Everything you need to get your team set up and start running inspections.
Overview
Masc Inspect is a digital inspection app that can be configured for any environment where official, documented site inspections are required — commercial cleaning, construction, real estate and property management, to name a few. Multiple staff members across your organisation can each carry out inspections of your sites, scoring every building area and item against a pre-configured 1–5 standard.
Anything that doesn't meet standard is automatically pulled into a corrective actions list — you never have to flag it yourself. From the finished report you can save it, download it as a PDF to share with your client, or email or WhatsApp a summary.
If there's anything to fix, you can send the corrective actions — with photo evidence — straight to whoever's responsible for fixing them, via a link: no login or app install needed on their end, and you choose how to send it (text, email, WhatsApp, whatever suits). They tick off each item themselves as it's done, and you're notified automatically the moment everything's confirmed fixed — closing the loop without any back-and-forth.
Getting started
Whatever email address you typed into Stripe at checkout becomes your organisation's owner identity. If you subscribed via Masc Suite 26, you'll get an automatic welcome email straight after checkout with a "Create your account →" link for Masc Inspect (and the same for Orders and Attendance).
Clicking it takes you straight to Masc Inspect's sign-in screen already switched into signup mode with your email pre-filled — you just need to add your name and choose a password.
If you subscribed to Masc Inspect on its own rather than through Masc Suite 26, there's currently no welcome email — go directly to app-inspect.mascsoftai.com.au and click "New here? Create an account" yourself.
Enter your name, the exact email address you subscribed with, and a password of your choosing (at least 8 characters, typed twice to confirm), then click Create Account. This does not sign you in automatically — you'll see a confirmation message and be switched back to the sign-in screen. Depending on your account settings you may also need to confirm your email address via a link sent to your inbox before signing in will work. Once that's done, sign in with that same email and your new password — you'll land on a blank inspection form, ready to start (not a finished report — that's a separate screen you only reach after scoring something).
Why the exact email matters: your login only gets connected to your business because it matches the email your subscription (or invite) was created under. If you use a different or mistyped email at signup, you'll still be able to sign in — you'll just see a "No organisation found" screen instead of the app, since there's nothing on our end linking that login to your business. If that happens, check for typos against the email you subscribed with, or email admin@mascsoftai.com.au and we'll sort it out.
Same account-creation steps as above, except you use your own individual email address — the one your organisation's owner or admin entered for you specifically when they invited you (not the subscription email, and not anyone else's). See "Inviting teammates" below for what the invite itself looks like.
Click "Forgot password?" on the sign-in screen, enter your email, and follow the link that's emailed to you to set a new one.
Your organisation
Your organisation's name is set automatically from the company name you entered when starting your trial, and appears at the top of the form and on every report exactly as you typed it there.
It can't be renamed inside the app — this is deliberate. Your organisation name doubles as a visible "whose account is this" tag: if a report or corrective-action link is ever forwarded outside your business, or someone signs in who shouldn't have access, your real company name stays showing and can't simply be edited away to disguise it.
Made a typo at checkout, or need it updated for a genuine reason (e.g. a trading name change)? Email admin@mascsoftai.com.au and we'll update it for you — it's not a self-serve setting.
Adding your team
Only an org Owner or Admin can invite people. Once signed in, click "👥 Team" in the top header bar to open the Team page. You'll see how many seats your plan includes and who's already on your team.
Under "Invite Teammate", enter that person's own individual email address — not your subscription email, and a different one for every teammate — choose their role (Inspector or Admin), and click "+ Send Invite".
They'll automatically be emailed "Create your account →" links for all three apps — Masc Inspect, Masc Orders and Masc Attendance — with their email already filled in on each, since the invite grants access across your whole business, not just Masc Inspect. They only need to click through and create an account on whichever app(s) they'll actually use. If that email doesn't arrive (spam filters happen), you can always let them know directly yourself instead — either way, they must sign up using the exact email address you invited them with, or they'll hit the "No organisation found" screen described above.
Important: Masc Inspect is currently the only one of our apps with a Team page. If your business also uses Masc Orders and/or Masc Attendance, invite people here regardless of which app they'll actually use day-to-day — once they sign up, they'll automatically have access to every app your business is subscribed to.
Made a mistake or the person isn't joining anymore? Find them under "Pending Invites" and click Cancel to free up their seat.
Conducting a site inspection
Start by filling in Client Name, Site Address and Inspector Name (required), plus Client Representative and Cleaners on Site if useful. We'd also recommend always filling in Client Email and Cleaners Email — the app doesn't force you to, but the "✉️ Email" button (see below) sends the report straight to whichever of these two fields you've filled in, so leaving them blank means that button has no one to send to.
You'll notice a report number badge (e.g. #MI-20260821-0915-482) next to "Inspection Details" — generated automatically, nothing you need to do. It's built from MI (Masc Inspect), the date and time you opened this inspection (24-hour time), and a random 3-digit number on the end. It's fixed the moment you start the inspection, not when you finish or send it, and it carries through onto the PDF, the emailed summary, and any cleaner sign-off link. Worth knowing: this number is only generated once per browser session — if you run a second, separate inspection in the same tab without reloading the app in between, it will currently get the same number as the one before it. If in doubt, close and reopen the app between site visits.
For every item, tap a score from 5 down to 1 based on the criteria shown on-screen next to each number:
Tap "N/A" instead if an item genuinely doesn't apply at this site (e.g. no disabled toilet on-site) — N/A items are left out of the overall score entirely, so they never count for or against you.
Scores of 4 or 5 do not get added to the corrective action report. Any item scored 3, 2 or 1 is automatically added to the corrective actions list on the report — you don't need to do anything extra to flag it.
Under any item, tap "📷 Camera" to open your device's camera directly and take a photo of the issue — once you take the shot, your device returns you straight back to the report with the photo already attached, no extra steps needed. If you already have a relevant photo saved on your device instead, tap "🖼️ Gallery" to pick one from your photo library. You can attach as many photos as you like to a single item; tap the small ✕ on a thumbnail to remove a photo you no longer want.
Inspection templates
Every new inspection starts from the ⭐ Master Template — our default set of building areas and items, shown in the "📋 Inspection Templates" dropdown. It's protected and can't be overwritten or deleted, so you'll always have a safe default to come back to.
To create a template: add, remove or rename areas and items (see below) until the current form matches what you want, click "▼ Manage" next to Inspection Templates, then "+ Save Current Areas as New Template", give it a name, and click "💾 Save".
To use a template: pick it from the dropdown and click "Load" to start a new inspection from it instead of the Master.
To update a template: select it, click "▼ Manage", then "↑ Update Selected" to overwrite it with the areas currently on your form.
To delete a template: select it in the dropdown and click "🗑️ Delete" next to it (the Master Template has no delete option — it can't be removed). None of this affects inspections you've already saved or sent — only new ones started from that template afterwards.
Editing the current inspection
To add an item: scroll to the bottom of the relevant building area, type it into the "+ Add inspection item..." box, then press Enter or tap "Add".
To delete an item: tap the small ✕ button next to that item's score buttons. It's removed immediately — there's no confirmation prompt, so double- check before tapping it.
To add a building area: tap "+ Add Building Area" below the area list, then either pick one of the preset areas not already on your form, or tap "📋 Custom Area" to add a blank one you can name yourself.
To delete a building area: tap "Remove" in that area's header (top-right, next to its score badge). This removes the entire area — and every item inside it — from this inspection immediately, no confirmation prompt.
Note: all of the above only changes the inspection you're currently filling in — it doesn't change the Master Template or any saved template. If you want the change to apply to future inspections too, save it as (or update) a template — see above.
Saving your report
Once you've scored what you need to, click "Report →" at the top of the page (or the bottom of the form) to open the finished report, then click "💾 Save". This saves the report on this device, in this browser's local storage — it is not stored in the cloud and is not synced to any other device, browser or account. Practically, that means: always finish and save a report on the same device and browser you started it on, and don't rely on being able to see it from a different phone, tablet or computer.
A saved report can be found afterwards under "📋 History" — see below.
Finding old reports
Click "📋 History" in the top header bar. Reports are grouped into folders by client — tap a client's folder, then tap a report in the list to expand it, then tap "📂 Open & View Report" to bring it back into the report screen with all its scores, notes and photos intact ready to review or re-edit. To permanently remove one instead, tap "🗑️ Delete" — this cannot be undone, so be sure before confirming.
Important, please read before relying on this: right now, when you reopen a report and save it again, Masc Inspect saves it as a brand-new entry with a new report number — it does not update the original one in place. The original stays in History untouched (correctly showing its own original number), and a second, separate entry is added alongside it for your edited version. If you reopen an old report purely to check details, that's harmless. But if you're going back to genuinely correct or finish it, be aware you'll end up with two entries in History for what is really the same inspection, and the report number shown on-screen after reopening won't match the one originally saved.
We flagged this to Mark as a design question rather than silently deciding it: should re-editing an old report keep its original number and overwrite the existing entry (better for a clean audit trail, no duplicates), or always create a fresh numbered copy (keeps every version, but clutters History)? This page will be updated to describe the agreed behaviour once that's decided — for now, the above is exactly what the app does today.
Sharing your report
"📄 PDF" on the report screen generates a PDF and downloads it to your device's normal downloads location — usually your Downloads folder, unless you've changed your browser's download settings — named after the report number and client (e.g. MI-20260821-0915-482-Acme-Corporation.pdf). This is the file to use if you want to give the client an actual PDF document; the Email button below does not attach it automatically.
"✉️ Email" sends a summarised text version of the report, not the actual PDF. It opens your device's own email app with a new, already-addressed draft — to both the Client Email and Cleaners Email fields at once, if you've filled in both (it's one email to both addresses together, not two separate ones) — with a plain-text summary of the scores and corrective actions already typed into the body. No link, no attachment. Nothing is actually sent until you press Send yourself in your email app. If you want the client or cleaner to receive the actual PDF report, that's a separate step: download it first (above), then attach it to this draft yourself before sending — the two aren't linked, so do both if you want them to have both.
"💬 WhatsApp" opens WhatsApp — the app itself if it's installed on your device, or web.whatsapp.com in your browser if it isn't — with a short score/corrective- action summary pre-filled. You still choose who to send it to and press send yourself; it doesn't attach the PDF either. This needs a WhatsApp account on your device (or you scanning in via WhatsApp Web), so it's best used when you actually know your client or cleaners use WhatsApp — otherwise use Email or Send to Cleaner instead.
Corrective action sign-off
Before you send corrective actions off, it's worth working down the list on your report and setting a "📅 Rectify By Date" on each one — a due date field sitting next to the score of every corrective action. It's optional; the app won't stop you sending without it, but if you leave it blank it'll simply show as "Not set"wherever that action appears. A reminder — "Set dates before emailing" — appears under the corrective actions list to prompt you to do this before you move on to the buttons above (Email, PDF, Send to Cleaner).
The date is printed on the PDF and included in the plain-text summary sent by the "✉️ Email" button ("Rectify By: [date]"), and the cleaner sees it too on their sign-off page (as "📅 Rectify by [date]" under each item) — so it doubles as their deadline as well as yours. Set it before sending if timing matters, since there's no separate way to tell the cleaner a due date once the link's already been sent.
The report screen shows a "👷 Send to Cleaner" button whenever there's at least one corrective action (a score of 3, 2 or 1). Tapping it creates a one-time, unguessable sign-off link for this specific report — it's completely separate from the Client Email / Cleaners Email fields on the form, so it works whether or not you filled those in.
How it's shared: on a phone, your device's share sheet opens so you can send the link however suits — text, email, WhatsApp, whatever the cleaner will actually see. On a desktop browser, the link is copied to your clipboard and a WhatsApp message is pre-filled for you as a starting point; you can just as easily paste the copied link into a text or email instead.
What the cleaner sees: they don't need to log in, create an account, or install anything — just open the link. They'll be asked to type their name once, then see every corrective action listed (area, item, score, your note, and any photos), each with a checkbox. As they fix each one, they tick it off — each tick saves immediately, they don't need to submit anything at the end.
How you're notified: once every item is ticked, the cleaner sees an on-screen confirmation, and an email is sent automatically — but it's worth understanding exactly where that email goes. It is not a reply to whichever channel you shared the link through, and it isn't sent to the Client Email or Cleaners Email fields either. It's sent to the login email of whoever was signed in to Masc Inspect and tapped "Send to Cleaner" in the first place — fixed at the moment the link was created, no matter how it was actually shared afterwards.
The progress banner: back on your report, a banner shows progress (e.g. "2 of 5 confirmed by cleaner so far"). This is separate from the "✉️ Email" summary above — it's specifically tracking the cleaner's sign-off, not anything to do with what's been emailed to the client. It also only updates when the report page loads — it's not live — so if you're waiting on a cleaner, reopen the report from "📋 History" to see the latest tally rather than expecting an already-open tab to update on its own.
Email admin@mascsoftai.com.au and we'll help you out.