Free Online Meeting Planner for Multiple Time Zones

Schedule meetings across time zones effortlessly. Find the best meeting time for global teams with our visual availability heatmap, automatic work hours detection, and instant timezone conversion.

Participants

New York

America/New_York

1
9:00-17:00

London

Europe/London

1
9:00-17:00

Tokyo

Asia/Tokyo

1
9:00-18:00

Settings

Availability Heatmap

May 10 - May 16, 2026

3 participants
Availability:
Perfect
Good
Fair
Poor
None
12a
1a
2a
3a
4a
5a
6a
7a
8a
9a
10a
11a
12p
1p
2p
3p
4p
5p
6p
7p
8p
9p
10p
11p
Sun
May 10
Mon
May 11
Tue
May 12
Wed
May 13
Thu
May 14
Fri
May 15
Sat
May 16

Frequently Asked Questions

How to Find the Perfect Meeting Time

Follow these simple steps to schedule meetings across any timezone

STEP 1

Add Participants

Search for cities and add team members from different timezones

STEP 2

Set Work Hours

Define each participant's working hours for accurate availability

STEP 3

Choose Duration

Select meeting length from 30 minutes to 2 hours

STEP 4

Find Green Slots

Click on green cells where everyone is available

STEP 5

Share & Schedule

Copy the proposal, download .ics, or add to Google Calendar

Why Use Our Meeting Planner?

Multi-Participant

Add unlimited participants from different time zones with custom work hours.

Visual Heatmap

Instantly see the best meeting times with color-coded availability.

Custom Work Hours

Set individual work schedules for each participant.

Easy Sharing

Copy meeting details to share with your team.

Calendar Integration Guide

How to use your scheduled meeting across different calendar apps

GGoogle Calendar

Click the 'Google Calendar' button to open the event directly in Google Calendar with all details pre-filled. You can then invite attendees and customize the event.

Pro tip: Add the email addresses of all participants before saving to automatically send invites.

OMicrosoft Outlook

Download the .ics file and double-click to open it in Outlook. The event will be created with the correct times for your timezone.

Pro tip: In Outlook web, you can drag and drop the .ics file directly onto your calendar.

🍎Apple Calendar

Download the .ics file on your Mac or iPhone. Opening it will prompt you to add the event to your Apple Calendar.

Pro tip: On iOS, the .ics file will open in the Files app first—tap it to add to Calendar.

Schedule International Meetings with Ease

Coordinating meetings across multiple time zones can be challenging. Our Meeting Planner helps you find the perfect time slot when all participants are available during their working hours. Whether you're managing a distributed team, scheduling client calls, or planning international events, our visual heatmap makes timezone coordination simple.

Understanding the Heatmap Colors

  • PerfectAll participants are available during their working hours
  • Good75%+ of participants are available
  • Fair50-75% of participants are available
  • PoorLess than 50% are available
  • NoneNo participants are available

Common Use Cases

Our Meeting Planner is perfect for: distributed software teams with daily standups, sales teams scheduling demos with international clients, remote companies planning all-hands meetings, freelancers coordinating with overseas clients, and event organizers planning webinars for global audiences.

Meeting Planner Online — Time Zone Planner for Global Teams

ConvertTime is a free meeting planner online that turns the painful question of "what time works for everyone?" into a single visual answer. Add your participants, see a color-coded availability grid, and pick the slot where every working day overlaps — no spreadsheets, no manual conversion.

World Clock Meeting Planner

Treat the planner as a world clock meeting planner: every participant card shows their live local time alongside the schedule grid, so you can see at a glance whether 7 AM in San Francisco lands at 7:30 PM in Mumbai or 10 PM in Tokyo. The same time zone planner that finds your meeting slot also doubles as a real-time clock for the cities you care about.

Meeting Planner International — Cross-Continent Scheduling

Meeting planner international scheduling typically fails for the same reason: someone forgot the half-hour offset of India, or that Sydney is ahead of London by 11 hours during DST and 9 hours outside it. Our meeting time zone planner resolves all of that automatically. You will never have to ask a teammate to confirm whether their city observes DST.

How Different Teams Use the Planner

Distributed engineering teams running daily standups across India, Europe, and the US. Sales teams confirming demo slots with prospects in Singapore, Sao Paulo, and Sydney. Recruiters running phone screens across continents without quoting the wrong time. Family members coordinating a Sunday dinner call between Toronto, London, and Sydney. Remote companies planning all-hands or town halls that respect at least 80% of the team's working hours. Webinar organizers picking the slot that maximizes live attendance for a global audience.

Time Planner vs Time Zone Converter

A time zone converter answers a single question: what is this time over there? A time planner answers the harder question: when can we all actually meet? The planner is the right tool when more than two people or more than one work calendar are involved — that is where the meeting time planner saves real hours of back-and-forth. Time Converter · Event Link

Frequently Asked Questions