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.

Hidden Cost of Poor Fleet Maintenance

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

Poor fleet maintenance does not only increase repair expenses; it creates indirect operational, safety, administrative, and asset-lifecycle costs that are often untracked. These hidden costs accumulate gradually and can exceed visible maintenance spend if preventive controls, documentation, and scheduling discipline are inconsistent.

Maintenance Maturity vs. Cost Outcomes

Maintenance Maturity Level	Downtime Pattern	Data Quality	Cost Outcome
Reactive / Run-to-Failure	Frequent, unpredictable	Fragmented or missing	High total cost and disruption
Basic Preventive	Periodic but inconsistent	Partial records	Moderate cost with avoidable spikes
Structured Preventive	Planned and predictable	Centralized and searchable	Lower total cost and improved uptime
Controlled / Optimized	Rare and planned	Complete historical data	Lowest lifecycle cost and stability

“Fix Fast” Culture vs. Controlled Maintenance Operations

Fix Fast Culture

Repairs prioritized only after breakdowns
Limited inspection documentation
Parts ordered reactively
Budget variability and repeat failures

Controlled Maintenance Operations

Scheduled preventive work and inspections
Standardized service records
Parts planning and inventory visibility
Predictable budgets and extended asset life

Unplanned Downtime and Service Disruption

Unplanned downtime is one of the most expensive consequences of poor maintenance because it interrupts routes, labor schedules, and customer commitments simultaneously. Even short breakdowns can cascade into missed deliveries, overtime, and contract penalties.

Vehicle outages during peak operating hours
Driver idle time and overtime wages
Missed service windows or customer dissatisfaction
Emergency towing and expedited parts shipping
Secondary scheduling disruptions across the fleet

Operational outcome indicators:

Increased daily vehicle unavailability
Growing backlog of deferred repairs

Unplanned-Downtime-and-Service-Disruption

Accelerated Wear and Reduced Asset Life

When inspections and preventive tasks are skipped or delayed, component wear accelerates. Tires, brakes, suspension systems, and powertrain components reach replacement thresholds earlier than expected, increasing total cost of ownership.

Premature tire replacement cycles
Higher brake and suspension repair frequency
Engine and transmission strain due to unresolved faults
Earlier vehicle retirement or resale value loss
Increased fuel consumption from mechanical inefficiencies

Lifecycle outcome indicators:

Declining resale value
Shortened replacement intervals

Safety Exposure and Compliance Risk

Maintenance gaps elevate safety and regulatory exposure. Roadside inspection failures, incident investigations, and insurance claims often reveal missing records or overdue service items rather than isolated mechanical faults.

Failed driver vehicle inspection reports (DVIRs)
Roadside violations and citations
Insurance premium increases after incidents
Legal and administrative expenses
Reputational damage affecting contract renewals

Risk outcome indicators:

Rising compliance findings
Increased claim frequency or severity

Administrative Waste and Decision Blind Spots

Manual tracking methods and incomplete service histories consume administrative hours and limit decision accuracy. When maintenance data is dispersed across spreadsheets, paper logs, or disconnected tools, managers cannot reliably forecast budgets or prioritize repairs.

Duplicate data entry and record reconciliation
Inability to verify completed services quickly
Budget overruns from inaccurate forecasting
Delayed approvals due to missing documentation
Limited visibility into cost-per-vehicle trends

Decision outcome indicators:

Reactive purchasing patterns
Inconsistent maintenance prioritization

Final Takeaways

Hidden maintenance costs are typically the result of inconsistent scheduling, incomplete records, and delayed corrective actions rather than isolated repair expenses.

Unplanned downtime multiplies labor, scheduling, and customer-service costs simultaneously.
Deferred preventive work shortens asset life and increases replacement frequency.
Safety and compliance gaps introduce legal and insurance liabilities.
Fragmented documentation reduces forecasting accuracy and increases administrative labor.
Structured preventive controls consistently produce lower lifecycle fleet costs.