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.

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Fleet Maintenance Log Excel Template

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

Tracking maintenance shouldn’t be a headache. Ditch the scattered spreadsheets for a single comprehensive maintenance log that helps you stay ahead of repairs and keep your vehicles on the road

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What makes fleet maintenance tracking essential?

Regular maintenance tracking helps you manage the daily operational costs of your vehicles while preventing expensive breakdowns and unexpected downtime. Beyond keeping your fleet running smoothly, a structured maintenance approach protects your drivers by minimizing the risk of vehicle failures during operation.

What's the best way to track vehicle maintenance?

The best way to track every aspect of your fleet maintenance is with AUTOsist's fleet maintenance software. If you're still exploring possibilities, and using paper work order logs, this Excel Spreadsheet template is a great place to start.

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Getting started with your maintenance log

This comprehensive Excel template streamlines vehicle data entry, service tracking and important calculations like operating costs per mile — everything organized in a single document. Built as an accessible, easy-to-navigate Excel workbook, you'll be recording maintenance within minutes.

Want to see it in action? We've got you covered with a step-by-step guide.

What you can track with this template

Using this free fleet maintenance log, you can record and monitor data including:

Service records & expenses

Calculate your total cost of ownership for each vehicle and analyze spending patterns to determine the optimal time to replace aging assets rather than continue repairs.

Operating cost analysis

Document complete service history for every vehicle including repair details, maintenance tasks, parts costs, labor expenses and total expenditures for each service event.Keep a historical record of what work has been performed on an asset and how much it costs.

Preventive maintenance intervals

Establish optimal service frequencies for each vehicle based on time or mileage thresholds to proactively schedule maintenance before problems occur.

Vehicle information database

Maintain comprehensive vehicle profiles including make, model, VIN, year, license plate and specifications to quickly reference manufacturer recommendations for service.

Comprehensive Maintenance Tracking

Track your complete fleet inventory with organized folders and custom fields: Folder organization for vehicle grouping

Vehicle status tracking (Active, Important, Out of Reach)
Complete vehicle identification (ID, nickname, type)
Year, make, model, trim specifications
License plate and VIN recording
Current odometer readings
Unlimited custom fields for your specific tracking needs

Monitor vehicle usage: Start and end odometer readings

Automatic distance calculations
Trip purpose documentation
Custom tracking fields

Monitor fuel consumption and efficiency: Fill-up date and location logging

Gallons purchased and cost tracking
Automatic MPG calculations
Trip distance recording
Fuel type and brand documentation
Notes for partial or missed fill-ups

Document vehicle condition checks: Inspection type and title

Date/time and odometer logging
Inspector identification
Issue documentation and counting
Status tracking

Quick observations and reminders: Timestamped notes

Vehicle-specific annotations
Custom categorization options

Never miss scheduled maintenance: Date-based reminder setup

Odometer-based alerts
Recurring interval configuration (time or mileage)
Priority assignment (High, Medium, Low, None)
Status monitoring (Due, Completed)
Reminder notes and details

Manage repairs and maintenance tasks: Unique work order numbering

Issue and due date tracking
Start and completion timestamps
Time-to-complete tracking
Priority classification
Status updates (Open, In Progress, Completed, Due)
Comprehensive task details

Maintain comprehensive service records: Service date and description tracking

Odometer reading at time of service
Shop/vendor documentation
Itemized cost breakdown (parts, labor, tax, miscellaneous)
Automatic total cost calculations
Work order reference linking
Detailed service notes

Digital document storage: Important document archiving

Date and description tracking
Quick reference for registrations, insurance, permits
Custom fields for document categorization

Ready to move beyond manual spreadsheets?

Ready to move beyond manual spreadsheets? Drowning in paperwork? Can't find that service record? Consider upgrading to fleet management software like AUTOsist. AUTOsist automates the entire maintenance workflow — from automated service alerts to comprehensive analytics — ensuring nothing gets overlooked. And with mobile access, your entire team can view service schedules, complete inspections, update odometer readings and more — from any location, on any device.

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 AUTOsist interface is incredibly intuitive; even though I don't consider myself particularly tech-savvy, the onboarding support gave me everything I needed to confidently use the platform and 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

Schedule a live demo and/or start a free trial of our Fleet Maintenance Software

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RESOURCES

Fleet Maintenance Log Excel Template

What makes fleet maintenance tracking essential?

What makes fleet maintenance tracking essential?

What's the best way to track vehicle maintenance?

What's the best way to track vehicle maintenance?

Get Free Fleet Maintenance Template

Getting started with your maintenance log

What you can track with this template

Service records & expenses

Operating cost analysis

Preventive maintenance intervals

Vehicle information database

Comprehensive Maintenance Tracking

Ready to move beyond manual spreadsheets?

Hear from our customers

See how AUTOsist simplifies fleet Management

product

resources

company

download app