Meeting Time Zone Planner
Add the cities your attendees work in, set the date and their working hours, and see which hours suit everyone. Pick one to copy the meeting time in every zone, or download it for your calendar.
New York
United States ·
FromtoLondon
United Kingdom ·
Fromto
The grid runs midnight to midnight in the first location's time.
Type a city (Munich, Bogotá, Mumbai) or an IANA time zone (America/Boise).
Everything is worked out in your browser. The locations and date are kept in the page address so you can share the plan.
How to find a meeting time across time zones
Three steps; daylight saving is worked out for the date you pick.
- 1
Add everyone's location
Your own time zone is added for you. Type the other cities (New York, Munich, Bogotá, Mumbai), up to six. Any IANA time zone works too.
- 2
Set the date and working hours
Hours default to 9 to 5; change them per location for an early starter, a 9-to-6 office or a field rep who is free only after 3.
- 3
Pick a green row
Green hours are inside everyone's working day. Click one to get the meeting time in each location, ready to paste into the invite, or download an .ics file.
How to pick a time that works across zones
The grid does the arithmetic; these are the choices it leaves to you.
Start from the narrowest overlap
With New York and Berlin on 9-to-5 days, only two hours overlap in most weeks: 9 to 11 in New York, 3 to 5 in Berlin. Add a third city and the window often closes, so place the hardest pair first.
Use the edges on purpose
Amber hours are one or two hours outside someone's day. An 8 AM start in California reaches 5 PM in Berlin: fine for a one-off, tiring every week.
Watch the date line
A Friday afternoon in the Americas is Saturday morning in Sydney, Tokyo and Singapore. The grid marks the next day (+1 day) and weekends, which count as outside working hours.
Mind half-hour zones
India is UTC+5:30, Newfoundland UTC-3:30 in winter, Nepal UTC+5:45. The grid shows their real local times, so a meeting on the hour for you may start on the half hour for them.
The daylight saving mismatch weeks
North America and Europe change their clocks on different Sundays. In 2026 the US and Canada move forward on 8 March and Europe on 29 March; Europe moves back on 25 October and the US on 1 November. For those three weeks in spring and one week in autumn, the gap between New York and London or Berlin is an hour shorter than usual.
A recurring 10 AM New York call that normally lands at 4 PM in Berlin lands at 3 PM in those weeks. Calendar apps get this right when the invite has a time zone, but people who agreed "4 PM my time" by message do not. The planner flags dates like these when the gap between your first location and another differs from two weeks before or after.
The southern hemisphere changes the other way: Sydney moved back on 5 April 2026 and forward on 4 October 2026. Many places never change: India, Japan, China, Arizona (Phoenix) and, since 2022, most of Mexico, including Mexico City.
Hours apart through 2026
Computed from the time zone database for each stretch of the year. The highlighted rows are the mismatch weeks.
| 2026 | New York and London | New York and Berlin | Mexico City and Madrid |
|---|---|---|---|
| 1 January to 7 March | 5 hours | 6 hours | 7 hours |
| 8 to 28 March | 4 hours | 5 hours | 7 hours |
| 29 March to 24 October | 5 hours | 6 hours | 8 hours |
| 25 to 31 October | 4 hours | 5 hours | 7 hours |
| 1 November to 31 December | 5 hours | 6 hours | 7 hours |
Meeting etiquette across time zones
Rotate the inconvenient slot
If no hour suits everyone, take turns: this month the Americas start early, next month Europe stays late. The same people always taking the 7 AM or 9 PM slot is how remote colleagues burn out or stop coming.
Put every local time in the invite
Write the time for each location, as the copy button does, not just yours. People check the invite on their phone between other meetings; do not make them convert.
Keep cross-zone meetings short and planned
Someone is joining at the edge of their day. Send the agenda ahead, keep to 30 or 45 minutes, and move status updates to writing.
Check local holidays and weekends
The planner treats Saturday and Sunday as outside working hours. Public holidays differ by country and are not in the grid; check them before you send the invite.
When someone cannot attend: record the call
Some combinations have no fair hour: California, Berlin and Singapore on one call puts someone at night whatever you pick. Hold the meeting at the best time for most, record it, and share a summary with the people who could not join, so they catch up in five minutes instead of an hour of replay.
Tell attendees at the start that you are recording, and check the rules where each person is: some places require everyone's consent to record a call.
Catch everyone up after the call
When one time zone always misses out, record the meeting so they can catch up. ParrotNotes records on your phone with no bot joining the call, and gives you a transcript and a summary to share, free for 100 minutes a month.
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