Free tool
Meeting time zone planner
Schedule international meetings across time zones with a built-in world clock. Add each participant's working hours, see the overlap, and copy a clean local-time summary.
How to schedule a meeting across multiple time zones
Choose a meeting date, add each participant's city, IANA timezone, or UTC offset, then set their normal working hours. The planner converts everything to one reference timeline so you can see which hours are comfortable, early, late, or outside normal working time.
Click a suggested time or pick any slot in the grid. The result shows the same meeting moment in every participant's local time, including the correct daylight saving offset for the selected date.
If you already know the meeting time and only need to convert it to other cities, use the timezone converter instead.
World clock meeting planner with overlapping hours
A world clock answers what time it is somewhere else. A meeting time zone planner answers a more useful question: when can everyone reasonably attend? That matters for remote sales calls, interviews, client meetings, classes, and distributed teams.
Daylight saving time makes fixed offset math unreliable. London is not always UTC, New York and Europe switch clocks on different weekends, and some regions do not switch at all.
Learn the foundations in our time zone scheduling guide, then use this planner to choose a practical slot.
How to run fair global meetings
- Use city or IANA time zones instead of abbreviations like CST, which can mean different regions.
- When the same team meets across the Americas, Europe, and APAC every week, rotate which region takes the inconvenient slot.
- Short meetings (30 or 45 minutes) work better when the overlap window is tight.
- Copy the full local-time summary into the invite so nobody has to convert manually.
Who this international meeting planner is for
This multi time zone meeting planner is built for teams that schedule across regions every week. After you find a fair time, Koalendar can help you schedule meetings online and keep calendars accurate with calendar sync.
- Remote teams coordinating weekly calls across several countries
- Sales and success teams booking clients in other regions
- Recruiters scheduling interview loops with candidates and panels
- Coaches, consultants, and teachers meeting international clients
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Frequently asked questions
Answers to common questions about planning meetings across time zones.
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Add each participant's city or IANA time zone and set their normal working hours. The planner overlays everyone on one timeline and highlights the hours that fall inside working time for everyone.
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Yes. The planner uses IANA time zones for the selected date, so offsets update for daylight saving time where your browser supports the current rules.
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The planner uses the DST rules for the date you pick. If your meeting is set for a date after a DST switch in one of the participant's regions, the times shown already account for the change.
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Add as many participants as your meeting realistically needs. Each gets their own city, IANA time zone, and working hour preferences, and they all appear on one shared timeline.
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A good default is 9:00 AM to 5:00 PM in each participant's local time. If there is no overlap, try widening the window slightly or rotating early and late meeting times between regions.
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Copy the local-time summary the planner generates and paste it into your calendar invite, email, or Slack. Each participant sees their own local time and date, so nobody has to convert manually.
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