Handle Timezones

The assistant is timezone-aware and helps coordinate meetings across the globe. Here’s how it works.

Automatic timezone handling

The assistant knows participants’ timezones and finds times that work for everyone. You don’t need to do any math—just describe what you need.

Mentioning participant locations

When someone is in a different timezone, let the assistant know:

• “Matt is in Adelaide”
• “Sarah works from London”
• “Our team in Tokyo needs to join”

The assistant will:

1. Avoid suggesting times too early or too late for them
2. Find the overlap window that works for all locations
3. Show times in each participant’s local timezone when helpful

How times are displayed

Times in suggestions and confirmations are shown in the organizer’s timezone (that’s you). When relevant, the assistant adds context for remote participants:

“Tuesday at 9am your time (5pm for the London team)“

Global meetings

For meetings spanning many timezones (e.g., New York, London, and Tokyo), the assistant finds the narrow overlap window that works for all:

“Given the timezones involved, here are the windows where everyone is within reasonable working hours:

1. Tuesday at 8am ET / 1pm London / 10pm Tokyo
2. Wednesday at 9am ET / 2pm London / 11pm Tokyo”

The assistant prioritizes times that don’t require anyone to be up unreasonably early or late, but will suggest edge cases if that’s the only option.

Out-of-office awareness

If a participant is traveling or on vacation, mention it:

• “Sarah is out until the 15th, can we schedule after she’s back?”
• “I’ll be in Singapore next week—account for the time difference”
• “John is on PTO this week”

The assistant will:

1. Wait for the person to return before suggesting times
2. Follow up automatically when they’re available
3. Adjust timezone assumptions if someone mentions travel

Tips for timezone scheduling

• State locations upfront — “Matt (Sydney) and Sarah (London) need to join” helps immediately
• Be flexible on dates — More date options mean more timezone-friendly windows
• Consider async alternatives — If the timezone gap is extreme, the assistant may suggest splitting into two meetings