Time zone meeting planner
Add the people you want to meet, each with their city and working hours. The planner ranks the best start times for any day, shows everyone’s local time on one day-and-night timeline, warns you about daylight-saving changes, and writes one message with every option in every time zone.
You in New York, Priya in London and Ravi in Bengaluru (Kolkata time). Edit anything to make it yours; nothing is saved until you do.Your plan is saved in this browser and will be here when you come back.
People and time zones
You your time zone sets the timeline
Other people
Hours are each person's comfortable window. Outside someone’s hours, 22:00–06:00 counts as night.
Pick a time
- Within their hours
- Early / late daytime
- Night 22:00–06:00
- Weekend
- Time option
Click an hour (left half = :00, right half = :30) or use the fields below. All times start in your time zone.
Time options 0
Each option shows everyone’s local time and whether it is inside their hours. When the group agrees, download that option’s .ics or open it in Google Calendar to send the invite.
No time options yet. Pick a best time or click an hour on the timeline, then Add this time.
Send to everyone
One message lists every option with each person’s local time, so nobody has to convert. Paste it into email or chat.
How it works
Finding a time that works for everyone
This planner scans the overlap for you. For the day you pick, it tries every half hour in your time zone and checks the whole meeting — not just its start — against each person’s own hours. A start where the meeting would run into anyone’s night, outside their hours, is dropped. The rest are ranked by how many people are inside their hours, and when two starts tie, the one that asks the fewest minutes of early or late time wins. Click a best time to put it in the draft, check it on the timeline, then add it.
Set hours per person rather than assuming nine to five everywhere. Someone who starts at 7:00 or who is happy to take calls until 20:00 changes the answer, and so does a meeting length: a 90-minute workshop has fewer good starts than a 30-minute check-in.
Daylight saving and odd offsets
Each person’s offset is looked up for the meeting date itself, not for today, from the time zone database your browser already has. That matters in March and late October, when the US and Europe change their clocks on different weekends, and for cities on offsets such as UTC+5:30 or UTC+5:45. Clock-change days get a 23- or 25-hour timeline, an option within a week of a change carries a note, and the group message says the times already account for it.
Sending it
The message for everyone lists each option with every person’s local date and time, so a Tuesday evening in New York that is already Wednesday morning in Bengaluru is written as Wednesday for Ravi. Your check list adds whether each person is inside their hours. Once the group agrees, send the calendar invite from the .ics file or Google Calendar.
Interviews with participants
Scheduling user research sessions is a different job: each participant should only see the slots offered to them. The research interview scheduler keeps that workflow, with per-participant offers and invitations.
Worked examples
The guides run real plans through this planner: scheduling a meeting across time zones step by step, the best US–India meeting times for each US time zone, and the weeks Europe and the US are out of step on daylight saving.
Questions
How do I find the best meeting time across time zones?
Add each person with their city and the hours they are happy to meet, pick a day, and look at Best start times. Each start is scored by how many people are inside their own hours; starts that put anyone outside their hours at night (22:00–06:00 local) are left out, and ties go to the time with the fewest minutes outside anyone’s hours.
Does it handle daylight saving time?
Yes. Every time is converted with the IANA time zone database built into your browser, for the exact date of the meeting. When clocks change within a week of an option, the option is marked, and you are told if the gap between you and someone is different from today.
Why are New York and London sometimes four hours apart?
The US and Europe change their clocks on different dates. In 2026 London moved back to GMT on 25 October and New York moved back to EST on 1 November, so for that week New York was four hours behind London instead of five; the same happens for two or three weeks in March.
How many people and time zones can I add?
You plus up to eight other people, each with their own city and hours. Two people in the same city can have different hours.
Can I send a calendar invite?
Yes. Each option has an .ics file for Outlook, Apple Calendar and others, and a Google Calendar button. Both store the time in UTC, so each calendar shows it in its owner’s time zone.
Is anything uploaded?
No. The plan is saved in this browser’s local storage. A share link carries the plan after the # sign, which browsers do not send to the site. The Google Calendar button sends that option’s title, times, names and cities to Google, only when you press it.