Booking a call with a client in London, a producer in Atlanta and a teammate in Nairobi? Add each city and the planner lines up everyone’s day hour by hour. Green means working hours, amber means early or late, grey means night or weekend. It picks the best slot and makes a calendar invite in one tap.
Meeting planner
Add up to 4 cities, set your working day and see where everyone's hours overlap. The planner suggests the best time and makes a calendar invite.
Loading…
Runs on your device with its built-in time zone rules. Nothing you enter is sent to our server.
How it works
- Pick the cities on the call. The first city sets the date.
- Set the working day (9 AM to 5 PM by default) and the meeting length.
- Green cells are working hours, amber is early or late, grey is night or weekend. The best slot is highlighted.
- Tap a row to choose a time, then download the .ics file or copy the times for your message.
Frequently asked questions
How does the planner choose the best time?
It checks every hour of the day in the first city and counts how many cities are inside their working hours, skipping weekends. When several hours tie, it prefers the one closest to the middle of everyone's day, so nobody gets the 8 AM or 6 PM slot if there is a better option.
What is the best meeting time for Lagos, London and New York?
Usually 2 PM to 4 PM in Lagos. That is 1 PM to 3 PM in London in winter (2 PM to 4 PM in summer) and 8 AM to 11 AM in New York, depending on the time of year. Put the date in the planner to see the exact hours, because the US and UK change their clocks on different weekends.
Can I add more than 4 cities?
The free planner handles up to 4 cities, which covers most client calls. Pro, which is coming soon, adds unlimited cities and saved teams. Join the waitlist on this page to hear when it launches.
Does the calendar file work with Google Calendar and Outlook?
Yes. The .ics file stores the meeting in UTC, so Google Calendar, Outlook and Apple Calendar all show it at the right local time for each person. Open the file on your phone or import it in your calendar app.
Are public holidays shown?
Weekends are marked for every city, but public holidays are not, because they differ by country and sometimes by state. Check your client's holidays before you book, for example US Thanksgiving or UK bank holidays.
Does this tool handle daylight saving time?
Yes. It uses your browser's built-in time zone database (the IANA database that phones and computers use), so summer and winter time changes are applied for the exact date you pick. Nigeria (WAT, UTC+1) never changes its clocks, but the US, Canada, the UK and Europe do, so the gap to them moves by one hour twice a year.
Tips for meetings across time zones
- Write the time zone every time. “3 PM WAT / 10 AM ET” leaves nothing to guess. The copy button writes it for you.
- Watch March and November. The US changes its clocks two to three weeks before the UK and Europe, so for a few weeks the usual gaps are off by an hour.
- Rotate the bad slot. With US West Coast clients someone always joins early or late. Take turns.
- Send a calendar invite. The .ics file stores the time in UTC, so each person’s calendar shows it in their own zone.
Share your hours instead of going back and forth
Make a working-hours link once and put it in your email signature or Upwork profile. Clients open it and see your hours in their own time. The link carries the hours itself, so there is no account and nothing is stored.