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.

RESOURCES

Equipment Maintenance Checklist Template

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

Preventive maintenance shouldn't rely on memory alone. Replace handwritten checklists with one structured inspection system that covers daily pre-ops through extended service intervals — all organized by equipment hours.

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Equipment Maintenance Checklist Template Preview

What makes equipment inspection checklists essential?

Structured inspection checklists catch small problems before they become expensive failures. A systematic approach protects operators, extends equipment life, and maintains compliance with manufacturer service schedules and safety regulations.

What's the best way to track equipment maintenance?

Equipment management software offers the most complete solution — automated service alerts, hour-based scheduling, and full inspection history. If you're starting with paper forms or basic spreadsheets, this free Excel checklist gets you organized immediately.

Get Free Equipment Maintenance Checklist Template

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Getting Started with Equipment Maintenance Checklist

Getting started with your inspection checklist

This Excel checklist organizes every inspection task by service interval — daily pre-operation through annual certification. Each section lists manufacturer-recommended checks so operators and technicians know exactly what to inspect, when to inspect it, and where to document findings.

Want to see it in action? We've included example equipment data to show you how it works.

What you can track with this checklist

Using this free equipment maintenance checklist, you can document inspection tasks across six service intervals:

Daily pre-operation inspections

Complete walk-around checks covering fluids, hydraulics, safety systems, and operator controls before equipment starts each shift.

Interval-based service tasks

Scheduled maintenance at 50, 250, 500, and 1000-hour intervals covering oil changes, filter replacements, and component wear inspections.

Component wear tracking

Document wear on tracks, tires, hydraulics, and attachments so you can schedule replacements before failures occur.

Safety system verification

Annual certification checklists for ROPS, seat belts, fire suppression, emergency systems, and lifting equipment where applicable.

Comprehensive Maintenance Tracking

Pre-shift inspection covering critical safety and operational checks performed by the operator before equipment starts each day.

Walk-around inspection for damage or leaks
Engine oil, coolant, and hydraulic fluid levels
Fuel level and water separator drain
Air filter restriction indicator
Track/tire condition and tension
Bucket and attachment wear inspection
All lights, alarms, and warning systems test
Gauges, controls, and operator restraints check
ROPS/FOPS structural inspection
Fire extinguisher and mirrors verification
Daily lubrication points greasing
Brake and parking brake operation test

First scheduled service interval covering basic fluid changes, lubrication, and visual inspections at 50 operating hours.

Engine oil and filter change
Grease all pivot points, pins, and bearings
Track tension check and adjustment
Swing bearing inspection and lubrication
All fluid level verification
Battery inspection and terminal cleaning
Alternator belt tension check
Slew ring lubrication
Undercarriage component inspection
Boom and stick pin wear check
Hydraulic cylinder leak inspection
Radiator and oil cooler cleaning
Air conditioning system verification

Comprehensive service covering filtration system maintenance, safety device testing, and wear component inspection at 250 hours.

Fuel filter replacement
Hydraulic return filter replacement
Air filter inspection and cleaning (replace if needed)
Fan belt condition and tension verification
Turbocharger inspection (if equipped)
Engine mount inspection
Exhaust system check
All safety devices and interlocks testing
Boom and stick crack inspection
Pivot pin and bushing wear measurement
Hydraulic pump inspection
Swing and propel motor oil level check
Hydraulic system pressure testing
Control valve operation verification
Quick coupler inspection (if equipped)

Major service interval including fluid system changes, cooling system service, and complete drivetrain inspection at 500 hours.

Hydraulic oil filter change
Transmission oil and filter replacement
Air filter element replacement
Cooling system drain and flush
Coolant replacement with proper mixture
Radiator hose and clamp inspection
Thermostat operation check
Water pump inspection
Fuel injector and system inspection
Engine valve adjustment (if required)
Turbocharger inspection and cleaning
Engine compression testing
Final drive oil seal inspection
Final drive oil change (both sides)
Sprocket and idler inspection (tracked equipment)
Roller bearing inspection
Swing bearing bolt torque verification
Swing gearbox oil change
Complete hydraulic system inspection
Relief valve and pressure testing

Extended service covering complete system overhauls, detailed structural inspections, and component rebuilds at 1000 hours.

Complete hydraulic oil system change
All hydraulic filter replacement
Hydraulic tank flush and strainer cleaning
Engine overhaul inspection
Timing belt/chain replacement (if required)
Cylinder head and gasket inspection
Starter motor and solenoid check
Alternator output testing
Complete electrical system inspection
All wiring harness inspection
Operator controls and linkages verification
Complete undercarriage detailed inspection
Track and roller wear measurement
Structural component crack inspection
Non-destructive testing (if required)
Complete boom and stick inspection
All cylinder and seal inspection
Worn component rebuild or replacement
Maintenance record documentation update

Annual certification service regardless of hours, covering regulatory compliance, safety system verification, and load testing where applicable.

Complete safety inspection and certification
All emergency system testing
Lifting equipment inspection and certification
Load test performance (if applicable)
Safety decal and warning label update
Seat belt and ROPS certification verification
Fire suppression system test (if equipped)
Instrument and gauge calibration
Complete maintenance and repair documentation
Equipment service record update

Ready to move beyond paper checklists?

Losing inspection records? Forgetting service intervals? Equipment management software automates the entire maintenance workflow — from hour-based service alerts and digital checklists to complete service history tracking — so nothing gets missed. With mobile access, operators can complete pre-op inspections, log findings, and flag issues from the cab before starting work.

Hear from our customers

"This platform cuts my daily administrative work by over an hour each evening when I'm updating our records. Using the system as designed has transformed our fleet operations!"

Tommy Pennington
CIO/CTO, MDR Construction

"The interface is incredibly intuitive. Even though I don't consider myself particularly tech-savvy, the onboarding gave me everything I needed to confidently train my entire team."

Paul Loudat
Safety Specialist, Kings Oil Tools

"We needed a solution that consolidated all our fleet information in one place for better decision-making and strategic planning. This platform delivered exactly that."

Joanna G.
Office Admin, Universal CommOne

See how AUTOsist simplifies fleet Management

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RESOURCES

Equipment Maintenance Checklist Template

What makes equipment inspection checklists essential?

What makes equipment inspection checklists essential?

What's the best way to track equipment maintenance?

What's the best way to track equipment maintenance?

Get Free Equipment Maintenance Checklist Template

Getting started with your inspection checklist

What you can track with this checklist

Daily pre-operation inspections

Interval-based service tasks

Component wear tracking

Safety system verification

Comprehensive Maintenance Tracking

Ready to move beyond paper checklists?

Hear from our customers

See how AUTOsist simplifies fleet Management

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