Guide for Cleaners
This guide explains how you as a cleaner use LiteLog in your daily work: check in at the apartment, complete the cleaning checklist and document defects.
1. Install the app & sign in
Depending on your operator's setup, you use a company phone or your private smartphone. The sign-in method (QR code, username + password or NFC chip) is specified by the office.
- Download the app: Install the LiteLog app from the App Store (iOS) or Google Play Store (Android)
- Sign in: Sign in with the specified method
- Check the apartment: Make sure you are checked in at the correct apartment
Details: Mobile app, Property selection
2. Check in at the apartment
Depending on what your office has set up, you check in like this:
- QR code: Scan the QR code posted in the apartment with the app
- Location suggestion: When you are at the apartment, the app automatically highlights the property as a suggestion — one tap is enough
- Beacon suggestion: If a beacon is installed in the apartment and your smartphone is in range, the app suggests checking in — you confirm with a tap
:::info You always confirm yourself The app never checks you in or out automatically in the background. Location and beacon suggestions are shortcuts — you always confirm the check-in yourself with a tap. :::
When leaving the apartment, check out the same way. If you service several apartments in one day, each apartment is documented separately.
Details: Mobile time tracking
3. Work through the cleaning task with checklist
Your office creates a cleaning task on the apartment for every departure. You see it in the app under Tasks with a due date — so you know which apartment is due today and by when. The cleaning checklist is attached to the task as a form. This is how you work through it:
- Open the task — tap the apartment's cleaning task in the app and start the cleaning checklist form (if no task has been created, open the checklist directly under Forms)
- Go through the checkpoints — choose OK or defect for each checkpoint (e.g. bathroom, beds, kitchen, balcony). If a room type occurs more than once, the entries appear as "Bathroom 1", "Bathroom 2"; use "+ Add" to add another one
- Take mandatory photos — for checkpoints configured accordingly, the form requires a photo before you can continue
- On defect: photo + note — photograph the defect and briefly describe it (e.g. "shower head calcified", "stain on sofa")
- Submit the form — by submitting, the apartment is reported as cleaned and done; this completes the cleaning task
If your office has stored a help text on a field, you see it directly below the field while filling in. The app shows forms in your own language if the template has been translated.
Your office immediately sees the completion report with all photos and timestamps in the portal.
:::tip Offline is no problem The checklist also works without internet — e.g. in basements or buildings with poor reception. All entries and photos are stored locally and transferred automatically as soon as the connection is restored. :::
Details: Creating a report in the app, Reports
4. Defect in the checklist or spontaneous incident report?
There are two ways to record something unusual. They differ in where the information ends up and what becomes of it:
| Defect in the checklist | Incident report | |
|---|---|---|
| When | While you fill in the cleaning checklist and a checkpoint is not in order | Any time, independent of a checklist — even without a running task |
| Where | In the form: choose defect at the checkpoint, then add note and photo (mandatory for checkpoints configured accordingly) | On the app's home screen via the quick action Form/Report → Create incident report |
| Content | Belongs to the checkpoint, e.g. "Bathroom 2 → defect: shower head calcified" | Date, time, message and up to 8 photos; optionally a checkpoint; alternatively a voice note |
| Ends up in the portal as | Part of the submitted cleaning checklist (report of type form) | Separate report of type incident; category and severity are assigned by the office in the portal |
| What becomes of it | If the office has switched on the rule "Detected defect → task", a task for the caretaker is created on its own | The office sees the incident under Reports and creates a task if needed; a rule with the trigger "Incident created" can inform it immediately by email or push |
Rule of thumb: Everything that belongs to a checkpoint of the checklist you record there as a defect — that way it stays attached to the apartment and the checkpoint, and the caretaker gets his task automatically. Everything that catches your eye outside the checklist — a water stain on the stairwell ceiling, a guest who has not left, a broken front door, a missing key — you submit as an incident report.
How to submit an incident report
- On the app's home screen tap Form/Report and choose Create incident report. Which fields appear is determined by your operator's "Incident" template — there is exactly one per operation, and it is the same for all apartments.
- Take photos — up to 8 photos in a row (camera button), delete individual ones in the preview.
- Enter the message — briefly describe what is broken or unusual; instead of typing you can record a voice note; if your operator has switched on the AI feature, it is automatically converted to text in the portal.
- Report — the incident goes to the portal. Unfinished incident reports stay on the device as drafts.
Property, person and timestamp are set by LiteLog itself; category and severity are not asked — the office assigns them in the portal.
:::tip Report immediately Record defects and incidents directly on site, not at the end of your shift. This keeps timestamps and photos current — important when it needs to be clarified whether damage was caused by the last guest. :::
Details: Creating an incident report, Incidents in the portal, From a defect to a task
Frequently asked questions
Does the app work without internet? Yes. Checklists, photos and check-ins/check-outs work offline. All data is stored locally and transferred automatically once the network is back.
Do I have to upload every photo individually? No. You take the photos directly in the form; the transfer happens automatically in the background.
What do I do if the QR code in the apartment is missing or damaged? Report it to your office. Depending on the settings, you can alternatively check in via the location suggestion or manually.
Does the app check me in automatically when I enter the apartment? No. The app can suggest checking in (location or beacon), but you always confirm the suggestion yourself with a tap.
What happens after I submit the checklist? The apartment is reported as cleaned and the cleaning task is completed. The housekeeping team takes over the inspection — you do not need to do anything else.
What happens to a defect from the checklist? Your office sees it in the portal as part of the cleaning checklist. If the office has switched on the rule "Detected defect → task", a task for the caretaker is created automatically; otherwise the office or housekeeping creates the task by hand.
And to an incident report? It appears in the portal under Reports as a separate entry of type incident. The office assigns category and severity, takes care of the follow-up and creates a task if needed. An incident report does not turn into a task on its own.
Can I submit an incident report when no cleaning task is running? Yes. The incident report is independent of tasks and checklists — you only need to be checked in at the correct apartment.