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.

How Long to Keep Fleet Maintenance Records

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

Fleet maintenance record retention refers to how long organizations keep inspection logs, repair histories, compliance documents, and service data for each vehicle or asset. Clear retention timelines support regulatory compliance, audit readiness, dispute resolution, and long-term operational decision-making.

How Long to Keep Fleet Maintenance Records

Fleet Maintenance Record Types and Suggested Retention Ranges

Record Type	Legal Minimum	Recommended Duration	Primary Use
Driver Vehicle Inspection Reports (DVIR)	3 months	12–24 months	Safety verification
Repair & Work Orders	Varies by region	3–5 years	Liability protection
Preventive Maintenance Logs	Not always specified	3–7 years	Asset lifecycle tracking
Parts & Inventory Records	Not always specified	2–4 years	Cost control
Compliance & Certification Documents	1–3 years	5+ years	Regulatory audits

Retention requirements vary by jurisdiction and vehicle class. Fleets should verify regional transportation authority rules and insurance policy conditions.

Minimum Legal Retention vs. Extended Operational Retention

Minimum Legal Retention

Meets baseline regulatory obligations only
Often limited to inspections and safety documentation
Focused on avoiding penalties rather than operational insight
May not support warranty claims or long-term dispute resolution

Extended Operational Retention

Preserves multi-year maintenance and cost trends
Supports resale value and asset valuation discussions
Enables insurance and legal defense documentation
Improves forecasting, budgeting, and lifecycle planning

Regulatory and Legal Record Retention Requirements

Regulatory bodies typically define minimum retention periods for safety inspections, driver reports, and certain compliance documents. These minimums are often short and designed to confirm recent operational safety rather than long-term performance history.

Before establishing a retention policy, fleets should review transportation authority rules, insurance agreements, and contractual obligations. Requirements may differ for commercial vehicles, passenger transport, hazardous materials carriers, or government fleets.

Practical considerations include:

Jurisdiction-specific transportation regulations
Insurance policy documentation clauses
Contractual obligations with clients or municipalities
Vehicle class and usage type distinctions

Outcome focus:

Avoid regulatory penalties
Maintain defensible audit trails
Ensure documentation validity during inspections

Regulatory and Legal Record Retention Requirements

Categories of Fleet Maintenance Records

Fleet maintenance documentation extends beyond inspections and repairs. A complete retention policy identifies each record category and assigns an appropriate duration based on operational and compliance needs.

Common record categories include:

Driver Vehicle Inspection Reports (pre-trip and post-trip)
Repair invoices and technician work orders
Preventive maintenance schedules and completion logs
Parts purchase and inventory usage records
Fuel and mileage tracking logs
Compliance certificates, permits, and registrations
Warranty and recall documentation

Outcome focus:

Standardized documentation practices
Reduced information gaps during audits
Improved traceability across asset lifecycles

Recommended Retention Durations by Record Type

While legal minimums provide a baseline, many fleets adopt longer retention periods to protect against delayed claims, resale disputes, and long-term trend analysis. Extending retention also improves data continuity when vehicles change ownership internally or externally.

Typical operational ranges used by fleets:

Inspections and DVIRs: 12–24 months
Repairs and work orders: 3–5 years
Preventive maintenance logs: 3–7 years
Parts and inventory transactions: 2–4 years
Compliance and certification files: 5+ years

Outcome focus:

Stronger liability protection
Better resale and valuation documentation
Historical cost and performance visibility

Recommended Retention Durations by Record Type

Storage, Accessibility, and Audit Preparedness

Record retention effectiveness depends on how documentation is stored and retrieved. Paper archives may satisfy minimum compliance but often create delays during inspections or internal reviews. Digital systems provide faster searchability, permission controls, and backup redundancy.

A practical retention policy defines both duration and storage method to ensure records remain intact and accessible throughout the chosen timeframe.

Operational storage practices include:

Centralized record repositories rather than vehicle-level silos
Role-based access controls for maintenance, compliance, and finance teams
Automated backups and version tracking
Consistent file naming and categorization standards
Rapid retrieval capability during audits or roadside inspections

Outcome focus:

Reduced audit preparation time
Lower risk of document loss or duplication
Improved cross-team visibility

Final Takeaways

A fleet maintenance record retention policy balances regulatory minimums with operational realities. Keeping records longer than legally required often provides measurable risk reduction and performance insight.