Meeting Overlap Finder
Find the perfect meeting time for your global team. Add cities and discover overlapping business hours across time zones. This free time zone overlap calculator highlights fair meeting windows for distributed teams.
How MeetSpan calculates time zones (DST‑aware)
We use IANA time zones (for example: America/New_York) and apply daylight saving rules for each location automatically.
Your local time zone comes from your device settings, and you can override it anytime by selecting a city/time zone.
Scheduling reminder: local public holidays and movable observances (e.g., Ramadan/Eid, Lunar New Year) can shift working hours. Holiday/observance overlays aren’t enabled on MeetSpan yet—please confirm with local calendars.
If something looks off, double‑check your device date/time and time zone.
Select Locations
Add 1–10 team locations (for example London, New York, Sydney, Singapore) and, if you like, include your own time zone using the checkbox above. MeetSpan will calculate where their business hours overlap in local time.
All times use official IANA time zones and automatically account for Daylight Saving Time where applicable.
Tip: include your own city as one of the locations so you can quickly see how fair each suggested time is for you.
You have added the maximum of 10 locations. Remove one to add another.
No suitable overlap found for the selected cities.
Try enabling “Include my time zone”, adjusting the city list, or consider the “Extended” hours blocks in the workday table.
Best Meeting Times
After you add locations, the table and timeline below show the strongest overlap windows. Look for slots marked as excellent or good to keep meetings fair for everyone.
Aligned Workday View
This view shows only the anchor workday (09:00–17:00) and lines up all locations side‑by‑side so your team can read matching times instantly.
| Hour (anchor) | All in business hours | |
|---|---|---|
Full 24-Hour View (UTC)
| Hour (UTC) | Quality | |
|---|---|---|
When the Meeting Overlap Finder is most useful
This tool is built for real remote teams, not just abstract time zone math. Use it whenever you need to compare working hours across countries and find a fair window that avoids very early mornings or very late nights for most people.
Weekly team stand‑ups
Find one or two recurring slots that work for most of the team, then reuse the same settings every week.
Client & stakeholder calls
Check that proposed times are inside business hours for your clients before you send an invite or booking link.
Hiring & interviews
Coordinate interviews across countries so candidates do not have to join at unreasonable times.
Tip: after you find a suitable window with the Overlap Finder, you can also explore detailed time differences on our time difference hub or city pair pages such as London – Sydney for deeper context.
Popular overlap templates
Start with a proven setup, then tweak business hours and locations. The tool stays DST-aware automatically.
London time now
City page with live time, DST notes, and meeting tables.
New York time now
Useful when you schedule across US Eastern time.
London ↔ New York comparison
Pair page with live difference and a 7‑day planner.
Best-practice checklist
- • Add at least 2 cities, then align “working hours” for each location.
- • Watch for DST gaps between regions — the overlap can shift temporarily.
- • Use “Copy link” to share the same setup with your team.
- • Prefer a rotating schedule if the overlap is consistently unfair for one region.
How to Use the Meeting Overlap Finder
Finding a fair meeting time across multiple time zones can be tricky. The MeetSpan Meeting Overlap Finder analyzes business hours in all selected locations and suggests windows that work for most of your team.
Step-by-step guide
- Add locations: Use Add Location to search for each city or time zone you need, including your own.
- Set business hours (optional): Adjust the default 09:00–17:00 hours if your team uses different working patterns.
- Review best meeting times: The tool highlights recommended starting times and shows a quality rating for each window.
- Check the 24‑hour view: Scroll down to see how every hour of the day affects each location.
- Share the plan: Once you have a time that works, send it to the team or add it to your calendar.
Understanding the colours & ratings
- Excellent: All participants are within normal business hours. Ideal for recurring meetings and important calls.
- Good: Most people are in business hours, with one or two in extended hours (early morning or early evening). A good compromise for global teams.
- Fair: The meeting is possible but requires some participants to join outside their typical working day. Prefer these only when no better option exists.
Frequently asked questions
Can I add more than two cities?
Yes. The Meeting Overlap Finder is designed for distributed teams and supports multiple locations at once, not just simple city pairs.
What time zone does the tool use?
Each location uses its own official time zone and daylight saving rules. The overlap calculations are based on accurate local times for every city you add.
Is this only for business meetings?
No. You can use the Overlap Finder to plan remote team events, interviews, online classes, community calls, or any cross‑time‑zone activity.
What is a fair meeting time between the US and Europe?
As a rule of thumb, late afternoon in Europe and late morning on the US East Coast creates a reasonable overlap for many teams. Use the Overlap Finder to test specific locations (for example London, Berlin, New York and Toronto) and confirm that most people stay inside normal working hours.
How can I use the Overlap Finder for recurring meetings?
First, use the tool to find one or two strong overlap windows for all locations. Then keep the same start time for your recurring calendar invite and only adjust it if your team composition or time zones change. This keeps your schedule predictable while still being fair to most participants.
Advanced strategies for fair global meetings
Once you have a list of healthy overlap windows, you can apply a few simple strategies to make your meeting culture feel fair and sustainable for people in every time zone.
- Rotate the overlap window each quarter so regions take turns with the least ideal times.
- Separate decision meetings from status meetings and keep the former inside the best overlap block.
- Write agendas in advance so people in challenging time zones can still contribute asynchronously.
- Measure meeting load by region to make sure no time zone carries all the burden.
For one‑to‑one relationships, you can fall back to My Time vs City, or explore long‑term location choices with Best Cities for Me.
Popular overlap presets
One click to load common city combinations (DST-aware). You can add or remove cities after loading.
London + New York
UK ↔ US Eastern (team calls)
London + Tokyo
Europe ↔ Asia (big offset)
Los Angeles + New York
West Coast ↔ East Coast
Sydney + Singapore
APAC coordination
Dubai + London
UAE ↔ UK business hours
New York + Paris
US ↔ Europe collaboration
SF + Toronto + Berlin
3-city overlap example
London + New York + Tokyo
Global team (hard mode)
How to use the Meeting Overlap Finder
This tool is designed for remote and hybrid teams that need a fast, realistic view of when people can meet. Instead of guessing, you can see the overlap between several time zones in a single result.
Three steps to find a good meeting time
- Add the key cities or time zones where your teammates or clients are based.
- Set your preferred working hours, for example 09:00–17:00, and run the scan.
- Look at the suggested overlap windows and pick one that feels fair for everyone.
Where this tool works best
- Distributed product or engineering teams spread across 3–6 time zones.
- Agencies and consultants that maintain regular calls with clients worldwide.
- Companies that want to avoid forcing one region into constant late‑night meetings.
Meeting Overlap Finder FAQ
- What if there is no perfect overlap for all cities?
- The tool will show you the best possible windows, even if one or two cities have slightly inconvenient times. You can then decide whether to rotate the inconvenience between regions.
- Can I use the results for recurring meetings?
- Yes. Once you have found a healthy overlap window, you can reuse it weekly or bi‑weekly, and only revisit it when team members or time zones change.