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.

Fleet Lifecycle Management

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

Fleet lifecycle management refers to the structured oversight of vehicles from acquisition through operation, maintenance, and eventual replacement. Managing the full lifecycle allows fleets to control operating costs, maintain vehicle reliability, and make data-driven decisions about asset utilization and replacement timing.

Lifecycle Cost Drivers Across a Vehicle's Life

Lifecycle Phase	Major Cost Drivers	Operational Impact	Management Priority
Acquisition	Purchase price	Capital allocation	Vehicle specification
Deployment	Fuel consumption	Operating efficiency	Route utilization
Maintenance	Service and repairs	Vehicle uptime	Preventive maintenance
Performance Monitoring	Operational data	Cost tracking	Lifecycle analysis
Replacement	Resale value	Fleet renewal	Asset transition

Reactive Vehicle Replacement vs Lifecycle-Based Replacement

Reactive Vehicle Replacement

Decision Triggers

Replacement occurs after repeated mechanical failures
Decisions are typically triggered by operational disruption
Minimal use of long-term performance or cost data

Operational Outcomes

Higher risk of unexpected vehicle downtime
Escalating repair costs late in the asset's life
Unpredictable replacement budgeting

Lifecycle-Based Replacement

Decision Triggers

Replacement determined by lifecycle cost thresholds
Decisions supported by maintenance history and asset performance data
Planned retirement based on predictable utilization patterns

Operational Outcomes

Lower long-term operating costs
Improved fleet availability and reliability
More stable fleet budgeting and asset planning

What Fleet Lifecycle Management Means in Fleet Operations

Fleet lifecycle management coordinates the operational, financial, and maintenance aspects of vehicles throughout their service life. Fleet managers monitor vehicle utilization, maintenance history, and operational costs to determine how long assets should remain in service and when they should be replaced.

Lifecycle oversight usually includes several operational management practices:

Tracking vehicle age, mileage, and utilization across the fleet
Monitoring operating costs such as fuel, repairs, and downtime
Evaluating long-term asset performance and reliability
Identifying vehicles approaching end-of-life performance thresholds
Planning replacement cycles that align with operational demand

These practices allow fleet managers to maintain operational continuity while avoiding unexpected asset failures.

What Fleet Lifecycle Management Means in Fleet Operations

Key Stages of the Fleet Vehicle Lifecycle

Every vehicle in a fleet progresses through multiple operational stages from acquisition to retirement. Understanding these stages helps fleet managers apply the correct maintenance strategy and cost monitoring practices throughout the asset's service life.

Typical lifecycle stages include:

Vehicle acquisition based on operational requirements and duty cycles
Deployment into daily service across routes or operational locations
Preventive maintenance scheduling to maintain vehicle reliability
Continuous performance monitoring through operational data
Planned replacement when lifecycle cost thresholds are reached

Maintaining structured maintenance planning and operational oversight during these stages helps fleets avoid excessive repair costs and service disruptions. Many fleets rely on structured maintenance frameworks described in the fleet maintenance SOP guide to standardize maintenance procedures across vehicles and teams.

Operational Data Used to Manage the Fleet Lifecycle

Lifecycle decisions depend heavily on operational data that reveals how vehicles perform throughout their service life. Accurate data allows fleet managers to evaluate reliability trends, identify high-cost assets, and forecast replacement timing.

Key operational data sources used in lifecycle analysis include:

Vehicle service history and maintenance records
Mileage accumulation and utilization patterns
Fuel consumption trends across vehicles
Frequency of repairs and component failures
Total operating cost per vehicle over time

Maintaining centralized and accessible service records is essential for this process. Systems designed for vehicle service history tracking allow fleet managers to monitor long-term asset performance and identify vehicles approaching the end of their efficient lifecycle.

Operational Data Used to Manage the Fleet Lifecycle

Strategies for Extending Fleet Asset Life While Controlling Costs

Extending vehicle service life requires balancing maintenance investment with long-term operating costs. Fleets that manage this balance effectively can increase asset utilization without increasing downtime risk.

Common strategies used by fleet operations include:

Implementing structured preventive maintenance programs
Monitoring mechanical health through scheduled inspections
Standardizing maintenance intervals across vehicle classes
Addressing minor repairs before they escalate into major failures
Monitoring cost per mile to identify declining asset efficiency

Many fleets use structured inspection processes supported by tools such as a daily vehicle inspection checklist to ensure maintenance issues are identified early and addressed consistently.

Implementing a Fleet Lifecycle Management Framework

A formal lifecycle management framework ensures vehicles are monitored consistently across acquisition, operation, maintenance, and retirement stages. This framework helps fleets maintain operational visibility while supporting long-term asset planning and budgeting.

Effective lifecycle frameworks typically include the following operational elements:

Centralized tracking of vehicle specifications, purchase dates, and service records
Standardized work order and maintenance management processes
Continuous monitoring of utilization, cost per mile, and downtime metrics
Data-driven evaluation of replacement timing and fleet renewal cycles
Integration of lifecycle insights into overall fleet planning

Fleet management platforms that consolidate maintenance data, inspections, and operational reporting can simplify lifecycle oversight. For example, systems supporting fleet maintenance work order management help fleets track service activities and maintain a clear operational history for each vehicle.

Implementing a Fleet Lifecycle Management Framework

Final Takeaways

Fleet lifecycle management allows organizations to control operating costs, maintain vehicle reliability, and plan fleet renewal strategically. Managing the full lifecycle—from acquisition to retirement—ensures that fleet assets deliver maximum operational value.

Key operational takeaways include: