How to Schedule a Meeting Across Time Zones
By the FreeAvail team ยท Last updated: October 2026
A study abroad semester, an online class, or a friend at another school can put your group in two or more time zones. Most mix-ups come from one thing: people reading the same "4:00" in different zones. These habits prevent that.
1. Pick one reference time zone
Choose the zone most of the group is in, and say it in the first message: "All times are Eastern." One shared reference beats everyone converting in different directions.
2. Write every time with its zone
Write "4:00 p.m. ET," never just "4:00." It feels redundant until the one time it saves a missed meeting.
3. Ask remote members to convert first
In FreeAvail, times are labeled in the host's time zone, and FreeAvail doesn't convert them. So the host should create the event in the reference zone, and anyone elsewhere should translate their free times into that zone before marking them. Your phone's world clock or a search like "4pm ET in London" makes this quick.
4. Watch for daylight saving changes
Countries change their clocks on different dates, and some never do. For a few weeks each spring and fall, the gap between two zones can be an hour different than usual. Double-check any meeting near those dates.
5. Confirm the time in each zone
When you announce the final time, write it in each member's local time, for example "Tuesday 4:00 p.m. ET / 9:00 p.m. in London." If one person always gets the early or late slot, rotate it.
If your group is spread across many zones, a tool with a time-zone selector may suit you better. We compare options in Best When2meet Alternatives in 2026.
New to FreeAvail? See how it compares on our free When2meet alternative page, or create a free event now.
FAQ
Does FreeAvail convert time zones?
No. Times are labeled in the host's time zone, and FreeAvail doesn't convert them. Tell everyone which zone the event uses so they can translate their free times.
Which time zone should a group meeting use?
Usually the zone most members are in. Name it in the invite and write every time with its zone.
Why did our meeting shift by an hour?
Most likely a daylight saving change. Countries change clocks on different dates, so the gap between two zones can change for a few weeks each year.