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.

What Is a DVIR Report? A Fleet Manager's Guide

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

Miya Bholat

May 01, 2026

Key Takeaways

A DVIR is a mandatory safety inspection report
Drivers must document vehicle condition before and after trips to meet federal compliance requirements. How DVIR Reports
DVIRs directly impact DOT compliance and CSA scores
Missing or inaccurate reports can lead to violations, audits, and out of service orders.
They help reduce breakdowns and maintenance costs
Early defect detection prevents small issues from turning into expensive failures.
The process involves drivers, dispatchers, and mechanics
A DVIR only works when defects are reported, repaired, and signed off correctly.
Digital DVIRs improve accuracy and speed
Using a digital vehicle inspection app eliminates paperwork and provides real time visibility into vehicle health.

What Does DVIR Stand For and Why Should Fleet Managers Care?

DVIR stands for Driver Vehicle Inspection Report. It is a required inspection process that ensures every commercial vehicle is safe to operate before it hits the road and properly documented after it returns.

For fleet managers, DVIR is not just paperwork. It is one of the most important frontline tools for safety, compliance, and cost control.

Every year, thousands of roadside inspections result in violations tied to poor vehicle condition. Issues like worn brakes, faulty lights, and tire defects are among the most common causes of out of service orders. These are not random failures. They are preventable issues that DVIRs are meant to catch.

When DVIRs are done correctly, they create a continuous feedback loop between drivers and maintenance teams. That loop is what keeps vehicles safe and operational.

Is a DVIR Legally Required? Understanding DOT and FMCSA Rules

Yes, DVIRs are legally required under federal law. The Federal Motor Carrier Safety Administration mandates inspections under 49 CFR 396.11 and 396.13.

These regulations require drivers to inspect their vehicles and document any defects that could affect safety or operation. Fleet managers must ensure these reports are completed, reviewed, and retained.

To understand the broader compliance landscape, many fleets rely on resources like this fleet compliance guide for DOT regulations to ensure they meet all federal requirements.

Who Is Required to Complete a DVIR?

Not every vehicle falls under DVIR requirements, but most commercial fleets do. The following categories typically require DVIRs:

Vehicles with a gross vehicle weight rating above 10001 pounds
Vehicles transporting hazardous materials
Vehicles carrying more than 8 passengers for compensation
Most interstate commercial motor vehicles

Even when exemptions apply, inspections are still considered a best practice for safety and liability protection.

What Happens If You Skip It?

Skipping DVIRs is not just a paperwork issue. It creates real operational and legal risk.

Increased likelihood of DOT violations during inspections
Lower CSA scores affecting fleet reputation and contracts
Higher liability exposure in accidents
Vehicles being placed out of service

If a defect goes unreported and leads to an accident, the absence of a DVIR can become a major legal issue.

What Is Included in a DVIR? A Section by Section Breakdown

A DVIR covers all critical components that affect vehicle safety and operation. Drivers are expected to check specific systems and report any defects.

A typical DVIR inspection includes the following areas:

Brakes including service brakes and parking brakes
Tires for wear, pressure, and damage
Lights such as headlights, brake lights, and turn signals
Steering mechanisms and responsiveness
Coupling devices and connections
Mirrors, windshield, and visibility components
Horn, wipers, and emergency equipment

Each item is inspected to identify visible defects or performance issues that could compromise safety.

To standardize inspections across fleets, many managers use a structured vehicle inspection checklist for fleet compliance to ensure nothing is missed.

Pre Trip vs Post Trip Inspections What Is the Difference?

Drivers must inspect vehicles both before and after trips, but the purpose differs slightly.

Pre trip inspections ensure the vehicle is safe before operation. Post trip inspections document any issues that occurred during use.

If defects are found during a post trip inspection, they must be reported and repaired before the vehicle is dispatched again. Mechanics must review and certify these repairs.

How the DVIR Process Works From Driver to Dispatcher to Mechanic

A DVIR is not a single step. It is a workflow that connects multiple roles within your fleet operation.

The process typically looks like this:

Driver completes inspection and notes defects
Report is submitted to the fleet system
Dispatcher or manager reviews reported issues
Maintenance team schedules repairs
Mechanic completes work and signs off

Consider a simple example. A driver completes a post trip inspection and notices reduced braking performance. That issue is recorded and submitted. The maintenance team schedules a repair before the next trip. A mechanic fixes the issue and signs off, confirming the vehicle is safe.

If any step in this process fails, the risk increases. This is why many fleets rely on systems like fleet maintenance work order software to track defects from report to resolution.

Paper DVIRs vs Digital DVIRs Why the Industry Is Moving On

Paper DVIRs have been the standard for decades, but they come with limitations that modern fleets can no longer afford.

Common challenges with paper DVIRs include:

Lost or misplaced inspection forms
Illegible handwriting leading to missed defects
Delayed communication between drivers and maintenance teams
Difficulty storing and retrieving records during audits

Digital solutions solve these issues by streamlining the entire process.

With tools like a digital vehicle inspection app for fleet drivers, fleets can:

Capture defects with photos and notes in real time
Instantly notify maintenance teams
Automatically store inspection records
Track repair status without manual follow up

Fleets that transition from paper to digital inspections often see significant efficiency gains. Even saving 5 minutes per inspection across a fleet of 50 vehicles can translate into hundreds of hours saved annually.

For a deeper comparison, this breakdown of traditional fleet logs vs digital inspection reports highlights the operational impact of switching.

How DVIR Reports Reduce Maintenance Costs and Unplanned Downtime

DVIRs are not just about compliance. They are one of the most effective tools for controlling fleet maintenance costs.

When inspections are done consistently, small issues are caught early. A minor brake issue identified during a DVIR is far cheaper to fix than a full brake failure on the road.

Consider the cost difference:

Preventive repair during scheduled maintenance is relatively low cost
Roadside breakdowns can cost thousands in towing, labor, and lost productivity

This is why DVIR data plays a critical role in preventive maintenance programs. When combined with systems like fleet preventive maintenance schedules, inspection data helps fleets plan repairs before failures occur.

Fleets that integrate DVIR data into maintenance planning reduce downtime and improve vehicle uptime significantly.

Why Fleet Maintenance Gets Harder Without a Strong DVIR System

As fleets grow, maintenance does not just increase. It becomes harder to manage.

More vehicles mean more inspections, more defects, more repair requests, and more coordination between drivers and maintenance teams. Without a structured DVIR process, this complexity quickly turns into missed issues and delayed repairs.

Many fleet managers start noticing patterns like delayed inspections, repeated breakdowns, or overlapping maintenance tasks. These are not isolated problems. They are symptoms of a system that lacks visibility and structure.

This is exactly why fleet maintenance tends to break down over time, as explained in this analysis of why fleet maintenance gets harder over time. Without consistent inspection data feeding into your workflow, small inefficiencies compound into major operational issues.

A strong DVIR process solves this by creating a consistent flow of real time vehicle condition data. Every inspection feeds directly into maintenance planning, helping teams prioritize repairs based on urgency instead of guesswork.

However, inspection data alone is not enough. It needs to be organized and scheduled properly.

One of the biggest operational challenges fleets face is overlapping maintenance tasks. When multiple repairs are scheduled without coordination, it leads to unnecessary downtime, resource conflicts, and delayed dispatches.

This is where structured planning becomes critical. Strategies like those outlined in planning fleet maintenance without overlapping tasks help fleets align DVIR defect data with maintenance schedules in a way that keeps vehicles moving.

When DVIR data and maintenance scheduling work together, fleets gain:

Better visibility into vehicle health across the entire fleet
Fewer missed or delayed repairs
Reduced downtime caused by scheduling conflicts
More efficient use of maintenance resources

This is also where tools like fleet preventive maintenance schedules become essential. By combining DVIR inputs with scheduled maintenance planning, fleets can move from reactive fixes to a more controlled and predictable maintenance operation.

How to Build a DVIR Process Your Drivers Will Actually Follow

The biggest challenge with DVIRs is not understanding them. It is getting drivers to complete them consistently and accurately.

To build a process that works, fleet managers need structure, accountability, and the right tools.

Here are practical best practices to follow:

Train drivers on why DVIRs matter, not just how to complete them
Keep inspection checklists simple and easy to follow
Require photo evidence for reported defects
Ensure fast feedback from maintenance teams
Use digital tools to reduce friction and save time

Driver adoption improves significantly when the process is fast and easy. Tools like a mobile vehicle inspection system for fleets help remove barriers and improve compliance rates.

Common DVIR Mistakes Fleet Managers Make

Even well structured DVIR programs can fail if common mistakes are not addressed.

Drivers rushing through inspections without checking details
Reported defects not being escalated or tracked
Mechanics not signing off on completed repairs
Records not being retained for the required three months

Avoiding these mistakes requires consistent oversight and systems that enforce accountability.

Frequently Asked Questions

Do all DVIR reports need to be submitted even if no defects are found?
Yes, drivers are still required to complete inspections even when no issues are identified. However, under current FMCSA rules, no defect reports may not always need formal submission depending on fleet policy, but inspections must still be performed and documented internally.
Can drivers get fined personally for incorrect or skipped DVIRs?
Yes, both drivers and fleet operators can be held accountable. Drivers may face violations during roadside inspections, while fleets can face penalties, audits, and increased liability exposure.
How long should it take a driver to complete a DVIR?
A proper DVIR typically takes 5 to 15 minutes depending on vehicle type and inspection depth. Rushed inspections often miss defects, which leads to higher long term maintenance costs.
What is the difference between a DVIR and a DOT inspection?
A DVIR is a daily driver performed inspection, while a DOT inspection is a formal roadside or annual inspection conducted by certified inspectors. DVIRs help prevent failures during DOT inspections.
What is the biggest reason DVIR programs fail in fleets?
The most common reason is lack of follow through. Drivers may report defects, but if maintenance teams do not act quickly or close the loop, the entire system breaks down and drivers stop taking inspections seriously.