Time zone meeting planner
To schedule a meeting across time zones, convert each person's working hours to a single clock and keep the hours they share. Add each person's time zone and working hours below. The planner shows every hour of the day in each person's local time and highlights the hours when everyone is working, with daylight saving time applied for the date you pick.
Free, no signup. Runs in your browser; nothing you enter is sent anywhere.
New York office 09:00–11:00 · London office 14:00–16:00 · Berlin office 15:00–17:00
| New York officeNew York / Toronto · UTC−5 | London officeLondon · UTC | Berlin officeBerlin · UTC+1 |
|---|---|---|
| 00:00 | 05:00 | 06:00 |
| 01:00 | 06:00 | 07:00 |
| 02:00 | 07:00 | 08:00 |
| 03:00 | 08:00 | 09:00 |
| 04:00 | 09:00 | 10:00 |
| 05:00 | 10:00 | 11:00 |
| 06:00 | 11:00 | 12:00 |
| 07:00 | 12:00 | 13:00 |
| 08:00 | 13:00 | 14:00 |
| 09:00 | 14:00 | 15:00 |
| 10:00 | 15:00 | 16:00 |
| 11:00 | 16:00 | 17:00 |
| 12:00 | 17:00 | 18:00 |
| 13:00 | 18:00 | 19:00 |
| 14:00 | 19:00 | 20:00 |
| 15:00 | 20:00 | 21:00 |
| 16:00 | 21:00 | 22:00 |
| 17:00 | 22:00 | 23:00 |
| 18:00 | 23:00 | 00:00+1 day |
| 19:00 | 00:00+1 day | 01:00+1 day |
| 20:00 | 01:00+1 day | 02:00+1 day |
| 21:00 | 02:00+1 day | 03:00+1 day |
| 22:00 | 03:00+1 day | 04:00+1 day |
| 23:00 | 04:00+1 day | 05:00+1 day |
Rows are hours of New York office's day. Shaded cells are inside that person's working hours; green rows are hours when everyone is.
#The method
How overlapping hours are found
The day is the first person's calendar day, split into hours from their local midnight. For every hour, the planner works out what time it is for each other person and checks whether that whole hour falls inside their working hours. A green row is an hour when everyone is working.
Offsets are calculated for the date you choose rather than taken from a fixed table, because daylight saving time does not change everywhere on the same day. The United States moves its clocks on the second Sunday of March and the first Sunday of November, and the UK and EU on the last Sundays of March and October. In the weeks between, New York is four hours behind London instead of five, and a planner with fixed offsets gets the overlap wrong.
Working hours can run past midnight, such as 22:00 to 06:00 for a night shift. Time zones with half-hour or 45-minute offsets, such as India and Nepal, are handled too. If nobody overlaps completely, the hours that suit the most people are still shaded.
- Local time, per person
local = instant + that zone's UTC offset on that dateFrom the IANA time zone database in your browser, so daylight saving time is included.
- Everyone available
hour h works ⇔ for every person, h falls wholly inside their working hoursWorking hours that end before they start run overnight.
#Questions
Frequently asked questions
- How do I find a meeting time across time zones?
- Convert everyone's working hours to one time zone and keep the hours common to all of them. This planner does it for you: add each person's time zone and hours, and the green rows are the hours everyone is working.
- Does the planner handle daylight saving time?
- Yes. It works out each offset for the date you pick, so it is right in the weeks when one country has changed its clocks and another has not, such as between the US and UK changes in March and in late October.
- What if there is no time when everyone is working?
- The planner says so and shades the hours when the most people are working. Your choices then are to rotate the meeting time so the inconvenience is shared, split it into two sessions, or ask whoever has the widest gap to shift their day once.
- Can I plan for a time zone with a half-hour offset?
- Yes. Zones such as India (UTC+5:30) and Nepal (UTC+5:45) show their real local times, and an hour only counts as working when all of it falls inside that person's hours.
- How do I send the times to my team?
- Copy times gives you a line listing the overlapping hours in each person's local time, ready to paste into chat or an email. Copy link shares the planner itself, with the same people and date filled in.
#How Kavanah does it
How Kavanah handles time zones
Each person in Kavanah sets their time zone on their profile, and the agent works in it. Tell it to email someone on Monday at 9am and the email goes out at 9am in your time zone. The time it repeats back to you is in your zone too, not the server's.
Keep reading
More free tools
- Sprint capacity calculatorFree sprint capacity calculator: enter your team, sprint length, focus time, time off and holidays to get capacity hours and a story-point commitment.
- RACI chart generatorFree RACI chart generator: list tasks and people, assign Responsible, Accountable, Consulted and Informed, check one A per task, then export CSV or Markdown.
- PERT estimate calculatorFree PERT calculator: enter optimistic, most likely and pessimistic estimates per task to get expected time, standard deviation and a P50, P80 and P90 range.
- Gantt chart makerFree online Gantt chart maker: add tasks, durations and dependencies, skip weekends, and download your chart as a PNG or CSV. No signup, nothing to install.
- Meeting cost calculatorFree meeting cost calculator: enter attendees, pay, length and how often it meets to see what one meeting costs and what it costs per year, with a live meter.