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.

Your Ultimate Guide to Implementing Fleet Management Software

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

Miya Bholat

Aug 13, 2021

What is fleet management software?

When it comes to getting all the right fleet management tools into place when opening or growing your fleet management business, it takes a lot more effort than searching for fleet management software, selecting the first one you come across, investing in it, and it instantly works. While fleet software systems are meant to make your life easier and your business more organized, there is still a huge learning curve with whatever software you decide to invest in.

Fleet management software is a way to keep all your documents organized, keep track of every cost your business has, tracking inventory, and keeping records on your fleet vehicles. This is a necessary investment in any fleet management company since it’s your one place that tells you every ounce of detail and information about your business, your vehicles, and your budget.

Not only will your fleet management software save you so much money over time, but it will also save you so much time from being wasted trying to troubleshoot. When you have everything in one place that every single one of your employees has access to, it creates less of a gap between who knows what. By investing in fleet management tools, you and your team can be on the same page since you have all the information at your fingertips.

Fleet management tools are so important when it comes to the success and growth of your business. It’s more than just a time and money saver, it’s an entire system that you and your team can use to communicate, track anything you need to, and stay up to date on fleet inspections, missing parts, inventory, and so much more.

Why is fleet management software so important?

In any kind of business, staying organized and on top of things is the best way to continuously grow your business, right? If you know where everything is, you know how much of your budget is being allocated to what costs, and you know where your employees are at all times. In any fleet business, it’s extremely important to have a fleet monitoring system of some sort. This helps you keep tabs on every aspect of your business, without you having to be in multiple places at one time.

If you’re asking yourself if you really need fleet management software, you do! There are so many reasons why fleet management software is so important. While it can be a pretty big investment in the beginning, we promise you it will pay off in the long run, and you’ll be running back to thank us for encouraging you to invest in it!

Investing in high-quality fleet management software is one of the best things you can do to grow your business. You’ll be more organized, you and your team will be able to upload documentation or status updates all in one spot, and it will create an open platform for constant communication not only between you and your team, but within team members.

For example, if you have 5 drivers using the same fleet vehicle and one driver has an issue with the transmission during their shift, they can jump into your software, send an update to the other folks who are using that truck – this takes a lot of guesswork out of people’s day, and it decreases the chances of miscommunication.

What Most Fleets Miss Before Implementation Begins

While understanding the importance of fleet management software is essential, many fleets move too quickly into implementation without addressing key foundational gaps. This often leads to poor adoption, inaccurate data, and underwhelming results.

Before starting implementation, fleets need to evaluate their current operational maturity. This includes reviewing how maintenance, inspections, and reporting are currently handled. Without this clarity, software simply digitizes inefficient processes instead of improving them.

One of the biggest overlooked areas is defining a structured preventive maintenance program. Fleets that lack a clear maintenance strategy often struggle to configure the software effectively, resulting in missed service intervals and inconsistent tracking.

Another critical factor is data readiness. Historical service history records, vehicle information, and driver data must be accurate and standardized before being imported into the system. Poor data quality directly impacts reporting and decision-making.

Finally, aligning implementation with proven fleet management best practices ensures that the system supports long-term operational goals—not just short-term fixes. This preparation phase is what separates successful implementations from failed ones.

4 Tips for implementing fleet management software into your business:

So now that you are certain you are going to invest in some kind of sleet maintenance software, it’s time to implement this software into you and your team’s daily use. While this may sound easy, getting everyone to use and understand this new software can be tricky. People are of different ages and some are more tech-savvy than others, which means it’s going to take a bit of effort to implement your fleet management software.

Here are our top tips for implementing fleet management software into your business:

Shop around & compare

When you first decide to invest in fleet management software, you should never choose the first option you see. You should look at several different options and compare what you get, what you pay, and what features each option has. We suggest starting by writing down a list of things you absolutely need this software to do. Then using your list of needs, see which software has everything you need, and if there are multiple, it may come down to the quality of the software and the price.

Set goals for your business and your software

When determining how to implement your software into your fleet business, you should always set some goals for the year and use that as guidance to which software to choose and how to implement it. You should set goals and expectations on what you want to benefit from this software, and how you want your team to use it.

Create an implementation plan

After you’ve found the perfect fleet management software and you’ve set goals for your business and your team, it’s time to create a plan to implement it. Whether it be hosting a week-long training with the host company or training your employees yourself, you have to create a realistic and achievable plan that will encourage your team to actually use and get to know the software.

Train your team

As a business owner or manager, you should always take the proper time needed and the proper steps to train your team. When you are implementing new software, you should never just tell your team how to use it. You should take the time to tell them why you are using this system, what you expect from them, and how this software can benefit your business. If they know the ‘why’ and not just the ‘how’, they are much more likely to get familiar with the software quicker.

How to Know If Your Implementation Is Actually Working

After following the core implementation tips, many fleets assume the process is complete. However, without measuring results, it's impossible to know whether your fleet management software is delivering real value.

The first indicator to monitor is operational consistency. Are maintenance tasks being completed on time? Has your maintenance schedule adherence improved? These metrics show whether your workflows have transitioned from reactive to proactive.

Another key signal is reduced fleet downtime. A successful implementation should lead to fewer unexpected breakdowns and better vehicle availability across your fleet.

Visibility is also a major factor. With the right system in place, fleet managers should be able to access centralized data, identify trends, and make informed decisions. This is where integrated fleet management software becomes essential, connecting different parts of your operation into a single platform.

Lastly, cost efficiency should improve over time. Tracking these outcomes aligns with how fleet management software reduces costs, helping fleets justify their investment and continuously optimize performance.

How to Actually Implement Fleet Management Software Across Your Operations ?

Implementing fleet management software is not just about selecting a platform it's about configuring it to support real operational workflows across maintenance, inspections, tracking, and reporting.

To successfully roll out the system, fleets should focus on these core implementation layers:

1. Set Up Maintenance Workflows First

Start by building a structured maintenance foundation:

Define fleet preventive maintenance schedules to automate service intervals
Align vehicles with OEM factory maintenance schedules for accuracy
Use fleet maintenance work order software to assign and track repairs
Maintain a complete vehicle service history for every asset

This ensures your system supports a preventive maintenance program, not reactive fixes.

2. Digitize Inspections and Daily Reporting

Manual inspections slow down operations and create data gaps. Instead:

Implement a digital vehicle inspection app for real-time reporting
Standardize inspection checklists across drivers and teams
Capture issues instantly and trigger maintenance workflows

This improves compliance, accountability, and response time.

3. Enable Real-Time Fleet Visibility

Once maintenance and inspections are in place, expand into tracking:

Use GPS tracking telematics for live vehicle monitoring
Track routes and utilization with trip mileage tracking
Identify inefficiencies and optimize daily operations

This layer connects your field operations with centralized decision-making.

4. Control Fuel, Parts, and Operational Costs

Implementation should also focus on cost control systems:

Monitor fuel usage with fleet fuel management software
Manage stock levels using parts inventory management software
Reduce delays by ensuring parts availability for maintenance

This directly impacts cost reduction and operational efficiency.

5. Structure Users, Documents, and Compliance

A successful rollout depends on organization and control:

Assign roles using fleet user driver management
Store records in a vehicle document management system
Ensure compliance documentation is always accessible

This reduces administrative overhead and improves audit readiness.

6. Centralize Reporting and Performance Tracking

Finally, connect everything through visibility:

Use a fleet reports dashboard to monitor KPIs
Track trends across maintenance, fuel, and downtime
Enable data-driven decisions across the organization

Without this layer, implementation remains incomplete.

When these components are configured together, fleet management software becomes fully integrated into your operations—driving efficiency, reducing downtime, and improving long-term performance.

How can AUTOsist help you and your fleet business?

AUTOsist is a comprehensive fleet management software platform that helps you efficiently manage vehicles, equipment, and other critical assets in one centralized system. With a wide range of tools available across its AUTOsist features, it provides a simple, cost-effective solution to streamline maintenance, inspections, tracking, and overall fleet operations—making it easier for your team to stay organized and in control.

Frequently Asked Questions

What should fleets do before implementing fleet management software?
Fleets should evaluate current processes, clean up service history data, and define a preventive maintenance program before starting implementation.
How do you know if fleet management software is working?
You can measure success through improved maintenance schedule adherence, reduced fleet downtime, and better visibility into operations.
What is the biggest mistake fleets make before implementation?
The biggest mistake is skipping preparation especially around data quality and process alignment which leads to poor adoption.
How long does it take to see results from fleet management software?
Most fleets begin seeing operational improvements within a few weeks, but full ROI typically becomes clear over several months.
Why is data important in fleet software implementation?
Accurate data ensures reliable reporting, better decision-making, and effective maintenance tracking, all of which are critical for long-term success.

See how AUTOsist simplifies fleet Management

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