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Time Zone Best Practices

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Overview

When I Work offers time zone settings that determine how schedules and time entries are viewed and created. This article covers best practices for Admins configuring the time zones for your workplace and users through example scenarios.

For information on configuring time zone settings, see Setting Time Zones.

Considerations

Example scenarios

The following section outlines examples of how to configure time zone settings for common scenarios as well as how to view the Scheduler in your user’s time zones.

The time zone settings are defined as:

  • Workplace time zone: The time zone set for the entire workplace account in the General Settings.
  • Custom time zones for Employees: The custom time zone set on the user’s behalf by a Supervisor, Manager or Admin in the Advanced Details section of their Employee profile.
  • Custom time zone for your profile: The custom time zone set in your personal profile.

Example #1: You manage a large workplace with teams of employees across multiple different time zones.

Time Zone Settings:

  • Workplace time zone: Set the workplace time zone to match the time zone of your scheduling users or of your workplace’s headquarters.
  • Custom time zones for Employees: Set Employee’s profiles to their local time zone.
  • Custom time zone for your profile: Set your personal profile to your local time zone.

Viewing the Scheduler:

Create multiple Schedules; one Schedule for each team, region, or time zone. For more information see Making Separate Schedules. Assign Employee’s to the Schedule in which they work. See Assigning Employees to Positions and Schedules.

To view the Scheduler in a different time zone, adjust the time zone menu on the Scheduler page.

Example #2: You schedule for a small remote team. All of your employees are in different time zones but you also want to see all of your employees on one Schedule to ensure proper coverage.

Time Zone Settings:

  • Workplace time zone: Set the workplace time zone to match the time zone of your scheduling users or of your workplace’s headquarters.
  • Custom time zones for Employees: Set Employee’s profiles to their local time zone.
  • Custom time zone for your profile: Set your personal profile to your local time zone.

Viewing the Scheduler:

Assign Employee’s to a single Schedule. See Assigning Employees to Positions and Schedules.

To view the Scheduler in a different time zone, adjust the custom time zone in your personal profile.

Example #3: You are located in the Eastern Standard Time but you schedule for employees in Pacific Standard Time.

Time Zone Settings:

  • Workplace time zone: Set the workplace time zone to match the time zone of the majority of your Employees. In this example, Pacific Standard Time.
  • Custom time zones for Employees: No custom time zone will need to be set in user profiles. As new profiles are created, Employee’s time zones are automatically set to the workplace time zone.
  • Custom time zone for your profile: Set your personal profile to your local time zone.

Viewing the Scheduler:

To view the Scheduler in a different time zone, adjust the time zone menu on the Scheduler page.

Example #4: You schedule for yourself and your team in Central Standard Time but you have a few remote employees in Mountain Standard Time and in Pacific Standard Time.

Time Zone Settings:

  • Workplace time zone: Set the workplace time zone to match the time zone of your scheduling users or of your workplace’s headquarters. In this example, Central Standard Time.
  • Custom time zones for Employees: Set remote Employee’s profiles to their local time zone.
  • Custom time zone for your profile: Set your personal profile to your local time zone.

Viewing the Scheduler:

Assign Employee’s to a single Schedule. See Assigning Employees to Positions and Schedules.

To view the Scheduler in a different time zone, adjust the custom time zone in your personal profile.

Updated on May 4, 2022

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