How to Configure a Contact's Time Zone

Setting the correct time zone is essential for accurate scheduling. You can have VanillaSoft automatically determine a contact's time zone or manually configure it for individual contacts as needed.

Note: Changes to the time zone will only take effect moving forward. Previously scheduled callbacks and appointments will not be updated automatically. For information on updating previously scheduled contacts, refer to our How to Cancel or Reschedule a Callback or Appointment article.

Automatic Time Zone Configuration

  1. Log in to VanillaSoft: Start by logging in with your admin credentials.
  2. Access Project Settings: Click the gear icon next to the project name to open the project settings.
  3. Select Time Zone Determination Method:
    • Area Code: Determines the time zone based on the contact's phone number area code. If there are multiple area codes from different time zones, VanillaSoft will use the western-most time zone.
    • Zip/Postal Code (US/Canada only): Determines the time zone based on the zip or postal code listed in the contact's information.
  4. Save Changes: After selecting the method, click Save to apply the changes.

Manual Time Zone Configuration

There are occasions when you need to manually configure the time zone for an individual contact. This can be done from either the Admin or Caller side. Note that manually configured time zones will not be updated automatically based on project settings.

As an Admin

  1. Select Project: From the Admin homepage, select the relevant project.
  2. Access the Search Tool: Open the Contacts & Reports menu then select the Search Contacts section.
  3. Search for the Contact: Enter the contact's details and click Search.
  4. Open Contact Information: Click the icon next to the contact's name to open their information page.
  5. Set the Time Zone: In the contact information page, open the Time Zone drop-down menu and select the appropriate time zone.
  6. Save Changes: Click Save to update the contact's time zone.

As a Caller

  1. Log in to VanillaSoft: Access the system with your caller credentials.
  2. Find the Contact: Use the search tool in the top-right corner to locate the contact.
  3. Edit Contact Information: Click Edit in the top-left corner of the contact's page.
  4. Set the Time Zone: Open the Time Zone drop-down menu and select the appropriate time zone.
  5. Save Changes: Click Save to apply the changes.

Benefits of Correct Time Zone Configuration

  • Accurate Scheduling: Ensures that all callbacks and appointments are set to the correct local time for the contact.
  • Organized Workflow: Helps maintain an organized schedule, reducing the risk of missed or incorrectly timed interactions.
  • Improved Communication: Facilitates better communication with contacts by aligning activities with their time zone.

Configuring the correct time zone for your contacts in VanillaSoft is crucial for effective and accurate scheduling. Whether you choose to set the time zone automatically based on project settings or manually for individual contacts, following these steps will help maintain efficiency and accuracy in your interactions.

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