Meeting Planner
Find overlapping business hours across timezones.
Scheduling a call when teammates span New York, London, and Tokyo means finding hours that fall inside everyone's workday. Utilitoo's Meeting Planner compares multiple IANA timezones against configurable business hours and highlights overlapping windows where everyone is available.
Remote team leads planning weekly syncs, recruiters booking interviews across regions, and sales teams coordinating demos with international prospects all need overlap math without spreadsheet errors. Daylight saving shifts make manual offset tables unreliable twice a year.
Add participant timezones, set your business start and end hours, and click Find overlap. Utilitoo shows each hour block where all zones fall within working time, with local times listed per participant. Pair with World Clock for live city times or Timezone Converter for one-off conversions.
Planning runs entirely in your browser on Utilitoo. Your meeting schedules are never uploaded to any server. Free, accurate, and privacy-first for distributed teams and anyone coordinating across time zones.
Meeting Planner searches for hours when every selected timezone falls inside configurable business hours. It replaces error-prone offset spreadsheets for distributed teams.
Common use cases
- Finding overlap for a three-region engineering sync.
- Booking customer demos across US and EU business hours.
- Interview loops with candidates and interviewers in different zones.
- Support handoff windows that must sit inside two teams' workdays.
- Avoiding DST mistakes when spring and fall clocks change on different dates.
Tips & common mistakes
Set business hours to the actual working window, not a 24-hour day. Add every participant zone. Confirm the final invite in each person's local time with World Clock or Timezone Converter. Name each timezone after a person or office so the result is easy to paste into an invite description. Re-run after DST changes. World Clock keeps live times visible during the call itself.
Common errors
- Forgetting a participant's zone yields false 'everyone free' windows.
- Using outdated fixed offsets instead of IANA zones around DST weekends.
How to use
- Add participant timezones.
- Find overlap windows.
Frequently Asked Questions
How do I find a meeting time across timezones?▼
Add each participant's timezone, set business hours, and click Find overlap to see shared availability windows.
Can I customize business hours?▼
Yes. Set the start and end hour to match your team's standard workday, such as 9 AM to 5 PM.
Does it handle daylight saving time?▼
Yes. Utilitoo uses IANA timezone data through your browser, accounting for regional DST rules. For why fixed UTC+N spreadsheets fail twice a year, see the blog guide Timezones and DST Pitfalls for Schedulers.
How many timezones can I compare?▼
Add as many timezones as you need. Overlap requires all selected zones to be within business hours simultaneously.
Is my schedule data stored?▼
No. Timezones and business hours stay in the tab. Overlap windows are computed locally - nothing is saved on Utilitoo servers.
Related Tools
Timezone Converter
Convert times between timezones.
World Clock
View multiple city times at once.
Current Time in City
See current local time in any city.
Business Hours Checker
Check if a business is open now.
Countdown Timer
Set a countdown to any date and time.
Date Difference Calculator
Calculate days between two dates.