Guide for Housekeeping & Handover Team
This guide explains how housekeeping and the handover team work with LiteLog: inspect the apartment after cleaning, pass on defects as tasks, document move-in and move-out with a signature and compare both protocols.
1. Install the app & sign in
- Download the app: Install the LiteLog app from the App Store (iOS) or Google Play Store (Android)
- Sign in: Sign in with the method specified by the office
- Check the apartment: Make sure you are checked in at the correct apartment
Details: Mobile app
2. Run the housekeeping inspection
After the cleaner has reported the apartment as done, you carry out the inspection. The default template is called "Housekeeping-Abnahme" (cleaning acceptance, furnishings, technology & access, defects and release before every handover):
- Open the housekeeping inspection — select the form activated by the office in the app
- Go through the checkpoints — rate each point OK/defect (cleanliness, completeness of inventory, appliance function)
- Take photos — document the condition of the apartment; photos are mandatory for checkpoints configured accordingly
- Submit the form — the inspection is documented and visible in the portal
:::tip Inspect offline The inspection also works without internet. All entries and photos are synchronized automatically as soon as the connection is restored. :::
Details: Form templates, Reports
3. Assign a defect as a task to the caretaker
If you find a defect during the inspection that needs fixing (e.g. dripping tap, broken lamp, damaged furniture), turn it into a task:
- Create a task — enter title and description, attach a photo
- Link it to the apartment — the task is attached to the correct property
- Assign it to the caretaker — he immediately sees the task in his app
- Set a due date — e.g. before the next arrival
As soon as the caretaker completes the task, this is documented and traceable for everyone.
:::tip Take the same route automatically The office being informed by email or push about a new defect, and the task appearing on its own, is not a factory setting but a rule under Automation: trigger "Defect detected", actions notification and Create task. A ready-made one sits in the template gallery as "Detected defect → task" — you only have to switch it on. You pick the assignee there as a specific person; a role such as "caretaker" cannot be stored on the create-task card. Details: From a defect to a task. :::
Details: Creating a task, Notifications
4. Fill in the move-in handover protocol
At move-in, you fill in the move-in handover protocol ("Übergabeprotokoll Einzug") as a form directly on site. The supplied template contains:
- Condition per room as OK/defect — for "defect", note and photo are mandatory
- Meter readings (electricity, water, gas/heat) with photo
- Inventory and key check
- Pre-existing damage
- Digital signatures
This is how you proceed:
- Open the move-in handover protocol — go through the form together with the guest or tenant
- Document the condition — choose OK or defect room by room; for a defect, add note and photo. If a room type occurs more than once (e.g. two bathrooms), the entries appear as "Bathroom 1", "Bathroom 2"; use "+ Add" to create another one
- Record meter readings and keys — enter the number, photograph the meter, count the keys handed over
- Collect the signature — the form contains a signature field: hand the device to the guest, and they sign directly on the screen
- Submit — the protocol is saved with timestamp, photos and signature. Nothing is sent yet, see Send the protocol
:::caution Rooms that occur more than once and the comparison The comparison shows a repeatable block ("Bathroom 1", "Bathroom 2" with "+ Add") only side by side, without a rating such as "New" or "Fixed". If every room should be rated at move-out, build fixed blocks in the template instead, e.g. Bathroom 1 and Bathroom 2, and show Bathroom 2 via a choice field "Number of bathrooms" with the condition Visible when. Filling in looks almost the same. The template stays easy to follow when every room has its own Section heading and the photo sits directly below its field. See Form editor. :::
Help texts that the office has stored on individual fields are shown directly below the field while filling in.
The finished protocol is available in the portal as a PDF — with your operator's company logo on the document. The logo is stored centrally under Settings → Branding.
Details: Form editor (signature field), Branding
5. Fill in the move-out return protocol and compare it with move-in
At move-out, the move-out return protocol ("Rücknahmeprotokoll Auszug") follows. It has the same positions and field IDs as the move-in handover protocol — which is why LiteLog can set both protocols side by side, position by position.
- Open the move-out return protocol and, as at move-in, choose OK/defect room by room, record meter readings with photo, enter the key return
- Field "Open defects from the move-in protocol" — the field offers the defects recorded in earlier protocols of this apartment that have not been taken over yet, and you select the ones that still exist. Without further settings they come from all protocols of the apartment, including cleaning checklists; if the field should only offer defects from the handover protocol, set the source template on the field in the form editor. Defects taken over count as pre-existing in the comparison
- Fill in the inventory check and deposit settlement, collect the signatures, submit
Compare
The comparison is available on the submitted report:
- In the LiteLog app: In the report of the return protocol, tap "Compare with move-in handover protocol of …". If there are several candidates, the app asks "Compare with what?" (same template or other templates).
- In the portal: In the report, the Compare button in the header or the row "Previous protocol" → Compare.
The comparison shows, per position, the value from move-in on the left and from move-out on the right, plus the rating:
| Rating | Meaning |
|---|---|
| New | OK at move-in, defect at move-out — new damage |
| Pre-existing | Already recorded as a defect at move-in and still a defect at move-out |
| Fixed | Defect at move-in, OK at move-out |
| Unchanged | OK both times |
| Changed | Another value (e.g. text) has changed |
Meter readings appear with the difference between move-in and move-out. With "Only changes" you hide all unchanged positions; the photos of both protocols sit next to them as evidence.
Details: Reports
6. Send the protocol
Submitted forms appear in the portal in the Reports area. From there you send the protocol as a PDF to recipients:
- In the portal: Click Send in the report, enter the recipients' email addresses in the "Send report" dialog (e.g. the apartment's owner), optionally add a message and confirm with Send. The PDF carries the company logo.
- In the LiteLog app: In the report details, the "Send to customer" button opens the same sending flow with recipients and message.
If approval before customer sending is switched on for the template, the office has to approve the report first; only then does the send button appear. Incident reports (not forms) can additionally be forwarded by email from the incident details view of the app.
Sending automatically: Submitting in the app does not send a protocol. If you do not want to review protocols first, set up a workflow rule "Form submitted → Send email" with "Attach form PDF". Recipients are then the addresses, roles or persons defined in the rule, e.g. the office or the owner — and the tenant as well: choose the recipient type "Email field from the form" and the template's "Tenant email" field, and the protocol goes to the address entered in the protocol automatically after submitting. Tenant and office in one action: choose the recipient "Role" (office) and tick "Also send to the email address from the form". If the field is empty or not a valid address, this recipient is skipped; the reason is shown in the history, and the other recipients still get the mail. See Email address from the form.
If a submitted protocol contains a mistake (wrong meter reading, a position accidentally "OK"), it is not edited: in the portal the office creates a new version via the ⋯ menu → "Create corrected version" with a reason; the original remains as evidence and is marked "Superseded". If the protocol had already been sent, the new version goes out again. Details: Correcting a report afterwards
Owners who are to retrieve their protocols themselves get their own customer access: you create the owner as a customer and assign their apartments to them; they then see the released reports of their apartments. Details: Customer portal
Details: Approving and sending reports, Incident details (email sending)
Frequently asked questions
Can the guest sign on my device? Yes. That is what the signature field is for: you hand the guest your smartphone or tablet, and they sign with their finger directly on the screen.
What happens if I find a defect during the inspection? Document it with a photo in the housekeeping inspection and create a task for the caretaker. If the office is to be notified automatically, the rule "Detected defect → task" (or your own rule with the trigger "Defect detected") must be switched on under Automation — without a rule there is no automatic notification.
Does the office see when I completed the inspection? Yes. Every submitted form carries a timestamp and the person responsible and is immediately visible in the portal.
Does the handover protocol also work offline? Yes. Signatures are also stored locally and transferred automatically as soon as the connection is back.
Can I also use the comparison for two move-in protocols of the same apartment? Yes. "Compare" sets two submitted responses on the same property side by side — preferably with the same template, via "Compare with what?" also with a different one. Fields with the same ID are matched directly, otherwise by field text.
What about defects that were open at move-in? Select them at move-out in the field "Open defects from the move-in protocol". In the comparison they appear as pre-existing — so no old damage is charged to the current guest.