Is your hearing on Zoom
or in person?

By Jonathan Kleiman, Barrister & Solicitor · Published June 2026

"Do I actually have to go to the courthouse, or is this on Zoom?" I get some version of this question from almost every self-represented person who comes through my door with a Small Claims Court matter. It is a sensible thing to ask — the answer affects whether you are booking time off work to drive downtown or logging in from your kitchen table. And the honest answer is that it depends on which step of your case you are talking about.

Since the pandemic, Ontario Small Claims Court has run a hybrid system. A single case can mix formats: your settlement conference might be a video hearing on Zoom, and your trial might be in a physical courtroom. There is a default for each kind of step, those defaults can be changed in a given case, and everything in between runs through electronic platforms most people have never heard of until they are suddenly told to upload their evidence to one.

Below I will walk through the default attendance modes under the current Rules, how to change them if you have a real reason, what Case Center is and why it matters, and the practical things that make a virtual hearing go smoothly. None of this is a substitute for reading your own Notice of Hearing — that document is the authority for your specific case — but it should tell you what to expect and what questions to ask.

Understanding the question: a hybrid court

The first thing I tell people is to stop looking for one answer. Ontario Small Claims Court is not "a virtual court" or "an in-person court" — it is both, depending on the step. Different stages of a case have different default formats, and that is by design.

Practically, a Small Claims Court step can be held in one of three ways: in person at the courthouse, by video (typically Zoom), or by telephone. Which one applies is not random — there is a default for each kind of step under the current Rules — but a single case can move through more than one format from start to finish.

That is the mental model I want you to carry into the rest of this guide. The question is never just "is my case virtual or in person." It is "for this step, on this date, what is the format" — and the way to answer that is to read the notice the court sent you for that step.

Why did the court go hybrid in the first place?

When the pandemic hit, Ontario courts moved hearings online almost overnight out of necessity. What started as an emergency stuck, because for a lot of steps it simply works better — a one-hour settlement conference does not need three people driving to a courthouse and finding parking. The courts kept the parts of remote hearings that made sense and brought back in-person attendance where it matters most, which is largely how we ended up with the defaults we have now.

From my experience

From my experience, the format of a hearing trips people up far more than it should, and almost always because they did not read the notice. I have had clients block off a full day and drive to a courthouse for a settlement conference that was scheduled on Zoom. I have had others assume their trial would be on video, only to learn a week out that they were expected in a physical courtroom across the city.

The pattern I see most is people relying on what happened to someone else. A friend tells them their conference was on Zoom, so they assume the trial will be too. Or someone remembers a pre-pandemic experience and assumes everything is still in person. The court's defaults are knowable, but they are not intuitive, and the only document that is authoritative for your case is the one with your file number on it.

The other thing I have learned is that the format is only half the battle. Even people who get the format right often stumble on the technology behind it — they show up to the right Zoom hearing but have never uploaded a single document to Case Center, so when the deputy judge asks to see the contract, there is an awkward scramble. Knowing whether you are virtual or in person is necessary; it is not sufficient. You also have to be ready for how that format actually works.

What the Rules generally say about format

Most of the confusion clears up once you know the defaults. Under the current Rules, each kind of Small Claims Court step has a default attendance method, and you can change it in a particular case through a formal request. Here is the framework I work from.

• Trials and contempt hearings default to in person. These are the steps where the court generally expects you to attend at the courthouse. A trial is the formal hearing of the evidence, and the default is a physical courtroom.
• Most other steps default to virtual (video). This includes settlement conferences, most motions, terms-of-payment hearings, garnishment hearings, and examinations of debtors. For these, the default is a video hearing, usually on Zoom, rather than an in-person appearance.
• Telephone is also possible for some steps. Depending on the step and the court, a hearing can be held by telephone rather than video. The notice for your hearing will tell you if that is the format.

So the short version is: expect your settlement conference and most procedural steps to be virtual, and expect your trial to be in person, unless your notice says otherwise. The mismatch between those two defaults is exactly why one case can be part Zoom, part courtroom.

How to change the default for your case

The defaults are not locked. If you want to change the attendance method for your case — say your trial defaults to in person but you have a genuine reason to appear by video, or the reverse — a party files a Request to Change Attendance Method (Form 1B). The other parties can push back by filing an Objection to Request to Change Attendance Method (Form 1C), and the court then decides. It is not automatic; you are asking, and the court weighs the request. Forms and procedures can change, so confirm the current version with the court before you file.

Case Center and e-filing: the platforms behind the hearing

Whether your hearing is virtual or in person, there is a piece of technology you almost certainly have to deal with: Case Center. This is the part that surprises self-represented people the most, so it is worth understanding before you are standing in front of a deputy judge.

Case Center (sometimes called CaseLines) is the electronic document-sharing and hearing platform that Ontario courts use. The idea is simple: everyone — the judge, you, and the other side — looks at the same set of documents in the same place. Parties upload their materials into the case file on Case Center, and during the hearing the deputy judge and the parties can all see those documents on screen. In Toronto Small Claims Court it is used for all hearings, whether the hearing is in person or by Zoom. It is, in effect, the shared digital binder for your case.

Closely related is e-filing. Many Small Claims Court documents are filed online through the Ontario courts online filing portal rather than at a physical counter. Once court staff accept a filed document, they upload it into Case Center so it becomes part of the shared electronic file. Filing and uploading are related but distinct, and both have deadlines. Procedures and portals change over time, so if you are unsure how to file or upload something, check the current Ontario courts guidance or ask the courthouse directly.

Here is why this matters in plain terms: if your evidence is not in Case Center before the hearing, the judge may not be able to see it when it counts. I have watched cases where a party had a perfect document sitting on their own laptop that the deputy judge could not view because it was never uploaded. The platform is not optional housekeeping — it is how your evidence actually gets in front of the decision-maker. If you want a fuller picture of what evidence to bring and how to present it, my guide on what evidence wins in Small Claims Court goes deeper.

Common situations I see

Over the years, a few format-related scenarios come up again and again. Recognizing yours ahead of time saves a lot of stress.

A virtual settlement conference. This is the most common video hearing people encounter. Under the current Rules, settlement conferences default to virtual, so you receive a Notice of Settlement Conference with a date and a Zoom link, and you attend from home or your office. It usually runs an hour or two. Because most defended cases resolve at or around this stage, this is often the most important hearing you will attend — and it is on a screen. I cover what actually happens, and how to get the most out of it, in the guide to the settlement conference in Small Claims Court.

An in-person trial. If your case does not settle and proceeds to trial, the default is that you attend at the courthouse. After months of video steps, this can feel like a gear change — suddenly you are in a real courtroom with all the formality that implies. Knowing this in advance lets you plan travel, time off, and the logistics of bringing witnesses. My guide on how to prepare for a Small Claims Court trial walks through getting ready for that day.

Someone who shows up at the wrong place. This one is painful every time. A person drives to the courthouse for a hearing that was on Zoom, or logs in to Zoom for a hearing that was in person — and in the worst version, they miss the hearing entirely. Missing a hearing can have serious consequences, including the case proceeding without you. Almost every time, the notice said exactly what the format was, and it was simply not read carefully. The fix is boring but reliable: read the notice, and confirm with the courthouse if anything is unclear.

Step-by-step: figuring out how your hearing will be held

When a client asks me how to find out whether a hearing is virtual or in person, I give them the same three steps. None of it requires a lawyer — it just requires not guessing.

1. Read the Notice of Hearing carefully

The court issues a notice for each step — a settlement conference, a motion, a trial. That notice should state the date, the time, and the method: in person, by video, or by telephone. If the hearing is virtual, the notice or a follow-up communication usually includes the Zoom link or the dial-in details. The notice for your case, with your file number on it, is the authority — not what a friend experienced and not a general article like this one. Read it word for word, and read it again closer to the date in case anything changed.

2. Know the default, so the notice makes sense

Knowing the defaults helps you read the notice with the right expectations, and it is a useful double-check. If your notice is for a settlement conference, the default is virtual, so a Zoom link should make sense. If it is for a trial, the default is in person, so a courthouse address should make sense. If your notice seems to contradict the default — say, an in-person settlement conference or a video trial — that is not impossible, but it is worth confirming with the court so you are sure you read it right.

3. Request a change if you genuinely need one

If the default format does not work for you for a real reason, you can ask to change it by filing a Request to Change Attendance Method (Form 1B). The other side can object (Form 1C), and the court decides. This is for genuine needs — accessibility, distance, a real practical barrier — not mere preference, and it is not guaranteed. If you think you need this, sort it out early rather than the week before the hearing. For a broader view of handling your own case end to end, see my guide on how to represent yourself in Small Claims Court.

How to attend a virtual hearing well

A virtual hearing is still a court hearing, and the people who do well on video are the ones who treat it that way. The good news is that the things that make a Zoom hearing go smoothly are almost entirely within your control. Here is what I tell clients.

Get the technology right. Use a reliable internet connection and a device with a working camera and microphone. Test the Zoom link, your camera, and your audio before the day — not five minutes before the hearing. Plug your device in or make sure it is fully charged, and keep a phone nearby as a backup. Join a few minutes early so you are settled before the deputy judge comes on.

Set up your space. Find a quiet, private room where you will not be interrupted by family, roommates, pets, or background noise. Sit somewhere neutral with reasonable lighting in front of you, not behind you. Close other applications so notifications do not pop up or slow your connection. The court should be looking at you and your evidence, not your living room chaos.

Have your documents in Case Center. This is the step people forget. Make sure every document you intend to rely on is uploaded to Case Center well ahead of the hearing, so that you and the deputy judge are looking at the same materials. Know where your key documents are in the file so you can direct the judge to them quickly when asked. Fumbling for evidence on video is just as damaging as fumbling for it in a courtroom.

Mind your conduct. Mute your microphone when you are not speaking, do not interrupt, and do not have other people off-camera feeding you answers. Address the deputy judge as "Your Honour." Speak clearly and a little more slowly than feels natural, because audio lag is real. The screen does not make the hearing casual — it is still court, and judges notice.

Important things to prepare

Whether your hearing is virtual or in person, a handful of preparation steps make the day go far better. For a virtual hearing in particular, these are the ones I never skip.

• Documents uploaded ahead of time. Get everything into Case Center well before the hearing, not the morning of. Confirm the uploads went through and that the documents are legible. Organize them so you can find any one of them in seconds.
• A quiet, private space. Secure a room where you will not be interrupted for the full length of the hearing — which may run longer than you expect. Tell the people you live or work with that you cannot be disturbed.
• Backups for everything. Keep the telephone dial-in number written down in case your video drops. Have a charged phone as a second device. Note the court clerk's or coordinator's contact details so you can reach someone if something goes wrong.
• A clear plan for your evidence. Know the order you want to present things and where each document sits in Case Center. Preparation is the same skill whether you are on video or in a courtroom — the format changes, the substance does not.

Common mistakes

One mistake I see constantly is people assuming the format and then being caught out. A few specific errors come up over and over, and every one of them is avoidable.

Assuming everything is in person. Plenty of people still picture Small Claims Court as a courtroom for every step. If you assume your settlement conference is in person, you may waste a day traveling — or, worse, log in late to a Zoom hearing you did not realize was virtual. Check the default, then check your notice.

Ignoring Case Center. The single most common evidence problem I see in virtual hearings is documents that were never uploaded. The deputy judge cannot consider what they cannot see. Do not assume the court already has your materials, and do not assume you can email them on the day. Get them into Case Center ahead of time.

Bad technology, untested. A dead battery, a microphone that does not work, a link that was never opened until the hearing started — these are unforced errors that make you look unprepared and can genuinely disrupt the hearing. Test everything in advance and keep a backup.

Treating Zoom casually. Appearing from bed, driving while logged in, letting kids wander through the frame, or chatting over the judge — judges notice all of it, and it can cost you credibility. The convenience of attending from home does not lower the standard of conduct. Treat the video hearing exactly as seriously as a courtroom appearance.

What happens at each kind of hearing

It helps to know what the format actually feels like for the two hearings most people will face.

A virtual settlement conference is informal but real. You join the Zoom link at the appointed time, the deputy judge reviews the case, gives a candid read on how it might go, and tries to broker a settlement. Both sides participate from wherever they are. It is confidential — what is said there generally cannot be used at trial — and it is where a large share of cases actually end. The fact that it is on a screen does not change its importance; if anything, it makes preparation matter more, because you cannot rely on courtroom presence.

An in-person trial is the formal hearing if no settlement happened. You attend at the courthouse, a deputy judge hears the evidence, witnesses testify, documents from Case Center are referred to, and a decision is made. Because Small Claims procedure is streamlined, most trials are completed in a single day. The shift from video steps to a physical courtroom is real, which is why I want clients to know well in advance that the trial defaults to in person. For a sense of how the whole process unfolds over time, see my guide on how long Small Claims Court takes in Ontario.

Settlement considerations

The hybrid format has a quiet effect on settlement that is worth naming. Because the settlement conference is usually virtual, it is lower-friction to attend — nobody has to take a full day to travel — which means there is even less excuse to show up unprepared. The conference is still your best opportunity to end the case early, and it is happening on a screen.

That is good news if you use it well. A video conference where you have your documents organized in Case Center, a realistic sense of your case, and a genuine willingness to negotiate can resolve a matter that would otherwise grind on to an in-person trial months later. The format lowers the logistical cost of settling; the substance — being prepared and being reasonable — is unchanged. In my experience, the people who treat the virtual conference as seriously as they would a courtroom are the ones who walk away with a deal. If you are still weighing whether the whole fight is worth it, start with how to sue in Small Claims Court in Ontario and where your case would actually be heard.

Key takeaways

• It is a hybrid court. Since the pandemic, Ontario Small Claims Court runs on both formats, and a single case can mix video steps and an in-person trial.
• Trials default to in person; most other steps default to virtual. Settlement conferences, most motions, terms-of-payment hearings, garnishment hearings, and examinations of debtors default to video, usually on Zoom.
• You can ask to change the default. File a Request to Change Attendance Method (Form 1B); the other side can object (Form 1C), and the court decides.
• Case Center is how your evidence gets in front of the judge. Upload your documents ahead of time, because the deputy judge generally cannot consider what is not in the shared file.
• Read your notice, and treat video as real court. The Notice of Hearing is the authority for your case, and a virtual hearing carries the same formality and consequences as a courtroom.

Frequently asked questions

Are Small Claims Court hearings virtual or in person in Ontario?

Both — it depends on the step. Since the pandemic, Ontario Small Claims Court runs a hybrid system, and a single case can mix formats. Under the current Rules, trials and contempt hearings default to in person, while most other steps — settlement conferences, most motions, terms-of-payment hearings, garnishment hearings, and examinations of debtors — default to virtual by video, usually on Zoom. So your settlement conference might be on Zoom and your trial in a courtroom. Always read your Notice of Hearing for the date and the method, because practice varies by courthouse and the rules change.

Is my settlement conference on Zoom?

In most cases, yes. Under the current Rules, settlement conferences in Ontario Small Claims Court default to virtual — usually a video hearing on Zoom. That has been the standard since the courts moved to a hybrid model. The Notice of Settlement Conference you receive should state the method and give you a link or instructions to join. It is not absolutely guaranteed, because a party can ask to change the attendance method and courthouse practice varies, so always confirm against your notice. But if you are expecting an in-person settlement conference by default, you are probably mistaken.

Is the Small Claims Court trial in person?

By default, yes. Under the current Rules, trials and contempt hearings default to in person, meaning you attend at the courthouse. That is different from the earlier steps in your case, most of which default to virtual. So it is entirely normal to do your settlement conference on Zoom and then attend your trial in a physical courtroom. The default can be changed in a given case if a party requests it and the court agrees, but you should plan for an in-person trial unless your Notice of Hearing or the court tells you otherwise. When in doubt, confirm with the courthouse.

How do I know how my hearing will be held?

Read your Notice of Hearing. The court sends a notice for each step — a settlement conference, a motion, a trial — and it should state the date, the time, and the method (in person, by video, or by telephone). If it is virtual, the notice or a follow-up communication usually includes the Zoom link or dial-in details. If the notice is unclear, or you have not received one close to the date, contact the specific courthouse and ask. Do not assume. Practice varies by location and the rules are periodically updated, so the notice for your case is the authority, not what happened to a friend.

Can I ask to attend in person (or virtually) instead?

Yes. If you want to change the default attendance method for your case, you file a Request to Change Attendance Method (Form 1B). The other party can object by filing an Objection to Request to Change Attendance Method (Form 1C), and the court then decides. So if your trial defaults to in person but you have a genuine reason to appear by video, or your settlement conference defaults to virtual but you need to attend in person, there is a formal route to ask. The court weighs the request — it is not automatic. Forms and procedures can change, so confirm the current form with the court.

What is Case Center?

Case Center (sometimes called CaseLines) is the electronic document-sharing and hearing platform that Ontario courts use. Parties upload their documents into the case file there so that the judge and everyone else can see the same materials during the hearing. In Toronto Small Claims Court it is used for all hearings, whether the hearing is in person or by Zoom. Think of it as the shared digital binder for your case. If your evidence is not uploaded to Case Center before the hearing, the deputy judge may not be able to see it when it matters, which is a common and avoidable problem.

How do I file documents in Small Claims Court?

Many Small Claims Court documents are filed online through the Ontario courts online filing portal, rather than in person at a counter. Once court staff accept a document, they upload it into Case Center so it forms part of the shared electronic file. For a hearing, you generally need your evidence and materials in Case Center ahead of time so they are visible during the hearing. Filing and uploading are related but distinct steps, and deadlines apply. Procedures and portals change, so check the current Ontario courts filing guidance, or ask the courthouse, if you are unsure how to file a particular document.

What do I need for a virtual hearing?

For a video hearing on Zoom you need a reliable internet connection, a device with a working camera and microphone, and a quiet, private space where you will not be interrupted. You also need your documents already uploaded to Case Center so you and the deputy judge are looking at the same materials. I recommend testing your camera, microphone, and the Zoom link before the day, charging your device or keeping it plugged in, and having a phone nearby as a backup. Join a few minutes early. Treat it exactly as seriously as a courtroom appearance, because legally that is what it is.

What if my internet fails during the hearing?

It happens, and courts understand that technology can fail. The best protection is preparation: have a backup plan before the hearing starts. Keep the telephone dial-in number, if one is provided, written down so you can rejoin by phone if your video drops. Have your phone charged as a second device. If you lose connection, try to rejoin immediately using the same link or the dial-in, and contact the courtroom or court staff if you cannot get back in. Note the court clerk's or coordinator's contact details ahead of time. A brief drop is usually recoverable; disappearing without explanation is what causes real problems.

Do I still have to dress and behave formally on a video hearing?

Yes. A virtual hearing is a real court proceeding, and the same expectations of formality and respect apply as in a courtroom. Dress as you would for court, sit somewhere quiet and neutral, and address the deputy judge as "Your Honour." Mute your microphone when you are not speaking, do not interrupt, and do not have other people feeding you answers off camera. Avoid driving, walking around, or appearing from bed or a noisy room. Judges notice casual or disrespectful conduct on video, and it can hurt your credibility. The screen does not make it informal — it is still court.

Final thoughts

"Is my Small Claims Court hearing virtual or in person?" does not have a single answer, and that is the most useful thing to understand about it. It is a hybrid court: most of the early and procedural steps default to video, and the trial defaults to in person. One case can be part Zoom, part courtroom — and the only way to know which applies to a given hearing is to read the notice the court sent you for that step.

The parts you control are the ones that matter most. Read the notice carefully, know the defaults so it makes sense, get your documents into Case Center well ahead of time, and treat a video hearing with exactly the same seriousness you would bring to a courtroom. If you do those four things, the format becomes a logistical detail rather than a source of stress. And if you are on the receiving end of a claim and trying to sort out where and how to respond, my guide for a Small Claims Court defence is a good place to start.

If you want a clear read on how your specific hearing will be held — or help making sure your evidence is properly in front of the judge — call 416-554-1639 or book a free consultation. A short conversation can usually clear up the format, the platform, and what you need to do before the day. You can also confirm where your matter would be heard on the list of Ontario Small Claims Court locations.