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LLMs.md

Setup

This guide is for management, dispatchers and admins setting up LiteLog for their cleaning company.

1. Create account & get started immediately​

Register at portal.litelog.de/signup. There are no setup costs — you start immediately with a 14-day free trial and can use all features without restrictions.

In the onboarding wizard, select "Cleaning & Facility Management" as your industry and create your first client and property right away.

Details: Registration, Onboarding

2. Create client​

Create your clients (contractors) — this allows properties, reports and access to be automatically assigned. Optionally, you can set up a client portal for your clients where they can view reports and proof of service themselves.

Details: Manage clients, Client portal

3. Create property​

Each cleaning property — office building, school, clinic or industrial facility — is set up as a separate location in LiteLog. Times, attendance and incident reports are tracked separately per property.

Details: Manage properties

4. Create employees & grant access​

Create your cleaning staff, supervisors and site managers as employees. Only the name is required to create an account — an email address is optional.

Multiple employees at once? Import your employee list via CSV file instead of creating each one individually.

Details: Manage accounts, CSV import, Roles & permissions

Sign-in methods​

Employees can sign in using different methods:

AccessMethod
Web portalUsername and password
Mobile appQR code, username + password, or NFC chip
Prefer QR code

QR code sign-in is especially convenient for cleaning — your employees don't need to remember a password and you avoid "forgot password" requests.

5. Download the app​

Your employees install the LiteLog app from the App Store (iOS) or Google Play Store (Android).

Share the Guide for Cleaning Staff with your employees — it explains app setup, QR code scanning and time tracking in simple language.

Details: Mobile App

6. 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, you can designate it as a property phone in the portal under Settings → Devices. All employees who sign in via this device will automatically only have access to this one property. This prevents incorrect check-ins and makes it easier for employees 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. Automatic logout should be disabled for personal devices.

Automatic logout

For property phones, automatic logout should be enabled — this ensures each employee signs in with their own account. For personal phones, it should be disabled since the employee stays logged in permanently.

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

7. Create & place time tracking QR code​

Time tracking via QR code is the main function of LiteLog for cleaning. Each property automatically receives a QR code available in the property settings.

How to place the QR code:

  1. Download the QR code from the portal and print it
  2. Place it at the property entrance or a fixed point in the building (e.g., supply room, cleaning closet)
  3. Laminate or put in a sleeve to protect the code from weathering and wear
Placement

The QR code should be placed where cleaning staff enter the property — a fixed location ensures consistent check-ins. For multiple entrances, the same QR code can be printed multiple times.

Details: Time Tracking & Check-in Settings

8. Configure time tracking rules​

Rules are set per property or globally for the entire organization:

  • Automatic breaks: A break is automatically deducted after a certain working duration (e.g., 30 minutes after 6 hours)
  • Shift logic: Define shift times (e.g., morning shift 06:00–14:00), assignment happens automatically
  • Minimum and maximum times: Set per shift or per day, deviations are automatically flagged

Details: Time Tracking & Check-in Settings

9. Set up Attendance Control (optional)​

In addition to time tracking, you can automatically verify that your cleaning staff arrives on time at the property. Create a preset per property with shift times (e.g. Mon–Fri, 8:00–16:00), requirements (e.g. "at least 2 check-ins") and notification channels. If nobody has checked in by 8:30, you are automatically notified.

The system evaluates each shift automatically as Successful or Failed.

Details: Attendance Control, Create preset

10. Property documents​

In the portal, you can upload documents to the property under property settings — 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

11. 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.

Checkpoints with tasks​

You can attach tasks to each checkpoint that the employee must complete on site — e.g., "Mop stairwell", "Empty bins" or "Check windows". The task is displayed when scanning the checkpoint and must be confirmed.

QR codes and NFC tags​

Checkpoints are linked with QR codes or NFC tags. QR codes are created in the portal, NFC tags are linked via the app.

Do not stick NFC tags on metal

NFC technology works significantly worse on metal surfaces. Use special on-metal tags or attach the tags to non-metallic surfaces.

Free patrols & templates​

  • Free patrols: Employees scan checkpoints 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

12. Incident reports​

Employees can document irregularities directly on site via the app — with photos, GPS location and checkpoint assignment. Responsible persons are automatically notified. Works offline too.

Details: Incident Reports

13. Evaluate data​

The recorded times, incident reports and patrols can be evaluated in several ways:

  • Mobile app — View shift history and incident reports directly on the smartphone
  • Web portal — Filter and evaluate all data centrally under "Data & Reports"
  • Download — Download evaluations as PDF or CSV
  • Automatic sending — Send reports periodically via email to clients
  • Client portal — Set up a login for clients where they can view reports and proof of service themselves

Details: Data & Reports, Automatic sending, Client portal

Checklist: Setup complete?​

  • Account created and trial started
  • Clients (contractors) created
  • Properties created and assigned to clients
  • Employees created (individually or via CSV import)
  • App installed and login tested
  • Time tracking QR code printed and placed at the property
  • Time tracking rules (breaks, shifts, minimum times) configured
  • Test run: An employee checks in and out via the app at the property
  • Optional: Checkpoints and patrols set up

Share with your team​