Educational Providers & Multi-Location Management
This guide is intended for organizations with multiple locations — e.g., educational providers with branches, academy chains, or universities with multiple campuses.
When Do I Need Multi-Location?
| Situation | Multi-location needed? |
|---|---|
| One school building, one campus | No — one location (property) is sufficient |
| One university, multiple buildings on one campus | No — one location with multiple kiosks (rooms) |
| Educational provider with branches in different cities | Yes |
| Academy chain with independent locations | Yes |
Mapping Locations as Properties
Each physical location — branch, campus, school building — is created as its own property. This enables:
- Separate kiosk management — Each location has its own rooms and kiosks
- Independent course planning — Courses are configured per location
- Location-specific reporting — Reports can be created per property
- Independent settings — Holidays, check-in windows, and rules per location
Navigation: Properties → Create new property
:::tip Naming Convention Use a consistent naming convention for your properties — e.g., "Academy Berlin", "Academy Munich", "Academy Hamburg". This makes filtering and reporting easier. :::
Organizational Structure & Hierarchy
With the LiteLog hierarchy system, you structure your organization:
Define Roles
Navigation: Settings → Hierarchy & Roles
Typical roles for educational providers:
| Role | Typical Permissions | Example |
|---|---|---|
| Executive Management | All locations, all functions | CEO, Academy Director |
| Location Manager | Own location: administration, reporting, courses | Branch Manager, Campus Manager |
| Administration | Own location: create courses, check attendance | Office Staff, Clerk |
| Teacher | Own location: check attendance, export | Instructors, Trainers |
| Participant | Own attendance only | Students, Course Participants |
Assign Permissions
LiteLog uses a role-based access control system (RBAC). Each user is assigned exactly one role. The role defines:
- Which functions the user may use
- Which properties (locations) the user has access to
- Whether the user may view, edit, or export data
:::info Principle of Least Privilege Only grant the permissions that are necessary for the respective task. A teacher typically does not need access to billing data or the administration of other locations. :::
Managing People & Participants
Navigation: People
In the people list, you manage all users of your organization:
- Create users — Individually or via invitation link
- Assign role — Each user is assigned a role
- Assign location — Users can be assigned to one or more locations
Invitation Process for New Locations
When you open a new location:
- Create a property for the location
- Create the location manager as a user and assign the appropriate role
- Invite teachers and administrative staff
- Add students via invitation link or email
Cross-Location Reporting
As executive management or central administration, you have access to all locations and can create cross-location reports.
Attendance List (Live)
Navigation: Attendance list (Live)
Filter by individual locations or view all locations simultaneously. This gives you an at-a-glance view of the utilization at each location.
Shift Log
Navigation: Shift log
The shift log shows all course instances across all locations. Filter by:
- Property — Individual location
- Time period — Day, week, month, or custom
- Status — Successful, below threshold, pending
Data & Reports
Navigation: Data & Reports
Export reports for:
- Individual locations — For location-specific billing
- All locations — For central reporting and overall summaries
- Specific time periods — For monthly or quarterly billing
Billing Documentation for Funding Bodies
Educational providers frequently need to provide attendance records to funding bodies (employment agencies, job centers, ministries). LiteLog provides:
- Complete documentation — Every check-in is recorded with timestamp and person
- Audit-proof data — Cannot be manipulated retroactively
- Exportable reports — As PDF or for further processing
- Location-specific breakdown — Separate records per branch
Typical Billing Workflow
- Monthly: Data & Reports → Time period "Last month" → Select property → Export
- Review: Compare attendance data with course schedule
- Documentation: Submit exported report to funding body
Scaling: Adding More Locations
Adding more locations always follows the same pattern:
- Create a new property
- Create kiosks for the rooms
- Create courses
- Create staff and students
- Set up hardware
Central management automatically retains an overview of all locations.
Frequently Asked Questions
Can a user be assigned to multiple locations? Yes. Users can be granted access to multiple properties — for example, teachers who teach at different locations.
Can location managers see data from other locations? No — unless their role has been explicitly authorized for multiple locations. The role-based system ensures that everyone only sees the data relevant to their task.
How many locations can I manage with LiteLog? There is no technical limit. The number of properties depends on your license.
Can I have reports generated automatically? Currently, export is done manually via the portal. A fixed schedule (e.g., monthly on the 1st) is recommended for recurring billing.