Utah Small Claims Virtual Hearing: How WebEx Court Hearings Work

How to Know If Your Hearing Is Virtual

Many Utah Justice Courts now conduct small claims hearings via Cisco WebEx rather than in a physical courtroom. Your hearing notice or summons will specify the format — look for a WebEx link, meeting ID, and password. Some courts default to virtual hearings, while others schedule in-person sessions.

If the notice says "remote" or "virtual" and includes a WebEx link, that is your courtroom. Treat it with the same seriousness as walking into a courthouse — the judge has the same authority, the same rules apply, and the same consequences follow.

If you are unsure about the format, call the Justice Court clerk. Do not assume you can show up in person if the notice says WebEx, or vice versa.

Setting Up Before the Hearing

Test your setup at least a day before the hearing. WebEx works on computers, tablets, and smartphones — you can download the app or join through a browser.

Internet connection. A stable connection matters more than speed. If your home Wi-Fi drops frequently, consider a wired ethernet connection or go to a location with reliable internet. A frozen video feed or dropped audio during your testimony creates a poor impression.

Camera and microphone. The judge and opposing party need to see and hear you clearly. Use a device with a working camera. Position yourself in a well-lit room with a plain background. Avoid backlighting (no window behind you). Test your microphone — laptop built-in mics pick up keyboard noise and fan hum, so a simple headset improves audio quality significantly.

Quiet environment. Find a room where you will not be interrupted. Close the door. Mute notifications on your phone and computer. Background noise from children, pets, or TV signals to the judge that you are not treating the hearing seriously.

Dress as you would for court. The judge sees you on camera. Business casual is sufficient for small claims, but avoid anything you would not wear to a job interview.

Presenting Evidence Remotely

This is where virtual hearings require more preparation than in-person ones. Check the hearing notice or contact the court clerk to learn how it wants remote exhibits submitted or shared.

Before the hearing:

• Convert all documents to PDF — contracts, receipts, photos, text message screenshots, repair estimates
• Organize files in the order you plan to present them, with clear filenames (e.g., "Contract-Signed-2026-01-15.pdf")
• Practice sharing your screen in WebEx so you can pull up documents smoothly
• Bring all documents related to the dispute, as required by Utah Rule of Small Claims Procedure 7(a)
• Follow the court's instructions about submitting or sharing exhibits for the remote hearing

During the hearing, the judge may ask you to share specific documents. If the court permits screen sharing, use WebEx to display them. If the judge asks to see a detail, zoom in rather than describing it verbally.

Follow any court order about submitting exhibits before the hearing. If you file documents with the court, Utah Rule of Small Claims Procedure 3(c) requires you to serve copies on the other parties.

During the Hearing

The judge controls the proceeding. Typical small claims virtual hearings follow this structure:

1. The judge calls the case and confirms both parties are present
2. The plaintiff presents their case first — their version of events, with supporting documents
3. The defendant (you) may cross-examine the plaintiff
4. You present your defense, sharing any documents or evidence
5. The plaintiff may cross-examine you
6. Both sides give brief closing statements
7. The judge either rules immediately or takes the case under advisement

Mute when not speaking. Background noise during the other party's testimony is disruptive and can frustrate the judge.

Do not interrupt. Virtual hearings make it harder to gauge when someone has finished speaking. Wait a beat after the other person stops before responding.

Speak clearly and slowly. Audio compression on video calls can muddle fast speech. Look at the camera when addressing the judge.

Witness Testimony on WebEx

Witnesses can testify remotely via WebEx. If your witness is joining from a separate location, share the WebEx meeting link and credentials with them in advance. The judge will swear them in over video.

Under Utah Rule of Small Claims Procedure 7(d), the judge may allow hearsay that is probative, trustworthy, and credible. Live testimony lets the judge and the other side ask the witness questions; if a witness cannot attend, ask the court about the available options.

To compel an unwilling witness to attend a virtual hearing, you still need a court-issued subpoena served at least 5 business days before the hearing, along with statutory witness attendance and mileage fees.

If Technical Problems Disrupt the Hearing

If you lose your connection mid-hearing, rejoin the WebEx session immediately using the same link. If you cannot reconnect, call the court clerk as soon as possible to explain the situation and request that the hearing be resumed or rescheduled.

Do not assume the judge will give you a pass — courts expect you to have a working setup. But genuine technical failures (power outage, ISP downtime) are generally treated more sympathetically than simply not showing up.

For a complete guide to preparing for your Utah small claims hearing — from gathering evidence to understanding what happens after the decision — see the Responding to a Small Claims Case in Utah guide.

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