Managing time zone settings

In SimplePractice, there are three time zone settings that apply to different parts of the platform:

• The practice time zone is the default time zone for your entire practice
• The primary time zone is specific to each team member and determines how appointment times are displayed on their calendar and clinical documentation
• The client time zone determines when reminders are sent and how appointment times in the Client Portal appear to the client. If a time zone isn’t set for a client, reminders will default to the practice time zone

In this guide, we’ll cover:

• Setting the practice time zone
• Setting your primary time zone
• Working in different time zones

Note: Each SimplePractice account can only have one practice time zone. The practice time zone is the default time zone for the Client Portal, appointment reminders, data exports, and the Account Activity log. If you'd like to change how appointment times are displayed on your calendar and clinical documentation, without impacting what clients, contacts, and other team members see, you can set your primary time zone.

Setting the practice time zone

Important: SimplePractice automatically adjusts for Daylight Saving Time based on the selected time zone. Calendar appointments will be kept at the same time, even if the time zone shifts between Standard and Daylight time.

The practice time zone is the default time zone for your entire practice. It determines how availability appears in the Client Portal, when appointment reminders are sent (if a client doesn't have their own time zone set), how timestamps appear in data exports and billing-related documents, and the Account Activity log. In a group practice, only Account Owners, practice managers, and clinicians with entire practice access have the ability to adjust this practice-wide setting.

To update the practice time zone for your account:

1. Navigate to Settings > Practice > Practice details
2. Under Time Zone, use the dropdown to select the correct practice time zone for your account

3. Click Save changes

Note: If a client has a different time zone set on their profile, appointment reminders will reflect that time zone. To learn how to update a client’s time zone, see Working with clients in different time zones.

Setting your primary time zone

By default, your primary time zone will match the practice time zone. However, you can change how appointment times are displayed on your calendar and clinical documentation by setting your primary time zone.

Setting your primary time zone won't impact how times are displayed to clients, contacts, and other team members, if you're part of a group practice.

Note: All team member roles have access to update their own primary time zone. If you have a solo account, you'll also have the ability to update your primary time zone (for example, when traveling).

To set your primary time zone:

1. Navigate to the Calendar
2. Click the gear icon in the top right corner
3. Select Calendar preferences

4. Use the Primary time zone dropdown to select your preferred time zone
   • If you want to display an additional time zone on your calendar, you can select this from the Secondary time zone dropdown
   • If you don't want to display an additional time zone on your calendar, leave Secondary time zone set to None
5. Check the box next to Ask to update your primary time zone to current location if you'd like to be prompted to update this setting based on your browser location
6. Click Save

Your primary time zone will be reflected in:

• Your calendar view
• Clinical documentation timestamps
  • When another team member views clinical documentation, the timestamps will reflect their primary time zone
• Time-related fields in questionnaires, measures, and assessments
• Tasks that appear on the Tasks page
• Appointment requests that appear on the Requests page
• Contact form inquiries and requests on the Inquiries page

When your browser detects a different time zone than what’s saved, you’ll be prompted to update your primary time zone.

Working in different time zones

By default, appointment reminders will reflect the practice time zone. However, you have the option to set a client's time zone in their profile, which will determine how times are displayed in appointment reminders and the Client Portal.

To update a client's time zone:

1. Navigate to their profile > Edit
2. Scroll down and select the client’s Time zone from the dropdown menu

3. Click Save Client

To update the time zone of a client who is part of a couple:

1. Navigate to the couple’s profile > Edit > Clients
2. Click Manage > View/Edit Client info for the client
3. Select their preferred time zone from the dropdown menu

4. Click Save
5. If needed, repeat for the other client in the couple

Note: To update a contact’s time zone, navigate to the client’s Overview page > Edit > Contacts and click Manage next to the contact. If a time zone isn’t set for a contact, they’ll receive reminders for the client’s appointments in your practice time zone.

If a client has a time zone set in their profile, you'll see this displayed on their appointment flyout, under the start time.

The client’s appointment reminders will also reflect their time zone.

Note: If no time zone is set for a client, appointment reminders will default to the practice time zone.

If you’re traveling, your device may automatically reflect the time zone of your current location. If you’re using the mobile app, you have the option to make sure your schedule reflects your practice time zone or your device settings. Depending on what device you use, see Managing other settings on iPhone/iPad or Managing other settings on Android.