Meeting Time Planner

Enter the cities and working hours of your participants to find times when everyone can join a meeting easily. Results are shown in your time and in each city’s local time. Daylight saving time is applied automatically in most cases.

How to Use

1. Check “Your location”. It is filled in from your device’s settings. If it is wrong, change it with the drop-down or the search box.
2. Enter the “Meeting date” and the “Meeting length”. If you enter a “Meeting name”, it is used in the invitation text and the calendar file (optional).
3. On the “Meeting Time” tab, under “Participants and Working Hours”, enter each participant’s city, working hours (local time), and working days (the local day in that city). Use “Exclude a break” to leave out a lunch break. If you will attend the meeting yourself, enter your details as Participant 1. You can add up to 20 participants. Participants can also enter their own details (see “How to Use Participant Codes” below).
4. Under “Times Everyone Can Join”, check the candidate times. Choose a “Start time” to see each city’s local time for that start.
5. Press “Copy invitation text” to copy a message that lists each city’s local time. Press “Calendar file (.ics)” to save a file for creating an event.
6. Press “Copy everything” to copy a summary of the meeting details, the times everyone can join, and each participant’s working hours. Press “Print” to print the same content (you can also save it as a PDF).
7. In the bar chart under “Overlap of Hours”, see when the hours overlap during your day.
8. Under “Dates to Consider”, compare the overlap for the week before and after the meeting date. Press a date to make it the meeting date.

How to Read the Screen

• Striped blue: everyone is within working hours, and the meeting length fits.
• Green: within that participant’s working hours.
• Gray: outside that participant’s working hours.
• The white vertical line marks “Now”.
• “▲ Early or late”: the participant’s local time falls outside 07:00–22:00. Changing the start time may reduce these.

The numbers above the bars are your time. The chart covers your day, from 00:00 to 24:00. To see the hours before or after, change the meeting date.

How to Use Participant Codes

Use a participant code when a participant enters their own location and working hours and sends them to the organizer.

1. The participant opens the “Participants” tab and enters their location, name, working hours, days, and break. They can add more participants if needed.
2. The participant presses “Copy participant code” and sends the copied text to the organizer by email or chat.
3. The organizer pastes it into “Enter a participant code” at the top of that participant’s card on the “Meeting Time” tab, and presses “Load”. That participant’s details are replaced.

How to Use Meeting Codes

Use a meeting code to send the participants and conditions you entered to a colleague. Press “Copy meeting code” and send the copied text by email or chat. The recipient pastes it into “Enter a meeting code” and presses “Load” to open the same participants and conditions.

Loading replaces your current entries. Your own location is not included in a meeting code. The meeting date is entered as a date in the local time of the person who loads the code.

Frequently Asked Questions

Is Daylight Saving Time Applied?

Yes. The times are calculated from the time data in your browser, so daylight saving time is switched automatically for each city. When the UTC label under a location shows “DST”, daylight saving time is in effect. However, if a country changes its switch date at short notice, an old browser may not match.

What Does the Clock Change Notice Mean?

It appears when a location’s clock changes within 120 days of the meeting date. If you hold the meeting at the same time every week, the local time in that location becomes about 1 hour earlier or later after the change. Use it as a guide when setting a recurring meeting.

Can I Enter Working Hours That Cross Midnight?

Yes. If the end is earlier than the start, such as 22:00–02:00, the hours run into the next day. If the start and end are the same, it counts as all day.

Can I Choose Working Days?

Yes. For each participant, tick the days from Monday to Sunday. The “Weekdays”, “Every day”, and “Sun–Thu” buttons select several days at once. Days are the local days in that participant’s city. Because the weekend differs by country, choose “Sun–Thu” for participants who work from Sunday to Thursday. A participant with no days selected is left out of the result.

Can I Exclude a Lunch Break?

Yes. For each participant, select “Exclude a break” and enter the start and end of the break. That time is removed from their working hours. Each participant can have only one break. You cannot enter several sets of working hours in a day, such as shifts.

What Happens If No Time Works for Everyone?

The tool shows the times when the most people can join, along with the number of people. Anyone who cannot join is marked “Outside working hours”. Changing the meeting date or length may reveal a time that works. You can also compare other dates under “Dates to Consider”.

What Does “Early or Late” Mean?

It is shown when, in a participant’s local time, the meeting starts before 07:00 or ends after 22:00. This range is only a guide. Check with the participants, because the right range depends on the company and region.

What Is the Difference between “Copy Invitation Text” and “Copy Everything”?

“Copy invitation text” copies a message for the participants, listing each city’s local time for the start time you chose. “Copy everything” copies a summary for records or internal sharing: the meeting details, the list of times everyone can join, and each participant’s working hours.

What Can I Do If Printing Does Not Work?

Printing switches to a white, print-friendly layout instead of the dark screen colors. On some browsers and devices, the print screen may not open. In that case, press “Copy everything”, paste the text into a note or an email, and print it from there. Choosing “Save as PDF” on the print screen saves a PDF.

Are My Entries Saved?

Only when you press “Save these settings” at the bottom of the tool, and only in the browser on your device. If you do not press it, nothing is saved. Your entries are never sent anywhere. The saved items are your location, the meeting length, the meeting name, and each participant’s location, name, working hours, days, and break, including the entries on the “Participants” tab. The meeting date is not saved. Press “Delete saved settings” to remove the saved data.

What Is the Difference between a Participant Code and a Meeting Code?

A participant code holds the details of one participant: location, name, working hours, days, and break. A meeting code holds all participants, the meeting length, the meeting name, and the meeting date. Paste a participant code into “Enter a participant code” at the top of a participant’s card, and a meeting code into “Enter a meeting code”. If you use the wrong field, a message tells you.

What Is Inside a Meeting Code?

It holds each participant’s location, name, working hours, days, and break, plus the meeting length, name, and date. Creating and loading a code happens only on your device, and nothing is sent out. However, whoever receives the text can read its contents, so do not put confidential information in names or the meeting name.

I Can’t Find My City

Pick another city in the same country. If the country has one time zone, the result is the same. If it has several, pick a nearby city.

Public holidays and individual circumstances are not reflected. Before an important meeting, check with the participants.

Daylight saving time is applied automatically. The calculation uses your browser’s features, and saved settings stay only on this device. Copying and printing are also done only on this device. Country and region names are labels for looking up time, and do not express any position.