MOT Dashboard (UK)
Stay on top of every vehicle's MOT status, catch expiring certificates before they lapse, and turn upcoming MOTs into bookings -- all from one screen. The MOT Dashboard is built specifically for UK garages and connects directly to official DVSA (Driver and Vehicle Standards Agency) records so you always have accurate, up-to-date information.
Overview
The MOT Dashboard lets you:
- See every UK vehicle in your garage with its current MOT status at a glance.
- Pull official MOT data from DVSA including test history, advisory notices, mileage readings, and expiry dates.
- Spot vehicles that need attention -- overdue MOTs, certificates expiring within 30 days, and vehicles with missing MOT data.
- Send MOT reminders to customers via WhatsApp with a single tap.
- Book MOT appointments directly from the dashboard without leaving the page.
- View MOT expiries on a calendar so you can plan your workshop schedule around upcoming demand.
- Search and filter by customer name, registration plate, or vehicle make and model.
Good to know: The MOT Dashboard is a UK-specific feature. It only shows vehicles registered in the United Kingdom and relies on the DVLA and DVSA government services for vehicle and MOT data.
How to Access the MOT Dashboard
- From the sidebar, navigate to your Garage.
- Click MOT Dashboard (sometimes labelled "MOT Command Centre") in the sidebar menu.
You will land on the main dashboard view showing all UK-registered vehicles in your garage.
Good to know: The dashboard loads your vehicle data automatically. If you have just added new vehicles or customers, they will appear here once their registration plates have been entered.
What You Will See
When you open the MOT Dashboard, here is what the page looks like from top to bottom:
Page Header
At the very top you will find:
- Title: "MOT Command Centre" with a short description.
- Two view tabs: List and Calendar -- these switch between the table view and the calendar view (more on both below).
- Refresh MOT Data button: Click this to sync MOT data from DVSA for all your UK vehicles in one go. The button shows "Updating..." while the sync is in progress.
Summary Cards
Below the header, four summary cards give you an instant picture of your MOT workload:
| Card | What It Shows |
|---|---|
| Total Vehicles | The total number of UK vehicles in your garage with MOT tracking. |
| Overdue | Vehicles whose MOT has already expired. These need urgent attention. |
| Due Soon | Vehicles with MOTs expiring within the next 30 days. |
| Missing Data | Vehicles where no MOT expiry date has been recorded yet. You may need to run a DVSA sync or add a registration plate. |
Main Content Area
The main content area switches between two views depending on which tab you have selected:
- List View (default) -- A detailed table of all your UK vehicles with MOT information.
- Calendar View -- A month, week, or day calendar showing when MOTs expire.
Key Features
The List View
The List view is a searchable, sortable table showing every UK vehicle in your garage. Here is what each column tells you:
| Column | What It Shows |
|---|---|
| Owner | The customer's name and phone number. |
| Vehicle | Make, model, year, and colour of the vehicle. |
| Plate | The UK registration number, shown in bold monospace text. |
| MOT Expiry | The date the current MOT certificate expires, with days remaining shown underneath. If no MOT data is available, you will see either "Click Fetch DVLA" (if the vehicle has a plate) or "Add plate first". |
| Last Booking | The customer's most recent booking at your garage, with a link to view it. |
| Status | A colour-coded badge showing the MOT status (see Status Badges below). |
Additional columns are available but hidden by default to keep the table clean. These include:
| Hidden Column | What It Shows |
|---|---|
| Last Test | The date and result (PASSED or FAILED) of the most recent MOT test from DVSA records. |
| Mileage | The odometer reading from the last MOT test. |
| Advisories | The number of advisory notices from the last MOT test, or "Clear" if there were none. |
| Engine | Engine size (in litres) and fuel type (Petrol, Diesel, Electric, or Hybrid). |
| Pass Rate | The vehicle's all-time MOT pass rate as a percentage, based on its full DVSA test history. |
Status Badges
The Status column uses colour-coded badges so you can spot problems quickly:
| Badge | Colour | Meaning |
|---|---|---|
| Overdue (X days) | Red | The MOT has expired. The number shows how many days overdue. |
| Due in X days | Orange | Expiring within 7 days — critical. |
| Due in X days | Amber | Expiring within 8 to 30 days. |
| Due in X days | Blue | Expiring within 31 to 60 days. |
| Valid | Green | MOT is current and not expiring soon. |
| Needs DVLA | Grey | The vehicle has a registration plate but no MOT data has been fetched yet. |
| No Plate | Grey | No registration plate has been entered for this vehicle. |
Filter Chips
Just above the table, you will find filter chips that let you narrow down what you see:
- All -- Show every vehicle.
- Due Soon -- Only vehicles expiring within 30 days.
- Overdue -- Only vehicles with expired MOTs.
- Missing Data -- Only vehicles with no MOT expiry date on file.
Each chip shows a count so you know exactly how many vehicles fall into each category.
Search Bar
The search bar at the top of the table lets you search by customer name, registration plate, or vehicle make and model. Results update as you type.
Sorting
Click any column header to sort the table. Click again to reverse the sort order. This is especially useful for sorting by MOT expiry date to see the most urgent vehicles first (which is the default sort).
Row Actions
On the right side of each row, you will see two action buttons:
- WhatsApp (message icon) -- Opens WhatsApp with a pre-written MOT reminder message addressed to the customer. The message includes their name, registration plate, and MOT expiry date. If the customer has no phone number on file, this button is greyed out.
- Book MOT (calendar icon) -- Opens a booking form right on the page, pre-filled with the customer's name, phone number, vehicle details, and registration number. You can complete the booking without leaving the MOT Dashboard.
Clicking a Row
Clicking anywhere on a vehicle row takes you to that customer's profile page, where you can view their full history, vehicles, and bookings.
The Calendar View
Switch to the Calendar view by clicking the Calendar tab in the page header. This shows MOT expiry dates plotted on a calendar, giving you a visual overview of when vehicles need testing.
What You Will See
- Each calendar event represents a vehicle's MOT expiry date, displayed as the registration plate in bold.
- Events are colour-coded by urgency:
| Colour | Meaning |
|---|---|
| Red | MOT has expired. |
| Orange | Critical — expiring within 0 to 7 days. |
| Amber | Due soon — expiring within 8 to 30 days. |
| Blue | Due within 60 days. |
| Green | Valid — not expiring soon. |
Calendar Controls
At the top of the calendar you will find a toolbar with:
- Navigation arrows -- Move forward and backward through months, weeks, or days.
- Today button -- Jump back to the current date.
- View switcher -- Choose between Day, Week, and Month views.
- Search bar -- Search by customer name, registration plate, or phone number. The calendar automatically jumps to the date of the first matching result.
- Status filters -- Toggle which status categories are shown (Expired, Critical, Due Soon, Due in 60 days, Valid).
- Next Expiry button -- Instantly jumps the calendar to the date of the next upcoming MOT expiry. Handy for quickly finding where the action is.
Hovering Over an Event (Desktop)
On a desktop or laptop, hovering over a calendar event shows a tooltip with:
- The registration plate.
- The MOT status (e.g., "MOT Expiring", "MOT Expired").
- The customer's name.
- The vehicle make and model.
Clicking an Event
Clicking a calendar event takes you to the customer's profile page.
Mobile View
On mobile devices, the calendar automatically switches to the Day view for easier reading. Events show a compact card with the plate number and customer name.
Refreshing MOT Data from DVSA
The Refresh MOT Data button in the page header fetches the latest MOT information from the DVSA for every UK vehicle in your garage that has a valid registration plate.
What happens when you click it:
- autoGMS contacts the DVSA MOT History service for each vehicle.
- For each vehicle, it pulls down the full MOT test history, including pass/fail results, test dates, mileage readings, advisory notices, and defect details.
- The MOT expiry date is updated from the most recent passed test.
- Additional vehicle details (fuel type, engine size, colour) are updated if available.
- A confirmation message tells you how many vehicles were successfully synced.
Good to know: This process contacts the DVSA for each vehicle one at a time, so it may take a moment if you have many vehicles. You only need to run this when you want to pull the latest data -- for example, after a customer has had their MOT done elsewhere.
Sending MOT Reminders via WhatsApp
The WhatsApp button on each row is the fastest way to nudge a customer about their upcoming or overdue MOT.
How it works:
- Click the WhatsApp button (green message icon) on any vehicle row.
- WhatsApp opens in a new tab (or app on mobile) with a pre-written message.
- The message is personalised with the customer's first name, their registration plate, and the MOT expiry date.
- For overdue vehicles, the message adjusts to say the MOT has expired and urges the customer to book.
- Review the message, make any changes you like, and send.
Example messages:
- Upcoming: "Hi Sarah, your vehicle AB12 CDE MOT expires on 15 Mar 2026. Book your MOT with us today!"
- Overdue: "Hi James, your vehicle XY67 FGH MOT expired on 02 Jan 2026. Book your MOT today to stay road legal!"
Good to know: The WhatsApp button is only available for customers who have a phone number on file. If the button is greyed out, you will need to add the customer's phone number to their profile first.
Booking an MOT Directly from the Dashboard
The Book MOT button on each row lets you create a booking without leaving the page.
How it works:
- Click the Book MOT button (green calendar icon) on any vehicle row.
- A booking form slides in from the right side of the screen.
- The form is pre-filled with:
- Customer's first and last name.
- Phone number.
- Vehicle make, model, and year.
- Registration number.
- MOT service automatically selected.
- Choose your preferred date, time, and bay assignment.
- Submit the booking.
- The dashboard automatically refreshes to reflect the new booking, and you will see a success confirmation.
Good to know: This uses the same booking form as your normal offline bookings, so all your usual booking options (bay selection, notes, etc.) are available.
Vehicle Details Modal
If you need to update a vehicle's details (for example, to add or correct a registration plate), you can open the vehicle edit modal. After saving changes, autoGMS automatically tries to fetch DVLA data for the updated plate so the MOT information appears straight away.
How DVSA Integration Works
autoGMS connects to two official UK government services to provide MOT data:
DVLA Vehicle Enquiry Service
When a registration plate is entered, autoGMS can look up the vehicle through the DVLA (Driver and Vehicle Licensing Agency). This returns:
- Make, model, and colour.
- Year of manufacture.
- Engine size and fuel type.
- Current MOT status and expiry date.
- Tax status.
- CO2 emissions data.
DVSA MOT History Service
For detailed MOT test records, autoGMS connects to the DVSA MOT History API. This returns:
- Every MOT test the vehicle has had, with dates and results.
- Pass or fail outcome for each test.
- Odometer (mileage) reading at each test.
- Full list of advisory notices and defects from each test, including whether items were classed as advisory, minor, major, or dangerous.
- MOT expiry date calculated from the most recent pass.
Good to know: Both the DVLA and DVSA services provide publicly available information. The same data is accessible through the government's own MOT check website. autoGMS simply brings it into your garage management workflow so you do not have to look up each vehicle separately.
Tips and Best Practices
Keep Registration Plates Accurate
The entire MOT Dashboard depends on having correct UK registration plates for your vehicles. When adding a new customer or vehicle:
- Always enter the registration plate during the booking process.
- Double-check the plate format (e.g., AB12 CDE).
- Vehicles without plates will show as "Missing Data" and cannot be looked up.
Run Regular DVSA Syncs
Click Refresh MOT Data periodically -- ideally once a week or whenever you notice vehicles showing outdated information. This ensures you always have the latest test results and expiry dates.
Use Filters to Prioritise Your Day
Start each morning by clicking the Overdue filter to see which customers need urgent contact, then check Due Soon for vehicles expiring in the next 30 days. This gives you a clear daily action list.
Send Reminders Early
Best practice is to contact customers about their MOT at least 4 weeks before expiry. This gives them time to book and gives your workshop time to schedule the work. Remember, customers can get their MOT done up to one calendar month before the expiry date without losing any days on their new certificate.
Use the Calendar for Workshop Planning
The Calendar view is excellent for spotting busy weeks ahead. If you can see a cluster of MOT expiries coming up in a particular week, you can plan your bay allocation and staffing accordingly.
Keep Customer Phone Numbers Up to Date
The WhatsApp reminder feature only works when customers have a phone number on file. Make it a habit to collect and verify phone numbers during every visit.
Check Advisories for Upsell Opportunities
The Advisories column (hidden by default -- you can show it) tells you what advisory notices were raised at the last MOT. These are potential repair jobs waiting to happen. Use this information to offer customers relevant services when they book their next MOT.
GDPR and Data Protection
Because the MOT Dashboard handles customer personal data alongside vehicle records, it is important to understand how this data is managed and what your responsibilities are under UK GDPR.
What Data Is Stored
The MOT Dashboard stores the following information for each vehicle:
- Vehicle data: Registration plate, make, model, year, colour, engine size, fuel type, VIN/chassis number.
- MOT data: MOT expiry date, full MOT test history (dates, results, mileage, advisory notices, defects).
- Customer data: Name, phone number, and email address (linked through the customer record).
Where MOT Data Comes From
MOT test history and vehicle details are fetched from the DVSA MOT History API and the DVLA Vehicle Enquiry Service. This data is classified as publicly available information -- anyone can look up the MOT history of any UK vehicle using the government's own website at check-mot.service.gov.uk.
However, once you store this publicly available MOT data alongside customer personal information (names, phone numbers, email addresses), the combined dataset becomes personal data under UK GDPR and must be handled accordingly.
Customer Consent
- You should ensure you have a lawful basis for processing customer vehicle data. For most garages, this will be legitimate interest (you need the data to provide your services) or contractual necessity (the customer has booked a service with you).
- If you plan to send MOT reminder messages, you should inform customers that you will use their contact details for service-related communications.
- At the point of collecting customer details (during booking or registration), make sure your terms of service or privacy notice explains how vehicle and MOT data will be used.
MOT Reminder Communications
When sending MOT reminders via WhatsApp or email:
- Service-related messages (reminding a customer that their vehicle's MOT is due) are generally considered legitimate interest communications, as they relate to a service you have previously provided.
- However, if the message is promotional in nature (e.g., "Book your MOT with us and get 10% off"), it may be classified as direct marketing and requires explicit consent under the Privacy and Electronic Communications Regulations (PECR).
- Always give customers a clear way to opt out of receiving reminders. If a customer asks you to stop sending MOT reminders, respect that request promptly.
- Keep a record of any opt-out requests.
Data Retention
- Only retain customer vehicle and MOT data for as long as it is necessary for your business purposes.
- If a customer has not visited your garage for an extended period, consider whether you still need to hold their data.
- Establish a clear data retention policy -- for example, removing inactive customer records after 3 years of no activity.
Right of Access (GDPR Article 15)
Customers have the right to request a copy of all personal data you hold about them, including vehicle records and MOT history. If a customer makes a Subject Access Request (SAR):
- You must respond within one calendar month.
- Provide the data in a clear, accessible format.
- Include all vehicle and MOT information stored in your system.
Right to Erasure (GDPR Article 17)
Customers can request that you delete their personal data. If a customer asks you to remove their records:
- Delete their customer profile, vehicle records, and associated MOT data from autoGMS.
- Note that you may retain some data where there is a legal obligation to do so (e.g., financial records for tax purposes), but vehicle and MOT data would typically be covered by a deletion request.
- Respond to the request within one calendar month.
Keeping Records Accurate
Under UK GDPR, you have a responsibility to keep personal data accurate and up to date:
- Regularly sync MOT data using the Refresh MOT Data button to ensure expiry dates and test results are current.
- Verify customer contact details during each visit.
- Correct any errors in registration plates or customer information promptly.
Data Security
- Access to the MOT Dashboard is restricted to authenticated, authorised users within your garage.
- Vehicle lookups are rate-limited to prevent misuse.
- Data is transmitted securely over encrypted connections (HTTPS).
- Only garage staff with appropriate roles can view customer and vehicle data.
Good to know: If you are unsure about your GDPR obligations, the Information Commissioner's Office (ICO) provides free guidance for small businesses at ico.org.uk.
Frequently Asked Questions
Why can I not see the MOT Dashboard?
The MOT Dashboard is a UK-specific feature. If your garage is not set up as a UK location, the dashboard may not be available. Contact your account administrator to check your garage's region settings.
Why does a vehicle show "Missing Data" or "Needs DVLA"?
- Missing Data: The vehicle does not have an MOT expiry date recorded. Click Refresh MOT Data to try fetching it from DVSA, or check that the registration plate is correct.
- Needs DVLA: The vehicle has a registration plate on file, but no MOT data has been fetched yet. Run a DVSA sync to pull the data.
Why does a vehicle show "No Plate"?
The vehicle record does not have a UK registration plate entered. Edit the vehicle (through the customer profile or the vehicle edit modal) and add the correct registration number.
How often should I refresh MOT data?
Once a week is a good rhythm for most garages. You might also refresh after you know a customer has had their MOT done elsewhere, so the new expiry date appears in your system.
Is the MOT data accurate?
The data comes directly from DVSA, which is the official government source. It is the same data shown on the government's own MOT check website. However, there can be a short delay between when a test is completed and when DVSA records are updated (usually a few hours to a day).
Can I send MOT reminders by email?
Currently, the one-click reminder feature uses WhatsApp. You can also send email reminders by clicking on the customer row to go to their profile, where you can access email options.
What happens when I click "Book MOT" for a customer?
A booking form opens on the right side of the screen, pre-filled with the customer's details and their vehicle information. The MOT service is automatically selected. Complete the remaining booking details (date, time, bay) and submit. You do not need to leave the MOT Dashboard.
Can I see MOT history for vehicles not registered at my garage?
No. The MOT Dashboard only shows vehicles that are linked to customers in your garage. To look up the MOT history for any other vehicle, you can use the government's free tool at check-mot.service.gov.uk.
What if the DVSA sync fails for some vehicles?
This can happen if a registration plate is incorrect, if the vehicle is too new to have MOT records (vehicles are exempt for the first three years), or if the DVSA service is temporarily unavailable. Check the plate is correct, and try again later if the issue seems to be with the DVSA service.
How do I contact a customer who does not have WhatsApp?
Click on the customer's row to visit their profile page, where you can find their phone number for a standard phone call or their email address. You can also use the Service Reminders feature for automated email follow-ups.
Do electric vehicles need an MOT?
Yes. Electric vehicles are subject to the same MOT requirements as petrol and diesel vehicles. They must have their first MOT when they are three years old, and annually after that. The MOT Dashboard tracks electric vehicles the same way as any other vehicle type.