VCAT Microsoft Teams Hearing: How to Join and What to Expect

How VCAT Remote Hearings Work

Many hearings in the Civil Claims List — especially claims of $15,000 or less — are conducted by Microsoft Teams video or by telephone rather than in person at a VCAT venue. Your hearing notice will specify the format.

For Teams hearings, VCAT sends a joining link by email (usually through myVCAT) before the hearing date. For telephone hearings, the notice provides a dial-in number and access code, or VCAT calls you at the phone number on your file.

Remote hearings carry the same legal weight as in-person hearings. The Member can make binding orders, hear witnesses, and award costs. The only difference is the delivery method.

Setting Up for a Teams Hearing

You do not need a Microsoft account. The Teams link works in a web browser (Edge or Chrome are most reliable). You can also download the free Microsoft Teams app on your computer or phone.

Test your setup the day before. Click the link, check that your camera and microphone work, and make sure your internet connection is stable. A dropped connection mid-hearing is stressful and can delay proceedings.

Choose your environment. Join from a quiet, well-lit room. Background noise, interruptions, or other people in the room can disrupt the hearing. The Member may ask you to confirm you are alone (other than a support person, if permitted).

Have your documents ready. Open your evidence bundle on screen or have printed copies spread out in front of you. You may need to refer to specific page numbers quickly when the Member or the other party asks questions.

Submitting Evidence for Remote Hearings

For remote hearings, the evidence exchange process is slightly different from in-person hearings.

You must email your evidence bundle to both VCAT and the other party by the cut-off date specified in your directions order or hearing notice. Check the exact date on your paperwork.

Upload evidence through myVCAT as well if your case is on the portal (disputes lodged on or after 6 December 2023). Complete and lodge a Declaration of Service confirming when and how you sent the evidence.

Hearing Etiquette

Address the Member properly. Use "Member [surname]" — for example, "Member Smith." If you are unsure of the Member's name, "Sir" or "Madam" is acceptable.

Wait your turn. The Member will invite each party to speak. Do not interrupt the other party, even if they say something you disagree with. You will get your chance to respond.

Speak clearly and slowly. Audio quality over Teams or phone is never as good as face-to-face. Pausing between sentences helps the Member take notes and follow your argument.

Mute when not speaking. Background noise from your end is distracting. Unmute only when the Member addresses you or it is your turn to speak.

Do not record. Unauthorised audio or video recording of any VCAT proceeding is strictly prohibited by law. Screenshots of the hearing are also prohibited.

Telephone Hearings

Telephone hearings are simpler technologically but harder in some ways — you cannot show documents on screen or read the Member's reactions.

If your hearing is by phone:

• Be at the listed phone number at the scheduled time. If VCAT is calling you, keep the line free from 15 minutes before the start time
• Have your documents in physical form, organised and page-numbered, so you can refer to them by number when the Member asks
• Identify yourself by name each time you begin speaking — on a phone call with multiple parties, the Member needs to know who is talking

Common Problems

Teams link not working: Try opening the link in a different browser (Chrome or Edge). If the app version is not working, use the "Join on the web instead" option.

Audio problems: If the other party cannot hear you, check that Teams has access to your microphone in your device settings. Restarting the app usually fixes this.

Disconnection during the hearing: Rejoin immediately using the same link. If you cannot reconnect, call VCAT's registry on 1300 01 8228 and explain the situation. The Member will usually wait a few minutes before proceeding.

You need an interpreter or disability accommodation: Contact VCAT well before the hearing date to arrange professional interpreters, Auslan interpretation, or other accessibility supports. These must be formally requested in advance — VCAT does not provide them on the day without prior arrangement.

For the full process — from receiving VCAT papers through to the hearing and post-decision options — the VCAT response guide covers everything a respondent needs to know.

See more Victoria guides →