Calculator Inputs
Example Data Table
This example shows one practical cross-region scenario for testing the planner.
| Reference Timezone | Meeting Date | Duration | Participant | Timezone | Work Window | Illustrative Local Meeting Time |
|---|---|---|---|---|---|---|
| Europe/London | 2026-04-15 | 60 minutes | Karachi Team | Asia/Karachi | 12:00 - 20:00 | 17:00 - 18:00 |
| London Team | Europe/London | 08:00 - 16:00 | 13:00 - 14:00 | |||
| New York Team | America/New_York | 08:00 - 12:00 | 08:00 - 09:00 | |||
| Sydney Team | Australia/Sydney | 18:00 - 22:00 | 22:00 - 23:00 |
Formula Used
The calculator tests candidate meeting slots across the chosen reference day. Each slot is converted from the reference timezone into every participant’s local timezone.
Availability Ratio = Overlap Minutes ÷ Meeting Duration
Comfort Score = 1 − (Distance from Workday Center ÷ Half of Workday Length)
Preference Score = 1 − (Distance from Preferred Start Window ÷ 720)
Final Planner Score = (Availability Ratio × 70) + (Comfort Score × 20) + (Preference Score × 10)
The highest-ranked slots are the ones with stronger overlap, better local comfort, and better alignment with the preferred reference-time start window.
How to Use This Calculator
- Select the meeting date and the reference timezone you want to plan around.
- Enter meeting duration, slot interval, minimum required participants, and the preferred local start window.
- Enable at least two participants and set each timezone plus work hours.
- Click Plan Meeting to calculate ranked options.
- Review the recommended slot, top results table, and local times for every participant.
- Use the CSV and PDF buttons to export the ranked slot list.
Frequently Asked Questions
1. What does this planner actually optimize?
It balances three factors: overlap with each participant’s work window, comfort around the center of each workday, and how well the slot fits your preferred reference-time window.
2. Does it support daylight saving time?
Yes. The calculator uses timezone-aware conversions, so selected IANA timezones automatically reflect daylight saving changes for the chosen date.
3. Can I plan overnight or shift-based meetings?
Yes. If a participant works from a later time to an earlier time, such as 22:00 to 06:00, the calculator treats that as one overnight work window.
4. Why would a slot be marked partial?
A partial slot means the meeting does not fully fit inside every enabled participant’s work window. It still appears when it meets the minimum fully available participant threshold.
5. What does the search interval change?
The interval sets how frequently the planner checks candidate start times. Smaller intervals give finer results, while larger intervals run faster and produce fewer candidates.
6. How should I choose the minimum participant value?
Use the minimum value to decide how many people must be fully available. Set it to all enabled participants for strict overlap, or lower it for more flexible scheduling.
7. What is included in the CSV and PDF exports?
Both exports include the ranked meeting slot table, including reference times, UTC times, scores, availability metrics, and local time ranges for each enabled participant.
8. Is this planner a replacement for calendar software?
No. It helps you choose practical meeting times. After selecting a slot, you should still send the final event through your calendar platform.