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.

Vehicle Inspection Checklist

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

A vehicle inspection checklist is a structured method used by fleet teams to verify vehicle safety, compliance, and operational readiness before and after use, as well as during scheduled maintenance cycles. Consistent inspections reduce breakdown risk, support regulatory compliance, and create traceable maintenance records for operational decision-making.

Defect Workflow Summary

Step	Responsible Role	Required Action	Evidence / Output
Defect Identified	Driver / Technician	Note issue and severity	Inspection form entry
Documentation	Driver / Supervisor	Add photos / notes	Timestamped record
Triage & Approval	Fleet Manager	Assign priority and downtime	Work order created
Repair Execution	Technician / Vendor	Complete corrective work	Service invoice / checklist
Verification & Closeout	Supervisor	Confirm repair and release	Signed approval record

Driver-Only Inspections vs Layered Inspections

Driver-Only Inspections

Faster completion time before dispatch
Limited mechanical depth
Higher risk of overlooked defects
Dependent on driver training consistency

Driver + Technician Layered Inspections

Broader mechanical coverage
Increased defect detection accuracy
Stronger accountability chain
Better audit and compliance reliability

Inspection Program Basics

An effective inspection program defines who inspects, what is inspected, and how often inspections occur. Without formal structure, fleets often experience inconsistent reporting and incomplete documentation.

Establish written inspection policies by vehicle class
Define inspection frequency (pre-trip, post-trip, periodic)
Assign accountability to specific roles
Standardize checklist formats across locations
Review inspection outcomes monthly

Outcome

Reduced variability in inspection quality
Clear ownership of vehicle safety checks

Pre-Trip and Post-Trip Driver Inspections

Driver inspections are the first operational control layer. These checks focus on visible safety and functionality indicators before a vehicle enters service and immediately after use.

Tires, tread depth, and visible damage
Lights, signals, and reflectors
Mirrors, windshield, and wipers
Fluid leaks or unusual odors
Dashboard warning indicators

Outcome

Early detection of high-risk defects
Immediate removal of unsafe vehicles from rotation

Scheduled Preventive Inspections

Scheduled inspections complement driver checks by focusing on mechanical and system-level components that require tools or technical expertise. These inspections are typically aligned with mileage or time intervals and often reference established preventive maintenance frameworks such as the preventative maintenance guide for fleet operations.

Brake systems and suspension components
Steering linkage and alignment indicators
Engine diagnostics and emissions systems
Battery health and electrical systems
Undercarriage corrosion or structural wear

Outcome

Lower probability of unexpected failures
Improved asset lifespan predictability

Defect Reporting, Repair Verification, and Closeout

Inspection value is lost if defects are not tracked through to resolution. A defined reporting and verification process ensures that identified issues are corrected and documented.

Capture defect severity and location details
Assign repair responsibility with deadlines
Link inspection records to work orders
Require supervisory verification before return to service
Archive completed repair evidence

Outcome

Transparent maintenance history
Reduced recurrence of unresolved issues

Records, Audit Readiness, and Continuous Improvement

Inspection documentation supports both compliance audits and operational analytics. Maintaining centralized, searchable records enables faster audit preparation and informed maintenance planning. Reference materials such as a fleet maintenance audit checklist can help standardize documentation expectations.

Store inspection forms with timestamps
Retain photos, invoices, and technician notes
Track recurring defects by vehicle ID
Review inspection failure trends quarterly
Update checklist items based on incident findings

Outcome

Faster audit preparation
Data-driven inspection improvements

Records-Audit-Readiness-and-Continuous-Improvement

Final Takeaways

A vehicle inspection checklist is not only a safety measure but a structured operational control that supports maintenance planning and compliance assurance.