Meeting Planner Across Time Zones
Add the cities of your teammates. See a 24-hour grid color-coded green (work hours), amber (early/late), red (night). Pick the slot where everyone is green.
About the meeting planner
A meeting planner shows the same proposed time side by side in every participant's time zone, so you can see at a glance which slots fall inside everyone's working hours before you send the invite.
Add your participants' cities and the planner shows a 24-hour grid: green for work hours, amber for early or late, red for night. Find a column where every city is green and the planner gives the local time in each, ready to paste into a calendar invite.
Typical working-hour overlap
| Pair | Overlap window | Note |
|---|---|---|
| London / New York | 2pm-6pm London | Easiest common slot |
| London / India | 2pm-5pm London | Late afternoon IST |
| New York / India | 8am-10am NY | Early NY, evening IST |
| London / Sydney | 8am-10am London | Very tight overlap |
When the meeting planner helps
- Scheduling a stand-up across US East coast, US West coast, London, Berlin and Bangalore — the classic five-zone team.
- Booking a customer call when the customer is in Sydney and you are in Toronto.
- Family video calls across multiple continents — find a time the kids are awake but adults are not exhausted.
- Remote workshops or training where 15+ attendees are spread across timezones.
- Coordinating a product launch where engineering is in India and PR is in San Francisco.
How to use the meeting planner
- Click "Add a city" and type a city or country. The picker shows the live local time and the UTC offset so you confirm before adding.
- Each added city appears as a row in the grid. Green cells are typical work hours (9-5), amber are early/late, red are night.
- Drag horizontally to scroll through 24 hours of UTC. The vertical column where every row is green is your meeting time.
- Click the column header to copy the meeting time for each city — paste into your calendar invite.
- Remove a city with the small X in its row. Your selection persists across visits, so frequent collaborators stay in the grid.
Tips for cross-timezone meetings
- Rotate the inconvenience. If 9am San Francisco is 11pm Singapore, sometimes meet at 9pm SF / 11am Singapore instead.
- Watch half-hour timezones — India (UTC+5:30) and Newfoundland (UTC-3:30) catch people out.
- Pair the Meeting Planner with the World Clock — pin your most-collaborated cities to the World Clock for a glance-able dashboard.
- Daylight saving wrecks recurring meetings. Twice a year, double-check that your standing standup is still in everyone's work hours.
- For one-off external calls, send the time in three formats: '15:00 UTC / 11:00 New York / 16:00 London / 20:30 Mumbai'.
Meeting planner FAQ
Does the planner handle daylight saving?
Yes. We use the browser's IANA timezone database, which is updated automatically when countries change their DST rules. A meeting in mid-March may shift by an hour after the US DST change but the grid will already reflect that.
Can I share the grid with my team?
Saved cities are tied to your browser by design. To share, send the meeting URL or paste the times into a calendar invite. A shareable grid view is on the roadmap.
How many cities can I add?
There is no hard cap, but the grid gets cramped after 8-10 cities. For very large teams, split the planner into sub-groups (Americas, EMEA, APAC) and find an overlap window for each.
What hours count as "work"?
We default to 9am-5pm local time. If your team works 10am-6pm or has a longer day, the colour bands give you a generic baseline — adjust mentally for your specifics.
Is this useful for personal events?
Yes. Family abroad, long-distance relationships, study groups and gaming clans all need the same overlap-hunting.
How do I find the best time to meet across time zones?
Add everyone’s city and the planner highlights the hours that fall inside normal working time for all of them — the best time to meet. Use this world meeting planner to schedule a meeting across countries without doing the time-zone maths yourself.