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.

Logistics & Trucking Fleet Management: Complete Guide to Building a High-Performance Operation

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

Miya Bholat

Feb 11, 2026

Key Takeaways: Building a High-Performance Fleet Management System

Prioritize Preventive Maintenance — Scheduled service reduces breakdowns, lowers repair costs, and extends vehicle lifespan.
Track Data-Driven KPIs — Metrics such as cost per mile and fuel efficiency reveal opportunities for improvement.
Invest in Drivers — Training, incentives, and safe working conditions improve retention and performance.
Leverage Technology Platforms — Fleet management software provides real-time visibility and automation benefits.
Control Fuel Expenses — Monitoring consumption and optimizing routes significantly reduces operational costs.
Maintain Compliance Proactively — Automated recordkeeping and regular audits prevent costly violations.
Adopt Continuous Improvement — Regular reviews and performance analysis keep fleets competitive and efficient.

What Is Logistics and Trucking Fleet Management?

Logistics and trucking fleet management is the coordinated process of overseeing commercial vehicles, drivers, routes, maintenance, compliance, and operating costs to ensure goods move efficiently from origin to destination. Unlike general fleet management, logistics fleets operate under tighter delivery windows, heavier vehicle usage, and stricter regulatory oversight. A trucking company may run dozens or even hundreds of vehicles across multiple states, which multiplies operational complexity quickly.

The scope of fleet management in logistics goes far beyond simply knowing where trucks are located. It includes vehicle tracking, driver management, preventive maintenance, compliance monitoring, route planning, fuel management, and performance analytics. Every one of these areas affects profit margins and customer satisfaction. For example, a delayed delivery due to a mechanical breakdown can lead to contract penalties and lost future business.

Fleet management becomes critical because trucking companies operate on thin margins. A small inefficiency multiplied across a large fleet produces significant financial impact. Consider a 50-truck fleet spending $200,000 per month on fuel. A 5% improvement in efficiency equals $10,000 saved monthly or $120,000 annually. Effective fleet management protects revenue, improves safety, and strengthens service reliability.

Core Components of Effective Fleet Management

Vehicle Acquisition and Lifecycle Management

Vehicle acquisition decisions shape long-term profitability. Choosing between leasing and purchasing, selecting the right truck class, and evaluating resale value all influence total cost of ownership. A truck that costs $15,000 less upfront may end up costing $40,000 more over five years due to higher maintenance and fuel expenses.

Fleet managers evaluate lifecycle factors such as depreciation, insurance costs, warranty coverage, and expected mileage. Replacement planning also matters. Holding onto aging trucks too long increases repair frequency and downtime, while replacing them too early wastes capital. Data-driven lifecycle management ensures the fleet remains efficient without overspending.

Preventive Maintenance and Repair Operations

Preventive maintenance programs are the backbone of fleet reliability. Scheduled inspections, oil changes, brake checks, and tire rotations reduce unexpected breakdowns and extend asset life. Fleets that rely only on reactive maintenance often experience higher repair bills and longer vehicle downtime.

A well-structured maintenance plan includes:

Mileage-based service intervals
Digital inspection checklists
Work order tracking
Parts inventory visibility
Service history documentation

Modern software platforms like AUTOsist help fleets automate maintenance reminders, log service records, and track repair costs in one dashboard. This level of organization prevents missed services and provides transparency across the entire operation. Many fleets also reference guides such as Fleet Vehicle Maintenance: The Complete Guide to Maximizing Uptime and Minimizing Costs to benchmark their strategies.

Driver Recruitment, Training, and Retention

The trucking industry faces a persistent driver shortage, which raises recruitment costs and increases turnover. Losing a trained driver can cost thousands in hiring, onboarding, and productivity gaps. Retention strategies therefore become as important as recruitment itself.

Strong driver management programs typically include:

Competitive pay structures and bonuses
Safety and compliance training programs
Flexible scheduling options
Recognition and incentive systems
Clear communication channels

Driver training also improves safety and fuel efficiency. A well-trained driver can reduce accident risks and improve MPG through smoother driving habits. Fleets that invest in their drivers often see better retention and stronger performance metrics.

Fuel Management and Efficiency

Fuel is one of the largest operating expenses for any trucking fleet. Monitoring fuel consumption, identifying inefficiencies, and optimizing routes can significantly reduce costs. A 100-truck fleet improving fuel economy by just 1 MPG can save tens of thousands of dollars annually.

Fuel efficiency depends on multiple variables, including vehicle condition, driver behavior, idle time, and route planning. Fleet managers use fuel cards, telematics, and analytics tools to track consumption patterns. Articles like Best Practices for Fuel Management in Fleet Operations provide actionable strategies for reducing fuel waste.

Compliance and Regulatory Management

Compliance management protects fleets from fines, legal risks, and operational shutdowns. Trucking fleets must adhere to DOT regulations, Electronic Logging Device (ELD) mandates, IFTA fuel tax reporting, IRP registration, and safety rating standards. Non-compliance can result in penalties, revoked licenses, and reputational damage.

Compliance management includes:

Driver hours-of-service monitoring
Vehicle inspection documentation
Tax reporting accuracy
Licensing and registration tracking
Safety audit preparation

Software platforms streamline these tasks by centralizing records and automating reminders. This reduces administrative burden and minimizes the risk of costly mistakes.

Technology Solutions Transforming Fleet Management

Technology has reshaped fleet management from manual spreadsheets to real-time digital ecosystems. Fleet management software platforms now offer dashboards that display vehicle locations, maintenance alerts, fuel usage, and driver performance metrics in one interface. These systems enable faster decisions and greater operational visibility.

Telematics and GPS tracking provide live location data and route monitoring. Predictive analytics helps managers anticipate maintenance needs before breakdowns occur. Integration with Transportation Management Systems (TMS) allows seamless coordination between dispatch, delivery schedules, and billing.

Fleets that leverage integrated solutions often reference resources such as How Integrated Fleet Management Software Connects Your Entire Operation to understand the full potential of digital transformation.

Key Performance Metrics for Trucking Fleets

Tracking the right KPIs allows fleet managers to identify inefficiencies and measure progress. Without data, decisions rely on assumptions rather than evidence. Successful fleets monitor performance consistently and adjust strategies based on measurable results.

Important fleet KPIs include:

Cost Per Mile: Total expenses divided by miles driven
Vehicle Utilization Rate: Percentage of time vehicles remain productive
Fuel Efficiency (MPG): Indicates fuel consumption trends
Maintenance Cost Per Vehicle: Tracks repair spending
On-Time Delivery Rate: Measures service reliability
Driver Safety Scores: Reflects accident and violation records

Analytics platforms, including AUTOsist’s reporting dashboards, provide visual summaries that help managers spot trends quickly. Data-driven insights turn raw numbers into actionable strategies.

Common Fleet Management Challenges and Solutions

Rising Operating Costs

Fuel prices, maintenance bills, insurance premiums, and labor expenses steadily rise, squeezing profit margins. Without cost controls, fleets struggle to remain competitive. Solutions include fuel monitoring, bulk purchasing agreements, preventive maintenance scheduling, and route optimization software.

Vehicle Downtime and Maintenance Delays

Downtime directly reduces revenue because an idle truck generates no income. Unexpected breakdowns often stem from neglected maintenance or lack of parts availability. Preventive maintenance systems, digital inspections, and inventory tracking tools help fleets minimize downtime. Many managers consult resources like Fleet Downtime Management: 6 Ways to Reduce Vehicle Downtime for practical solutions.

Driver Safety and Retention Issues

Accidents, turnover, and low morale create operational disruptions and financial strain. Safety programs, incentive structures, and improved working conditions encourage drivers to stay and perform better. Dash cams, telematics, and ongoing training contribute to safer driving behaviors.

Staying Compliant with Changing Regulations

Multi-state operations complicate regulatory compliance because requirements vary by jurisdiction. Compliance management tools and regular training sessions keep fleets updated and audit-ready. Digital recordkeeping reduces paperwork errors and ensures documentation remains accessible.

Best Practices for Optimizing Your Trucking Fleet

Strong fleet optimization strategies combine technology, data, and human factors. The following best practices consistently produce measurable improvements:

Implement structured preventive maintenance schedules
Use analytics dashboards to guide decisions
Invest in driver training and safety initiatives
Leverage route optimization for fuel savings
Establish clear policies and procedures
Conduct regular performance reviews for vehicles and drivers

Platforms like AUTOsist assist fleets by centralizing maintenance tracking, inspections, and compliance records, reducing administrative workload while improving operational transparency.

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