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.

How Fleet Management Software Improves Business Efficiency

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

Fleet management software centralizes operational data across vehicles, drivers, and maintenance processes, enabling organizations to monitor performance, coordinate maintenance, and make faster operational decisions. For fleets managing multiple assets and drivers, digital systems improve efficiency by reducing manual processes, improving visibility, and standardizing operational workflows.

How Fleet Management Software Improves Business Efficiency

Manual Fleet Management vs Software-Based Fleet Management

Operational Activity	Manual Process	Software-Based Process	Efficiency Impact
Maintenance tracking	Paper logs or spreadsheets	Centralized maintenance database	Faster service coordination
Inspection records	Paper forms and manual filing	Digital inspection reporting	Faster issue identification
Fuel usage monitoring	Fuel receipts and manual entry	Automated fuel tracking systems	Better fuel cost visibility
Driver oversight	Limited monitoring tools	Driver activity tracking systems	Improved driver accountability
Fleet reporting	Manual report compilation	Automated fleet dashboards	Faster operational insights

Fragmented Fleet Systems vs Centralized Fleet Management Platform

Fragmented Fleet Systems

Separate tools for inspections, maintenance, and reporting
Inconsistent data collection across teams
Manual coordination between departments
Limited operational visibility

Centralized Fleet Management Platform

Unified system for inspections, maintenance, and reporting
Standardized fleet data collection
Improved coordination across operations teams
Clear operational visibility across assets and drivers

Operational Visibility Across the Fleet

Fleet managers often struggle to maintain clear visibility of vehicle status, maintenance schedules, and operational performance when data is scattered across spreadsheets, paper logs, or disconnected tools.

Fleet management software consolidates these data streams into a centralized system, allowing teams to monitor fleet activity and operational status more efficiently.

Key operational visibility improvements typically include:

Centralized dashboards showing fleet status across vehicles and equipment
Real-time access to vehicle service history and maintenance records
Mileage, trip, and utilization tracking across fleet assets
Consolidated documentation for inspections, maintenance, and compliance
Unified reporting across multiple fleet locations or teams

When visibility improves, operations teams can quickly identify operational bottlenecks, vehicle downtime risks, and inefficiencies in fleet usage.

Maintenance Coordination and Downtime Reduction

Vehicle downtime is one of the most significant efficiency losses in fleet operations. Poor coordination of service schedules, delayed repairs, and incomplete maintenance records often result in unplanned breakdowns and operational disruption.

Fleet management software improves maintenance coordination by organizing service schedules, maintenance history, and work orders within a single system.

Common maintenance coordination improvements include:

Preventive maintenance schedules based on mileage, hours, or time intervals
Centralized tracking of completed repairs and maintenance history
Automated reminders for upcoming service requirements
Work order management for repair tasks and technician coordination
Historical data analysis for identifying recurring mechanical issues

Organizations implementing preventive maintenance programs often reference resources such as the Preventative Maintenance Guide for Fleet Operations to structure consistent service schedules and reduce unexpected downtime.

When maintenance data is organized and accessible, fleets can reduce repair delays and extend vehicle service life.

Driver Activity and Safety Oversight

Driver performance has a direct impact on fleet efficiency. Unsafe driving behavior, excessive idling, and inefficient routes increase operational costs and vehicle wear.

Fleet management software enables organizations to monitor driver activity and operational safety metrics more effectively.

Key capabilities supporting driver oversight include:

Driver assignment tracking and vehicle usage monitoring
Integration with GPS tracking systems for route visibility
Driver safety monitoring using telematics or dash cameras
Incident and inspection reporting from mobile devices
Operational alerts for unsafe driving patterns or irregular activity

Fleet safety programs frequently incorporate standardized inspection procedures and safety monitoring practices similar to those outlined in the Fleet Safety Guide for Fleet Operations.

When driver data becomes visible and measurable, fleets can implement targeted safety programs and reduce operational risks.

Data-Driven Fleet Decision Making

Modern fleet operations generate significant operational data, including maintenance costs, vehicle utilization, inspection outcomes, and driver performance metrics.

Fleet management software aggregates this data into dashboards and reports that support operational decision making.

Operational analytics typically enable fleets to:

Identify vehicles with high maintenance costs or downtime frequency
Monitor fleet utilization across vehicles and departments
Track cost trends related to fuel, repairs, and maintenance
Evaluate driver performance and safety trends
Forecast replacement cycles using service history data

Centralized fleet reporting systems make it possible to analyze trends across the entire operation rather than relying on fragmented records.

Better data visibility enables operations leaders to plan budgets, adjust maintenance strategies, and improve overall fleet efficiency.

Standardizing Fleet Processes and Documentation

Fleet operations typically involve multiple processes including vehicle inspections, maintenance reporting, work order management, and regulatory compliance.

When these processes are handled manually, documentation becomes inconsistent and difficult to manage across teams.

Fleet management software improves operational consistency by standardizing these workflows.

Common process improvements include:

Digital vehicle inspection reports submitted by drivers
Standardized maintenance records stored in a centralized system
Work order documentation for repairs and parts usage
Digital document storage for fleet compliance records
Shared operational procedures across maintenance teams

Fleets often use standardized documentation such as the fleet maintenance log template to ensure maintenance records remain consistent and accessible across vehicles and departments.

Standardizing fleet documentation reduces administrative workload while improving audit readiness and operational accountability.

Standardizing Fleet Processes and Documentation

Final Takeaways

Fleet management software improves operational efficiency by organizing fleet data, automating maintenance processes, and improving visibility across vehicles, drivers, and operational activities.

Organizations implementing centralized fleet management systems typically experience improvements in operational coordination, data visibility, and maintenance planning.

Key efficiency improvements include: