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.

What Is a Mobile Asset Management System and Does Your Fleet Need One?

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

Miya Bholat

Mar 12, 2026

Key Takeaways: Mobile Asset Management at a Glance

Mobile means real-time. The primary value of a mobile asset management system is that records are updated in the field when work happens — not later.
Field teams become part of the data process. Drivers and technicians can log inspections, repairs, and status updates directly from their phones.
Preventive maintenance becomes easier to manage. Automated reminders and scheduling reduce the risk of missed maintenance intervals.
Compliance documentation improves. Digital inspection reports and maintenance logs create a clear audit trail for regulators and insurance providers.
Asset visibility increases across locations. Managers can see which vehicles or equipment are available, under repair, or in use across multiple job sites.
Operational decisions become data-driven. With real-time reporting and maintenance history, fleets can make better scheduling and utilization decisions.
Adoption depends on usability. The best system is the one field teams will consistently use — simplicity and mobile-first design matter.

What Is a Mobile Asset Management System?

A mobile asset management system is software that allows organizations to track, manage, and update asset information from mobile devices in real time. Instead of waiting until someone returns to the office to log updates, the system enables teams to capture data at the moment work occurs.

In fleet operations, an asset can include:

Vehicles such as trucks, vans, and service cars
Heavy equipment and machinery
Trailers and attachments
Tools used by field technicians
Mobile equipment such as generators or compressors

Traditional asset management systems were built for office use. Records were updated on desktop computers after the workday, often by someone who wasn't directly involved in the work itself.

Mobile systems change that workflow. With a smartphone or tablet, drivers and technicians can:

Log maintenance tasks immediately
Complete inspection checklists on-site
Update asset status and location
Upload photos or documentation
Access asset history while in the field

This shift from delayed data entry to real-time updates is what makes mobile asset management significantly more effective for modern fleet operations.

Why Desktop-Only Asset Tracking No Longer Works

Desktop-only systems struggle because fleet work happens outside the office.

In many operations, a technician completes a repair at a job site, a driver notices a mechanical issue during a route, or a supervisor performs an inspection at a remote location. If the system requires them to return to a desktop computer to record that information, the update often gets delayed.

Consider a common scenario.

A technician finishes repairing a vehicle on Tuesday afternoon. Instead of logging the repair immediately, they make a note and plan to enter it later. By the time they sit down at the office on Friday, details are fuzzy. The repair record ends up incomplete or inaccurate.

Multiply that situation across dozens or hundreds of assets, and the problems compound quickly.

Desktop-based asset tracking leads to several operational issues:

Maintenance records fall behind reality. Repairs and inspections are logged hours or days later.
Asset status becomes unclear. Managers may not know which vehicles are operational or in repair.
Inspections rely on paper forms. Documentation can be lost, delayed, or never entered into the system.
Accountability weakens. It's harder to track who completed work and when.

Fleet operations move quickly. Systems that depend on delayed data entry simply can't keep up.

Core Features to Look for in a Mobile Asset Management System

Not all asset management systems are truly mobile. Some platforms technically load on a phone browser but are still designed for desktop use. The difference matters.

A genuine mobile asset management system should support field workflows, not just office administration.

Real-Time Asset Tracking and Status Updates

The first capability fleets should expect is real-time asset visibility.

Mobile asset management systems allow teams to update asset status immediately — whether a vehicle is operational, undergoing maintenance, or temporarily out of service. Location tracking can also help managers understand where equipment or vehicles are currently deployed.

Core capabilities include:

GPS or manual asset location updates
Asset status indicators (in service, out of service, under repair)
Utilization tracking across job sites
Quick updates from field technicians or drivers

When managers have accurate status information, they can make better dispatch and scheduling decisions.

Many fleets combine asset management with telematics or GPS tools such as GPS fleet tracking and telematics to improve location visibility and asset utilization.

Mobile Inspection and Maintenance Logging

Maintenance and inspections are two of the most important asset management activities — and they benefit enormously from mobile workflows.

Instead of completing paper forms, technicians and drivers can perform inspections directly from their mobile device. Photos, notes, and repair details can be attached immediately.

A strong system should support:

Digital inspection checklists
Photo attachments for defects or repairs
Maintenance logging in real time
Work order updates from the field

For example, solutions like the digital vehicle inspection app allow drivers and technicians to complete inspection reports directly on their phones, ensuring issues are documented immediately instead of being forgotten later.

Automated Alerts and Maintenance Reminders

One of the biggest advantages of digital asset systems is automation.

Instead of relying on manual reminders or spreadsheets, mobile platforms can trigger alerts when maintenance is due or when inspections are overdue.

Typical notifications include:

Upcoming preventive maintenance intervals
Inspection reminders for drivers
Repair alerts for maintenance teams
Notifications when an asset goes out of service

Systems that include fleet preventive maintenance schedules help ensure that routine maintenance tasks happen on time — reducing breakdowns and costly downtime.

Automation is especially valuable for fleets managing dozens or hundreds of assets simultaneously.

Reporting and Audit Trails on the Go

Fleet managers frequently need access to asset records while away from their desks.

A mobile asset management system allows managers to review asset history, maintenance records, and operational reports directly from their phone or tablet.

Key reporting capabilities often include:

Complete maintenance history for each asset
Cost tracking by vehicle or equipment
Inspection documentation and compliance records
Utilization reports and asset performance metrics

Platforms with integrated analytics — such as fleet reports and dashboards — allow managers to monitor performance and maintenance trends without waiting for office access.

For DOT-regulated fleets or organizations subject to audits, having a clear digital record of maintenance activity is essential.

Industries and Fleet Types That Benefit Most

While almost any organization with mobile assets can benefit from these systems, some industries see especially strong returns.

Mobile asset management is particularly valuable when equipment and vehicles operate across multiple locations.

Examples include:

Construction and heavy equipment fleets – Equipment frequently moves between job sites, making mobile asset visibility essential.
Last-mile delivery and logistics companies – Vehicles operate across wide geographic areas, requiring real-time maintenance and inspection tracking.
Field service companies – Technicians rely on tools, vehicles, and equipment that must be tracked and maintained across multiple service locations.
Government and municipal fleets – Agencies often manage large fleets across departments and need strong documentation for compliance and budgeting.
Mixed fleets with vehicles and equipment – Organizations managing both trucks and non-vehicle assets such as generators or trailers benefit from centralized asset tracking.

The more dispersed assets are across locations, the more valuable mobile access becomes.

The Real Cost of Not Having a Mobile Asset Management System

Many fleets underestimate how much manual asset tracking actually costs.

When asset information isn't updated in real time, several operational risks emerge.

The most expensive is unplanned downtime. Missed maintenance intervals or undocumented issues often lead to unexpected breakdowns. Industry estimates suggest unplanned vehicle downtime can cost fleets hundreds of dollars per vehicle per day, depending on the operation.

Other hidden costs include:

Labor inefficiencies from manual data entry
Phone calls and status checks between managers and field crews
Incomplete inspection documentation that creates compliance risk
Underutilized assets because their availability is unclear

Even small inefficiencies add up quickly when multiplied across an entire fleet.

In many cases, the productivity gains from real-time asset tracking alone justify the investment in a mobile system.

How to Evaluate and Choose the Right Mobile Asset Management System

Not every platform will fit every fleet. Choosing the right system requires evaluating how well it supports real-world field workflows.

Questions to Ask Before You Buy

Before selecting a solution, fleet managers should evaluate a few key criteria.

Ask questions such as:

Does the system work offline when connectivity is limited?
Is the mobile app designed for field use or just a desktop interface scaled down?
Can it track multiple asset types such as vehicles, equipment, and tools?
Does it support inspections, maintenance tracking, and reporting in one system?
Can it integrate with existing telematics or GPS tools?

A strong mobile system should simplify operations rather than adding complexity.

Solutions like the AUTOsist mobile app are specifically designed for technicians and drivers working in the field, ensuring that updates happen at the source of the work.

Implementation Tips for Getting Your Team to Actually Use It

Even the best system will fail if field teams don't adopt it.

Successful implementation focuses on making the system easy to use and demonstrating how it benefits technicians and drivers.

Practical rollout strategies include:

Start with a pilot group of vehicles or assets
Provide hands-on training in the field, not just in the office
Keep the interface simple and reduce unnecessary data entry
Show technicians how the system saves them time by eliminating paperwork

When field teams see that the system reduces administrative work rather than adding to it, adoption increases quickly.

A mobile asset management system doesn't just digitize asset records. It changes how information flows through a fleet operation, making maintenance, inspections, and asset tracking more accurate, timely, and efficient.

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