Recurring Meeting Planner
Use editable work schedules, manual unavailable dates, future DST checks, and burden scoring to choose a recurring live window your team can actually use.
Direct Answer
A good recurring meeting slot is inside each participant's selected working pattern, avoids sleep, off-days, travel conflicts, and manually excluded dates, flags DST offset drift, and does not make the same person absorb every bad hour. TimeNowHub uses transparent scheduling heuristics and explicitly treats projected holiday coverage as unavailable. Review the workflow as People → Meeting → Optimize → Decision → Carry; the server-rendered worked result remains useful with JavaScript disabled.
21:00 Tokyo / Tue, Jan 13 at 12:00 UTC
Score 2/10. Weak recurring live window; consider the rotation or async fallback. Highest burden: Tokyo (12).
TimeNowHub heuristic, not a universal optimum. Scores use editable schedules, manual unavailable dates, sleep/off-day penalties, DST drift, and repeated-burden fairness. Projected holiday coverage is unavailable.
Tue, Jan 13 · UTC+09:00
Tue, Jan 13 · UTC-05:00
Tue, Jan 13 · UTC+00:00
Recurring meeting decision tool
Add real participant schedules, inspect recurring DST drift and manual unavailable dates, then share one decision artifact. Names stay in your browser and are never sent in analytics events.
TimeNowHub heuristic, not a universal optimum. Scores use editable schedules, manual unavailable dates, sleep/off-day penalties, DST drift, and repeated-burden fairness. Projected holiday coverage is unavailable.
Weak recurring live window; consider the rotation or async fallback. Highest burden: New York City (24).
At least one participant changes UTC offset during this series.
Live snapshot
Acceptable-hours overlap
This preview uses the current participant defaults. Generate schedules below to settle the recurring decision and inspect DST and fairness across the series.
Acceptable-hours overlap
1 shared windowShared windows are outlined in work green; each participant’s available periods are shown in daylight blue.
- Shared acceptable window: 9:00 to 17:00
Optional import
Paste availability for a deterministic preview
Paste common schedule prose or lines. Nothing is converted into a planner participant until you review and explicitly confirm the parsed rows. Manual participant controls remain available below.
Start with a common city set
Generate schedules to turn this worked example into a shareable decision artifact.
Use the arrow keys to move the selected time by 0.5.
Live snapshots update while dragging; generate schedules to settle the full recurring decision artifact.
New York City
America/New_York
London
Europe/London
Tokyo
Asia/Tokyo
Pick a decision artifact
No strong live window is available for this setup. Use the async handoff workflow for routine updates and reserve live time for decisions.
Recommended decision
05:00 New York City / Fri, Oct 16 at 09:00 UTC
Weak recurring live window; consider the rotation or async fallback. Highest burden: New York City (24).
- London shifts from UTC+0100 to UTC+00:00
- New York City shifts from UTC-0400 to UTC-05:00
- London shifts from UTC+0100 to UTC+00:00
- New York City shifts from UTC-0400 to UTC-05:00
Weak recurring live window; consider the rotation or async fallback. Highest burden: New York City (24).
- • sleep-hours conflict
- • preferred hours
- • outside acceptable hours
- • acceptable hours
- • outside preferred hours
sleep-hours conflict
outside acceptable hours
sleep-hours conflict
outside acceptable hours
sleep-hours conflict
outside preferred hours
outside acceptable hours
DST: London shifts from UTC+0100 to UTC+00:00
sleep-hours conflict
outside preferred hours
outside acceptable hours
DST: New York City shifts from UTC-0400 to UTC-05:00; London shifts from UTC+0100 to UTC+00:00
sleep-hours conflict
outside preferred hours
outside acceptable hours
DST: New York City shifts from UTC-0400 to UTC-05:00; London shifts from UTC+0100 to UTC+00:00
sleep-hours conflict
outside preferred hours
outside acceptable hours
DST: New York City shifts from UTC-0400 to UTC-05:00; London shifts from UTC+0100 to UTC+00:00
Holiday and data coverage
- New York City: holiday coverage unavailable; use manual unavailable dates for local/regional or unsupported holidays.
- London: holiday coverage unavailable; use manual unavailable dates for local/regional or unsupported holidays.
- Tokyo: holiday coverage unavailable; use manual unavailable dates for local/regional or unsupported holidays.
Projected holiday coverage is unavailable because the bundled rules are not complete, source-audited national calendars. Use each participant's unavailable-date control for national, local, regional, and company holidays.
12-month DST drift calendar
The next 12 months of this weekly series, with the months where any participant changes UTC offset highlighted. A fixed recurring anchor can drift out of the overlap even though the calendar entry never changes.
| Month | Offset shifts |
|---|---|
| Oct 2026 | London: UTC+01:00 → UTC+00:00 on Fri, Oct 30 |
| Nov 2026 | New York City: UTC-04:00 → UTC-05:00 on Fri, Nov 6 |
| Dec 2026 | No offset shifts |
| Jan 2027 | No offset shifts |
| Feb 2027 | No offset shifts |
| Mar 2027 | New York City: UTC-05:00 → UTC-04:00 on Fri, Mar 19 |
| Apr 2027 | London: UTC+00:00 → UTC+01:00 on Fri, Apr 2 |
| May 2027 | No offset shifts |
| Jun 2027 | No offset shifts |
| Jul 2027 | No offset shifts |
| Aug 2027 | No offset shifts |
| Sep 2027 | No offset shifts |
New York City
Fri, Oct 16 · 05:00 · UTC-04:00
This city is outside the strongest concentration bands for live collaboration.
12 hours left before 17:00.
London
Fri, Oct 16 · 10:00 · UTC+01:00
This city is inside a strong concentration band for decision-heavy work.
7 hours left before 17:00.
Tokyo
Fri, Oct 16 · 18:00 · UTC+09:00
This city is outside the strongest concentration bands for live collaboration.
0 hours left before 17:00.
Worked example: the same weekly standup across DST
A team in New York, London, and Tokyo anchors a weekly standup at 14:00 UTC. The anchor does not move, but the local times do when the United States and the United Kingdom switch clocks on different dates:
| City | Winter local time | Summer local time | Offset change |
|---|---|---|---|
| New York City | 09:00 (UTC-05:00) | 10:00 (UTC-04:00) | Shifts by DST |
| London | 14:00 (UTC+00:00) | 15:00 (UTC+01:00) | Shifts by DST |
| Tokyo | 23:00 (UTC+09:00) | 23:00 (UTC+09:00) | No change |
This is why a fixed anchor label (for example “15:00 London time”) drifts out of the overlap. The planner keeps the anchor in UTC and flags each participant whose local time shifts across the series.
Gulf weekends are handled differently
Many scheduling tools treat every country as Saturday–Sunday. TimeNowHub encodes the Friday–Saturday weekend for Saudi Arabia, Qatar, Kuwait, and Oman (weekendDaysByCountryCode in the planner’s country data). A colleague in Riyadh is typically off Friday and Saturday, so a Thursday slot may be the last working day of their week.
The planner still lets you override any participant’s work days, and it does not invent national holiday coverage (see limitations below).
Honest limitations
- No projected holiday coverage. The bundled rules are status hints, not complete source-audited national calendars, so holidays are not projected. Use the unavailable-date control per participant.
- Editable defaults, not a statutory table.Participants start at Monday–Friday, 09:00–17:00 acceptable and 10:00–16:00 preferred. These are defaults you edit; they are not a claimed working-hours law for any country.
- Heuristic, not a universal optimum.The score weighs work days, preferred/acceptable hours, sleep penalties, DST drift, and repeated burden. Review the breakdown before you send the invite.
- Names stay in the browser. Participant names and roles are never sent in analytics payloads or the share URL.
How to export the decision
- Add the participant cities and adjust each person’s work days, hours, unavailable dates, and optional travel range.
- Pick a start date, duration, cadence, occurrence count or end date, then choose an explicit anchor policy and objective before generating schedules.
- Select the candidate you want (or the fair-rotation option).
- Use Export ICS to download a calendar file, Share state to copy a URL that reproduces the exact setup, create an event link for the selected instant, Create poll link to send a voting link (votes stay in each person's browser and are copied back to the organizer — no votes are uploaded), save a local board, or use Google Calendar to open the first occurrence.
Frequently Asked Questions
Does the planner replace a timezone converter?
No. A converter tells you the time in each city right now. This planner works with recurring meetings: it evaluates many recurring slots against editable work schedules, DST drift across the series, manual unavailable dates, and fairness, then exports the chosen series to ICS or a shareable link.
How does the planner handle daylight saving time on a recurring series?
Every occurrence is computed in each participant timezone. When a participant changes UTC offset mid-series, the planner flags the drift and the affected occurrences show the shifted local times instead of silently keeping the old label.
Are public holidays handled automatically?
No. Projected holiday coverage is unavailable because the bundled rules are not complete, source-audited national calendars. Add national, local, regional, and company holidays through each participant's unavailable-date control.
Does the planner know about Friday–Saturday weekends?
Yes, for the countries encoded in the country data: Saudi Arabia, Qatar, Kuwait, and Oman start on a Sunday–Thursday work week (Friday–Saturday weekend). Everywhere else defaults to Monday–Friday / Saturday–Sunday, and you can still override any participant’s work days.
How do I export the chosen schedule?
Generate schedules, pick a candidate, then use Export ICS to download a calendar file, Share state to copy a URL that reproduces the exact setup, or Google Calendar to open the first occurrence.
What working hours does the planner assume?
Participants start with editable defaults: Monday–Friday for Saturday–Sunday countries, Sunday–Thursday for the encoded Friday–Saturday countries (Saudi Arabia, Qatar, Kuwait, Oman), 09:00–17:00 acceptable and 10:00–16:00 preferred. These are defaults you edit per participant; they are not a claimed statutory working-hours table for any country.
Whose EOD?
Check which teammate is closest to the end of the workday before you lock the meeting.
Async Handoff
Estimate whether the next step should stay async instead of forcing a weak-overlap call.
Overlap view
Open the same planner's overlap tab to see who is working, awake, or off across the selected cities.
Natural Language Query
Start with a direct scheduling question, then jump back into the planner once the intent is clear.
Holidays & working days
Check public holidays, long weekends, and real weekend days per country before you commit to a series.