Plan a meeting across time zones

by Lewis Smith 2 min read

Finding a meeting time across time zones usually means a lot of mental maths, and someone getting a 6am invite. The new meeting planner in World Time Widget does the maths for you. Pick a slot and it tells you straight away whether it works for everyone.

Open the planner

In the Calculator, tap Make a Plan. Or, with the Calculator closed, tap the calendar-and-clock button next to it in the bottom bar. The planner opens full screen, with a one-hour slot starting about an hour from now. If you’ve already scrubbed the Calculator to a time, it starts there instead.

The meeting planner open on iPhone Duo, with the verdict and your calendar on the left and everyone’s day on the right

Does it work for everyone?

The card at the top gives you the answer:

Works for everyone in green
Outside working hours for… in amber
…would be asleep in red, for anyone between 10pm and 7am
Clashes with… if it overlaps something in your calendar

Below it, Everyone’s day shows a row for each of your clocks, with you at the top, and bands for working hours, daylight and night.

Move the slot

Drag the slot in 15-minute steps, drag its grips to make it longer or shorter, or drag the bands to slide through the day. Tap the start time to type one in, or tap the length to pick anything from 30 minutes to 3 hours. To leave someone out, switch their clock off in the Time zones sheet.

See your calendar

Give the planner access to your calendar and your bookings show as grey blocks on your row. The events nearest the slot are listed underneath, so you can see that the call would start straight after lunch. All-day events, events marked Free, and invitations you’ve declined don’t count as clashes. Everything still works if you’d rather not share your calendar.

When you’ve found a time, tap Share and Save:

Add to calendar opens a new event with the times filled in, and each person’s local time in the notes.
Create Reminder sets a reminder in the app for the start of the meeting.
Share sends the time as text, with a line for each place, so everyone sees it in their own time.

Get it

The meeting planner is part of Premium Club and needs iOS 26 or later. It works on iPhone, iPad and iPhone Duo, where the planner’s two halves line up with the fold.