FREE TOOL
Cross-Timezone Meeting Planner
Find the best time for your team. Add people, set their flexibility, and see the 3 best options instantly.
Timezones
Best Meeting Times
No time works for everyone's availability. Showing the closest options — consider making someone more flexible.
Select at least 2 timezones to see suggestions
How to Schedule Meetings Across Timezones
Cross-timezone meetings don't have to be painful. The key is finding the overlap where everyone is most comfortable — and being honest about who can flex and who can't.
1. Know everyone's working hours
Not just their timezone — their actual availability. Someone in London might work 7am-3pm. Someone in New York might not start until 10am. The timezone offset only tells half the story.
2. Assign flexibility honestly
Every team has people who can take a 7pm call and people who can't. Be explicit about it. When you mark one person as "flexible" and another as "core hours only," the algorithm can protect the right people.
3. Rotate the pain
If one person always takes the early call, resentment builds. For recurring meetings, alternate between the top 3 options so the inconvenience is shared. This tool gives you those options.
4. Default to async, meet when it matters
Not everything needs a synchronous meeting. Save the cross-timezone calls for decisions that need real-time discussion. Everything else can be a Loom, a doc, or a message.
Questions
How does the scoring work?
Each timezone has an availability window based on its flexibility setting. Rigid means 9am–6pm only. Flexible extends to 7am–9pm. Anytime means any hour works. The tool proposes times where everyone is available, then ranks by how many people are in their ideal (green) vs. acceptable (light green) window.
Does it account for Daylight Saving Time?
Yes. The tool detects when your selected timezones have offset changes due to daylight saving time. When a shift is coming, you'll see a warning with a date picker — change the date to see results for any future date with the correct offsets.
What's the best time for a US–India meeting?
India (IST) is 9.5–10.5 hours ahead of the US depending on the coast and DST. The typical overlap window is 8–10am IST (which is 9:30pm–11:30pm ET the previous night) — painful for the US side. A more realistic window: set the US person to Flexible and target 7:30–9am ET / 6–7:30pm IST. Add both timezones above and set India to Rigid to see it.
Can I share my results with my team?
Yes. Click "Copy link" to copy a shareable URL that includes your selected timezones. When someone opens the link, the tool loads with your exact timezone configuration. No account needed.
Can I use this for recurring meetings?
Use the date picker to check results for a specific meeting date. For recurring meetings, we recommend rotating between the top 3 options so no one is always stuck with the inconvenient slot. If a DST change occurs during your recurring series, the tool will warn you.
How do I handle DST changes for recurring cross-timezone meetings?
The tool warns you when a DST shift is coming between your selected timezones. For a weekly standup between New York and Bangkok, for example, the meeting time in Bangkok shifts by an hour when the US springs forward or falls back. Use the date picker to check both sides of the transition and communicate the change to your team in advance.
What's the best meeting time for a globally distributed team?
With 3+ timezones, there's rarely a perfect slot. Add all timezones, mark your most constrained people as Rigid and others as Flexible. The tool finds the least-bad options. For large teams spanning more than 10 hours, consider splitting into regional sub-meetings or defaulting to async with one synchronous touchpoint per week.
What if no meeting times are found?
That means there's no hour where everyone is available. Try changing someone from Rigid to Flexible, or split the meeting into smaller groups. The tool respects hard constraints — it won't propose a 3am meeting for someone marked Rigid.
Is my data stored anywhere?
Only in your browser's localStorage. Nothing is sent to a server. Your timezone and people list persist between visits so you don't have to re-enter them, but they never leave your device.
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