Time Zone Meeting Planner
See everyone's schedule at a glance. Pick a time that works, share the link, and stop the endless "does 3pm work for you?" emails.
Meeting Planner Tool
Scheduling Shouldn't Be This Hard
We've all been there. You need to schedule a call with your London office and your Singapore team. You send a few time options. Someone replies with "I think that's midnight for me?" Another person asks "is that your time or my time?" By the fourth email, you've lost track of who said what.
The problem isn't that timezone math is complicated. It's that doing it in your head while also trying to remember DST rules and whether India is 5 hours or 5.5 hours ahead—that's where mistakes happen. And one mistake means a missed meeting or someone waiting on an empty call.
This planner shows you a visual timeline for each location. You can see at a glance when 2pm your time falls in each timezone, and whether that's during working hours or the middle of the night. Pick a time, generate a shareable link, and everyone sees the meeting in their local time. Done.
What You Can Do
Add Up to 8 Locations
Cover your whole team, from New York to New Delhi to New Zealand. Each location shows its current time and working hours at a glance.
Visual Timeline
See a 24-hour timeline for each city, color-coded by working hours (green), early/late (amber), and night (dark). Instantly spot overlap zones.
Smart Suggestions
Not sure when to meet? We'll suggest the best times based on everyone's working hours. See ranked options with clear indicators for each person.
Shareable Links
Generate a link that shows the meeting time in each recipient's local timezone. No more "is that your time or mine?" confusion.
Calendar Export
One-click export to Google Calendar or Outlook. Or download an ICS file that works with any calendar app. The timezone is baked in correctly.
DST-Aware
We use the IANA timezone database. DST transitions, half-hour offsets, countries that don't observe DST—all handled automatically.
How to Plan a Meeting
- Add your locations. Click "Add City" and search for each place where participants are located. The tool starts with New York, London, and Tokyo as defaults—remove or replace them as needed.
- Review the timeline. Each city gets a row showing 24 hours. Green sections are working hours (9am-6pm by default). Look for vertical bands where multiple cities have green sections overlapping.
- Pick a time or use suggestions. You can click any suggested time, or open the full planner to manually select a specific time and date. The interface updates to show what time that would be in each location.
- Share the link. Click the share button to copy a link. When recipients open it, they'll see the meeting time in their local timezone.
- Export to calendar. In the full planner, export directly to Google Calendar, Outlook, or download an ICS file. The event will appear at the correct local time in each person's calendar.
Who Uses This
Remote Teams
If your company has people spread across multiple timezones, you probably schedule cross-timezone meetings every week. This saves you from the mental math every time.
Freelancers & Agencies
Working with clients in different countries? Send them a link showing the meeting time in both timezones. Professional and error-free.
Sales Teams
Scheduling demos with prospects across the globe? Find times that work without the back-and-forth. Faster scheduling means faster deals.
Anyone with Family Abroad
Coordinating video calls with relatives in another country? Find times when everyone's awake and not at work. Grandma deserves better than a midnight call.
Tips for Better Global Meetings
Include the Timezone in Invites
Even with a proper calendar invite, add the time with timezone to the meeting description. "3pm ET / 8pm GMT / 5am SGT next day." It prevents confusion when people forward the invite or check it on different devices.
Rotate Meeting Times
If you have a recurring meeting across continents, don't always make the same person join at midnight. Rotate times so the inconvenience is shared. It's fairer and prevents resentment.
Keep Meetings Short
If someone's joining at 7am or 10pm, respect their time. Have an agenda, stick to it, and end early if you can. Save the casual chat for times when everyone's in normal hours.
Send Recordings for Those Who Can't Attend
If the overlap is impossible, make attendance optional for the most affected timezone. Record the meeting and share it with a summary of decisions and action items.
Frequently Asked Questions
How does the meeting planner handle time zones?
We use IANA timezone identifiers (like "America/New_York" instead of "EST") which automatically account for DST transitions. When you pick a meeting time, we calculate the exact local time for each participant based on their timezone rules for that specific date.
Can I share a meeting time with people who don't use Whenest?
Yes. Click the share button to generate a link. When your teammates open it, they'll see the meeting time converted to their local timezone automatically. No account needed on their end.
What calendar apps can I export to?
You can export directly to Google Calendar and Outlook with one click. We also generate ICS files that work with Apple Calendar, Thunderbird, and any other calendar app that supports the iCalendar format.
Can I save team configurations?
Yes. In the full planner, you can save team presets with custom working hours for each location. Load a saved team with one click instead of adding cities manually each time.
How many locations can I add?
Up to 8 locations in the full planner. Most teams find 3-5 is the practical limit for any single meeting. Beyond that, consider splitting into regional calls.
Does it work on mobile?
Yes. The planner is fully responsive. You can add cities, view timelines, and share links from your phone. The visual timeline adapts to smaller screens while staying readable.
Related Tools
Time Zone Converter
Just need to check current times? The converter shows live clocks for multiple cities without any planning features.
Overlap Finder
Not sure if any good meeting time exists? The overlap finder shows you the best available windows based on working hours.
Recurring Meetings
Need a regular weekly standup or bi-weekly sync? Find times that stay consistent across DST changes.
Availability Heatmap
See your whole team's availability at a glance with a 7-day by 24-hour color-coded heatmap.