Meeting Planner Across Time Zones
Add your team's cities, move the slider to a time that works, and create a calendar invite - all in one place.
How to use the Meeting Planner
- 1 Check the preloaded cities. Sydney, London, and New York are added by default. You can swap any of them by clicking the city name on its card.
- 2 Add more locations. Click + Add timezone to include up to five cities in total, covering your whole team.
- 3 Pick the date. Use the date picker or the arrow buttons to jump to the exact day you are scheduling. Offsets update automatically for daylight saving.
- 4 Drag the slider to find a good time. Green bars indicate working hours (9 am–5 pm). Find a slot where every city shows green or amber.
- 5 Create the meeting invite. Click Create Meeting, set a title and duration, then open directly in Google Calendar, Outlook, or Teams - or download a .ics file.
Planning meetings for a global team
When your team spans Sydney, London, and New York, no single time slot falls in business hours for everyone simultaneously. The Sydney–London overlap window is roughly 7–9 am London time (5–7 pm Sydney time). The London–New York overlap runs through most of each workday. Combining all three leaves only a short window - usually late morning London time - which is why a visual planner makes the difference between a five-minute decision and a long email chain.
For teams with members in Asia-Pacific, Europe, and the Americas, it helps to rotate the meeting time between sessions so no single region always gets the early-morning or late-evening slot. Use the shareable link to send the same view to everyone so there is no confusion about who converts what.
Frequently asked questions
Add each city to the planner, then drag the time slider to scan through the day. The colour-coded bars show whether each city is in working hours (green), early or late (amber), or overnight (red). Once you have found a suitable slot, hit Create Meeting to add it to your calendar.
Yes. Click Create Meeting in the tool, enter a title and duration, then choose Google Calendar, Outlook Web, or Teams. You can also download a .ics file to open in any calendar app, including the Outlook desktop and mobile apps.
Up to five cities at once. Add them using the + Add timezone button and remove any by clicking the × on a city card.
Yes. The tool uses the IANA timezone database, so daylight saving transitions are handled automatically for every region. Just pick the date you are scheduling for and the correct offsets are applied.
Yes. Use the Share link button to generate a URL that encodes your cities and selected time. Anyone who opens it will see the same view. You can also use Copy Summary to paste a plain-text breakdown of each city's local time into an email or Slack message.