Time Zone Meeting Planner
Plan Meetings Across Time Zones Without Guesswork
Scheduling a call across time zones can be surprisingly hard. You need to keep track of local working hours, daylight saving changes, and the simple fact that when it is the middle of the afternoon in one city, it might be the middle of the night in another. The Time Zone Meeting Planner on this page helps you quickly find overlapping hours between two locations so you can choose a time that works for everyone.
This tool runs entirely in your browser. When you select two time zones and enter typical working hours for each side, it calculates the overlap between those ranges and suggests windows that can fit your chosen meeting length. No data is sent to a server, which keeps your schedule private and makes calculations fast.
How the Time Zone Meeting Planner Works
The planner compares two blocks of time: one for Zone 1 and one for Zone 2. Each block is defined by a start time and an end time in local time for that zone (for example, 09:00 to 17:00). Behind the scenes, the script converts both ranges into a common reference frame (UTC minutes), finds any overlap, and then converts the overlapping window back into local times for each zone.
In simplified terms, the main steps are:
- Determine the UTC offset for each selected time zone.
- Convert each local start and end time into UTC minutes.
- Compute the intersection between the two UTC ranges.
- Check whether the intersection is long enough to hold your meeting duration.
- Convert any feasible window(s) back to local times for both zones.
Key Formulas Behind the Calculator
Conceptually, each working window is represented as an interval on a number line measured in minutes from midnight UTC. For each zone, the conversion looks like this:
1. Convert local time to minutes from midnight
For a local time with hours H and minutes M:
2. Adjust for the time zone offset
If the time zone is offset minutes ahead of UTC (for example, +60 for UTC+1, -300 for UTC−5), the UTC-based time is:
3. Find the overlapping interval
Let the UTC ranges for the two zones be:
- Zone 1:
[start1UTC, end1UTC] - Zone 2:
[start2UTC, end2UTC]
The overlap (if it exists) is:
If overlapEnd > overlapStart, there is an overlapping window. The available minutes for a meeting are overlapEnd − overlapStart. The planner checks this against the meeting length you entered.
Using the Planner Step by Step
- Select the first location (Zone 1). Use the Zone 1 dropdown to choose a city or region (for example, New York).
- Set Zone 1 working hours. Enter a local start time (such as 09:00) and end time (such as 17:00) that represent typical working hours or availability for people in that location.
- Select the second location (Zone 2). Use the Zone 2 dropdown to choose the other city (for example, London, Tokyo, or Sydney).
- Set Zone 2 working hours. Enter the local start and end times for the second location in its own local time.
- Choose the meeting length. In the “Meeting length (minutes)” field, type the minimum duration you need (for example, 30, 45, or 60 minutes).
- Click “Find Overlap”. The calculator will show you whether there is a window where both sides are within their working hours for at least the specified duration. If there is, it will display example start times in both local time zones.
- Copy or adjust the result. You can then copy the suggested time into a calendar invite, or slightly adjust your working hours and recalculate if needed.
Interpreting the Results
When you click “Find Overlap”, the planner evaluates your inputs and returns one of a few common outcomes:
- Clear overlapping window. You will see a time range, expressed in both local zones, that can accommodate your requested duration. For example, it might show “14:00–16:00 in New York (09:00–11:00 in London)”. Any start time within that window that leaves enough room for your meeting is valid.
- Overlap shorter than the meeting length. If the two working windows overlap but not long enough for your chosen duration, the planner will indicate that there is not enough time. In practice, you might shorten the meeting or expand working hours on one side.
- No overlap at all. When one team’s day ends before the other team’s day begins, there is no real-time window that works for everyone. The tool will let you know that you should either move someone’s hours or use asynchronous methods like recorded video or email.
Remember that the output is based on the working hours you provide. If you are willing to start earlier or stay later for a particular day, adjust the input times and run the calculation again to see if a new overlap appears.
Worked Example: New York and London
Consider a distributed team with members in New York and London. Suppose:
- New York working hours: 09:00–17:00 (Eastern Time)
- London working hours: 09:00–17:00 (local UK time)
- Desired meeting length: 60 minutes
During part of the year, New York is typically 5 hours behind London. That means when it is 09:00 in New York, it is 14:00 in London. The overlapping working window is therefore:
- From 09:00 in New York (14:00 in London)
- To 12:00 in New York (17:00 in London)
This gives a 3-hour overlap, which is more than enough for a 60-minute meeting. The planner will calculate this automatically, accounting for the current daylight saving rules based on your system time data.
If daylight saving time changes in one region but not the other, the relative offset can shift to 4 or 6 hours. In that case, the overlapping window moves earlier or later in the day. Instead of manually keeping track of those changes, you can simply re-run the calculation using the same working hours on the relevant date.
Common Time Zone Pairs and Typical Overlaps
The exact overlap for any pair of locations can depend on the date (because of daylight saving time) and on each team’s working hours. Still, some general patterns are common for 09:00–17:00 workdays. The table below gives approximate overlaps for illustration; always use the planner for precise, date-aware results.
| Location pair | Typical time difference | Example overlapping local hours | Scheduling notes |
|---|---|---|---|
| New York – London | 4–5 hours (London ahead) | New York early afternoon / London late morning to mid‑afternoon | Most meetings work between roughly 09:00–12:00 New York, which corresponds to 13:00–17:00 London depending on season. |
| New York – Berlin | 5–6 hours (Berlin ahead) | New York mid‑morning / Berlin late afternoon | Overlap tends to be shorter; meetings often fall between about 09:00–11:00 New York (15:00–17:00 Berlin). |
| London – Tokyo | 8–9 hours (Tokyo ahead) | London early morning / Tokyo late afternoon or evening | Real‑time collaboration usually pushes one side near the edge of working hours. |
| London – Sydney | 9–11 hours (Sydney ahead) | London late evening / Sydney early morning | Often no comfortable overlap inside standard office hours; many teams alternate who joins outside hours. |
| New York – Sydney | 14–16 hours (Sydney ahead) | New York late afternoon / Sydney early morning next day | Even with flexible hours, at least one side usually joins very early or late. |
These examples highlight why a dedicated planner is useful: as offsets change during the year, the exact overlapping times move as well.
Handling No-Overlap Scenarios
Sometimes the planner will report that there is no overlapping window long enough for your meeting. This often occurs with pairs like New York–Tokyo, London–Sydney, or when one team works a very narrow daytime schedule.
If you see this result, you have several options:
- Loosen working hours for a one-off session. Consider starting 30–60 minutes earlier or finishing later on one side.
- Shorten the meeting. A 30‑minute slot may be possible when a 60‑minute slot is not.
- Use asynchronous tools. Exchange recorded videos, written updates, or collaborative documents when there is no practical real-time overlap.
- Rotate the inconvenience. If someone must join early or late, alternate which region makes the compromise over recurring meetings.
Assumptions and Limitations
To stay lightweight and privacy‑friendly, the Time Zone Meeting Planner makes a few assumptions about how your device handles time:
- System time zone data. The tool relies on your browser and operating system for accurate time zone and daylight saving information. If your device’s clock, time zone, or region settings are incorrect or outdated, the results can be off.
- Two zones at a time. The current interface focuses on comparing exactly two locations. For meetings with more than two time zones, you can run multiple pairwise comparisons (for example, New York–London, then London–Tokyo) and look for common overlaps.
- Standard working‑day assumptions. The default 09:00–17:00 windows reflect a typical office schedule, but they may not match shift‑based work, weekend schedules, or on‑call rotations. Always adjust the inputs to mirror your actual availability.
- No calendar conflicts. The planner only checks for overlapping hours, not individual calendar events. It will not detect personal commitments or busy times from your calendar application.
- Edge cases around DST transitions. Around the exact moment clocks change for daylight saving, some local times may technically repeat or be skipped. Browsers usually handle these transitions correctly, but rare edge cases or policy changes by local governments can create brief discrepancies.
Because of these limitations, treat the tool as a reliable guide for everyday planning rather than as a legally or operationally critical timekeeping system. For very sensitive schedules (such as broadcast times, travel itineraries, or regulatory deadlines), you may want to double‑check with an official time source as well.
Why Use a Client-Side Time Zone Planner?
Many time zone tools require you to sign in, share a calendar, or send your data to a remote server. This planner is intentionally simple:
- Privacy. All calculations happen directly in your browser. Start and end times, chosen zones, and meeting lengths are not uploaded.
- Performance. Because everything runs locally, results appear almost instantly, even on slow or metered connections.
- Portability. As long as your browser supports JavaScript and time zone features, the tool works on laptops, tablets, and phones without installation.
For more advanced workflows, you can pair this planner with your calendar tool: run a quick overlap check here, then schedule the event using whichever calendar or meeting platform your team prefers.
Frequently Asked Questions
Does the planner account for daylight saving time?
Yes. The tool uses your browser’s built‑in time zone database, which includes daylight saving rules for each supported location. As long as your system clock and region are set correctly, the planner will automatically adjust offsets when DST starts or ends.
Can I use the planner while offline?
After the page is loaded, the calculations themselves do not require an internet connection. However, your browser still needs to load the page assets initially, and some features (such as copying results to online tools) naturally require connectivity.
How accurate are the time zone offsets?
Offsets are as accurate as the time zone data on your device. Modern operating systems update these rules periodically, but if a region changes its time zone policy very recently and your device has not received updates, there can be a small mismatch.
Can I plan meetings for more than two time zones?
The current version focuses on two zones at a time for simplicity. For multi‑region meetings, you can run several comparisons and identify times that appear in every overlap, or combine this planner with a world clock or more specialized scheduling software.
What if my team does not work standard 09:00–17:00 hours?
The start and end fields are fully editable, so you can model shift work, evening schedules, or part‑time availability. Just enter the real windows when people are reachable, then run the overlap calculation as usual.