Meeting Planner
Add the places your people work from, pick a day, and see at a glance which hours fall inside everyone's working day.
Working hoursEarly or lateNightEveryone in working hours
Best times
Settings: default working hours and early or late hours
How to use the meeting planner
This time zone meeting planner works the same for a call between two cities or a team spread over ten. The first row starts as your own time zone, read from your device. Type a city or a zone name (Tokyo, Paris, Mumbai, PST, CET) in the box under the grid and press Add; you can plan with 2 to 10 places. Tap a row's name to give it a label such as a colleague's name, change that person's working day (9:00 AM to 5:00 PM unless you set other hours), move the row up or down, make it the first row, or remove it.
Pick the date at the top. The grid shows the 24 hours of that day in the first row's time, one column per hour, with every other place's local hour under it. Green cells are working hours, grey cells are early morning or evening (from 7:00 AM and until 10:00 PM by default, changeable in Settings), faint outlined cells are night, and a split cell means only part of that hour is inside the working day. The small number above an hour is the column count: a solid green count means every place is at work for that whole hour, a pale green one means at least two places are. A +1 on a cell means that place is already on the next day, -1 the day before, and a vertical line marks the hour its date changes.
Tap a column, choose one of the Best times, or type a start time and pick a length from 15 minutes to 2 hours. The meeting card then lists the time for each person, for example "Mon, Oct 5, 9:00 AM to 10:00 AM in New York (EDT)", and flags anyone who would be outside their hours. Copy text puts that list on your clipboard, Download .ics saves a calendar file with the title you typed, and Print sheet prints the list. Share link sends the places, labels, hours, date and chosen slot to someone else. Everything is saved in your browser and every change can be undone.
To check the time in a city right now, the time zone converter is quicker. To count the days left before the meeting, use the days until calculator.
How the planner reads time zones
This time zone planner never stores an offset. For every cell it asks your browser what the local time is at that exact moment, using the time zone database that ships with every browser and phone. That gives three things you would otherwise have to work out by hand.
- Daylight saving for the date you pick. The answer for a date in January can differ from the same hour in July. New York and London are usually 5 hours apart, so with 9 to 5 days both offices overlap from 9:00 AM to 12:00 PM New York time. In 2026 the US moves its clocks on March 8 and November 1 and the UK on March 29 and October 25, so for those few weeks the gap is 4 hours and the overlap runs to 1:00 PM. When any listed place changes its clocks within 14 days of the chosen date, a note above the grid says so. On the day itself the grid has 23 or 25 columns, because that day really is shorter or longer in the first place's time.
- Half-hour and 45-minute zones. India is 5 hours 30 minutes ahead of UTC and Nepal 5 hours 45 minutes, so their cells show the minutes (4:30, 4:45) and a working day there can start partway through a column. The planner checks every quarter hour, so a slot only counts as inside working hours when the whole meeting is.
- The date line. When it is 5:00 PM on Monday in Los Angeles in summer, it is already 9:00 AM on Tuesday in Tokyo. The grid marks those cells with +1, and the meeting card and the calendar file always show each person's own date.
The calendar file stores the start and end in UTC, so any calendar app shows the meeting at the right local time for whoever opens it. That is what makes it work as a meeting time zone converter too: one file, a different local time for each guest.
Keyboard shortcuts
- ← and →: move the selected slot one hour earlier or later (with Shift: 15 minutes)
- [ and ]: previous or next day
- T: back to today
- - and +: shorter or longer meeting
- A: add a place
- C: copy the meeting text
- I: download the .ics file
- H: switch between 12 and 24 hour clock
- U or Ctrl+Z: undo
- F: full screen
Shortcuts work when the cursor is not in a text box; press Esc to leave a box first.
Questions
Does it handle daylight saving time?
Yes, for the exact date you pick. Each cell uses the offset that applies at that moment, so a meeting planned for next month already uses next month's clocks. If a listed place changes its clocks within 14 days of that date, a note tells you, which matters for a meeting that repeats every week.
Can I send the invite from here?
Not directly: the planner has no accounts and sends nothing. Download the .ics file and open it, or attach it to an email; most calendar apps import it. Or use Copy text and paste the list into your own invite. The file keeps the times in UTC, so each guest sees their own local time.
How does it pick the best time to meet?
It tries every start time on the chosen day in 15 minute steps. Slots where everyone is inside their working hours come first, the ones closest to the middle of everyone's day at the top. If no slot fits everyone, it lists the slots with the most people inside their hours and names who would be outside, preferring evenings over the middle of the night.
Does anything go to a server?
No. The places, labels, hours and meeting title are saved in your browser only. The calendar file is built on your device, and a share link carries the setup in the link itself, after the # sign, which browsers do not send to the website.
Can people have different working hours?
Yes. Tap a name in the grid and set that person's start and end time in 15 minute steps. New places start with the default hours from Settings, 9:00 AM to 5:00 PM unless you change them. Working days that run past midnight are not supported.
More in Dates and time
Put this meeting planner on your website
Free for classrooms, clubs, blogs and shops: paste this code into any page. It works the same inside your site, and counts stay in each visitor's own browser. For a dark version, add ?theme=dark after /meeting-planner/ in the code.