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 Utilization Rate: How to Track It Accurately and Improve Fleet Efficiency

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

AUTOsist Team

Feb 12, 2026

Key Takeaways: Maximizing Fleet Utilization

Utilization measures time efficiency, not just availability. A vehicle can be ready but still unproductive if it isn’t assigned meaningful work.
Accurate classification of time is critical. Mixing maintenance or idle hours with productive time leads to misleading numbers.
Benchmarks vary by industry. A construction fleet’s ideal rate differs significantly from a delivery operation.
Low utilization often signals structural issues. Oversized fleets, poor scheduling, and downtime usually sit at the root.
Automation improves accuracy and speed. Digital dashboards and mileage tracking eliminate spreadsheet errors.
Balanced utilization beats maximum utilization. Overuse increases breakdown risk and long-term costs.
Continuous data analysis drives improvement. Regular reporting and proactive adjustments keep fleets efficient year-round.

What Is Fleet Utilization Rate?

Fleet utilization rate measures how much of your fleet’s available time is actually being used for productive work. In simple terms, it answers the question: Are your vehicles earning their keep, or sitting idle?

For fleet managers, utilization is one of the clearest indicators of operational efficiency. A low rate usually signals wasted capital, unnecessary maintenance costs, and underperforming assets. A healthy rate, on the other hand, suggests that vehicles are scheduled well, routes are optimized, and demand aligns with fleet size.

It’s important not to confuse utilization with other common fleet metrics:

Availability measures whether a vehicle is ready for service.
Productivity looks at output per trip or per driver.
Utilization focuses strictly on time used versus time available.

A vehicle can be available 95% of the time but only utilized 50%. That gap is where most hidden costs live.

How to Calculate Fleet Utilization Rate

The Standard Fleet Utilization Formula

The basic formula is straightforward:

Fleet Utilization Rate (%) = (Total Utilized Time ÷ Total Available Time) × 100

Let’s break that down with a real-world example.

Imagine a delivery van is available 10 hours per day for 22 workdays in a month:

Available Time: 10 × 22 = 220 hours
Utilized Time: 165 hours spent delivering packages
Utilization Rate: (165 ÷ 220) × 100 = 75%

A 75% utilization rate is generally considered strong for delivery fleets. However, context matters—construction or seasonal fleets might have very different targets.

To ensure accurate calculations, you need consistent time tracking. This is where digital tools such as trip log and mileage tracking systems help automate the process instead of relying on manual logs.

What Counts as “Utilized” vs. “Available” Time

One of the biggest mistakes fleets make is misclassifying time. Utilization numbers only become meaningful when categories stay consistent.

Here’s how most high-performing fleets define them:

Utilized Time typically includes:

Active deliveries or service calls
Approved job site travel
Revenue-generating trips
Emergency dispatches

Available Time usually includes:

Scheduled work hours
Vehicles ready for dispatch
On-call availability periods

Time that should not count as utilized:

Preventive maintenance
Breakdown downtime
Long idle parking
Administrative holding periods

Maintenance time is especially important. Many fleets accidentally inflate utilization by counting maintenance hours as productive time. Using a centralized vehicle service history system keeps this distinction clear and prevents misleading performance reports.

Industry Benchmarks: What’s a Good Utilization Rate?

There is no universal “perfect” utilization rate. Different industries operate under different conditions, seasonal patterns, and demand cycles.

Typical benchmark ranges look like this:

Delivery & Logistics Fleets: 70–85%
Construction Fleets: 55–70%
Municipal / Government Fleets: 50–65%
Service & Repair Fleets: 65–80%
Rental Fleets: 75–90%

The myth that “higher is always better” can actually hurt operations. A 95% utilization rate might sound impressive, but it often leads to:

Increased breakdown risk
Overworked drivers
Reduced preventive maintenance windows
Higher long-term repair costs

Balanced utilization is the goal—not maximum usage at all costs.

Common Causes of Low Fleet Utilization

When utilization drops, the root cause usually falls into predictable categories. Diagnosing early prevents long-term inefficiency.

Several practical factors tend to drag utilization down:

Oversized Fleets: Too many vehicles for the workload
Poor Scheduling: Overlapping assignments or missed dispatches
Excessive Downtime: Breakdowns and delayed repairs
Seasonal Demand Fluctuations: Idle vehicles during off-peak periods
Inefficient Routing: Longer trips than necessary
Lack of Visibility: No real-time tracking data

Many of these problems stem from disconnected data sources. When maintenance logs, mileage tracking, and scheduling systems don’t communicate, fleet managers operate on guesswork instead of evidence.

How to Track Fleet Utilization Effectively

Manual Tracking Methods

Manual tracking still exists, especially in small fleets or early-stage operations. It usually involves spreadsheets, printed logs, or whiteboard scheduling.

Common manual methods include:

Excel mileage sheets
Driver trip logs
Paper maintenance calendars
Dispatch notebooks

While inexpensive, manual systems often create data delays and human error. Over time, inconsistencies accumulate and skew utilization reports.

Automated Tracking with Fleet Management Software

Modern fleet management software replaces guesswork with continuous data collection. Instead of piecing together reports, utilization metrics update automatically.

Automated systems typically capture:

Real-time vehicle location
Mileage accumulation
Engine hours and idle time
Maintenance status
Work order history

Using platforms such as fleet reports and dashboard tools allows managers to view utilization trends across weeks or months instead of isolated snapshots. Integration with telematics also helps align route data with vehicle availability, closing the gap between planning and execution.

7 Strategies to Improve Your Fleet Utilization Rate

Improving utilization requires both operational adjustments and data-driven decisions. The following strategies consistently produce measurable gains when applied correctly.

Before implementing changes, review your current metrics and identify the biggest inefficiencies. Then apply targeted improvements such as:

Right-Size Your Fleet: Analyze usage patterns and retire or reassign underused vehicles rather than automatically expanding the fleet.
Optimize Routes: Use GPS and telematics to shorten trip distances and reduce idle travel time.
Improve Preventive Maintenance Scheduling: Planned maintenance prevents unexpected downtime and keeps vehicles operational longer.
Enhance Dispatch Coordination: Align driver schedules and job assignments with real-time availability.
Reduce Idle Time: Monitor engine idle hours and introduce driver accountability programs.
Cross-Utilize Vehicles: Share vehicles across departments instead of dedicating them to single teams.
Make Data-Driven Decisions: Use analytics rather than intuition when purchasing or replacing assets.

Many fleets see immediate improvements simply by consolidating data into one centralized platform. Articles such as Fleet Management Analytics and Metrics: Data-Driven Guide for Fleet Managers highlight how actionable metrics lead to smarter utilization planning.

When fleet managers combine consistent tracking, realistic benchmarks, and strategic adjustments, utilization becomes a controllable performance lever rather than a mystery metric.

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