Time zone meeting planner
Scheduling an interview across three time zones shouldn't take six emails. Add each participant's city, pick the date, and we'll surface every working-hour overlap — with a Google or Outlook link in one click.
Hour grid (local time per person · green = inside everyone's working hours)
| Person | 12a | 1a | 2a | 3a | 4a | 5a | 6a | 7a | 8a | 9a | 10a | 11a | 12p | 1p | 2p | 3p | 4p | 5p | 6p | 7p | 8p | 9p | 10p | 11p |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Recruiter (You) | 20 | 21 | 22 | 23 | 0 | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 |
| Candidate | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 | 17 | 18 | 19 | 20 | 21 | 22 | 23 | 0 |
| Hiring Manager | 5.5 | 6.5 | 7.5 | 8.5 | 9.5 | 10.5 | 11.5 | 12.5 | 13.5 | 14.5 | 15.5 | 16.5 | 17.5 | 18.5 | 19.5 | 20.5 | 21.5 | 22.5 | 23.5 | 0.5 | 1.5 | 2.5 | 3.5 | 4.5 |
Best overlapping slots
No overlap inside everyone's working hours. Try widening the working-hour band, or dropping the least flexible attendee from the panel.
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How to schedule a meeting across time zones
The fastest reliable method to find a meeting time that works across time zones: lock the working-hour band first (most teams use 9–18 local), then find the UTC hour where every attendee's local time still falls inside that band. That's exactly what the grid above does — green cells are slots where every person on your panel is inside their working day.
A world clock meeting planner built for recruiters
Most world-clock and time-zone-converter tools assume one organiser and one date. They don't help when you're scheduling a panel interview across three continents, or when DST kicks in and your "9 AM London / 4 AM New York" slot shifts by an hour. This planner treats every attendee as a first-class participant, uses IANA time zones so daylight saving time is correct per region, and produces a Google Calendar or Outlook invite with both time zones in the description — no manual conversion, no missed meetings.
Common interview overlap windows
- US East ↔ Europe: 13:00–17:00 UTC (9 AM–1 PM ET / 14:00–18:00 London).
- US West ↔ Europe: 16:00–17:00 UTC (9–10 AM PT / 17:00–18:00 London).
- US East ↔ India: 13:00–14:00 UTC (9–10 AM ET / 18:30–19:30 IST).
- Europe ↔ India: 09:00–12:00 UTC (10 AM–1 PM London / 14:30–17:30 IST).
- US West ↔ Asia-Pacific: 23:00–01:00 UTC the next day (4–6 PM PT / 8–10 AM Sydney).
Tips for HR teams scheduling cross-timezone interviews
- Always confirm in the candidate's local time, not yours.
- Avoid the candidate's first or last working hour — leave breathing room.
- For cross-continent panels (US ↔ Asia), expect one side to flex by 1–2 hours.
- Send the calendar invite with both time zones in the description (this planner does that automatically).
- For recurring touchpoints, rotate the inconvenient hour fairly across regions.
Frequently asked questions
How do I find a meeting time that works across multiple time zones?+
Add each attendee's city to the planner, set the working-hour band (e.g. 9–18 local), and pick a date. The grid highlights every UTC hour where every attendee is inside their working hours — those green cells are the times that work for everyone. Click Google or Outlook to send the invite in one step.
What is the best free time zone meeting planner for recruiters?+
RecruitFlow's planner is purpose-built for recruiters and HR: it defaults to interview-friendly working hours, shows side-by-side local times for the candidate, recruiter, and hiring manager, and generates calendar links with both time zones in the invite description. There is no sign-up, no ads, and no attendee limit.
How do I schedule an interview between the US, Europe, and India?+
The realistic overlap is roughly 13:00–15:00 UTC — about 9–11 AM ET, 13–15 London time, and 18:30–20:30 IST. For Pacific-time recruiters, push to 16:00–17:00 UTC and ask India to flex to early evening. The planner shows this overlap automatically once you add the three cities.
Does the planner handle daylight saving time?+
Yes. It uses each city's IANA time zone (for example America/New_York, Europe/London) and the JavaScript Intl API, so DST transitions in March, October, and November are handled per-region — no manual adjustments.
Can I send a Google Calendar or Outlook invite from the tool?+
Yes. For every overlapping slot, click 'Google' or 'Outlook' to open a pre-filled invite with the title, start/end time in UTC, and a description listing every attendee and their local time zone.
What's the difference between a world clock and a meeting planner?+
A world clock just shows what time it is right now in different cities. A meeting planner overlays everyone's working hours on a future date and surfaces the slots where all attendees are available — which is what you actually need to schedule across time zones.
Is this tool free?+
Yes — fully free, no account, no email gate, no per-user limit. It's part of the free recruiting toolkit on recruitflow.io.
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