General Guide
This guide is intended for school administrators, secretaries, and administrative staff. It walks you through the initial setup of LiteLog for the education sector step by step.
Prerequisites
- An active LiteLog account with administrator rights
- A valid license
- At least one tablet or screen per room to be used as a kiosk (room plan)
Step 1: Create a Location
A location is created in the portal as a property. It represents a physical place — e.g. a campus, a school building, or an academy.
Navigation: Properties → Create new property
- Assign a unique name (e.g. "Central Campus" or "Main Building")
- Enter the address
- Save
A campus with multiple buildings is one location. The individual rooms (buildings, lecture halls, gym, sports field) are created as room plans within this location. You only need multiple properties if you operate locations in different cities → see Multi-Location.
Step 2: Create Courses
Use the CSV/XLSX Import — download the course template, fill it in, and import all courses in one step.
Courses are configured in the portal and assigned to a room plan (= room).
Navigation: Properties → Select location → Tab "Attendance Tracking" → "Create Course"
- Course Name — Unique name (e.g. "Mathematics Basic Course Mon/Wed")
- Course Times — Set start and end times
- Recurrence — Configure the course schedule:
- Weekly — Select days of the week (e.g. Mon + Wed)
- Daily — For daily events
- One-time — For workshops, exams, or special dates
- Holiday Handling — Select "Suspend" to automatically pause courses on holidays
- Assign Room Plan — Assign the course to the room plan of the respective room
- Check-in Window — How many minutes before the course starts a check-in is possible (e.g. 15 minutes)
- Check-out Window — How long after the course ends a check-out remains possible
Participants can only check in independently via QR code within the check-in window. Outside this time frame, self-check-in is not possible — late participants must then be manually checked in by the instructor via the participant overview. If latecomers are frequent, it is recommended to set the check-in window generously (e.g. for the entire course duration).
- Automatic End — Enable this option if only check-in is relevant and it does not matter whether the participant was present until the end of the course. Participation will then automatically end at the end of the course — no manual check-out is needed.
- Minimum Check-in & Alerting (optional) — Enable requirement mode in the course, set the minimum number of check-ins, and configure notification channels (push, email). An alert is triggered automatically if the threshold is not met.
In most educational institutions, it is sufficient to only track check-in. In this case, enable automatic end so that participants do not need to check out additionally. This simplifies the process significantly.
Holiday handling only works if holidays and non-teaching days are maintained in the location settings.
Step 3: Create a Kiosk (Room Plan) per Room
Each room — classroom, lecture hall, gym, sports field — is represented by its own room plan.
A room plan is a web page that can be opened on any device with a browser — tablet, PC, laptop, smartphone, or TV. No login is required: open the link, done. The room plan automatically displays the courses currently taking place in this room and switches to the next course on its own.
Navigation: Properties → Select location → Tab "Attendance Tracking" → Section "Room Plan Management"
- Click "Create Room Plan"
- Assign a name (e.g. "Room 201", "Lecture Hall A", "Gym")
- Optional: Add a logo and welcome message
- Save
- Copy the room plan link and save it as a bookmark in the device's browser — so the room plan can be opened with one click at any time
Repeat this step for each room.
- QR Code Rotation — The QR code on the room plan changes automatically every ~60 seconds. This makes screenshots unusable. The room plan requires an active internet connection for this.
- Static QR Code (Offline Fallback) — Alternatively, a static QR code can be downloaded and printed for each room plan. It does not rotate and works without internet — but offers no protection against screenshots.
Step 4: Add Students / Participants
For participants to use the LiteLog app and check in, they must be registered in the system. Use the CSV import to add many participants at once — instead of creating each one manually.
Navigation: People → Import
- Download the CSV template
- Enter the participant data (name, email address)
- Upload the completed CSV file
- LiteLog creates the accounts and automatically sends invitation emails
Participants receive an email with a registration link and can then log in to the app.
At the start of the semester or course, you can import all participants of a cohort at once. Get the participant list as Excel or CSV from your administration and import it directly.
Details: Manage People
Room Plan for Special Cases
| Scenario | Behavior |
|---|---|
| Parallel courses in the same room | Possible — each simultaneously running course must use its own room plan |
| Room change | Edit the course and assign a different room plan |
| Course cancelled | Pause the course for this date or mark it as a holiday |
| Block seminar (all day) | Create a course with a long duration (e.g. 8:00 AM–5:00 PM) |
| Exam as a single event | Create a course with recurrence set to "One-time" |
| Special event outside the schedule | Create a new one-time course for this room plan |
| No active course | Room plan shows standby screen, no QR code visible |
Fallback Solutions in School Operations
| Problem | Solution |
|---|---|
| Student has no smartphone | Instructor checks in the participant via the participant overview of the running course — on a PC in the portal or on their own smartphone in the app |
| Battery dead | Instructor checks in the participant via the participant overview of the running course — in the portal or in the app |
| No Wi-Fi / mobile data | The room plan with dynamic QR code requires an internet connection. Alternatively, a static QR code can be downloaded and printed — it does not rotate but works offline. The instructor can also manually check in participants via the participant overview of the running course (portal or app). |
| Camera broken | Instructor checks in the participant via the participant overview of the running course — in the portal or in the app |
| Room plan tablet down | Instructor checks in participants via the participant overview of the running course — in the portal or in the app — or administration takes over |
| Student arrives late (check-in window expired) | Instructor manually checks in the participant via the participant overview of the running course. Alternatively: configure a more generous check-in window in the course. |
Step 5: Reports & Data Export
- Course Log — Table View — Overview of all course dates with participant counts and ratings
- Participant Overview of the Running Course — Single course date with participant list, event log, and manual check-in
- Attendance List (Live) — Real-time view of who is currently checked in
- Data & Reports — Exportable logs and statistics
Navigation: Data & Reports → Select time period → Export as PDF or CSV
Checklist: Initial Setup
| Step | Done? |
|---|---|
| Location (property) created | ☐ |
| Attendance tracking enabled | ☐ |
| Room plan created per room | ☐ |
| Courses created | ☐ |
| Students / participants imported via CSV | ☐ |
| Recurrence rules configured | ☐ |
| Holidays and non-teaching days maintained | ☐ |
| Check-in window set | ☐ |
Checklist: Go-live in the Building
| Step | Done? |
|---|---|
| Tablets mounted and connected to power | ☐ |
| Wi-Fi connection on the tablet verified | ☐ |
| QR code on the room plan visible and scannable | ☐ |
| Test run with 2 users completed | ☐ |
| Notice posted in the room (info about room plan check-in) | ☐ |
| Instructors trained on usage | ☐ |
| Participants informed (see Guide for Students) | ☐ |
Frequently Asked Questions
I don't see the "Check In" tab in the app. Attendance tracking must be enabled for the location. Navigate to Properties → Select location → Tab "Attendance Tracking" and enable the feature. As long as it is disabled, the tab will not appear in the app.
Can I reassign a course to a different room later? Yes. Edit the course and change the room plan assignment. Existing logs are preserved.
What happens when I change a course? You choose whether the change takes effect immediately or from a future date. With "From a date", the old configuration remains active until then.
How many room plans (rooms) can I create per location? There is no fixed limit. The number depends on your license.
A student arrives late and can no longer check in via QR code. The check-in window has expired. The instructor can manually check in the participant at any time via the participant overview of the running course — in the portal or in the app. To prevent this in the future, the check-in window in the course can be extended.