones clearly for operational teams (e.g., Hire Return Bay, Servicing Queue)

  • Avoid overlapping zones unless intentional (overlap may create duplicate event triggers)

  • Ensure devices report frequently enough to support accurate location filtering

  • Combine geofences with asset metadata to enhance stocktake filtering (e.g., Asset Type, Status, Customer)

Summary

Using geofences for stocktake and asset rotation reduces manual effort, enhances data visibility, and improves operational efficiency. By transforming your yard or depot layout into digital zones, you gain real-time asset awareness, improve audit readiness, and establish proactive asset lifecycle controls.