User Guide for Configuring Timezones in Q-Hub

Overview

Q-Hub supports per-user timezones. Each user account has a timezone setting that controls how certain system-generated timestamps are presented and when scheduled notifications are delivered.

The timezone setting does not change how manually entered date and time values are stored or displayed in forms and processes.

Default Behaviour

Existing users without an explicit timezone retain the default until one is configured.

Configuring Your Timezone

Profile (self-service)

1. Open Profile.

2. Select Edit.

3. Locate the Timezone field.

4. Search for and select the required timezone (e.g. Europe/Copenhagen).

5. Save the profile.

The field displays the timezone name and current UTC offset (e.g. Europe/Copenhagen (GMT+2)).

Admin Panel (administrators)

Administrators may configure a timezone for any user:

1. Open Admin Panel → Users.

2. Select a user and enter edit mode.

3. Set the Timezone field.

4. Save.

The timezone column is also visible in the users list.

What the Timezone Setting Affects

1. Email notifications

Timestamps in email notifications are formatted in the recipient's timezone. This includes, but is not limited to:

• Entry and step creation dates

• Due dates

• Task creation and due dates

• Notification summary timestamps

2. Scheduled notification delivery

If notification scheduling is enabled, delivery is evaluated in the recipient's timezone:

• Daily occurrences — matched against the user's local time (HH:MM)

• Hourly intervals — calculated using the user's local hour

• Working hours only — Monday–Friday, 08:00–17:00 in the user's local time

3. Reminder emails

Reminder emails for processes, forms, and tasks format timestamps in the assignee's timezone.

4. Auto-populated date and time fields

Fields configured with Populate current date are pre-filled using the current user's timezone:

For external form respondents, the entry owner's timezone is used.

5. Process and form notification emails

Emails triggered by process or form events format timestamps using the submitter's (or process starter's) timezone.

What the Timezone Setting Does Not Affect

Manually entered date and time fields

Date, time, and date/time fields in forms and processes use wall-clock semantics:

• A value of 08:00 means 08:00 everywhere.

• The value is stored and displayed exactly as entered.

• No conversion is applied in the UI, PDF exports, or email field content.

This applies to user-entered values only. System-generated timestamps (see above) are timezone-aware.

In-application UI timestamps

The timezone setting primarily affects email content and auto-populated fields. Dates entered manually in the application interface are shown as stored, without per-user conversion.

User Import and Export

Administrators may manage timezones in bulk via Excel:

• The Timezone column is included in user exports.

• Imports accept valid IANA timezone identifiers.

• If omitted on import, Europe/London is applied.

Validation

Only valid IANA timezone identifiers are accepted. Invalid values are rejected on save.

Summary

Frequently Asked Questions

Q: Will changing my timezone alter existing form data?
A: No. Existing manually entered date and time values are unchanged.

Q: Do all users in a company share one timezone?
A: No. Timezone is configured per user.

Q: What happens if I do not set a timezone?
A: Europe/London is used.

Q: Why does my email show a different time than a form field?
A: Email timestamps are converted to your timezone. Form field values are wall-clock and are not converted.