---
title: HSCL Meetings
description: The HSCL (Home School Community Liaison) feature allows schools to record and manage meetings held with students and their families. These records can then be exported and reported to TESS.
---

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# HSCL Meetings

## Creating and managing HSCL meetings. This article is intended for Admin and teachers with the HSCL permissions. (Read time: 2 minutes).

**Last updated 19/08/2026**

#### HSCL (Home School Community Liaison) meetings allow schools to record important interactions with families, such as home visits, phone calls, in‑school contact and community contact. VSware provides a secure, structured space for principals and HSCL teachers to log these meetings and run reports.

### Setup and access permissions 

**Principal Setup**

Some schools have more than one principal profile, but only the **main principal** should have access to HSCL meetings. To ensure this works correctly, the school must assign the correct principal in:

**Settings → School → Primary Principal**

If the main principal is not set, they will not be able to view HSCL meetings.![](https://support.vsware.ie/hs-fs/hubfs/image-png-Aug-19-2026-03-45-35-7032-PM.png?width=176&height=252&name=image-png-Aug-19-2026-03-45-35-7032-PM.png)

**HSCL Officer (Teacher) Access Setup **

HSCL access is not automatic. School admin must grant permission to the teachers (HSCL officers) who will record HSCL meetings.

Go to: **Settings → Users & Groups → Permissions**

Grant the following permission to teachers that you'd like to have access. You may need to set up a new HSCL user group.: **Allow Staff Access To Create HSCL Meetings**

#### **Important rules**

- HSCL officers must be **Teacher** user type.
- Principal and Secretary user types cannot receive HSCL permissions.
- The only principal who can access HSCL is the **main principal** set in Settings → School.

 

### **HSCL for Teachers - Creating Meetings**

Teachers with HSCL permission can create meetings from two locations.

**A. From a Student Profile**

1. Open the student’s profile.
2. Select **HSCL Meeting** to view existing meetings and + **Record Meeting** to record a new one

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2014-57-50-png.png?width=670&height=365&name=Screenshot%202025-11-14%20at%2014-57-50-png.png)

       3. Enter the meeting details (nature of contact, purpose, follow‑up, notes etc.).

 

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2015-04-35-png.png?width=670&height=471&name=Screenshot%202025-11-14%20at%2015-04-35-png.png)

 

---

**B. From Your Own Staff Profile**

1. Open your staff profile.
2. Select **HSCL** from the side menu.
3. Click **Record Meeting**.
4. Choose the student and enter the meeting details.

 

#### **HSCL for Teachers - Viewing Meetings and Reports**

Teachers can only see the HSCL meetings they personally created either via the HSCL tab on an individual student's profile, or via the HSCL tab on your own staff profile. Here you can filter for student name, date, nature of contact and follow‑up. 

Reports can be run from:

- **Student Profile** (report for that student)
- **Your Own Profile** (report for all meetings you created)

Reports include:

- Total meetings
- Follow‑up required
- Nature of contact breakdown
- Date range
- Export options

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

#### **Accessing HSCL Meetings**

1. Go to the student’s profile.
2. Click on the  **Documents and Meetings** tab.
3. Select **HSCL Meeting** to view existing meetings and + **Record Meeting** to record a new one.

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2014-57-50-png.png?width=670&height=365&name=Screenshot%202025-11-14%20at%2014-57-50-png.png)

---

#### **Recording a HSCL Meeting**

- The student’s name is selected automatically, but can be changed if needed.
- Set the **date** and **time** of the meeting.
- The selected teacher appears by default and can be changed.

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2014-48-11-png.png?width=670&height=448&name=Screenshot%202025-11-14%20at%2014-48-11-png.png)

### **Meeting Information**

Select the appropriate options from the dropdown in each category.

- **Nature of Contact**
- **Purpose of Contact**
- **Outcome for Parent**
- **Outcome for Child**

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2015-04-35-png.png?width=670&height=471&name=Screenshot%202025-11-14%20at%2015-04-35-png.png)

---

#### **Recording Attendees**

You can record who attended the meeting in two ways:

**Official Contacts**

- - Choose from the student’s existing contacts listed on VSware.

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2014-49-59-png.png?width=670&height=304&name=Screenshot%202025-11-14%20at%2014-49-59-png.png)

**Non-official Contacts**

- - Add anyone not listed as an official contact (e.g. grandparent, aunt).

![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2014-50-43-png.png?width=670&height=238&name=Screenshot%202025-11-14%20at%2014-50-43-png.png)

You can also indicate whether a **follow-up** meeting is required.

---

#### **Adding Notes**

Use the notes field to enter any additional information about the meeting.

 

Click **Record** **Meeting ** to save.

 

**Generating Reports![](https://support.vsware.ie/hs-fs/hubfs/Screenshot%202025-11-14%20at%2015-14-41-png.png?width=670&height=286&name=Screenshot%202025-11-14%20at%2015-14-41-png.png)**

Click on **Report** at the top of the HSCL tab on the student's profile.

- Reports can be run by **date range**, showing all HSCL meetings recorded within that period. Add a date range and click **Preview Full Report,**  or don't add a date range to get a full record.
- Reports can be exported by clicking on Export Report and sent to **TESS** as required.

---

*If you still have questions, please visit our knowledge base at [support.vsware.ie](https://support.vsware.ie/?hsLang=en). You can contact our support team via email at [support@vsware.ie](mailto:support@vsware.ie), via the chat bubble when you are logged into your VSware account or via phone on 01-5549628. Support hours are Mon - Fri, 08:30 - 18:00. *

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