About the Time Zone Meeting Planner
This time zone meeting planner finds the times when colleagues in different cities are all at work. Pick a date, add up to five locations, set the working day and the meeting length, and it checks every half-hour slot of the day. You get the best meeting time, every window that works for everyone, and a side-by-side table of local times in each city.
It is built for remote and distributed teams, recruiters and sales teams booking calls with overseas clients, and anyone arranging a family video call across continents. When no slot fits everyone — common between the US West Coast, Europe and India — it suggests the fairest compromise: the time that suits the most people with the least time outside their working hours.
Offsets come from the IANA time zone database for the exact date you choose, so daylight saving changes are applied correctly. British Columbia’s switch to permanent UTC−7 from 1 November 2026 is built in, so Vancouver results are right even in browsers with older time zone data. Weekends (Saturday and Sunday in each location) can be excluded, which matters when a Friday afternoon in America is already Saturday in Asia.
How to use the time zone meeting planner
- 1Pick the meeting date — offsets can change around daylight saving dates.
- 2Choose the organizer’s city first, then add up to four more locations.
- 3Set the working day and how long the meeting will last.
- 4Read the best time and the windows that work, shown in the organizer’s time.
- 5Check the side-by-side table to see each person’s local time.
Formula and method
The planner steps through the organizer’s day in 30-minute increments. For each start time it converts the instant to every location’s local time using that location’s UTC offset on that date (including daylight saving time), then checks whether the whole meeting fits inside the working day there.
Start times that fit everyone are merged into windows. If none exist, it ranks slots by how many locations are available and then by the total minutes the meeting falls outside working hours for the others, and suggests the earliest of the fairest options.
- workStart / workEnd
- Local working-day boundaries applied to every location
- duration
- Meeting length in minutes
Worked examples
New York, London and Dubai
On 14 October 2026 New York is UTC−4, London UTC+1 and Dubai UTC+4. A one-hour meeting fits an 8:00–18:00 day everywhere only when it starts between 08:00 and 09:00 in New York (13:00–14:00 London, 16:00–17:00 Dubai).
New York, London and India — no perfect slot
India is 9½ hours ahead of New York in October. When New York starts work at 9:00 it is already 18:30 in India, so no one-hour slot fits a 9-to-5 day in all three cities; at most two can be in hours at once.
Sydney, Tokyo and Singapore
Sydney is on daylight time (UTC+11) from 4 October, three hours ahead of Singapore. Any start from 12:00 to 16:00 Sydney time — nine half-hour options — fits a 9-to-5 day in all three cities.
Los Angeles and Tokyo
Tokyo is 16 hours ahead of Los Angeles in October. A 4:00 PM Wednesday call in LA is 8:00 AM Thursday in Tokyo; start times from 16:00 to 17:00 LA time fit both 8:00–18:00 days.
Vancouver and London in winter 2026
British Columbia stays on UTC−7 after 1 November 2026 while London is on GMT, so the gap is seven hours rather than eight. A one-hour call fits both 8:00–18:00 days when it starts between 08:00 and 10:00 Vancouver time (15:00–17:00 London) — five half-hour start times.
Frequently asked questions
What is the best time for a meeting between the US and Europe?+
Late morning on the US East Coast is usually best: 9:00–11:00 AM in New York is 2:00–4:00 PM in London and 3:00–5:00 PM in Paris or Berlin. For the US West Coast the window shrinks to about 8:00–9:00 AM Pacific.
How do you schedule a meeting between the US and India?+
There is rarely a 9-to-5 overlap. Common choices are 8:00–9:00 AM Eastern (5:30–6:30 PM IST) or an evening US call at 9:00–10:00 PM Eastern, which is morning in India. Rotating the inconvenient slot is fairer for recurring meetings.
Does the planner handle daylight saving time?+
Yes. It uses each location’s rules for the exact date you choose. Around March and late October/early November, when the US and Europe change clocks on different weekends, the overlap briefly shifts by an hour.
Why is a Friday afternoon meeting a problem with Asia or Australia?+
Asia-Pacific is ahead of the Americas, so Friday afternoon in the US is already Saturday morning in Tokyo or Sydney. Keep “Exclude weekends” on to avoid booking over someone’s Saturday.
What if nobody’s hours overlap?+
The planner suggests the slot that the most people can attend with the least time outside working hours. You can also widen the working day, shorten the meeting, split into two regional meetings, or use asynchronous updates.