Scheduling Clients Across Time Zones: A Guide for Expat Therapists
TL;DR
- Rule #1: Never do "Time Zone Math" in your head. You will fail.
- The Tech: Use a scheduler that auto-detects browser location (like OnlyCaly).
- The Communication: Always say "My calendar will show availability in YOUR time zone."
- The Trap: Daylight Savings dates are different in US vs EU. Software handles this automatically.
The rise of telehealth means your clients can be anywhere. New York, London, Tokyo.
But with great reach comes great confusion: Time Zones. "See you at 3 PM" is a recipe for a missed session if you are in Paris and they are in New York.
Here is the definitive guide to handling international scheduling without the headache.
The Common Mistakes
- Doing Math in Your Head: "Okay, EST is usually -5, but is it daylight savings yet? Wait, Europe changes clocks a week later..." — Do not do this.
- Emailing "My Time": Telling a client "I'm available at 2 PM CET" puts the cognitive load on them. They will likely get it wrong.
The Solution: Auto-Detection
Modern scheduling software solves this by relying on the browser's detected location.
How it works in OnlyCaly:
- You set your availability in your local time (e.g., Berlin).
- The Client opens your link in Chicago.
- OnlyCaly detects they are in
America/Chicago. - The slots automatically convert. Your 8 PM Berlin slot shows up as 1 PM Chicago for them.
Zero math required.
Communicating with Clients
Even with auto-detection, it helps to be clear in your communications.
Template for Emailing Availability:
"Here is my calendar link: [Link]. It will automatically display available slots in your local time zone."
Template for Confirmation:
"Confirmed for Tuesday, Oct 24th at 2:00 PM (Europe/Berlin Time). Please double check your local time: [Link to TimeandDate.com]"
Handling "Daylight Savings" Chaos
The US and Europe switch to Summer Time (DST) on different weekends.
- For about 2-3 weeks a year, the time difference shifts by 1 hour.
- Software handles this. If you use a recurring calendar invite synced with Google/Outlook/OnlyCaly, the event stays locked to the correct absolute moment in time.
Best Practices for Digital Nomads
If you travel while working:
- Update your "Account Time Zone" in your scheduling tool as soon as you land.
- Alternatively, keep your calendar set to your "Home Base" time (e.g., EST) and just live by that clock, regardless of where your physical body is.
Go Global with Confidence Stop Googling "time difference London vs LA". Use OnlyCaly to handle time zones automatically for every appointment.
