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.

DOT Fleet Maintenance Requirements Explained

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

DOT fleet maintenance requirements establish the minimum standards fleets must follow to ensure vehicles are safe, inspected regularly, repaired promptly, and supported by verifiable records. For fleet managers and maintenance teams, these rules are less about paperwork and more about maintaining consistent vehicle condition, operational safety, and audit-ready proof of compliance.

DOT Fleet Maintenance Requirements Explained

DOT Maintenance Requirements at a Glance

Requirement Area	What DOT Expects	Primary Owner	Typical Proof
Systematic Maintenance	Ongoing inspection, repair, and upkeep program	Maintenance Team	Service schedules, work orders
Driver Vehicle Inspections	Daily pre/post-trip checks	Drivers	DVIR reports
Defect Repair & Closeout	Timely correction of safety defects	Maintenance / Ops	Repair records, verification notes
Recordkeeping	Organized retention of maintenance data	Operations	Digital or paper logs
Audit Readiness	Ability to present evidence on demand	Fleet Manager	Consolidated reports

Minimum Compliance vs. Audit-Ready Operations

Minimum Compliance

Maintenance occurs but schedules may be inconsistent
Records exist but are scattered across spreadsheets or paper files
Defects are repaired, yet verification documentation is limited
Audit preparation is reactive rather than continuous

Audit-Ready Operations

Preventive schedules are defined and automatically tracked
Records are centralized and searchable by vehicle or date
Defect reports link directly to repair completion evidence
Compliance reviews are routine rather than emergency responses

Scope and Applicability of DOT Maintenance Rules

DOT maintenance obligations generally apply to commercial motor vehicles operating in interstate commerce or meeting defined weight and passenger thresholds. Understanding applicability prevents both over-engineering and under-compliance.

Before creating or revising maintenance programs, fleets typically evaluate:

Vehicle weight classifications and usage types
Passenger capacity and cargo categories
Interstate versus intrastate operations
Contractual or customer safety requirements
Insurance and risk management expectations

Operational outcomes:

Clear determination of which vehicles fall under DOT rules
Alignment between legal scope and maintenance resources

Scope and Applicability of DOT Maintenance Rules

Required Maintenance Program Elements

DOT regulations emphasize a systematic approach rather than ad-hoc repairs. Fleets must demonstrate that inspections, servicing, and defect corrections follow a repeatable structure.

Core elements of a compliant program often include:

Documented preventive maintenance schedules by vehicle type
Defined inspection intervals based on mileage or hours
Formal work order or repair authorization processes
Assigned accountability for inspection and repair decisions
Verification that safety-critical defects are corrected before operation

Operational outcomes:

Reduced unplanned downtime
Improved traceability of maintenance decisions

Recordkeeping and Documentation Expectations

Documentation is the primary evidence of compliance. DOT does not only expect maintenance to occur; it expects fleets to prove that it occurred within required timeframes.

Typical recordkeeping practices include:

Vehicle service histories with dates and mileage
Inspection reports linked to repair actions
Parts replacement logs and warranty notes
Retention policies tied to vehicle lifecycle status
Organized digital or indexed physical storage systems

Operational outcomes:

Faster audit responses
Improved internal accountability and historical analysis

Recordkeeping and Documentation Expectations

Driver Inspections and Vehicle Condition Control

Driver Vehicle Inspection Reports (DVIRs) act as the frontline detection system for safety issues. The effectiveness of DVIRs depends on whether reported defects move efficiently into repair workflows.

Common control practices involve:

Standardized pre-trip and post-trip inspection checklists
Clear guidance on what constitutes a safety defect
Immediate reporting channels for critical issues
Maintenance verification signatures or digital confirmations
Supervisory review of unresolved inspection items

Operational outcomes:

Early identification of mechanical risks
Better communication between drivers and technicians

Audit Readiness and Operating Controls

Audit readiness is not a separate activity; it is the by-product of consistent daily controls. Fleets that maintain structured reviews are less likely to face compliance gaps.

Typical operating controls include: