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 Utilization Optimization

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

Fleet utilization optimization focuses on maximizing how effectively vehicles and equipment are used across time, distance, and workload, while maintaining operational balance. It directly impacts cost per mile, asset productivity, and overall fleet capacity planning.

Utilization Data Sources and System Inputs

Data Source	Data Type	Frequency	Use Case
GPS tracking	Location, movement	Real-time	Route efficiency, idle tracking
Maintenance records	Downtime, service	Event-based	Availability and uptime analysis
Driver logs	Hours, usage	Daily	Utilization by driver shifts
Fuel data	Consumption rates	Per transaction	Efficiency and usage patterns
Dispatch systems	Job assignments	Real-time	Load balancing and scheduling

Underutilized Fleet vs Optimized Fleet

Underutilized Fleet

Assets remain idle for extended periods
Uneven workload distribution across vehicles
Higher cost per asset due to low usage
Limited visibility into asset performance

Optimized Fleet

Balanced vehicle usage across operations
Higher asset productivity with controlled workload
Improved cost efficiency per mile or hour
Data-driven allocation and scheduling decisions

Core Metrics Used to Measure Fleet Utilization

Fleet utilization is measured through a combination of time-based, distance-based, and workload-based indicators. These metrics provide a structured way to assess how effectively assets are being used relative to their available capacity.

Time utilization rate (active hours vs available hours)
Mileage utilization (distance covered per vehicle over time)
Load utilization (capacity used vs total capacity)
Asset availability rate (operational readiness vs downtime)
Idle time tracking (non-productive engine or asset time)

Operational outcome:

Clear visibility into underused or overused assets
Ability to benchmark utilization across fleet segments

Core Metrics Used to Measure Fleet Utilization

Factors That Influence Fleet Utilization

Fleet utilization is shaped by both internal operational decisions and external constraints. Understanding these factors is essential for identifying inefficiencies and improving performance.

Routing and dispatch planning affecting vehicle allocation
Preventive maintenance schedules impacting asset availability
Driver availability and shift planning limiting usage windows
Demand variability across seasons or regions
Regulatory constraints such as hours-of-service compliance

Operational outcome:

Identification of bottlenecks reducing utilization
Better alignment between fleet capacity and demand

Methods for Improving Fleet Utilization

Improving utilization requires balancing increased usage with asset health, compliance, and long-term lifecycle considerations. Optimization is not about maximizing usage alone, but achieving consistent, efficient deployment.

Route optimization and load consolidation to reduce empty miles
Right-sizing the fleet based on actual demand patterns
Reducing downtime through proactive maintenance strategies (see AUTOsist Preventative Maintenance Guide)
Dynamic scheduling to align assets with real-time demand
Eliminating idle time through driver behavior monitoring

Operational outcome:

Improved asset productivity without excessive wear
Lower operational costs and better resource allocation

Systems and Tools for Monitoring and Optimizing Utilization

Modern fleet operations rely on integrated systems to capture, analyze, and act on utilization data. These systems centralize data from multiple sources and enable real-time decision-making.

Telematics and GPS tracking systems for real-time visibility (see GPS Tracking for Fleet Management Guide)
Maintenance management systems for uptime tracking and service coordination
Dispatch and scheduling tools for workload balancing
Fuel and mileage tracking systems for efficiency analysis
Centralized dashboards for utilization reporting and trend analysis

Operational outcome:

Continuous monitoring of fleet performance
Faster adjustments to operational inefficiencies

Final Takeaways

Fleet utilization optimization is a balance between maximizing asset use and maintaining operational sustainability. It requires accurate data, structured processes, and continuous monitoring.