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.

Fleet Inventory & Parts Management Software

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

Fleet inventory and parts management software provides structured control over parts, consumables, and components used in vehicle and equipment maintenance. For fleet managers, it reduces downtime, prevents stockouts, improves cost visibility, and ensures that parts usage aligns with maintenance planning and compliance requirements.

Fleet Inventory & Parts Management Software

Parts Master Data Standardization

Data Field	Why It Matters	Owner	Validation Rule
Part number	Prevents duplicates	Parts admin	Unique and standardized format
Unit of measure	Ensures issue accuracy	Inventory lead	Fixed per part
Cost	Controls budget impact	Finance/operations	Updated at receipt
Supplier	Enables traceability	Purchasing	Approved vendor only
Asset fitment	Avoids wrong installs	Maintenance lead	Linked to asset class
Location/bin	Speeds retrieval	Warehouse lead	Required before activation

Central Stockroom vs Distributed Field Inventory

Central Stockroom Model

Inventory Control

Single storage location
Tight bin-level tracking
Controlled issue authorization

Operational Impact

Lower shrink risk
Clear audit trail
Slower response for field repairs

Distributed (Truck/Van/Jobsite) Inventory Model

Inventory Control

Inventory Control
Inventory assigned to vehicles
Mobile issue tracking required
Regular reconciliation cycles

Operational Impact

Faster field response
Higher shrink exposure
Stronger governance needed

What Parts & Inventory Management Software Does in Fleet Operations

Fleet inventory software connects parts usage directly to work orders, preventive maintenance schedules, and asset records, creating traceability across the maintenance lifecycle.

Tracks parts quantities by location, bin, or vehicle
Links issued parts directly to work orders
Maintains cost history for budgeting and lifecycle analysis
Supports barcode or mobile-based issue logging
Records supplier and purchase history

Operational outcome

Fewer emergency purchases
Clearer maintenance cost attribution
Improved asset uptime

What Parts & Inventory Management Software Does in Fleet Operations

Inventory Data Model and Control Rules

A controlled data model ensures that parts data remains consistent, auditable, and scalable as fleets grow.

Standardized part numbering conventions
Defined units of measure
Mandatory asset fitment mapping
Role-based approval for adjustments
Regular cycle count procedures

Operational outcome

Reduced duplicate SKUs
Accurate stock reporting
Lower write-offs due to shrink or error

For broader governance considerations, fleets often align inventory controls with a structured maintenance process similar to a fleet maintenance SOP guide.

Replenishment, Purchasing, and Vendor Workflows

Effective replenishment balances capital tied up in stock with operational readiness.

Minimum/maximum thresholds per location
Reorder points based on usage history
Approved supplier lists
Purchase order tracking and receiving workflows
Lead-time monitoring for critical parts

Inventory forecasting works best when aligned with preventive maintenance planning as outlined in the preventative maintenance guide for fleet operations.

Operational outcome

Reduced stockouts
Fewer rush shipping charges
Predictable budget cycles

Replenishment, Purchasing, and Vendor Workflows

Technician, Shop, and Mobile Usage Workflows

Inventory systems must integrate directly into daily technician workflows to maintain data accuracy.

Parts issued from within digital work orders
Mobile access for field technicians
Automatic quantity deduction upon approval
Supervisor review for high-cost items
Exception tracking for manual overrides

When fleets begin with spreadsheets, they often rely on tools such as a fleet maintenance log Excel template before transitioning to structured systems.

Operational outcome

Real-time stock visibility
Cleaner cost-per-asset tracking
Reduced administrative overhead

Reporting, Auditability, and Performance Controls

Inventory visibility supports financial oversight, compliance, and continuous improvement.

Fill rate tracking
Stockout frequency analysis
Inventory turnover metrics
Shrink rate monitoring
Parts-to-work-order matching

Parts reporting should integrate into broader operational dashboards similar to those described in the fleet management software buyer's guide.

Operational outcome

Better capital allocation
Clear audit documentation
Evidence-based purchasing decisions

Reporting, Auditability, and Performance Controls

Final Takeaways

Fleet parts management is not simply about stocking components; it is a controlled operational system tied directly to maintenance execution and cost governance.