Timezone Meeting Planner
Find overlapping business hours between two or three time zones to schedule meetings without the confusion.
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How to use this calculator
- 1
Select your primary time zone and set your working hours.
- 2
Select the second time zone you need to coordinate with.
- 3
Optionally add a third time zone.
- 4
The calculator shows the overlapping window in each zone's local time.
Frequently asked questions
How does the tool find the overlap?
Zone 1 uses the working hours you enter. Zones 2 and 3 are assumed to work 9:00 to 17:00 local time. The tool converts all windows to UTC, trying the previous, same and next day for the other zones, and returns the longest shared window. For London 9 to 17 and New York 9 to 17 that is 2 PM to 5 PM in London, or 9 AM to 12 PM in New York.
Can the overlap fall on a different date in one zone?
Yes. Tokyo working 9 to 17 and Los Angeles at 9 to 17 share one hour: 9:00 to 10:00 AM in Tokyo, which is 4:00 to 5:00 PM in Los Angeles, on the previous calendar day. The tool shows clock times, not dates, so check the date before sending an invite.
Does it handle daylight saving time?
No. Each city has one fixed offset in the code, listed in the reference table, and the tool never changes it. For zones that observe summer time the real offset can be an hour different for part of the year. The regions that change clocks do not all do so on the same dates, so the gap between two zones can differ from the usual one for a few weeks. Check a live world clock for the date of your meeting.
Why can I only set working hours for the first zone?
The inputs give start and end hours for Time Zone 1 only. The second and third zones use a fixed 9 to 17 day. To see a different working day for another zone, make that zone Time Zone 1 and the other the second zone, or reason with the offsets.
How are half-hour offsets shown?
Mumbai is stored as UTC+5:30, and results include minutes. London 9 to 17 with Mumbai as Zone 1 and a 9 to 17 day in London gives 2:30 PM to 5:00 PM in Mumbai and 9:00 to 11:30 AM in London: 2.5 hours.
What if there is no overlap?
The tool shows no overlap and 0 hours. Sydney and New York at standard hours have none, and Singapore, Paris and New York have none either. In that case you need to meet outside one party’s normal working day.
Which cities are available?
UTC, London, Paris, New York, Chicago, Denver, Los Angeles, Toronto, São Paulo, Dubai, Mumbai, Singapore, Tokyo, Sydney, Auckland, Johannesburg, Moscow, Beijing, Seoul and Mexico City. If a city is not listed, pick one with the same standard offset.
Timezone meeting planner: shared working hours across zones
How to use the timezone meeting planner
Use this timezone meeting planner to find the best meeting time across multiple time zones. Enter your cities and a proposed meeting time above to see what time it is for each participant. The tool highlights business hours to help you find a slot that works for all attendees. Free and instant.
How the timezone meeting planner works
The timezone meeting planner converts a base time in one timezone to the equivalent times in all selected timezones using standard UTC offsets and daylight saving rules. Business hours (9 am–6 pm) are highlighted for each location so you can identify the best overlap window. All calculations run in your browser.
The method
Each place is described by one fixed offset from UTC. Your working hours in Zone 1 become a UTC window by subtracting the offset. The other zones use a nine-to-five day, shifted the same way. The tool tests each other zone on the previous, current and next day, because a window in one place can land on a different UTC date. It keeps the longest overlap and converts it back to local time for each zone, including a row for the third zone.
| Offset | Cities |
|---|---|
| UTC-8 | Los Angeles |
| UTC-7 | Denver |
| UTC-6 | Chicago, Mexico City |
| UTC-5 | New York, Toronto |
| UTC-3 | São Paulo |
| UTC+0 | UTC, London |
| UTC+1 | Paris |
| UTC+2 | Johannesburg |
| UTC+3 | Moscow |
| UTC+4 | Dubai |
| UTC+5:30 | Mumbai |
| UTC+8 | Singapore, Beijing |
| UTC+9 | Tokyo, Seoul |
| UTC+10 | Sydney |
| UTC+12 | Auckland |
Worked examples
Each row is a run of the planner with the zones listed.
| Zones | Overlap in Zone 1 | Overlap in Zone 2 | Hours |
|---|---|---|---|
| London 9 to 17, New York | 2:00 to 5:00 PM | 9:00 AM to 12:00 PM | 3.0 |
| Tokyo 9 to 17, Los Angeles | 9:00 to 10:00 AM | 4:00 to 5:00 PM | 1.0 |
| Mumbai 9 to 17, London | 2:30 to 5:00 PM | 9:00 to 11:30 AM | 2.5 |
| London 7 to 15, Dubai | 7:00 AM to 1:00 PM | 11:00 AM to 5:00 PM | 6.0 |
| Sydney 9 to 17, New York | None | None | 0 |
Three zones
Adding a third zone shrinks the window. London, New York and UTC together still give 2 PM to 5 PM in London and UTC, and 9 AM to 12 PM in New York, because UTC and London share an offset. Singapore, Paris and New York have no common window at all, which tells you at once that one of the three people must meet outside normal hours. In that case pick the person for whom the meeting is least disruptive and rotate the burden.
Choosing a time inside the window
A three-hour overlap does not mean every slot is equal. The middle of the window leaves room for either side to run over, whereas the edges put one participant at the start of their day or the end. In the Tokyo and Los Angeles case the whole window is a single hour, and it is the evening for one person and the morning for the other. Rotating the inconvenient slot between regular meetings is fairer than always asking the same team.
Check the date and the season
Because the tool uses fixed standard offsets, confirm the actual offset on the meeting date before sending an invite. Summer clock changes in one region but not another can move the overlap by an hour. Also check the calendar date in each zone, since an overlap in one place can fall on a neighbouring day in another. When in doubt, include both local times and the UTC time in the invitation.
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