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 to Improve Fleet Management

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

Improving fleet management requires consistent control over maintenance, utilization, safety, and data visibility. Structured processes and measurable performance indicators enable fleets to reduce downtime, control operating costs, and maintain regulatory readiness across vehicles and teams.

Utilization vs Cost Control Matrix

Utilization Level	Risk Exposure	Recommended Action	Expected Outcome
Low	Asset Underuse	Reallocate or downsize units	Reduced fixed costs
Moderate	Balanced Wear	Maintain standard PM intervals	Stable operating cost
High	Accelerated Wear	Increase inspection frequency	Controlled failure risk
Very High	Breakdown Risk	Plan early replacement	Improved uptime
Seasonal Spikes	Maintenance Gaps	Adjust service schedules	Consistent availability

Reactive Fleet Operations vs Proactive Fleet Management

Reactive Fleet Operations

Maintenance triggered by breakdowns
Limited visibility into asset condition
Higher emergency repair costs
Increased unplanned downtime

Proactive Fleet Management

Scheduled preventive maintenance cycles
Continuous inspection and defect tracking
Predictable repair budgeting
Improved uptime and asset lifespan

Establish Clear Fleet Objectives and Performance Metrics

Defining measurable operational goals provides a baseline for improvement and enables data-driven decision-making across maintenance, finance, and operations teams.

Define cost-per-mile and maintenance-per-vehicle benchmarks
Track vehicle availability and downtime ratios
Measure inspection completion rates
Monitor fuel efficiency and utilization levels
Align departmental targets with overall fleet KPIs

Outcome

Consistent performance measurement
Faster identification of inefficiencies
Clear accountability across teams

Establish-Clear-Fleet-Objectives-and-Performance-Metrics

Strengthen Preventive Maintenance and Inspection Controls

Structured maintenance planning reduces unplanned failures and improves compliance documentation readiness. Consistency is more impactful than frequency alone.

Implement mileage- and time-based service schedules
Standardize inspection checklists across vehicle classes
Record defect identification and correction timelines
Maintain parts and service history logs
Review maintenance trends quarterly

Outcome

Reduced breakdown frequency
Extended asset life
Improved audit readiness

Optimize Vehicle Utilization and Asset Lifecycle Decisions

Balancing fleet size with operational demand prevents both asset underuse and excessive wear. Lifecycle planning should be based on operational data rather than age alone.

Monitor utilization percentages per unit
Evaluate replacement timing using repair trends
Compare lease versus ownership costs
Adjust fleet size based on seasonal demand
Analyze cost-per-mile against depreciation curves

Outcome

Lower total cost of ownership
Improved resource allocation
Predictable capital planning

Optimize-Vehicle-Utilization-and-Asset-Lifecycle-Decisions

Improve Driver Practices, Safety, and Accountability

Driver behavior directly influences fuel consumption, maintenance frequency, and incident risk. Structured training and monitoring programs create measurable improvements.

Conduct recurring safety and compliance training
Track incident and violation histories
Encourage pre- and post-trip inspections
Establish clear reporting channels for defects
Align incentives with safe driving metrics

Outcome

Reduced accident frequency
Lower insurance and repair costs
Stronger compliance posture

Centralize Data, Reporting, and Decision Workflows

Fragmented spreadsheets and paper logs limit visibility and delay corrective action. Centralized digital records enable faster planning, reporting, and audit preparation.

Consolidate maintenance, inspections, and fuel data
Automate service reminders and alerts
Generate standardized performance reports
Maintain digital audit trails
Provide controlled access across departments

Outcome

Faster decision cycles
Improved record accuracy
Consistent documentation standards

Centralize-Data-Reporting-and-Decision-Workflows

Final Takeaways

Improving fleet management is a continuous operational process that combines structured maintenance, measurable metrics, utilization control, and centralized data practices.