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Meeting Time Planner

Find the best meeting time across time zones

Participants

Add at least 2 participants

Meeting Settings

Suggested Meeting Times

Add at least 2 participants to find optimal meeting times

About the Meeting Planner

Scheduling a meeting across time zones is deceptively hard. The moment your attendees are spread across cities such as London, New York, Singapore, or Sydney, a time that feels reasonable to you can land in the middle of someone else's night. This Meeting Time Planner takes the mental math out of it: add participants, choose their time zones and working hours, then compare local times to find a slot that works for the group.

Give each participant a city and their working hours, and the planner scores every half-hour of the day and ranks the ten best. Each suggestion shows what that moment reads as on every participant's clock, marked green when it falls inside their working hours and red when it does not — so a slot that only works for you is obvious immediately. "Add to Calendar" hands the chosen time to Google Calendar. It doubles as a meeting scheduler and a meeting time planner: whether you're coordinating a standup for a distributed team, booking a call with an overseas client, or organizing an international webinar, the goal is the same — find a time that's fair to everyone, not just convenient for you.

Daylight saving time is the quiet source of most scheduling mistakes, because regions switch on different dates and some don't switch at all. The planner uses the IANA time zone database, so each city's local time reflects its current daylight saving rules automatically and the slot you pick stays correct. Everything runs in your browser with no account and nothing uploaded, which makes it fast to use repeatedly — a quick check before you propose a time, and a per-attendee local time you can paste into the invite once you've settled on one.

How to find a meeting time across time zones

Compare working hours across multiple cities and pick a time that works for everyone.

  1. 1

    Add each participant

    Add one participant per attendee with their name and city, and set the working hours you expect them to be available.

  2. 2

    Set the date and length

    Pick the meeting date and how long the meeting runs. The planner scores that day in half-hour steps.

  3. 3

    Read the suggested times

    The ten best slots appear ranked, each showing what that moment reads as on every participant's clock.

  4. 4

    Check the colours

    A participant's local time is green when it falls inside their working hours and red when it does not, so a slot that only suits you is obvious.

  5. 5

    Add it to your calendar

    Choose a slot and use Add to Calendar to open it in Google Calendar, already set to the correct moment.

Worked examples

New York and London, 15 January 2026

Input
Your computer is set to New York time. Add "Ana" (New York, work 09:00–17:00) and "Tom" (London, work 09:00–17:00). Date 2026-01-15, Duration 1 hour.
Result
Excellent: 10:00 AM EST and 10:30 AM EST (3:00 PM and 3:30 PM GMT for Tom). Good: 9:00, 9:30, 11:00, 11:30 AM and 12:00 PM EST. The remaining places are filled with red "poor" slots such as 4:00 AM EST, when only Tom is working.

New York is five hours behind London in January, so the shared window is 9:00 AM–12:00 PM in New York. "Excellent" needs everyone between 10:00 and 15:59 local time.

New York and Singapore with stretched hours

Input
Same date. With both on 09:00–17:00, New York is 13 hours behind Singapore and nothing overlaps, so every suggestion is poor. Change the New York person to 07:00–17:00 and the Singapore person to 09:00–21:00.
Result
Three "good" slots appear: 7:00, 7:30 and 8:00 AM EST, which are 8:00, 8:30 and 9:00 PM SGT in Singapore.

When zones barely overlap, someone has to stretch their day. The planner shows exactly how far.

Tips and common mistakes

  • Only the start time is scored. A 1-hour meeting at 12:00 PM in New York is rated "good" even though it runs to 6:00 PM in London. Check the end time yourself for long meetings.
  • Work End is inclusive: a participant working until 17:00 counts as available for a meeting that starts at 17:00.
  • Suggestions cover your own calendar day, midnight to midnight, in your own time zone. For teams far apart, also try the date before or after.
  • The city list has 13 entries. For a city that is missing, pick one that shares its clock all year, such as New York for Toronto or Paris for Berlin. Be careful with Arizona: Phoenix does not observe daylight saving time, so Denver only matches it in winter.
  • Participants are saved in your browser, so a recurring team only has to be entered once on the same device.
  • Add to Calendar opens Google Calendar with the event titled "Team Meeting" and the participant list in the description. Rename it before saving.

Frequently Asked Questions

What is a meeting planner used for?

A meeting planner helps you find a suitable meeting time when participants are in different time zones. Enter the time zones of all attendees and the tool shows the local time for each person at any proposed meeting time.

How many time zones can I add?

You can add as many participants as you need, each with their own working hours, and choose each one’s city from 13 time zones: New York, Chicago, Denver, Los Angeles, London, Paris, Moscow, Dubai, Mumbai, Singapore, Beijing, Tokyo and Sydney. The planner then scores every half-hour of the chosen day and lists the ten best slots.

Does the tool account for daylight saving time?

Yes, the planner uses the IANA time zone database which includes historical and future daylight saving time rules for all regions. The displayed times will be correct regardless of the time of year.

How do I schedule a meeting across time zones?

Add each participant with their city and working hours, pick the meeting date and length, and the planner ranks the best half-hour slots for that day. Each suggestion lists every participant’s local time, green when it falls inside their working hours and red when it does not, so you can pick a slot and send it to Google Calendar.

Is this a meeting scheduler or a time zone converter?

It works as both. A time zone converter answers "what time is 3 PM London in New York?" for a single moment, while this meeting planner compares the full working day across everyone at once so you can choose the best overlapping slot. For a quick one-off conversion, use the Time Zone Converter; to coordinate a meeting time for a group, use the planner.

What is the best time to schedule an international meeting?

Aim for a slot that falls within roughly 9 AM–6 PM local time for as many attendees as possible; the planner marks each participant’s local time green when it lands inside their working hours. When zones are far apart and no window suits everyone, rotate the inconvenient hour between teams across recurring meetings so the same group isn’t always taking the early-morning or late-night call.

Why are the suggested times shown in my time zone?

Each suggestion's headline time uses your device's time zone, so you can read it as your own local time. The row for each participant shows the same moment on their clock.

Does the meeting length change which slots are suggested?

No. The duration is only used for the end time of the Google Calendar event. The ranking looks at whether each start time falls inside every participant’s working hours.

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