Highlights
- Find the best meeting times by ranking overlap windows across participants.
- See each participant's current time in analog + digital cards before you choose a slot.
- Use a reference time zone and meeting date so everyone reviews the same candidate windows.
- Share the planner by URL or move larger participant lists with JSON export/import.
How to use
- Add participants and set their time zones plus realistic working-hour windows.
- Pick a reference time zone and the actual meeting date so DST is evaluated on the correct day.
- Set duration, search range, and step size, then compute ranked suggestions.
- Share the URL or export JSON once you have one or two candidate slots worth reviewing.
Quick answer: find the best meeting time across time zones in 3 decisions
- Set fairness first: choose a reference zone and keep work-hour windows realistic for each participant.
- Set constraints next: choose duration, search range, and step size before you look at any result.
- Pick from overlap quality: select top slots where everyone stays inside working hours or where the tradeoff is explicit and acceptable.
If no slot appears, widen the range, shorten the meeting, or split attendees into two sessions instead of forcing one unfair time.
Common scenarios
- US-EU weekly sync: start with 30-45 minutes, then compare New York, London, and Berlin before you widen the day.
- APAC-EU handoff: shorter windows such as 15-30 minutes usually produce better overlap quality than one long call.
- Large distributed team: test two candidate dates and share both URLs so stakeholders can weigh fairness before the invite goes out.
See also
- World Clock Board for live city time checks before locking a slot.
- Time Zone Converter for one-to-one date-time conversion.
- 12/24 Time Format Converter when sharing schedules with mixed format preferences.
Time Zone Meeting Planner
Find meeting times based on participants' time zones and working hours.
Reference date is interpreted in the reference time zone.
DST boundaries may shift times slightly in rare cases.
Settings stay in this browser and are not sent anywhere.
Compare overlap windows before you schedule the meeting
Use this planner to compare participant time zones, working hours, and candidate slots on the same reference date. It ranks overlap windows, shows each participant's local time, and supports share URLs plus JSON export/import. It does not create calendar invites, so treat it as a decision tool before sending the final meeting notice. Open World Clock Board for a persistent multi-city display, Time Zone Converter for one-off conversions, and Time Format Converter when the problem is only AM/PM versus 24-hour notation.
Best-fit uses
- Check whether everyone is inside working hours before proposing a slot.
- Compare several cities or teammate schedules on one matrix.
- Export/import JSON when the URL participant limit is too small.
What to watch
- DST changes are date-dependent, so confirm the actual meeting date.
- Reference timezone affects the displayed calendar date.
- Calendar invite creation still needs your separate calendar system.
FAQ
How do I find the best meeting time across time zones?
Enter the participants, keep their working hours realistic, pick the actual meeting date, then rank candidates by overlap quality instead of choosing a city first.
How is the reference date interpreted?
It follows the calendar date in the reference time zone, not your local date. That matters when DST or midnight boundaries differ across cities.
Does it handle daylight saving time automatically?
Yes. Offsets come from the selected IANA time zones on the chosen date, so DST changes are reflected automatically.
What does the share URL include, and when should I use JSON export?
Share URLs include settings and up to six participants. Use JSON export/import when the team is larger or when you need to preserve the full setup.
Can it send calendar invites?
No. It helps compare overlap windows and pick a candidate slot, but invite creation stays outside this tool.