Understanding Timezones on the Client Scheduler

Timezones play an important role in how appointment times get displayed to clients on your Client Scheduler, and how they get displayed in the Backoffice. 

In this help doc we'll cover - 

• How Timezones Get Determined
  • Timezone Precedence (from Highest to Lowest)
• Allowing Clients to Choose Their Own Timezone
  • Global Setting Location
  • Setting Options
     

How Timezones Get Determined

When a client is viewing available appointment times, the system uses a specific order of precedence to determine which timezone to apply. This ensures that times get shown accurately based on your setup.

Timezone Precedence (from Highest to Lowest)

1. Location Timezone
   • If a specific location is selected and it has a timezone assigned, that timezone gets used.
   • If the scheduler doesn’t display locations - 
     • If only 1 location is possible, that location’s timezone gets used.
     • If multiple locations could apply, no location timezone gets applied.
2. Location Group Timezone
   • If no timezone is applied to the selected location, but the location group has 1, the location group’s timezone gets used.
   • If the scheduler doesn’t display location groups - 
     • If only 1 location group is possible, that location group's timezone gets used.
     • If multiple location groups could apply, no location group timezone gets applied.
3. Staff Timezone
   • If no location or location group has a timezone, but the selected staff member does, their timezone gets used.
   • If the scheduler doesn’t display staff - 
     • If only 1 staff member is possible, that staff's timezone gets used.
     • If multiple staff could apply, no staff timezone gets applied.
4. Business Timezone
   • If none of the above apply, the business-level timezone gets used. Every account has 1 default business timezone, which will always get used in this case.

This logic applies to services, classes and courses.

Allowing Clients to Choose Their Own Timezone

You can control whether clients are allowed to change the timezone during booking using the Client Timezones setting.

Global Setting Location

To allow your clients to change their timezone on the Client Scheduler, you'll need to go to Settings > Time > Time Panel Settings and adjust the value of the Client Timezones field - 

You can also override this setting for individual locations. In each location's profile, find the Allow Timezone Change dropdown. If it’s set to System Default, the global setting will apply.

Setting Options

• Allow clients to change timezones
  • Appointment times get shown in the client's own timezone.
  • A timezone selector appears on the time selection page.
  • The client’s selected timezone gets stored on their profile.
  • All confirmation messages and email notifications will reflect the client’s chosen timezone.
• Do not allow clients to change timezones
  • Appointment times get shown in the business’s timezone (determined by the order of precedence above).
  • The client’s profile reflects the business’s timezone.
  • Confirmation messages and emails also use the business’s timezone.
• Do not show timezones to clients
  • No timezone gets displayed.
  • Appointment times still follow the same logic as above, but without timezone context shown to the client.