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Time Zones • Meeting Planner

Time Zone Meeting Planner

Find the best meeting time across multiple time zones. Add participants, working hours and meeting duration to rank the most practical times for everyone.

A good global meeting is more than a clock conversion. CalendarHours evaluates the same instant in every participant's local time, then ranks windows by working-hours fit, local date, duration and time-zone rules for the meeting date.
Best timesRankedSee the strongest options first.
Working hoursPer personDifferent schedules are supported.
Time-zone rulesDate-awareDST and UTC offsets use the meeting date.
Find Best Times Compare Two Time Zones

Participants & Working Hours

Add up to eight locations. Use a city or an IANA time zone such as America/New_York. Each participant can have different local working hours.

Check My Time Zone →
01

New York

America/New_York · date-aware local time

02

London

Europe/London · date-aware local time

03

New Delhi

Asia/Kolkata · date-aware local time

Best Meeting Times

The planner ranks each candidate by local working-hours fit, time-of-day comfort, weekends and date boundaries.

Calculating…

Select a suggested time to prepare a shareable meeting summary.

Decision support

Meeting Quality & Fairness

The highest-ranked meeting should be practical for the group, not merely mathematically possible. The planner scores every participant at the same instant and explains where the inconvenience falls.

Inside working hoursSlots that fit fully inside each participant's configured local workday score best.
Comfortable local timeTimes nearer the middle of the workday outrank meetings pushed against the earliest or latest acceptable edge.
Local day mattersWeekend and cross-midnight meetings are penalized because the same UTC instant can fall on different local dates.
Transparent rankingChoose a result above to see why it ranks well for your current group.
Selected meeting

Everyone's Local Time

ParticipantLocal StartLocal EndUTC OffsetFit
Select one of the ranked meeting times above.

DST & Date Change Alerts

The same recurring clock time can shift for colleagues elsewhere when civil-time rules change on different dates.

StatusSelect a meetingWe'll compare each participant's current offset with the offset on the selected meeting date.
Local datesCheckingThe planner always displays the local weekday and date for every participant.
Duration30 minutesThe full meeting must fit, not only the start time.

Full-Day Time Zone Timeline

Use the timeline after the ranking to understand the whole day. Times are shown for the first selected date and update from your participant list.

World Time Zones →
ReferenceNew YorkLondonNew Delhi
Loading timeline…
When overlap is tight

How to Create a Better Meeting Window

Shorten the meeting.A 30-minute session can fit where a 60-minute meeting cannot.
Widen one schedule carefully.Moving one participant's start earlier or end later can create additional options, but the ranking will show who absorbs the inconvenience.
Search more days.A wider date range can find weekday combinations that avoid local weekends or time-zone transitions.
Split or rotate when necessary.When a global team has no universally comfortable slot, sharing the burden can be fairer than forcing one region to absorb every late call.
Recurring meetings

Rotate the Inconvenience

A fixed meeting time can permanently favor one region. For global recurring meetings, consider rotating between a few reasonable windows so early and late calls are distributed more evenly.

Week 1Best overall window
Week 2Favor the participant who was latest in Week 1
Week 3Favor the participant who was earliest in Week 1

Recheck recurring meetings around seasonal clock changes. A local time that stays fixed for one participant can move for another.

Which Time Zone Tool Do You Need?

Use the meeting planner for scheduling decisions. Use the adjacent tools when your question is conversion, difference or your own time-zone identity.

✓

Meeting Planner

When can everyone meet? Rank practical windows across multiple local schedules.

You are here ↔

Time Zone Difference

How far apart are they? Compare the relative gap and seasonal changes between two zones.

Compare difference → ⇄

Time Zone Converter

What does this clock time become elsewhere? Convert a specific time between locations.

Convert time →
Find My Time Zone World Time Zones World Clock

How to Make Global Meetings Fair

Good scheduling reduces repeated inconvenience instead of merely finding a mathematically valid overlap.

Local schedules

Respect Working Hours

Configure each person's real workday instead of assuming everyone works 9–5.

Recurring calls

Rotate Early & Late Meetings

If no single slot is comfortable worldwide, share the burden across the recurring series.

Tight overlap

Use the Shortest Useful Duration

A shorter meeting can turn a near-overlap into a comfortable shared window.

DST

Recheck Future Dates

Time-zone relationships can change when regions move clocks on different dates.

Invitations

Share Every Local Time

Include each participant's local weekday, date, time and abbreviation in the meeting summary.

No overlap

Allow a Real “No”

Sometimes there is no comfortable shared window. A transparent compromise is better than pretending otherwise.

How it works

How the Ranking Works

For each candidate instant, CalendarHours evaluates the meeting start and finish in every selected time zone. A high score means the full meeting fits comfortably inside more participants' configured workdays.

1. Resolve each location.Cities and IANA identifiers are matched to civil time-zone rules. Fixed UTC/GMT offsets are supported as fixed references.
2. Evaluate the meeting date.Offsets are calculated for the candidate date instead of assuming today's offset will still apply.
3. Score the full duration.A 60-minute meeting must fit for the full hour; a start time inside working hours is not enough.
4. Rank comfort and fairness.Working-hours fit, distance from the middle of the local workday, weekends and date boundaries influence the ranking.
Data integrity

Sources & Methodology

The planner calculates every suggested slot for the actual meeting date. It uses civil time-zone rules rather than assuming a permanent UTC offset, so daylight-saving changes and local date boundaries are reflected in the result.

Primary time-zone source.IANA time-zone identifiers and transition rules are the basis for date-aware local-time calculations.
How meeting times are calculated.Each candidate instant is converted independently into every participant's local date and time before working-hours fit, duration and fairness are evaluated.
Why future results can change.Governments can revise UTC offsets or daylight-saving rules. Future dates are calculated from the time-zone data available in the user's browser at the time of the search.

Methodology reviewed: August 19, 2026. Results for future dates should be rechecked if time-zone rules change.

Time Zone Meeting Planner FAQ

Answers to common questions about planning meetings across multiple time zones.

How do I find the best meeting time across time zones?

Add each participant's city or IANA time zone, set working hours, choose a meeting date or search range and select the meeting duration. The planner ranks candidate windows by how comfortably they fit everyone's local day.

How many time zones can I add?

This planner supports up to eight participants or time zones in one comparison. Add each location separately so working hours and local dates can be evaluated independently.

Does the meeting planner account for daylight saving time?

Yes. IANA time zones are evaluated for the actual meeting date, so current and future UTC offsets can differ when daylight saving time or other civil-time rules change.

Can each participant have different working hours?

Yes. Each participant has independent start and end times. This lets the ranking distinguish a comfortable slot from one that is technically possible but inconvenient for a specific person.

How does the planner rank the best meeting times?

The ranking rewards meetings that remain inside each participant's configured working hours and near the middle of the local workday. It penalizes early, late, weekend and cross-midnight times. The score is accompanied by a plain-language explanation.

What if there is no working-hours overlap?

The planner still shows the fairest compromises it can find and explains who is outside preferred hours. It also suggests practical ways to create more options, such as shortening the meeting or widening a participant's acceptable hours.

Can I plan a recurring international meeting?

Yes. Use the recurring-meeting guidance and rotation suggestions to avoid making the same region absorb every early or late meeting. Recheck recurring times around daylight-saving transitions.

How do I make recurring global meetings fair?

When no single local time is comfortable for everyone, rotate the inconvenience across regions rather than fixing every meeting at the time most convenient for one location.

Can I include weekends?

Yes. Weekends are excluded by default because business meetings usually target weekdays. Turn on Include weekends when Saturday or Sunday meetings are acceptable for the group.

Can I download the meeting as an ICS file?

Yes. After selecting a suggested slot, use Download .ics to save a standards-based calendar event that can be imported into common calendar applications.

What is the difference between a meeting planner and a time zone converter?

A meeting planner searches for practical shared windows across multiple local schedules. A time zone converter takes one specific clock time and shows the corresponding clock time elsewhere.

What is the difference between a meeting planner and a time zone difference tool?

A time zone difference tool tells you how far apart two zones are. A meeting planner uses local times, working hours, duration and date rules to decide when a group can realistically meet.