World Meeting Planner
Find the perfect time for international meetings across any time zone. Add cities, see the overlap, share a link.
What is World Meeting Planner?
World Meeting Planner is a free tool that helps you find the perfect meeting time across multiple time zones — simultaneously, without mental math. Add up to 12 cities, see their working-hours overlap on a visual bar, and instantly identify when everyone is available.
Unlike basic time zone converters, it shows all participants at once, accounts for custom business hours per city, handles DST automatically, and lets you share your exact configuration in one click.
How to Use World Meeting Planner
Getting started takes under 30 seconds. Here is the complete workflow:
Add your cities
Click any city name on a card to search and replace it with your location. The tool searches an offline database of 250+ cities or via GeoNames API for any city worldwide. Drag cards to reorder — the first card is always your reference timezone.
Read the overlap bar
The colored bar maps all 24 hours. Green = all cities in business hours. Green-lime = all available but at the edge of the workday (Extended hours). Amber = partial overlap. Gray = no overlap. Click any segment to jump to that time instantly.
Find the best slot
Click ★ Best Time to highlight the optimal meeting window automatically. The algorithm scores all 96 fifteen-minute slots, favoring times at the center of each city's workday. Use 7 Days to compare the whole week — each day is color-coded by overlap quality.
Customize business hours
Each card shows a green hours badge (e.g. 8–18h). Click it to set custom working hours for that city. You can set a different interval for each location — the overlap bar updates instantly to reflect your team's actual availability.
Save your setup
Use Save setup to store your current city configuration. Restore it any time with Load setup — useful when you work with recurring teams across different time zones. Your browser also auto-saves the last session.
Export and share
Use Calendar to add to Google Calendar, Outlook, or download an .ics file. Use Meet for a Zoom, Google Meet, or Teams link. Use Share to copy your entire configuration — cities, date, and time — as a single URL.
Keyboard Shortcuts
Power users can navigate the entire tool without touching the mouse. All shortcuts are active when the cursor is outside a text field:
Understanding the Overlap Bar
The horizontal bar below the time slider maps all 24 hours, color-coded by availability across all your cities. There are now four distinct states:
What are Extended Hours? The first and last hour of the 8–18 workday (08:00–09:00 and 17:00–18:00) are marked in light green on the bar and with a small Extended badge on each city card. These times are workable — everyone is technically within business hours — but they are at the edge of the day, where meetings tend to be less productive. The Best Time algorithm prioritizes mid-day slots but will clearly show when the only available window falls in extended territory.
Business Hours: Global 8–18 vs. Per-City Custom
The tool uses 08:00–18:00 as the universal default for all cities. Here is why, and when you might want to override it:
8–18h for all cities
A single 10-hour window maximizes the potential overlap across all time zones. It covers early starters and late workers, reflects the reality of hybrid and flexible work, and creates consistent results when comparing cities. The Extended Hours visual (light green) flags the edge hours so you can still tell the difference between a comfortable 10:00 meeting and a 08:00 call at the limit.
Different hours per city
For teams where local office hours are well-defined — for example, a Tokyo office that strictly runs 09:00–17:30 — you can click the green 8–18h badge on any card and set a custom interval just for that city. The overlap bar and Best Time algorithm update immediately. This is useful when you want the tool to reflect real, declared availability rather than a generous global window.
How the Best Time Algorithm Works
Clicking ★ Best Time does more than find any available slot — it finds the most comfortable one:
The algorithm scans all 96 fifteen-minute slots in the selected day. For each slot, it scores how far each participant's local time falls from the middle of their workday — times near 13:00 score highest, times near 08:00 or 17:00 score lowest. The slot where the sum of comfort scores is highest for all participants simultaneously is selected and highlighted on the overlap bar with an indigo outline.
If no full overlap exists for that day, the algorithm shows the best partial slot (the window where the most people are available) and searches up to 30 days ahead for the next date with full overlap — with a direct link to jump to it.
The 7-day heatmap (button W or Week in the toolbar) shows the same algorithm applied to each day of the week, so you can immediately see whether Tuesday is better than Thursday before committing to a time.
Saving and Restoring City Setups
If you work with recurring teams — say, a weekly sync between New York, London, and Singapore — you can click Save setup in the toolbar to store the current city list under an auto-generated name. Click Load setup to see all saved configurations and restore any of them in one click. Up to 20 setups are stored locally in your browser, no account required.
The tool also auto-saves your last session every time you make a change, so your cities are always there when you return — even without manually saving a profile.
All Features at a Glance
Live clock
Cards update every minute automatically. Snap back to the current time at any moment with the Now button or press T.
Best Time algorithm
Comfort-weighted scoring across all 96 daily slots. Shows best partial slot and next available date when full overlap doesn't exist.
7-day heatmap
Week overview color-coded by overlap quality — full, partial, or none. Partial-overlap days now show their best available slot and duration too.
Full DST support
Automatic Daylight Saving Time for all 500+ IANA time zones. A banner warns you 7 days before any DST change in your active cities.
Calendar export
Add meetings to Google Calendar, Outlook, Office 365, or download an .ics file. Generate Zoom, Google Meet, Teams, or Webex links in one tap.
Shareable links
One-click URL encoding your city list, date, and time. Anyone who opens it sees the same configuration — with no account required.
Saved setups
Store up to 20 city configurations and restore them instantly. Browser auto-saves the last session so your cities always come back on your next visit.
Drag-and-drop reorder
Drag any card to change city order. Drop a city in the first position to make it the reference timezone. Works on desktop and touch screens.
No account needed
Completely free. No login, no email. Works on desktop and mobile — dark mode included.
Frequently Asked Questions
Related Time Zone Tools
More free tools from TimeTranslator.com: