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 Reduces Costs

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

Fleet costs are driven by maintenance, fuel consumption, vehicle downtime, administrative overhead, and compliance risks. Fleet management software helps organizations monitor these operational areas systematically, allowing managers to control spending, improve vehicle uptime, and standardize fleet processes.

How Fleet Management Software Reduces Costs

Cost Levers vs Software Controls

Fleet Cost Area	Operational Problem	Software Control	Expected Outcome
Vehicle maintenance	Reactive repairs and missed service intervals	Preventive maintenance scheduling	Lower repair costs
Vehicle downtime	Unplanned breakdowns and delayed repairs	Work order tracking and service history	Higher fleet uptime
Fuel consumption	Idling, route inefficiency, and fuel misuse	Fuel tracking and GPS-based monitoring	Reduced fuel spend
Administrative workload	Manual spreadsheets and fragmented records	Centralized fleet data and reporting	Lower administrative time
Compliance risk	Missing inspections or incomplete documentation	Digital inspection workflows	Reduced regulatory exposure

Reactive Maintenance vs Preventive Maintenance Operations

Reactive Maintenance Operations

Reactive maintenance focuses on repairing vehicles after a failure occurs, which often leads to higher operational costs and unpredictable downtime.

Repairs occur after breakdowns rather than before failures
Parts and labor costs increase due to emergency repairs
Vehicle downtime interrupts operations and delivery schedules
Maintenance planning becomes inconsistent across locations

Preventive Maintenance Operations

Preventive maintenance introduces structured service intervals and inspections designed to prevent failures before they occur.

Maintenance is scheduled based on mileage, hours, or time intervals
Vehicles remain operational longer due to early issue detection
Maintenance records improve operational visibility
Repair costs stabilize through predictable service cycles

Identify Where Fleet Costs Are Coming From

Many fleets struggle with cost control because operational data is scattered across spreadsheets, maintenance invoices, and driver reports. Fleet management software centralizes operational information so managers can identify cost drivers at the vehicle, driver, or location level.

Key cost sources fleets typically analyze include:

Maintenance costs by vehicle, asset, or service category
Fuel consumption trends across routes and drivers
Vehicle downtime caused by unscheduled repairs
Labor hours spent on maintenance tasks and inspections
Administrative time spent managing fleet documentation

When fleet data is consolidated and standardized, managers gain a clearer understanding of where operational expenses originate.

Identify Where Fleet Costs Are Coming From

Reduce Maintenance Spend and Downtime with Preventive Workflows

Maintenance represents one of the largest controllable expenses in fleet operations. Software platforms help fleets shift from reactive repairs to preventive maintenance programs that reduce both repair costs and vehicle downtime.

A preventive maintenance workflow typically includes:

Scheduled service intervals based on mileage, hours, or calendar cycles
Digital inspection processes that identify issues early
Work order tracking to manage maintenance activities and technician tasks
Vehicle service history records that support long-term asset decisions
Inventory visibility for parts used during repairs

These operational controls help fleets prevent breakdowns and extend the useful life of vehicles. Structured preventive maintenance programs are widely recommended in operational guides such as the preventive maintenance guide for fleet operations.

Cut Fuel and Idling-Related Costs with Tracking and Accountability

Fuel is often the largest variable operating cost in fleet operations. Without clear visibility into fuel usage and driving behavior, fleets struggle to identify where unnecessary fuel consumption occurs.

Fleet management software helps organizations monitor fuel-related cost drivers through operational tracking and reporting.

Common fuel-management practices supported by software include:

Tracking fuel usage and consumption trends by vehicle
Monitoring idling behavior and driver operating patterns
Identifying route inefficiencies that increase fuel use
Detecting unusual fuel activity or inconsistent fill-ups
Connecting fuel data with vehicle utilization metrics

These insights allow fleet managers to improve operational efficiency and make better routing, scheduling, and driver management decisions.

Cut Fuel and Idling-Related Costs with Tracking and Accountability

Lower Administrative Overhead with Standardized Fleet Processes

Administrative overhead can increase significantly as fleets grow. Manual processes such as spreadsheets, paper inspection forms, and disconnected systems often require significant time to maintain.

Fleet management software reduces administrative workload by standardizing operational processes across vehicles, drivers, and locations.

Operational improvements typically include:

Centralized vehicle maintenance records and documentation
Automated reporting for fleet performance and operational metrics
Standardized inspection workflows for drivers and technicians
Simplified compliance documentation and audit preparation
Consistent maintenance procedures across multiple locations

Operational standards like those described in a fleet maintenance SOP guide help fleets maintain consistency while minimizing manual administrative effort.

Final Takeaways

Fleet costs are influenced by operational visibility, maintenance discipline, fuel management, and administrative efficiency. Fleet management software helps organizations manage these areas through standardized workflows and centralized operational data.

Key operational takeaways include:

Fleet cost control begins with accurate operational data and reporting.
Preventive maintenance programs significantly reduce repair and downtime costs.
Fuel tracking and driver accountability help control one of the largest variable expenses.
Standardized workflows reduce administrative overhead and operational complexity.
Centralized fleet systems improve decision-making across vehicles, drivers, and locations.