DateAndTimeCalculator.org

Meeting Time Planner

Compare a whole day across several cities at once and find the meeting slots that fall inside working hours for everyone.

Last reviewed: 30 July 2026

How this calculation works

Every slot across the chosen day is converted from the first participant's clock into a single instant, and that instant is then read on each participant's local clock. Each local time is rated against normal working hours, and the slot takes the worst rating in the group.

How slots are rated

  • Good — from 09:00 up to 17:00 locally, inside normal working hours.
  • Workable — from 07:00 up to 21:00, outside normal hours but not unreasonable. A slot starting at 21:00 itself counts as poor.
  • Poor — anything else, meaning night-time for at least one person.

A slot is only marked good when it is good for everybody. This is deliberate: an average would hide the person taking the call at four in the morning.

Dates that shift

A slot marked +1 falls on the following calendar day for that participant, and −1 on the previous one. Sydney is far enough ahead of London that most of the London working day is already tomorrow there. Getting this wrong is the single most common cause of somebody joining a call exactly a day late, so the shift is shown on every row rather than hidden.

Daylight saving between now and the meeting

Offsets are taken from the meeting date, not from today. Countries change their clocks on different dates — the United States moves in early March and mid-November, the UK and EU in late March and late October — so for a few weeks each year the usual gap is an hour out. A recurring meeting that works today may not work after the next transition.

Worked example

London, New York and Singapore on 30 July 2026

  • 09:00 in London is 04:00 in New York and 16:00 in Singapore — poor, New York is asleep.
  • 12:00 in London is 07:00 in New York and 19:00 in Singapore — workable for both.
  • 13:00 in London is 08:00 in New York and 20:00 in Singapore — workable for both.
  • 14:00 in London is 09:00 in New York but 21:00 in Singapore — past the evening cut-off.
  • 17:00 in London is 12:00 in New York but midnight in Singapore — poor again.

The workable window is just two hours, 12:00 to 13:00 London time, and no slot at all falls inside normal working hours for everyone. That is typical for a three-continent group, and the reason such meetings usually rotate who takes the inconvenient one.

Limitations

  • Working hours are assumed to be 09:00 to 17:00 everywhere, which does not fit every culture or role.
  • Public holidays are not checked — use the working days calculator for that.
  • Future dates assume current daylight-saving rules continue unchanged.

Frequently asked questions

What counts as a good time?

A slot is rated good when it starts from 09:00 up to 17:00 locally, workable from 07:00 up to 21:00, and poor outside that. A slot is only shown as good overall when it is good for everyone — one person at 06:00 is enough to mark the whole slot down.

Why is there no overlap at all for my group?

Some combinations genuinely have none. London, Los Angeles and Sydney span roughly seventeen hours, so no single hour falls inside normal working hours for all three. In that case pick the least bad slot, rotate who takes the early or late call, or split the meeting.

Does it handle daylight saving?

Yes, using the rules in force on the date you pick. This matters more than people expect: the gap between London and New York is normally five hours, but for two weeks in March and one in autumn it is four, because the two countries change on different dates. Always plan against the actual meeting date.

Why does a participant show a different date?

Because the meeting falls on the next or previous day for them. A slot marked "+1" is already tomorrow in that city, which is easy to miss when sending an invitation and is a common cause of people joining exactly 24 hours late.

Can I plan a recurring meeting with this?

Check the date you actually want. A weekly slot that works in July may not work in November if one participant has changed their clocks and another has not. Re-check any recurring meeting after each daylight-saving transition.