How do I assign users and admins?

To add users to your account, you can click on any vehicle of your choice, then click on the “User Assignments” icon located in the top right area. Once your on the user assignments dashboard, you can assign users by the entire Garage, folders(if you have folders setup), or by a specific vehicle. You can select the “Assignments” button either on the Garage, Folder or on the vehicle itself and click on “Add New Assignment”. This will allow you to enter in the email of the user you want to assign and make them administrators if you want to. If you want to assign a user to all vehicles or folders, its best to assign the entire Garage. After they have been assigned in the user assignments area, you can have all your users create a free account either through the app or on the web portal here: https://autosist.com/portal Once they sign up, they will automatically see the vehicles you assigned to them in the Garage. Be sure they sign up with the same email that you assigned to them in the User Assignments area.

How do I move vehicles/assets into different folders?

1. Click on the folder you want the vehicle/asset to move to 2. Click the small pencil icon that shows up next to the folder name 3. Select the vehicle/asset you want to move into the folder from the list of vehicles on the right hand panel that shows up 4. Click save and the vehicle/asset will then move into that folder Please note this can only be done via the web portal.

How do I customize inspection forms?

You can create as many custom inspections as you want. Simply click on the drop down menu in the top right corner of the web portal and then click on “Inspection Template Editor”.

Can you link with GPS Trackers?

Yes, we have an open API that can link with pretty much any GPS provider out there and can update the mileage into AUTOsist real time. Please contact us for more information on how we can get that set up for you.

How do Reminders work? How do I set one?

You can set reminders and recurring reminders by date and/or odometer. You will get both a push notification and email notification of the reminders you set. Here is a brief tutorial on how it works: https://youtu.be/XcbavwS75mM

Do my records “Sync” across multiple devices? How does it work?

Yes, all your records will sync automatically across any device. The beauty about AUTOsist is that its cloud based. This means that you can access your records anytime, across any device. No matter what device or operating system you have, you can always access your records when connected to the internet. Everything is tied to the email that you signed up with. If you would like to share your records between family/friends/employees, simply use the same login credentials and anyone can manage the account.

How can I change the tracking metrics? (i.e. Kilometers, Hours, Liters, and Currencies)

AUTOsist is a global app and you an change your metrics easily. Simply click into any vehicle on your garage page and select the tools icon located in the top left corner of the app. Click on “Vehicle Settings” and you will be able to change your metrics. For the web portal, you can change it by clicking the “settings” icon next to the vehicle details and picture.

Can I export my records?

Absolutely! You can export your records in multiple ways. Either via the “Export / Backup Data” tool found within our web portal, or through the Service History Report tool. To export your data through the web portal, select the icon in the top right area named “Export / Backup Data”. You will be able to export all your data via Excel as well as have the option to export all the images you have attached to your records as well for backup. You also have the option to export all your services records via the “Service History Report” found in the tools icon in the top left corner of the app. Simply click into any vehicle on the garage page and select the tools icon in the top left corner, then select “Service History Report”. The Service History Report is a compilation of all your records you have stored on the AUTOsist app in the “Service” section. The report is sorted by the date/mileage and can be sent via email in PDF format. This is a great report to run for future buyers to prove that you took care of your vehicle. Here is a brief tutorial on how it works on the app: https://youtu.be/QyNkTnXbttk

Can I import my records into AUTOsist?

Yes you can! You can import vehicle details, service, and fuel records automatically into AUTOsist using our import tool (CSV/EXCEL Format). To access this tool, login via the web portal here and then select the drop down menu where your email is listed in the right corner, and select “Data Import Tool” then follow the instructions on the screen.

Can I transfer my receipts or other records to anyone else?

Yes, you sure can! There is tool that allows you to transfer your vehicle to anyone you please. Here is a brief tutorial on how it works in the app: https://youtu.be/BzfhC4ZV8kM You will be able to select what records you would like to transfer by entering the email address of the person you are sending to. If they are not an AUTOsist member already, we will send them an email to notify them to download AUTOsist and accept the records. Please note that we will NEVER transfer any of your records stored in the GloveBox section.

Where should I store records that are not vehicle specific (i.e. Drivers license, AAA card, etc)?

These files should be stored under the “Personal Docs” tab in the Glovebox section. This will allow you to access these records across multiple vehicles and will not be deleted when you delete a vehicle. You should store vehicle specific docs like registration and title in the “General Docs” tab. These files will be deleted if you delete your vehicle.

What happens to all my records when I delete a vehicle?

When you delete a vehicle, all your records are deleted except for records located in the “Personal Docs” tab in the Glovebox section. Files stored here will stay in your account and should NOT be vehicle specific (i.e. Drivers license, AAA card, etc)

Can I email my records stored on the app? What format does it email in?

Absolutely! All individual records are emailed in JPEG or PDF format.

I forgot my email or password / I want to change my email or password

If you forgot your password, you can go here to reset it: http://autosist.com/portal/login/forgot_password. Please email us at admin@autosist.com if you would like to change your email.

Can I search easily through my records?

Definitely – When you add a record, you should put keywords in the Title and/or the details section. For example, if you have a receipt that you did an oil change, brakes, and maybe a new exhaust. You would want to put those keywords in the Title and/or details of the receipt when so that when you search, it will find those key words.

How secure are my records/data?

We take the security of all the data you input into AUTOsist very seriously. There are multiple levels of security to protect and back up your records/data over our secure infrastructure, including: AES 256 Bit Encryption Secure Socket Layer (SSL) Daily Backups (Automatic) User generated backups (Select “Export / Backup Data” within the web portal)

Does AUTOsist cost anything?

AUTOsist allows you to manage 1 vehicle free with limited cloud storage. If you would like to manage more vehicles and want more cloud storage space, there is a small fee that you need to pay. We have special plans for our fleet customers and you can learn more about those plans by clicking here.

Fleet Preventative Maintenance Scheduling

Name: AUTOsist
Brand: AUTOsist
Rating: 4.7 (114 reviews)

Miya Bholat

Aug 18, 2025

If you've ever managed a fleet of vehicles, you know the sinking feeling when a truck breaks down at the worst possible moment. Maybe it's a delivery vehicle that fails during peak season, or a service van that leaves your technician stranded at a customer site. These breakdowns don't just cost money—they damage your reputation and stress your entire operation.

How do you solve this dilemma and stay prepared? The answer lies within the adoption of fleet software. Modern fleet maintenance software has revolutionized how businesses approach vehicle maintenance, transforming it from a reactive scramble into a proactive, well-orchestrated strategy. Let's dive into how automated maintenance scheduling can keep your fleet running smoothly and your business moving forward.

The Problem with Traditional Preventative Maintenance Scheduling

Most fleet managers still juggle maintenance schedules using spreadsheets, sticky notes, or basic calendar systems. This approach creates a cascade of problems that compound over time. Missed services lead to expensive breakdowns, while over-maintenance wastes precious time and money.

Lost paperwork and incomplete maintenance records make it impossible to track vehicle history effectively. Perhaps most frustrating of all, inventory shortages leave vehicles sitting in the shop waiting for parts that should have been ordered weeks ago. Add compliance issues with regulatory requirements, and you've got a recipe for operational chaos.

This approach creates several challenges:

Missed services that lead to expensive breakdowns
Over-maintenance that wastes time and money
Lost paperwork and incomplete maintenance records
Inventory shortages when parts aren't ordered in advance
Compliance issues with regulatory requirements

When you're managing 5, 50, or 500 vehicles, these manual processes quickly become overwhelming and error-prone.

How Modern Fleet Maintenance Software Enhances Operations

Today's fleet maintenance platforms integrate directly with Original Equipment Manufacturer (OEM) maintenance schedules, creating a seamless, automated approach to vehicle care. Here's how it works:

Automatic Schedule Creation Using OEM Guidelines

Today's fleet maintenance platforms integrate data from Original Equipment Manufacturer (OEM) maintenance schedules, creating a seamless, automated approach to vehicle care. Instead of guessing when services are due or relying on generic maintenance intervals, these systems pull exact specifications from the manufacturers themselves.

Instead of guessing when your vehicles need service, the software pulls maintenance requirements directly from manufacturer specifications. It considers factors like:

Vehicle make, model, and year
Engine type and specifications
Mileage intervals
Time-based service requirements
Operating conditions and usage patterns

This means your 2023 Ford Transit gets serviced according to Ford's exact recommendations, while your Chevy Silverados follow Chevrolet's guidelines—all automatically tracked and scheduled.

Smart Reminders That Actually Work

The system monitors each vehicle's mileage and usage in real-time, sending alerts well before service is due. You might receive notifications like:

"Vehicle #47 needs oil change in 500 miles"
"Annual inspection due for Fleet Unit 12 in 2 weeks"
"Brake service recommended for Van #23 based on usage patterns"

These aren't just calendar reminders—they're intelligent alerts based on actual vehicle data.

Comprehensive Work Order Management

When service time arrives, the software generates detailed work orders that include:

Specific tasks based on OEM recommendations
Required parts and quantities
Estimated labor time
Technician assignments
Cost tracking and budget monitoring

Everything is documented digitally, eliminating lost paperwork and ensuring consistency across all maintenance activities.

Inventory Integration and Management

The system automatically tracks parts usage and maintains inventory levels. When a work order is completed, used parts are deducted from inventory, and the system can automatically reorder items when stock runs low. This prevents the frustrating scenario where your fleet is down because you're missing a $20 filter.

Complete Maintenance History Logging

Every service, repair, and inspection gets logged with details like:

Date and mileage of service
Work performed and parts used
Technician notes and photos
Costs and warranty information
Next scheduled maintenance

This creates a comprehensive vehicle history that helps with warranty claims, resale value, and identifying recurring issues.

Industry-Specific Fleet Maintenance Software Benefits

Different industries see unique advantages from automated preventative fleet maintenance scheduling:

Transportation and Logistics

For trucking companies and logistics providers, vehicle uptime directly impacts revenue. Automated maintenance scheduling helps by:

Reducing roadside breakdowns that disrupt delivery schedules
Maintaining DOT compliance with automated inspection tracking
Optimizing route planning around scheduled maintenance windows
Improving fuel efficiency through properly maintained engines

Many customers see savings of at least 25% on maintenance. If you’d like to determine your potential fleet management software ROI, you can calculate it here.

Construction Industry

Construction fleets face harsh operating conditions that accelerate wear and tear. Fleet management software helps by:

Adapting maintenance schedules for severe-duty operations
Tracking equipment across multiple job sites
Ensuring safety compliance for heavy machinery
Managing specialized equipment with unique maintenance requirements

Construction companies often see immediate ROI through reduced equipment failures and improved project timelines.

Field Service Operations

HVAC, plumbing, electrical, and other service businesses depend on reliable vehicles to reach customers. Benefits include:

Minimizing service call cancellations due to vehicle problems
Maintaining professional image with well-maintained service vehicles
Reducing emergency repair costs through preventive maintenance
Improving technician productivity by eliminating unexpected breakdowns

Delivery and E-commerce

With the boom in online shopping, delivery fleets are working harder than ever. Automated maintenance helps by:

Supporting high-mileage operations with appropriate service intervals
Managing mixed fleets of vans, trucks, and specialized vehicles
Coordinating maintenance with seasonal demand fluctuations
Tracking vehicle performance across different delivery routes

Public Utilities and Emergency Services

Government fleets and emergency services have unique accountability requirements. The software provides:

Detailed compliance reporting for regulatory agencies
Budget tracking and forecasting for public accountability
Emergency response readiness through proactive maintenance
Asset lifecycle management for capital planning

Moving Forward: From Reactive to Preventative Maintenance

The shift from reactive maintenance to preventative fleet maintenance is about changing how you think about your vehicles. Instead of waiting for problems to occur, you're preventing them. Instead of fighting fires, you're building systems that keep your fleet running smoothly.

Modern fleet management software makes this transformation accessible to businesses of all sizes. Whether you're managing 5 vehicles or 500, automated maintenance scheduling can help you reduce costs, improve reliability, and focus on what you do best. In today's competitive landscape, the companies that operate most efficiently are the ones that survive and thrive.

Want to see how automated fleet maintenance scheduling could work for your specific operation? Contact our team for a personalized demo that shows real ROI that controls fleet costs and streamlines operations.