Meeting Planner
Add as many cities as you need and find the hour that works for everyone.
Finding an hour that works
Add every city taking part and the grid fills in each one’s day, hour by hour. Green is a normal working hour, amber is early or late, grey is the middle of the night. A column that is green all the way down is a slot that works for everybody.
When there is no good hour
Some spans have no comfortable answer — California to Singapore is one of them, at fifteen or sixteen hours apart. When that happens the honest options are to rotate the pain so the same team is not always up at 6am, to record the meeting and let one side reply asynchronously, or to split it into two shorter calls that each cover a pair of regions.
Two practical habits help more than any tool. Write invitations with the time zone spelled out — “14:00 UTC” rather than “2pm” — and send the invitation from a calendar that stores the zone, so it moves correctly if a clock change falls between booking and meeting.
Questions people ask
How many cities can I add?
As many as you need. The grid scrolls sideways when it runs out of room.
What do the colours mean?
Green is core working hours, roughly 9 to 17. Amber is early morning or evening. Grey is the middle of the night.
Can I change the working hours?
The bands are fixed, but hovering any cell shows the exact local time and date for that city, so you can judge the edges yourself.
Does it handle a clock change during the week?
Yes. Pick the actual meeting date and every city is calculated with the rules in force on that day.
What if no hour works for everyone?
Rotate which region takes the awkward slot, record the meeting for the region that misses it, or split it into two calls covering pairs of regions.
What is a reasonable earliest and latest hour to ask for?
Most teams settle on 8am to 7pm as the outer edge, with anything beyond that reserved for genuinely unavoidable meetings.
How do I invite people once I have found a slot?
Send a calendar invitation rather than a written time, and let the calendar store the zone. It will adjust correctly if a clock change falls between booking and meeting.
Should I write times in UTC?
For anything spanning more than two regions, yes. It removes the guesswork, and everyone can convert once.
Does the planner know about public holidays?
No — it plans hours, not calendars. Check the events list for the dates that matter in each country.
Which day should I use for a recurring meeting?
Pick a date after the next clock change if one is coming up, so the slot you agree is the one you will keep.
Why is Friday afternoon a bad slot for some teams?
The weekend is not universal. In several Gulf countries the working week runs Sunday to Thursday, so Friday is the equivalent of a Saturday.
Can I plan around someone with no fixed office hours?
Add their city anyway. Seeing the full day makes it obvious what you are asking of them.
Where to go next
You are on meeting planner. To check what time it is somewhere else first, go to world clock time.
- Time zone converter — turn a time in one place into the same instant in another
- Time difference calculator — two cities side by side, hour by hour, for a whole day
- World Clock — pick a country or city and read its clock, offset and daylight saving rules
- 24 hour clock — a dial that turns once a day, and how to read 24-hour time
- world clock and time zones — the current time in every country, territory and US state