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 Prepare for a DOT Fleet Audit

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

A DOT fleet audit is a formal review of a fleet’s safety, maintenance, driver, and compliance records conducted by regulatory authorities. Proper preparation reduces the risk of fines, operational delays, and out-of-service violations while ensuring documentation accuracy and process consistency.

Retention Duration by Record Category

Record Category	Minimum Legal Retention	Recommended Operational Retention	Accessibility Expectation
Maintenance & Repair Logs	12–24 months	3–5 years	Immediate digital retrieval
DVIR / Inspection Reports	90 days–1 year	2–3 years	Same-day availability
Driver Qualification Files	Active + 3 years	5 years	Secure centralized access
Accident & Incident Records	3 years	5–7 years	Controlled digital access
Fuel & Mileage Records	6–12 months	2–3 years	Searchable digital format

Paper / Spreadsheet Records vs. System-Based Maintenance Management

Paper / Spreadsheet Records

Manual entry increases transcription and version errors
Retrieval depends on physical file access or individual ownership
Limited audit trail for edits and corrections
High risk of missing or inconsistent records

System-Based Maintenance Management

Automated timestamps and change history improve traceability
Centralized storage allows role-based access control
Faster document retrieval during audit requests
Standardized workflows reduce omission risk

DOT Audit Scope and Common Triggers

DOT audits typically focus on safety compliance, maintenance discipline, driver qualification, and operational controls. Fleets are often selected based on safety performance indicators or enforcement activity rather than random selection.

Before preparing documentation, it is important to understand what initiates an audit and which areas are most frequently examined.

Safety Measurement System (SMS) score increases or trend spikes
Roadside inspection violations or repeated defect categories
Accident frequency or severity patterns
Driver log discrepancies or hours-of-service concerns
Complaints, investigations, or targeted enforcement programs

Outcome Focus

Identify exposure areas early
Align documentation with regulatory expectations

Required Records and Documentation Readiness

Record completeness and accessibility are central to audit performance. Auditors evaluate both the existence of records and the consistency between related files.

A structured documentation framework reduces last-minute retrieval delays and minimizes inconsistencies across departments.

Preventive maintenance schedules and completed service logs
Driver Vehicle Inspection Reports (DVIR) with defect closure proof
Driver qualification files and licensing verification
Accident registers and insurance documentation
Fuel, mileage, and utilization records

Outcome Focus

Demonstrate continuity between planned and completed activities
Ensure same-day retrieval capability

Maintenance Program Controls and Proof of Execution

Auditors assess whether maintenance is systematic and evidence-based rather than reactive. The emphasis is on proof that scheduled work was actually completed and documented.

Maintenance controls should show predictable intervals, standardized procedures, and verifiable completion.

OEM factory maintenance interval tracking
Work order issuance and technician sign-off
Parts usage and inventory linkage to repairs
Vehicle service history continuity
Exception tracking for missed or deferred services

Outcome Focus

Show maintenance predictability
Reduce unplanned repair frequency indicators

Maintenance-Program-Controls-and-Proof-of-Execution

Vehicle Inspections and Defect Correction Processes

Inspection processes demonstrate day-to-day safety discipline. The presence of inspection reports alone is insufficient; auditors look for corrective action timelines and accountability.

Consistent inspection workflows reduce the risk of unresolved defects appearing during enforcement checks.

Pre-trip and post-trip inspection documentation
Defect severity classification standards
Repair turnaround time tracking
Supervisor or maintenance approval sign-offs
Closure verification and re-inspection logs

Outcome Focus

Validate defect lifecycle management
Prove corrective action accountability

Audit-Day Procedures and Staff Responsibilities

Audit-day performance depends on clarity of roles and document retrieval workflows. Disorganized communication or delayed responses often raise additional scrutiny.

Establishing predefined responsibilities ensures faster coordination and reduces operational disruption.

Designate a single audit point-of-contact
Maintain a document index or retrieval checklist
Prepare a secure digital access workstation
Brief drivers and technicians on communication protocol
Log all auditor requests and provided responses

Outcome Focus

Maintain communication control
Prevent duplicate or conflicting submissions

Final Takeaways

Preparing for a DOT fleet audit is primarily an exercise in documentation discipline, process consistency, and retrieval speed rather than last-minute data gathering.