Maintaining the right number of medical equipment or mobile assets in each room is critical to keeping operations running smoothly—especially in high-use or resource-dependent areas. Periodical Automatic Replenishment (PAR) Level tracking empowers staff to compare real-time room-level counts against Target (ideal) and Critical (minimum/maximum) thresholds so they can act before shortages disrupt care or workflow.
Best practices
To get the most value from PAR Level tracking, follow these best practices to ensure accurate setup, proactive monitoring, and get valuable insights from the PAR Level analytics.
Configure PAR Levels by operational need. Work with clinical or operational staff to determine the right Target and Critical thresholds for each Asset Type and Room Type by floor.
Apply consistent Room Type and Asset Type naming. Ensure standardization to make it easier to monitor trends and apply changes at scale.
Focus on high-turnover or critical rooms. Prioritize areas with frequent asset movement or high-usage dependency.
Use alerts to automate replenishment or workflows: Set up Alert Rules to notify staff when a PAR Level reaches a critical level by location.
Leverage the PAR Level analytics. Overtime these analytics can provide what's needed to right size your inventory.
How it works
PAR Level tracking and monitoring provides:
Real-time visibility into room-level asset counts versus Target and Critical thresholds
Automated alerts when inventory falls below or exceeds a critical threshold
Advanced analytics for performance monitoring and trend analysis
PAR Levels are configured per room for each asset type, using user-defined Target and Critical thresholds. The system continuously calculates the real-time asset count (Current) in each room and monitors it against the defined critical threshold. Reviewing by department rolls those room-level values up, so you can scan a whole department without opening each room.
Each asset type has PAR Levels set by floor and room type, with:
Target threshold: the ideal count needed to meet typical demand. Can be set to 0 if no inventory is preferred.
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Critical threshold: the minimum (replenishment use case) or maximum (dirty equipment use case) level that triggers alerts.
A minimum threshold can be used to monitor levels for restocking and replenishment.
A maximum threshold can be used to monitor the buildup of used or contaminated assets.
Example: IV Pump replenishment use case
This configuration ensures clean IV equipment is restocked promptly.
Target: set to the optimal inventory quantity.
Critical: set to the minimum allowable quantity before triggering an alert.
Example: In a Clean Room, if the Target is 6 IV pumps and the Critical threshold is 1, an alert is triggered when the current count reaches 1 or below, prompting replenishment.
Example: Dirty Equipment or Soiled Equipment use case
This setup manages the collection of used or dirty equipment:
Target: set to zero, indicating no accumulation is preferred.
Critical: set to the maximum allowable quantity to trigger maintenance collection workflow.
Example: In a Dirty Room, if no more than 4 dirty IV pumps should accumulate (Critical) the system will trigger an alert once the current count reaches 5 or above, prompting maintenance or collection.
How the PAR Levels view is organized
Two toggles control what the view shows, and it helps to understand them together before using them.
| Control | Options | What it changes |
|---|---|---|
| View by | Asset type or Location | What the sidebar lists, and what you select to focus the view |
| Break down across | Rooms or Departments | What each row of the asset matrix represents |
The two combine. With View by set to Asset type, the sidebar lists your asset types and the matrix breaks that asset type down across every room or department — answering "where do my syringe pumps stand?" With View by set to Location, the sidebar lists departments or rooms and the matrix lists the asset types within the one you select — answering "what is the position in Cardio?"
Above the sidebar, FLOOR limits the view to a single floor. In the sidebar list, a colored dot indicates status and the badge counts the items needing attention.
The matrix always shows three quantity columns:
| Column | Meaning |
|---|---|
| CRITICAL | The minimum (replenishment use case) or maximum (dirty or soiled equipment use case) that triggers alerts. |
| TARGET | The ideal quantity for normal daily operations. |
| CURRENT | The real-time count Asset Tracker calculates from tracked assets. |
A row is highlighted and its CURRENT value shown in red when the count is in a critical state. A dash (–) in CRITICAL or TARGET means no PAR Level is configured for that combination, so it cannot generate alerts.
Configure or update PAR Levels
Important: The Asset Type(s) must have "Include in PAR Levels tracking" enabled. This is setting is located within the Asset Type (equivalent to Entity Type within Company Settings).
From your Kontakt.io Launchpad, select Asset Tracker.
From the left menu, select PAR Levels.
Select a Location — a campus and building.
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Set View by to Asset type or Location, and set Break down across to Rooms.
PAR Levels are configured per room, so editing requires the Rooms breakdown. With Departments selected, the values shown are a roll-up of each department's rooms and Edit PAR is unavailable.
Select a FLOOR, then select an item from the sidebar list to focus the matrix on it.
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Select Edit PAR.
The CRITICAL and TARGET columns become editable. CURRENT stays read-only — it is a calculated count, not a setting.
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Enter the CRITICAL and TARGET quantities for each row that requires PAR Level tracking. Rows with empty values have no PAR Level configured yet.
Target: Ideal quantity of assets that the location should have available to support normal daily operations. It's commonly determined by factors like asset demand, patient population, and the location's specific use case.
Critical: Minimum quantity (replenishment use case) or maximum quantity (dirty equipment or soiled equipment use case).
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Select Save changes. To discard your edits instead, select Cancel.
Asset Tracker now uses these thresholds to monitor the count of assets in those locations.
View the real-time PAR Levels
From the PAR Levels view, you can review real-time PAR Level counts by floor for a specific asset type, room, or department. This view helps to quickly scan for shortages or overages and take the appropriate action.
From your Kontakt.io Launchpad, select Asset Tracker.
From the left menu, select PAR Levels.
Select a Location — a campus and building.
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Set View by and Break down across for the question you are answering:
To review one asset type across the facility, set View by to Asset type, then choose whether to break it down across Rooms or Departments.
To review everything in one place, set View by to Location, then select the department or room from the sidebar.
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Select a FLOOR, then select an item from the sidebar list.
The panel header confirms what you are looking at and how many rows it contains — for example, "Syringe Pump · Asset type · 13 departments".
Review the matrix. Any row in a critical state is highlighted, with its CURRENT value in red, so shortages stand out without sorting or filtering.
Expand a row to review its quantity trend over the last 7 days, described in the next section.
Review 7-day quantity trends
A CURRENT count tells you where a location stands right now. It does not tell you whether that location runs short repeatedly. Expanding a row adds that history.
Expand a row in the asset matrix to see QUANTITIES OVER LAST 7 DAYS — how that row's quantities have changed, compared with its configured CRITICAL and TARGET levels.
The graph marks each threshold with a labeled reference line, so you can see at a glance how far above or below them the count has been. Shaded bands identify which range the quantity was in at any point:
- Below critical
- In range
- Above target
Point to any part of the line to see the exact quantity at that moment, with its date and time. Use this when you need the specific count behind a dip rather than the shape of the trend — for example, to confirm how long a location sat below its critical threshold.
Use it to tell a one-off shortage from a recurring pattern. A location that drops below critical every few days is a different problem from one that dipped once — the first usually means the threshold or the replenishment routine needs changing, the second usually does not. For longer-range analysis across asset types, use the PAR Level analytics dashboard described below.
Rows with no history yet show no trend data.
Configure PAR Level alerts
Alerts provide a proactive method to notify staff when tracked PAR Level inventory reaches its critical threshold. These rules can automate monitoring—resulting in quicker restocking or maintenance that can optimize inventory levels, reduce hoarding, and provide staff access to equipment when needed.
When creating an Alert Rule, you'll need:
The Asset Types the rule will monitor.
The Location the rule will monitor—including the Room Type(s), the Campus and Building, to specific floors.
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How alerts are sent, either via email and/or text message, and who is to receive the alerts by providing their email addresses and/or mobile phone numbers.
Notifications can also be sent to a third-party system via a Webhook, set up in Company Settings, and assigned to an Alert Rule.
How to create an Alert Rule
From your Kontakt.io Launchpad, select Asset Tracker.
From the Settings menu, select Alert Rules.
From the upper-left section, select Create Alert Rule > select PAR LEVELS.
You are guided though each of the setup steps.
Once complete, select Save.
Learn more in Manage Alert Rules and View active alerts.
View PAR Level analytics
The PAR Level Analytics dashboard provides a detailed view of how well assets maintain their defined PAR Level thresholds over time. It includes visual trends and performance metrics broken down by asset type, helping teams identify which assets may require attention, redistribution, or replenishment strategy adjustments.
From the Asset Tracker Analytics menu, select the Advanced view.
From the PAR tab, your can set the Dashboard to display metrics by Asset Type (default) or Campus.
Set a time range using preset filters (e.g., Last 7 days) or set a custom date range.
To refine results by Location, Asset Type, or Room Type, apply dynamic filters from the Add Filter option.
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Choose a metric to display in the graph, such as:
Time in range %: percentage of time the PAR Level inventory stayed at or above the target level
Time in critical %: percentage of time the PAR Level inventory fell below the critical level
Number of drops to zero: number of times PAR Level inventory reached zero
From the Asset Types listed below the graph, you can select to specific asset types.