It is possible to configure your schedule in a way that accommodates the send-out of survey emails in different time zones.
The schedule will recognise 4 different time zone options:
- Company time zone
- Employee time zone
- Schedule time zone
- UTC time zone
When sending out survey emails, all survey schedules will default to the company time zone.
If there are geographically dispersed employees, their time zones should be set on the employee record.
If there are geographically dispersed employees that are 8 hours ahead of the company time zone, and it is important for them to receive their survey at 09:00 their local time, a separate survey schedule could be created for them and the schedule time zone should be set to the most eastern time for those employees. The rest of the company should remain on the company schedule.
In a nutshell, all Peakon customers should have a company time zone set, whereas the other options depend on the employee locations and requirements.
In terms of the first round, this is the order of preference the system will follow regarding time zones for each individual employee:
- If the employee has a set time zone, the system will pick this one.
- If no time zone is set for the employee, the system will default to the Schedule time zone.
- If the schedule does not have a selected time zone, the system will then fall back to the Company time zone.
- If an account does not have a Company time zone defined, the system will default to the UTC time zone.
For subsequent survey rounds, if employees did not have a set time zone at the time of the survey, the system will have detected each employee's local time zone in order to send the survey email at their local time zone.
When to enable schedule specific schedules?
In most cases, it is not necessary to set a schedule time zone; the company time zone and the employee time zone will suffice.
Use the below flowchart as a guide to take you through the necessary steps for your organisation:
Setting up time zones
Company time zone
The company time zone should be the HQ location and will serve as the main company time zone. To set up the company time zone:
- Go to Administration > Account
- Choose the time zone from the drop down menu and save changes
Schedule time zone
Schedule time zone is set on each schedule separately, and will only apply to the relevant schedule. A separate schedule for a time zone should only be created when it is 8 hours ahead of the company time zone. To set the schedule time zone:
- Go to Administration > Schedules
- Pick the relevant schedule by clicking View
- Click the Survey settings tab
- Select the time zone and save changes
It is possible to combine multiple locations under one schedule, as long as the most eastern time is used as the schedule time zone. Doing so ensures that the other locations within the schedule are behind that time zone rather than ahead, and therefore will receive the survey email at their local 09:00. For example, if the schedule covers Tokyo and Auckland, Auckland would be the most eastern time zone of the two, so Auckland time should be used as the schedule time zone.
Once this is saved, you will see a yellow banner on the main page of your schedule:
Employee time zone
Employee time zones are set on the employee record. You can do this manually or via CSV.
The time zone aware configuration only impacts the survey email and reminder emails.