Recurring Meeting Finder

Scheduling a one-off call across time zones is annoying. Scheduling a recurring one? That's where things get messy. Your 10 AM Tuesday standup might work great in January, but come March, half the team is suddenly joining an hour early because the US switched to daylight saving time while Europe hasn't yet.

Most calendar apps don't account for this. They set a fixed UTC offset and call it a day. Three weeks later, someone's either late or logging in at an ungodly hour wondering what happened. We've all been there.

This tool takes a different approach. Instead of picking a time and hoping it holds up, it generates every occurrence over your chosen period and checks each one against actual working hours in each timezone. The result is a consistency score — a single number telling you how reliable your meeting time really is across all future dates.

Step 1: Add your team's locations. Type in cities or pick from the list. You can add up to 8 locations — the tool pulls the correct IANA timezone for each.

Step 2: Pick your recurrence pattern. Daily, weekly, bi-weekly, or monthly. There are presets too: "Daily Standup" automatically filters to weekdays, "Sprint Planning" gives you bi-weekly on Mondays.

Step 3: Review the results. The tool simulates the next several weeks of meetings. Each suggested time slot shows the consistency score — 95% means the time works well almost every session. Below 70%, you might want to consider alternating slots.

Step 4: Export to your calendar. Once you're happy with a time, export it as an ICS file with proper RRULE recurrence or add it directly to Google Calendar. The export includes the correct timezone so calendar apps handle future DST transitions properly.

Aim for 85%+ consistency. If you can't hit that with a single time slot, you're better off with two alternating slots. Monday at 9 AM UTC for one week, Wednesday at 3 PM UTC the next. It sounds complicated, but it's fairer than making one timezone always sacrifice.

Watch the DST danger zones. Early March and late October are when most scheduling mishaps happen. The US and Europe don't switch on the same weekend, so for about three weeks each spring and one week each fall, your offsets are different from usual. This tool flags those periods automatically.

Shorter meetings survive timezone gaps better. A 30-minute standup is much easier to fit into a narrow overlap window than a 90-minute planning session. If your team spans more than 8 hours of offset, consider keeping recurring calls under 45 minutes and using async tools for the rest.

For teams that need a visual overview of the whole week, try the availability heatmap — it shows every hour of every day color-coded by team availability.