By TimeThere · Updated
A useful meeting invitation names a date, a city and a time. “Tuesday at 9” leaves every attendee guessing whose clock to use. Start with the organizer’s city, then compare the exact same moment for everyone else.
Start with the cities, then choose the date
Open the meeting planner, add the attendee cities and choose your reference city. Enter the event’s date before comparing the hours. Cities may change clocks on different weekends, so today’s time difference may be wrong for a meeting next month.
A worked example: London, New York and Tokyo
On January 15, 2026, 14:00 in London is 09:00 in New York and 23:00 in Tokyo. London and New York have a shared working window, but Tokyo does not fit the planner’s default 09:00–18:00 range.
On July 15, 2026, the same 14:00 London appointment is 09:00 in New York and 22:00 in Tokyo. Tokyo’s clock has not shifted; London’s has. Simply reusing January’s local times would change the intended moment.
When there is no shared working window
The planner evaluates the full duration, not just the starting minute. A one-hour meeting must finish by 18:00 in every selected city. A missing suggestion means there is no match under those defaults; it does not mean the tool failed.
Try a shorter session, split the discussion into two groups, or agree on an occasional early or late call. For a recurring team meeting, rotate the inconvenient time rather than assigning it to the same people every week. The planner does not check weekends, holidays or personal calendars.
Share an exact moment and check the invitation
- Select the final date and time in the converter.
- Check every city’s date, especially around midnight.
- Use Share time so everyone opens the same comparison.
- Download the calendar file and inspect it in your calendar app before inviting attendees.
TimeThere’s calendar download describes one event in UTC. It does not create a recurring series or send invitations. A weekly meeting should be created in a calendar with the organizer’s named time zone so the recurrence rule is explicit.
Recheck the weeks around a clock change
London and New York do not always change clocks on the same date. Review a recurring meeting around March and late October or early November. See the New York–London comparison and our daylight saving guide for the difference between a changing offset and a repeated local hour.