Working across multiple timezones
YouCanBook.me helps you take bookings wherever you are in the world, even when you're:
- You're traveling to a different timezone for a fixed period of time
- Regularly traveling between time zones
- Managing your team's bookings in multiple time zones
Traveling to a different timezone for a fixed amount of time
If you're traveling to a new timezone for a fixed amount of time (i.e. a week long conference), it is recommended to create a separate sub calendar in your calendar account to hold all of the bookings for that fixed period of time.
In Google calendar click + next to Other calendars, and select Create new calendar. Edit the name of the calendar, and set this newly created calendar to the timezone you'll be taking bookings in. To confirm creation, click Create calendar.
In Outlook, click Add new calendar and select Create Blank calendar.
In your YouCanBook.me account, you'll create a new booking page on your dashboard just for this period of bookings. This will be the new booking page link you share with your bookers for this period of time.
On the Calendars & teams page, select the newly created calendar - that is where new bookings will be added.
Under Times & availability > Language & Timezones section, make sure we are detecting the correct timezone from your newly created calendar. If all your bookers will be in the same timezone as you for the event, uncheck "Automatically detect booker timezone."
You'll also want to do some customization of your availability under Times & Availability, like:
- Set a fixed start & end date on this page, so that people can only book during the days of the conference.
- Set the working hours of the times you'll be in that timezone
- Set the duration of the meetings you'll take
If you're located in a different timezone than your conference, while you're editing the booking page the preview window may display different working hours than what you've set. That is because we are auto-detecting your current timezone from your IP address. Booking will go into your calendar at the timezone detected from your linked calendar.
Managing your schedule for regular travel between time zones
If your travel requires you to regularly be in different time zones taking bookings and you want just one booking link, you'll want to use our Custom Availability feature. This will allow you to set your working hours across time zones, all on the same linked calendar.
To first set this up, navigate to Times & Availability > Language & Timezones, and confirm YouCanBook.me is automatically detecting the timezone from your linked calendar, and that the detected timezone is correct for your home location.
Under Times & availability, select Custom Availability and set working hours to accommodate all the timezones you'll be taking bookings in. For example, travelling between Europe and the United States, make sure your starting hours cover Europe hours and your ending hours cover US hours.
Select a Custom Availability phrase you'll use to signal to YouCanBook.me you're available for bookings.
Finally, add events on our linked Google or Outlook Calendar at the times you will available in each timezone.
At the beginning of the week you are available 9am – 5pm in New York, but at the end of the week you'll be in London and available from 9am - 5pm (which equates to 4am - 12pm in New York, you'll setup Custom Availability slots for each location.
Come back into YouCanBook.me settings and refresh your browser to see the times populate.
When you travel between time zones, your linked calendar timezone updates automatically. So the Custom Availability times shift - and make perfect sense in the correct timezone.
Managing team members in different time zones
You can allow your team members across multiple time zones to take bookings on the same booking page, using Custom Availability.
This article walks you through the step by step of setting up your team.