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 to Calculate Fleet Downtime Cost

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

Fleet downtime cost represents the financial impact that occurs when a vehicle is unavailable for service due to maintenance, breakdowns, or operational delays. Accurately calculating this cost helps fleet managers understand operational inefficiencies, prioritize preventive maintenance, and make informed decisions that reduce disruptions across the fleet.

Example Fleet Downtime Cost Calculation

Cost Factor	Example Value	Downtime Hours	Total Cost
Lost Revenue per Hour	$120	10	$1200
Driver Labor Cost	$30	10	$300
Emergency Repair Cost	$850	1 event	$850
Rental Vehicle Cost	$95/day	2 days	$190

Direct Downtime Costs vs Indirect Downtime Costs

Understanding downtime cost requires evaluating both direct expenses and secondary operational impacts. These categories help fleet managers build a more accurate financial picture.

Direct Downtime Costs

Emergency repair expenses
Rental or replacement vehicle costs
Towing and roadside recovery services
Replacement parts and technician labor

Indirect Downtime Costs

Lost delivery or service revenue
Customer service disruptions or delays
Idle driver or technician labor time
Reduced overall fleet utilization

What Fleet Downtime Means in Operational Terms

Fleet downtime occurs whenever a vehicle cannot perform its assigned tasks due to maintenance, inspection failures, mechanical breakdowns, or administrative delays. While some downtime is planned through scheduled maintenance, unplanned downtime often leads to operational disruption and higher costs.

Common situations that contribute to downtime include the following operational events.

Unexpected mechanical failures requiring emergency repair
Delays caused by inspection failures or compliance issues
Parts shortages extending repair timelines
Scheduling conflicts that prevent timely maintenance

Effective downtime management requires maintaining reliable service records and maintenance histories. Tools such as a fleet maintenance guide can help fleets understand how maintenance planning directly influences vehicle availability.

Outcome of accurate downtime identification:

Improved fleet availability
More predictable maintenance scheduling
Reduced disruption to daily operations

What Fleet Downtime Means in Operational Terms

Core Cost Components That Contribute to Fleet Downtime

Fleet downtime cost is typically made up of several direct and indirect financial components. Identifying these cost drivers helps fleet managers estimate the true impact of vehicle unavailability.

Key cost components typically include the following factors.

Lost operational revenue when a vehicle cannot complete assigned work
Driver or technician labor costs during idle time
Emergency repair costs caused by unplanned breakdowns
Rental or replacement vehicle expenses used to maintain operations
Towing or recovery costs when vehicles require transport to repair facilities

Tracking these cost categories consistently allows fleet teams to evaluate patterns in downtime events. Over time, this data helps identify whether mechanical issues, maintenance delays, or operational factors are responsible for repeated downtime.

Additional operational outcomes of understanding downtime cost components:

Clearer budgeting for maintenance operations
Better planning for parts inventory and service scheduling
Improved accountability across maintenance workflows

Step-by-Step Method to Calculate Fleet Downtime Cost

Calculating downtime cost requires combining several operational metrics into a simple cost model. This approach allows fleet managers to estimate the financial impact of downtime on a per-vehicle or fleet-wide basis.

The following operational steps provide a structured calculation method.

Determine average revenue or utilization value per vehicle hour based on deliveries, services, or operational output
Calculate driver or technician labor cost per hour associated with the vehicle
Estimate repair or recovery expenses related to the downtime event
Multiply the hourly cost factors by total downtime hours recorded for the vehicle
Add secondary operational expenses such as rentals or subcontracted services

Fleet managers often track downtime events through maintenance logs and service records. A structured vehicle inspection guide can help ensure issues are detected early before they escalate into extended downtime.

Operational benefits of using a consistent downtime calculation method:

Standardized cost analysis across the fleet
Improved ability to compare vehicles or asset groups
Data-driven maintenance planning

Step-by-Step Method to Calculate Fleet Downtime Cost

Using Fleet Data to Monitor and Reduce Downtime Cost

Fleet downtime cost becomes easier to control when organizations maintain consistent maintenance records, inspection histories, and repair documentation. Reliable operational data helps fleets identify recurring failure patterns and prevent repeated downtime events.

To improve visibility into downtime drivers, fleet teams typically monitor the following operational data points.

Vehicle service history and repair records
Maintenance schedules and overdue service events
Inspection results and compliance documentation
Downtime duration for each repair event
Cost of parts, labor, and external services

Centralized fleet systems allow maintenance teams to track these data points more consistently. Platforms such as fleet maintenance software can help consolidate service records, maintenance schedules, and operational reporting into a single environment.

Operational improvements supported by data-driven downtime monitoring include:

Early detection of mechanical trends
Reduced frequency of emergency repairs
Improved vehicle lifecycle management

Final Takeaways

Fleet downtime cost reflects the total operational impact of vehicles being unavailable for service. Understanding both direct repair expenses and indirect operational losses allows fleet managers to make more informed maintenance and asset management decisions.

Key operational points to remember include the following.

Downtime cost includes both direct repair expenses and indirect operational losses.
Lost revenue and idle labor often represent the largest downtime cost factors.
Structured calculation methods help standardize downtime cost analysis.
Maintenance records and inspections play a key role in preventing unplanned downtime.
Data-driven fleet management helps reduce downtime frequency over time.