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Sending Appointment Reminders in your Clients' Time Zone

Automatically convert appointment times to your client's time zone with Zanda's new feature.

When offering remote services, it's common for clients to be in different time zones. This new feature allows appointment reminders to automatically adjust to reflect your client's local time. Continue reading to discover how this functionality works!

In this article:

How to Set Up Time Zones for Your Business and Your Clients

There are a few places in Zanda that you need to check and make sure that time zones are set up correctly.

  1. In User Menu > Account Settings > Practice > Business Info, please check and make sure that your business time zone is set up correctly.
  2. In User Menu > Account Settings > Communication > Communication Options, enable the option for "Merge Client's Time Zone in Client Communications." Once this feature is activated, clients who have their local time zones configured will receive appointment reminders indicating the appointment time in their respective time zones. Conversely, clients who have not set up their time zone will receive reminders reflecting the appointment times in your business's time zone.
  3. Access your client's profile by navigating to the Client Profile > Details page. Here, you can select their 'Time Zone' if you haven't done so already.
  4. When you are adding a new client to your account, make sure you check their time zone and set it accordingly.

How to Send Appointment Reminders in Your Clients' Time Zone

Once you have verified and configured the time zone settings for both your business and your clients, you can continue to send SMS and email appointment reminders as you normally would—no further adjustments are needed.

The system will automatically convert the appointment start time to match the time zone specified in each client's profile.

Different Ways to Set Up Client Time Zones

Option 1: In Client Profile
To update a client's time zone in Zanda, navigate to their Client Profile and select the 'Details' page. From there, choose the appropriate 'Time Zone' for the client and click the 'Save Changes' button to apply the update.


Option 2: Via Client Portal
When new clients register through your Client Portal, Zanda automatically detects and records their time zone based on their current location. However, it's a good practice to confirm with the client that this time zone is accurate, especially if they were travelling either internationally or interstate at the time of registration.


Option 3: Using Online Forms
Add Time Zone as a Linked Profile Field option on the intake Form template. Once added to a new or existing Online Form and shared with clients, they will be able to select their time zone.  When the client submits such a form, the time zone will automatically be updated on their client profile. When the client submits such a form, the time zone will automatically be updated on their client profile. 

Frequently Asked Questions

❓ If I set a client's Time Zone, will SMS and email appointment reminders show the client's local time?

Yes, appointment reminders can show the client's local appointment time in both SMS and email reminders when both of these settings are in place:

  1. Client's Time Zone in Client Communications is enabled in User Menu > Account Settings > Communication > Communication Options.
  2. The client's Time Zone is selected in Client Profile > Details.

If the communication setting is off, or the client profile does not have a time zone selected, appointment reminder times use your business time zone.

❓ Can I get a report of all client time zones?

There is no separate client time zone report. To audit client time zones, go to Tools > Data Export and export your client data. The Clients.csv file includes a Timezone column, which you can sort or filter in a spreadsheet to check for clients whose time zone looks incorrect or is blank.

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