Meeting Planner: Find a Time That Works in Every Time Zone
Add the cities your team, clients or family live in, choose your working hours, and see when everyone is available.
- Working hours
- Early or late
- Night / off hours
- Striped: Saturday or Sunday there
Each column is one hour in the reference city (the first row). The number in a cell is the local time in that city, and a small +1 or −1 means the next or previous day. Click a column to choose that time, or use ↑ to make another city the reference.
How to use the planner
- Choose the date and set the working hours that apply to everyone.
- Add each city with the search box (up to eight). Your own time zone is the first row.
- Look at the selected time. It is picked for you from the suggestions; click another hour to change it.
- Copy the details, add the event to your calendar, or copy the link to share the plan.
Tips for fair scheduling
- If there is no overlap, rotate the inconvenient time between teams instead of always asking the same people to join late.
- Check the date for each city. A time that is Tuesday afternoon for you may be Wednesday morning for them.
- Look at the weeks around daylight saving changes, when gaps between cities temporarily differ.
Related guides: How to schedule meetings across time zones, Overlapping business hours between major cities and Daylight saving time explained.
Frequently asked questions
How does the meeting planner decide the best time?
For every half-hour start time on the date you choose, it converts the time to each city and checks whether the whole meeting fits inside the working hours you set. Start times where every city is in working hours are listed first.
What do the colors mean?
Green means the meeting fits inside working hours. Yellow means it starts up to two hours before or ends up to two hours after working hours. Gray means night or off hours.
Does it handle daylight saving time?
Yes. Offsets are calculated for the exact date you pick, so a plan for a date after a clock change uses the new offsets. Check the date carefully when cities change their clocks on different days.
Can I add the meeting to my calendar?
Yes. After you choose a time, use Google Calendar to open a prefilled event, or download an .ics file that works with Apple Calendar, Outlook and most other calendar apps. The event is created in your calendar app, not on our server.
Does the planner know about weekends and holidays?
It marks Saturdays and Sundays with stripes and a weekend label, but it does not know public holidays or countries with a different weekend. Check local calendars before you send the invitation.
Can I share a plan with my team?
Yes. Use the Copy link button. The cities, date, working hours, meeting length and the time you chose are stored in the link itself, so nothing is saved on a server.