What is Meeting Time Planner?
Meeting Time Planner is a timezone coordination tool that helps you find the best meeting times when participants are located in different parts of the world. Instead of manually calculating time differences and checking each person's availability, this tool visualizes everyone's working hours on a single timeline and suggests optimal meeting slots.
Whether you're coordinating with remote team members, scheduling client calls across continents, or planning international conferences, Meeting Time Planner simplifies the process of finding times that work for everyone.
Who Should Use This Tool?
This tool is designed for anyone who regularly schedules meetings across time zones:
Remote Team Managers
Project Managers
Sales Professionals
Event Organizers
Freelancers
Business Leaders
Key Benefits
Visual Timeline
Shows all participants' working hours at a glance with intuitive color-coded bars
- Instant overlap visualization
- Real-time updates
- Clear availability indicators
Smart Suggestions
Intelligent algorithm highlights times when everyone (or most) can attend
- Priority weighting system
- Business hours preference
- Duration-aware matching
Regional Presets
Quickly set typical working hours by country or industry
- 15+ country presets
- Industry-specific schedules
- Custom hour configuration
Instant Calculations
Updates in real-time as you add participants or modify schedules
- No page refresh needed
- Automatic DST handling
- Live timezone conversion
Easy Sharing
Copy formatted summaries to share with your team
- One-click copy
- Email-ready format
- All timezones included
Mobile Responsive
Works seamlessly on desktop, tablet, and mobile devices
- Touch-friendly interface
- Adaptive layout
- Full feature access
Privacy and Data Storage
- Local storage only - All participant data is saved in your browser
- No server uploads - Your schedules are never sent to any server
- No account required - Use the tool immediately without signing up
- No tracking - We don't monitor your timezone selections or meeting plans
Your privacy is paramount. Meeting Time Planner operates entirely in your browser with zero data collection, ensuring your scheduling information remains confidential.
— Privacy-First Design Principle
- 1. What is Meeting Time Planner?
- 2. How to Use Meeting Time Planner
- 3. Features and Capabilities
- 4. Frequently Asked Questions
- 4.1. Why does my local participant always show first?
- 4.2. What does "Outside" mean in the suggestions?
- 4.3. Why are there no "All in working hours" suggestions?
- 4.4. How does priority weighting work?
- 4.5. Does the tool account for Daylight Saving Time?
- 4.6. Can I schedule meetings for dates in the future?
- 4.7. Why does the same city appear in multiple countries?
- 4.8. How do I reset everything and start fresh?
- 4.9. Is my data shared with anyone?
- 4.10. Can I use this tool on mobile devices?
How to Use Meeting Time Planner
Finding the perfect meeting time across timezones takes just a few steps. Follow this guide to get started quickly and efficiently.
Add Participants
Click the Add Participant button to open the timezone selector. You have two convenient ways to add people:
- By Country: Search for a country, then select the specific timezone within that country
- By Timezone: Switch to the Timezone tab and search directly by city name or UTC offset
Popular cities are shown for quick selection. Each participant card displays their current local time and working status.
Set Working Hours
Each participant has default working hours (typically 9 AM - 5 PM). To customize:
- Click the edit icon on any participant card
- Choose a regional preset (USA, UK, Germany, Japan, etc.) for quick setup
- Or manually set custom start and end times
- Click Save to apply changes
Set Meeting Duration
Select your desired meeting length from the Duration dropdown. Options range from 15 minutes to 4 hours. The tool will find time slots where everyone can attend for the full duration.
Shorter meetings are easier to schedule - if you're having trouble finding overlap, try reducing the duration.
Set Priority (Optional)
If some participants' schedules are more important, drag their cards to reorder priority:
- #1 has the highest priority and receives more weight in suggestions
- Participants lower in the list have less influence on the recommended times
- This is useful when a key stakeholder's availability must be prioritized
Review Suggestions
The Best Meeting Times section shows up to 5 optimal time slots. Each suggestion displays:
- The time in your local timezone
- Each participant's local time at that slot
- Whether each person is within their working hours
- A quality indicator (All working / Most working / Some working)
Share the Schedule
Click Copy Summary to copy a formatted text version of the best meeting options. You can paste this into emails, chat messages, or calendar invites to share with your team.
Ready to useFeatures and Capabilities
Meeting Time Planner includes several powerful features designed to make cross-timezone scheduling effortless and accurate.
Visual Timeline
The timeline provides an intuitive visual representation of everyone's availability:
Working Hours Bars
Color-coded bars show when each participant is available (converted to your local timezone)
Overlap Highlighting
Marks periods when all participants can meet simultaneously
Now Marker
Indicates the current time on your timeline for context
Best Time Row
Summarizes the optimal meeting window at a glance
Smart Suggestions with Priority Weighting
The Best Meeting Times algorithm considers multiple factors to find optimal slots:
- Working hours overlap - prioritizes times when more participants are available
- Participant priority - weights suggestions based on card order (#1 has highest priority)
- Business hours preference - favors typical work hours (9 AM - 5 PM) when possible
- Meeting duration - ensures the full meeting fits within working hours
Priority Weighting Formula
This means the tool will favor times that work for higher-priority participants even if lower-priority ones fall outside their working hours.
Regional Working Hours Presets
Quickly set typical working hours with country-specific and industry-specific presets:
Standard Schedules
- 9-5: Traditional business hours
- 8-6: Extended workday
- Early Bird (7-4): Morning-focused schedule
- Late Start (10-7): Afternoon-focused schedule
Regional Presets (15+ Countries)
Americas
Europe
Asia-Pacific
Middle East
Industry-Specific Schedules
- Finance (8-5): Early start for market hours
- Tech/Startup (10-7): Flexible, later schedule
- Healthcare (7-3): Early shift pattern
- Retail (10-6): Customer-facing hours
Participant Management & Additional Features
Participant Management
Easily manage your meeting participants with intuitive controls:
- Add by country or timezone using the intuitive search modal
- View current time and working status on each card
- Customize working hours individually for each participant
- Drag to reorder priority for weighted suggestions
- Remove participants with one click
Data Persistence
Your settings are automatically saved for convenience:
Manual Re-entry
- Re-add participants each time
- Reconfigure working hours
- Reset preferences
- Lost priority order
Automatic Saving
- Participant list maintained
- Working hours remembered
- Duration preference saved
- Priority order preserved
All data is stored locally in your browser - no account or server connection required.
Copy Summary Feature
Generate a shareable text summary including:
- Selected date and meeting duration
- List of all participants with their timezones
- Top 3 meeting time options with local times for each person
- Working status indicators for each suggestion
Frequently Asked Questions
Why does my local participant always show first?
Your local timezone is automatically added as the first participant ("You") and serves as the reference point for all time calculations. The timeline and suggestions are displayed in your local timezone to make it easier to understand when meetings would occur for you.
This design ensures you always see meeting times in the context most relevant to your schedule.
What does "Outside" mean in the suggestions?
When a participant shows Outside status, it means the meeting time (including its full duration) extends beyond their working hours.
Example: If you schedule a 2-hour meeting starting at 4 PM and someone works until 5 PM, they would be marked as "Outside" because the meeting ends at 6 PM, which is after their working hours.
Why are there no "All in working hours" suggestions?
This happens when there's not enough overlap between participants' working hours to fit the selected meeting duration. Try these solutions:
- Reduce the meeting duration - a 30-minute meeting is easier to fit than a 2-hour one
- Adjust working hours - some participants may have flexibility in their schedules
- Check the priority - ensure key participants are ranked higher
- Consider asynchronous options - for extreme timezone differences, recorded presentations may work better
How does priority weighting work?
Participants at the top of the list (#1, #2, etc.) have more influence on the suggested meeting times. The algorithm assigns weights:
| Priority Rank | Weight | Influence |
|---|---|---|
| #1 | 100% | Maximum influence on suggestions |
| #2 | 80% | High influence |
| #3 | 60% | Moderate influence |
| #4+ | 40% and below | Lower influence |
This means the tool will favor times that work for higher-priority participants even if lower-priority ones fall outside their working hours. Use this feature when certain stakeholders must attend while others are optional.
Does the tool account for Daylight Saving Time?
Yes, the tool uses your browser's built-in timezone database, which includes DST transitions. Times are calculated based on the selected date, so DST is automatically applied when relevant.
Can I schedule meetings for dates in the future?
Yes, use the date picker to select any future date. The tool will calculate working hours and overlaps for that specific date, including any DST changes that may occur.
This is particularly useful for planning recurring meetings or scheduling far in advance when timezone offsets may differ due to DST transitions.
Why does the same city appear in multiple countries?
Some city names exist in multiple countries (e.g., Paris in France and Texas, USA). The timezone search shows the full timezone identifier (like "America/Chicago" or "Europe/Paris") to help you distinguish between them.
Common examples:
Paris, France→ Europe/Paris (UTC+1/+2)Paris, Texas, USA→ America/Chicago (UTC-6/-5)London, UK→ Europe/London (UTC+0/+1)London, Ontario, Canada→ America/Toronto (UTC-5/-4)
Always check the full timezone identifier to ensure you're selecting the correct location.
How do I reset everything and start fresh?
Click the Reset button in the actions section. This will:
- Remove all participants except your local timezone
- Reset the duration to 60 minutes
- Clear your browser's local storage for this tool
- Return all settings to defaults
Is my data shared with anyone?
No. All participant data, working hours, and preferences are stored locally in your browser. Nothing is uploaded to any server.
Your meeting planning data is completely private and never leaves your device.
Can I use this tool on mobile devices?
Yes, the interface is fully responsive and works seamlessly on phones and tablets. On smaller screens:
- Participant cards stack vertically for easy viewing
- The drag-to-reorder feature remains functional with touch gestures
- Timeline adapts to screen width
- All features are accessible and touch-optimized
The mobile experience is designed to be just as powerful as the desktop version, allowing you to plan meetings on the go.
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