Free tool
Meeting time zone planner
Find a meeting time that works across cities, teams, and daylight saving changes. Add participants, compare local working hours, and copy a clear time summary in seconds.
How to use the meeting time zone planner
Choose a meeting date, add each participant's city or IANA time zone, 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.
Why planning across time zones is hard
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.
Tips for fair global meetings
- Use city or IANA time zones instead of abbreviations like CST, which can mean different regions.
- Rotate inconvenient times if the same team meets across the Americas, Europe, and APAC every week.
- Keep meetings to 30 or 45 minutes when the overlap window is small.
- Copy the full local-time summary into the invite so nobody has to convert manually.
Who this free time zone planner is for
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
Meeting time zone planner FAQ
Answers to common questions about planning meetings across time zones.
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Add each participant's city or time zone, set the meeting date and duration, then choose one of the suggested slots. The best slots prioritize hours that fall inside everyone's normal working day.
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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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You can add up to six participants, which keeps the comparison simple and readable while covering most cross-time-zone meeting scenarios.
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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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Choose London for people in the United Kingdom. London follows daylight saving time, while UTC does not, so the two are not the same for part of the year.
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Yes. The planner is free to use and does not require a Koalendar account.
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Yes. You can copy a plain-text summary of the meeting time in each participant's local time and copy a shareable link with your planner settings.
