Customers & vehicles
Build a complete workshop history for every vehicle
Create connected vehicle records with owner, registration data, history, photos, modifications, MOT information and workshop work.
A vehicle record brings registration and ownership information together with workshop history. It can support jobs, parts, photographs, modifications, MOT information, condition notes and shareable Vehicle Health Passports, depending on the active modules.
Use one accurate record per vehicle. Registration lookup can reduce typing, but the user should still review returned details before saving and should not assume every external-data request will return a complete result.
Create or locate the vehicle
- Search the vehicle list using the registration or known vehicle details.
- Use registration lookup when appropriate and review the returned make, model and related fields.
- Create the record only when the correct vehicle is not already present.
- Link the owner from an existing customer record.
- Open the detail page and confirm that identity, owner and current workshop context are correct.
History on the vehicle detail page
- Current owner and editable core vehicle details.
- Workshop jobs and service context linked to the vehicle.
- Vehicle photographs and recorded modifications.
- Parts associated directly with the vehicle where that workflow is used.
- MOT history, refreshed MOT data and optional assisted summary.
- Condition notes and issued Vehicle Health Passports.
MOT and condition records
MOT history can be loaded for a saved vehicle and explicitly refreshed when a current result is required. An assisted summary can help present the history, but source test results and dates remain the factual record to review.
Condition notes use clear good, warning and urgent states. Add a note in the relevant category, include evidence where appropriate and link it to the job when the observation was made during workshop work. A Vehicle Health Passport can then share an issued snapshot through its public verification journey and can later be revoked.
Vehicle parts and stock
A part can be associated directly with a vehicle when the inventory workflow calls for it. This is different from issuing a part to an active job. Choose the relationship that matches the physical event so stock and job costing are not confused.
Before deleting a part master record, MotoDesk checks for current vehicle and job references. Remove or resolve those relationships through the correct workflow first.
Motorcycle and specialist context
A garage can be configured for cars, motorcycles or mixed work. This influences relevant diagrams, labels and specialist modules. Completed motorcycle maintenance can use historical jobs and recorded mileage to calculate due information where the job type supports it.
For chain and sprocket work, completion history is meaningful only when the vehicle mileage and job type are accurate. Collected, invoiced and closed jobs count as completed maintenance history in the current workflow.
Practical workflow
An advisor finds the customer, looks up the registration and confirms the vehicle. The booking becomes a job assigned to a mechanic. During inspection, the mechanic records condition information and evidence. The office reviews the work, and a suitable health passport is issued only when the record is ready to share.