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LLMs.md

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" 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. Map the structure within the hotel​

There is no separate "departments" level below the property in LiteLog — one hotel is one property. Instead, you map the internal structure like this:

  • Checkpoints are named after their location, e.g. "1st floor corridor", "Reception", "Underground parking". They are the anchor for patrols and tasks.
  • Task categories (Settings) separate responsibilities, e.g. Housekeeping, Engineering, Reception.
  • Property assignment per employee controls who sees which house.

You group several houses via the hierarchy above the properties (e.g. by region or brand) — see Settings.

Details: Checkpoints, Tasks

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​

RolePermissions
General ManagerFull access: all departments, reports, configuration
Operations ManagerTasks, incident reports, housekeeping overview, reports
Housekeeping ManagerRoom planning, task assignment, defect reporting
Room StaffComplete own tasks, report status, report defects
EngineeringProcess tickets, patrols, maintenance documentation
ReceptionReport defects, view housekeeping status

Sign-in methods​

AccessMethod
Web portalUsername and password
Mobile appQR 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), open its device details in the portal under Settings → Devices, switch to the Assignment tab and enable Restricted access to properties. This device can then only manage the selected properties.

Personal phones​

With personal devices, employees sign in with their own smartphone. Automatic logout should be disabled for personal devices.

:::tip Automatic logout For company phones that stay at the property, 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​

  1. On the property, open the "Setup" view (Tasks tab) and create a route template via Create template
  2. Assign checkpoints
  3. Set the order (optional: fixed order or free sequence)
  4. Configure the schedule — e.g., a night patrol with several rounds per night (time window with frequency)

Details: Create patrol, Manage checkpoints, Property patrols

8. Set up task categories & checklists​

You structure tasks via categories and checklists:

Task categories​

Under Settings → Task categories you create categories to separate responsibilities and filter — e.g.:

  • Housekeeping: Room cleaning, deep cleaning, linen change
  • Engineering: Repair, maintenance, inspection
  • Operations: Shift handover, special task, event preparation

Checklists​

Every task can carry a checklist; for recurring tasks it applies to each occurrence — 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, Create task

9. Incident reports (optional)​

Employees can document defects and irregularities directly on site via the app — with photos, description and an optional voice note; AI classification suggests category and severity (if enabled). To turn a report into a task for the responsible team, create an automation rule (trigger "Incident created" → action "Create task", e.g. filtered by category). Alternatively, link report and task manually.

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 on the property's "Time tracking" tab and print it — e.g., for the staff entrance.

Kiosk check-in​

A tablet or screen at the staff entrance displays the scheduled shifts and a QR code — employees scan it with their smartphone 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. Under Planning → Shifts, create a recurring shift per shift type (e.g. night shift, housekeeping morning shift) with requirements and notification channels. The system evaluates each shift automatically as Occupied or Understaffed and alerts you on deviations — via push, email, SMS or automated phone call.

Details: Attendance Control, Create a shift

11. Notifications & escalation​

LiteLog can automatically notify when:

EventRecipient (example)
New defect reportedEngineering manager
Task overdueOperations Manager
Patrol not completedGeneral Manager
Critical reportGM + Operations

Notifications are delivered via push notification or email. They are based on automation rules — several are included as templates and only need to be enabled.

Details: Automation — Rules

Checklist: Setup complete?​

  • Account created and trial started
  • Hotel created as a location
  • Structure mapped via checkpoints and task categories
  • 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 categories and checklists created
  • Notifications configured

Share with your team​