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 Maintenance 101: 5 Reasons It Matters More

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

Miya Bholat

June 04, 2021

What is fleet maintenance and management?

When it comes to talking about fleet management, it’s managing commercial vehicles such as cars, vans, trucks, specialty vehicles, forklifts, trailers, etc. Fleet maintenance is defined as the process of keeping fleet vehicles in good condition so they can operate properly and provide safe and reliable transportation for businesses. If you run a fleet company, you know how important it is to take good care of your vehicles so they can stay on the road for as long as possible, while always maintaining the safety of your employees.

There’s a lot of things that go into managing these kinds of vehicles including maintenance, fuel, inspections, damage, etc. Keeping track of these things is harder than it sounds, and most people prefer to track all of this information in an Excel spreadsheet, but that isn’t the best way to manage your fleet vehicles.

Some people who have been in the business for a long time don’t believe in using the new technology that is available to us. They still believe the best and most efficient way to run their business is by writing each detail down on the same spreadsheet they’ve been using for the last 30+ years. But we are here to tell you that isn’t the best way to run your fleet business these days!

The technology we have at our fingertips is amazing and can allow you to run your business much more efficiently and smoothly, and you’ll deal with fewer issues. Investing in vehicle maintenance software is one of the best things you can do to take your fleet management business to the next level.

5 reasons why fleet maintenance and management are important

We could go on about the reasons every fleet management company should have streamlined software when it comes to fleet maintenance and management. Without proper fleet maintenance and management software in place, keeping track of all your vehicles can be extremely difficult and you could eventually drop the ball on something major, putting your team at risk.

Not only does fleet maintenance cut down time wasted for you and your drivers, but it also allows you to be proactive in any issues that may arise with any of your vehicles. Fleet vehicles are typically much bigger and heavy-duty when compared to regular vehicles, meaning they are a lot more susceptible to issues and they are much more expensive to fix than your everyday vehicle.

Putting proper fleet maintenance and management software into action is so important for any fleet company, here’s why:

1. Decrease in vehicle issues

This is a rather obvious reason to have the best fleet maintenance software in place (we’ll tell you our favorite software a little later). When you are properly inspecting and monitoring your fleet vehicles, you’ll know ahead of time or before it’s too late if something is wrong with one of your vehicles. If you’re aware of issues before they happen, your cost to repair them is most likely going to be a lot lower rather than if you waited for something major to go wrong.

2. Streamline paperwork processes

Let’s be real for a second, your employees probably hate doing paperwork the old fashion way. The technology we have at our fingertips is unreal and there is no longer a need for a crazy amount of actual paperwork. By digitizing your fleet maintenance log, it’s easier for those on the road to track stuff like mileage, gas, and anything else about their fleet vehicle. By being able to track and do everything right on your phone, tracking everything you need to just got that much easier and quicker.

3. Vehicle longevity

Most fleet drivers tend to leave their vehicles idling when they are making their scheduled stops. Leaving the engine running like that often is not good for any type of vehicle and can create a lot of wear and tear on the vehicle, while also increasing fuel usage. By using vehicle management software, you can increase the longevity of all of your vehicles, and that’s every fleet business owner’s ultimate goal, right?

4. Increase safety

Safety is always the #1 priority for all fleet companies, and your fleet maintenance log plays a major role in your safety records for each fleet vehicle. When it comes to fleet vehicles, engine troubles and not-properly maintained vehicles are the #1 risks your fleet drivers will face. By using your fleet management software, you are ensuring the safety of your vehicles and your drivers.

5. Increase efficiency

Your fleet maintenance software increases the overall efficiency of your business and your fleet vehicles. You use the software to track every single detail involving your fleet vehicles and it keeps each vehicle in top shape and allows you to keep your vehicles on the road for as long as possible.

Why Reactive Maintenance Increases Fleet Downtime

Most fleets think they're managing maintenance well until breakdowns start happening more often than expected. This usually comes down to one core issue: relying too heavily on reactive maintenance instead of a structured system.

Reactive maintenance means fixing vehicles only after something fails. While it may seem cost-effective in the short term, it creates unpredictable repairs, higher costs, and extended fleet downtime. A single missed oil change or delayed inspection can turn into a major repair that takes a vehicle off the road for days.

The alternative is building a preventive maintenance program that keeps vehicles running consistently. Instead of reacting to failures, you're identifying issues early through inspections, service intervals, and consistent tracking. This shift is what separates stable fleets from constantly disrupted ones.

Many fleets still rely on spreadsheets or memory to track maintenance, which increases the risk of missed service events. This is exactly where fleet maintenance software becomes critical, it gives you visibility into upcoming service needs and ensures nothing slips through the cracks.

If your fleet is experiencing frequent breakdowns, it's often not a vehicle problem, it's a system problem. Understanding the difference between reactive maintenance and structured tracking is the first step toward reducing downtime and controlling long-term costs.

How can AUTOsist help?

With AUTOsist, you can say goodbye to spreadsheets and outdated tracking methods! AUTOsist gives you a simple and affordable way to manage your fleet of vehicles and equipment. Our web portal and mobile app make it easier for you to keep your fleet running efficiently from wherever you are!

There are so many things that make AUTOsist stand out against competitors. Here are the key features our web portal and mobile offer our users:

Service history

Track completed vehicle maintenance with receipts and upload any necessary documentation

Inspections

Through this software, you can build custom checklists and receive notifications when things are marked off

Reminders/work orders

You and your team get push notifications and reminders for upcoming items

Fuel tracking

Track your fuel and costs

Parts inventory

Track and keep inventory count and get alerts when things are running low

User management

Assign users to specific vehicles and assets with permission control

Trip log

Track your mileage and hours spent traveling

Document management

Manage documents all in one, convenient place

Custom reports

See monthly/annual spending on maintenance, service, and more

How to Build a Scalable Fleet Maintenance System

Understanding why maintenance matters is one thing but knowing how to implement a system that scales with your fleet is what actually drives results.

A strong vehicle maintenance management process starts with visibility. You need to know what has been done, what is due, and what's overdue across every asset. This is where maintaining accurate service history becomes essential. Without it, decisions are based on guesswork rather than data.

Next comes creating a consistent maintenance schedule. Whether your fleet operates on mileage, hours, or time intervals, having a standardized schedule ensures that no vehicle is overlooked. This is especially important as fleets grow and manual tracking becomes unreliable.

Workflows also matter. A structured system for inspections, approvals, and repairs helps teams move faster and reduces delays. Using tools like fleet maintenance work order software allows you to assign, track, and complete maintenance tasks without confusion or back-and-forth communication.

Finally, scalability depends on removing manual bottlenecks. Many teams start with spreadsheets, but as operations grow, they struggle to keep up. Transitioning to fleet maintenance software gives you centralized control, automated reminders, and real-time tracking making it easier to manage 10 vehicles or 100 without increasing workload.

If you're looking at fleet management 101 from a long-term perspective, the goal isn't just to maintain vehicles it's to build a system that keeps your entire operation predictable, efficient, and easy to manage.

We pride ourselves on building software that’s easy to use so your teams can adopt it quickly. What good is software if your team doesn't use it because they can’t figure it out? Our key features focus on the important things that matter without all the clutter and confusion. Say goodbye to paperwork,and hello to the best fleet management software with AUTOsist!

Frequently Asked Questions

What is fleet maintenance and why is it important?
Fleet maintenance is the process of keeping vehicles in safe, operational condition through inspections, repairs, and scheduled servicing. It is important because it reduces breakdowns, improves safety, and controls long-term costs.
What is the difference between reactive maintenance and preventive maintenance?
Reactive maintenance fixes problems after failure, while preventive maintenance focuses on scheduled servicing to avoid breakdowns. Preventive maintenance helps reduce downtime and unexpected repair costs.
How do you manage fleet maintenance effectively?
Effective management includes tracking service history, following a maintenance schedule, performing regular inspections, and using fleet maintenance software to automate reminders and workflows.
Can small fleets benefit from fleet maintenance software?
Yes, even small fleets benefit by reducing manual work, improving tracking accuracy, and preventing missed maintenance tasks that can lead to costly repairs.
What are the key components of a fleet maintenance system?
A strong system includes service history tracking, preventive maintenance schedules, inspection workflows, work order management, and centralized data through fleet maintenance software.