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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.

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

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

 

 

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.

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.

Meeting Information

Select the appropriate options from the dropdown in each category.

  • Nature of Contact

  • Purpose of Contact

  • Outcome for Parent

  • Outcome for Child

Recording Attendees

You can record who attended the meeting in two ways:

Official Contacts


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

Non-official Contacts


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

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

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. You can contact our support team via email at 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.