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.

Vehicle Safety Inspection: Complete 2026 Fleet Guide

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

Vehicle safety inspections are structured evaluations of a fleet vehicle’s mechanical condition, safety systems, and regulatory compliance status. Consistent inspection programs help fleets reduce breakdown risk, improve driver safety, and maintain audit-ready maintenance records.

Vehicle Safety Inspection: Complete 2025 Fleet Guide

Inspection Record Fields and Data Points

Field Category	Example Entry	Purpose	Responsible Role
Vehicle Details	Unit ID / VIN	Asset identification	Driver / Admin
Inspection Type	Daily / Annual	Defines depth and scope	Fleet Manager
Defect Status	Minor / Major	Risk classification	Technician
Corrective Action	Work Order #	Repair traceability	Maintenance Team
Date & Time	2026-03-12 08:10	Audit trail	Driver / System

Paper-Based Inspections vs Digital Inspections

Paper-Based Inspections

Slower form completion and manual filing
Higher risk of lost or damaged records
Limited real-time visibility for managers
Error-prone handwriting and duplicate entry

Digital Inspections

Faster submission and centralized storage
Automatic timestamps and asset linkage
Real-time defect alerts and dashboards
Easier audit preparation and record retrieval

What a Vehicle Safety Inspection Covers in Fleet Operations

A safety inspection evaluates the condition and functionality of critical vehicle systems that directly affect roadworthiness and legal compliance. The scope varies by fleet type, vehicle class, and operating environment, but core safety components remain consistent.

Brake system performance and wear indicators
Tire tread depth, pressure, and sidewall integrity
Exterior and interior lighting functionality
Steering, suspension, and alignment condition
Safety equipment presence (extinguishers, triangles, PPE)

Operational Outcome

Early defect detection
Reduced roadside failures
Improved driver confidence

What a Vehicle Safety Inspection Covers in Fleet Operations

Daily, Periodic, and Annual Inspection Frameworks

Fleet inspections typically operate on multiple intervals to balance operational speed with technical depth. Daily driver checks focus on visible and functional items, while scheduled and annual inspections address mechanical and regulatory requirements.

Daily walk-around checks before and after shifts
Periodic inspections tied to mileage or engine hours
Annual or regulatory inspections by certified technicians
Seasonal inspections for weather-specific risks
Post-incident inspections following accidents or major repairs

Operational Outcome

Layered safety assurance
Predictable maintenance planning
Reduced compliance exposure

Building a Standardized Fleet Inspection Process

Standardization ensures inspection consistency across vehicles, drivers, and locations. A repeatable process reduces subjective judgment and creates uniform data for analysis and audits. Many fleets reference structured resources such as a vehicle inspection checklist and formal guides like the Vehicle Inspection Guide and Fleet Compliance Guide to maintain consistency.

Define inspection frequency by vehicle class and usage
Use uniform checklists across all locations
Assign accountability to drivers and supervisors
Train staff on defect identification criteria
Review and update inspection standards quarterly

Operational Outcome

Consistent inspection quality
Easier cross-location management
Clear accountability lines

Building a Standardized Fleet Inspection Process

Recording, Reporting, and Corrective Action Control

Inspection value depends on accurate documentation and timely follow-through. Recording defects without corrective action creates compliance gaps and operational risk. Centralized digital records and linked work orders improve response speed and traceability.

Capture inspection data with timestamps and user IDs
Classify defects as minor, major, or out-of-service
Generate work orders immediately for critical faults
Track repair completion and verification checks
Maintain historical inspection logs for each asset

Operational Outcome

Faster repair cycles
Clear audit trails
Improved maintenance forecasting

Compliance, Risk Management, and Audit Readiness

Regulatory inspections and internal audits require organized documentation and consistent processes. Fleets that maintain structured inspection histories and corrective action records are better positioned to pass audits and defend liability claims.

Retain inspection records according to jurisdiction rules
Conduct internal audit simulations quarterly
Align inspection criteria with DOT or regional standards
Monitor recurring defect patterns and root causes
Maintain technician certifications and training logs

Operational Outcome

Stronger legal defensibility
Reduced insurance risk
Predictable compliance performance

Compliance, Risk Management, and Audit Readiness

Final Takeaways

A structured vehicle safety inspection program is a core control system for fleet reliability, safety, and compliance. Consistency, documentation accuracy, and timely repairs determine its effectiveness.