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 Service Scheduling

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

Fleet service scheduling refers to the structured planning of vehicle maintenance activities based on defined service intervals and operational data. A well-managed scheduling process helps fleet operators reduce unexpected downtime, maintain vehicle reliability, and ensure maintenance work is completed before mechanical issues disrupt operations.

Manual vs Software-Based Fleet Service Scheduling

Scheduling Method	Tracking Method	Operational Visibility	Risk Level
Paper Logs	Manual records	Low	High
Spreadsheets	Manual updates	Limited	Medium
Calendar Reminders	Date alerts	Partial	Medium
Maintenance Software	Automated alerts	High	Low
Integrated Telematics	Data-driven	Very High	Very Low

Preventive Maintenance Scheduling vs Reactive Maintenance

Preventive maintenance scheduling and reactive maintenance represent two different approaches to fleet maintenance planning. Understanding these approaches helps fleet managers determine how maintenance strategy affects operational reliability and cost control.

Preventive Maintenance Scheduling

Operational approach

Maintenance activities are scheduled before component failure occurs
Service intervals are defined using mileage, time, or engine hours
Maintenance planning becomes structured and predictable

Operational outcomes

Lower probability of unexpected vehicle breakdowns
Improved equipment reliability and lifespan
Greater stability in fleet availability

Reactive Maintenance

Operational approach

Maintenance occurs only after a vehicle or component fails
Maintenance activities are unplanned and irregular
Repairs are often urgent or emergency-based

Operational outcomes

Increased risk of vehicle downtime
Higher repair costs due to emergency maintenance
Disruptions to fleet operations and scheduling

What Fleet Service Scheduling Means in Fleet Operations

Fleet service scheduling is the operational process of planning and coordinating maintenance activities across fleet vehicles to ensure that routine service tasks occur at appropriate intervals. These schedules help maintain asset reliability while minimizing operational disruptions.

Typical operational activities involved in fleet service scheduling include:

Defining service intervals for vehicle components
Monitoring mileage, engine hours, or time-based service triggers
Coordinating service activities with technicians or external service providers
Tracking maintenance history for every vehicle
Planning service work around vehicle availability

Operational outcomes

Higher fleet uptime and reliability
Reduced risk of unexpected service disruptions
More consistent vehicle maintenance planning

Many fleet organizations rely on guidance such as the fleet maintenance SOP guide to standardize how maintenance procedures and service schedules are managed across operations.

What Fleet Service Scheduling Means in Fleet Operations

Key Elements of an Effective Fleet Service Scheduling System

An effective service scheduling system requires multiple operational elements working together to ensure maintenance tasks are consistently planned and executed across the fleet.

Important elements typically include:

Defined preventive maintenance intervals for each vehicle type
Standardized service procedures for recurring maintenance tasks
Centralized maintenance records and service history
Scheduled reminders or alerts for upcoming maintenance
Operational visibility into upcoming and completed service work

Operational outcomes

Improved maintenance consistency across vehicles
Reduced dependency on manual maintenance tracking
Better coordination between operations teams and maintenance personnel

Fleet managers often follow structured planning methods outlined in the preventative maintenance guide for fleet operations to design maintenance intervals that align with vehicle usage patterns.

Common Methods Used to Schedule Fleet Maintenance

Fleet maintenance schedules are usually built around operational indicators that reflect how vehicles are used in real-world conditions. These indicators allow maintenance intervals to remain practical and aligned with fleet usage patterns.

Common service scheduling methods include:

Time-based scheduling using calendar intervals
Mileage-based scheduling using odometer readings
Engine-hour-based scheduling for equipment fleets
Inspection-based scheduling triggered by driver reports
Condition-based scheduling using telematics or diagnostics

Operational outcomes

Maintenance intervals aligned with vehicle usage
More predictable workshop workloads
Better planning for parts and technician availability

Fleet operators frequently use structured resources such as a preventive maintenance schedule template to organize maintenance intervals and track service planning across vehicles.

Common Methods Used to Schedule Fleet Maintenance

Implementing Fleet Service Scheduling Across a Fleet

Implementing fleet service scheduling requires coordination between operational planning, maintenance teams, and vehicle usage data. A consistent system ensures service tasks are not overlooked and maintenance remains manageable across the entire fleet.

Key implementation practices include:

Establishing service intervals for each vehicle category
Assigning responsibility for monitoring maintenance schedules
Integrating inspection results into service planning
Maintaining centralized maintenance records
Adjusting schedules based on vehicle usage patterns

Operational outcomes

Consistent service scheduling across all vehicles
Improved accountability for maintenance oversight
Lower risk of missed or delayed maintenance tasks

Many fleet operators use digital systems such as fleet maintenance work order software to schedule service tasks, manage work orders, and track completed maintenance activities.

Monitoring and Adjusting Service Schedules Using Fleet Data

Fleet service schedules should evolve as operational data becomes available. Monitoring maintenance outcomes and vehicle performance allows fleet managers to refine service intervals and improve scheduling accuracy.

Key data sources used for schedule adjustments include:

Driver vehicle inspection reports
Historical maintenance records
Telematics and vehicle usage data
Repair cost analysis across the fleet
Component failure patterns

Operational outcomes

Improved accuracy in maintenance intervals
Early detection of potential mechanical issues
More effective long-term maintenance planning

Regular review of maintenance data ensures fleet service schedules remain aligned with actual vehicle performance and operating conditions.

Monitoring and Adjusting Service Schedules Using Fleet Data

Final Takeaways

Fleet service scheduling plays a central role in maintaining vehicle reliability and operational continuity. By establishing structured maintenance intervals and monitoring fleet performance data, fleet managers can reduce downtime and maintain consistent fleet operations.

Key operational points include: