Time Zone Meeting Planner - Find the Best Meeting Time

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What is a Time Zone Meeting Planner?

When a team is spread across countries, the hardest part of a meeting is often the time. A time that is a comfortable 10 AM for one person can be the middle of the night for another. A time zone meeting planner puts everybody's working hours on one 24-hour timeline, so that you can see at a glance where they overlap and which slot asks the least from each person.

This planner works in your browser. You choose the time zones, the tool marks working hours for each person, and the times that fit everyone are highlighted in green.

How to Find a Meeting Time

1. Choose your home time zone. The timeline starts from it.
2. Add the time zone of each participant. Remove any that you do not need.
3. Choose the meeting date. This matters because daylight saving time changes the offsets during the year.
4. Look at the timeline. Green shows the times when everyone is inside working hours. Grey or red shows that at least one person is outside them.
5. Click the slot that you like. A meeting summary appears with the time in each place.
6. Copy the summary and paste it into your chat, your email or your calendar invite.
7. Use the 12-hour or 24-hour switch to show times in the style that you prefer.

What You See on the Page

Item	Meaning
Home time zone	Your own time zone. The timeline starts from it
Participant time zones	The time zones of the other people in the meeting. You can add and remove them
Meeting date	The day of the meeting. Daylight saving time is worked out for this date
24-hour timeline	One row for each person, with that person's local time
Working hours	9:00 AM to 5:00 PM local time, marked on every row
Green	Everyone is inside working hours. This is the best meeting time
Grey or red	At least one person is outside working hours
Time slot	A piece of the timeline that you can click to choose a meeting time
Meeting summary and Copy	A short text with the time in each place, ready to paste
12-hour or 24-hour	Changes the way times are written

Reading the Timeline

• Each row is one person. It shows that person's local time across the 24 hours that start from your home time zone.
• Green is the best meeting time. It appears only where every row is inside working hours at the same moment.
• Grey or red means a compromise. At least one person would be early, late or off work.
• The date can differ between rows. When people are many hours apart, one person's afternoon can be another person's next morning.
• Labels as well as colors. Every slot has a text label, so the timeline can also be read without telling the colors apart.

Example: A Team in New York, London and India

Take three colleagues with working hours of 9:00 AM to 5:00 PM local time, on a day in November when New York is on standard time (UTC-5), London is on standard time (UTC+0) and India is UTC+5:30, because India has no daylight saving time. To compare, convert every working day to UTC.

Place	Working hours in local time	The same hours in UTC
New York (UTC-5)	9:00 AM to 5:00 PM	14:00 to 22:00
London (UTC+0)	9:00 AM to 5:00 PM	09:00 to 17:00
India (UTC+5:30)	9:00 AM to 5:00 PM	03:30 to 11:30

Between New York and London, the hours 14:00 to 17:00 UTC overlap, which is 9:00 AM to 12:00 PM in New York and 2:00 PM to 5:00 PM in London. Between London and India, 09:00 to 11:30 UTC overlap, which is 9:00 AM to 11:30 AM in London and 2:30 PM to 5:00 PM in India. But New York's day starts at 14:00 UTC and India's day ends at 11:30 UTC, so there is no time when all three are inside working hours. The planner would show no green for this group.

The slots closest to green

When there is no green, choose the slot that costs the least. Here are four options for the same team, with the local times that each person gets:

Time in UTC	New York	London	India	Who stretches
11:30	6:30 AM	11:30 AM	5:00 PM	New York starts early
12:30	7:30 AM	12:30 PM	6:00 PM	New York starts early, India stays a little late
14:00	9:00 AM	2:00 PM	7:30 PM	India stays late
15:00	10:00 AM	3:00 PM	8:30 PM	India is in the evening

Each option puts the burden on someone. If the meeting repeats, take turns so that the same people do not always get the early mornings or the late evenings.

Working Hours Overlap Between Common Pairs

With a working day of 9:00 AM to 5:00 PM local time and standard time in both places (no daylight saving time in either), the overlap looks like this:

Pair	Overlap	In local time
New York and London	3 hours	9:00 AM to 12:00 PM in New York, 2:00 PM to 5:00 PM in London
London and India	2.5 hours	9:00 AM to 11:30 AM in London, 2:30 PM to 5:00 PM in India
New York and India	None	New York's working day starts after India's has ended
Los Angeles (UTC-8) and London	None	9:00 AM in Los Angeles is 5:00 PM in London, so the two days only touch
Los Angeles and New York	5 hours	9:00 AM to 2:00 PM in Los Angeles, 12:00 PM to 5:00 PM in New York
Dubai (UTC+4) and India	6.5 hours	9:00 AM to 3:30 PM in Dubai, 10:30 AM to 5:00 PM in India

The windows change a little when places move to summer time on different dates, as the next section shows. The timeline in the tool works out the real overlap for the date that you choose.

When There Is No Overlap

For teams that span three or more continents, a full overlap often does not exist. These are the usual ways to handle it:

• Pick the cheapest compromise. Choose the slot that moves each person the least outside working hours, and agree on it openly.
• Take turns. Rotate the inconvenient time between regions for recurring meetings.
• Split the meeting. Run two shorter meetings, each between the regions that overlap, and share notes between them.
• Do the work in writing. A short written update, a shared document or a recorded walkthrough can replace a meeting where everybody has to be live.
• Keep only the necessary people in the live meeting. Others can read the notes afterwards.

Daylight Saving Time and Meetings

The planner uses the rules of each time zone for the date that you choose, so a place that is on summer time on that date shows the right offset. This matters a lot for meetings between the US and the UK, because they change their clocks on different dates.

Place	Moves to summer time	Moves back to standard time
United States	Second Sunday of March	First Sunday of November
United Kingdom and most of Europe	Last Sunday of March	Last Sunday of October
Australia (for example Sydney), in the southern hemisphere	First Sunday of October	First Sunday of April
India, Japan, UAE, Singapore	No daylight saving time

These rules can change, and some places inside a country do not follow them, for example Arizona and Hawaii in the US. Check an important meeting again close to the date.

The weeks when the gap changes

Because the US and the UK move on different dates, the time difference between them is not the same all year. In 2026, the US moved to summer time on 8 March and the UK on 29 March, and in the autumn the UK moved back on 25 October and the US on 1 November. In those weeks in between, the gap between New York and London was 4 hours and not 5.

Pair	Both on standard time	Both on summer time	US on summer time, UK on standard time
New York to London	5 hours	5 hours	4 hours
London to India	5 h 30 min	4 h 30 min	5 h 30 min
New York to India	10 h 30 min	9 h 30 min	9 h 30 min

India does not change its clocks, so its gap to the US and the UK changes by an hour twice a year. In the weeks when New York is 4 hours behind London, the overlap of 9 to 5 hours between them is 4 hours and not 3. That is the kind of detail that a fixed rule of thumb misses, and a recurring meeting that was comfortable last month can suddenly fall an hour earlier or later for someone.

Clock changes and recurring meetings

• If a meeting repeats every week, check the weeks around the clock changes of every place involved.
• Calendars keep a meeting at the same time in the time zone in which it was created. Everyone else sees the local time move by an hour when their own clocks and the organizer's do not change on the same day.
• When you announce the change, say the time in each person's own time zone.

12-Hour or 24-Hour Display

The 12-hour display shows times such as 3:00 PM, and the 24-hour display shows 15:00. The choice changes only how the timeline and the summary write the time, and not the times themselves. People in the US often use the 12-hour style, and many other countries use the 24-hour style, so use the style that your group understands best. A 24-hour time leaves no doubt about AM or PM.

The Meeting Summary

Click a slot on the timeline to get a short summary with the date and the time in each place. Copy it and paste it into a chat, an email or a calendar invite. For example, a meeting on Tuesday, 10 November 2026 can be written like this:

Tuesday, 10 November 2026
10:00 AM EST / 3:00 PM GMT / 8:30 PM IST

A version with city names and UTC offsets leaves less room for doubt:

Tuesday, 10 November 2026
10:00 AM New York (UTC-5)
3:00 PM London (UTC+0)
8:30 PM India (UTC+5:30)

• Abbreviations can mean several things. IST can be India, Ireland or Israel Standard Time. CST can be US Central, China or Cuba Standard Time. BST can be British Summer Time or the time zone of another country.
• Winter and summer names differ. New York is EST in winter and EDT in summer, so an abbreviation that is right in one month is wrong in another.
• Add the date. With a big gap, one person's evening is the next day for someone else.
• Check the text after you paste it, because chat apps can change spacing and line breaks.

Meeting Planner or Time Zone Converter?

Question	Use
"It is 3 PM in London. What time is that in New York and India?"	Time Zone Converter
"When can all of us meet during working hours?"	Meeting Planner (this tool)
"Where do our working hours overlap on a normal day?"	Meeting Planner
"What is the UTC offset of a city on a given date?"	Time Zone Converter

The converter translates one time into many places. The planner starts from everybody's working hours and finds the times that fit.

Tips for Meetings Across Time Zones

• Fix the date before the time. Daylight saving time makes the offsets depend on the date.
• Write the time for each person. Do not make others do the math.
• Include the date, a city and a UTC offset in invitations and chat messages.
• Be fair. Rotate who gets the early or the late slot.
• Keep meetings short when someone is outside working hours.
• Share an agenda and notes so that people who cannot join live can still contribute.
• Check public holidays and weekends. They differ between countries and the tool does not know them.
• Check again after clock changes. Do this for recurring meetings in March, October and November.

Common Mistakes

• Using a fixed time difference all year: The gap between the US and the UK changes in March, October and November.
• Forgetting that India has no daylight saving time: Its gap to other places changes when they change.
• Using abbreviations such as IST or CST: They are ambiguous. Add a city and a UTC offset.
• Leaving out the date: The date can differ between participants.
• Assuming that 9 to 5 is the same for everyone: Working hours differ, so confirm with the people involved.
• Always asking the same region to stretch: Take turns.
• Forgetting weekends and holidays: The tool does not know them.
• Treating half-hour zones as whole hours: India is UTC+5:30 and Nepal is UTC+5:45.

Good to Know

• The tool marks 9:00 AM to 5:00 PM local time as working hours for every person.
• It does not know about weekends, public holidays, lunch breaks, shift work or anyone's calendar.
• It does not send invitations or connect to a calendar. You copy the summary and send it yourself.
• Daylight saving time is worked out for the date that you choose, with the rules of each time zone. Rules can change.
• There is a limit on the number of time zones, and the tool tells you when you reach it.
• The overlap is the same whichever time zone you choose as your home. Only the order and the way times are read change.

Privacy

• The timeline and the summary are made in your browser, and the time zones that you choose are not sent to our server.
• We do not save your time zones or your summaries. They disappear when you close or reload the page, so copy what you need.
• No signup, no account and no app install are needed.

Frequently Asked Questions

How do I find a meeting time that works across time zones?

Choose your home time zone, add the time zones of the other people and look at the 24-hour timeline. The slots shown in green are inside working hours for everyone. Click a slot to get a meeting summary with the time in each place, and copy it.

What do the colors on the timeline mean?

Green marks the times when everyone is inside working hours, which is the best meeting time. The other times are shown in grey or red because at least one person is outside working hours, for example early in the morning or late in the evening. Each slot also has a text label, so color is not the only signal.

What counts as working hours?

The timeline marks 9:00 AM to 5:00 PM local time for each person as working hours. Real working hours differ between people, companies and countries, so use the timeline as a guide and confirm with the people who will attend.

What if there is no time when everyone is in working hours?

This is common. For example, with standard 9 to 5 hours, New York, London and India have no common window. Then someone has to stretch, with an early start or a late evening, or you can split the topic into two shorter meetings. Look at the slots closest to green, choose the one that costs the least, and take turns if the meeting repeats.

Does the planner handle daylight saving time (DST) automatically?

Yes. The tool uses the rules of each time zone for the date that you pick, so a place that is on summer time on that date shows the right offset. Rules can change, and a few places inside a country follow different rules from the rest, so check an important meeting again close to the date.

Why does the time difference between the US and the UK change?

The US and the UK change their clocks on different dates. The US moves to summer time on the second Sunday of March and back on the first Sunday of November. The UK moves on the last Sunday of March and the last Sunday of October. In the weeks between, the gap between New York and London is 4 hours and not 5. In 2026, those weeks were 8 to 28 March and 25 to 31 October. India does not use daylight saving time, so its gap to the US and the UK changes by an hour twice a year.

What does the meeting summary contain, and how do I copy it?

Click a time slot to get a short summary with the date and the meeting time in each person's time zone, for example 10:00 AM EST / 3:00 PM GMT / 8:30 PM IST, then copy it. Paste it into a chat, an email or a calendar invite. Check the text after you paste it, because some apps change the spacing.

Why should the summary include the date and a city or UTC offset?

Abbreviations such as IST, CST or BST mean different things in different places. For example, IST can mean India, Ireland or Israel Standard Time. A date, a city name and a UTC offset leave no doubt. With a gap of many hours, the date itself can also be different for different people.

Can I switch between 12-hour and 24-hour time?

Yes. Use the 12-hour or 24-hour option to show the timeline in the style that you prefer. The choice changes only how the times are written and not the times themselves.

Which time zone should I choose as my home time zone?

Choose the one where you are, or where the person who organizes the meeting is. The home time zone is the starting point of the timeline. The overlap between people is the same whichever one you choose, and only the order and the way the times are read change.

Does the tool send invitations or connect to my calendar?

No. It helps you find and copy a time, and you send the invitation yourself, in your own calendar or chat app. The tool does not read your calendar, does not know who is free or busy and does not know about weekends or public holidays, which differ between countries.

How is this different from the Time Zone Converter?

The Time Zone Converter takes one date and time and shows it in many time zones. The Meeting Planner takes the working hours of several people and shows where they overlap on a 24-hour timeline. Use the converter to translate a time that you already have, and the planner to find a time that works for everyone.

Why do some times end in :30 or :45?

Some places are not a whole number of hours away from UTC. India is UTC+5:30 and Nepal is UTC+5:45. A meeting at a full hour in one place can fall at half past or a quarter to the hour in another. The timeline shows the exact local time for each person.

Is my information sent to a server?

No. The timeline and the summary are made in your browser using JavaScript, and the time zones that you choose are not sent to our server.

Is there a limit on the number of time zones?

Yes. There is a maximum number of time zones so that the timeline stays readable, and the tool tells you when you reach it.

Is this meeting planner free, and does it work on mobile?

Yes. The tool is free and needs no signup. It is designed for phone screens as well as desktop.