Martinod, you need to phone up first, speak to the Motability specialist, and set up a meeting to try whatever car you’re looking for. Gone are the days of just showing up at a dealership and expecting everything to fall into place.
The X Trail is an old model now and is due replacement soon, so I’m not surprised they didn’t have a new one available. Did you check if they had any used ones?
Chase the Volvo dealer, don’t expect them to ring you.