Time zone meeting planner
Line up everyone’s day on one strip, slide the amber marker to a time that is reasonable for all, then send a link that shows each attendee their own local time.
No slot fits all 3 places — best options suit 2 of 3
Times shown are start times in New York. Widen the working hours or shorten the meeting to open more windows. Rows marked in orange fall outside working hours.
Describe it instead
Type the meeting the way you would say it. AI sets up the places and length; the time math stays deterministic.
Draft the invite
Writes an invitation with every attendee’s local time, copied from the planner above.
More tools for a team on several clocks
How to pick a meeting time across time zones
- Put the person with the least flexibility first. The top row is the “home” row; the date and the slot times are read in that zone. Use the house button to switch.
- Set honest working hours. If nobody in your team will take a call before 8 am, say so. The planner only counts a slot when the full meeting fits inside the window.
- Read the colours, not just the numbers. Green-yellow cells are working hours, pale cells are daytime outside work, peach is early morning or evening, and navy is night. A thin amber line marks local midnight, where the date changes.
- Check the date after a clock change. The US moves its clocks on the second Sunday in March and the first Sunday in November; the EU on the last Sundays of March and October. For a week or two the usual gap is one hour off. Our daylight saving guide lets you scrub through the year to see it.
- Share the link, not a time. “3 pm” means nothing to a team on four clocks. The meeting link converts itself for each reader.
When there is no overlap
Some combinations simply have no shared 9-to-5: San Francisco and Bengaluru are 12½ or 13½ hours apart, so one side is always asleep. The practical options are to rotate the inconvenient slot so the same people are not always on at 7 am, to split the meeting into two regional calls with a written handover, or to move the discussion to a shared document and keep live time for decisions.
Questions people ask
How does the time zone meeting planner find a time?
For the date you pick, it walks through the day in 30-minute steps and checks, for every place, whether the whole meeting fits between the working hours you set. Slots that suit everyone are listed first; if none exist, it shows the slots that suit the most people.
Does it handle daylight saving time?
Yes. Every conversion uses the IANA time zone database built into your browser, evaluated for the exact date and time you choose. That matters in March, October and November, when the US, Europe and Australia change clocks on different weekends and the gap between cities shifts by an hour.
What is a good meeting time for the US, Europe and India?
Usually early morning in the US Eastern zone: 8:00–9:00 am in New York is 1:00–2:00 pm in London and 5:30–6:30 pm in India for most of the year. Adding the US West Coast leaves almost no window inside 9-to-5 for all three, so teams often rotate an early or late slot.
Can I share the meeting time with people in other time zones?
Copy the shareable link. Anyone who opens it sees the meeting converted into their own browser’s time zone, with buttons to add it to Google Calendar or download an .ics file for Outlook and Apple Calendar.
Is my list of cities saved?
Your cities, working hours and clock format are stored in your own browser (localStorage) so the planner looks the same next time. Nothing is sent to a server. You can clear it on the privacy page.
What does the AI part do?
Two optional helpers: one turns a sentence like “kickoff with Berlin, Austin and Bengaluru” into planner settings, and one drafts an invitation using the local times the planner has already calculated. The AI never does the time arithmetic itself.