Free tool
Meeting Time Zone Planner — Find the Best Time for Everyone
This free meeting time zone planner puts New York, London and your own city side by side. Type any city or country to add a colleague; the DST-safe overlap finder marks the hours when everyone is at work. Share the plan as a link. Free, no sign-up.
Working-Hours Overlap for Common City Pairs
The hours below count the time when both cities are inside a 9:00am–6:00pm local working day on 14 January and 15 July 2026 — not a claim about anyone's actual schedule. The planner gives the exact number for any date.
| City pair | Time gap (Jan / Jul) | Overlap, January / July 2026 | Overlap window |
|---|---|---|---|
| San Francisco – London | 8 h / 8 h | 1 h / 1 h (2 h on 8–28 Mar and 25–31 Oct) | 9:00–10:00am San Francisco = 5:00–6:00pm London |
| New York – Berlin | 6 h / 6 h | 3 h / 3 h (4 h on 8–28 Mar and 25–31 Oct) | 9:00am–12:00pm New York = 3:00–6:00pm Berlin |
| London – Bangalore | 5.5 h / 4.5 h | 3.5 h / 4.5 h | Jan: 9:00am–12:30pm London = 2:30–6:00pm Bangalore; Jul: 9:00am–1:30pm London = 1:30–6:00pm Bangalore |
| New York – Sydney | 16 h / 14 h | 1 h (Nov–early Mar) / None | 5:00–6:00pm New York = 9:00–10:00am next day in Sydney, 1 Jan–7 Mar and from 1 Nov; none 8 Mar–31 Oct |
| San Francisco – Berlin | 9 h / 9 h | None / None (1 h on 8–28 Mar and 25–31 Oct) | San Francisco opens at 6:00pm in Berlin — the days touch but do not overlap |
| New York – Bangalore | 10.5 h / 9.5 h | None / None (no day of 2026) | New York opens at 7:30pm (Jan) or 6:30pm (Jul) in Bangalore |
| London – Singapore | 8 h / 7 h | 1 h / 2 h | Jan: 9:00–10:00am London = 5:00–6:00pm Singapore; Jul: 9:00–11:00am London = 4:00–6:00pm Singapore |
We checked in September 2026: of these seven city pairs, one — New York and Bangalore — shares no working hour on any day of 2026, and the widest overlap is 4.5 of nine hours (London and Bangalore in July). Method: overlap counted for every day of 2026 with IANA time zone rules and a 9:00am–6:00pm day in each city. Overlap for 30 city pairs, winter and summer 2026
New York and Sydney share one working hour from November to early March — 5:00pm in New York is 9:00am the next day in Sydney — and none from 8 March to 31 October 2026. The distributed-team rules further down this page cover what to do when the overlap finder comes back empty.
Why the Overlap Shifts Twice a Year
Daylight saving time is the single most common reason a recurring cross-time-zone meeting suddenly feels off by an hour. The planner above always uses the correct offset for the exact date you pick — here is why that matters.
The US and EU change clocks on different dates
The United States starts daylight saving on the second Sunday of March and ends it on the first Sunday of November. The European Union starts on the last Sunday of March and ends on the last Sunday of October — roughly one to three weeks later in spring and one week earlier in autumn.
Why the gap shifts twice a year
Outside the transition window, a US–EU pair like New York and London sits at a steady 5-hour gap: both on standard time in winter, both on daylight time in summer. During the mismatch weeks — after the US has sprung forward but before the EU has — the same pair briefly sits at a 4-hour gap instead, then returns to 5 hours once the EU catches up.
Which pairs break during the mismatch weeks
Any recurring meeting between a US city and an EU or UK city is affected: New York–London, New York–Berlin, Chicago–Paris, and similar pairs all shift by an hour for those one-to-three-week windows twice a year. A meeting booked at a fixed local time in one region can land an hour earlier or later than expected for the other.
Southern-hemisphere pairs shift in the opposite direction
Australia and New Zealand observe daylight saving in their own summer, which is the northern hemisphere's winter — so their DST calendar runs roughly opposite to the US and EU. A pair like Sydney–London has its own separate set of mismatch weeks, distinct from the US–EU ones.
During a mismatch week the overlap differs from the January and July columns above by an hour for the affected pair — the table lists those dates, and the planner recalculates the true offset for whichever date you pick.
Rules for Scheduling a Distributed Team
The overlap strip above tells you how much shared working time your team has. These rules cover what to do with that answer — whether it is three green hours or none at all.
Protect the overlap window you do have
If the overlap strip above shows even one or two green hours, treat that window as scarce and reserve it for meetings that genuinely need real-time discussion — decisions, planning, or anything with back-and-forth. Move status updates and one-way information out of it.
Rotate the inconvenient slot
When every option requires someone to join early or late, alternate who takes the bad slot on a fixed schedule — for example, every other week — instead of defaulting to the same region every time. Put the rotation directly on the recurring calendar invite so nobody has to renegotiate it.
Replace status meetings with an async handoff
A meeting that exists only to relay information does not need a live audience. Replace it with a short recorded update or written summary on a fixed cadence — what happened, what was decided, what is blocked — and reserve the live slot for topics that actually require discussion.
Use core hours for decisions, not updates
If your team has any shared window at all, reserve it explicitly for decisions that need every stakeholder present. Publish a short list of "core hours" so the whole team knows which slot is protected and stops scheduling status syncs into it by default.
Confirm the time zone in every invite title
Ambiguous invites ("10am call") are a common source of missed meetings across regions. Put the time zone abbreviation or a UTC reference directly in the calendar invite title, not just the body, so it survives forwarding and calendar app time zone auto-conversion mistakes.
Record and summarize the meetings people miss
For distributed teams, someone is always asleep during any given meeting. A recording with an automatic summary and action items — which is what MeetWave generates from a meeting without a bot joining the call — lets people who could not attend catch up in minutes instead of asking around for a recap.
Why Use an International Meeting Planner?
Scheduling across time zones is error-prone when done manually. A single DST transition or off-by-one hour mistake can mean half the team joins an hour early or late.
- Instant multi-timezone conversion — see all participants’ local times side by side
- DST-safe — uses the browser’s Intl API so daylight saving changes are handled automatically
- Overlap finder highlights every hour where all participants fall within working hours
- Configurable working-hours window — adjust start and end time to match each team’s schedule
- Reference table of January and July 2026 overlap hours for common city pairs on this page
- DST transition guide on this page explains why recurring meetings drift twice a year
- Concrete fallback rules for teams with no meaningful overlap, not just a converter
- Shareable link encodes all inputs (no personal data) so teammates see the same planner
- Copy summary exports a plain-text block ready to paste into Slack, email, or a calendar invite
- Private — everything runs in your browser and the names you type never leave it
- Works for any combination of cities, teams, or countries across all IANA time zones
Frequently Asked Questions
A meeting time zone planner is a tool that converts a proposed meeting time into every participant’s local time zone so you can check whether the slot works for everyone before sending a calendar invite. This free planner also scans a full 24-hour window to highlight the hours where every participant’s local time falls within working hours — making it easy to find the best meeting time for a global team.
Add each participant with their time zone, set the proposed date and meeting time, and read the rows. Each row shows that participant’s local day and time. Use the 24-hour overlap strip to find an hour where every participant is within their working-hours window. Copy the summary or share the link so the whole team can see the proposed time in their own zone.
The best global meeting time is the slot where the most participants — ideally all of them — fall within standard working hours (roughly 09:00 to 18:00 in their local time). For teams spread across the Americas, Europe, and Asia-Pacific there is rarely a perfect overlap; the overlap finder highlights the greenest hours so you can pick the least disruptive time. Common sweet spots for trans-Atlantic teams are 15:00–17:00 UTC; for Asia-Europe teams, 08:00–10:00 UTC.
Yes. All time conversions are performed using the browser’s built-in Intl.DateTimeFormat API with the IANA time zone identifier for each participant. The browser applies the correct UTC offset for the specific date you choose, including any DST transition, without any manual offset arithmetic. This means the planner is accurate for past and future dates even when clocks change.
This usually happens during a daylight saving transition week. The United States and the European Union change their clocks on different dates each spring and autumn, so for one to three weeks per transition, a meeting time that normally has a 5-hour or 6-hour gap between two regions temporarily has a 4-hour or 5-hour gap instead. In 2026 those weeks are 8–28 March and 25–31 October. See the DST section on this page for the exact dates and which pairs are affected.
It depends entirely on the pair. Counting a 9:00–18:00 day in each city in 2026, San Francisco and London share 1 hour, New York and Berlin 3, London and Bangalore 3.5 in winter and 4.5 in summer, and New York and Sydney 1 hour from November to early March and none the rest of the year. See the overlap table on this page for the exact hours, then add your own participants to the planner above to check any other pair.
When the overlap strip shows no hour with full coverage — common for teams split across the US and Asia-Pacific — two approaches work well. First, rotate the inconvenient slot: alternate which region takes the early-morning or late-night call so the burden is shared rather than falling on the same people every time. Second, replace some live meetings with an async handoff — a recorded update, a written summary, or a shared document — so only decisions that truly need real-time discussion get a live slot at all.
Yes, completely free. Add participants, pick a time, and share the link — no account, no sign-up, and no usage limits. Everything runs in your browser.
A UTC offset (like UTC+5:30) is a fixed numeric shift from Coordinated Universal Time. A time zone (like Asia/Kolkata) is a named region with rules that determine which UTC offset applies at any given moment — including DST transitions. This tool uses full IANA time zone names so that DST is handled correctly, rather than fixed UTC offsets that would give wrong times after a clock change.
No. The planner runs in your browser and stores nothing. Anonymous usage events record which controls were used — for example the time zone picked from the search — but never the participant names you type. The shareable link carries participant labels and IANA time zone identifiers as URL query parameters, and no email addresses or other identifying information.
Make Every Meeting Count
MeetWave records your Zoom, Teams, and Google Meet calls without a bot — then generates AI summaries, action items, and meeting insights automatically. No bot joins your calls: the Chrome extension records web calls on macOS, Windows, Linux and ChromeOS, and the Windows desktop app also captures system audio from any app.
