Meeting Time-Zone Planner
Plan a call that doesn't wake anyone at 3 a.m. Add each person's city, and this planner lays every time zone side by side so you can spot the hours that work for the whole room — daylight saving included.
The top row is the anchor zone — its hours label the columns. Click any hour (or drag the slider) to pick your reference time. Your zones are saved on this device.
Finding an overlap that works for everyone
Scheduling across time zones is really one question: when is it a reasonable hour for all of us at the same moment? Add every participant's city above and read down each column. When a column is green in every row, that instant lands inside normal working hours for the whole group — that's your slot.
Read it like a heat map. Green is comfortable (roughly 9:00–17:00 locally), amber is a stretch anyone can usually make (early morning or evening), and red is someone's night. Aim for an all-green column; settle for the one with the least red.
When the clock won't cooperate: rotating fairly
Sometimes there simply is no shared daytime — San Francisco and Sydney barely touch. When that happens, don't quietly hand the 6 a.m. slot to the same person forever. Spread the inconvenience:
- Rotate the times. Alternate between an early slot and a late slot so each region takes a turn being outside comfortable hours.
- Record everything. Anyone who lands on a genuinely brutal hour should be able to skip the live call and catch up from the recording and notes.
- Protect boundaries. Treat 22:00–07:00 as off-limits by default. A meeting is rarely worth waking someone up for.
Async first: the meeting you don't have to schedule
The most time-zone-friendly meeting is the one that becomes a written update instead. Before booking a live call, ask whether a shared doc, a short recorded clip, or a thread would do the job. Save synchronous time for decisions and discussion that genuinely need it. Once you've locked a slot, protect the focus time around it with a time-blocking plan, and run the meeting itself in tight, Pomodoro-style segments so it starts and ends on time.
Frequently asked questions
How do I find a meeting time that works across multiple time zones?
List every participant's time zone, then look for a column where all rows fall inside working hours. This planner shades each hour green when it lands in a 9-to-5 window locally, so a good slot is simply a column that's green — or at least amber — for everyone. If no column works for all, pick the one with the fewest off-hours and the least burden on any single person.
How do I schedule fairly when time zones don't overlap?
When there's no shared daytime, rotate the pain. Alternate meeting times so the same people aren't always joining at dawn or midnight, record sessions for anyone who can't attend live, and move as much as possible to asynchronous updates so a live meeting isn't required at all.
Does the meeting planner handle daylight saving time?
Yes. It uses your browser's built-in IANA time zone database through the Intl API, so each city's offset — including daylight saving changes — is calculated for the actual date you pick, not a fixed offset. Choosing a date after a clock change shows the corrected local times automatically.
Great timing is only half the meeting.
Finding the hour is the easy part. Keeping a distributed team aligned between calls — tasks, projects and boards in one shared view — is where Wabi comes in.