Meeting Planner
A working hour that suits every city on the list.
The Meeting planner finds an hour that works for people in different cities. Add each location, and the built-in time zone converter lines their days up side by side, so you can see who is awake, who is at lunch, and who is asleep before you send an invite.
How it counts
The planner looks for hours that fall between 09:00 and 18:00 in every zone on your list. Add the cities you need; the answer is the hours that suit all of them.
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How to use Meeting planner
Add the cities of everyone attending — yours goes in automatically. Pick a date. Daylight saving shifts are applied for you, so a slot that works in March is rechecked for November. Read the coloured bands: comfortable working hours, tolerable early or late hours, and the middle of the night.
Choose a slot where the columns overlap in green, then copy the times to paste into your invitation — one line per participant, each in local time. That last step matters more than it looks. Most missed calls happen not because someone forgot, but because someone converted the hours in their head and got it wrong by one.
A time zone converter built for groups
A plain converter answers a single question: what is 3 p.m. in Berlin for someone in Singapore? A meeting is a harder problem, because the answer has to suit five people at once, and "suit" means office hours, not just daylight. The planner shows the whole day for every city in one table, so instead of converting one guess at a time, you scan for the overlap.
A meeting time that is perfect for every attendee has been scheduled exactly once in history, and that meeting had one attendee. For everyone else, aim for the hour that ruins nobody's dinner.
Other calculators that pair well with it
Scheduling rarely travels alone. The date calculator on this site counts the days between two meetings or until a deadline, which is handy when the kickoff is set and the delivery date needs to be argued about with numbers.
If your calls track billable work, the free online time clock calculator adds up worked hours across days and gives you a total you can put on an invoice. And if the argument is over who chairs the next call, people who normally reach for the calculator.net random number generator can settle it with our own random tools in one click.
The rest of the family is here too: an age calculator for the birthday reminders your calendar keeps surfacing, and a sleep calculator for the colleague who accepted the 6 a.m. slot and wants to survive it.
Sending the invitation
Once you have a slot, how you communicate it decides whether it holds. State the time in each participant's local zone, or state one time with its zone and its date and let their calendar do the conversion. Never state a bare time. Also send a calendar invitation rather than a message — an invitation carries the underlying instant and adjusts itself if someone's clocks change; a line of text does not.
For a recurring series, check it again after any seasonal clock change. Series that were set months earlier are exactly the ones that quietly drift by an hour for half the participants.
Questions and answers
- Does the planner handle daylight saving time?
- Yes. Offsets are calculated for the specific date you pick, not for today, so a recurring call is worth rechecking around the spring and autumn clock changes — that is when two cities can drift an hour apart for a few weeks.
- Can I plan a call across more than two cities?
- Yes. Add as many locations as you need; each becomes its own column. The more cities you add, the narrower the green overlap gets — that is not a bug, that is geography.
- What is the best hour for a call between the US, Europe and Asia?
- There is no hour that falls inside office hours for all three regions at once. Someone always takes an early morning or a late evening; the planner's job is to show you clearly who it is, so the inconvenience can rotate instead of always landing on the same person.