Online Tool Store
· 4 min read
Best 3 Meeting Planner Tools Compared
Manesh Jayawardhana
CIO & Co-founder
You’ve got teammates spread across time zones and need to find the hours that actually work for everyone, without doing time zone math in your head.
Some meeting planners cap how many cities you can compare on the free tier, or push you toward creating an account before showing the overlap you actually came for.
How to judge a meeting planner tool
No arbitrary city limit. A three-city cap on a “free” planner defeats the purpose for larger distributed teams.
Handles daylight saving automatically. Time zone offsets shift twice a year in many places — a planner that doesn’t account for this will quietly give you the wrong hour.
Shows working-hour overlap clearly. A visual grid highlighting when everyone’s normal hours overlap is far faster to read than a list of raw offsets.
No signup for a quick check. Finding a meeting time is a two-minute task; it shouldn’t need an account.
The comparison
| Tool | Best for | Free tier | Watch out |
|---|---|---|---|
| TimeZoneOverlap.co | Unlimited cities, no paywall | Free, no signup | DST handling isn’t explicitly documented |
| MyTimeIs.com | Calendar export (.ics), shareable links | Free forever, no signup | Capped at 10 participants |
| Koalendar | DST-aware via IANA time zones | Free, no signup for the planner | Broader paid service promoted alongside the free tool |
| Meeting Planner | 24-hour overlap grid with highlighted best times | Free, no signup | No calendar export or shareable link |
Facts checked August 2026; tools change their plans.
TimeZoneOverlap.co
TimeZoneOverlap.co explicitly rejects the “3 city limit” pattern common on other planners — you can compare as many time zones as you need, completely free, with no email or calendar access required to start.
It isn’t for someone who wants documented DST handling confirmed upfront — the page doesn’t explicitly state how daylight saving is managed, though most modern browser-based time zone tools handle it via standard time zone databases.
MyTimeIs.com
MyTimeIs.com adds practical extras: one-click .ics export for Google Calendar or Outlook, shareable links that preserve your locations and date, and automatic DST adjustment — all with zero tracking or ads.
It isn’t for someone coordinating a very large team — it supports up to 10 participants, which covers most team meetings but not a large all-hands.
Koalendar
Koalendar uses IANA time zones so offsets update correctly for daylight saving time, and overlays everyone’s stated working hours on one timeline to highlight the hours that work for all of them.
It isn’t for someone who wants a completely separate, standalone tool — the free planner sits alongside promotion for Koalendar’s broader paid scheduling service.
Meeting Planner
Our tool lets you add teammates in different time zones with their working hours and shows a 24-hour overlap grid highlighting the best shared meeting time, entirely in your browser.
A real limitation: there’s no calendar export or shareable link — once you find the time, you’ll need to manually add it to your calendar and share it with your team.
Which one to pick
If you want a fast, visual overlap grid with no signup, use our Meeting Planner.
If you need to export the result directly to a calendar or share a link with your team, use MyTimeIs.com.
If you’re coordinating a large team with no city limit, use TimeZoneOverlap.co.
If you specifically want confirmed IANA-based DST handling, use Koalendar.
How to do it with Meeting Planner
- Open the Meeting Planner.
- Add each teammate with their time zone and working hours.
- Read the 24-hour overlap grid to find the best shared meeting time.
Browse the full tools directory for more free, browser-based scheduling tools.
You might also need
If you just need to check the current time across a few cities without building a full meeting plan, our World Clock shows live clocks for any cities you choose, each with its date and UTC offset.
Frequently asked questions
Is there a free meeting planner that doesn’t need an account?
Yes. Our Meeting Planner and all three alternatives here find a shared meeting time without requiring signup.
How does daylight saving time affect meeting planning?
Time zone offsets shift for regions observing daylight saving, and not every region observes it or shifts on the same date. A planner that uses standard time zone databases (IANA time zones) rather than fixed offsets will adjust automatically as dates change.
What’s a reasonable meeting time for a globally distributed team?
There’s no single answer, but many distributed teams look for a “golden hours” window where the largest number of time zones fall within reasonable working hours, even if it’s early morning or late evening for a subset of the team — a tradeoff documented in remote-work scheduling guides like GitLab’s handbook on asynchronous work.
Final thought
For a quick meeting time check, pick the planner that shows the overlap grid immediately — save the calendar export and sharing features for when you’ve actually settled on a time and need to lock it in.