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Rozwiązanie LiteLog
LiteLog Caretaker App for Patrols, Tasks and Defects
Just scan. The app shows the rest.
Caretaker software bundles patrols, tasks, defect reports and proof of service for caretaking teams in one app. LiteLog runs on the smartphones your team already carries, GDPR-compliant with servers in Germany and without special hardware.
What is caretaker software?
Caretaker software bundles site patrols, tasks, time tracking and proof of service for janitorial and caretaking teams in one app — every completed task is documented with person, time, location and photo instead of notes, spreadsheets and photo chaos. LiteLog covers this across trades: caretaking, cleaning and security in one tool, GDPR-compliant with servers in Germany.
- ✓Sites & tasks: Plan properties, tours and recurring tasks centrally.
- ✓Mobile capture: Tick off tasks on site by smartphone — with photo and timestamp. Speak defect reports instead of typing them.
- ✓Time & attendance: Start an assignment via QR or NFC on site, no time clock.
- ✓Proof of service: Document completed work per client automatically as PDF/A.
- ✓Analytics: Live dashboard, reports and exports for billing and clients.
What features should caretaker software have?
Good caretaker software covers more than a task list. The key is that tour planning, mobile capture on site, photo documentation and contract-based proof of service all come together in one system — so operations, accounting and clients see the same reliable data.
- ✓Tours & checklists: Plan and prove recurring patrols and tasks.
- ✓Photo documentation: Capture defects and completed work with image and timestamp.
- ✓Mobile time tracking: QR, NFC, GPS and Bluetooth beacon check-ins on existing smartphones.
- ✓Proof of service & SLA: Measure fulfilment rates per contract and report automatically.
- ✓Reports & export: PDF/A in corporate design, CSV and Excel for payroll and clients.
- ✓GDPR & German servers: Encryption, role-based permissions, hosting in Frankfurt.
Typical use cases: property care, minor repairs, outdoor areas
Every assignment — patrol, minor repair, upkeep of outdoor areas — is linked to the right site with person, time, location and photo, in residential complexes just as in office buildings and practices. That answers the three questions every property manager asks, with evidence: was anyone there, what was done, how long did it take?
- ✓Property care & patrols: An NFC tag or QR code on every building — sign in on arrival, sign out on leaving. Timestamp, location and person are recorded automatically.
- ✓Minor repairs & defects: Document completed work directly in the app with photo, note and timestamp — traceable for property managers and owners, without follow-up questions.
- ✓Outdoor areas & grounds keeping: Plan recurring tasks; seasonal staff and subcontractors also sign in on site — you see who was really there and settle up cleanly.
- ✓Live overview: One view shows in real time which properties were serviced today and where something unusual happened — you step in before the property manager calls.
From paper notes to proof: documented work secures the contract
Handwritten notes and photos in messengers are scattered and cannot be verified later — and any work you cannot prove counts, in case of doubt, as not performed. With LiteLog the property record is created as a by-product of the daily routine; businesses report saving around two days per month on report creation alone.
- ✓Timestamps accurate to the second per site instead of “roughly 7 to 9 a.m.” notes
- ✓Property record as PDF at the push of a button: patrols, tasks, defects, times
- ✓Photo evidence for every enquiry — per site, per day, per task
- ✓Sample calculation: 15 properties × 4 hours of reporting and verification work tie up around 60 hours of administration per month
One checkpoint per entrance, whichever caretaker is on duty today
Stick an NFC point in each entrance, car park or plant room. Whoever scans it sees the tasks for exactly that spot straight away, including a stand-in entering the building for the first time. The scan proves with time and name that someone was there. Unlike a photographed QR code, an NFC point cannot be scanned from a desk.
- ✓NFC points without drilling or power, weatherproof for outdoor use
- ✓Tasks belong to the point, not to a person
- ✓Every scan with time and name in the patrol
Weekly ± 1 day, lawn from April to October
Not every task has to happen on a fixed day. Stairwell cleaning once a week, bins on collection day, mowing only in season: you set up the recurrence once and allow a margin of a few days. The task only counts as overdue once that margin has passed. For seasonal work, set a start and end for the series, for example 1 April to 31 October.
- ✓Daily, weekly, monthly or every few weeks
- ✓A margin in days instead of rigid dates
- ✓Series with start and end for lawns, leaves and winter service
Sick in the morning: select the tasks, assign them to a colleague
At seven, a caretaker calls in sick. In the portal you select his tasks for today and assign them to a colleague in one go. If someone is off for longer, set up a stand-in for the period. The stand-in then sees all of that person’s open tasks in their app.
- ✓Reassign several tasks at once
- ✓Stand-in for holidays or sick leave with start and end
- ✓Nothing is left undone just because it was on the sick colleague’s note
Enter the meter reading right at the point
In the boiler room, the caretaker scans the point at the meter and types the reading into a number field, with a photo of the display if you like. The value lands in the report with date and site. You do not need a second program or a separate list for meter readings.
- ✓Custom forms with number fields, photos and required entries
- ✓Values per site and date, ready to analyse and export
- ✓Report anything unusual, such as a leak, straight away as a defect
Defect QR in the stairwell: residents report it themselves
Put up one QR notice per building in the stairwell. Residents scan it, take a photo of the damage and send the report, with no app and no login. The report arrives as a task for the responsible caretaker, with photo and site. Anyone who prefers to call can reach Hannah, the AI phone assistant.
- ✓Printable notice for each site
- ✓Report with photo, no account needed for residents
- ✓Defect, task and completion in one traceable chain
The property manager sees all their buildings directly
Instead of sending reports one by one, give the property manager their own access. There they see for their sites when checks took place, which defects are open and what has been done. You decide what is visible.
- ✓Own client access for each property manager
- ✓Only their own sites, no one else’s data
- ✓Reports also sent automatically by email if you wish
Caretaking, cleaning and winter service at the same building
Many caretaking companies also clean the stairwell, clear snow or put out the bins at the same building. In LiteLog, all of these jobs belong to the same site: whoever scans at the entrance sees what is due today, whichever trade it belongs to. Pure time-tracking apps cover working hours only, pure guard-tour tools security only.
- ✓Stairwell cleaning, lawn mowing and winter service as tasks at the same site
- ✓One account per employee, even if someone cleans one day and repairs the next
- ✓One record per building across all services instead of three lists from three programs
Working time at the building: check in at the point, not at the office
Your caretakers check in on site by holding the smartphone to the NFC point or scanning the QR code. The time is booked to the right building, even when someone visits five properties a day. The office sees who is where right now. At the end of the month, the proof of service for each property manager is ready.
- ✓Check in via NFC or QR at the building, no time clock
- ✓Times kept separate per property, even with several buildings a day
- ✓Proof of service per property manager as audit-proof PDF/A
More than time tracking: where, how long and what
Typical time tracking shows when. LiteLog shows where, how long and what. Checking in at the building becomes proof your property manager can follow. How this differs from general business and time tracking software is shown in the comparison LiteLog vs. clockin.
- ✓Scan on site: A printed QR code is enough to get started. Nobody can photograph an NFC chip: whoever scans it was really standing in front of it.
- ✓Minimum duration per visit: You set how long a visit lasts at least. If someone spends less time on site, the site manager gets a message.
- ✓Marked property area: You mark the property on the map. That way you see which times were recorded on site and which outside it.
- ✓Tasks and photos: Completed tasks and photos show what was done on site.
Road salt, light bulbs, keys: supplies per building
In winter the road salt runs out, the basement is missing a spare bulb, and the master key is with someone, somewhere. With the optional supplies module, your caretakers book consumption directly at the site. You hand out keys and equipment with a signature, so it is always clear who has what.
- ✓Stock per building with a warning before the road salt runs out
- ✓Key handover with signature and a PDF receipt
- ✓Lawn mowers, leaf blowers and keys tracked by NFC or QR label
Public-safety duties, DGUV & GEFMA: records that hold up
Caretaking services are increasingly subject to contractual documentation duties and public-safety obligations. LiteLog documents in an audit-proof, tamper-proof way: every entry carries a timestamp, person and site assignment and cannot be changed after capture — corrections are documented as a separate process, so the chain of evidence stays complete.
- ✓Public safety & DGUV: Winter service, patrols and maintenance documented — in the event of damage or an audit you deliver the proof per site, ready to submit.
- ✓Working time: Sign in and out tamper-proof via smartphone or NFC terminal — prepared for mandatory electronic time recording.
- ✓FM proof of service per GEFMA: Complete chain of evidence per property, as PDF/A in corporate design.
Data from the building stays in Germany
Defect reports often contain names, flat numbers and photos from inside the building. LiteLog stores all data on servers in Frankfurt and encrypts it in transit. Roles decide who sees what: caretakers their buildings, the office everything, the property manager only their own sites.
- ✓Hosting in Frankfurt, no transfer to third countries
- ✓Roles and permissions per employee and per property manager
- ✓Encrypted transfer, entries cannot be changed afterwards
The winter-service evidence chain
With black ice, what counts is not whether you cleared it — but whether you can prove it. The chain from scheduled tour to report documents every run reliably: with person, time, location and photo, unchangeable from capture — as a by-product of the daily routine.
- ✓Also for playground checks and public-safety duties: patrol + checklist = audit-proof documentation
- ✓What winter-service documentation is mandatory and what the record must contain: winter service documentation
Clearing tour scheduled
per site, recurring
Scan + photo on site
timestamped, unchangeable
Report to the owner
sent automatically
Liability question? Proof ready
in seconds, not file searches
Common concerns
Before switching to an app, caretaking companies ask us the same three questions again and again.
- ✓Too complicated for my team? Your staff only need to scan. The app shows the rest: the tasks for this location, without searching or clicking through.
- ✓Language barriers? The app and checklists appear in your staff’s language.
- ✓Subcontractors? Subcontractors get their own access and only see their own staff.
Ready to go in three steps
No IT project, no expensive hardware: all you need is one NFC tag or QR code per building and the smartphones your people carry anyway. The typical path is a pilot with one site, followed by a rollout to further buildings.
- ✓1. Create sites, attach tags: One weatherproof NFC tag or QR sticker per building — at the entrance, in the plant room, in the utility room. No drilling, no wiring.
- ✓2. Sign in & document tasks: Hold the smartphone to the tag, capture the task with a photo, sign out. Works offline and synchronises automatically — intuitive to use even across language barriers.
- ✓3. Property record at the push of a button: At the end of the month, export the record per property — patrols, completed tasks, defects and times as an audit-proof PDF/A straight to the property manager.
More than 10 years experience in this industry
Companies already working with LiteLog
86M
People of aplio bank
3-star hotel with 2 locations digitizes control rounds with two company smartphones and no extra hardware.
Sekuris Services GmbH & Co. KG
Cyfrowa kontrola wartowników i rejestracja czasu w ponad 20 lokalizacjach w całych Niemczech
Read the customer story →Integrationen
Verbindet sich mit Ihren Tools
Hannah fügt sich nahtlos in die Software ein, die Ihr Unternehmen täglich nutzt — Kalender, CRM, Messenger und natürlich LiteLog.
Wszystkie funkcje Caretaker App for Patrols, Tasks and Defects
Rounds & Control Routes
Did the night shift really check every floor? Patrols built from NFC or QR checkpoints guide your staff step by step through the site — every scan is documented audit-proof, and if a patrol is missed, the alarm system triggers automatically.
Mehr dazuIncident Documentation
Forced door, water damage, shift handover: your employee takes a photo or records a voice memo — the AI categorizes the report automatically, and serious cases escalate via workflow straight to the site manager.
Mehr dazuTime Tracking via QR Code
Clock in, break, clock out — one QR scan at the site is enough. Unlike plain time tracking, LiteLog also documents where the work happened: every stamp carries time, location and user, and becomes solid ground for payroll and client invoicing.
Mehr dazuAttendance Tracking App
LiteLog's attendance tracking app replaces paper lists and Excel: check-in via smartphone, QR code, NFC or kiosk — tamper-proof with time and location. You see live who is on site right now; in an emergency, one click turns it into the evacuation list.
Mehr dazuService-Level Reports
Measure agreed service levels per client automatically and deliver a revision-safe service-level report at the end of every period.
Mehr dazuAlarm Notifications
Night shift not started, patrol skipped, check-in missing? LiteLog doesn't wait for the monthly report — it alerts immediately, via push, email, SMS or phone call, optionally as a multi-level escalation chain.
Mehr dazuDie harten Vorteile (messbar)
Darum wirkt LiteLog sofort
Audit-sicher ab Tag 1
Keine Nachweisdiskussion mehr – alle Signaturen sind gerichtsverwertbar dokumentiert.
DSGVO-konform & Server in Deutschland
Ihre Daten werden DSGVO-konform in deutschen Rechenzentren verarbeitet.
Push-Warnungen
Abweichungen aktiv erkennen – statt sie zufällig zu entdecken.
FAQ
Häufige Fragen zu LiteLog
How much does caretaker software cost?
LiteLog has three flat prices: Basis €79 per month for up to 15 employees, Betrieb €199 for up to 50 employees, Profi €399 for up to 150 employees. Which plan applies depends only on the number of employee accounts; sites, rooms and devices are unlimited and client logins never count. No setup fees, no special hardware. You start with a free 14-day trial and see the full feature set before you decide.
Do I need special hardware for the caretaker software?
No. LiteLog runs on the caretakers’ own smartphones (Android and iOS). Check-ins only need QR codes you print yourself or NFC tags; fixed terminals or time clocks are not required. Your own compatible devices can be added at any time.
Is the caretaker software GDPR-compliant?
Yes. LiteLog hosts all data in Frankfurt on German servers, encrypts data transfers and offers role-based access controls. Clients receive restricted access and only see the evidence for their own sites. This reliably meets the requirements for technical and organisational safeguards.
Does the caretaker software also cover cleaning and security?
Yes. Unlike specialised tools (pure time-tracking apps for working hours only, pure guard-tour tools for security only), LiteLog brings several trades together in one system. Caretaking, cleaning and security staff work with the same site and employee master data, one login and shared analytics — without duplicate entry.
How long does it take to set up the caretaker software?
Setup typically takes less than an hour: sign up in the portal, create sites and tours, invite staff and place QR codes or NFC tags at the locations. No IT technician and no server infrastructure are required. Onboarding guides and videos are available.
Does the caretaker software work offline?
Yes. Patrols and tasks can be captured offline, e.g. via NFC in basements or areas without mobile coverage. Data is synchronised automatically once an internet connection is available.
Do caretakers have to type incident reports?
No. They simply speak the report as a voice memo – even with gloves on or on the move. LiteLog transcribes the recording GDPR-compliant in the EU and automatically classifies the incident by category and severity. A burst pipe escalates immediately via your workflow rules instead of waiting in a text note.
How do I optimise patrols in facility management?
Effective facility patrols follow four principles: (1) adapt routes to the property type (residential vs. commercial vs. industrial), (2) set intervals according to criticality (daily, weekly, monthly), (3) place checkpoints at critical spots (main entrance, plant room, underground car park, emergency exit), (4) document and escalate deviations automatically. LiteLog supports all of this in one app — without manual post-processing.
How do I digitise patrols in a caretaking service?
Paper checklists are replaced by NFC or QR checkpoints on the property. LiteLog records every patrol with a timestamp, GPS verification and photo documentation on a normal smartphone — without special hardware. This automatically creates a complete record that you deliver to your clients as a report. Particularly relevant for caretaking services with multiple properties and documentation duties.
How does time tracking for caretakers work?
An NFC tag or QR code is attached to each building. The caretaker signs in on arrival and signs out on leaving. Working time is recorded per site — automatically and without manual entry. With several buildings per day, a complete time log is created, ready for payroll and clients.
What does the property manager see?
The property manager receives structured reports per site and period: patrols, completed tasks, defect reports and time logs. Internal details are controlled via roles and permissions — each client only sees the records for their own sites.
When does electronic time recording become mandatory?
Since the ECJ ruling of 2019 and the German Federal Labour Court decision of 2022, employers in Germany must systematically record their employees’ working hours — regardless of company size. A mandatory electronic form is not yet in force, but the draft law provides for it. With LiteLog you record sign-in and sign-out tamper-proof via smartphone or NFC terminal and are prepared for the obligation.
How do I document winter service so the record holds up in court?
As an evidence chain within the daily routine: the clearing tour is scheduled per site, on site a scan plus photo is enough — both with unchangeable timestamps. The report to the owner goes out automatically. If a black-ice liability question comes up months later, the proof is available in seconds instead of file folders. What documentation is mandatory is explained in our article on winter service documentation.
How do tenant reports work in LiteLog?
Tenants scan the defect QR in the stairwell, take a photo of the damage and send the report, with no app and no login. A workflow turns it into a task for the responsible caretaker, and the property manager sees the status in the client access without having to ask. Anyone who prefers to call can reach Hannah, the AI phone assistant. From report to completion, everything stays traceable.
How do I keep maintenance and inspection dates under control?
Via the maintenance chain: the device inventory knows every inspection interval and reminds you in time, a workflow creates the task, completion happens with an inspection form — and the proof stays archived on the device. The same pattern covers playground checks and other public-safety duties.
Can I track road salt, tools and keys in LiteLog?
Yes. The optional material module keeps consumables such as road salt or light bulbs per site as a provable journal with minimum-stock alerts. Equipment and serialized items — keys, machines, radios — are issued to people with an on-screen signature, an issue receipt as PDF and per-item tracking via serial number, NFC chip or QR label. The module deliberately does not replace purchasing.