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Guide for the Office

This guide explains how the office works with LiteLog: connect booking calendars, manage tasks across all buildings, evaluate and correct reports, automate exports and connect the property management system via the REST API.

1. Create cleaning tasks and keep track of them​

Create the cleaning per departure as a task​

In LiteLog, every cleaning is a task on the apartment. The cleaner sees it in the app with a due date and works through the linked checklist. The tasks come about in one of four ways:

  • Automatically from the booking calendar: For each apartment you connect the iCal link from Airbnb, Booking.com, Hospitable or your rental software; LiteLog creates the cleaning task per check-out (see the next section).
  • Individually: Via Create → Task (or in the task list) — name e.g. "Turnover cleaning", Property = the apartment, Due on = departure day, Assignee = the cleaner. Under Fill in form you attach the activated cleaning checklist: the task counts as done as soon as the form is submitted.
  • As a series: For fixed changeover days (e.g. every Saturday), set a Repetition in the task's properties; LiteLog then creates the dates on its own.
  • Via the REST API from the property management system: Your PMS creates the cleaning task for every departure via POST /v1/tasks (see section 4).

Bookings from Airbnb, Booking.com or Hospitable​

The Bookings tab on the property reads an apartment's booking calendars and automatically creates one cleaning task per check-out. The feature is a property module like Material or Documents: you switch it on per apartment.

  1. Switch the module on: Master data → Properties → open the apartment → Bookings in the left panel. If the entry is greyed out, switch the module on via the context menu on the entry, via the banner Switch on now, or — for many apartments at once — under Features (/apps) on the Bookings card.
  2. Connect the calendar: Click Connect calendar, choose a label and the source and enter the iCal link. Where the link is: Hospitable under Properties → property → "Copy the iCal feed" (one link per property, contains all channels), Airbnb under Calendar → Availability → "Sync calendars" → "Export calendar" (one link per listing), Booking.com in the Extranet → Rates & Availability → "Sync calendars" (one link per property). Only https links are accepted; after saving, LiteLog shows the link masked only. Several calendars per apartment are possible.
  3. Define the task per check-out: In the card of the same name choose the Template (e.g. "Reinigungscheckliste"), the Assignee, the Time on the departure day (default 11:00), the Priority, the Priority for same-day turnover (default High, when the next guest arrives on the departure day) and the Task title (default "Endreinigung · property name", placeholders {property}, {check_in}, {check_out}, {source}).

LiteLog fetches the calendar immediately after connecting, then every 30 minutes; Fetch now fetches it by hand. The task's description carries check-in, check-out, source and the link to the reservation — guest names or phone numbers are not taken over.

  • Rescheduled booking: If the departure day changes, LiteLog moves the due date of the open task. If the task was already done, a new one is created.
  • Cancelled booking: If the booking disappears from the calendar, the open task is marked "Cancelled · …" and set to priority Low; it is not deleted.
  • Blocks: Airbnb blocks ("Not available") create no task. Booking.com reports blocks and bookings alike; LiteLog flags such entries as uncertain and still creates a task — delete it if needed or use the Hospitable feed, which excludes blocks.
  • Extra reactions: Under Automation the triggers Check-out (booking), Check-in (booking) and Booking cancelled are available — e.g. for assigning the task to the on-duty team of the shift or a push reminder on "same-day turnover". The supplied rule "Buchung storniert → Objekt-Aufsicht" ships switched off.

Details: Bookings (property), Automation → Bookings (iCal import)

Task list​

The Tasks workspace bundles everything that needs to be done — across all buildings and apartments:

  • All open tasks at a glance — today's cleanings as well as defects assigned to the caretaker
  • Filter by apartment, building, assignee, status or due date
  • Track status — who is working on what, what is overdue?
  • Create and assign tasks — also directly from the portal, e.g. deep cleanings before VIP arrivals

You are informed about new defects and status changes by email or push notification as soon as a matching rule is switched on under Automation — for example the supplied rule "Detected defect → task". Without a rule there is no automatic notification.

Details: Tasks, Creating a task, Notifications, From a defect to a task

2. View reports & form responses​

All submitted forms and incident reports come together in the Reports area: cleaning checklists, housekeeping inspections, move-in and move-out protocols and defect reports.

  • Unified list — all submissions in chronological order, filterable by apartment and period
  • Detail view — every form with all completed fields, photos and signatures
  • Compare — the header of a report has the Compare button, and the row "Previous protocol" has its own Compare link. Use it to set e.g. the move-out return protocol and the move-in handover protocol of the same apartment side by side: per position OK/defect left and right with the rating New, Pre-existing, Fixed or Unchanged, meter readings with difference, photos of both protocols as evidence. "Only changes" hides everything unchanged. Step by step: Guide for housekeeping
  • Corrected version — a submitted report is not edited but replaced via the ⋯ menu → "Create corrected version" by a new version: with a mandatory reason, once per record; the original remains as evidence and is linked to the new version. Procedure: Correcting a report afterwards
  • Send — Send opens the "Send report" dialog; enter the recipients (e.g. the owner) and send the protocol as a PDF; the PDF carries your company logo. Optionally the template requires an approval by the office first.
  • PDF export — download individual reports as PDF
  • Direct link — every report has its own web address and can be shared as a link

Details: Reports, Approving and sending reports

3. Scheduled reports & exports​

Under Dashboard → Evidence → Export & Delivery you generate reports as PDF, CSV or Excel — once or automatically on a recurring basis:

  • Instant export — e.g. download all working times or form submissions of a month as PDF, CSV or Excel
  • Scheduled reports — set up recurring email delivery, e.g. a weekly cleaning record per building to the owner
  • Custom templates — assemble reports from building blocks, with a cover page and your own logo
  • CSV for further processing — working times and attendance as CSV for payroll or your own evaluations

Details: Export & Delivery

4. REST API: connect your property management system​

LiteLog offers an open REST API that lets you build your own connections — e.g. with your property management system, to create cleaning tasks for every departure (POST /v1/tasks, idempotent), create apartments as properties (POST /v1/properties) or feed completion reports back. For Airbnb, Booking.com, Hospitable and other programs with an iCal export you do not need the API — that is what the booking calendar on the property is for. The API is the route for systems without an iCal export and for everything beyond the cleaning task.

  1. In the portal, create an API key under Settings → Features → REST API
  2. Store the key securely — it is shown only once and cannot be viewed again afterwards
  3. Your system authenticates its requests to the API with this key

:::info Open API instead of ready-made connections The REST API is an open interface for your own connections. You set up the connection to your property management system yourself or with your IT service provider. :::

Details: Manage REST API keys, REST API reference (v1)

5. Caretaker maintenance plan as a series​

Recurring caretaker jobs — testing smoke detectors, changing filters, servicing the heating, tending the outdoor area — you create once as a series; LiteLog generates the dates on its own.

  1. Create → Task, name e.g. "Test smoke detectors", Property = the apartment (or the building if the job concerns the whole house), Assignee = the caretaker.
  2. In the task's properties choose Repetition. Available are Daily, Mon–Fri, Sat–Sun, Weekly (with weekdays), Every 2 weeks, Monthly, Quarterly, Every 6 months and Yearly; the field next to it stretches the interval (e.g. every 2 months).
  3. Under Reference decide whether the date falls on the fixed calendar day or counts after completion — for filter changes or deep cleaning "After completion" is usually right: if the filter is changed on 3 February, the next date is 3 May.
  4. Optionally attach a form (e.g. a checklist with mandatory photo) so the completion is documented.
  5. Do not set a fixed "Due on" — otherwise the series counts as permanently overdue after that date.

A typical plan for an apartment:

JobRhythmReference
Smoke detector function testEvery 6 monthsFixed date
Change cooker hood filterQuarterlyAfter completion
Heating / boiler serviceYearlyFixed date
Outdoor area, binsWeekly (Mon)Fixed date
Deep cleaning of upholstery and mattressesEvery 6 monthsAfter completion

The series remains one task in the list; each date is completed individually, and the column "Done (30d)" shows how many of the recent dates were completed. The caretaker sees the next due date in his app under Tasks.

Details: Creating a task → Series

6. Customer access for owners​

If you manage apartments for owners, they can get their own customer access and retrieve their protocols themselves:

  1. Create the owner under Customers (for vacation rentals this is the "Building" level — or a separate customer entry per owner)
  2. Assign their apartments to them and set up a customer access
  3. The owner signs in to the portal and sees only the released reports and protocols of their apartments

Details: Customer portal, Managing customers

Frequently asked questions​

Can I see which apartment is move-in ready? Yes — via the task list and the reports: once the cleaning task is done, the housekeeping inspection is on file and no defect task is open any more, the apartment is move-in ready. Filter both lists by apartment or building. There is no separate status board per apartment.

How does LiteLog know when a guest departs? From the connected booking calendar: on the property, under Bookings, you enter the iCal link from Airbnb, Booking.com, Hospitable or your rental software; LiteLog reads it every 30 minutes and creates the cleaning task per check-out. Without a calendar you create the cleaning per departure as a task or series, or your property management system creates it via the REST API.

I found a mistake in a submitted protocol — can I change it? Not directly. Via the report's ⋯ menu you create a corrected version with a reason; the original remains as evidence and is marked "Superseded". If the protocol had already been sent, send the new version again. Details: Correcting a report afterwards

Can I send reports to owners automatically? Yes. Set up a scheduled delivery under Export & Delivery — e.g. all cleaning records of a building by email every month. Individual protocols are sent from the report via Send; alternatively the owner retrieves their protocols through their own customer access.

Is there an Excel export? Yes. Exports are available as PDF, CSV and Excel — also for scheduled delivery.

What happens if I lose the API key? The key is shown only once, at creation. If it is lost, simply create a new key and replace it in your system.