Time zones
How to schedule a meeting across time zones
Decide which time zone the meeting follows, switch the Times in setting on Meeto's Meetings page to that zone and schedule at a time inside everyone's working hours. Guests' calendar invitations convert the time to their own zone. For one-to-one calls, share a booking page: it shows each guest your open slots in their local time.
How do I schedule a meeting for people in different time zones?
A meeting happens at one moment for everyone; only the clock reading differs. The task is to choose the zone the meeting is anchored to and a time that suits as many people as possible.
- Anchor the meeting to one zone. Usually the zone of the person who leads it, or of the largest group. A meeting is stored in one zone and every calendar converts it for its owner. For a recurring meeting this choice also decides how it behaves when clocks change.
- View your calendar in that zone. In the dashboard open Meetings. Under the view switch the line Times in shows the current zone and its GMT offset. Select change, search for a city and pick it; the calendar and the scheduling form then use that zone. To go back, choose Follow my device.
- Pick the overlap. Compare working hours in the chosen zone. A team in Berlin and New York overlaps in the New York morning; Berlin and Singapore overlap in the Berlin morning. If there is no overlap, rotate the slot between regions over the weeks.
- Schedule. Click the slot in the Week view or use New meeting → Schedule for later. The meeting is created in the zone shown under Times in, so 09:00 means 09:00 in that city.
- Invite. Add the guests' emails. Each guest receives a calendar invitation that their calendar converts to local time. For one-to-one meetings where each person picks their own slot, share your booking page instead: guests see your open hours in their own time zone.
Meeto notices when your device moves to another time zone, for example after a flight, and asks which city's times the page should show.
Which time zone does each part of Meeto use?
| Place | Time zone used |
|---|---|
| Meetings page and scheduling form | The zone shown under Times in: your device's zone unless you changed it. |
| A scheduled meeting and its series | The zone it was scheduled in. A repeating meeting says The repeat follows the … time zone. |
| Guest invitation in a calendar | The guest's own zone: the calendar converts it. |
| Invitation and reminder email text | The organizer's zone, with the note that the guest's calendar shows their own. |
| Your booking page hours | The zone under Time zone in Availability, or your current location if Follow my location is on. |
| Slots a guest sees when booking | The guest's own zone, detected automatically, with a selector to change it. |
How do I avoid daylight-saving mix-ups?
Countries change their clocks on different dates, and many never change them. For a few weeks each spring and autumn the gap between two cities can shrink or grow by an hour.
Anchor to the leader's zone
The series keeps its local time in that zone, so the person running it always sees the same time. Others may see a one-hour shift for a few weeks.
Warn the group
Before the change, tell guests in other zones that the meeting will look an hour earlier or later in their calendar for a while.
Preview it as a guest
Switch Times in to a guest's city. The Week view then shows the series as that guest sees it, including the weeks when it shifts.
Calendar invitations handle the conversion correctly; the shift is real, not an error. Re-check the overlap if a meeting falls near the edge of someone's working day.
How can scheduling be fair across regions?
- Rotate early and late slots between regions when there is no overlap, instead of always asking the same people to stay late.
- Let people book their own slot for one-to-one meetings with a booking page, where your working hours, minimum notice and buffers decide what can be booked.
- Record what late joiners miss. On Pro and Team an AI summary with a share link gives people who could not attend the decisions and action items; see how to take meeting notes with AI.
- Remind people a day ahead when the meeting is early for them, with reminder emails to guests.
Frequently asked questions
Will guests see the meeting in their own time zone?
In their calendar, yes. The invitation carries the meeting's time zone, so Google Calendar, Apple Calendar and other calendar apps show it in the guest's local time. The email text gives the time in the organizer's zone and says so: In the organizer's time zone — your calendar shows yours.
What happens to a weekly meeting when the clocks change?
A recurring meeting keeps its local time in the zone it was scheduled in. When daylight saving time starts or ends there, but not in a guest's country, the meeting moves by an hour for that guest, usually for a few weeks in spring and autumn. Check the overlap again around those dates.
Do guests choose their time zone on my booking page?
They do not have to. The booking page shows slots in the guest's own time zone automatically, with a selector labelled Your time zone — slots are shown in it in case they want another one, for example when booking for an upcoming trip.
Which time zone does my booking page use for my hours?
The one set under Time zone in Availability. Turn on Follow my location and your open hours follow you when you travel; otherwise they stay in the zone you picked. Guests always see the slots converted to their own zone.
Put it to work
Open your Meeto account to set it up, or explore the working product first.