Time Zone Meeting Planner

Select participants' timezones and find overlapping business hours. Interactive visual timeline for scheduling.

How to Use Time Zone Meeting Planner

1

Add time zones

Select the time zones of all meeting participants.
2

Find overlap hours

See which hours work for all time zones at a glance.
3

Pick a meeting time

Choose the best slot and see the local time for each person.

Tested tool guide Tested browser tools Checked August 16, 2026

What Time Zone Meeting Planner does, with a checked example

Shows every participant's working day as its own row on a 24-hour timeline and highlights the hours where all business-hours windows overlap. Enter each person's time zone and typical business hours, pick a date, and the chart aligns every row to the same underlying instant so overlap reads directly. People often misread the rows as comparable clock times: 09:00 in one row is not 09:00 in another, and the overlap only exists for the exact date chosen because DST offsets change across the year.

Worked example

A concrete input and expected output from the current implementation.

Input

Two participants on July 15, 2026, a summer date when both cities observe daylight saving time. New York business hours 09:00-17:00 in EDT (UTC-4). London business hours 09:00-17:00 in BST (UTC+1).

Expected output

Shared overlap of 3 hours: 09:00-12:00 in New York, 14:00-17:00 in London, which is 13:00-16:00 UTC.

Convert both windows to UTC: New York 09:00-17:00 EDT becomes 13:00-21:00 UTC, and London 09:00-17:00 BST becomes 08:00-16:00 UTC. The intersection is 13:00-16:00 UTC, a 3-hour block. Reading that block in each local time gives 09:00-12:00 in New York and 14:00-17:00 in London. London is five hours ahead of New York in July, so when New York reaches 09:00, London is already at 14:00; the shared window is the first three hours of New York's day and the last three of London's.

How the result is produced

Shared time scale

Every row displays the same underlying instant, converted to that participant's local time. The timeline is drawn on one universal scale, so a vertical slice through the chart is the same moment for everyone; overlap is computed by comparing each row's business hours on that shared scale, never by comparing raw clock numbers between rows.

Non-whole-hour offsets

Most of the world runs on whole-hour offsets, but some places do not: India is UTC+5:30 and Nepal is UTC+5:45, so overlaps involving them can start or end on half-hour or quarter-hour marks. Offsets also change with daylight saving time, so the same pair of cities can produce different overlaps on different dates; the result is only valid for the date shown.

Good uses

Pick a slot for a weekly sync between teams in New York, London, and Sydney and confirm that a two-hour window exists for all three on the actual meeting day.
Check whether a proposed 10:00 start in San Francisco falls inside working hours for colleagues in Bangalore and Tokyo before sending the invitation.
Compare the same city pair on dates around a DST transition to see which week still offers a usable common window for a recurring call.

Limits and checks

The overlap is date-dependent. Offsets shift when daylight saving starts and ends, and countries change on different schedules, so a July result can be wrong for January. Re-run the tool for each specific meeting date.
The shaded hours are exactly what you typed. The tool knows nothing about lunch breaks, public holidays, or part-time schedules, so a highlighted window can still fall in someone's lunch hour or on a holiday.
Each row reads in its own local time, so do not compare raw clock numbers across rows. 09:00 on the New York row and 09:00 on the London row are different instants, separated by the full offset between the two cities.

Common questions

Why does the overlap change when I pick a different date for the same two cities?

US daylight saving runs from the second Sunday in March to the first Sunday in November; the EU runs from the last Sunday in March to the last Sunday in October. For several weeks each year, one side has switched and the other has not, so New York and London are 4 or 6 hours apart during those windows and 5 hours otherwise. The result is valid for the date shown.

Does it create the calendar invite?

No. The tool only shows you the window where business hours overlap; it does not generate calendar entries or send invites. It runs entirely in the browser, so your participant list, time zones, and hours stay on your device and nothing is uploaded to a server.

References and verification

The example and behavioral notes were checked against the browser implementation. Standards and primary references below define the relevant format, formula, or platform behavior.