Setup
This guide is aimed at operators and office staff setting up LiteLog for their vacation rentals or serviced apartments.
1. Create an account & get started right away
Register at portal.litelog.de/signup. There are no setup fees — you start immediately with a 14-day free trial and can use all features without restrictions.
Details: Registration, Onboarding
2. Map your structure: buildings and apartments
LiteLog works with a two-level hierarchy: a main category (level 1, "Customer" by default) and the properties below it (level 2). For vacation rentals, this split works well:
- Each building is created as a level-1 entry — by default this level is called "Customer", but you can rename it freely (see next section).
- Each apartment is created as its own property and assigned to its building. All checklists, tasks, times and reports are linked to the respective apartment.
This lets you filter by building in the portal while still keeping track of every single apartment.
Details: Managing properties, Customer list
Renaming the hierarchy levels
To make the portal speak your language, rename the two levels under Settings → Hierarchy & roles:
- Main category: Choose Custom and enter e.g. "Building".
- Subcategory: Keep "Property" or choose your own term such as "Apartment".
The renaming applies throughout the system — in lists, filters and even in the permission names.
Details: Hierarchy & roles
3. Reuse existing checklists as form templates
Your cleaning and inspection checklists probably already exist — as an Excel file or PDF. You do not have to rebuild them: LiteLog imports them via AI import as digital form templates.
- In the portal, go to Settings → Form templates and click Create template
- In the start step, use the plus button on the input box to pick Upload PDF or Upload Excel/CSV
- The fields are recognized and transferred automatically
- Fine-tune in the full-page editor: set required fields, photo requirements (e.g. mandatory photo on "defect") and conditions
Typical templates for vacation rentals:
- Cleaning checklist — checkpoints per room, OK/defect selection, mandatory photos
- Inspection checklist — final check by housekeeping with photos
- Handover protocol — including a signature field for the on-site handover
Details: Form templates, Form editor
4. Set check-in and check-out methods per apartment
You define per property how your teams check in and out. For vacation rentals, these methods work well:
| Method | How it works |
|---|---|
| QR code | A printed QR code in the apartment (e.g. in the hallway or storage room) is scanned with the app |
| Location suggestion | If the cleaner is within the apartment's geofence, the app highlights the property as a suggestion — one tap is enough |
| Beacon | A Bluetooth beacon in the apartment; when the smartphone is in range, the app suggests checking in — always confirmed with a tap |
:::info No automatic clock-in Location and beacon suggestions save your teams the property search — but there is no automatic check-in or check-out in the background. The suggestion is always confirmed by the person themselves. :::
Details: Check-in methods, Check-in / check-out method on the property, Beacons
Location lock (optional)
Optionally choose the verification "Geofencing" in the "Proof" section of the property's time tracking: checking in and out is then only possible inside the drawn apartment area — outside, the app blocks the booking. Regardless of this, the system marks every booking as ONSITE (on site) or OFFSITE (outside).
Details: Location proof (geofencing)
5. Create staff & assign roles
Create your staff accounts. A name is all that is required — an email address is optional. Import multiple staff members via CSV file.
Typical roles for vacation rental operators
| Role | Permissions |
|---|---|
| Office | Full access: tasks, reports, exports, configuration |
| Cleaner | Check in at the apartment, fill in forms, create incident reports |
| Housekeeping / handover team | Fill in forms, create and assign tasks, send reports |
| Caretaker | View and complete assigned tasks |
:::tip Portal and app access can be combined Each custom role can be granted the portal login and app login permissions individually or combined. A housekeeping lead can, for example, inspect in the app and manage tasks in the portal — with a single account. :::
Details: Managing accounts, Roles & permissions
6. Download the app
Your teams install the LiteLog app from the App Store (iOS) or Google Play Store (Android). Depending on your setup, they sign in with a QR code, username + password or NFC chip.
Pass the appropriate guide on to your teams:
Details: Mobile app
Checklist: Setup complete?
- Account created and trial started
- Hierarchy levels renamed (e.g. "Building" / "Apartment")
- Buildings created and every apartment added as a property
- Checklists imported (cleaning, inspection, handover protocol with signature field)
- Check-in/check-out methods set per apartment (QR, location suggestion, beacon)
- Optional: location lock activated
- Staff created and roles assigned
- App installed and first sign-in tested
Pass it on
- Pass the guide for cleaners on to your cleaning team
- Pass the guide for housekeeping on to your handover team