What is a pain score?

A pain score measures how disruptive a meeting time is for a participant. A score of 0 means the slot falls within their preferred hours. A score of 9 means the slot is in their sleeping hours (22:00–07:00). The total pain is the sum across all participants — lower is better.

How many participants can I add?

You can add up to 10 participants. Each can have a different timezone and a custom preferred-hours range.

What if there is no good overlap?

If every possible slot has a high total pain score, the Async Suggestions panel appears automatically with structured alternatives like async video, shared docs, or scheduling polls.

What does the fair rotation schedule show?

It shows a 4-week plan where the meeting time rotates to balance inconvenience across participants. The person who takes the most pain in week 1 gets a better slot in week 2, and so on.

Can I export to Google Calendar or Outlook?

Yes. Click Export .ics on any slot to download a standard iCalendar file that opens in Google Calendar, Apple Calendar, Outlook, and any other calendar app. The event description includes each participant's local time.

Does it account for Daylight Saving Time?

Yes. All time calculations use the IANA timezone database via the browser Intl API, so DST transitions are handled automatically.

Is my data stored anywhere?

No. All calculations happen in your browser. Only your IP address is used for the initial location detection — it is not stored.

Free Online Tool

Meeting Time Planner

Find the best meeting time for your global team — instantly. Ranks every slot by total discomfort, suggests a fair rotation, and exports directly to your calendar.

Current Time

12-Hour

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24-Hour

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Date

Meeting Participants

Timezone

Work Start

Work End

Timezone

Work Start

Work End

Meeting Date

What is a meeting time planner?

A meeting time planner helps distributed teams find the best time to meet across multiple timezones. Instead of manually checking each person's working hours and cross-referencing clocks, the planner analyzes every possible 15-minute slot in a 24-hour day and ranks them by how disruptive each slot is for every participant.

Unlike a simple world clock, this tool quantifies the pain score — a measure of how far outside someone's preferred working hours a meeting falls. A slot at 3 AM scores high; a slot within everyone's business hours scores zero. For teams spanning many time zones, the fair rotation feature distributes discomfort equitably so no single person is always stuck with the inconvenient time.

How to use the meeting time planner

1Add each participant by searching for their city or country in the location field.
2Set each person's preferred working hours — defaults to 09:00–17:00 but fully customizable per participant.
3Pick a meeting date and click Find Best Meeting Times.
4Review the ranked slots — each shows every participant's local time and individual pain score.
5Click Export .ics on the best slot to download a calendar invite with all local times in the description.
6If no good overlap exists, the Async Suggestions panel shows structured alternatives.

How the pain score works

Within preferred hours

The meeting falls inside the participant's custom preferred hours — zero discomfort.

Off-preference but in-hours

Within 09:00–17:00 but outside their specific preferred range — minimal disruption.

After-hours

Slot falls in 17:00–22:00 or 07:00–09:00 — inconvenient but manageable occasionally.

Sleeping hours

Slot falls in 22:00–07:00 — a highly disruptive time to schedule any meeting.

What is fair rotation?

In a globally distributed team, there is rarely a time slot that is perfectly convenient for everyone. The fair rotation system takes the top viable slots and cycles through them week by week, ensuring that the participant who bears the most inconvenience this week gets a better slot next week.

Over four weeks, the cumulative pain is balanced as evenly as possible across all participants. No single person is always stuck with the early morning or late-night call.

	Week 1	Week 2	Week 3	Week 4
Alice	10:00 🟢	14:00 🟢	09:00 🟢	12:00 🟢
Bob	04:00 🔴	08:00 🟠	03:00 🔴	06:00 🟠
Chen	17:00 🟠	21:00 🔴	16:00 🟠	19:00 🟠
Pain ↑	Bob	Chen	Bob	Alice

Common uses

Weekly distributed standup

Find the one slot per week that works for London, New York, and Singapore — without always sacrificing one team.

Cross-timezone sprint planning

Rank slots for a planning session across three continents and export a recurring calendar invite.

Executive stakeholder calls

When leadership is spread across offices, the pain score shows instantly who bears the most cost.

Contractor coordination

Add freelancers with irregular hours and custom preferred-hours ranges to find the mutual window.

Global product launches

Plan announcement calls where the majority of key regions are in working hours.

Why use this planner

Quantified fairness — Pain scores replace gut feel with numbers, making it easy to justify why a particular slot was chosen.

Fair rotation built in — Automatically generates a 4-week rotation schedule so the discomfort is distributed across the team.

Up to 10 participants — Add every stakeholder, not just two timezones.

Custom preferred hours per person — Not everyone works 09:00–17:00. Set each participant's actual hours for accurate results.

Calendar export — Download a .ics file for any ranked slot or all 4 rotation weeks — the event description includes every participant's local time.

Async suggestions — When no good overlap exists, the tool recommends structured async alternatives instead of forcing a bad meeting.

No sign-up required — Everything runs in your browser. Nothing is stored.