Guide for Site Managers
This guide explains step by step how to set up LiteLog at a cleaning property: place the time tracking QR code, set up patrols with tasks and configure time tracking rules.
1. What you need
Before you begin, make sure you have the following:
- Smartphone (Android or iOS) with the LiteLog app installed
- LiteLog access with a role that may manage properties and checkpoints (e.g., "Site Manager")
- Printed QR code for time tracking (generated in the portal)
- Optional: NFC tags and/or QR codes for checkpoints (if patrols are desired)
2. Create property
If the property does not yet exist in the portal, create it:
- In the portal under Properties, click Create — the map wizard opens
- Use the map search to find the location — name and address are automatically filled in
- Define the premises — draw the property boundary on the map (choose a slightly larger area so that check-ins are recognized across the entire grounds)
Details: Manage properties
3. Devices
Both company phones and personal smartphones can be used. If you accept personal devices, consider deactivating the live location display in the portal.
Company phone at the property
If a company phone stays permanently at the property, open its device details in the portal under Settings → Devices and enable Restricted access to properties under "Assignment". All employees who sign in via this device then automatically only have access to the assigned properties. This prevents incorrect check-ins and makes it easier to use.
Personal phones
With personal devices, employees sign in with their own smartphone and select the property themselves. Make sure that the location sharing settings meet your data privacy requirements.
:::info NFC scanning: iOS vs. Android On Android, NFC tags are detected automatically in the background — simply hold the smartphone to the tag. On iOS, the NFC scanner must be opened first: swipe right to left. The QR code camera opens by swiping left to right. :::
Details: Manage devices
4. Place time tracking QR code
The time tracking QR code is the central function — cleaning staff scan it upon arrival and departure.
- Download the QR code from the portal on the property's "Time tracking" tab
- Print it and place it at the property entrance or a fixed point in the building
- Laminate or put in a sleeve to protect the code from wear
:::tip Placement The QR code should be placed where cleaning staff enter the property — e.g., at the main entrance, in the supply room or cleaning closet. For multiple entrances, the same QR code can be printed multiple times. :::
:::tip Separate time tracking and patrols The time tracking QR code and checkpoints for patrols are separate functions. The time tracking QR code is only for shift check-in/check-out, not for patrol control. :::
Details: Time Tracking & Check-in Settings
5. Property documents
In the portal, you can upload documents on the property's "Documents" tab — e.g., PDFs or images. Employees can view these documents directly in the app. Typical content includes cleaning plans, work instructions, key protocols or contact lists.
Details: Property documents
6. Set up patrols (optional)
For larger properties or stairwells, you can set up patrols with checkpoints. This ensures that cleaning staff have actually covered all areas.
Create a checkpoint
- Log in to the LiteLog app
- Select the property (if not already selected)
- Open the More tab
- Under Settings, tap Checkpoints
- Tap New checkpoint
- Select type: For patrol
- Enter name (e.g., "Stairwell 3rd Floor", "Underground Parking Level 2")
- Hold the NFC tag to your smartphone — the tag is assigned to the checkpoint
- Alternatively: Generate and print a QR code in the portal
Tasks at checkpoints
You can attach tasks to each checkpoint that the employee must complete on site — e.g., "Mop stairwell", "Empty bins" or "Check windows". The tasks are displayed in the app when the checkpoint is scanned.
Free patrols & templates
- Free patrols: Once checkpoints are linked, employees can start a free patrol immediately — in any order
- Patrol templates: Define in the portal which checkpoints must be scanned when, how often and in which order
Details: Create patrol, Manage checkpoints
7. Configure time tracking rules
Rules are set per property:
- Automatic breaks: A break is automatically deducted after a certain working duration
- Shift logic: Define shift times, assignment happens automatically
Details: Time Tracking & Check-in Settings
8. Evaluate attendance (optional)
If Attendance Control is set up, you can check in the portal whether your cleaning staff arrived on time and in full at the property. The shift log shows all shifts at a glance — filter by the "Understaffed" status to quickly spot deviations.
Details: Shift Log, Attendance Control
9. Quality inspection with form and score (optional)
For properties with quality requirements in the contract (e.g. to DIN EN 13549):
- Create a form template: In the form editor, build a visual inspection with rating fields — e.g. sanitary, floors, waste. Answers score points; in the template you set the threshold (percentage).
- Enable the automation: Under Automation, adopt the template "QC score below threshold → escalation". If an inspection falls below the threshold, the site manager is notified, a re-cleaning task is created straight from the inspection, and it escalates to management if it stays open.
- Run the inspection: After cleaning, fill in the form at the property — with rating, photo and note per area.
The results flow into the audit report per property and period that you send to the client as a PDF.
Details: Automation, Form Templates
Checklist: Property ready for deployment?
- Property created in the portal and premises defined
- Time tracking QR code printed and placed at the property
- First check-in / check-out tested
- Time tracking rules configured (breaks, shifts)
- Optional: Checkpoints with tasks created and patrol tested
- Optional: Visual-inspection form with score and automation rule set up
- Guide for Cleaning Staff printed and available