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 Vehicle Maintenance: The Complete Guide to Maximizing Uptime and Minimizing Costs

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

Miya Bholat

Nov 24, 2025

Running a fleet of vehicles—whether you're managing delivery trucks, service vans, or construction equipment—can feel like you're constantly putting out fires. One day it's a transmission issue, the next it's brake problems, and before you know it, half your fleet is sitting in the shop instead of generating revenue.

But here's the thing: proactive fleet maintenance isn't just about keeping your vehicles running. It's about transforming your entire operation from reactive chaos into a well-oiled machine that delivers consistent results, day after day.

Why Fleet Maintenance Should Be Your Top Priority

Let's start with some eye-opening numbers. The average cost of unplanned vehicle downtime can range from $500 to $2,000 per day, per vehicle. For a fleet of 50 trucks, that's potentially $100,000 in lost revenue daily when things go wrong. Now imagine preventing 80% of those breakdowns through smart maintenance practices.

The benefits of proper fleet maintenance extend far beyond avoiding breakdowns:

Financial Impact: Regular maintenance typically costs 3-4 times less than emergency repairs. A $200 oil change beats a $3,000 engine replacement every time.

Operational Reliability: Vehicles that receive consistent care deliver predictable performance, helping you meet customer commitments and maintain service quality.

Safety Enhancement: Well-maintained vehicles protect your drivers and other road users, reducing liability risks and insurance premiums.

Asset Value Protection: Proper maintenance preserves resale value and extends vehicle lifespan, maximizing your return on investment.

Fuel Efficiency: Regular tune-ups and maintenance can improve fuel economy by 10-15%, adding up to significant savings across your fleet.

Essential Fleet Maintenance Best Practices

1. Create a Comprehensive Maintenance Schedule

Think of maintenance scheduling like a prescription from your doctor—it needs to be followed precisely for maximum effectiveness. Develop schedules based on multiple factors:

Mileage intervals for oil changes, filter replacements, and major services
Time-based schedules for vehicles with low mileage but aging components
Usage patterns that account for severe operating conditions like frequent stops, heavy loads, or extreme weather
Manufacturer recommendations as your baseline, adjusted for real-world conditions

2. Implement Daily Vehicle Inspections

Your drivers are your first line of defense against costly breakdowns. A simple 5-minute pre-trip inspection can catch issues before they become expensive problems:

Fluid levels and leaks
Tire condition and pressure
Lights and electrical systems
Brakes and steering responsiveness
Warning lights or unusual sounds

Make inspections easy with digital checklists that drivers can complete on their phones, automatically flagging issues for immediate attention.

3. Track Key Performance Indicators

What gets measured gets managed. Monitor these critical metrics:

Vehicle uptime percentage: Aim for 95%+ availability
Cost per mile: Track maintenance, fuel, and repair expenses
Mean time between failures: Identify problematic vehicles or components
Preventive vs. reactive maintenance ratio: Target 80% preventive, 20% reactive

4. Build Strong Vendor Relationships

Don't treat maintenance providers as mere vendors—make them partners in your success. Establish relationships with:

Certified service centers that understand your vehicle types and business needs
Parts suppliers who can provide quality components at competitive prices
Mobile service providers for on-site maintenance and emergency repairs
Tire management companies for rotation, replacement, and roadside assistance

5. Train Your Team

The best maintenance software in the world can't compensate for untrained staff. Invest in:

Driver training on proper vehicle operation and basic troubleshooting
Maintenance staff certification for specialized repairs
Safety training to prevent accidents during maintenance activities
Technology training to maximize your fleet management software investment

Leveraging Fleet Maintenance Software for Maximum Impact

Modern fleet maintenance software transforms maintenance from a reactive scramble into a strategic advantage. Here's how technology can revolutionize your operations:

Automated Scheduling and Alerts

No more sticky notes or forgotten service intervals. Quality fleet maintenance software automatically:

Schedules maintenance based on mileage, engine hours, or calendar dates
Sends alerts before services are due, preventing missed intervals
Adjusts schedules based on actual vehicle usage patterns
Coordinates with your calendar to minimize operational disruption

Real-Time Vehicle Health Monitoring

Through integration with telematics systems, modern software provides:

Engine diagnostics that identify issues before they cause breakdowns
Fuel efficiency tracking to spot problems early
Driver behavior monitoring that impacts maintenance needs
GPS integration for location-based service scheduling

Comprehensive Record Keeping

Digital maintenance records provide invaluable insights:

Complete service history for warranty claims and resale value
Parts usage tracking for inventory optimization
Cost analysis by vehicle, driver, or route
Compliance documentation for DOT inspections and regulations

Predictive Analytics

Advanced software uses machine learning to:

Predict when components are likely to fail
Recommend optimal replacement intervals
Identify patterns that lead to breakdowns
Optimize inventory levels for parts and supplies

Maximizing Vehicle Health Through Smart Monitoring

Understanding your vehicles' health goes beyond just checking fluid levels. Modern fleet management takes a holistic approach:

Engine Performance Monitoring

Track key indicators like:

Fuel consumption patterns
Engine temperature trends
Oil pressure variations
Emission levels and DPF regeneration cycles

Tire Management Programs

Tires are often the most neglected—and most expensive—fleet maintenance item. Implement:

Regular pressure checks and rotation schedules
Tread depth monitoring across all positions
Alignment checks to prevent premature wear
Strategic tire purchasing for volume discounts

Brake System Maintenance

Given the safety implications and high replacement costs, brake maintenance deserves special attention:

Regular inspection of pads, rotors, and brake fluid
Monitoring of brake adjustment and performance
Driver training on proper braking techniques
Integration with telematics for hard braking event tracking

Strategies for Maximizing Uptime

Vehicle availability is your fleet's lifeblood. Here are proven strategies to keep your vehicles on the road:

Implement Condition-Based Maintenance

Move beyond calendar-based schedules to maintenance based on actual component condition:

Oil analysis to extend drain intervals safely
Vibration analysis for early bearing and driveline problem detection
Thermal imaging for electrical system monitoring
Brake pad sensors for precise replacement timing

Maintain Strategic Spare Vehicle Capacity

Plan for 5-10% spare capacity to handle:

Scheduled maintenance without service disruption
Unexpected breakdowns or accidents
Seasonal demand fluctuations
Special projects or emergency situations

What Fleet Financial Metrics Should You Monitor?

Financial metrics are crucial for effective fleet management, providing measurable insights into operational efficiency and profitability. Key indicators like cost per mile for maintenance and the Total Cost of Ownership (TCO) help managers control expenditures and make informed decisions on vehicle lifecycle.

Monitoring these metrics helps quantify the financial value derived from maintenance activities and fleet maintenance software investments, ensuring resources are optimally utilized to maximize fleet availability and reliability.

Consider tracking these helpful metrics:

Maintenance cost per mile
Total cost of ownership
Emergency repair percentage
Return on maintenance investment
Scheduled maintenance completion rate

The Road Ahead: Your Fleet's Future Success

Effective fleet vehicle maintenance is about building a foundation for sustainable business operations. When your vehicles are reliable, your customers are happy. When your maintenance costs are predictable, your profits are protected. And when your drivers trust their equipment, your operation runs smoothly.

The investment in proper fleet maintenance software and best practices pays dividends far beyond the initial cost. You'll see improvements in uptime, reductions in emergency repairs, better fuel economy, and enhanced safety—all contributing to a stronger bottom line and more competitive business.

Remember, every day you delay implementing a comprehensive maintenance program is another day of potential lost revenue and increased risk. Your fleet is one of your largest investments, and it’s time to track it properly.

Ready to take your fleet maintenance to the next level? The tools and knowledge are available—now it's time to put them to work for you.