Setup
This guide is for General Managers, IT staff and Operations Managers setting up LiteLog for their hotel.
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 "Hotel & Hospitality" as your industry and create your first hotel right away.
Details: Registration, Onboarding
2. Create hotel as a location
Each hotel is set up as a separate location (Property) in LiteLog. All tasks, incident reports, patrols and times are assigned to this location.
Details: Manage properties
3. Define departments
Within the hotel, departments can be created to structure tasks and responsibilities:
- Floors: 1st floor, 2nd floor, 3rd floor — for housekeeping assignment
- Functional areas: Reception, restaurant, wellness, conference
- Technical areas: Building services, outdoor areas, underground parking
Departments help with task assignment and filtering in reports.
4. Create employees & grant access
Create your employees. Only the name is required — 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, Roles & permissions
Typical roles in hotel operations
| Role | Permissions |
|---|---|
| General Manager | Full access: all departments, reports, configuration |
| Operations Manager | Tasks, incident reports, housekeeping overview, reports |
| Housekeeping Manager | Room planning, task assignment, defect reporting |
| Room Staff | Complete own tasks, report status, report defects |
| Engineering | Process tickets, patrols, maintenance documentation |
| Reception | Report defects, view housekeeping status |
Sign-in methods
| Access | Method |
|---|---|
| Web portal | Username and password |
| Mobile app | QR code, username + password, or NFC chip |
:::tip Prefer QR code QR code sign-in is especially convenient in hotel operations — employees don't need to remember a password and can get started immediately. :::
5. Download the app
Your employees install the LiteLog app from the App Store (iOS) or Google Play Store (Android).
Share the relevant guide with your employees:
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 hotel
If a company phone stays permanently at the hotel (e.g., for housekeeping or night shift), 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 hotel.
Personal phones
With personal devices, employees sign in with their own smartphone. Automatic logout should be disabled for personal devices.
:::tip 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. :::
:::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
7. Create checkpoints & set up patrols
Patrols are the main function of LiteLog in hotel operations — for night shift rounds, security patrols and technical inspections.
Create checkpoints
Checkpoints are placed at security-relevant and operationally important locations:
- Technical rooms (heating, air conditioning, server room)
- Emergency exits and escape routes
- Outdoor areas (parking, gardens)
- Underground parking and basement rooms
- Wellness and pool area
Each checkpoint is linked with an NFC tag or QR code.
QR codes and NFC tags
QR codes for checkpoints are created in the portal. NFC tags are linked via the app.
:::warning 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. :::
Define patrols
- In the portal under Patrols, create a new route
- Assign checkpoints
- Set the order (optional: fixed order or free sequence)
- Configure the schedule — e.g., night shift patrol every 2 hours
Details: Create patrol, Manage checkpoints, Property patrols
8. Set up task types & checklists
Define task types and templates for recurring workflows:
Task types
- Housekeeping: Room cleaning, deep cleaning, linen change
- Engineering: Repair, maintenance, inspection
- Operations: Shift handover, special task, event preparation
Checklists
Checklists can be stored as templates for task types — e.g.:
- Room cleaning: bathroom, bed, floor, minibar, windows
- Deep cleaning: all standard items plus deep cleaning, curtains, mattress
- Technical inspection: smoke detectors, emergency lighting, fire doors
Details: Tasks
9. Incident reports (optional)
Employees can document defects and irregularities directly on site via the app — with photos, description and priority. Reports are automatically forwarded as tickets to the responsible department.
Details: Incident Reports
10. Set up time tracking (optional)
In addition to patrols and tasks, LiteLog can optionally track your employees' working hours.
Time tracking via QR code
You can download the time tracking QR code from the portal under the property settings and print it — e.g., for the staff entrance.
Kiosk check-in
A tablet at the staff entrance serves as a digital time clock — employees scan their personal QR code to check in and out.
:::tip Separate patrols and time tracking Patrol checkpoints and the time tracking QR code are separate functions. The time tracking QR code is only for shift check-in/out, not for patrol control. :::
Details: Time Tracking & Check-in Settings, Kiosk Check-in
Set up Attendance Control (optional)
In addition to time tracking, you can automatically verify that your employees arrive on time for their shift. Create a preset per shift type (e.g. night shift, housekeeping morning shift) with requirements and notification channels. The system evaluates each shift automatically as Successful or Failed and alerts you on deviations — via push, email, SMS or automated phone call.
Details: Attendance Control, Create preset
11. Notifications & escalation
LiteLog can automatically notify when:
| Event | Recipient (example) |
|---|---|
| New defect reported | Engineering manager |
| Task overdue | Operations Manager |
| Patrol not completed | General Manager |
| Critical report | GM + Operations |
Notifications are delivered via push notification or email.
Details: Notifications
Checklist: Setup complete?
- Account created and trial started
- Hotel created as a location
- Departments defined (floors, functional areas)
- Employees created and roles assigned
- App installed and login tested
- Checkpoints created and NFC tags / QR codes installed
- Patrols defined and first patrol completed
- Task types and checklists created
- Notifications configured
Share with your team
- Share the Guide for Housekeeping with your housekeeping managers
- Share the Guide for Engineering with your engineering department