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
The Meeting Planner is the tool you reach for the moment your team is no longer all in one city. It takes the cities of your colleagues, family or friends and shows a 24-hour grid colour-coded by whether each city is currently in work hours (green), early or late hours (amber), or night (red). You scroll horizontally to find a vertical slice where every city is green — that is the meeting time that works for everyone. No more 'is 4pm IST okay for you?' followed by silence and a quiet calendar conflict. Once you have a slot you like, the planner shows the local time in every city, so you can paste it directly into a calendar invite.
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.
- Conference talk rehearsals when the speaker and the organiser are in different hemispheres.
- 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.
- Online sports tournaments and esports matches scheduled across multiple regions.
- Wedding planning when one side of the family is overseas and you need a video-call rehearsal.
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 a 9am-in-San-Francisco call is 11pm in Singapore, occasionally do the meeting at 9pm SF / 11am Singapore. Asking the same person to take the late slot every week is how you lose them.
- Avoid the half-hour and quarter-hour timezones unless you absolutely have to — they catch out everyone scheduling against them. India (IST is UTC+5:30) and Newfoundland (NST is UTC-3:30) are the famous ones.
- Pair the Meeting Planner with the [World Clock](/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?
Absolutely. Long-distance relationships, family abroad, online study groups, and gaming clans all rely on the same overlap-hunting logic as corporate teams.