Meeting Planner
Find the best meeting times across multiple time zones.
Green = all participants in work hours. Yellow = partial overlap.
Disclaimer: The results provided by this tool are estimates for informational purposes only. Actual values may vary. Please verify important calculations independently.
How the overlap grid is built
The meeting planner builds its grid around a single anchor: Coordinated Universal Time. Each row represents one UTC hour across a 24-hour day, and each additional column shows what that UTC hour looks like in the local clock of a selected time zone, with the correct daylight saving offset for the date you choose. Because everything is derived from one reference point, a row that says 14:00 UTC will always translate consistently — 10 AM in New York, 3 PM in London, midnight in Tokyo — regardless of how many participants you add. This avoids the pairwise conversion errors that creep in when people try to coordinate across more than two zones by hand.
Color coding then layers on top of the raw grid. For every row, the tool asks whether each participant's local hour falls inside the chosen work window, which defaults to 9 AM through 6 PM. A row where every participant is inside their work hours is labeled a good overlap and highlighted green; a row where some but not all are inside is a partial overlap shown in yellow; a row where nobody is inside is dimmed. Because the work window is a simple numeric range, you can widen it to cover early-bird or night-owl schedules and the grid immediately reclassifies every slot.
Using the planner for real teams
The meeting planner is most useful for teams spread across three or more regions, where naive pairwise scheduling breaks down. For a team in San Francisco, Berlin, and Singapore, there is almost no moment when all three are simultaneously inside a conventional 9-to-6 window — the usable overlaps are narrow slivers at the edges of each work day. Seeing the full grid at once makes that tradeoff explicit rather than emerging through three rounds of calendar tennis, and it often leads to an explicit decision: rotate the burden of early or late meetings between regions, or accept that the team will operate asynchronously most days with a single weekly synchronous slot.
For one-off events like client kickoffs or interviews, use the planner to find a slot that respects the most senior or most numerous attendees without silently scheduling someone at 11 PM. Two practical tips: always sanity-check the date near daylight saving transitions, since a meeting planned the week before the US shift may drift by an hour for European participants after the US changes but before Europe does; and if you are inviting occasional attendees, add them temporarily to see whether the green band shrinks unacceptably before committing to a recurring time.