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.

Preventive Maintenance Scheduling Software for Fleets

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

Preventive maintenance scheduling software for fleets is a structured system that automates service intervals based on time, mileage, engine hours, or other usage data. It helps fleet managers reduce unplanned downtime, extend asset life, and maintain regulatory compliance through consistent, documented service workflows.

Preventive Maintenance Configuration Framework

Configuration Element	Example	Operational Owner	Audit Frequency
Asset Service Interval	Oil change every 5,000 miles	Fleet Manager	Quarterly
Usage Trigger Source	Odometer sync via telematics	Operations	Monthly
Task Checklist	Multi-point inspection template	Maintenance Lead	Quarterly
Escalation Rule	Alert at 90% of interval	Operations	Monthly
Documentation Standard	Digital service record with parts and labor	Admin	Quarterly

Calendar-Based Scheduling vs Usage-Based Scheduling

Calendar-Based Scheduling

Service intervals based on fixed time periods
Suitable for low-mileage or seasonal assets
Easier to configure but less precise
Higher risk of under- or over-servicing

Usage-Based Scheduling

Intervals triggered by mileage, engine hours, or PTO usage
More accurate for high-utilization fleets
Requires reliable meter data
Reduces premature part replacement

What Preventive Maintenance Scheduling Software Does

Preventive maintenance scheduling software centralizes service intervals, automates reminders, and standardizes work order workflows across the fleet. It replaces manual spreadsheets with system-driven controls that create accountability and visibility.

Automates service reminders based on time or usage thresholds
Generates scheduled work orders before service deadlines
Tracks completed services with digital records
Standardizes inspection and task checklists
Maintains full maintenance history per vehicle

Operational outcome:

Reduced breakdown frequency
Improved audit readiness
Consistent maintenance execution across locations

What Preventive Maintenance Scheduling Software Does

How to Structure a Preventive Maintenance Program in Software

A structured PM program begins with clear interval definitions and documented service requirements. Software allows fleets to configure these rules once and apply them consistently.

Define asset categories (light-duty, heavy-duty, specialty equipment)
Assign interval logic (calendar, mileage, engine hours, hybrid triggers)
Attach standardized service checklists
Set notification and escalation thresholds
Align scheduling with shop capacity planning

Fleets transitioning from manual tracking often reference a fleet maintenance log template when mapping legacy processes into structured software workflows.

Operational outcome:

Standardized service planning
Reduced missed intervals
Clear accountability between operations and maintenance

Core Capabilities to Evaluate in Preventive Maintenance Scheduling Software

Not all systems provide the same level of scheduling precision or documentation control. Fleet managers should evaluate features that directly affect uptime and compliance.

Configurable multi-trigger service intervals
Automated preventive maintenance work order software functionality
Digital inspection and documentation tools
Parts and labor cost tracking within each service event
Reporting dashboards that show service completion rates

Capabilities aligned with broader fleet management software features improve visibility beyond maintenance alone.

Operational outcome:

Accurate service forecasting
Lower total maintenance cost variability
Clear service compliance metrics

Core Capabilities to Evaluate in Preventive Maintenance Scheduling Software

Implementation and Data Governance Considerations

Software configuration must align with fleet size, utilization patterns, and data reliability. A poorly structured implementation can result in duplicate alerts or missed services.

Audit current maintenance intervals before system setup
Validate odometer and engine-hour data accuracy
Clean historical records prior to migration
Define user roles and approval workflows
Establish monthly service compliance reviews

Fleets reviewing implementation structure often benefit from guidance in a fleet maintenance software buyer’s guide before final selection.

Operational outcome:

Reliable service forecasting
Clean digital audit trail
Reduced administrative burden

Final Takeaways

Preventive maintenance scheduling software enables fleets to move from reactive repairs to controlled, predictable service operations. Structured scheduling reduces breakdowns while improving documentation and cost stability.