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.

How GPS Tracking Helps Fleets Make Better Decisions

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

GPS tracking helps fleets make better decisions by turning vehicle activity into accurate, real time operational data. Instead of relying on assumptions, delayed reports, or phone calls, fleet managers can use a comprehensive fleet tracking and telematics platform to see where vehicles are, how they are being used, and where improvements can be made. Better visibility leads to better dispatching, maintenance planning, fuel management, and driver accountability.

For fleets in industries such as construction fleet operations and transportation services, GPS tracking provides the information needed to make faster decisions with greater confidence. The result is improved efficiency, reduced operating costs, and better service delivery across the entire fleet.

Key Takeaways

GPS tracking provides real time operational visibility
Managers can see vehicle locations, routes, and activity without relying on manual updates.
Better data leads to better dispatching decisions
The closest available vehicle can be assigned to jobs faster.
GPS tracking supports preventive maintenance
Mileage and usage data help fleets schedule service at the right time.
Driver accountability becomes easier
Objective data helps identify speeding, idling, and route deviations.
Fleet performance becomes measurable
Managers can track fuel usage, utilization, downtime, and service efficiency.

Why Fleet Decisions Become Difficult Without Accurate Vehicle Data

Fleet managers make dozens of decisions every day. Without reliable vehicle data, many of those decisions become reactive rather than strategic.

Common Decisions Fleet Managers Make Every Day

Typical fleet decisions include:

Dispatching vehicles to new jobs
Planning routes
Scheduling maintenance
Managing fuel costs
Monitoring driver activity
Improving customer service

Many fleets still depend on spreadsheets, phone calls, and delayed reports. This often creates information gaps that slow decision making.

What Happens When Visibility Is Limited

When managers cannot see fleet activity clearly, several problems occur:

Limited Visibility Issue	Operational Impact
Unknown vehicle locations	Dispatch delays
Inefficient routing	Higher fuel costs
Unbalanced vehicle usage	Faster wear on some assets
Delayed reporting	Reactive decisions
Poor communication	Customer frustration

How GPS Tracking Turns Fleet Activity Into Actionable Information

GPS tracking does much more than display vehicle locations on a map.

Real Time Vehicle Location Data

Modern fleet GPS tracking software provides live visibility into vehicle movements. Managers can instantly identify vehicle locations and monitor active operations.

Historical Route and Trip Information

Historical data reveals trends that may otherwise go unnoticed.

For example, managers can review:

Repeated traffic delays
Frequent route deviations
Long idle periods
Excess mileage

Fleets that regularly review historical data often uncover opportunities to reduce operating costs.

Vehicle Utilization Insights

Utilization reports help determine whether vehicles are being used effectively.

A fleet may discover:

Vehicles sitting idle for long periods
Certain assets carrying most workloads
Opportunities to balance vehicle assignments

Managers looking to improve utilization often benefit from reviewing fleet tracking solutions for operational efficiency.

Better Dispatching and Route Decisions With GPS Tracking

One of the most immediate benefits of GPS tracking is improved dispatching.

Assigning the Closest Vehicle to the Job

When a service request arrives, managers can locate the nearest available vehicle and assign work immediately.

Workflow Example

Customer Request → Locate Available Vehicles → Select Closest Unit → Dispatch Driver → Complete Job

This process reduces response times and improves productivity.

Identifying Route Inefficiencies

GPS tracking highlights unnecessary mileage and inefficient routing.

Managers can identify:

Repeated detours
Congested routes
Unnecessary travel time
Excess fuel consumption

Many fleets use insights from GPS tracking for fleet management best practices to improve route planning.

Improving Customer Service Through Accurate ETAs

Accurate arrival estimates improve communication with customers.

Benefits include:

Better scheduling
Fewer missed appointments
Improved customer confidence
Faster issue resolution

How GPS Tracking Supports Maintenance and Asset Management Decisions

GPS tracking becomes even more valuable when connected with maintenance workflows.

Tracking Mileage for Maintenance Scheduling

Accurate mileage data supports preventive maintenance planning.

By combining GPS data with fleet preventive maintenance schedules, managers can schedule service based on actual vehicle usage rather than estimates.

Identifying Vehicles With Excessive Use

GPS data quickly highlights vehicles operating significantly more than others.

These vehicles may require:

Earlier inspections
More frequent servicing
Closer monitoring

Managers can also use vehicle service history tracking to evaluate maintenance trends.

Reducing Downtime Through Better Planning

A proactive maintenance workflow looks like this:

GPS Mileage Data → Service Trigger → Inspection → Work Order → Scheduled Maintenance → Vehicle Returns To Service

Fleets that follow this process often reduce unexpected breakdowns and downtime.

Using GPS Data to Improve Driver Performance and Accountability

GPS tracking helps managers create consistent performance standards.

Identifying Excessive Idling

Idle time increases fuel consumption and operating costs.

Managers can monitor:

Daily idle hours
Fuel wasted while idling
High idle locations

When paired with fleet fuel management software, GPS data provides a clearer picture of fuel efficiency.

Monitoring Driving Patterns

GPS systems can reveal:

Speeding events
Aggressive acceleration
Harsh braking
Route deviations

These insights help improve safety and reduce vehicle wear.

Building More Consistent Fleet Policies

Objective data allows managers to enforce policies fairly.

Instead of relying on assumptions, decisions are based on measurable performance metrics.

Fleet Metrics GPS Tracking Helps Managers Improve

GPS tracking directly impacts key fleet KPIs.

Fuel Consumption and Mileage Efficiency

Example:

Monthly fuel spend: $12,000
Reduction through route optimization: 8%

Potential savings:

$12,000 × 8% = $960 per month

Vehicle Utilization Rates

Managers can identify assets that are:

Underutilized
Overutilized
Appropriately assigned

On Time Job Completion

Improved dispatching often leads to higher service completion rates and better customer satisfaction.

Fleet Downtime Trends

Combining GPS data with fleet maintenance work order management helps managers identify recurring downtime patterns.

What To Look For In A GPS Tracking Solution

Not all GPS systems provide the same value.

Real Time Visibility

Look for:

Live vehicle tracking
Accurate location updates
Mobile accessibility

Maintenance Integration

The best systems integrate with:

Maintenance scheduling
Inspections
Service records
Mileage tracking

Solutions that combine telematics and maintenance data often provide stronger operational insights. Additional guidance can be found in the fleet telematics maintenance integration guide.

Reporting and Analytics

Reporting should help managers understand:

Vehicle usage
Fuel trends
Driver behavior
Maintenance performance

A robust fleet reports and dashboard platform makes this information easier to analyze.

Mobile Access and Driver Communication

Mobile access helps managers and drivers stay connected regardless of location.

Final Thoughts

GPS tracking helps fleets make better decisions by replacing assumptions with accurate operational data. From dispatching and route planning to maintenance scheduling and driver accountability, better visibility creates better outcomes. When GPS tracking is integrated with maintenance, inspections, fuel management, and reporting tools, fleet managers gain a complete picture of fleet performance and can make decisions that improve efficiency, reduce costs, and increase vehicle availability.

Frequently Asked Questions

How does GPS tracking help fleet managers make better decisions?
GPS tracking provides real time location, route, mileage, and utilization data so managers can make informed decisions about dispatching, maintenance, fuel management, and driver accountability instead of relying on assumptions.
What fleet decisions can GPS tracking improve?
GPS tracking helps improve decisions related to vehicle dispatching, route planning, preventive maintenance scheduling, asset utilization, driver performance management, and customer service response times.
Can GPS tracking help identify underused or overused vehicles?
Yes. GPS utilization reports show how often each vehicle is used, helping managers redistribute workloads, reduce unnecessary asset purchases, and prevent excessive wear on heavily used vehicles.
How does GPS tracking support maintenance decision making?
GPS tracking provides accurate mileage and usage data that can trigger preventive maintenance schedules, helping fleets service vehicles before breakdowns occur.
What data should fleet managers monitor from a GPS tracking system?
Fleet managers should regularly monitor vehicle utilization, idle time, fuel efficiency, route performance, mileage, on time job completion rates, and fleet downtime trends to support better operational decisions.