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 Reporting & Analytics Software for Data-Driven Fleet Operations

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

Fleet reporting and analytics software centralizes operational data into structured dashboards and standardized reports that support maintenance, compliance, cost control, and utilization decisions. For fleet managers and operations leaders, it provides visibility into performance trends, KPI integrity, and operational risk exposure across vehicles, equipment, drivers, and locations.

Fleet Reporting & Analytics Software for Data-Driven Fleet Operations

KPI Definition Control Sheet

KPI Name	Calculation Rule	Data Source	Common Failure Mode
Preventive Maintenance Compliance	PMs Completed ÷ PMs Scheduled	Work Order Records	Inconsistent PM scheduling intervals
Fleet Downtime Rate	Downtime Hours ÷ Available Hours	Maintenance Logs	Missing out-of-service timestamps
Maintenance Cost per Mile	Total Maintenance Cost ÷ Miles Driven	Cost + Mileage Data	Fuel or labor exclusions
Utilization Rate	Active Use Hours ÷ Total Available Hours	Telematics or Trip Logs	Inaccurate vehicle status tracking
Work Order Cycle Time	Open to Close Duration	Work Order System	Delayed close-out entries

Real-Time Monitoring Metrics vs Period-End Performance Metrics

Real-Time Monitoring Metrics

Active vehicle status and location
Open work orders by priority
Vehicles overdue for preventive maintenance
Live fuel consumption trends

Period-End Performance Metrics

Monthly maintenance cost per asset
Preventive maintenance compliance rate
Downtime percentage by vehicle class
Cost variance vs annual fleet budget

Real-time metrics support dispatch and daily shop management, while period-end metrics guide budgeting, policy adjustments, and executive reporting.

What Fleet Reporting & Analytics Software Does Operationally

Fleet reporting software consolidates maintenance, fuel, telematics, inspection, and cost data into structured dashboards that support operational decisions.

Centralizes work order, service history, fuel, and inspection records
Standardizes KPI calculations across locations
Visualizes trends in downtime, cost, and utilization
Supports audit-ready documentation and compliance reviews
Enables filtering by asset class, location, or department

Operational Outcome:

Faster issue identification
Reduced manual spreadsheet consolidation
Clear ownership of performance metrics

For KPI design methodology and formula alignment, fleets often reference structured frameworks such as the fleet maintenance KPIs with formulas guide.

What Fleet Reporting & Analytics Software Does Operationally

Data Inputs, Definitions, and Governance Controls

Analytics reliability depends on consistent data entry, aligned definitions, and structured governance controls.

Standardize preventive maintenance intervals across asset classes
Require structured work order close-out procedures
Align cost categories (labor, parts, vendor services)
Define downtime start and end rules
Establish monthly data validation reviews

Without governance, dashboards reflect inconsistent interpretations rather than operational reality.

Fleets implementing reporting controls alongside broader management practices often align them with principles outlined in the fleet manager guide to ensure role clarity and accountability.

Governance Outcome:

Reduced metric disputes
Consistent cross-location reporting
Stronger audit defensibility

Core Report Types and KPI Design for Fleet Decisions

Fleet reporting software typically supports multiple operational report categories.

Maintenance performance reports (PM compliance, backlog trends)
Cost control reports (cost per mile, cost per asset class)
Utilization and idle time analysis
Fuel efficiency and consumption reports
Compliance and inspection completion tracking

Effective KPI design requires:

Clear formulas with documented calculation rules
Defined metric owners
Fixed refresh cadence (daily, weekly, monthly)
Role-based dashboard access

Supporting documentation such as a preventive maintenance schedule template helps align reporting outputs with planned service intervals and structured maintenance planning.

Decision Support Outcome:

Improved maintenance forecasting
Better capital planning visibility
Stronger performance benchmarking

Core Report Types and KPI Design for Fleet Decisions

Implementation, Adoption, and Ongoing Performance Management

Deploying fleet analytics software requires more than activating dashboards; it requires structured change management and review discipline.

Map existing data sources before migration
Clean legacy spreadsheets and duplicate asset records
Define dashboard views by role (shop, operations, leadership)
Train supervisors on KPI interpretation
Schedule recurring performance review meetings

Adoption increases when dashboards directly support operational workflows rather than exist as executive-only reporting tools.

Sustainability Outcome:

Higher data accuracy
Consistent performance monitoring
Reduced reporting fatigue

Final Takeaways

Fleet reporting and analytics software transforms raw operational data into structured performance insight when supported by clear definitions and governance controls.