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.

Diesel Fleet Maintenance Checklist: Complete Guide

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

A diesel fleet maintenance checklist is a structured reference used to standardize inspections, service intervals, and defect tracking for diesel-powered vehicles and equipment. It helps fleets control downtime, meet compliance requirements, and maintain predictable operating costs across mixed duty cycles.

Diesel Fleet Maintenance Checklist: Complete Guide

Diesel PM Checklist by Interval

Interval	Core Systems	Key Checks	Outcome
Daily / Pre-Trip	Fluids, tires, lights	Oil level, coolant level, visible leaks, tire condition	Safe dispatch readiness
Weekly	Fuel, air, electrical	Fuel filter water drain, air filter restriction, battery terminals	Early fault detection
PM Service (Miles/Hours)	Lubrication, cooling, belts	Oil & filter change, coolant test, belt/hoses inspection	Engine reliability
Quarterly	Aftertreatment, sensors	DPF status, DEF quality/level, fault codes	Emissions compliance
Annual	Full systems review	Compression test, injector balance, radiator flush	Long-term durability

Duty Cycle Impact on Diesel Maintenance

On-Road / Highway Duty Cycle

Higher sustained exhaust temperatures support passive DPF regeneration
Longer oil drain intervals when oil analysis supports it
Lower idle hours reduce soot loading in EGR/DPF systems
Fewer brake and clutch wear events compared to urban cycles

Stop-and-Go / Idle-Heavy Duty Cycle

Increased soot accumulation requires more frequent DPF monitoring
Short trips may prevent full regeneration cycles
Higher cooling system stress during extended idle or low airflow
Accelerated wear on belts, hoses, and electrical components

Checklist Scope and Interval Triggers

A diesel checklist must define what is inspected and when it is triggered using miles, engine hours, calendar time, or duty-cycle thresholds. Fleets should avoid relying on a single trigger because idle time and PTO usage can exceed mileage-based assumptions.

Establish dual triggers (e.g., 10,000 miles or 350 engine hours)
Use oil analysis to validate drain intervals instead of fixed guesses
Align intervals with OEM schedules and operating environment
Separate light-duty diesel from heavy-duty service cadences
Record all completed tasks in a centralized maintenance log

Operational gist

Predictable service windows
Reduced surprise failures
Easier compliance verification

Daily / Pre-Trip Diesel Walkaround and Fluid Checks

Daily checks are short, repeatable inspections performed before dispatch. They focus on visible defects and fluid sufficiency rather than deep diagnostics.

Engine oil, coolant, power steering, and windshield washer levels
Fuel leaks, wet fittings, and visible hose cracks
Tire pressure, tread depth, and sidewall damage
Exterior lighting, reflectors, and horn functionality
Dashboard warning lights and active fault codes

Operational gist

Immediate safety validation
Early leak and wear detection
Fewer roadside breakdowns

PM Service Checklist (Lubrication, Fuel, Air, Cooling)

Periodic maintenance (PM) services address consumables and wear components that degrade with use and heat cycles. These tasks typically occur at mileage or hour thresholds.

Engine oil and filter replacement with correct viscosity grade
Primary and secondary fuel filter replacement and water separator drain
Air filter inspection or replacement based on restriction indicator
Coolant concentration test, radiator cap pressure check, and hose inspection
Serpentine belts, tensioners, and accessory pulleys examination

Operational gist

Stable engine performance
Controlled operating temperatures
Extended component life

PM Service Checklist (Lubrication, Fuel, Air, Cooling)

Aftertreatment and Emissions System Checks

Modern diesel fleets rely on aftertreatment systems (DPF, SCR/DEF, EGR) to meet emissions standards. These systems require periodic verification and proper operating conditions.

DPF soot load and regeneration history review
DEF level, quality, and crystallization inspection at filler neck
EGR valve and cooler inspection for clogging or leaks
NOx and temperature sensor fault code scans
Exhaust leaks upstream of the DPF or SCR catalyst

Operational gist

Compliance readiness
Fewer forced regens
Avoidance of derate events

Documentation, Defect Workflow, and Audit-Ready Records

Maintenance effectiveness depends on consistent recordkeeping and a clear defect resolution process. Paper logs and scattered spreadsheets increase the risk of missed services and unverifiable repairs.

Standardized inspection forms with pass/fail criteria
Defect severity classification and repair priority rules
Work order creation with parts and labor tracking
Service history retention aligned with regulatory requirements
Centralized dashboards for interval tracking and overdue alerts

Operational gist

Transparent maintenance history
Faster audit preparation
Data-driven interval adjustments

Documentation, Defect Workflow, and Audit-Ready Records

Final Takeaways

A diesel fleet maintenance checklist functions as an operational control system rather than a simple to-do list. When intervals, inspections, and records are standardized, fleets gain measurable improvements in uptime and compliance.