Time Zone Meeting Planner

Schedule across time zones without the mental math

Remote teams, agencies and freelancers work with people everywhere, and “What time is that for you?” eats up a surprising amount of every week. This meeting planner lines up every city’s local time in one grid, highlights each location’s working hours and shows at a glance when everyone is available. It starts with Lahore, New York, Toronto, Los Angeles and London — a common mix for teams working between Pakistan and North America — and you can add dozens more cities.

How to use the meeting planner

1. Pick the meeting date. It applies to the first city, which acts as the reference.
2. Set the working day, for example 9 am to 5 pm. Every city is checked against the same hours.
3. Add cities from the list, remove the ones you don’t need, and use the arrows to reorder them.
4. Scan the grid: green rows are hours when every city is within working hours.
5. Tap a row to select that time, then copy the list of local times or the share link.

Reading the grid

Each row is one hour in the first city, and each column shows the matching local time in another city. Blue cells are within that city’s working hours, grey cells are night-time, and a small +1d or −1d means the city is already on the next day or still on the previous one. Cities with half-hour offsets, such as India (UTC+5:30) or Newfoundland, are shown with their exact minutes.

Daylight saving time is handled for you

Daylight saving time is the most common cause of missed international meetings. North America and Europe switch on different dates, and countries such as Pakistan, India and the United Arab Emirates don’t observe it at all, so the gap between cities changes during the year. Pakistan is 10 hours ahead of New York in winter but only 9 hours ahead when New York is on daylight time. This planner uses the time zone database built into your browser, so every time is calculated for the exact date you choose. Pick a date on the other side of a clock change to see how the overlap moves.

Tips for fair global meetings

• If there’s no overlap, rotate inconvenient slots so the same people aren’t always up early or late.
• Send invites from a calendar app, which converts times for each guest automatically.
• Write the time in the invite text in the main time zones, using the “Copy times” button.
• Keep cross-time-zone meetings short and record them for people who can’t attend.

Tracking hours for clients in different countries? Log them in the Timesheet Calculator and bill with the Invoice Generator. A clear email signature that includes your time zone also helps international contacts.