Time Zone

With the addition of time zone support, you can now select a time zone for your activities and any of their components where a date and time are set. Below lists the specific areas where a time zone can be specified, where the time zone will appear once set and other helpful information to know.

 

Setting a Global Default Time Zone:

If you would like a single time zone applied to ALL activities and non-activity specific records (i.e. global forms not tied to a specific activity), your Project Manager can pre-set a default time zone. If you have activities that operate in a time zone other than the default, set those at the activity level first using the instructions below. Key behavior to understand:

• The first time a global default time zone is set, it will cascade down to all activities and their records
• Any new activities added will default to the global time zone
• If the global time zone is changed at a later date, it will ONLY affect new activities you add after that date + global items. Prior activities will not be affected.
• Any records individually edited before or after the global default time zone is set will NOT adopt the global time zone. i.e. if an activity or session (or any individual record) is manually edited to America/New_York and the global time zone is set to America/Los_Angeles, the activity or session will remain in America/New_York.

 

Setting a Time Zone at the Activity Level:

If you would like to set one or more of your activities to a time zone that is different from your global default, go to the Activity Dashboard pencil edit icon.

• This will propagate down to the other activity elements listed in the table below.
• If you need to further tweak the time zone on a specific session, a deadline, etc., go into that specific session

Where will time zone display within the Admin?

• The time zone will appear all places that a date/time appear. i.e., the session listing, form listing, etc.
• The time zone you selected is applicable to your data only, not the timestamp for user actions in the system. For example, the data you enter in the system such as sessions, products, forms, etc can be set to a time zone of your choice. When the user performs a specific action in the system and we log that time, that time zone will reflect Ai’s system setting of Eastern Time. This includes timestamps for such actions as, when an admin updates a record, when a speaker uploads documents, when a user checks in/claims credit, report run times, etc.
• In order for the time zone you set to appear appended to your data in the admin site, a setting must be turned on. Please reach out to your Project Manager and request this setting be enabled. It is important that it is not enabled until after you have set all of your activities to their appropriate time zones.

Where will time zone display for the end user?

• In order for the time zone to appear on your site for end users, a setting must be turned on. If you want time zone to appear for end users, please reach out to your Project Manager and request this setting be enabled. It is important that it is not enabled until after you have set your activities to their appropriate time zones.
• The time zone will appear all places that a date/time appear on the front end. Example:

 Speaker Ready Room

Places where a time zone can be set:

The field column represents the specific fields that you can specific a time zone for within the module. The time zone set here, will propagate to adjacent fields, i.e. the time zone you set for the Activity Starts On and Ends On will propagate down so that sessions, meetings times, registration products, etc all adopt that time zone.

Module	FIELD	PROGAGATES TO
Activities*	Starts On	Sessions
	Ends On	Meeting Times (Note: This will change when deadlines open/close. Be sure to check your meeting times and adjust if needed).
		Activity Forms (Activity Dashboard Manage Forms)
		Products
		Abstract/Proposal
		Room Sets/Functions
		Room Set/Function Details
		Documents
		Activity Pages
		Activity-specific Proposal Types
*Activity level time zone settings are only applicable to customers on a multi-event site.
Sessions	Starts On	Presentations (child sessions)*
	Ends On	*Note: presentations take on the time zone of their parent session. A time zone cannot be set for each individual presentation.
Abstracts	Starts On	Sub-abstracts (child abstracts)
	Ends On
	Embargo Ends On
Functions	Starts On	Supplies/Function Details
	Ends On
	Set up Starts On
	Set By
	Teardown Starts On
Meeting Times	Starts On	(changing an individual meeting time’s time zone does not propagate anywhere)
	Ends On
Products	Available On	(changing an individual product’s time zone does not propagate anywhere)
	Discontinued On
	Cancellation Available On
	Cancellation Discontinued On
Forms*	Available On	(changing an individual form’s time zone does not propagate anywhere)
	Unavailable On
*Applicable to global forms and activity specific forms
Documents	Available On	(changing an individual document’s time zone does not propagate anywhere)
	Discontinued On
Activity Pages	Available On	(changing an individual activity page’s time zone does not propagate anywhere)
	Discontinued On
Attendee Roles	Upload Ends On	(does not propagate anywhere)