How to Handle Timezone Settings for Bookings

    CategoryCalendars and Bookings
    Article typeDocumentation
    Estimated reading time 5 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Timezone settings control how appointment times are displayed and recorded. The primary timezone is set in your business profile and affects your calendar availability. Customer-facing booking pages may display times in the customer's local timezone depending on your configuration.

    Who this article is for

    This article is for business owners, administrators, and team members who manage booking calendars and want to ensure appointment times are displayed and recorded correctly.

    Overview

    Incorrect timezone settings are one of the most common causes of missed appointments and scheduling confusion. GEVADE CRM uses your business profile timezone as the foundation for calendar availability, appointment times, and reminder scheduling. This article explains how timezone settings work in the booking system, how to verify your configuration, and what to review if appointments are appearing at unexpected times. Timezone behaviour may vary depending on your account configuration and connected external calendars.

    Check your business profile timezone

    The primary timezone for your GEVADE CRM workspace is set in your business profile settings. Navigate to Settings and locate your Business Profile or Business Information section. Verify that the timezone listed matches your business operating location. If the timezone is incorrect, update it before making changes to calendar availability or sending reminders.

    Understand how the booking page displays times

    The customer-facing booking page may display available slots in the customer's detected local timezone, depending on your calendar configuration. This means a slot you set as 10:00 AM in your business timezone may appear as a different time for a customer in a different region. This is expected behaviour where timezone conversion is enabled. If timezone conversion creates confusion for your customers, review your calendar settings to confirm how times are displayed.

    Verify calendar-level timezone settings

    Open your calendar settings and look for timezone configuration options. Some calendar types allow you to override the business profile timezone for that specific calendar. Ensure the calendar-level timezone, where configurable, is set correctly for the service and intended audience.

    Check connected external calendar timezone

    If you have connected a Google or Outlook calendar, the external calendar may operate in its own timezone. Conflicts detected between your external calendar and GEVADE CRM bookings depend on both systems using the same timezone reference. If appointments are appearing at unexpected times after connecting an external calendar, check the timezone setting in the external calendar application.

    Review reminder scheduling in the context of timezones

    If you use workflow-based reminders, verify that the reminder timing uses the correct timezone reference. Reminders triggered by appointment time will use your workspace timezone unless configured otherwise. If customers are receiving reminders at unexpected times, review the Wait step configuration in your workflow and the workspace timezone setting.

    Test timezone display and recording

    Complete a test booking from a different browser timezone or using a VPN to simulate a customer in a different region. Verify that the slot displayed matches your expectations and that the booked time is recorded correctly in the system. Do not rely on timezone settings without testing, particularly if your customers span multiple regions.

    Configuration note

    Timezone settings affect availability display, appointment recording, reminder scheduling, and external calendar conflict detection. We do not guarantee perfect timezone conversion across all configurations or external calendar integrations. If you serve customers in multiple timezones, review and test your booking flow carefully. Behaviour may vary depending on your account configuration and the external calendar platform used.

    Important clarification

    A common mistake is configuring calendar availability without first verifying the business profile timezone. If the business profile timezone is incorrect, all availability times, appointment records, and reminders will be offset. Always verify the timezone in your business profile before creating or adjusting calendars.

    Resolution guidance

    Appointments are appearing an hour or two off from what was booked

    This is usually caused by a timezone offset error. Check that your business profile timezone is set correctly, including whether Daylight Saving Time is being applied. Also check the connected external calendar timezone if applicable.

    Customers are seeing different times than expected on the booking page

    The booking page may convert slot times to the customer's browser timezone. This is expected if timezone conversion is enabled. Verify whether your calendar is configured to display times in the business timezone or to convert based on customer location. Contact support if the timezone display behaviour does not match your expected configuration.

    Reminders are sending at the wrong time

    Review the workflow Wait step and confirm it is calculating wait duration from the appointment time in the correct timezone. If the workspace timezone changed after the workflow was created, this may affect reminder timing for future appointments. Contact support if reminder timing behaviour is unexpected.

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