Many corporations have campuses around the world and need to manage spaces on those campuses in one organization. The Events Across Time Zones feature allows events happening in multiple time zones to be easily booked without manual time conversion.
With this feature enabled there is no need to reference internet time zone calendars to work out the times for each campus. Users can:
- View the spaces aligned by time zone on the Booking Calendar
- View the local time for each space
- See the availability for each space
Once events are booked, users see event and space times adjusted to their local time zone, but can also see the times in the space's time zone and the event's "home" time zone.
Events Across Time Zones features are available in Enterprise (Backoffice), Online Space Booking and Online Event Ordering.
In this article:
Using Events Across Time Zones
These areas support multi-time zone functionality at this time:
- Events
- Event Bookings
- Daily Bookings
- Booking Calendar
- Availability Search
- Service Orders
- Service Order Items
- Work Orders
- Work Order Items
- Mobile Work Orders
- Activities
- My Activities
- Select Reports
- Online Space Booking
- Online Event Ordering
Booking Calendar
The booking calendar displays spaces grouped by their time zone. This allows users to scan availability across all spaces at the same time. The user's time zone is always listed first.
Availability Search
When using the Availability Search, specify the time zone you are searching in. This field defaults to the user's time zone.
Search results display the start and end dates/times in the user's time zone, but there are also available columns to display the space's start time, end time, and time zone.
Event Time Zone
You can add a Time Zone field to events. This is an informational field where you can set the event's "home" time zone (perhaps the location of the host or where the event will be broadcast from).
This field is available for display and filtering in the following areas:
- Events
- Event Bookings
- Daily Bookings
- Booking Calendar (peek field)
- Functions
- Service Orders
- Service Order Items
- Work Orders
- Work Order Items
View Space Start Time, End Time, and Time Zone
Most dates and times display in the user's time zone, but additional columns are available to display the space's start time, end time, and time zone. These can be added to the view/layout on these pages:
- Event Bookings
- Daily Bookings
- Functions
- Service Orders
- Service Order Items
- Work Orders
- Work Order Items
- Activities
- My Activities
Mobile Work Orders
All times will include the user's time zone.
Reports
The Event Order Confirmation and Daily Work Order standard reports support multiple time zones.
Online Space Booking
Enable time zone features in the OSB configuration to:
- Allow users to specify the time zone when searching the availability calendar. Search results return within the user's search time and date. The time displayed on each space is in that space's time zone.
- Display the time zone of each space in the space details.
- Display the space time zone when adding or editing orders to events.
- Display additional help text throughout OSB to clarify how dates and times are displayed.
Online Event Ordering
Enable time zone feature in OEO configuration to:
- Add orders through the OEO for a particular time zone.
- Display the time zone on the portal to indicate which time zone the orders are being entered for.
- When viewing orders which have been ordered for a particular time zone, the times you will see will be based on your local time zone. If an order is placed using an OEO configuration in Pacific Time for 08:00, and you are on Eastern Time, the order will show 11:00 for you.
Configuration and Setup
The Events Across Time Zones feature must be licensed to your account in order to use it. Once the feature has been added to your account, complete the configuration and setup needed.
Access Management (Roles)
Update all roles to include the Events Across Time Zones feature. Users with roles that do not have this feature are unable to access time zone related fields.
Note: This feature can be omitted from a role if the the impacted users only need access to the organization default time zone information.
Organization Time Zone
Be sure the Organization Time Zone is set to the location of your headquarters or main office. This is done on the Organization Configuration window. See Set the Organization Time Zone for instructions.
Space Time Zone
Each space should have a time zone specified. This should be the actual time zone where the space is located. This is necessary so that when booking an event across multiple time zones the spaces are booked at the correct time. See Spaces for more information.
User Time Zone
Specify a time zone for each user. This time zone is used to display events and bookings offset correctly to the user's local time. Instructions are available in User Management.
Add Columns and Fields
Add the Event Time Zone field and Space Start Time, Space End Time, and Time Zone - Space columns to layouts and views. Specific areas where these are available are listed above.
Update Booking Calendar Views
Once Events Across Time Zones is licensed on your account, the configuration options for the Booking Calendar will change. Edit the configuration of all calendar views to review and update settings as needed.
Reports
Validate the reports utilized within your organization take time zone adjustments into account where necessary. Custom reports may require revisions and should be reviewed carefully
Online Space Booking
Check the Time Zone Searching field. You may need to add this field to the layout.
Online Event Ordering
Use the Time Zone field to indicate which time zone the ordered catering/services are for. You may need to add this field to the layout.
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