[{"archived":false,"text":"Connect Reclaim on Zapier","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/13620524-connect-reclaim-on-zapier","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Outside of Reclaim's native integrations (Todoist, Asana, ClickUp, Linear, Jira, Google Tasks, Zoom, Slack) some users successfully leverage Zapier to set up additional workflows with other tools.

You can connect Reclaim to Zapier to help you automatically schedule tasks and events on your calendar. With this integration, you can create Reclaim tasks from hundreds of other apps to help keep your schedule optimized.

Note: The Reclaim support team is unable to provide full troubleshooting support for custom Zapier workflows, including errors, Zap configuration issues, or other behavior specific to Zapier. For issues related to Zap setup or execution, Zapier’s Help Center is the best place to start.

Connect Reclaim to Zapier

Before getting started, make sure you have:

To connect your Reclaim account to Zapier:

  1. In Zapier, go to the Apps page.

  2. Click + Add connection.

  3. Search for and select Reclaim AI.

  4. Click Add connection.

  5. A Connect an Account page will open in a new tab or window.

  6. In the API Key field, paste your Reclaim API key.

  7. Click Yes, Continue to Reclaim AI.

Once completed, your Reclaim account will be successfully connected to Zapier and ready to use in Zaps.

Using the Reclaim Zapier integration

Learn more about capabilities, limitations, and templates in the Zapier getting started doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Outside of Reclaim's native integrations (Todoist, Asana, ClickUp, Linear, Jira, Google Tasks, Zoom, Slack) some users successfully leverage Zapier to set up additional workflows with other tools. \nYou can connect Reclaim to Zapier to help you automatically schedule tasks and events on your calendar. With this integration, you can create Reclaim tasks from hundreds of other apps to help keep your schedule optimized. Note: The Reclaim support team is unable to provide full troubleshooting support for custom Zapier workflows, including errors, Zap configuration issues, or other behavior specific to Zapier. For issues related to Zap setup or execution, Zapier’s Help Center is the best place to start. \nConnect Reclaim to Zapier Before getting started, make sure you have: An active Reclaim account (Lite plan or any paid plan) A Zapier account To connect your Reclaim account to Zapier: In Zapier, go to the Apps page. Click + Add connection. Search for and select Reclaim AI. Click Add connection. A Connect an Account page will open in a new tab or window. In the API Key field, paste your Reclaim API key. You can create your API key in your Reclaim Developer settings. Click Yes, Continue to Reclaim AI. Once completed, your Reclaim account will be successfully connected to Zapier and ready to use in Zaps. \n \nUsing the Reclaim Zapier integration Learn more about capabilities, limitations, and templates in the Zapier getting started doc.","heading":"","is_live":true,"id":951649,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"13620524","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Enabling Service Principal and SCIM at Microsoft Entra ID to use Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/13604712-enabling-service-principal-and-scim-at-microsoft-entra-id-to-use-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is designed for IT Administrators with high-privileged roles (e.g., Global Administrator, Privileged Role Administrator, or Cloud Application Administrator) to enable the Application Principal for Reclaim.ai.

By completing this process, you grant tenant-wide consent for Reclaim.ai to interact with your organization's Microsoft 365 data securely.

This process unlocks the ability to use SCIM (System for Cross-domain Identity Management), enabling automated user provisioning, deprovisioning, and team-wide scheduling benefits from day one.

Why enable this?

1. Enabling the Application Principal (Tenant-Wide Consent)

This part of the guide covers the flow initiated when an admin clicks the Reclaim consent URL.

Prerequisites

Step-by-Step Flow

  1. Initiate Consent: Click the URL: https://api.app.reclaim.ai/oauth/callback/microsoft/consent

  2. Microsoft Redirection: You will be redirected to the Microsoft sign-in page. Select your administrative account.

  3. Review Permissions Requested: A \"Permissions requested\" dialog box will appear. It will list the following scopes required for Reclaim to function:

  4. Grant Consent: Check the box \"Consent on behalf of your organization\" (if visible) and click Accept.

  5. Verification: Once accepted, you will be redirected back to Reclaim. To verify in the Microsoft Entra portal:

2. Configuring SCIM Provisioning in Microsoft Entra

Once the Application Principal is established, you can automate your user lifecycle using SCIM.

Step 1: Generate API Key in Reclaim

  1. In Reclaim, navigate to https://app.reclaim.ai/settings/developer

  2. Name the new api key \"Entra SCIM\" (or any other name you like)

  3. Click Generate Key.

  4. Copy the key immediately. You will need this for the \"Secret Token\" field in Entra.

Step 2: Create the Provisioning App in Entra

  1. Sign in to the Microsoft Entra admin center.

  2. Go to Entra ID > Enterprise apps.

  3. Select + New application > + Create your own application.

  4. Enter a name for your application, choose the option \"integrate any other application you don't find in the gallery\" and select Add to create an app object. The new app is added to the list of enterprise applications and opens to its app management screen.

    The following screenshot shows the Microsoft Entra application gallery:

    \"Screenshot

  5. In the app management screen, select Provisioning in the left panel.

  6. Select + New configuration.

  7. Select Bearer authenticaiton.

  8. In the Tenant URL field, enter https://api.app.reclaim.ai/scim/v2?aadOptscim062020 (use the exact url provided, including the query parameter)

  9. In the Secret Token field, paste the secret generated at Reclaim (step 1)

  10. Click Test connection to confirm there is no error. Once you see a success checkmark, click Save.

Step 3: Map Attributes & Enable

  1. Under Attribute Mappings, click Provision Microsoft Entra ID Users.

  2. Ensure userName is mapped to the user's email address (userPrincipalName at some organizations) and active is mapped to the soft-delete status.

  3. Go back to the Provisioning main page.

  4. Set Provisioning Status to On.

  5. Click Save.

Those are all steps you need. If you need further assistance please reach out to your Reclaim.ai representative or contact our support team via Reclaim.ai Support or support@reclaim.ai.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is designed for IT Administrators with high-privileged roles (e.g., Global Administrator, Privileged Role Administrator, or Cloud Application Administrator) to enable the Application Principal for Reclaim.ai. \nBy completing this process, you grant tenant-wide consent for Reclaim.ai to interact with your organization's Microsoft 365 data securely. This process unlocks the ability to use SCIM (System for Cross-domain Identity Management), enabling automated user provisioning, deprovisioning, and team-wide scheduling benefits from day one. \nWhy enable this? Zero-Touch Onboarding: Users don't have to individually approve permissions, reducing friction. SCIM Provisioning: Once the service principal is active, you can leverage SCIM (System for Cross-domain Identity Management) to automate user creation and deprovisioning directly from Entra ID. Centralized Security: You maintain oversight of all data access scopes from a single administrative location. Scheduling Automation: Provide Reclaim with the visibility it requires to automate scheduling/rescheduling based on meeting attendee availability 1. Enabling the Application Principal (Tenant-Wide Consent) This part of the guide covers the flow initiated when an admin clicks the Reclaim consent URL. \nPrerequisites Permissions: You must have the Global Administrator, Privileged Role Administrator, or Cloud Application Administrator role in Microsoft Entra. Authentication: You must be logged into your Reclaim.ai account and have Team Admin status. Step-by-Step Flow Initiate Consent: Click the URL: https://api.app.reclaim.ai/oauth/callback/microsoft/consent Note: If you aren't logged into Reclaim, you will be prompted to sign in first. Microsoft Redirection: You will be redirected to the Microsoft sign-in page. Select your administrative account. Review Permissions Requested: A \"Permissions requested\" dialog box will appear. It will list the following scopes required for Reclaim to function: User.Read.All : To reads users information. MailboxSettings.Read : To read user time zone and locale information. Calendars.ReadWrite : To manage calendar events. Place.Read.All : To identify meeting room locations. Contacts.Read : To facilitate meeting scheduling with known contacts. People.Read.All : To improve attendee suggestions for meetings. Grant Consent: Check the box \"Consent on behalf of your organization\" (if visible) and click Accept. Verification: Once accepted, you will be redirected back to Reclaim. To verify in the Microsoft Entra portal: Go to Identity > Applications > Enterprise applications. Search for Reclaim.ai. Under Security > Permissions, verify that \"Admin consent\" is granted for the scopes listed above. 2. Configuring SCIM Provisioning in Microsoft Entra Once the Application Principal is established, you can automate your user lifecycle using SCIM. \nStep 1: Generate API Key in Reclaim In Reclaim, navigate to https://app.reclaim.ai/settings/developer Name the new api key \"Entra SCIM\" (or any other name you like) Click Generate Key. Copy the key immediately. You will need this for the \"Secret Token\" field in Entra. \nStep 2: Create the Provisioning App in Entra Sign in to the Microsoft Entra admin center. Go to Entra ID > Enterprise apps. Select + New application > + Create your own application. Enter a name for your application, choose the option \"integrate any other application you don't find in the gallery\" and select Add to create an app object. The new app is added to the list of enterprise applications and opens to its app management screen. The following screenshot shows the Microsoft Entra application gallery: In the app management screen, select Provisioning in the left panel. Select + New configuration. Select Bearer authenticaiton. In the Tenant URL field, enter https://api.app.reclaim.ai/scim/v2?aadOptscim062020 (use the exact url provided, including the query parameter) In the Secret Token field, paste the secret generated at Reclaim (step 1) Click Test connection to confirm there is no error. Once you see a success checkmark, click Save. Step 3: Map Attributes & Enable Under Attribute Mappings, click Provision Microsoft Entra ID Users. Ensure userName is mapped to the user's email address (userPrincipalName at some organizations) and active is mapped to the soft-delete status. Go back to the Provisioning main page. Set Provisioning Status to On. Click Save. Those are all steps you need. If you need further assistance please reach out to your Reclaim.ai representative or contact our support team via Reclaim.ai Support or support@reclaim.ai.","heading":"","is_live":true,"id":951648,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"13604712","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Microsoft Entra Id SSO Setup Guide - Custom app","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/13335816-microsoft-entra-id-sso-setup-guide-custom-app","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is intended to help get Reclaim.ai setup for OIDC authentication via Microsoft Entra Id in a custom app.

Note: For most organizations, a custom application is not required. Reclaim.ai offers a native Microsoft integration that utilizes OIDC for secure authentication. The native integration allows administrators to manage application consent and restrict access to specific users or groups via the Entra ID portal. However, if your security policy requires a dedicated custom application, this guide will walk you through the manual setup process. Keep in mind that if you decide to use your custom app you would need to contact us every time the application secret is rotated to update that record on our end.

If you require assistance beyond this guide, please reach out to your Reclaim.ai representative or contact our support team via Reclaim.ai Support or support@reclaim.ai.

Step 1: Register the Application

  1. Sign in to the Microsoft Entra admin center (2026 version) as an Application Developer or Cloud Application Administrator.

  2. Navigate to Identity > Applications > App registrations.

  3. Select + New registration.

  4. Enter a Name (e.g., \"Reclaim.ai OIDC\").

  5. Under Supported account types, select Accounts in this organizational directory only (Single tenant).

  6. Under Redirect URI, select Web from the dropdown and enter the Callback URL provided by your Reclaim.ai representative which will look like https://api.app.reclaim.ai/oauth/callback/sso-{companyslug} .

  7. Click Register.
    ​

Step 2: Generate a Client Secret

  1. Within your new app registration, navigate to Manage > Certificates & secrets.

  2. Select the Client secrets tab and click + New client secret.

  3. Add a description (e.g., \"Reclaim OIDC Secret\") and select an expiration period. Click Add.

  4. Important: Copy the Value of the secret immediately. This is the only time it will be visible. You will need this for the Reclaim.ai configuration.

  5. Important: The maximum expiration time allowed is 2 years; before the expiration date you will need to generate a new secret and provide it to Reclaim to guarantee interrupted service.
    ​

Step 3: Configure Token Claims

  1. Navigate to Manage > Token configuration.

  2. Click + Add optional claim.

  3. Select ID as the token type.

  4. From the list, select email, given_name, and family_name (only email is required). This ensures Reclaim.ai can correctly identify and name users during login.

  5. Click Add. If prompted to \"Turn on the Microsoft Graph email, profile permission,\" check the box and click Add.
    ​

Step 4: Set API Permissions

  1. Navigate to Manage > API permissions.

  2. Click + Add a permission and select Microsoft Graph.

  3. Select Delegated permissions.

  4. Ensure the following are checked: email, openid, profile, and User.Read.

  5. After adding them, click Grant admin consent for [Your Company Name] to ensure users aren't prompted for consent individually.
    ​

Step 5: Finalize Connection Details

  1. Navigate back to the Overview page of your app registration.

  2. Copy the Application (client) ID.

  3. Click the Endpoints button at the top of the page.

  4. Locate and copy the OpenID Connect metadata document URL (e.g., login.microsoftonline.com/{tenant-id}).
    ​

Step 6: Provide Details to Reclaim.ai

To complete the setup, provide the following information securely to your Reclaim.ai representative:

Those are all steps you need. If you need further assistance please reach out to your Reclaim.ai representative or contact our support team via Reclaim.ai Support or support@reclaim.ai.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is intended to help get Reclaim.ai setup for OIDC authentication via Microsoft Entra Id in a custom app. \nNote: For most organizations, a custom application is not required. Reclaim.ai offers a native Microsoft integration that utilizes OIDC for secure authentication. The native integration allows administrators to manage application consent and restrict access to specific users or groups via the Entra ID portal. However, if your security policy requires a dedicated custom application, this guide will walk you through the manual setup process. Keep in mind that if you decide to use your custom app you would need to contact us every time the application secret is rotated to update that record on our end. \nIf you require assistance beyond this guide, please reach out to your Reclaim.ai representative or contact our support team via Reclaim.ai Support or support@reclaim.ai. Step 1: Register the Application Sign in to the Microsoft Entra admin center (2026 version) as an Application Developer or Cloud Application Administrator. Navigate to Identity > Applications > App registrations. Select + New registration. Enter a Name (e.g., \"Reclaim.ai OIDC\"). Under Supported account types, select Accounts in this organizational directory only (Single tenant). Under Redirect URI, select Web from the dropdown and enter the Callback URL provided by your Reclaim.ai representative which will look like https://api.app.reclaim.ai/oauth/callback/sso-{companyslug} . Click Register.​ Step 2: Generate a Client Secret Within your new app registration, navigate to Manage > Certificates & secrets. Select the Client secrets tab and click + New client secret. Add a description (e.g., \"Reclaim OIDC Secret\") and select an expiration period. Click Add. Important: Copy the Value of the secret immediately. This is the only time it will be visible. You will need this for the Reclaim.ai configuration. Important: The maximum expiration time allowed is 2 years; before the expiration date you will need to generate a new secret and provide it to Reclaim to guarantee interrupted service.​ Step 3: Configure Token Claims Navigate to Manage > Token configuration. Click + Add optional claim. Select ID as the token type. From the list, select email , given_name , and family_name (only email is required). This ensures Reclaim.ai can correctly identify and name users during login. Click Add. If prompted to \"Turn on the Microsoft Graph email, profile permission,\" check the box and click Add.​ \nStep 4: Set API Permissions Navigate to Manage > API permissions. Click + Add a permission and select Microsoft Graph. Select Delegated permissions. Ensure the following are checked: email , openid , profile , and User.Read . After adding them, click Grant admin consent for [Your Company Name] to ensure users aren't prompted for consent individually.​ Step 5: Finalize Connection Details Navigate back to the Overview page of your app registration. Copy the Application (client) ID. Click the Endpoints button at the top of the page. Locate and copy the OpenID Connect metadata document URL (e.g., login.microsoftonline.com/{tenant-id} ).​ Step 6: Provide Details to Reclaim.ai To complete the setup, provide the following information securely to your Reclaim.ai representative: Client ID Client Secret OIDC Metadata URL (or the Issuer URL/Tenant ID) \nThose are all steps you need. If you need further assistance please reach out to your Reclaim.ai representative or contact our support team via Reclaim.ai Support or support@reclaim.ai.","heading":"","is_live":true,"id":944614,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"13335816","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Reclaim AI Disclosure","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/13178785-reclaim-ai-disclosure","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim.ai uses a combination of technologies to help manage calendars, optimize time, and enhance productivity. Today, these capabilities rely on both classic machine-learning models and privately hosted large language models (LLMs) operated entirely within Dropbox’s secure environment. Generative AI models will not be built using customer content without consent.

In the future, Reclaim.ai may introduce additional features that leverage LLMs provided and hosted by contracted third-party AI service providers. Any such features will run on the external provider’s infrastructure only if explicitly enabled with customer consent and will be governed by contractual terms. Customer data processed by these external LLMs will remain subject to strict confidentiality, security controls, and data-use restrictions, including commitments that providers will not use customer data to train or improve their models.

Reclaim.ai will always disclose when a feature is powered by a third-party LLM and will only engage such providers under agreements that enforce privacy, security, and compliance standards appropriate for customer data.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim.ai uses a combination of technologies to help manage calendars, optimize time, and enhance productivity. Today, these capabilities rely on both classic machine-learning models and privately hosted large language models (LLMs) operated entirely within Dropbox’s secure environment. Generative AI models will not be built using customer content without consent. \nIn the future, Reclaim.ai may introduce additional features that leverage LLMs provided and hosted by contracted third-party AI service providers. Any such features will run on the external provider’s infrastructure only if explicitly enabled with customer consent and will be governed by contractual terms. Customer data processed by these external LLMs will remain subject to strict confidentiality, security controls, and data-use restrictions, including commitments that providers will not use customer data to train or improve their models. Reclaim.ai will always disclose when a feature is powered by a third-party LLM and will only engage such providers under agreements that enforce privacy, security, and compliance standards appropriate for customer data.","heading":"","is_live":true,"id":939514,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"13178785","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"New Planner Beta Overview + Updates","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12874111-new-planner-beta-overview-updates","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

New Planner Availability

In order to get the new beta Planner experience with native calendar actions, you may be seeing a banner that looks like this:


which lets you know that you'll need to update to the latest version of Reclaim. This free update will take a few minutes to complete.

Otherwise, you're already in, which you can see by dragging a time slot in the Planner, and you'll see the Event (Beta) option like this:

which gives you the ability to create native Google and Outlook events, directly from Reclaim. We're aiming to support as close to 100% of the features that Google and Outlook support in their own user interfaces over time, and you can read about the current limitations and our progress below.

Current Limitations

The new Planner (Beta) will be made available to all Reclaim users over the next several weeks and as noted above, will be evolving to support as many of the native Google Calendar and Microsoft Outlook features as possible. Here are some of the most prominent limitations of the Reclaim Planner relative to the native Google Calendar and Microsoft Outlook 365 interfaces:

Release Notes

2025, December 12

2025, December 11

2025, December 9

2025, December 4

2025, November 18

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"New Planner Availability In order to get the new beta Planner experience with native calendar actions, you may be seeing a banner that looks like this: \n which lets you know that you'll need to update to the latest version of Reclaim. This free update will take a few minutes to complete. \nOtherwise, you're already in, which you can see by dragging a time slot in the Planner, and you'll see the Event (Beta) option like this: \n \nwhich gives you the ability to create native Google and Outlook events, directly from Reclaim. We're aiming to support as close to 100% of the features that Google and Outlook support in their own user interfaces over time, and you can read about the current limitations and our progress below. \n \nCurrent Limitations The new Planner (Beta) will be made available to all Reclaim users over the next several weeks and as noted above, will be evolving to support as many of the native Google Calendar and Microsoft Outlook features as possible. Here are some of the most prominent limitations of the Reclaim Planner relative to the native Google Calendar and Microsoft Outlook 365 interfaces: Recurring Events: limited support for managing recurring events (currently can only reply to single instances of a recurring event). Guest Permissions: no support for enabling guests to modify / manage events, as Google's API doesn't support non-organizers modifying events. Event Types (out of office, focus, birthday, working location): no support for creating the special event types that exist on Google and Microsoft. Viewing other calendars: the new Planner will eventually offer the ability to view other calendars (ie: your colleagues calendar) without including that calendar as a Reclaim \"Connected\" calendar. All Day Events With Time: the new Planner properly represents all day events that start or end at a time that's not midnight, but when attempting to edit them, the Planner doesn't properly represent the times available. \n \nRelease Notes 2025, December 12 Added note about all day events with time. 2025, December 11 Updated the UI to include an ask for the proper permission scopes when adding / editing conference room location details. Updated the UI on recurring events to include the recurring definition / description. 2025, December 9 Updated the UI to close the event popover after RSVP'ing to the event. Updated the UI to show Google and Microsoft Teams for allowed calendars. \n2025, December 4 Added support for searching and adding conference rooms to native Google Calendar and Microsoft Outlook events. Added Find A Time feature. \n2025, November 18 Initial version of new Reclaim Planner is available to a small number of existing Reclaim users!","heading":"","is_live":true,"id":934560,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12874111","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to use the Reclaim Pomodoro Timer","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12611123-how-to-use-the-reclaim-pomodoro-timer","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The Pomodoro Technique is a simple time management method that helps you maximize productivity, stay focused, and avoid burnout. You work in short, intense bursts called Pomodoros, followed by quick breaks to recharge.

Traditionally, that looks like 25 minutes of focus, a 5-minute break, and a longer break after every four pomodoro sessions.

The Reclaim Pomodoro Timer makes this effortless to track and manage — no setup is required, and it’s completely free to use.

Getting started with Pomodoro

  1. Prep first: Choose the task you want to focus on, close distractions, grab a drink, and take a quick break. The goal is to work uninterrupted once the timer starts.

  2. Open the Reclaim Pomodoro page: Go to the Reclaim Pomodoro page and optionally add tasks to stay on track during your session.

  3. Start your focus session: Click Start to begin the timer and go heads down until it ends.

  4. Take breaks automatically: After each session, the timer starts a 5-minute Short Break, and after four sessions, a 15-minute Long Break.

You’ll see your progress on the page as you complete Pomodoros toward your next long break.

💡 Tip: Make sure your device sound is on so you can hear the audio notification when each session and break begins or ends.

Adding tasks

  1. Under Tasks, type what you plan to work on.

  2. Click Add task to keep it visible during your session.

  3. Check off tasks as you complete them to stay organized and motivated.

Resetting or switching modes

Reclaim’s Pomodoro Timer helps you focus deeply, take consistent breaks, and build better work rhythms — so you can get more done without burning out.

Pomodoro settings

You can customize your Pomodoro experience from the Settings menu to match your focus preferences:

Durations

Automation

Sound (Alerts)

Background audio

Display

Pomodoro analytics

Track your progress and build better focus habits with the Pomodoro Timer analytics dashboard. This view helps you see how consistent and productive your focus sessions have been over time:

Overview metrics

Focus hours chart

Additional stats

Use these metrics to understand your focus habits, maintain consistency, and celebrate your streaks.

Level up Pomodoro with AI scheduling

Want to take your focus sessions to the next level? Combine the Pomodoro Timer with Reclaim’s AI scheduling to automatically defend time for deep work and stay consistent with your focus habits.

You can automatically add the Pomodoro Timer link directly to the calendar event description of your Tasks, Habits, or Focus Time events. This makes it easy to jump straight into a distraction-free, structured work session when it’s time to focus.

Here’s how to maximize your productivity:

  1. Create your free Reclaim.ai account here, if you haven't already.

  2. Get started with Reclaim by enabling Focus Time to automatically defend time for heads-down work, create Tasks to get to-dos done before deadlines, and/or set up smart Habits to automate your routines with AI scheduling.

  3. Click edit on any Focus Time, Task, or Habit event in Reclaim.

  4. Copy and paste the Pomodoro Timer link directly in the 'Event descriptions' to include it in all future events.

  5. Simply click the link in the description of your focus block, habit, or task when it starts to launch your timer and get in the zone.

💡 Tip: You can use markdown to customize the link in your event descriptions.

For example, copy the code below to add a 'button' in your event descriptions to show as ⏲️ Reclaim Pomodoro Timer →
​
[⏲️ Reclaim Pomodoro Timer →](https://reclaim.ai/pomodoro-timer)

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The Pomodoro Technique is a simple time management method that helps you maximize productivity, stay focused, and avoid burnout. You work in short, intense bursts called Pomodoros, followed by quick breaks to recharge. \nTraditionally, that looks like 25 minutes of focus, a 5-minute break, and a longer break after every four pomodoro sessions. \nThe Reclaim Pomodoro Timer makes this effortless to track and manage — no setup is required, and it’s completely free to use. \n \nGetting started with Pomodoro Prep first: Choose the task you want to focus on, close distractions, grab a drink, and take a quick break. The goal is to work uninterrupted once the timer starts. Open the Reclaim Pomodoro page: Go to the Reclaim Pomodoro page and optionally add tasks to stay on track during your session. Start your focus session: Click Start to begin the timer and go heads down until it ends. Take breaks automatically: After each session, the timer starts a 5-minute Short Break, and after four sessions, a 15-minute Long Break. You’ll see your progress on the page as you complete Pomodoros toward your next long break. 💡 Tip: Make sure your device sound is on so you can hear the audio notification when each session and break begins or ends. \nAdding tasks Under Tasks, type what you plan to work on. Click Add task to keep it visible during your session. Check off tasks as you complete them to stay organized and motivated. \n \nResetting or switching modes Click Reset to restart your timer anytime. Use the tabs to toggle between Pomodoro, Short Break, or Long Break as needed. Reclaim’s Pomodoro Timer helps you focus deeply, take consistent breaks, and build better work rhythms — so you can get more done without burning out. \nPomodoro settings You can customize your Pomodoro experience from the Settings menu to match your focus preferences: \n \nDurations Pomodoro (min): Set how long each focus session lasts (default is 25 minutes). Short break (min): Choose the length of your quick breaks between sessions (default is 5 minutes). Long break (min): Set the length of your longer rest period after four Pomodoros (default is 15 minutes). Automation Auto-start next phase: When enabled, Reclaim will automatically start your next focus or break phase without requiring you to click “Start” again. Sound (Alerts) Alarm sound: Choose the sound that plays when a session or break ends. Play sound: Toggle sound notifications on or off. Background audio Enable background audio: Turn on optional ambient background audio to help you get in the zone and stay focused. Track: Choose which background sound to play. Display Open mini window: Open a smaller version of the timer so you can keep it visible on your desktop while working in other apps. \nPomodoro analytics Track your progress and build better focus habits with the Pomodoro Timer analytics dashboard. This view helps you see how consistent and productive your focus sessions have been over time: \nOverview metrics Today / This week / This month: Total pomodoros completed during each time period. Pomodoro time today / Average pomodoro time per day: Total and average focus time tracked. Tasks completed today: Number of tasks marked as done while using the timer. Focus hours chart Visualizes your focus time across days, weeks, or months — helping you spot patterns and trends in your productivity. Additional stats Pomodoro streak: Days in a row you’ve completed at least one pomodoro. Average pomodoros/day: Average number of pomodoros completed daily over the last 30 days. Average pomodoro length: Your average work session duration. Completion rate: Percentage of pomodoros you finished out of those you started. Breaks today / Break time today: Total breaks and total break time tracked today. Use these metrics to understand your focus habits, maintain consistency, and celebrate your streaks. \n \n \nLevel up Pomodoro with AI scheduling Want to take your focus sessions to the next level? Combine the Pomodoro Timer with Reclaim’s AI scheduling to automatically defend time for deep work and stay consistent with your focus habits. \nYou can automatically add the Pomodoro Timer link directly to the calendar event description of your Tasks, Habits, or Focus Time events. This makes it easy to jump straight into a distraction-free, structured work session when it’s time to focus. \nHere’s how to maximize your productivity: Create your free Reclaim.ai account here, if you haven't already. Get started with Reclaim by enabling Focus Time to automatically defend time for heads-down work, create Tasks to get to-dos done before deadlines, and/or set up smart Habits to automate your routines with AI scheduling. Click edit on any Focus Time, Task, or Habit event in Reclaim. Copy and paste the Pomodoro Timer link directly in the 'Event descriptions' to include it in all future events. Simply click the link in the description of your focus block, habit, or task when it starts to launch your timer and get in the zone. 💡 Tip: You can use markdown to customize the link in your event descriptions. \nFor example, copy the code below to add a 'button' in your event descriptions to show as ⏲️ Reclaim Pomodoro Timer →​[⏲️ Reclaim Pomodoro Timer →](https://reclaim.ai/pomodoro-timer)","heading":"","is_live":true,"id":923579,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12611123","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to configure Focus Time in Reclaim.ai to maximize your availability for interviews","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12625165-how-to-configure-focus-time-in-reclaim-ai-to-maximize-your-availability-for-interviews","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

As a hiring manager or interviewer, your goal is to balance time for your own work with availability for recruiting activities and interviews. This guide will help you configure Reclaim to keep your calendar “meeting-friendly” while still protecting time for deep work, planning, and other non-meeting tasks.

Reclaim offers two Focus Time modes:

Recommended Setup for Interviewers

  1. Go to Focus in Reclaim and click Edit Focus Time (upper right corner).

  2. Choose Reactive Mode.

  3. Set your daily and weekly Focus goals based on your workload.

  4. (Optional) Set a minimum duration for Focus events (e.g., 1 hour) to encourage uninterrupted work sessions.

  5. Note: Work Habits and Tasks count toward your total Focus goal.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"As a hiring manager or interviewer, your goal is to balance time for your own work with availability for recruiting activities and interviews. This guide will help you configure Reclaim to keep your calendar “meeting-friendly” while still protecting time for deep work, planning, and other non-meeting tasks. \nReclaim offers two Focus Time modes: Reactive Mode: This mode is ideal for maximizing your availability for candidate interviews. You set a weekly or daily Focus Time goal, and Reclaim only blocks time when your calendar fills up and you risk missing your goal. Reactive mode prioritizes meeting availability in the week, keeping you as flexible as possible, for as long as possible.​ Proactive Mode: In contrast, Proactive mode actively pre-blocks Focus Time throughout the week to meet your hourly goal. This can reduce meeting availability as slots are already taken by Focus Time. \n \nRecommended Setup for Interviewers Go to Focus in Reclaim and click Edit Focus Time (upper right corner). Choose Reactive Mode. Set your daily and weekly Focus goals based on your workload. (Optional) Set a minimum duration for Focus events (e.g., 1 hour) to encourage uninterrupted work sessions. Note: Work Habits and Tasks count toward your total Focus goal. Example: If your Focus goal is 2 hours per day and you already have 2 hours of Habits or Tasks scheduled, Reclaim won’t add additional Focus Time blocks.​","heading":"","is_live":true,"id":923578,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12625165","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"I keep deleting events from my calendar, but they keep getting added back","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12582526-i-keep-deleting-events-from-my-calendar-but-they-keep-getting-added-back","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Deleting Reclaim-created events on your native calendar such as a 🍱 Lunch Habit, 🎯 Focus block, or a Task event tells Reclaim that you don't want that event to happen at that time, and will be treated as a Snooze/Skip for that period. But the event will be rescheduled for another time and thus, pop back onto your calendar.


If you want to permanently remove Reclaim events from your calendar, they will need to be managed from within Reclaim.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Deleting Reclaim-created events on your native calendar such as a 🍱 Lunch Habit, 🎯 Focus block, or a Task event tells Reclaim that you don't want that event to happen at that time, and will be treated as a Snooze/Skip for that period. But the event will be rescheduled for another time and thus, pop back onto your calendar. If you want to permanently remove Reclaim events from your calendar, they will need to be managed from within Reclaim. If you would like for the 🍱 Lunch Habit to stop scheduling, we recommend either deleting or disabling the entire Habit in the Habits section. If you would like for Focus Time to stop scheduling, you will have to go to the Focus section, click Edit Focus time button in the upper righthand corner, and then scroll down to toggle it off. If you would like for a Task to stop scheduling, we recommend either deleting it or marking it Done. If you delete the Task, all events of the Task including the ones scheduled in the past, will be removed from your calendar. If you mark the Task as Done, its historical events will remain in your calendar. Check this article for more details: Tasks keep popping back up after being deleted If the event is a Calendar Sync event, you must decline/delete the event on the source calendar otherwise Reclaim will continue to add the event back onto the target calendar.","heading":"","is_live":true,"id":922138,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12582526","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Reclaim Troubleshooting Guide","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12582959-reclaim-troubleshooting-guide","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

📆 Smart Meetings

Why are my Smart Meetings not scheduling?

🔗 Scheduling Links

Troubleshooting your availability on Scheduling Links

Prevent scheduling issues caused by Google's anti-spam feature

🔄 Calendar Sync

Why are my events not being synced?

How to handle duplicate events from Calendar Sync

Why am I not seeing synced event details?
​Repair a sync issue using the Google Calendar add-on

🎯Focus Time

Hiring Managers Focus Settings: How to configure Focus Time in Reclaim.ai to maximize your availability for interviews
​

✅ Tasks

Tasks keep popping back up after being deleted

😎 Buffers, Settings, and Color-Coding

Decompression not appearing or overlaps with a Habit or Task

My color-coding isn't working properly

Why isn't Travel Time scheduling?

🪣 General

Why isn't Reclaim scheduling something?

Why are my Reclaim events scheduling at the wrong hours?

Why is my Slack status not getting set?

Get Reclaim notifications on Apple devices

⛑️ Reclaim Support

How do I contact support?
​Why can't I access the Intercom help chat?

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"📆 Smart Meetings Why are my Smart Meetings not scheduling? \n🔗 Scheduling Links Troubleshooting your availability on Scheduling Links Prevent scheduling issues caused by Google's anti-spam feature \n🔄 Calendar Sync Why are my events not being synced? How to handle duplicate events from Calendar Sync Why am I not seeing synced event details?​Repair a sync issue using the Google Calendar add-on \n🎯Focus Time Hiring Managers Focus Settings: How to configure Focus Time in Reclaim.ai to maximize your availability for interviews​ ✅ Tasks Tasks keep popping back up after being deleted \n😎 Buffers, Settings, and Color-Coding Decompression not appearing or overlaps with a Habit or Task My color-coding isn't working properly Why isn't Travel Time scheduling? \n🪣 General Why isn't Reclaim scheduling something? Why are my Reclaim events scheduling at the wrong hours? Why is my Slack status not getting set? Get Reclaim notifications on Apple devices \n⛑️ Reclaim Support How do I contact support?​Why can't I access the Intercom help chat?","heading":"","is_live":true,"id":922137,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12582959","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"People Managers: Reclaim.ai How-To Guide","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12279185-people-managers-reclaim-ai-how-to-guide","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

1. Setting Up Your Reclaim.ai Account

Account Creation

Go to https://app.reclaim.ai/ and login using your primary Google or Microsoft account, typically your “work” account. Follow the in app onboarding flow.

Set Your Scheduling Preferences

Reclaim uses your Hours to know which days and times to schedule your work and personal smart calendar events. You can set your Working and Meeting hours here.
​

Connect Zoom

Reclaim's Zoom integration enables you automatically include Zoom links in your Reclaim-created meetings, as well as sync your Slack status to Zoom calls. You can connect the Reclaim Zoom Integration here.

Connect Slack for Status Sync

Automatically sync your Slack status to your schedule. You can enable the Reclaim Slack integration here.


​

2. Optimize and Automate Your Calendar

Save time by not having to manually manage meetings

Easily share your actual availability with your team & quickly find availability across difficult to book co-workers

Avoid meeting burnout and back to back meetings

Gain and protect time for Focus and productive work

Help your Calendar reflect your top Priorities

3. Best Practices

Communicating Your Reclaim Usage

Regular Review and Adjustment

4. Troubleshooting and Tips

Handling Interruptions and Changing Priorities

While Reclaim helps protect your time, be prepared to adjust your schedule for truly urgent and unexpected issues.

Getting Additional Help

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"1. Setting Up Your Reclaim.ai Account Account Creation Go to https://app.reclaim.ai/ and login using your primary Google or Microsoft account, typically your “work” account. Follow the in app onboarding flow. \nSet Your Scheduling Preferences Reclaim uses your Hours to know which days and times to schedule your work and personal smart calendar events. You can set your Working and Meeting hours here.​ \nConnect Zoom Reclaim's Zoom integration enables you automatically include Zoom links in your Reclaim-created meetings, as well as sync your Slack status to Zoom calls. You can connect the Reclaim Zoom Integration here. \nConnect Slack for Status Sync Automatically sync your Slack status to your schedule. You can enable the Reclaim Slack integration here. ​ 2. Optimize and Automate Your Calendar Save time by not having to manually manage meetings Smart Meetings for 1:1’s & Team Syncs: For flexible, recurring internal meetings (up to 5 people recommended), set up a Smart Meeting to have Reclaim resolve scheduling conflicts and quickly find alternate times. Smart Meetings will reduce interrupts and save you time on back-and-forth Slacks and email threads. To create a Smart Meeting, delete the existing recurring meeting and create a new Smart Meeting in Reclaim. Overview Document Learning Lab ​ Allowing Smart Meetings to reschedule to resolve conflicts: The value of Smart Meetings is the time saved over manually rescheduling. To facilitate this automation, you set your preferences for acceptable meeting days and times, and Reclaim honors them. More flexibility allows Reclaim more options to find a time that works for all attendees. So make sure to allow enough ‘room to move.’ For example; if you create a Smart meeting but constrain it to “One off Hours” on a single day with only a 9-12 window, then there isn’t much ‘room to move’ and it’s less likely that Reclaim will be able to reschedule.​ Ensuring a Smart Meeting doesn’t move: By default Smart Meetings are “locked” at the start of each working day. There are several ways to lock them sooner. On the Reclaim Planner - right click and ‘Lock’ or drag and drop to a different time. On your Calendar - if you move a meeting to a different time it will ‘Lock’ and Reclaim will not move it again. Lock at the start of the week: Go to Settings. Click Scheduling. Click Auto-lock to lock Smart Meeting events at the start of the week. Easily share your actual availability with your team & quickly find availability across difficult to book co-workers Share your own Critical Priority Scheduling link with your team to enable them to book important meetings with you based on your availability as well as your priorities. Share & Personalize a Critical Priority Scheduling Link and add the other desired attendees. Copy the link into a new tab to see everyone's availability and book the meeting using the Scheduling Link. All attendees do not have to be Reclaim users, just in the same Google Workspace. Overview Document Lab Exercises Avoid meeting burnout and back to back meetings Buffer Time: Utilize Reclaim's Decompress Buffer feature to automatically add buffer time after meetings. This allows for transition, preparation, and follow-up without feeling rushed. You can customize the name and emoji of the Decompress Buffer. Overview Document Lab Exercise Gain and protect time for Focus and productive work Set your Focus Time Goal to block out general purpose blocks for heads down deep work. We’ll add structure to that generic time with Habits & Tasks. Overview Doc Lab Exercise Maximizing your availability for candidate interviews Use Habits for flexible, recurring routines. Schedule Habits for essential items such as Status Reporting, Meeting Prep, Recruiting, and even Lunch, or Exercise. Overview Doc Lab Exercise Use Tasks in Reclaim to bridge the gap between your ‘To-Do’ list and your calendar – so you can make sure you have the time defended to work on your important items. Provide realistic time estimates for each Task to help Reclaim find appropriate slots in your calendar. Large Tasks can be made into smaller time blocks by using “Split Up” when creating the task. If you’re using a Task manager, like Asana, Jira, ClickUp or Todoist, you can leverage one of the many Reclaim integrations for seamless tracking. Overview Doc Lab Exercise Help your Calendar reflect your top Priorities Set the Priority level for your Habits, Tasks, Smart Meetings, and Scheduling Links, from Critical (P1) to Low priority (P4) and Reclaim will auto-schedule your calendar around the things that are most important. Set the Priority levels for any non-Reclaim event via the Reclaim Planner. Non-Reclaim events default to Critical, so you only need to change priorities for events that you deem lower than Critical. This will allow Reclaim to schedule higher priority events over the de-prioritized event. Priorities can be easily updated from anywhere in the UI, either on the Priorities tab or just click on the 'bar' icon 📶and choose. Overview Doc Lab Exercise \n3. Best Practices Communicating Your Reclaim Usage Transparency with Your Team: Let your team know you're using Reclaim.ai and how it helps you manage your 1:1’s, team syncs, and your schedule. This can set expectations for the occasional reschedules created by shifting priorities. \"Respecting Focus Time\": Encourage your team to respect your \"Focus Time\" blocks. Explain that this time allows you to do important work that ultimately benefits them. Regular Review and Adjustment Weekly Review: Dedicate 5-10 minutes each week to review your Reclaim settings, adjust Priorities across all events on the Planner, adjust Habit frequencies, and clear out completed or outdated Tasks. Analyze Your Time: Use Reclaim's analytics and Focus Time dashboard to understand how you're spending your time and identify areas for further optimization.​​ 4. Troubleshooting and Tips Difficulty Scheduling a Smart Meeting: Most commonly, a Smart Meeting will fail to schedule if there isn't sufficient overlap between you and your attendees' availability. Some key things to check for are all-day busy events, or events present on connected calendars. Help Doc Troubleshooting Your Availability on a Scheduling Link: If you are not seeing the anticipated availability on your Scheduling Link or a multi-attendee link, you can troubleshoot by following these steps. Help Doc Troubleshooting why Reclaim events aren’t scheduling: Sometimes, when looking at our work calendars, it may appear that Smart Meetings, Habits or Tasks are not scheduling, often the issue is a conflicting event on a sync’d calendar, such as a personal calendar or that is blocking availability. Double check that personal synched events like Birthdays are marked as Free. Video Demonstration Handling Interruptions and Changing Priorities While Reclaim helps protect your time, be prepared to adjust your schedule for truly urgent and unexpected issues. Any Calendar event that you create or accept directly on your Calendar will be prioritized over any Reclaim event - and if there is a conflict - Reclaim will reschedule the Reclaim event. Video Demonstration If an interruption occurs during a scheduled Reclaim event, you can update your schedule. On the Reclaim Planner, right click and ‘Snooze’ or ‘Reschedule.’ On your Google Calendar - simply delete the Habit, Focus Time, or Task and Reclaim will take that as a signal to find another time. Getting Additional Help In App Support Chat Email support@reclaim.ai The Reclaim Help Center for documentation","heading":"","is_live":true,"id":914215,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12279185","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Defend more deep work with ‘Focus Time’","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12295279-defend-more-deep-work-with-focus-time","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

Quick introduction to Focus Time

How to enable Focus Time

  1. Enable Focus Time from the Focus Time page

  2. Choose between Proactive and Reactive mode

  3. Set a Focus Time goal using the slider and click Save

  4. Navigate to the Reclaim Planner or your calendar. Identify Focus events for this week and next.

💡 Pro tip: If you’re selected Reactive mode then it’s possible that Reclaim hasn’t created any Focus events. If this is the case then that means you already have a sufficient amount of free time on your calendar.

How to reschedule a Focus Time block based on a conflicting meeting

  1. On your calendar, find a Focus event

  2. Create a calendar event (in Google or Outlook Calendar) that conflicts with a Focus time block

  3. After ~15 seconds, verify that Reclaim has resolved the conflict and reallocated the lost Focus time during your week

How to ask Reclaim to find a different time for Focus

  1. From the Reclaim Planner, context click on a Focus Time event and select Reschedule

  2. Select the minimum amount of time from now that you want Reclaim to consider rescheduling the Focus event

  3. Verify that Reclaim has rescheduled the Focus event

FYI: Focus blocks intelligently reschedule to the next best time – adapting around higher-priority items and meetings.

Focus Time Documentation

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. \nQuick introduction to Focus Time How to enable Focus Time Enable Focus Time from the Focus Time page Choose between Proactive and Reactive mode Set a Focus Time goal using the slider and click Save Navigate to the Reclaim Planner or your calendar. Identify Focus events for this week and next. 💡 Pro tip: If you’re selected Reactive mode then it’s possible that Reclaim hasn’t created any Focus events. If this is the case then that means you already have a sufficient amount of free time on your calendar. How to reschedule a Focus Time block based on a conflicting meeting On your calendar, find a Focus event Create a calendar event (in Google or Outlook Calendar) that conflicts with a Focus time block After ~15 seconds, verify that Reclaim has resolved the conflict and reallocated the lost Focus time during your week How to ask Reclaim to find a different time for Focus From the Reclaim Planner, context click on a Focus Time event and select Reschedule Select the minimum amount of time from now that you want Reclaim to consider rescheduling the Focus event Verify that Reclaim has rescheduled the Focus event FYI: Focus blocks intelligently reschedule to the next best time – adapting around higher-priority items and meetings. \nFocus Time Documentation","heading":"","is_live":true,"id":914214,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12295279","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Stay consistent with routines using ‘Habits’","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12295315-stay-consistent-with-routines-using-habits","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

Habits are smart routines that find the best time in your schedule for regular activities like lunch, workouts, or email catchup. Today’s lab will help you experience how Habits work in action.
​

How to create a Lunch Habit

  1. Click Habits in the left navigation

  2. Click Templates in the top navigation and choose the Lunch habit

  3. Tell Reclaim when and how you like to take lunch by setting hours, an ideal time, and the duration for the Habit

  4. Click Save

  5. Navigate to the Reclaim Planner or your calendar. Identify Lunch events for this week and next

💡 Pro tip: Habits will appear as free 🆓 time to others until your schedule starts to fill up, & then automatically flip to busy 🛡️ to ensure you have the time defended. Reclaim does this in order to maintain maximum availability, until the time in which you’re at risk of running out of options to complete your habit. The full help article can be found here.

🎥 Video demonstration

How to reschedule your Lunch

Reschedule allowing Reclaim to find the next best time
​

Rescheduling from the Reclaim Planner

  1. From the Reclaim Planner, control-click on a Lunch Habit event, select Snooze and choose a new time

  2. Take note of the new time for your lunch
    ​

Rescheduling from your Calendar (for Google users)

  1. Install the Google Calendar Add-on

  2. From Google Calendar, click the Google Calendar Add-on so that the Reclaim panel is showing side-by-side with your calendar

  3. Single-click on a Lunch habit event

  4. Click the Reschedule icon in the Google Calendar Add-on (hint: it looks like a calendar) and choose a new time for your lunch

  5. Reclaim will schedule as close as possible to your newly chosen time

How to skip your Lunch

Skipping from the Reclaim Planner

  1. From the Reclaim Planner, control-click on a Lunch Habit event

  2. Select Skip

  3. Note that your lunch is no longer scheduled on that day

Skipping from your Calendar

  1. From your calendar, select a lunch event and delete it

  2. Note that your lunch is no longer scheduled for the selected day

How to lock your Lunch

You can ensure that Habit events are seen as busy to your colleagues and that Reclaim will no longer reschedule them with the manual Lock action.
​

Locking from the Reclaim Planner

  1. From the Reclaim Planner, control-click on a “free” Lunch event and select Lock.

  2. From your Google or Outlook calendar, schedule an event that conflicts with your locked Lunch event.

  3. Verify that your locked Lunch habit doesn’t get automatically rescheduled by Reclaim.

  4. From the Reclaim Planner, context-click on the locked Lunch event and select Unlock and see it reschedule.

Locking from your Calendar (for Google users)

  1. If you haven’t yet, go ahead and install the Google Calendar Add-on .

  2. From Google Calendar, click the Google Calendar Add-on so that the Reclaim panel is showing side-by-side with your calendar.

  3. Single-click on a Lunch habit event.

  4. Click the Lock icon in the Reclaim Add-on.

  5. Verify that the Lunch event is now displaying with a Lock emoji 🔒 (this can take up to 30 seconds).

💡 Pro tip: Manually moving an event from the Planner or your calendar will also result in that event being locked as Reclaim honors this change as your preferred time for the event.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. Habits are smart routines that find the best time in your schedule for regular activities like lunch, workouts, or email catchup. Today’s lab will help you experience how Habits work in action.​ How to create a Lunch Habit Click Habits in the left navigation Click Templates in the top navigation and choose the Lunch habit Tell Reclaim when and how you like to take lunch by setting hours, an ideal time, and the duration for the Habit Click Save Navigate to the Reclaim Planner or your calendar. Identify Lunch events for this week and next 💡 Pro tip: Habits will appear as free 🆓 time to others until your schedule starts to fill up, & then automatically flip to busy 🛡️ to ensure you have the time defended. Reclaim does this in order to maintain maximum availability, until the time in which you’re at risk of running out of options to complete your habit. The full help article can be found here. 🎥 Video demonstration \nHow to reschedule your Lunch Reschedule allowing Reclaim to find the next best time​ Rescheduling from the Reclaim Planner From the Reclaim Planner, control-click on a Lunch Habit event, select Snooze and choose a new time Take note of the new time for your lunch​ Rescheduling from your Calendar (for Google users) Install the Google Calendar Add-on From Google Calendar, click the Google Calendar Add-on so that the Reclaim panel is showing side-by-side with your calendar Single-click on a Lunch habit event Click the Reschedule icon in the Google Calendar Add-on (hint: it looks like a calendar) and choose a new time for your lunch Reclaim will schedule as close as possible to your newly chosen time \nHow to skip your Lunch Skipping from the Reclaim Planner From the Reclaim Planner, control-click on a Lunch Habit event Select Skip Note that your lunch is no longer scheduled on that day Skipping from your Calendar From your calendar, select a lunch event and delete it Note that your lunch is no longer scheduled for the selected day \nHow to lock your Lunch You can ensure that Habit events are seen as busy to your colleagues and that Reclaim will no longer reschedule them with the manual Lock action.​ Locking from the Reclaim Planner From the Reclaim Planner, control-click on a “free” Lunch event and select Lock. From your Google or Outlook calendar, schedule an event that conflicts with your locked Lunch event. Verify that your locked Lunch habit doesn’t get automatically rescheduled by Reclaim. From the Reclaim Planner, context-click on the locked Lunch event and select Unlock and see it reschedule. \nLocking from your Calendar (for Google users) If you haven’t yet, go ahead and install the Google Calendar Add-on . From Google Calendar, click the Google Calendar Add-on so that the Reclaim panel is showing side-by-side with your calendar. Single-click on a Lunch habit event. Click the Lock icon in the Reclaim Add-on. Verify that the Lunch event is now displaying with a Lock emoji 🔒 (this can take up to 30 seconds). 💡 Pro tip: Manually moving an event from the Planner or your calendar will also result in that event being locked as Reclaim honors this change as your preferred time for the event.","heading":"","is_live":true,"id":914213,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12295315","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sync your schedules & avoid double-bookings with 'Calendar Sync'","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12304433-sync-your-schedules-avoid-double-bookings-with-calendar-sync","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

By syncing events from your personal (or other) calendars, you’ll ensure your primary calendar always reflects your true availability. Enabling Calendar Sync is optional, but highly recommended.

Create a Calendar Sync

  1. Click Calendar Sync on the Reclaim left navigation menu.

  2. Click Start synching your calendars, you’ll see a pop up with Source and Destination.

  3. In the upper left corner click + Add Account

  4. The added account will now appear in the Source > Select account dropdown

  5. In the Destination section, select your Work email account

  6. Visibility: Choose either ‘Personal Commitment for all’ or ‘Busy for all’ for how much context you want others to see on your synced events.

  7. Scroll to the bottom of the page and click the Start Syncing button

How to block time on your work calendar for a personal commitment

  1. From your personal calendar, create an event called ‘Test Event’. Make note of the day and time of the event

  2. Navigate to your work calendar and validate that there’s an event that corresponds to the date and time of the personal event. Click on the event and validate the it contains the following text in the description: “This event was created by Reclaim”

  3. (Google users) To view the name of the personal event, click on a personal event on your work calendar and then click on the Reclaim Add-on. The name of the event will appear in the top portion of the add-on UI.

  4. Reschedule the event on your personal calendar to a new day and time

  5. Verify that the scheduled day and time of the synched event on your work calendar matches that of your personal calendar

  6. From your personal calendar, remove the event named ‘Test Event’

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. By syncing events from your personal (or other) calendars, you’ll ensure your primary calendar always reflects your true availability. Enabling Calendar Sync is optional, but highly recommended. \nCreate a Calendar Sync Click Calendar Sync on the Reclaim left navigation menu. Click Start synching your calendars, you’ll see a pop up with Source and Destination. In the upper left corner click + Add Account Choose Google or Outlook and log in to your account The added account will now appear in the Source > Select account dropdown Then click Select Calendar and choose the calendar that you want to sync over In the Destination section, select your Work email account Then select the destination calendar in the Select Calendar dropdown Visibility: Choose either ‘Personal Commitment for all’ or ‘Busy for all’ for how much context you want others to see on your synced events. Scroll to the bottom of the page and click the Start Syncing button \n \nHow to block time on your work calendar for a personal commitment From your personal calendar, create an event called ‘Test Event’. Make note of the day and time of the event Navigate to your work calendar and validate that there’s an event that corresponds to the date and time of the personal event. Click on the event and validate the it contains the following text in the description: “This event was created by Reclaim” (Google users) To view the name of the personal event, click on a personal event on your work calendar and then click on the Reclaim Add-on. The name of the event will appear in the top portion of the add-on UI. Reschedule the event on your personal calendar to a new day and time Verify that the scheduled day and time of the synched event on your work calendar matches that of your personal calendar From your personal calendar, remove the event named ‘Test Event’","heading":"","is_live":true,"id":914212,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12304433","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Carve out time for work with ‘Tasks’","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12304458-carve-out-time-for-work-with-tasks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

Tasks help bridge the gap between your always changing to-do list and your availability – so you can make sure you have the time defended to work on your important items before deadlines come up.

How to create a Task

Creating a New Task can be done from within the Reclaim app, as well as across other native integrations.

  1. From anywhere in Reclaim click the + New Task button in the upper right corner or hit keyboard shortcut ‘C’ to pull up the Task creator

  2. Fill out the total Duration, and choose Split Up if it's a larger task and you would like to have it broken into multiple time slots on your calendar. Then choose the min and max duration of those time slots, add the Due Date

  3. Click Create to start scheduling the Task
    ​

    Tip: You can also schedule a Task (or Habit) directly on the Planner by clicking or dragging anywhere in the future, just as you would in Google or Outlook. Note, these events will stay locked where you create them.


How to reschedule a Task

Rescheduling from the Reclaim Planner

  1. Move the Task: You can simply drag-and-drop a Task on the Planner to reschedule it. Once you have manually moved it, it will lock into place and not auto reschedule again.

  2. Reschedule: Control click on the Task and click Snooze. Reclaim will give you future options, and not lock the Task at the rescheduled time.

Rescheduling from your calendar

  1. Move a Task: You can simply drag-and-drop a Task on your Google or Outlook calendar to reschedule it. Once you have manually moved it, it will lock into place and not auto reschedule again.

  2. Delete a Task: You can also just delete a task on your native calendar and Reclaim will find the next available time for you, and not lock the Task at the rescheduled time.

Conflict Auto-Reschedules my Task

How to mark a Task Complete

In the Reclaim planner

On Google Calendar

How to log time worked on a Task

In the Reclaim planner

On the Google Calendar

Auto-rescheduling settings for Tasks

By default, Reclaim will assume that you've begun working on a Task event when it's scheduled. However, some people prefer to only have Tasks start when they manually start working on them, or to reopen & reschedule Tasks automatically if they have not marked them as \"Done\" or completed.
​
You can learn more about these settings here.
​

Making Tasks appear 'free' on your Google Calendar

Some users want to maximize their open times for meetings and don't want Tasks to block their availability when they get defended as 'busy.' This can be accomplished by scheduling Reclaim Tasks onto a sub-calendar in your Google calendar. By doing this Reclaim will still schedule Tasks around your meetings, but your colleagues won't see the task or any blocked times.
​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. Tasks help bridge the gap between your always changing to-do list and your availability – so you can make sure you have the time defended to work on your important items before deadlines come up. \nHow to create a Task Creating a New Task can be done from within the Reclaim app, as well as across other native integrations. From anywhere in Reclaim click the + New Task button in the upper right corner or hit keyboard shortcut ‘C’ to pull up the Task creator Fill out the total Duration, and choose Split Up if it's a larger task and you would like to have it broken into multiple time slots on your calendar. Then choose the min and max duration of those time slots, add the Due Date Click Create to start scheduling the Task​ Tip: You can also schedule a Task (or Habit) directly on the Planner by clicking or dragging anywhere in the future, just as you would in Google or Outlook. Note, these events will stay locked where you create them. How to reschedule a Task Rescheduling from the Reclaim Planner Move the Task: You can simply drag-and-drop a Task on the Planner to reschedule it. Once you have manually moved it, it will lock into place and not auto reschedule again. Reschedule: Control click on the Task and click Snooze. Reclaim will give you future options, and not lock the Task at the rescheduled time. Rescheduling from your calendar Move a Task: You can simply drag-and-drop a Task on your Google or Outlook calendar to reschedule it. Once you have manually moved it, it will lock into place and not auto reschedule again. Delete a Task: You can also just delete a task on your native calendar and Reclaim will find the next available time for you, and not lock the Task at the rescheduled time. \nConflict Auto-Reschedules my Task \n \nHow to mark a Task Complete In the Reclaim planner On the Planner right hand side bar OR on the Tasks page in Reclaim - you'll see your tasks listed, you can click the checkmark icon to mark a task as complete \nOn Google Calendar If you have installed the Reclaim Add-on, you can open the add-on, click on the task, and “Mark Done” \nHow to log time worked on a Task In the Reclaim planner On the Planner right hand side bar OR on the Tasks page in Reclaim - you'll see your tasks listed. You will see icons / options to “Start” a task which will start tracking time worked, you can also manually “Log Work” and add the time spent You can also Log unscheduled work directly on the Planner by clicking anywhere in the past. \nOn the Google Calendar If you have installed the Reclaim Add-on, you can open the add-on, click on the task, and “Log Work \n Auto-rescheduling settings for Tasks By default, Reclaim will assume that you've begun working on a Task event when it's scheduled. However, some people prefer to only have Tasks start when they manually start working on them, or to reopen & reschedule Tasks automatically if they have not marked them as \"Done\" or completed.​You can learn more about these settings here.​ \nMaking Tasks appear 'free' on your Google Calendar Some users want to maximize their open times for meetings and don't want Tasks to block their availability when they get defended as 'busy.' This can be accomplished by scheduling Reclaim Tasks onto a sub-calendar in your Google calendar. By doing this Reclaim will still schedule Tasks around your meetings, but your colleagues won't see the task or any blocked times.​","heading":"","is_live":true,"id":914211,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12304458","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Use ‘Priorities’ to automate tradeoffs around what's most important","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12304506-use-priorities-to-automate-tradeoffs-around-what-s-most-important","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

With Priorities, you can take control of all the events on your calendar – both Reclaim-created smart events and non-Reclaim events (like meetings created in Google Calendar or Outlook Calendar) – you can build out a plan around what's most important every week, and automatically make tradeoffs with lower-priority items when necessary.

How to change the Priority of Lunch

  1. Click Priorities in the left navigation - you’ll see Critical, High, Medium, and Low Priority as headers across columns

  2. Click and Drag your Lunch Habit into a different column

How to change the Priority of Lunch again

  1. On your Planner in the right-side menu – you can see an overview of all your Priorities. Each of your Reclaim events will be tagged with a priority level, indicated by the ‘bar’ icon to the right.

  2. Find Lunch in the list and change the priority by clicking on the 'bar' icon 📶 and setting a new priority

💡 Pro tip: All your non-Reclaim events on your calendar will always be set to Critical by default so they will never be overbooked by Reclaim – unless you manually turn down their priority level.

Focus Time: Focus Time is prioritized a little differently than your other Reclaim smart events (learn more about how Priorities work in Reclaim here):

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. With Priorities, you can take control of all the events on your calendar – both Reclaim-created smart events and non-Reclaim events (like meetings created in Google Calendar or Outlook Calendar) – you can build out a plan around what's most important every week, and automatically make tradeoffs with lower-priority items when necessary. \n How to change the Priority of Lunch Click Priorities in the left navigation - you’ll see Critical, High, Medium, and Low Priority as headers across columns Click and Drag your Lunch Habit into a different column Or you can click on the bar icon 📶 to set a new priority for the event How to change the Priority of Lunch again On your Planner in the right-side menu – you can see an overview of all your Priorities. Each of your Reclaim events will be tagged with a priority level, indicated by the ‘bar’ icon to the right. Find Lunch in the list and change the priority by clicking on the 'bar' icon 📶 and setting a new priority 💡 Pro tip: All your non-Reclaim events on your calendar will always be set to Critical by default so they will never be overbooked by Reclaim – unless you manually turn down their priority level. \n Focus Time: Focus Time is prioritized a little differently than your other Reclaim smart events (learn more about how Priorities work in Reclaim here): Habits, Tasks, and Smart Meetings will be scheduled before Focus Time, regardless of priority levels. This allows you to build a more concrete plan for the week if you're using other smart features, while still protecting 'extra' time in the week with Focus to help you meet your goals. Scheduling Links will see Focus Time events as High Priority, meaning that only Critical Scheduling Links will show those slots as available times to meet.","heading":"","is_live":true,"id":914210,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12304506","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Auto-schedule breaks & travel time with ‘Buffers’","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12304529-auto-schedule-breaks-travel-time-with-buffers","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

Buffers give you space to reset, decompress, and follow up – so you're not scrambling between back-to-back events. These small breaks help you protect your energy and stay productive without burning out.

How to add Decompression Time after Meetings

  1. Click Buffers in the left-hand navigation

  2. Click Add Decompression Time after Meetings (bottom option)

  3. Enable and set the default duration

How to enable Travel Time

  1. Click Buffers in the left-hand navigation

  2. Click Add Travel time before & after events

  3. Set the Default travel duration (it’s auto- saved)

How to add Travel Time to an event using an address

  1. Create an event on your work calendar and add a physical address to the location

  2. On either the Planner or your Calendar, take note of the travel time buffer added before and after the event

How to add Travel Time to an event using smart hash tags

  1. Create an event on your work calendar and add #needs_travel to the title or description

  2. On either the Planner or your Calendar, take note of the travel time buffer added before and after the event

Learn more about Buffers

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. Buffers give you space to reset, decompress, and follow up – so you're not scrambling between back-to-back events. These small breaks help you protect your energy and stay productive without burning out. \nHow to add Decompression Time after Meetings Click Buffers in the left-hand navigation Click Add Decompression Time after Meetings (bottom option) Enable and set the default duration Additional settings will expand below that allow you to: Modify the default duration for Decompression Time Apply Decompression Time to all meetings, or just videoconference meetings Customize the Title & Emoji Decide whether you want the Title or Busy to appear to others \nHow to enable Travel Time Click Buffers in the left-hand navigation Click Add Travel time before & after events Set the Default travel duration (it’s auto- saved) \nHow to add Travel Time to an event using an address Create an event on your work calendar and add a physical address to the location On either the Planner or your Calendar, take note of the travel time buffer added before and after the event \nHow to add Travel Time to an event using smart hash tags Create an event on your work calendar and add #needs_travel to the title or description On either the Planner or your Calendar, take note of the travel time buffer added before and after the event Learn more about Buffers","heading":"","is_live":true,"id":914209,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12304529","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Automate 1:1s & team syncs with ‘Smart Meetings’","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12304545-automate-1-1s-team-syncs-with-smart-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

How to create your first Smart Meeting

  1. Click Smart Meetings in the left navigation

  2. Click + New Smart Meeting in the top navigation

  3. Fill out the scheduling rules requested in each field (Frequency, Duration, and Ideal Time)

  4. Click Save

💡 Pro tip: Smart Meetings will automatically schedule according to the organizer’s priority setting and you and your attendees' mutual availability (across timezones, if applicable). The attendee does not have to be a Reclaim user, but you do need to have at least free/busy visibility to their calendar, for example a coworker.

How to replace an existing recurring meeting with a Smart Meeting

How to reschedule a Smart Meeting

Rescheduling from the Reclaim Planner

  1. Control Click the Smart Meeting that you created and you’ll see options:

Rescheduling from your calendar

  1. Go to the Smart Meeting that you created, and RSVP “No” - Reclaim will find another day for this Smart Meeting.

How to lock a Smart Meeting so it does not move again

Locking from the Reclaim Planner

  1. Control Click the Smart Meeting that you created and click Lock. Reclaim will no longer move this instance of the meeting.

  2. Click and drag the Smart meeting to a new time - this will ‘Lock’ the meeting and Reclaim will not reschedule it again (you’ll see a Lock emoji).

Locking from the calendar

  1. Go to Smart Meeting that you created, and RSVP “No,” Reclaim will find another day for this Smart Meeting.

  2. Click and drag the Smart meeting to a new time - this will ‘Lock’ the meeting and Reclaim will not reschedule it again (you’ll see a Lock emoji).

Learn more about Smart Meetings

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. How to create your first Smart Meeting Click Smart Meetings in the left navigation Click + New Smart Meeting in the top navigation Fill out the scheduling rules requested in each field (Frequency, Duration, and Ideal Time) Click Save 💡 Pro tip: Smart Meetings will automatically schedule according to the organizer’s priority setting and you and your attendees' mutual availability (across timezones, if applicable). The attendee does not have to be a Reclaim user, but you do need to have at least free/busy visibility to their calendar, for example a coworker. If an event gets booked over the Smart Meeting, Reclaim will automatically reschedule it to the next best available time for everyone. By default Smart Meetings are locked at the start of each working day, you can change this in Settings > Scheduling > Auto-lock to lock Smart Meeting events at the start of the week. \nHow to replace an existing recurring meeting with a Smart Meeting You will need to delete the recurring event (that you own) from your calendar and then replace with it with a new smart meeting Here you can follow the same steps as above to create a new + New Smart Meeting, add an attendee (for ex. a direct report for a 1:1) and fill out your preferred scheduling details. Once saved, Reclaim will send a one-time meeting invitation to the attendee for them to accept and start auto-scheduling the meeting. \n How to reschedule a Smart Meeting Rescheduling from the Reclaim Planner Control Click the Smart Meeting that you created and you’ll see options: Reschedule - click for another time or day options Clicking Skip - will skip that meeting instance altogether Rescheduling from your calendar Go to the Smart Meeting that you created, and RSVP “No” - Reclaim will find another day for this Smart Meeting. \nHow to lock a Smart Meeting so it does not move again Locking from the Reclaim Planner Control Click the Smart Meeting that you created and click Lock. Reclaim will no longer move this instance of the meeting. Click and drag the Smart meeting to a new time - this will ‘Lock’ the meeting and Reclaim will not reschedule it again (you’ll see a Lock emoji). \nLocking from the calendar Go to Smart Meeting that you created, and RSVP “No,” Reclaim will find another day for this Smart Meeting. Click and drag the Smart meeting to a new time - this will ‘Lock’ the meeting and Reclaim will not reschedule it again (you’ll see a Lock emoji). Learn more about Smart Meetings","heading":"","is_live":true,"id":914208,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12304545","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Share your meeting availability with ‘Scheduling Links’","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12304566-share-your-meeting-availability-with-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started.

You can create booking pages, team links, and even Round Robin Scheduling Links to spread the meeting load across multiple people.

How to create your first Scheduling Link

Click Scheduling Links in the left navigation

  1. Set your slug & create links.

  2. Click edit (pencil) on the High Priority Meeting link

  3. Expand Organizers by clicking the down arrow on the right

  4. Click on Meeting Hours dropdown (to the right of you as the organizer)

  5. VideoConference Link - this will default to Google Meet or Teams

  6. Expand Scheduling by clicking the down arrow on the right

  7. Scroll to the bottom and hit Save

How to open your Scheduling Link and view your availability

In the High Priority Meeting square notice the edit, copy, priority, and 3 dots…

  1. Click the 3 dots and then click Open Booking Page

  2. Toggle on Compare my calendar

  3. Click through days and find a Lunch Habit

  4. Compare your availability and notice that Reclaim has made it available for booking on your High Priority Meeting link

  5. Go to Habits and change the priority on your Lunch Habit to Critical

  6. Refresh your Scheduling Link Page and notice that Reclaim is NO longer offering lunch as an available time

How to Share and Personalize your link (ex. add a teammate)

We are going to create a temporary, unique Scheduling Link.

  1. In the High Priority Meeting square

  2. Click the 3 dots and then click Share & Personalize

  3. Click Personalize at the bottom of the pop-up

  4. expand Details and change the meeting name to something custom

  5. Expand Attendees & location and add a colleague that you might typically need in meetings

  6. Expand Scheduling and remove all, but one duration

  7. Click Copy link and paste it in a new browser window

  8. See that there are multiple attendees, Reclaim is offering time across both of your availabilities, and priorities if the added attendee is a Reclaim user.

How to troubleshoot availability on your Scheduling Links

  1. Open your High Priority Meeting Scheduling Link page

  2. Toggle on “Troubleshoot availability”

  3. Notice the sidebar shows all hours of the day with color-coded dots

  4. Click on a time that is unavailable, notice that Reclaim explains why this time is not available for booking by others on your scheduling link, and also links to Settings that you can change

How to share & copy times that you are available

  1. In the High Priority Meeting square

  2. Click the 3 dots and then click Share & Personalize

  3. Select 2 days and some times on each day

  4. Click Preview to see the times you’d like to share

  5. Click Copy times and paste into an email

How to add a required question to the booking form

  1. In the Flexible Quick Meeting square click Edit

  2. Expand Booking Page customization with the down arrow on the right

  3. Click +Add field

  4. Click the drop down under Response Type and choose ‘Single Line’

  5. Type in a question. Example: “What would you like to discuss?”

  6. Click Create Question

  7. Click Save

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"👋 Welcome to Reclaim Learning Labs! Learn by doing with these guided exercises — so log in to your Planner and let’s get started. You can create booking pages, team links, and even Round Robin Scheduling Links to spread the meeting load across multiple people. \nHow to create your first Scheduling Link Click Scheduling Links in the left navigation Set your slug & create links. This is the root URL that will be used for your personal booking page, where your Scheduling Links will live, and you can always change it later. You’ll see that Reclaim auto creates 3 scheduling links for you Click edit (pencil) on the High Priority Meeting link Optional: Edit the name of the Link Expand Organizers by clicking the down arrow on the right Click on Meeting Hours dropdown (to the right of you as the organizer) Choose One-off Hours and change Friday to end at 2pm VideoConference Link - this will default to Google Meet or Teams To add Zoom, Click + Add Another and sign into your Zoom account Expand Scheduling by clicking the down arrow on the right Click +Add Duration and type 30m Scroll to the bottom and hit Save \nHow to open your Scheduling Link and view your availability In the High Priority Meeting square notice the edit, copy, priority, and 3 dots… Click the 3 dots and then click Open Booking Page Toggle on Compare my calendar Click through days and find a Lunch Habit Compare your availability and notice that Reclaim has made it available for booking on your High Priority Meeting link Go to Habits and change the priority on your Lunch Habit to Critical Refresh your Scheduling Link Page and notice that Reclaim is NO longer offering lunch as an available time \nHow to Share and Personalize your link (ex. add a teammate) We are going to create a temporary, unique Scheduling Link. In the High Priority Meeting square Click the 3 dots and then click Share & Personalize Click Personalize at the bottom of the pop-up expand Details and change the meeting name to something custom Expand Attendees & location and add a colleague that you might typically need in meetings Expand Scheduling and remove all, but one duration Click Copy link and paste it in a new browser window See that there are multiple attendees, Reclaim is offering time across both of your availabilities, and priorities if the added attendee is a Reclaim user. \nHow to troubleshoot availability on your Scheduling Links Open your High Priority Meeting Scheduling Link page Toggle on “Troubleshoot availability” Notice the sidebar shows all hours of the day with color-coded dots Click on a time that is unavailable, notice that Reclaim explains why this time is not available for booking by others on your scheduling link, and also links to Settings that you can change \nHow to share & copy times that you are available In the High Priority Meeting square Click the 3 dots and then click Share & Personalize Select 2 days and some times on each day Click Preview to see the times you’d like to share Click Copy times and paste into an email \nHow to add a required question to the booking form In the Flexible Quick Meeting square click Edit Expand Booking Page customization with the down arrow on the right Click +Add field Click the drop down under Response Type and choose ‘Single Line’ Type in a question. Example: “What would you like to discuss?” Click Create Question Click Save","heading":"","is_live":true,"id":914207,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12304566","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"NEEDS REFRESH Reclaim.ai Enterprise Implementation","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/12305799-needs-refresh-reclaim-ai-enterprise-implementation","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Thanks for your purchase of Reclaim.ai. We look forward to partnering with you for a successful deployment.

Technical Implementation

SSO Setup - Okta (do we need another 'flavor'?)

SCIM

OTHER TECHY THINGS?

Launch Planning

In preparation for your enterprise rollout, we would like to schedule a launch planning call. The purpose is to collaborate and discuss some of the important steps for a successful launch and ongoing adoption.

Sample Agenda

Here's a scheduling link to schedule a launch planning call: https://app.reclaim.ai/m/stewart-reclaim/reclaim-launch-planning

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Thanks for your purchase of Reclaim.ai. We look forward to partnering with you for a successful deployment. \nTechnical Implementation SSO Setup - Okta (do we need another 'flavor'?) Please complete this SSO intake questionnaire . The Reclaim team will set up our side of the integration once we receive the completed questionnaire. You can proceed and set up Okta SSO by following these instructions: App Catalog (for SP-initiatied) Bookmark App (for IDP-initiated) We will provide your customer slug. Typically it is sso-customername SCIM We'll implement SCIM once SSO is configured and tested. What Steps go here? \nOTHER TECHY THINGS? Whitelist the Reclaim Slack app Approve the Reclaim Zoom app​Authorize the Reclaim Google add-on or pre-install for all workspace users​ Launch Planning In preparation for your enterprise rollout, we would like to schedule a launch planning call. The purpose is to collaborate and discuss some of the important steps for a successful launch and ongoing adoption. \nSample Agenda Key stakeholders Success criteria & metrics Timeline Communication planning Training & enablement planning Here's a scheduling link to schedule a launch planning call: https://app.reclaim.ai/m/stewart-reclaim/reclaim-launch-planning","heading":"","is_live":true,"id":914206,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"12305799","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Changing and customizing branding settings on Scheduling Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11886874-changing-and-customizing-branding-settings-on-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Custom branding for Scheduling Links is available on Business and Enterprise plans.

By default, your booking pages and emails sent for booked meetings will use the Reclaim logo as shown below. However, you can opt to remove Reclaim branding entirely, or even add your team's own logo and banner to booking pages and emails to help customize your attendees' booking experience.

How branding settings work

You can set branding settings at three levels in Reclaim:

There are three branding settings if you're a user on a Business or Enterprise plan:

Team branding settings and adding custom branding

To set a default branding setting for your Team as well as add a logo and banner that will be used for custom branding, head to the Team defaults page and scroll down to Booking page branding:

Here, you can adjust the default branding setting for your team as noted above, and you can also add in your own logo and banner image as well as a URL for your logo to link to from emails and booking pages.

Custom logos and banners can only be uploaded at the team level, but any team member can apply them to their links.

Branding settings on Groups and Links

If you've set a branding default on your team, all new groups and new links will inherit that branding setting by default. However, any groups or links that have a different setting will not get the team branding default. This means that your team has the option to create links that don't use custom branding, which is useful for different kinds of meetings (e.g., a customer meeting vs. a recruiting screen).

Setting branding options for Groups

To adjust branding options for Groups, click the Edit group button next to any Scheduling Link group:

From here, you will see branding settings that can be set for the group. All links created within this group will get that setting by default.

Setting branding options for Links

To adjust the branding setting for a link, click edit on any link:

Scroll down to Booking page customization and you'll see Branding with multiple settings:


Note that here, there are 4 possible settings – one that uses the same setting as the group, and the three mentioned previously to use Reclaim's branding, remove it, or add custom branding. The \"Same as group\" setting is useful for when you want to update multiple links at once that are within the same group; you can just adjust the setting for the group and all links will automatically receive it.
​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Custom branding for Scheduling Links is available on Business and Enterprise plans. By default, your booking pages and emails sent for booked meetings will use the Reclaim logo as shown below. However, you can opt to remove Reclaim branding entirely, or even add your team's own logo and banner to booking pages and emails to help customize your attendees' booking experience. \n \nHow branding settings work You can set branding settings at three levels in Reclaim: Team: Set the default branding setting for all new links created within your team. For example, if you want all new links to default to having your company's logo on them, you can adjust your team setting to make it so. Group: Set the default branding setting for all links created within a group. This setting will override any team setting that has been set for the team. Link: Set the branding setting for any specific link. This setting overrides both the team setting and the group setting. There are three branding settings if you're a user on a Business or Enterprise plan: \n Use Reclaim branding: Booking pages, embeds, and emails sent for booked meetings will include Reclaim's logo. Remove Reclaim branding: Booking pages, embeds, and emails sent for booked meetings will be unbranded and have no logo added. Use custom branding: Booking pages, embeds, and emails sent for booked meetings will include a custom logo and/or banner you've uploaded to your team settings in Reclaim. Team branding settings and adding custom branding To set a default branding setting for your Team as well as add a logo and banner that will be used for custom branding, head to the Team defaults page and scroll down to Booking page branding: \n \nHere, you can adjust the default branding setting for your team as noted above, and you can also add in your own logo and banner image as well as a URL for your logo to link to from emails and booking pages. Logo: you can upload JPG or PNG files up to 2MB, either by uploading them via your file explorer or drag-and-dropping and/or pasting them into the Logo section. Banner: you can upload JPG or PNG files up to 8MB. We strongly recommend using 1200x400px images, otherwise your image will be automatically cropped to fit the banner area. Homepage: set a URL that you want your logo to point to. If you don't add a URL here, the logo will not be clickable on your booking pages or emails. Custom logos and banners can only be uploaded at the team level, but any team member can apply them to their links. \nBranding settings on Groups and Links If you've set a branding default on your team, all new groups and new links will inherit that branding setting by default. However, any groups or links that have a different setting will not get the team branding default. This means that your team has the option to create links that don't use custom branding, which is useful for different kinds of meetings (e.g., a customer meeting vs. a recruiting screen). \nSetting branding options for Groups To adjust branding options for Groups, click the Edit group button next to any Scheduling Link group: \n \nFrom here, you will see branding settings that can be set for the group. All links created within this group will get that setting by default. \n \nSetting branding options for Links To adjust the branding setting for a link, click edit on any link: \n \nScroll down to Booking page customization and you'll see Branding with multiple settings: \n Note that here, there are 4 possible settings – one that uses the same setting as the group, and the three mentioned previously to use Reclaim's branding, remove it, or add custom branding. The \"Same as group\" setting is useful for when you want to update multiple links at once that are within the same group; you can just adjust the setting for the group and all links will automatically receive it. ​","heading":"","is_live":true,"id":896335,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11886874","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Adjusting your scheduling window for Reclaim events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11887122-adjusting-your-scheduling-window-for-reclaim-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers different scheduling windows -- the time horizon on which events like Habits, Tasks, Smart Meetings, Buffers, and Focus schedule -- based on your plan type.

When you upgrade from a free plan to a paid plan, Reclaim will automatically set your scheduling window at 3 weeks by default. But you can adjust this up to your liking via your Scheduling Settings under Scheduling Window:
​

Note that as shown above, Calendar Sync has a separate scheduling window for different plans:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers different scheduling windows -- the time horizon on which events like Habits, Tasks, Smart Meetings, Buffers, and Focus schedule -- based on your plan type. Lite / Free: Reclaim events schedule 1 week in advance. Trial: Reclaim events schedule 3 weeks in advance. Pro / Starter: Reclaim events schedule 8 weeks in advance. Business / Team / Enterprise: Reclaim events schedule 12 weeks in advance. When you upgrade from a free plan to a paid plan, Reclaim will automatically set your scheduling window at 3 weeks by default. But you can adjust this up to your liking via your Scheduling Settings under Scheduling Window:​ \nNote that as shown above, Calendar Sync has a separate scheduling window for different plans: Lite / Free: Reclaim syncs calendar events 1 week in advance for Calendar Syncs. Trial: Reclaim syncs calendar events 3 weeks in advance. Paid Plans: Reclaim syncs calendar events 12 months in advance.","heading":"","is_live":true,"id":896334,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11887122","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing a Family Calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11421138-managing-a-family-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you're a busy professional juggling a demanding work schedule alongside a bustling family life, you probably rely heavily on the calendar to keep everything organized. But what you might have noticed is that the way we use calendars at work is fundamentally different from how we use them at home – and this disconnect can create surprising headaches.

In your work life, every event on your calendar matters. A meeting doesn’t just block out time for you – it signals to everyone else exactly when you’re busy and, just as importantly, when you’re available. Colleagues, managers, and clients use these signals to decide when to collaborate, schedule meetings, and allocate resources. This “free/busy” status is necessary for the smooth functioning of your workplace.

At home, your family calendar plays a different role. Here, the purpose isn’t really to tightly regulate your availability but to keep everyone informed about what’s happening – soccer practices, doctor’s appointments, dinner plans – even if you aren’t personally attending each event. The family calendar acts more like a broadcast channel, making sure no one is left in the dark, but usually without worrying if two things overlap for any one person.

And this is where the friction begins: If you combine (or sync) your family and work calendars, you end up with a mix of signals and information. Suddenly, irrelevant family events – like your kid’s swim class or your spouse’s lunch outing – appear on your professional calendar, muddying the waters for you and anyone trying to book meetings with you at work.

Before you know it, your once-clear work calendar is cluttered with unrelated events, making it harder to tell when you’re truly available – leading to confusion, interruptions, and even missed work commitments.

Tools like Reclaim.ai, which automatically syncs events across your various calendars using Calendar Sync, can keep you on top of important meetings and family commitments. However, as helpful as Calendar Sync may be at preventing double-booking, it can sometimes create unintended clutter because of this previously mentioned friction.

For example, you may have experienced repeatedly seeing family events popping back up on your professional calendar after you've already deleted them. Even though you try to clear these events out of your professional calendar, you might find Reclaim pulling them right back in.

Let’s explain why this issue occurs and offer two simple solutions to help you manage your synced calendars. This will keep you organized and enjoy family collaboration without the clutter.

When work & family calendars collide

Merging your work and family calendars might seem like the logical next step in keeping life organized – one place for every commitment, all at a glance. Reclaim.ai's Calendar Sync makes it easy to do this, so all your events are updated automatically and your schedule stays organized.

Even so, bringing these different calendars together can create new challenges, because the underlying expectations for each calendar are so different. What’s important in one context – like making sure others know you’re truly “busy” at work – may not matter at all on the family calendar, where the goal is simply sharing information. A common issue is when events meant for your family or personal calendar consistently spill over to your professional calendar – even if they're completely unrelated to your working day.

For example, maybe your spouse books lunch plans, arranges a family medical appointment, or schedules a kid’s soccer practice you'll have nothing to do with. Yet, if you have a Calendar Sync set up with these shared calendars, they'll appear on your work calendar, potentially cluttering your professional schedule.

This isn't really a big deal – users will typically just delete unnecessarily synced events. However, what's frustrating for some is when the next automatic calendar sync kicks in (which occurs twice a day). Suddenly, you find all the unwanted events popping right back onto your calendar again, and users may find themselves deleting the same things over and over.

We understand this can be a bit annoying. And, of course, we don't want such an issue to turn you away from Calendar Sync entirely. The good news is: you don’t have to choose between staying connected with family and keeping your work calendar clear. There are a few ways to fix this:

Two practical approaches

While this Calendar Sync-related clutter can be frustrating, you can tackle it with two practical approaches:

1. Adjust your family calendar workflow

Truth be told, this is our preferred method for managing these family syncing issues. So, instead of syncing your entire shared family calendar directly into your work calendar, you'll need to tweak your approach just a bit.

Now, we get it – no one’s exactly thrilled to have that classic “let’s change how we do calendars” conversation with a spouse or family member. After all, if the current system works fine for them, why should they have to change? It can feel a bit awkward asking someone else to shift their habits, especially when the clutter mainly shows up on your side of the equation.

But trust us – this approach is worth it. It may take a quick, mildly awkward conversation upfront, but it pays off big-time: you’ll save time on manual cleanup, dodge future confusion, and (bonus!) promote better communication and shared responsibility in your household.

Here's exactly how you do it, step-by-step:

This way Reclaim only syncs events you're actually attending (or at least accepted), keeping irrelevant events off your professional calendar and preventing frustrating clutter.

Example in practice:

Let's say you and your partner share the responsibility of picking up your child from soccer practice:

Advantages of this method:

Possible considerations & challenges:

2. Use the \"#nosync\" tag to keep events separate

If the thought of overhauling your family’s calendar habits sounds like way too much hassle – or you just want a quick fix – you can use a simple workaround instead.

Reclaim.ai recognizes a special tag – \"#nosync\" – that tells it not to sync certain events onto your connected calendars. Basically, putting \"#nosync\" in an event's title or description prevents that event from automatically appearing in your other calendars.

Here's exactly how you do it, step-by-step:

That's it. Now, when Reclaim sees \"#nosync\", it'll skip this event during its syncing process.

Example in practice:

Advantages of the \"#nosync\" method:

Possible disadvantages:

Which option is best for you?

Ultimately, deciding which of these solutions is best for you depends on the following questions:

How often are unwanted events cluttering your work calendar?

Is your partner or family open and flexible to slightly changing how they use calendar scheduling?

How important is it for you to clearly highlight event responsibilities and ownership directly through your calendar?

Why this matters

At first glance, having a few extra family events pop up on your work calendar may seem harmless – maybe just a minor annoyance. But when it comes to your daily productivity, calendar clutter can create real and significant disruptions.

1. Difficulty understanding your real commitments

When unrelated family activities continuously appear on your work calendar, it gets harder and harder to quickly grasp what you're actually responsible for. Each time you open your calendar, you're forced to pause and wonder: \"Wait – do I need to handle this event, or can I safely ignore it?\" That confusion defeats the entire purpose of a calendar, which is supposed to provide you clear answers about your day's priorities, fast.

2. Extra mental load & distractions

Even small notifications popping up for family events you don't need to attend can add unnecessary interruptions to your workday. These seemingly minor distractions pull your attention away from work tasks, breaking your focus and forcing you to shift your concentration. Studies even show that brief distractions like this can seriously disrupt workflow efficiency and affect the quality of your decision-making.

3. Higher chance of missing important work responsibilities

Perhaps most importantly, the clutter and interruptions can cause you to actually overlook or miss a critical professional meeting or deadline. With so many less relevant items crowding your calendar view, it's easy for key work tasks and follow-ups to slip through the cracks. Over time, these little oversights can add up, potentially leading to meaningful setbacks in your career.

Bonus tips for effective family calendar management

Addressing calendar sync frustrations is a fantastic start – but if you're looking to further boost clarity, improve communication, and streamline your family's daily scheduling, these three simple tips can help:

1. Color-code your calendar events

Assigning distinct colors to different types of events is an easy, visually powerful way to simplify your schedule at a glance. Try setting separate colors for specific categories like:

With this color-coding approach, you'll quickly and effortlessly see at a glance what's coming up, which will save you time and mental energy each day.

2. Schedule regular family \"calendar check-ins\"

Once a week – maybe on Sunday evening – set aside just 10–20 minutes to sit with your family and discuss your upcoming week together. During this quick check-in, clearly share:

Doing this regularly will eliminate unexpected surprises and significantly reduce misunderstandings around everyone's calendar commitments.

3. Use clear & consistent event names

Make it easy on everyone by using clear, descriptive, and actionable titles for calendar events. For example:

Being consistent with naming makes every activity crystal-clear at first glance, removing the need for unnecessary back-and-forth clarifications and questions.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you're a busy professional juggling a demanding work schedule alongside a bustling family life, you probably rely heavily on the calendar to keep everything organized. But what you might have noticed is that the way we use calendars at work is fundamentally different from how we use them at home – and this disconnect can create surprising headaches. \nIn your work life, every event on your calendar matters. A meeting doesn’t just block out time for you – it signals to everyone else exactly when you’re busy and, just as importantly, when you’re available. Colleagues, managers, and clients use these signals to decide when to collaborate, schedule meetings, and allocate resources. This “free/busy” status is necessary for the smooth functioning of your workplace. \nAt home, your family calendar plays a different role. Here, the purpose isn’t really to tightly regulate your availability but to keep everyone informed about what’s happening – soccer practices, doctor’s appointments, dinner plans – even if you aren’t personally attending each event. The family calendar acts more like a broadcast channel, making sure no one is left in the dark, but usually without worrying if two things overlap for any one person. \nAnd this is where the friction begins: If you combine (or sync) your family and work calendars, you end up with a mix of signals and information. Suddenly, irrelevant family events – like your kid’s swim class or your spouse’s lunch outing – appear on your professional calendar, muddying the waters for you and anyone trying to book meetings with you at work. \nBefore you know it, your once-clear work calendar is cluttered with unrelated events, making it harder to tell when you’re truly available – leading to confusion, interruptions, and even missed work commitments. \nTools like Reclaim.ai, which automatically syncs events across your various calendars using Calendar Sync, can keep you on top of important meetings and family commitments. However, as helpful as Calendar Sync may be at preventing double-booking, it can sometimes create unintended clutter because of this previously mentioned friction. \nFor example, you may have experienced repeatedly seeing family events popping back up on your professional calendar after you've already deleted them. Even though you try to clear these events out of your professional calendar, you might find Reclaim pulling them right back in. \nLet’s explain why this issue occurs and offer two simple solutions to help you manage your synced calendars. This will keep you organized and enjoy family collaboration without the clutter. \nWhen work & family calendars collide Merging your work and family calendars might seem like the logical next step in keeping life organized – one place for every commitment, all at a glance. Reclaim.ai's Calendar Sync makes it easy to do this, so all your events are updated automatically and your schedule stays organized. \nEven so, bringing these different calendars together can create new challenges, because the underlying expectations for each calendar are so different. What’s important in one context – like making sure others know you’re truly “busy” at work – may not matter at all on the family calendar, where the goal is simply sharing information. A common issue is when events meant for your family or personal calendar consistently spill over to your professional calendar – even if they're completely unrelated to your working day. \nFor example, maybe your spouse books lunch plans, arranges a family medical appointment, or schedules a kid’s soccer practice you'll have nothing to do with. Yet, if you have a Calendar Sync set up with these shared calendars, they'll appear on your work calendar, potentially cluttering your professional schedule. \nThis isn't really a big deal – users will typically just delete unnecessarily synced events. However, what's frustrating for some is when the next automatic calendar sync kicks in (which occurs twice a day). Suddenly, you find all the unwanted events popping right back onto your calendar again, and users may find themselves deleting the same things over and over. \nWe understand this can be a bit annoying. And, of course, we don't want such an issue to turn you away from Calendar Sync entirely. The good news is: you don’t have to choose between staying connected with family and keeping your work calendar clear. There are a few ways to fix this: \nTwo practical approaches While this Calendar Sync-related clutter can be frustrating, you can tackle it with two practical approaches: \n1. Adjust your family calendar workflow Truth be told, this is our preferred method for managing these family syncing issues. So, instead of syncing your entire shared family calendar directly into your work calendar, you'll need to tweak your approach just a bit. \nNow, we get it – no one’s exactly thrilled to have that classic “let’s change how we do calendars” conversation with a spouse or family member. After all, if the current system works fine for them, why should they have to change? It can feel a bit awkward asking someone else to shift their habits, especially when the clutter mainly shows up on your side of the equation. \nBut trust us – this approach is worth it. It may take a quick, mildly awkward conversation upfront, but it pays off big-time: you’ll save time on manual cleanup, dodge future confusion, and (bonus!) promote better communication and shared responsibility in your household. \nHere's exactly how you do it, step-by-step: Connect your personal calendar to your work calendar via Reclaim.ai – but don't sync the whole family calendar automatically. Start making intentional use of calendar invites: Family members send calendar invitations directly to each other when an event specifically needs someone's involvement or attention. Clearly use \"Yes\" and \"No\" RSVP responses to indicate whether you need that event synced into your work schedule: If you're responsible for or actively involved in the event, simply hit \"Yes.\" If someone else is handling it, or your presence isn't required, select \"No.\" \n \nThis way Reclaim only syncs events you're actually attending (or at least accepted), keeping irrelevant events off your professional calendar and preventing frustrating clutter. \nExample in practice: \nLet's say you and your partner share the responsibility of picking up your child from soccer practice: Your partner creates the event \"Pickup Tony from soccer practice\" every Tuesday and invites you. If it's your partner’s turn to handle the pickup, you decline the event. Reclaim then knows to keep that event out of your professional calendar. When it's your responsibility, you simply accept, and the event appears as expected on your work calendar. Advantages of this method: Completely eliminates unwanted recurring events, significantly reducing calendar clutter. Makes it crystal clear who’s responsible for each event, promoting better communication and transparency. Encourages intentional collaboration and responsibility-sharing within your family. Possible considerations & challenges: An initial adjustment period might be needed, especially as your household learns and adapts to the new process. You'll likely need to have a short conversation or two upfront to make sure everyone understands how invitations and RSVP statuses will be used consistently. 2. Use the \"#nosync\" tag to keep events separate If the thought of overhauling your family’s calendar habits sounds like way too much hassle – or you just want a quick fix – you can use a simple workaround instead. \nReclaim.ai recognizes a special tag – \"#nosync\" – that tells it not to sync certain events onto your connected calendars. Basically, putting \"#nosync\" in an event's title or description prevents that event from automatically appearing in your other calendars. \nHere's exactly how you do it, step-by-step: Go into the family or personal calendar where the original event was created. Open the event you don't want syncing into your work calendar (or create a new one). Add the phrase \"#nosync\" somewhere in the event's title or description. Example: \"Lunch with Taylor #nosync\" Save your event. \nThat's it. Now, when Reclaim sees \"#nosync\", it'll skip this event during its syncing process. \nExample in practice: Before: \"Dom's piano class, 3:00 PM–4:00 PM\" (keeps unintentionally syncing with your work calendar). After adding the tag: \"Dom's piano class #nosync, 3:00 PM–4:00 PM\" (no longer appears in your work calendar). Advantages of the \"#nosync\" method: Quick and easy – no complicated setup needed. Works especially well for occasional or one-off issues. Doesn't require your family to change established calendar habits. Possible disadvantages: You do have to remember to add the \"#nosync\" tag each time you create or edit an event you want excluded. Family members unfamiliar with this tag might find it confusing or accidentally leave it out. Which option is best for you? Ultimately, deciding which of these solutions is best for you depends on the following questions: \nHow often are unwanted events cluttering your work calendar? If your calendar is regularly cluttered with irrelevant events → go with Option 1 (adjusting your family calendar workflow) If it's just an occasional issue that pops up now and then → use Option 2 (the \"#nosync\" tag method) Is your partner or family open and flexible to slightly changing how they use calendar scheduling? If your family would be comfortable adjusting their scheduling habits a little to prevent confusion → choose Option 1 (adjusted workflow) If you'd prefer your partner or family members to make minimal changes → try Option 2 (\"#nosync\" tag) How important is it for you to clearly highlight event responsibilities and ownership directly through your calendar? If clearly designated responsibilities help you and your family stay organized and coordinated → Option 1 (adjusted workflow) If clearly assigning event ownership isn't a big priority, and you prefer simplicity → Option 2 (\"#nosync\" tag) Why this matters At first glance, having a few extra family events pop up on your work calendar may seem harmless – maybe just a minor annoyance. But when it comes to your daily productivity, calendar clutter can create real and significant disruptions. \n1. Difficulty understanding your real commitments When unrelated family activities continuously appear on your work calendar, it gets harder and harder to quickly grasp what you're actually responsible for. Each time you open your calendar, you're forced to pause and wonder: \"Wait – do I need to handle this event, or can I safely ignore it?\" That confusion defeats the entire purpose of a calendar, which is supposed to provide you clear answers about your day's priorities, fast. \n2. Extra mental load & distractions Even small notifications popping up for family events you don't need to attend can add unnecessary interruptions to your workday. These seemingly minor distractions pull your attention away from work tasks, breaking your focus and forcing you to shift your concentration. Studies even show that brief distractions like this can seriously disrupt workflow efficiency and affect the quality of your decision-making. \n3. Higher chance of missing important work responsibilities Perhaps most importantly, the clutter and interruptions can cause you to actually overlook or miss a critical professional meeting or deadline. With so many less relevant items crowding your calendar view, it's easy for key work tasks and follow-ups to slip through the cracks. Over time, these little oversights can add up, potentially leading to meaningful setbacks in your career. \nBonus tips for effective family calendar management Addressing calendar sync frustrations is a fantastic start – but if you're looking to further boost clarity, improve communication, and streamline your family's daily scheduling, these three simple tips can help: \n1. Color-code your calendar events Assigning distinct colors to different types of events is an easy, visually powerful way to simplify your schedule at a glance. Try setting separate colors for specific categories like: Professional events: work meetings, deadlines, calls Family-oriented events: kids' activities, doctor appointments, social gatherings Personal activities: workouts, hobbies, relaxation, downtime With this color-coding approach, you'll quickly and effortlessly see at a glance what's coming up, which will save you time and mental energy each day. \n2. Schedule regular family \"calendar check-ins\" Once a week – maybe on Sunday evening – set aside just 10–20 minutes to sit with your family and discuss your upcoming week together. During this quick check-in, clearly share: Responsibilities and commitments for the upcoming week Any conflicts or logistical issues that might require cooperation Exactly who’s handling each activity and who needs to be present Doing this regularly will eliminate unexpected surprises and significantly reduce misunderstandings around everyone's calendar commitments. \n3. Use clear & consistent event names Make it easy on everyone by using clear, descriptive, and actionable titles for calendar events. For example: Instead of \"Doctor\" → try \"Tony – Annual Pediatric Checkup @ Greenhill Medical\" Instead of \"Soccer\" → say \"Pickup Dom from Soccer Practice @ 4pm (Dad)\" Clearly identify who’s responsible, prefacing event titles with names like \"Mom:\", \"Dad:\", or \"[Name]:\" such as \"Dad: Drop-off Dom at birthday party\" Being consistent with naming makes every activity crystal-clear at first glance, removing the need for unnecessary back-and-forth clarifications and questions.","heading":"","is_live":true,"id":875353,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11421138","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Habits vs. Tasks vs. Focus Time: When to use each in Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11325700-habits-vs-tasks-vs-focus-time-when-to-use-each-in-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim gives you multiple smart scheduling tools to make the most of your time. While Habits, Tasks, and Focus Time all help you carve out space on your calendar, each one is designed for a different kind of use case. This guide will help you understand when to use each.

Habits: For recurring routines and responsibilities

Use Habits when you want to regularly make time for consistent routines—personal or professional. Habits are flexible, auto-scheduling events that repeat on your calendar based on the frequency, duration, and time windows you set.

Best for:

Why use Habits?

They automatically find the best time for your routine within your preferred scheduling window, so you can stay consistent without micromanaging your calendar. Learn more about Habits.

Tasks: For one-time & deadline-driven work

Use Tasks when you have a specific piece of work to get done — either as a one-off to-do, or by a certain deadline. Tasks auto-schedule time on your calendar to complete the work before the due date, around your existing meetings and priorities.

Best for:

Why use Tasks?

Tasks help you stay on track and avoid last-minute crunch by automatically blocking time for the work you need to do — based on priority, estimated work time, and your deadlines. Learn more about Tasks.

Focus Time: For defending time for heads-down work

Use Focus Time to defend time on your calendar for deep, uninterrupted work around meetings — but don’t have a specific task or deadline tied to it yet. Focus Time blocks are flexible holds that give you breathing room around meetings to work on whatever you need to get done.

Best for:

Why use Focus Time?

Focus helps to keep your calendar from becoming too fragmented. You can use Focus Time to proactively defend time for deep work and give yourself more flexibility without needing to schedule specific events. Learn more about Focus.

Quick comparison

Feature

Use case

Recurring?

Flexible?

Specific deadline?

Habits

Regular work & personal routines

✅ Yes

✅ Yes

❌ No

Tasks

Specific projects & to-dos with a deadline

❌ No

✅ Yes

✅ Yes

Focus Time

General deep work protection

✅ Yes

✅ Yes

❌ No

Combine all three for maximum productivity

You don’t have to choose just one! You can also use Focus in tandem with Habits and Tasks to maximize your time every week:

Work Habits and Tasks will always be prioritized first, and will automatically count towards your weekly Focus goal. You can also manually tag any event with #focus to count it towards your goal.

Used together, they help you build a calendar that’s both flexible and intentional — so you can get more done, without burning out.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim gives you multiple smart scheduling tools to make the most of your time. While Habits, Tasks, and Focus Time all help you carve out space on your calendar, each one is designed for a different kind of use case. This guide will help you understand when to use each. \n \nHabits: For recurring routines and responsibilities Use Habits when you want to regularly make time for consistent routines—personal or professional. Habits are flexible, auto-scheduling events that repeat on your calendar based on the frequency, duration, and time windows you set. \nBest for: Defending flexible, recurring time for responsibilities Building consistency with routines Supporting long-term personal and professional goals Maintaining balance and structure in your weekly flow Why use Habits? They automatically find the best time for your routine within your preferred scheduling window, so you can stay consistent without micromanaging your calendar. Learn more about Habits. \n \nTasks: For one-time & deadline-driven work Use Tasks when you have a specific piece of work to get done — either as a one-off to-do, or by a certain deadline. Tasks auto-schedule time on your calendar to complete the work before the due date, around your existing meetings and priorities. \nBest for: Managing deadline-driven work Breaking big projects into manageable work sessions Prioritizing tasks based on urgency and effort Syncing to-dos from project management apps via integrations Why use Tasks? Tasks help you stay on track and avoid last-minute crunch by automatically blocking time for the work you need to do — based on priority, estimated work time, and your deadlines. Learn more about Tasks. \n \nFocus Time: For defending time for heads-down work Use Focus Time to defend time on your calendar for deep, uninterrupted work around meetings — but don’t have a specific task or deadline tied to it yet. Focus Time blocks are flexible holds that give you breathing room around meetings to work on whatever you need to get done. \nBest for: Proactively defending time for deep work Preventing your calendar from getting overrun with meetings Giving yourself open time for more flexible plans Creating buffer space during intense workweeks Why use Focus Time? Focus helps to keep your calendar from becoming too fragmented. You can use Focus Time to proactively defend time for deep work and give yourself more flexibility without needing to schedule specific events. Learn more about Focus. \n \nQuick comparison Feature Use case Recurring? Flexible? Specific deadline? Habits Regular work & personal routines ✅ Yes ✅ Yes ❌ No Tasks Specific projects & to-dos with a deadline ❌ No ✅ Yes ✅ Yes Focus Time General deep work protection ✅ Yes ✅ Yes ❌ No \nCombine all three for maximum productivity You don’t have to choose just one! You can also use Focus in tandem with Habits and Tasks to maximize your time every week: Set a weekly Focus goal to ensure you have the time you need for heads-down work around meetings. Set Habits for the recurring routines that help you stay on track. Regularly create Tasks for projects and to-dos you want to specifically plan out on the calendar before deadlines. Work Habits and Tasks will always be prioritized first, and will automatically count towards your weekly Focus goal. You can also manually tag any event with #focus to count it towards your goal. \nUsed together, they help you build a calendar that’s both flexible and intentional — so you can get more done, without burning out.","heading":"","is_live":true,"id":865952,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11325700","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why am I seeing \"Error: Admin Approval Needed\" when trying to connect my Outlook calendar to Reclaim?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11352124-why-am-i-seeing-error-admin-approval-needed-when-trying-to-connect-my-outlook-calendar-to-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

When you try to connect your Office 365 account to Reclaim, you may receive an error message that says Admin Approval Needed or Need admin approval.

You will receive this error message if your Office 365 administrator has Azure Active Directory (located in the Microsoft Cloud Application Connector Admin Panel) enabled with advanced security settings that limit the ability to connect third-party applications such as Reclaim.

\"choose

An Office 365 administrator will need to give permission for you and other users from your workspace in order to sign in to Reclaim.ai.

If you are the administrator, or would like to show your workspace administrator how to enable 3rd-party access to Reclaim, please take a look at the steps below:

Once your administrator gives you access to Reclaim.ai, all you have to do is go back to Reclaim.ai and follow the standard steps for either creating a new account or connecting an existing account.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"When you try to connect your Office 365 account to Reclaim, you may receive an error message that says Admin Approval Needed or Need admin approval . \n \n \nYou will receive this error message if your Office 365 administrator has Azure Active Directory (located in the Microsoft Cloud Application Connector Admin Panel) enabled with advanced security settings that limit the ability to connect third-party applications such as Reclaim. \n \nAn Office 365 administrator will need to give permission for you and other users from your workspace in order to sign in to Reclaim.ai. \nIf you are the administrator, or would like to show your workspace administrator how to enable 3rd-party access to Reclaim, please take a look at the steps below: Log in to Azure Active Directory with an administrator's login. Open a new tab in your browser and paste the following link: ​​​https://login.microsoftonline.com/common/oauth2/authorize?client_id=247a8c1c-e511-41dd-9517-611a4e68e782&response_type=code&prompt=admin_consent Click Accept on the next window, which looks like this: \n \n \n and optionally choose \"Consent on behalf of your organization\" if you're approving this for all users in your organization. If you don't see a window that has an Accept option, please ensure you're logged in as an administrator. Select Enterprise Applications on the left side of the screen. Finally, select and confirm Reclaim.ai on the right side of the screen. Once your administrator gives you access to Reclaim.ai, all you have to do is go back to Reclaim.ai and follow the standard steps for either creating a new account or connecting an existing account.","heading":"","is_live":true,"id":865951,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11352124","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Setting up Team Focus Time","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11364403-setting-up-team-focus-time","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Focus Time works best when it’s part of your team culture. When everyone is prioritizing deep work and minimizing distractions, it’s easier to reduce unnecessary meetings, collaborate more intentionally, and get more productive work done.

Help your team protect time for deep work from day one by setting up Team Focus Time. This ensures every new teammate automatically gets recommended a default Focus Time goal when they join your account — no extra setup needed.

What is Team Focus Time?

Team Focus Time is a default Focus Time template you can recommend for your entire team. It's designed to help your teammates:

All without the extra setup as they're onboarding. This template acts as a starting point — teammates can personalize or disable the recommendation anytime.

How to set a Team Focus Time goal

  1. Go to Team > Team Templates

  2. Under Team Focus Time, click + Team Focus Time

  3. Set your Focus mode and weekly goal for your team

  4. Save your template

That’s it! Every new teammate added to your Reclaim team will see this Focus Time recommendation in their calendar settings.

You can learn more about other Team Template settings (including Default Hours and recommended Habit templates in the Account Settings overview doc.


Can teammates change their Focus Time?

Yes! The Team Focus Time template is just a recommendation. Each teammate can adjust the duration, frequency, or turn it off entirely based on their personal preferences and schedule.

By setting up Team Focus Time, you’re helping your team build better work habits, reduce context-switching, and protect time for what matters most.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Focus Time works best when it’s part of your team culture. When everyone is prioritizing deep work and minimizing distractions, it’s easier to reduce unnecessary meetings, collaborate more intentionally, and get more productive work done. \nHelp your team protect time for deep work from day one by setting up Team Focus Time. This ensures every new teammate automatically gets recommended a default Focus Time goal when they join your account — no extra setup needed. \nWhat is Team Focus Time? Team Focus Time is a default Focus Time template you can recommend for your entire team. It's designed to help your teammates: Defend more time for deep, focused work Reduce meeting overload Maintain better balance across their calendars All without the extra setup as they're onboarding. This template acts as a starting point — teammates can personalize or disable the recommendation anytime. \n \nHow to set a Team Focus Time goal Go to Team > Team Templates Under Team Focus Time, click + Team Focus Time Set your Focus mode and weekly goal for your team Save your template That’s it! Every new teammate added to your Reclaim team will see this Focus Time recommendation in their calendar settings. \n \nYou can learn more about other Team Template settings (including Default Hours and recommended Habit templates in the Account Settings overview doc. Can teammates change their Focus Time? Yes! The Team Focus Time template is just a recommendation. Each teammate can adjust the duration, frequency, or turn it off entirely based on their personal preferences and schedule. \nBy setting up Team Focus Time, you’re helping your team build better work habits, reduce context-switching, and protect time for what matters most.","heading":"","is_live":true,"id":865950,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11364403","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Switching from Clockwise to Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/11123801-switching-from-clockwise-to-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Whether you're a longtime Clockwise user or just starting to explore AI-powered scheduling options — this guide is here to help you make a smooth transition to Reclaim.

We’ll walk you through how features map across platforms, what to expect during setup, and how to take full advantage of Reclaim, so you can keep your schedule running without missing a beat.

Why switch from Clockwise to Reclaim?

Clockwise and Reclaim both aim to help you protect time for deep work and reduce calendar chaos. But Reclaim offers a whole new level of flexibility, intelligence, and integration to help you do more with less stress:

Clockwise vs. Reclaim features

Here’s how your Clockwise capabilities translate to Reclaim features — plus key differences to help you get the most out of your new setup.

If you use this in Clockwise...

Set this up in Reclaim.ai

Notes

Lunch

Lunch Habit

Reclaim Lunch auto-reschedules on the same day — Clockwise doesn’t. Add auto-locks for structure.

Travel Time

Travel Time

Customize travel preferences based on location and time.

Personal Calendar Sync

Calendar Sync

Reclaim supports multiple one-way syncs with privacy controls.

Flexible Meetings

Smart Meetings

Real-time rescheduling with time windows, priorities, and attendee rules.

Focus Time

Focus Time

Reclaim supports daily/weekly Focus goals for any calendar.

Flexible Holds

Habits & Tasks

Reclaim separates recurring routines (Habits) and one-off to-dos (Tasks) so you can carve out dedicated time to get work done.

Scheduling Links

Scheduling Links

Reclaim uses AI priorities to offer up max availability — not just Focus Time.

Color Coding

Color Coding

Categorize and color-code just Reclaim created events, or all events.

Slack Status Sync

Slack Status Sync

Works similarly, with more control over which events update your status.

No meeting days

No meeting days

Reclaim can support IT to get up a shared calendar + #reclaim_free event hashtags for no-meeting days.

Team Analytics

Team Stats

Reclaim highlights your team's productivity and work-life balance stats, so you can keep an eye on goals.

Meeting Breaks

Buffer Time

Automatically adds breaks after meetings to prevent back-to-back days and burnout.

Features unique to Reclaim

There are several unique features at Reclaim that go beyond Clockwise’s capabilities, giving you more control, flexibility, and smarter scheduling for the week.

Reclaim Feature

What it does

AI priority levels

Your calendar intelligently makes tradeoffs between meetings, tasks, and routines based on priority.

Real-time rescheduling

Updates your calendar within seconds of a change — not just once a day.

Advanced task integrations

Integrate your to-do list from project management tools your team is already using including: Asana, Todoist, Linear, ClickUp, Jira, Google Tasks. Clockwise does not support any task integrations.

Manual calendar controls

Move, delete, or reschedule Reclaim events — and Reclaim respects your preferences.

Extended planning horizon

Schedule out up to 12 weeks, vs. Clockwise’s 3-week limit.

More flexible Scheduling Links

Protect more than just Focus Time using smart priorities.

Better team management

Default working and meeting hours across the team, Habit templates, and default Focus Time settings.

✅ Migration & setup checklist

Step 1: Disconnect Clockwise

Wait 1–2 hours for your Clockwise events to fully clear before setting up Reclaim to avoid any scheduling conflicts. Note: If you have Flexible Meetings you're not the organizer of, Clockwise will continue scheduling these on your calendar. You'll need to reach out to the organizer of the meeting to clear these.

Step 2: Set up Reclaim

Step 3: Take your AI-scheduling to the next level

To learn more about setting up your Reclaim account, check out the getting started guide below for a step-by-step walkthrough 👇

Getting started guide →

Admin-only steps

💬 Questions? That's what we're here for!

Check out our Help Center, email support@reclaim.ai, or talk to us in the in-app chat. We’re happy to help make the transition smooth and successful for you and your team.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Whether you're a longtime Clockwise user or just starting to explore AI-powered scheduling options — this guide is here to help you make a smooth transition to Reclaim. \nWe’ll walk you through how features map across platforms, what to expect during setup, and how to take full advantage of Reclaim, so you can keep your schedule running without missing a beat. \nWhy switch from Clockwise to Reclaim? Clockwise and Reclaim both aim to help you protect time for deep work and reduce calendar chaos. But Reclaim offers a whole new level of flexibility, intelligence, and integration to help you do more with less stress: Real-time rescheduling: Clockwise reschedules once daily — Reclaim adjusts instantly as your calendar changes. Task integrations: Reclaim syncs with Asana, Todoist, Google Tasks, Jira, and more to auto-schedule your work. Prioritization: Reclaim uses AI to make tradeoffs between Tasks, Habits, and meetings — Clockwise doesn’t support priorities. Smarter focus time: Focus events in Reclaim come with daily/weekly goals, circuit breakers, and better customization. Fewer scheduling headaches: Reclaim’s free/busy controls, auto-locking, and intelligent buffers help you stay on track and in control. More flexibility: Easily move or delete Reclaim-created events, and they won’t come back unless you want them to. \nClockwise vs. Reclaim features Here’s how your Clockwise capabilities translate to Reclaim features — plus key differences to help you get the most out of your new setup. If you use this in Clockwise... Set this up in Reclaim.ai Notes Lunch Lunch Habit Reclaim Lunch auto-reschedules on the same day — Clockwise doesn’t. Add auto-locks for structure. Travel Time Travel Time Customize travel preferences based on location and time. Personal Calendar Sync Calendar Sync Reclaim supports multiple one-way syncs with privacy controls. Flexible Meetings Smart Meetings Real-time rescheduling with time windows, priorities, and attendee rules. Focus Time Focus Time Reclaim supports daily/weekly Focus goals for any calendar. Flexible Holds Habits & Tasks Reclaim separates recurring routines (Habits) and one-off to-dos (Tasks) so you can carve out dedicated time to get work done. Scheduling Links Scheduling Links Reclaim uses AI priorities to offer up max availability — not just Focus Time. Color Coding Color Coding Categorize and color-code just Reclaim created events, or all events. Slack Status Sync Slack Status Sync Works similarly, with more control over which events update your status. No meeting days No meeting days Reclaim can support IT to get up a shared calendar + #reclaim_free event hashtags for no-meeting days. Team Analytics Team Stats Reclaim highlights your team's productivity and work-life balance stats, so you can keep an eye on goals. Meeting Breaks Buffer Time Automatically adds breaks after meetings to prevent back-to-back days and burnout. \nFeatures unique to Reclaim There are several unique features at Reclaim that go beyond Clockwise’s capabilities, giving you more control, flexibility, and smarter scheduling for the week. Reclaim Feature What it does AI priority levels Your calendar intelligently makes tradeoffs between meetings, tasks, and routines based on priority. Real-time rescheduling Updates your calendar within seconds of a change — not just once a day. Advanced task integrations Integrate your to-do list from project management tools your team is already using including: Asana, Todoist, Linear, ClickUp, Jira, Google Tasks. Clockwise does not support any task integrations. Manual calendar controls Move, delete, or reschedule Reclaim events — and Reclaim respects your preferences. Extended planning horizon Schedule out up to 12 weeks, vs. Clockwise’s 3-week limit. More flexible Scheduling Links Protect more than just Focus Time using smart priorities. Better team management Default working and meeting hours across the team, Habit templates, and default Focus Time settings. \n✅ Migration & setup checklist Step 1: Disconnect Clockwise Deactivate your Clockwise account (learn how here). Remove the Clockwise Chrome extension (learn how here). Disconnect the Clockwise Slack integration (learn how here). Admins can do this org-wide. Wait 1–2 hours for your Clockwise events to fully clear before setting up Reclaim to avoid any scheduling conflicts. Note: If you have Flexible Meetings you're not the organizer of, Clockwise will continue scheduling these on your calendar. You'll need to reach out to the organizer of the meeting to clear these. \nStep 2: Set up Reclaim Sign up at Reclaim.ai and connect your Google Calendar or Outlook Calendar. Note: If your organization is using SCIM your account may be automatically provisioned. Complete onboarding to set up your smart scheduling basics: Set your Focus Time goal Sync your personal calendar Set up your Lunch Habit Configure Buffer Time between meetings Set up your first Scheduling Link Step 3: Take your AI-scheduling to the next level Review your working, meeting, and personal hours. Set up Slack Status Sync and Zoom integration. Convert recurring meetings to Smart Meetings. Customize more Habits for work and life routines. Create your first Task and connect a task integration if needed. Customize your default Scheduling Links and booking page, and set up Team/Round Robin links. Adjust event category color-coding. Set up Travel Time preferences. Connect any additional calendars. Tweak advanced Focus Time settings (goals, mode, minimum hours). Set up a no-meeting day via shared calendar + #reclaim_free events. To learn more about setting up your Reclaim account, check out the getting started guide below for a step-by-step walkthrough 👇 Getting started guide → \nAdmin-only steps Set up SSO/SCIM for provisioning (Okta, OneLogin, etc.). Create Team Templates for default Focus, Habits, and working/meeting hours. Invite your team manually or through SCIM, and review your default invite settings. \n \n💬 Questions? That's what we're here for! Check out our Help Center, email support@reclaim.ai, or talk to us in the in-app chat. We’re happy to help make the transition smooth and successful for you and your team.","heading":"","is_live":true,"id":850213,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"11123801","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Customize your scheduling settings for Reclaim events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/10491907-customize-your-scheduling-settings-for-reclaim-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim leverages smart AI scheduling to build out a productive weekly plan around your priorities, deadlines, and availability. You can always fine-tune how Reclaim schedules with your smart events to better suit your preferences under Settings > Scheduling.

Adjust your scheduling settings in Reclaim

Let's walk through how all these settings work:

Auto-lock

You can tell Reclaim to automatically lock your Smart Meetings, and your Habits and Tasks, at the beginning of each day or week. This can offer more predictability by reducing reschedules on your calendar, closer to the start of an event.

Learn more about auto-lock in this doc.

Start time intervals

Reclaim allows you to set start time intervals for when Scheduling Links and Smart Meetings are booked in your calendar. You can select your preferred time intervals for meetings (:00, :15, :30, :45) to better manage your availability for collaboration every week.

Learn more about start time intervals in this doc.

RSVP settings for Calendar Sync

You can adjust your setting for how events are synced via Calendar Sync when the event has no RSVP – either as 'Free' or 'Busy', be default.

Learn more about RSVP settings for Calendar Sync event in this doc.

Starting & managing done scheduling

You can opt to decide whether you want Tasks and Habits to automatically start at the time they're scheduled (default) or whether you want to only start them manually by using the Start action.

Tasks that are done scheduling

You can let Reclaim automatically reopen or close your Tasks that are done scheduling after a cooldown period by selecting one of three options.

Learn more about these workflows for your Tasks/Habits to discover which might work best for your preferences in this doc.

Event scheduling

With the event scheduling settings, you can fine-tune how Reclaim's AI finds time for Tasks, Habits, & meetings – taking into consideration additional Task details, like due date and the work remaining to be scheduled for the Task.

There are a few options:

You can experiment with different settings to find which one fits best with your workflow and schedule.

Emoji settings

You can customize your emoji settings for Habits, Tasks, and Smart Meetings to customize which emojis you want to display on your calendar events, and where in the title they appear.

Learn more about how emojis work in Reclaim in this doc.

Calendar event tips

Customize whether you want to enable tips on your calendar events, or not.

An example of calendar event tips around rescheduling/skipping Smart Meetings in Google Calendar:
​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim leverages smart AI scheduling to build out a productive weekly plan around your priorities, deadlines, and availability. You can always fine-tune how Reclaim schedules with your smart events to better suit your preferences under Settings > Scheduling. \n \nAdjust your scheduling settings in Reclaim Let's walk through how all these settings work: \nAuto-lock You can tell Reclaim to automatically lock your Smart Meetings, and your Habits and Tasks, at the beginning of each day or week. This can offer more predictability by reducing reschedules on your calendar, closer to the start of an event. \n \nLearn more about auto-lock in this doc. \n \nStart time intervals Reclaim allows you to set start time intervals for when Scheduling Links and Smart Meetings are booked in your calendar. You can select your preferred time intervals for meetings (:00, :15, :30, :45) to better manage your availability for collaboration every week. \n \nLearn more about start time intervals in this doc. \n \nRSVP settings for Calendar Sync You can adjust your setting for how events are synced via Calendar Sync when the event has no RSVP – either as 'Free' or 'Busy', be default. \n \nLearn more about RSVP settings for Calendar Sync event in this doc. \n \nStarting & managing done scheduling You can opt to decide whether you want Tasks and Habits to automatically start at the time they're scheduled (default) or whether you want to only start them manually by using the Start action. \nTasks that are done scheduling You can let Reclaim automatically reopen or close your Tasks that are done scheduling after a cooldown period by selecting one of three options. Learn more about these workflows for your Tasks/Habits to discover which might work best for your preferences in this doc. \n \nEvent scheduling With the event scheduling settings, you can fine-tune how Reclaim's AI finds time for Tasks, Habits, & meetings – taking into consideration additional Task details, like due date and the work remaining to be scheduled for the Task. \n \nThere are a few options: Due date & work remaining have little effect: Due dates and work remaining on Tasks will have little effect on how Tasks schedule relative to meetings, Habits, and other Tasks beyond your priority settings. That means that even if a lower-priority Task is due sooner and/or has more work remaining than a higher-priority Task, Reclaim may try to schedule the higher-priority one sooner. Strongly influenced by due date only: Due dates will strongly influence how Tasks schedule relative to meetings, Habits, and other Tasks. Work remaining will have little effect. That means that lower-priority Tasks that are due sooner may be scheduled ahead of higher-priority Tasks that are due later. Strongly influenced by due date & work remaining (default): Due dates and work remaining on Tasks will strongly influence how Tasks schedule relative to meetings, Habits, and other Tasks. That means that Tasks that are due sooner with more work remaining may be scheduled ahead of higher-priority Tasks that are due later and have less work remaining. You can experiment with different settings to find which one fits best with your workflow and schedule. \nEmoji settings You can customize your emoji settings for Habits, Tasks, and Smart Meetings to customize which emojis you want to display on your calendar events, and where in the title they appear. \n \nLearn more about how emojis work in Reclaim in this doc. \n \nCalendar event tips Customize whether you want to enable tips on your calendar events, or not. \n \nAn example of calendar event tips around rescheduling/skipping Smart Meetings in Google Calendar: ​","heading":"","is_live":true,"id":786158,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"10491907","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Viewing Calendar Event Logs in Google Workspace","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/10004190-viewing-calendar-event-logs-in-google-workspace","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Sometimes, it's necessary to view the history of a calendar event in Google Workspace to debug issues and track changes made by tools like Reclaim.
​
To do this, you should check the Google Workspace audit logs for the event's history.

Access Requirements

If the event has been deleted, check the Google Calendar Trash to restore it, allowing you to retrieve the edit URL.

​

Steps to Access Calendar Logs

  1. Once you have the event ID, go to the Google Workspace Calendar Logs,

  2. Search the Calendar Log Events using the event ID:

You will see a list of logs that can help you identify changes made to the event and the tools that modified them.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Sometimes, it's necessary to view the history of a calendar event in Google Workspace to debug issues and track changes made by tools like Reclaim.​To do this, you should check the Google Workspace audit logs for the event's history. \nAccess Requirements Ensure you have access to Google Workspace. If you need assistance, contact your IT team. Obtain the ID of the event. If you don't have it, you can edit the event in Google Calendar and provide Reclaim.ai support with the edit URL, which includes the hashed event ID. The edit URL will look something like this: https://calendar.google.com/calendar/u/0/r/eventedit/M2huM2o0NzVtMzg0YWhuNTkyMG1ua3Y4djMga2VpcmVjbGFpbUBt \nIf the event has been deleted, check the Google Calendar Trash to restore it, allowing you to retrieve the edit URL. ​ Steps to Access Calendar Logs Once you have the event ID, go to the Google Workspace Calendar Logs, Search the Calendar Log Events using the event ID: \n \nYou will see a list of logs that can help you identify changes made to the event and the tools that modified them.","heading":"","is_live":true,"id":703630,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"10004190","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Webhooks for Scheduling Links overview","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/10008727-webhooks-for-scheduling-links-overview","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Webhooks are automated notifications that let apps communicate when specific events happen. In the case of your Schedule Links, webhooks from Reclaim.ai enable automated workflows to be triggered when specific events occur on your booking links.

Webhook support is available on Business and Enterprise plans.

Reclaim.ai events supported by webhooks

You have a few options for webhook requests on your Reclaim Scheduling Links:

Want to see webhook support for any other Reclaim.ai events? Let us know at support@reclaim.ai.

Configuring webhook endpoints

Webhook endpoints can be created, edited, and deleted by the Team Admin Role. The webhook endpoints can then be used by any Team Member to send webhook requests based on events from their Scheduling Links.

To configure a new webhook endpoint:

  1. Navigate to Team Settings > Webhook Settings to manage your webhook endpoints.
    ​


    ​

  2. Click the + New button to create a new webhook configuration.
    ​

  3. Enter the webhook details:

Note: Once a webhook configuration is created you can use it to send events from specific Scheduling Links. No webhook messages will be sent until the webhook configuration is associated with at least one Scheduling Link.

To add webhooks to your Scheduling Link:

Edit a Scheduling Link that you'd like to use with webhooks and scroll down to add the webhook configuration (or multiple webhook configurations) to the Scheduling Link.

In this screenshot the webhook configuration named Example is about to be added.

Once the webhook is added to the Scheduling Link you'll see something like:

Now any time a meeting is booked, rescheduled, or cancelled for that Scheduling Link a request will be sent to the endpoint.
​

Integrate with Hubspot, Salesforce, & more

With Webhooks, you can integrate Reclaim with Hubspot, Salesforce, and other CRMs around your Scheduling Link bookings.

By leveraging an integration platform (like Pipedream or Zapier), you can automatically update details when triggers around Scheduling Link bookings occur:

  1. Create a Webhook for the event you want to trigger.

  2. Connect to HubSpot via an integration platform to automate actions like creating contacts, logging activities, or updating records.

  3. Attach the Webhook to your Scheduling Link to seamlessly sync events.

Custom data

It is possible to pass custom data through Scheduling Link booking links by including up to five data--prefixed query parameters on the booking link URL. The total size of custom data when represented as a minified JSON string must be less than 512 bytes.

The custom data query parameters (both the key and value) are passed along to the webhook receiver in the payload. For example, when https://app.reclaim.ai/m/some-scheduling-link/example-meeting?data-mydata=12345 is used to book a meeting, the webhook payload will include an object at the key custom_data with this structure:
​

\"custom_data\": {
  \"data\": {
    \"mydata\": \"12345\"
   },
  \"errors\": []
}

Note that the data- prefix is removed from the key in the data object.

The errors array will include any errors that occurred while processing on the server. Potential errors are:

Handling webhook requests

Webhook requests from Reclaim.ai:

Webhook message body versions:

v2025-09-26 (latest version)

v2025-01-15

v2024-10-02

v2025-09-26

The only different with previous version is that this new version includes extra information on meetings, like: scheduling_link_title, scheduling_link_description, meeting_title and meeting_url.

SchedulingLink.Meeting.Created body

Here's an example of the HTTP request body sent when a new meeting is booked with a Scheduling Link.

{
  \"type\": \"SchedulingLink.Meeting.Created\",
  \"event_ts\": \"2024-10-17T21:28:08.140Z\",
  \"webhook_sent_at\": \"2024-10-17T21:28:09.676440Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929c61-84d5-7c1c-9374-5eaf5e317114\",
  \"meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing. We weren't able to determine the timezone for this user therefor that field is missing also\"
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-22T17:30:00Z\",
    \"end_time\": \"2024-10-22T17:45:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"scheduling_link_title\": \"Link title\",       
    \"scheduling_link_description\": \"This is a description\",     
    \"meeting_id\": \"MEETING_ID\",     
    \"meeting_title\": \"Meeting title\",         
    \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

SchedulingLink.Meeting.Updated body

Here's an example of the HTTP request body sent when an existing Scheduling Link meeting is rescheduled.

The previous_meeting object holds the meeting information from before the meeting changed. The new_meeting object holds the meeting information from after the meeting changed.

{
  \"type\": \"SchedulingLink.Meeting.Updated\",
  \"event_ts\": \"2024-10-17T21:28:08.140Z\",
  \"webhook_sent_at\": \"2024-10-17T22:59:54.479914Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929cb5-83f0-77a3-b67a-2be00ae45c6e\",
  \"previous_meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"scheduling_link_title\": \"Link title\",       
    \"scheduling_link_description\": \"This is a description\",     
    \"meeting_id\": \"MEETING_ID\",     
    \"meeting_title\": \"Meeting title\",         
    \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"new_meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"scheduling_link_title\": \"Link title\",       
    \"scheduling_link_description\": \"This is a description\",     
    \"meeting_id\": \"MEETING_ID\",     
    \"meeting_title\": \"Meeting title\",         
    \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"change_reason\": \"\",
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

SchedulingLink.Meeting.Cancelled body

Here's an example of the HTTP request body sent when an existing meeting is cancelled.

{
  \"type\": \"SchedulingLink.Meeting.Cancelled\",
  \"event_ts\": \"2024-10-18T00:01:14.327Z\",
  \"webhook_sent_at\": \"2024-10-18T00:01:16.130377Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929ced-b162-77aa-9d2b-2f8e042d67d7\",
  \"meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:54.08151Z\",
    \"cancelled_at\": \"2024-10-18T00:01:14.327Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"scheduling_link_title\": \"Link title\",       
    \"scheduling_link_description\": \"This is a description\",     
    \"meeting_id\": \"MEETING_ID\",     
    \"meeting_title\": \"Meeting title\",         
    \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

Verifying the authenticity of the webhook body

Reclaim.ai webhook requests provide an HMAC signature in the x-reclaim-signature-256 header so that the receiver can verify the authenticity of the request and body. The value in that header has the prefix sha256= followed by the cryptographic signature calculated from the raw body of the request and the secret configured for the webhook. The digest uses base64 encoding.

NodeJS example

This Javascript function verifies that the body is authentic given the HTTP headers, body, and secret using Node's Crypto library.

import crypto from 'crypto';

// Validate the body with the secret + signature from the `x-reclaim-signature-256` header
// `headers` is the set of headers from the HTTP request, e.g. `request.headers`
// `body` is the raw body from the HTTP request
// `secret` is the secret from the webhook configuration - store it in a secure location, not in your code
function signatureMatchesBody(headers, body, secret) {
    const SIGNATURE_PREFIX_LENGTH = 7;
    const signatureWithPrefix = headers['x-reclaim-signature-256'];
    // Check that the signature exists from the request header
    if (signatureWithPrefix == null) {
        // No signature in the request headers
        return false;
    }

    const signature = Buffer.from(signatureWithPrefix.substring(SIGNATURE_PREFIX_LENGTH));
    const hmac = crypto.createHmac('sha256', secret)
    hmac.update(body);
    const hash = Buffer.from(hmac.digest('base64'));

    return signature.length === hash.length && crypto.timingSafeEqual(signature, hash);
}

v2025-01-15

The only different with previous version is that this new version includes information about non-reclaim users, if any is part of the Scheduling Link. This extra information will be included inside the participants list that is part of the meeting object.

SchedulingLink.Meeting.Created body

Here's an example of the HTTP request body sent when a new meeting is booked with a Scheduling Link.

{
  \"type\": \"SchedulingLink.Meeting.Created\",
  \"event_ts\": \"2024-10-17T21:28:08.140Z\",
  \"webhook_sent_at\": \"2024-10-17T21:28:09.676440Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929c61-84d5-7c1c-9374-5eaf5e317114\",
  \"meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing. We weren't able to determine the timezone for this user therefor that field is missing also\"
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-22T17:30:00Z\",
    \"end_time\": \"2024-10-22T17:45:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

SchedulingLink.Meeting.Updated body

Here's an example of the HTTP request body sent when an existing Scheduling Link meeting is rescheduled.

The previous_meeting object holds the meeting information from before the meeting changed. The new_meeting object holds the meeting information from after the meeting changed.

{
  \"type\": \"SchedulingLink.Meeting.Updated\",
  \"event_ts\": \"2024-10-17T21:28:08.140Z\",
  \"webhook_sent_at\": \"2024-10-17T22:59:54.479914Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929cb5-83f0-77a3-b67a-2be00ae45c6e\",
  \"previous_meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"new_meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"change_reason\": \"\",
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

SchedulingLink.Meeting.Cancelled body

Here's an example of the HTTP request body sent when an existing meeting is cancelled.

{
  \"type\": \"SchedulingLink.Meeting.Cancelled\",
  \"event_ts\": \"2024-10-18T00:01:14.327Z\",
  \"webhook_sent_at\": \"2024-10-18T00:01:16.130377Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929ced-b162-77aa-9d2b-2f8e042d67d7\",
  \"meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      },
      { 
        \"is_host\": false,
        \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:54.08151Z\",
    \"cancelled_at\": \"2024-10-18T00:01:14.327Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

Verifying the authenticity of the webhook body

Reclaim.ai webhook requests provide an HMAC signature in the x-reclaim-signature-256 header so that the receiver can verify the authenticity of the request and body. The value in that header has the prefix sha256= followed by the cryptographic signature calculated from the raw body of the request and the secret configured for the webhook. The digest uses base64 encoding.

NodeJS example

This Javascript function verifies that the body is authentic given the HTTP headers, body, and secret using Node's Crypto library.

import crypto from 'crypto';

// Validate the body with the secret + signature from the `x-reclaim-signature-256` header
// `headers` is the set of headers from the HTTP request, e.g. `request.headers`
// `body` is the raw body from the HTTP request
// `secret` is the secret from the webhook configuration - store it in a secure location, not in your code
function signatureMatchesBody(headers, body, secret) {
    const SIGNATURE_PREFIX_LENGTH = 7;
    const signatureWithPrefix = headers['x-reclaim-signature-256'];
    // Check that the signature exists from the request header
    if (signatureWithPrefix == null) {
        // No signature in the request headers
        return false;
    }

    const signature = Buffer.from(signatureWithPrefix.substring(SIGNATURE_PREFIX_LENGTH));
    const hmac = crypto.createHmac('sha256', secret)
    hmac.update(body);
    const hash = Buffer.from(hmac.digest('base64'));

    return signature.length === hash.length && crypto.timingSafeEqual(signature, hash);
}

Older versions message body:

v2024-10-02

SchedulingLink.Meeting.Created body

Here's an example of the HTTP request body sent when a new meeting is booked with a Scheduling Link.

{
  \"type\": \"SchedulingLink.Meeting.Created\",
  \"event_ts\": \"2024-10-17T21:28:08.140Z\",
  \"webhook_sent_at\": \"2024-10-17T21:28:09.676440Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929c61-84d5-7c1c-9374-5eaf5e317114\",
  \"meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-22T17:30:00Z\",
    \"end_time\": \"2024-10-22T17:45:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

SchedulingLink.Meeting.Updated body

Here's an example of the HTTP request body sent when an existing Scheduling Link meeting is rescheduled.

The previous_meeting object holds the meeting information from before the meeting changed. The new_meeting object holds the meeting information from after the meeting changed.

{
  \"type\": \"SchedulingLink.Meeting.Updated\",
  \"event_ts\": \"2024-10-17T21:28:08.140Z\",
  \"webhook_sent_at\": \"2024-10-17T22:59:54.479914Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929cb5-83f0-77a3-b67a-2be00ae45c6e\",
  \"previous_meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"new_meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"change_reason\": \"\",
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

SchedulingLink.Meeting.Cancelled body

Here's an example of the HTTP request body sent when an existing meeting is cancelled.

{
  \"type\": \"SchedulingLink.Meeting.Cancelled\",
  \"event_ts\": \"2024-10-18T00:01:14.327Z\",
  \"webhook_sent_at\": \"2024-10-18T00:01:16.130377Z\",
  \"api_version\": \"v2024-10-02\",
  \"request_id\": \"01929ced-b162-77aa-9d2b-2f8e042d67d7\",
  \"meeting\": {
    \"participants\": [
      {
        \"is_host\": true,
        \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\"
        \"email\": \"organizer email used for this meeting\", 
        \"name\": \"organizer name\", 
        \"zone_id\": { 
          \"id\": \"America/New_York\", 
          \"displayName\": \"Eastern Time\", 
          \"abbreviation\": \"ET\" 
        }
      }
    ],
    \"attendee\": {
      \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\",
      \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\",
      \"attendee_name\": \"ATTENDEE NAME\",
      \"attendee_zone_id\": {
        \"id\": \"America/Los_Angeles\",
        \"display_name\": \"Pacific Time\",
        \"abbreviation\": \"PT\"
      }
    },
    \"start_time\": \"2024-10-18T21:00:00Z\",
    \"end_time\": \"2024-10-18T21:15:00Z\",
    \"scheduled_at\": \"2024-10-17T21:28:08.14Z\",
    \"rescheduled_at\": \"2024-10-17T22:59:54.08151Z\",
    \"cancelled_at\": \"2024-10-18T00:01:14.327Z\",
    \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\",
    \"meeting_id\": \"MEETING ID\",
    \"ccs\": \"\",
    \"message\": \"\",
    \"meeting_location\": {
      \"conference_location\": \"GOOGLE_MEET\"
    },
    \"survey\": {
      \"survey_items\": []
    },
    \"custom_data\": {
      \"data\": {
        \"mydata\": \"12345\"
      },
      \"errors\": []
    }
  },
  \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"
}

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Webhooks are automated notifications that let apps communicate when specific events happen. In the case of your Schedule Links, webhooks from Reclaim.ai enable automated workflows to be triggered when specific events occur on your booking links. \nWebhook support is available on Business and Enterprise plans. \n \nReclaim.ai events supported by webhooks You have a few options for webhook requests on your Reclaim Scheduling Links: Scheduling Link Meeting Created Scheduling Link Meeting Rescheduled Scheduling Link Meeting Cancelled Want to see webhook support for any other Reclaim.ai events? Let us know at support@reclaim.ai. \n \nConfiguring webhook endpoints Webhook endpoints can be created, edited, and deleted by the Team Admin Role. The webhook endpoints can then be used by any Team Member to send webhook requests based on events from their Scheduling Links. \nTo configure a new webhook endpoint: Navigate to Team Settings > Webhook Settings to manage your webhook endpoints.​ ​ Click the + New button to create a new webhook configuration.​ \n Enter the webhook details: Name: A descriptive name for the webhook so that it is easy to refer to. Endpoint: The URL to send requests to when Reclaim.ai events occur. It must be an https URL and the hostname cannot be localhost (or a variant of localhost or an address like 127.0.0.1 ). Secret: The shared secret that should be used to verify the authenticity of each webhook request body. Store this in a secure location and do not put it directly into your webhook handling code. Note that a secret is automatically generated upon creation but you can provide the secret and well as regenerate it. Note: Once a webhook configuration is created you can use it to send events from specific Scheduling Links. No webhook messages will be sent until the webhook configuration is associated with at least one Scheduling Link. \nTo add webhooks to your Scheduling Link: Edit a Scheduling Link that you'd like to use with webhooks and scroll down to add the webhook configuration (or multiple webhook configurations) to the Scheduling Link. \nIn this screenshot the webhook configuration named Example is about to be added. \n \nOnce the webhook is added to the Scheduling Link you'll see something like: \n \nNow any time a meeting is booked, rescheduled, or cancelled for that Scheduling Link a request will be sent to the endpoint.​ \nIntegrate with Hubspot, Salesforce, & more With Webhooks, you can integrate Reclaim with Hubspot, Salesforce, and other CRMs around your Scheduling Link bookings. \nBy leveraging an integration platform (like Pipedream or Zapier), you can automatically update details when triggers around Scheduling Link bookings occur: Create a Webhook for the event you want to trigger. Connect to HubSpot via an integration platform to automate actions like creating contacts, logging activities, or updating records. Attach the Webhook to your Scheduling Link to seamlessly sync events. \n \nCustom data It is possible to pass custom data through Scheduling Link booking links by including up to five data- -prefixed query parameters on the booking link URL. The total size of custom data when represented as a minified JSON string must be less than 512 bytes. \nThe custom data query parameters (both the key and value) are passed along to the webhook receiver in the payload. For example, when https://app.reclaim.ai/m/some-scheduling-link/example-meeting?data-mydata=12345 is used to book a meeting, the webhook payload will include an object at the key custom_data with this structure:​ \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": []} Note that the data- prefix is removed from the key in the data object. \nThe errors array will include any errors that occurred while processing on the server. Potential errors are: TRUNCATED indicates that the custom data was too large: either there were greater than five key/value pairs or the total data size as minified JSON was greater than 512 bytes. The data object will be empty in this case. UNSERIALIZABLE indicates that at least on key or value was not serializable to JSON. The data object will be empty in this case. \nHandling webhook requests Webhook requests from Reclaim.ai: Use the POST HTTP method Only HTTPS is supported. Will not be sent to hosts like localhost nor IP addresses like 127.0.0.1 Use application/json as the content-type Include these additional headers: x-reclaim-webhook-type - the type of Reclaim.ai event that cause the webhook request to be made. Valid values are: SchedulingLink.Meeting.Created - when a new meeting is booked for a Scheduling Link. SchedulingLink.Meeting.Updated - when an existing Scheduling Link meeting is updated, usually because it was rescheduled. SchedulingLink.Meeting.Cancelled - when an existing Scheduling Link meeting is cancelled. x-reclaim-api-version - the version of the Reclaim.ai webhook API the request used. Reclaim.ai webhooks use a date-based versioning scheme. Currently there is only one version: v2024-10-02 . x-reclaim-signature-256 - the cryptographic signature calculated from the raw body of the request and the secret from the webhook configuration. See below for an example using NodeJS for validating the body using the secret and the value of this header. Will attempt At Most Once successful delivery but may, in rare cases, be delivered successfully more than once. Successful delivery is defined as the webhook receiver responding with HTTP statuses 200 , 201 , 202 , or 204 within 10 seconds. Reclaim.ai will retry delivery if there is a failure using an exponential backoff approach in the absence of a Retry-After header in the response. If requests to the webhook endpoint fail for more than 24 hours without success the webhook configuration is put into a suspended state where new requests are not sent to the endpoint. Will not necessarily be delivered in event occurrence order, although an effort is made for deliver in order of event occurrence and is the expected usual case. For example, this property means that it is possible to receive a webhook request for a Scheduling Link Meeting being rescheduled before receiving the webhook request for the creation event for the same meeting. Webhook message body versions: v2025-09-26 (latest version) v2025-01-15 v2024-10-02 \nv2025-09-26 The only different with previous version is that this new version includes extra information on meetings, like: scheduling_link_title, scheduling_link_description, meeting_title and meeting_url. SchedulingLink.Meeting.Created body Here's an example of the HTTP request body sent when a new meeting is booked with a Scheduling Link. { \"type\": \"SchedulingLink.Meeting.Created\", \"event_ts\": \"2024-10-17T21:28:08.140Z\", \"webhook_sent_at\": \"2024-10-17T21:28:09.676440Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929c61-84d5-7c1c-9374-5eaf5e317114\", \"meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing. We weren't able to determine the timezone for this user therefor that field is missing also\" } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-22T17:30:00Z\", \"end_time\": \"2024-10-22T17:45:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"scheduling_link_title\": \"Link title\", \"scheduling_link_description\": \"This is a description\", \"meeting_id\": \"MEETING_ID\", \"meeting_title\": \"Meeting title\", \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nSchedulingLink.Meeting.Updated body Here's an example of the HTTP request body sent when an existing Scheduling Link meeting is rescheduled. \nThe previous_meeting object holds the meeting information from before the meeting changed. The new_meeting object holds the meeting information from after the meeting changed. \n{ \"type\": \"SchedulingLink.Meeting.Updated\", \"event_ts\": \"2024-10-17T21:28:08.140Z\", \"webhook_sent_at\": \"2024-10-17T22:59:54.479914Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929cb5-83f0-77a3-b67a-2be00ae45c6e\", \"previous_meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"scheduling_link_title\": \"Link title\", \"scheduling_link_description\": \"This is a description\", \"meeting_id\": \"MEETING_ID\", \"meeting_title\": \"Meeting title\", \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"new_meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"scheduling_link_title\": \"Link title\", \"scheduling_link_description\": \"This is a description\", \"meeting_id\": \"MEETING_ID\", \"meeting_title\": \"Meeting title\", \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"change_reason\": \"\", \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nSchedulingLink.Meeting.Cancelled body Here's an example of the HTTP request body sent when an existing meeting is cancelled. \n{ \"type\": \"SchedulingLink.Meeting.Cancelled\", \"event_ts\": \"2024-10-18T00:01:14.327Z\", \"webhook_sent_at\": \"2024-10-18T00:01:16.130377Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929ced-b162-77aa-9d2b-2f8e042d67d7\", \"meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:54.08151Z\", \"cancelled_at\": \"2024-10-18T00:01:14.327Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"scheduling_link_title\": \"Link title\", \"scheduling_link_description\": \"This is a description\", \"meeting_id\": \"MEETING_ID\", \"meeting_title\": \"Meeting title\", \"meeting_url\": \"http://localhost:3000/meeting/MEETING_ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nVerifying the authenticity of the webhook body Reclaim.ai webhook requests provide an HMAC signature in the x-reclaim-signature-256 header so that the receiver can verify the authenticity of the request and body. The value in that header has the prefix sha256= followed by the cryptographic signature calculated from the raw body of the request and the secret configured for the webhook. The digest uses base64 encoding. NodeJS example This Javascript function verifies that the body is authentic given the HTTP headers, body, and secret using Node's Crypto library. import crypto from 'crypto';// Validate the body with the secret + signature from the `x-reclaim-signature-256` header// `headers` is the set of headers from the HTTP request, e.g. `request.headers`// `body` is the raw body from the HTTP request// `secret` is the secret from the webhook configuration - store it in a secure location, not in your codefunction signatureMatchesBody(headers, body, secret) { const SIGNATURE_PREFIX_LENGTH = 7; const signatureWithPrefix = headers['x-reclaim-signature-256']; // Check that the signature exists from the request header if (signatureWithPrefix == null) { // No signature in the request headers return false; } const signature = Buffer.from(signatureWithPrefix.substring(SIGNATURE_PREFIX_LENGTH)); const hmac = crypto.createHmac('sha256', secret) hmac.update(body); const hash = Buffer.from(hmac.digest('base64')); return signature.length === hash.length && crypto.timingSafeEqual(signature, hash);} \nv2025-01-15 The only different with previous version is that this new version includes information about non-reclaim users, if any is part of the Scheduling Link. This extra information will be included inside the participants list that is part of the meeting object. SchedulingLink.Meeting.Created body Here's an example of the HTTP request body sent when a new meeting is booked with a Scheduling Link. { \"type\": \"SchedulingLink.Meeting.Created\", \"event_ts\": \"2024-10-17T21:28:08.140Z\", \"webhook_sent_at\": \"2024-10-17T21:28:09.676440Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929c61-84d5-7c1c-9374-5eaf5e317114\", \"meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing. We weren't able to determine the timezone for this user therefor that field is missing also\" } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-22T17:30:00Z\", \"end_time\": \"2024-10-22T17:45:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nSchedulingLink.Meeting.Updated body Here's an example of the HTTP request body sent when an existing Scheduling Link meeting is rescheduled. \nThe previous_meeting object holds the meeting information from before the meeting changed. The new_meeting object holds the meeting information from after the meeting changed. \n{ \"type\": \"SchedulingLink.Meeting.Updated\", \"event_ts\": \"2024-10-17T21:28:08.140Z\", \"webhook_sent_at\": \"2024-10-17T22:59:54.479914Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929cb5-83f0-77a3-b67a-2be00ae45c6e\", \"previous_meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"new_meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"change_reason\": \"\", \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nSchedulingLink.Meeting.Cancelled body Here's an example of the HTTP request body sent when an existing meeting is cancelled. \n{ \"type\": \"SchedulingLink.Meeting.Cancelled\", \"event_ts\": \"2024-10-18T00:01:14.327Z\", \"webhook_sent_at\": \"2024-10-18T00:01:16.130377Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929ced-b162-77aa-9d2b-2f8e042d67d7\", \"meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } }, { \"is_host\": false, \"email\": \"email or this organizer that is not a reclaim user, notice the user_id is missing\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:54.08151Z\", \"cancelled_at\": \"2024-10-18T00:01:14.327Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nVerifying the authenticity of the webhook body Reclaim.ai webhook requests provide an HMAC signature in the x-reclaim-signature-256 header so that the receiver can verify the authenticity of the request and body. The value in that header has the prefix sha256= followed by the cryptographic signature calculated from the raw body of the request and the secret configured for the webhook. The digest uses base64 encoding. NodeJS example This Javascript function verifies that the body is authentic given the HTTP headers, body, and secret using Node's Crypto library. import crypto from 'crypto';// Validate the body with the secret + signature from the `x-reclaim-signature-256` header// `headers` is the set of headers from the HTTP request, e.g. `request.headers`// `body` is the raw body from the HTTP request// `secret` is the secret from the webhook configuration - store it in a secure location, not in your codefunction signatureMatchesBody(headers, body, secret) { const SIGNATURE_PREFIX_LENGTH = 7; const signatureWithPrefix = headers['x-reclaim-signature-256']; // Check that the signature exists from the request header if (signatureWithPrefix == null) { // No signature in the request headers return false; } const signature = Buffer.from(signatureWithPrefix.substring(SIGNATURE_PREFIX_LENGTH)); const hmac = crypto.createHmac('sha256', secret) hmac.update(body); const hash = Buffer.from(hmac.digest('base64')); return signature.length === hash.length && crypto.timingSafeEqual(signature, hash);} \nOlder versions message body: v2024-10-02 SchedulingLink.Meeting.Created body Here's an example of the HTTP request body sent when a new meeting is booked with a Scheduling Link. { \"type\": \"SchedulingLink.Meeting.Created\", \"event_ts\": \"2024-10-17T21:28:08.140Z\", \"webhook_sent_at\": \"2024-10-17T21:28:09.676440Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929c61-84d5-7c1c-9374-5eaf5e317114\", \"meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-22T17:30:00Z\", \"end_time\": \"2024-10-22T17:45:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nSchedulingLink.Meeting.Updated body Here's an example of the HTTP request body sent when an existing Scheduling Link meeting is rescheduled. \nThe previous_meeting object holds the meeting information from before the meeting changed. The new_meeting object holds the meeting information from after the meeting changed. \n{ \"type\": \"SchedulingLink.Meeting.Updated\", \"event_ts\": \"2024-10-17T21:28:08.140Z\", \"webhook_sent_at\": \"2024-10-17T22:59:54.479914Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929cb5-83f0-77a3-b67a-2be00ae45c6e\", \"previous_meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"new_meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:52.815Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"change_reason\": \"\", \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"} \nSchedulingLink.Meeting.Cancelled body Here's an example of the HTTP request body sent when an existing meeting is cancelled. \n{ \"type\": \"SchedulingLink.Meeting.Cancelled\", \"event_ts\": \"2024-10-18T00:01:14.327Z\", \"webhook_sent_at\": \"2024-10-18T00:01:16.130377Z\", \"api_version\": \"v2024-10-02\", \"request_id\": \"01929ced-b162-77aa-9d2b-2f8e042d67d7\", \"meeting\": { \"participants\": [ { \"is_host\": true, \"user_id\": \"GUID FOR THE PARTICIPANT USER ID\" \"email\": \"organizer email used for this meeting\", \"name\": \"organizer name\", \"zone_id\": { \"id\": \"America/New_York\", \"displayName\": \"Eastern Time\", \"abbreviation\": \"ET\" } } ], \"attendee\": { \"attendee_id\": \"GUID FOR THE ATTENDEE USER ID, IF ANY\", \"attendee_email\": \"ATTENDEE EMAIL ADDRESS\", \"attendee_name\": \"ATTENDEE NAME\", \"attendee_zone_id\": { \"id\": \"America/Los_Angeles\", \"display_name\": \"Pacific Time\", \"abbreviation\": \"PT\" } }, \"start_time\": \"2024-10-18T21:00:00Z\", \"end_time\": \"2024-10-18T21:15:00Z\", \"scheduled_at\": \"2024-10-17T21:28:08.14Z\", \"rescheduled_at\": \"2024-10-17T22:59:54.08151Z\", \"cancelled_at\": \"2024-10-18T00:01:14.327Z\", \"scheduling_link_id\": \"GUID FOR THE SCHEDULING LINK ID\", \"meeting_id\": \"MEETING ID\", \"ccs\": \"\", \"message\": \"\", \"meeting_location\": { \"conference_location\": \"GOOGLE_MEET\" }, \"survey\": { \"survey_items\": [] }, \"custom_data\": { \"data\": { \"mydata\": \"12345\" }, \"errors\": [] } }, \"webhook_configuration_id\": \"GUID FOR THE WEBHOOK CONFIGURATION ID\"}","heading":"","is_live":true,"id":703629,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"10008727","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Dropbox + Reclaim.ai acquisition – FAQ","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9757093-dropbox-reclaim-ai-acquisition-faq","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim is now part of Dropbox, driving the future of productivity at work together 🎉

What does this means for our amazing users? Learn more:

  1. Will I be able to continue using the Reclaim product? Absolutely! There are no planned changes coming to Reclaim (minus the exciting stuff we have coming on our roadmap).
    ​

  2. Will pricing change now that you’re with Dropbox? We have no planned changes to pricing at this time.
    ​

  3. Will I still have access to my customer support point of contact? Yes, we plan to continue providing top quality customer support to all users.
    ​

  4. Do I get a free Dropbox account with Reclaim? Dropbox and Reclaim products and pricing are separate at this time.
    ​

  5. What new features are you launching with Dropbox? Our product roadmap will remain the same for the foreseeable future, and you can check it out here.
    ​

  6. Will Patrick and Henry still be with Reclaim? Yes, all Reclaim employees are moving to Dropbox!
    ​

  7. Does Reclaim have a referral program like Dropbox? Yes, you can earn rewards for Reclaim referrals to work your way to a free account. Check it out here.
    ​

  8. Are there any Reclaim discounts for Dropbox users? Yes! Save 20% with coupon code DROPBOX.
    ​

  9. Can I set up a press/media interview? Please send all press and media requests to press@dropbox.com.
    ​

Learn more in our founder letter and watch the video on YouTube.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim is now part of Dropbox, driving the future of productivity at work together 🎉 \nWhat does this means for our amazing users? Learn more: Will I be able to continue using the Reclaim product? Absolutely! There are no planned changes coming to Reclaim (minus the exciting stuff we have coming on our roadmap).​ Will pricing change now that you’re with Dropbox? We have no planned changes to pricing at this time.​ Will I still have access to my customer support point of contact? Yes, we plan to continue providing top quality customer support to all users.​ Do I get a free Dropbox account with Reclaim? Dropbox and Reclaim products and pricing are separate at this time.​ What new features are you launching with Dropbox? Our product roadmap will remain the same for the foreseeable future, and you can check it out here.​ Will Patrick and Henry still be with Reclaim? Yes, all Reclaim employees are moving to Dropbox!​ Does Reclaim have a referral program like Dropbox? Yes, you can earn rewards for Reclaim referrals to work your way to a free account. Check it out here. ​ Are there any Reclaim discounts for Dropbox users? Yes! Save 20% with coupon code DROPBOX.​ Can I set up a press/media interview? Please send all press and media requests to press@dropbox.com.​ Learn more in our founder letter and watch the video on YouTube.","heading":"","is_live":true,"id":644355,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9757093","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Executive Assistants Guide: How to Use Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9664251-executive-assistants-guide-how-to-use-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Welcome to Reclaim.ai 🙂

We are the go-to partner for busy executive assistants, personal assistants, and administrative employees tasked with the difficult responsibility to tame the chaos of coordinating a functioning workplace.

Executive assistants (EAs) are responsible for managing the schedules and communications of their executive, or a team of executives, at their company. While their duties range from fielding their inboxes, preparing documents, and setting up travel arrangements, a lot of their day-to-day activities involve prioritizing and negotiating time commitments for their executives.

Here are some of the time-consuming tasks EAs do manually:

What is Reclaim?

Reclaim is an AI calendar app that helps busy professionals automatically find the best time for their meetings, tasks, habits, and even breaks around their existing calendar events. Designed for fast-paced teams with chaotic workweeks, Reclaim gives you the power to prioritize everything you want to get done in a week flexibly in your schedule and automatically stay agile for last-minute changes.

Why is this important? Because the average pro spends 37% of their time in meetings, reschedules 4.2 meetings/week, and has to cancel 3.5 meetings/week because they just don’t have time to do it all.

But outside of meetings, managers only achieve 52.6% of planned tasks for their team every week on average. This is because the average manager spends 49.8% of their heads-down focus time on unproductive work like back-and-forth emails, reprioritizing their time, and fielding non-urgent interruptions.

You can get this time back for yourself, and help make you and your exec twice as productive every week.

How Reclaim will make your life as an EA easier

You’re focused on making the impossible happen for your exec and team, and we’re here to support you. With simple automations at Reclaim, you can streamline up to 30% of your manual tasks, as well as:

These are just a few of the common ways EAs are able to improve their workweeks with Reclaim. Let’s walk through how to set you and your executives accounts so you can start getting more time back every week.

How to use Reclaim as an EA

If you haven’t already, the first step is to sign up for Reclaim for both yourself and your executive as two separate user accounts under the same team. Next, we’ll show you how to set up Delegated Access so you can manage and support an unlimited number of execs through Reclaim.

Delegated Access requires a Business or Enterprise subscription. Try it out through a free 14-day trial.

Delegated Access

Delegated Access is a collaborative feature at Reclaim that allows you to share access to your account with another Reclaim user. This feature was designed specifically for EAs who need access to their executives calendars in order to effectively manage their schedules. With Delegated Access, you’ll have the power to do everything your executive can in their account, outside of deleting their account, adding or removing new calendars, or managing API keys.

To set it up, you just need to ask your executive to take a one-time action of granting access. They simply need to:

  1. Visit their Profile page

  2. Scroll down to the Delegate access to your account section

  3. Search for your name in the box, and click Delegate Access

As soon as they’ve delegated access, you’ll be able to toggle over to their account anytime by simply clicking your avatar account dropdown in the upper-right side of any Reclaim page. We’ll also display a warning at the top of the page so it’s super clear when you’re working on your execs account.

Now that your Delegated Access is set up, you can get started optimizing and managing your executives AI calendar and scheduling preferences.

Remember to always switch over to your executives account using Delegated Access to make any optimizations to their schedule.

Basic smart calendar actions

We’re about to go over all the amazing smart events you’ll be able to automate through Reclaim, but before we get into that, let’s walk through some basic calendar actions you can take to control and optimize your executives schedule:

Managing your recurring meetings

Busy leaders typically manage at least 8.6 one-on-one (1:1) meetings/week. And as these executives are juggling up to an average of 40 meetings/week, 1:1 meetings are often the easiest to bump for an urgent team meeting or customer meeting.

But reschedule one thing in a busy calendar, and you’ve got yourself a challenging game of calendar tetris to try to rearrange time for that meeting again. We know how hard this is for you to manage constantly throughout the week — it takes over 10 minutes on average to just reschedule a single meeting (back-and-forth emails, reviewing calendars, hunting down people to negotiate times).

And all of that changes for EAs at Reclaim — you can auto-schedule all of your recurring 1:1s at team meetings, and auto-reschedule around priority changes and conflicts.

Auto-scheduling 1:1 meetings

With Smart Meetings, you can put all of your executive’s 1:1 meetings on auto-pilot using AI. Smart Meetings automatically find the best time for two people to meet across both of their schedules every time (recurring at any frequency).

Here are some common 1:1 meeting types you can automatically schedule for your executive:

Auto-scheduling team meetings (or group meetings)

Smart Meetings also give you the power to auto-schedule recurring team meetings as well as external group meetings at the best time across multiple attendees calendars.

This gives you the ability to keep your execs important regular meetings on track every week, without the manual legwork to ensure the time works for everyone before every event.

Here are some common team meeting types you can automatically schedule for your executive:

Pro tip: for large team meetings, set busy individuals who are “nice to have” but not required at the meeting as “Optional” to open up more availability for the group so your meeting can book sooner.

Creating your Smart Meetings

To get started with meeting automation for your exec, let’s start by testing out your weekly 1:1 meeting with the boss. We know it takes seeing for believing, so let’s validate the magic first with this zero-risk test.

  1. Go to your Smart Meetings page, and click the Detected tab (assuming you have an existing 1:1 with your exec on the calendar). Note, do this step from your execs Delegated Access account if he was the one to originally set up this meeting.

  2. Find your 1:1 meeting in the list, and click into it to start converting.

  3. By default, Reclaim will set the “ideal time” as the currently scheduled time of the event. You can change this anytime, and also customize the hours this meeting can schedule in.

  4. If your exec has a very busy calendar, and you’d be willing to meet for less than the usual amount of time to ensure this meeting always gets scheduled, try lowering the “Minimum Duration” setting.

  5. Next, set the priority for the meeting. Since you are the most important person they need to meet with every week, go ahead and set your priority at “Critical”.

  6. Under “Other options”, you can customize the event further with color coding, descriptions, videoconferencing, locations, or conference rooms.

  7. Lastly, if there are other important meetings or Habits you want to get done before, after, or on a different day from this 1:1 meeting, create a “Dependency” here at the bottom to control the order in which your smart events are scheduled.

  8. Click “Save”

Once your 1:1 meeting is converted to a Smart Meeting, head over to your Planner or Google Calendar or Outlook Calendar to check out the change. If your normal time is available, it should remain there, but if we already had a conflict at that time, your meeting may have already found a better time in your schedule.

Try scheduling another event over it in Google Calendar to see what happens when a conflict occurs! You can also visit the Planner to explore the customization options for managing this event, such as rescheduling (more on that in a bit), skipping, locking, joining video calls, or reviewing past and upcoming events in this sequence.

As a heavy Google Calendar user, we’d recommend installing our free Google Calendar Add-On so you can access more scheduling controls right where you work.

Once you’re comfortable with how your new Smart Meeting works for your 1:1 with your exec, head back over to the Detected tab of your execs Smart Meetings page to start converting the rest of their recurring meetings to the new automation.

All of their meeting guests will receive a notification that this meeting is now using AI automation at Reclaim, and it will give them the option to create a free account to set their own meeting hours and scheduling preferences.

Smart Meeting attendees do not have to be Reclaim users, and do not have to be a part of your team account at Reclaim.

Prioritizing Smart Meetings

Prioritizing your executives time across all of the meetings they’re requested at is one of the hardest and most strategically tricky tasks an EA has to face every week. And while some things can only be accomplished with your amazing meeting negotiation and prioritization skills, Reclaim was designed to defend meetings like you would — in order of priority. But if a lower-priority meeting keeps getting bumped week-after-week, you can trust the AI to give it a special priority boost so that person isn’t forgotten, just like you would.

So now that you have your recurring meetings set up for automation using Smart Meetings, let’s walk through how to prioritize these for optimal scheduling.

Visit your Priorities page to review and prioritize all of your Smart Meetings. While you can update the individual priority level of any individual Smart Meeting anywhere you find it, the Priorities page is the best view of all of your priorities in one place to really size up which meeting is most important compared to the next.

Reclaim offers 4 priority levels 1. Critical, 2. High, 3. Medium, and 4. Low. All Reclaim events schedule in order of priority. To see all of your Smart Meetings, expand the Smart Meetings tabs under each of these columns on your Priorities page.

You can now drag-and-drop meetings across the different priority columns, or click the 📶 icon to change a priority for that meeting (or any other smart event here). Learn more about managing priority levels for your executives Smart Meetings in this help doc.

Rescheduling Smart Meetings

As mentioned above, we know (and we know you know) meetings are rescheduled all the time. In fact, 42.4% of 1:1 meetings are rescheduled on average every week and 29.6% are outright canceled because there just isn’t enough time in the day. So even though your executives recurring meetings are now automatically scheduling at the best time for them and their attendees, new priorities and urgencies pop up all the time and we’ve built special controls for you to be able to both automatically and manually reschedule around.

Here are the most common causes for a meeting to be rescheduled or declined (reported as a percentage of people who were impacted in the past year):

Here’s what’s most important to know about how rescheduling works for Smart Meetings:

Visit our Smart Meetings Help Doc Collection to learn more about all the powerful automation capabilities for your recurring meetings.

Managing your one-time meetings

Now that you have your executives recurring meetings perfectly automated, let’s talk about all of their one-time meetings that require extra special attention to get on the books.

In case you didn’t know, 47.1% of all meetings are one-time meetings. That means that almost half the time, you are negotiating back and forth with one to a group of people just to get an individual meeting scheduled. It’s also interesting to note that 27.3% of all meetings are spontaneous and unplanned, meaning they need to get set up asap no matter what is on the calendar.

We know how challenging of a task this is for EAs to try to keep up with all of their executives one-time meetings, but we’ve got your back. Reclaim has designed an AI-powered Scheduling Link that has advanced capabilities far beyond anything else that’s been seen in the market.

Reclaim Scheduling Links

You’re probably familiar with Calendly links, and other meeting links that allow you to share your executives availability for meetings. While these tools are often adequate for people without much going on in their calendars, you’ve inevitably discovered they just don’t work well for getting urgent meetings booked within the next few days even to weeks.

That’s because these competitor links only show times where your exec is already free on the calendar, not where they’d be willing to move lower-priority stuff around to accommodate the meeting (this is probably where you’re doing the heavy lifting for getting these meetings booked!)

With Reclaim’s AI-powered Scheduling Links, you can share your executives maximum availability for meetings over lower-priority events they’d be willing to auto-reschedule. This even includes non-Reclaim events scheduled through their Google Calendar or Outlook Calendar.

So if an important customer has an urgent topic to discuss, you can send them a “Critical Priority” Scheduling Link, and anything that’s High Priority, Medium Priority, or Low Priority on the calendar will show as available time slots to that customer when booking. And if a lower-priority smart event is scheduled over, it would automatically reschedule just as you’d expect at the next best available time in order of it’s priority.

Additionally, you can add up to 3 different meeting length options to a single Scheduling Link to give your schedulers even more options for getting time with your executive. For example, while they may have wanted a 60-minute meeting, they’d take a 30-minute meeting time slot this week over waiting for the hour-long opening next week.

Creating your Scheduling Links

Creating Scheduling Links for your executive is extremely easy and only takes a few clicks to get these three default templates which should handle up to 90% of your meeting needs:

You can also create custom Scheduling Links, one-time Scheduling Links, and Team Scheduling Links anytime in Reclaim to handle whatever type of meeting you need to get on the books for your exec.

Reclaim also supports Round Robin Scheduling Links, and while your executive likely isn’t spending time in a customer support or sales queue, this is actually a helpful tool for recruiting when a candidate needs to get time with one of the senior leaders during the interview process.

Sharing availability for one-time external meetings

People average 29.9% of their meeting time in external meetings, which translates to a lot of external scheduling and coordination work for you to juggle for your executive. Executives (or EAs) use Scheduling Links 8.1 times/week on average to set up many of these meetings.

So let’s walk through how to share your executives availability for their important meetings. You can grab Scheduling Links for any of the executives you support from the Teams tab which has everyones Booking Pages on your team, containing all of their public Scheduling Links.

If you are using Delegated Access or are directly signed into these of your executives non-Reclaim accounts, here are some additional places and methods for sharing their Scheduling Link for external meetings (or for sharing your own):

As you well know, there’s an art to delivering a Scheduling Link. You need to do so in a way that shows the person you’re being respectful and considerate of their time vs. trying to save some of your own.

Here are some helpful reminder tips on sharing Scheduling Links for external meetings.

Sharing availability for one-time internal meetings

External meetings aren’t the only types of one-time meetings on the calendar. Internal team meetings can be just as hard to set up as external meetings, especially if you’re coordinating across multiple busy senior team members calendars. Fortunately, you can use Scheduling Links to easily find that rare moment of mutual free time across multiple team members calendars.

Simply visit your Scheduling Links page, and create a new Team Link using the normal link creation flow. Just add additional Meetings Organizers for the team members you need for your meeting (note all of these people must be in your Reclaim team account).

Once you’ve added in the team members, you can see a heat map of everyones mutual availability right in the editor. If you’re not seeing as much free time overlap as you’d like, here are a few ways you can create more availability:

Finish up the rest of the Team Link setup, and save your link. You can now use this link to automatically pull everyone in this meeting groups availability together and easily book these one-off meetings for your exec anytime using their own Team Link. This link will also stay available to you to use for all future meeting needs with this group.

Protecting personal time with Calendar Sync

As an executive assistant, one of the most important responsibilities you hold is protecting your execs work-life balance, which means you have to be a strong defender of their personal time. And there’s no easier way to do this than Calendar Sync.

With Calendar Sync, you now have the ability to manage their personal time across just their personal calendar without having to make any manual updates on their work calendar. Unlike standard Calendar Sync features at Google Calendar and Outlook Calendar that only allow the account holder to see their synced events (but coworkers cannot see when you’re busy), Reclaim allows you to actually block availability for synced events.

You can also control for your executives how their events appear on their calendar to the rest of the team so you’re not over-sharing of under-sharing context around their commitments. Here are the 4 different visibility settings you can set for your executives Calendar Sync:

Calendar Sync is easy to set up by simply selecting your executives source calendar and destination calendar (though you may need them to connect their second calendar first to make the connection through Delegated Access).

In the Calendar Sync setup workflow, you can set which type of calendar it is, whether to sync certain types of all-day events, and if you’d like to sync events at all hours or just Working Hours.

Budgeting & defending time for deliverables

While your executive is undoubtedly very busy with meetings every week, they’re still responsible for executing a lot of important work around those meetings.

But if you’ve ever tried time blocking heads-down time in their calendar before, you’ve likely found it more of a chore than it’s worth. That’s because normal Google Calendar or Outlook Calendar events are fixed and inflexible, jamming up their calendar and eating up the availability they need to keep open for new meeting requests.

But at Reclaim, we have two easy features you can use to defend time for your executives deliverables while still keeping their calendar flexible for last-minute meetings, priority changes, even PTO and sick days.

The easiest way to determine which feature type to use is whether the deliverable is a recurring project or a one-time task.

Habits – for recurring routines

Habits are like smart recurring events. But instead of setting a recurring event in Google Calendar or Outlook Calendar to repeat say every Monday at 2pm, Habits allow you to set smart scheduling windows for:

What types of routines should you defend for your executive? First, you can visit the Detected tab on their Habits page to see if there are any existing repeating events you can convert to Habits to start smart scheduling them using their existing settings as the “ideal time.”

Here are the most common Habit templates used by other executives managing their time at Reclaim:

  1. Lunch

  2. Catch Up (Morning & Afternoon)

  3. Weekly Status Report

  4. Focus Time

  5. Exercise

  6. Strategic Planning

  7. Monthly Metrics Review

  8. Customer Feedback Review

  9. Review Department Requirements

  10. Sprint Planning

So as you already know, there are many important work routines that executives need to make time for to keep things moving for their team and plan for the future of their department or company. But it’s not just work EAs are defending time for on their executives calendars, two out of the top 5 most popular Habit templates for execs are for personal routines: lunch and exercise.

And if any of your executives Habits get scheduled over, bumped for another higher-priority event, or just can’t be met due to a personal commitment, they’ll automatically be rescheduled to the next best time. This is the perfect scheduling setup for you and your exec because it allows you to keep their schedule flexible while still helping them keep up with their long-term work and personal goals they need to chip away at continually.

Tasks - for one-time to-dos

While Habits are for the ongoing routines that need your attention regularly, Tasks are for all the one-time projects that you or your exec need to get done and checked off completely.

You’re likely already managing and prioritizing a task list for your executive, and this is the tool you can use to integrate that process into your calendar management activities. During your weekly sync with your executive where you walk through what’s most important to prioritize for the week, pull up your Task list in Reclaim to add anything new to their list and reprioritize anything that’s risen or fallen in the ranks.

And if you’re managing a task list in a popular project management app, you can automatically sync your tasks right to Reclaim to defend time for them in order of priority before your execs due dates. This is a major time-saver for EAs being able to bridge the two high-touch systems of project and calendar management. Here are the supported project management integrations at Reclaim:

Easily create a new Task from any page in the Reclaim app, from your project management app, or even Slack. Just like any other smart event at Reclaim, all Tasks schedule in order of priority around your executives other events. And while you can always break down big tasks into individual smaller tasks, don’t be afraid to create large tasks that require significant durations to complete. Reclaim will give you an option to split up Tasks into smaller working sessions so it more realistically fits within your execs calendar.

If your exec needs to get something done ASAP and you need to make sure it’s next on the calendar, you can move a Task up to the “Up Next” bucket from your Priorities page, Planner, or Tasks page. This will schedule it first above all else. Reclaim also offers advanced settings how to schedule your Tasks by default to check out.

Blocking travel time

If your executive is frequently on the road for meetings and events, another useful feature at Reclaim is our automatic travel time scheduling.

Whenever your exec has a meeting with a physical location set in the event details, Reclaim will automatically add a custom amount of travel time before and after the event so they have time to get where they need to be. This is a huge lifesaver for preventing back-to-back meetings that are just physically impossible due to their location.

Color-coding calendar events

Your executives days are likely back-to-back with meetings, focus work, and other events which can be a chaotic and overwhelming display across the calendar. An easy way you can simplify a hectic calendar into easily digestible events is through automatic color-coding at Reclaim.

You can choose whether to automatically color-code all events on your executives calendar, or only those events created by Reclaim.

Reclaim automatic color-coding works by assigning colors to all events within a category of event types so you can visually distinguish what the day will be. Here are the categories you can set:

Managing & shifting priorities

Nobody understands managing priorities like an executive assistant. Prioritize one thing and it means everything else moves down on the list. And when it comes to time management, this makes it incredibly challenging for an EA to plan out their executives time, as executives are often responsible for the most significant priorities in a company.

But you can rest assured that every smart event you create at Reclaim will automatically schedule and reschedule around your execs most important priorities. Here are the universal priority levels you can use at Reclaim:

You can manage priorities anywhere in the app, but the best place to see a comprehensive list of all of your priorities across all event types is your executives Priorities page.

Reclaim will always try to get time for your highest priority items first, but also uses AI to ensure your lower-priority that are repeatedly bumped get an occasional priority boost so they don’t wall by the wayside.

For example, a P2 Task with a due date that is further out might end up scheduling after a P3 Task that is due in the next couple days.

If your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability. Scheduling Links will never reschedule automatically, unless the organizer or attendee takes action to find a new time.

You can also set priority-levels for non-Reclaim events to create more availability for your executives Scheduling Links (Habits, Tasks, and Smart Meetings will never overschedule a non-Reclaim event, even if they are a lower priority, to protect your meeting commitments).

Learn more about the different ways you can shift priorities for your executive.

Common examples of times when you’d need to shift priorities for your executive:

  1. When an urgent meeting request comes in

  2. When they need to create more availability for a priority meeting

  3. When they need to quickly find time for an internal team meeting

  4. When you want to skip a one-on-one

  5. When they need to prioritize a Task

  6. When they need more time on a Task

  7. When they want to reschedule a Task or Habit

  8. When they want to record past time worked on a Task or Habit

  9. When they want to start a Habit right away

  10. When they want to skip a Habit

  11. When they need to block out PTO/OOO days

  12. When they’re out of the office sick

The amazing beauty of Reclaim is by prioritizing one thing in your execs calendar, you are not left with a domino effect of dozens of other events to reschedule. All of their smart events automatically shift to the next best time in order of priority and due date.

So as you walk through the priority list with your executive at the beginning of the week (or even the beginning of every day)

Analytics & time tracking

As the gatekeeper to your busy executive, you know how much they have to handle in a week. And one of your big responsibilities is helping them defend time for their most important stuff. But in order to understand how well they’re truly tracking towards their priorities, you need analytics on if their time is aligned in the right places.

With automatic Time Tracking at Reclaim, you and your exec can analyze where they spend time across meetings, tasks, habits, personal events, even work-life balance metrics all through their calendar. You can view for your executive individual through their Stats page, or for your account team as a whole through anonymous Team Stats to see how their time management trends compare against their peers.

The best way to keep up with your exec on their time allocation is to pull up their Stats in your weekly review meeting. Here are a few things you can review with your excutive:

Learn more about analyzing and interpreting Time Tracking at Reclaim.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Welcome to Reclaim.ai 🙂 \nWe are the go-to partner for busy executive assistants, personal assistants, and administrative employees tasked with the difficult responsibility to tame the chaos of coordinating a functioning workplace. \nExecutive assistants (EAs) are responsible for managing the schedules and communications of their executive, or a team of executives, at their company. While their duties range from fielding their inboxes, preparing documents, and setting up travel arrangements, a lot of their day-to-day activities involve prioritizing and negotiating time commitments for their executives. \nHere are some of the time-consuming tasks EAs do manually: Manually duplicating events across executives calendars Hold tentative times for meetings Scheduling & rescheduling meetings (internal & external) Managing execs weekly priorities (who they need to meet, what they need to get done) \nWhat is Reclaim? \nReclaim is an AI calendar app that helps busy professionals automatically find the best time for their meetings, tasks, habits, and even breaks around their existing calendar events. Designed for fast-paced teams with chaotic workweeks, Reclaim gives you the power to prioritize everything you want to get done in a week flexibly in your schedule and automatically stay agile for last-minute changes. \nWhy is this important? Because the average pro spends 37% of their time in meetings, reschedules 4.2 meetings/week, and has to cancel 3.5 meetings/week because they just don’t have time to do it all. \nBut outside of meetings, managers only achieve 52.6% of planned tasks for their team every week on average. This is because the average manager spends 49.8% of their heads-down focus time on unproductive work like back-and-forth emails, reprioritizing their time, and fielding non-urgent interruptions. \nYou can get this time back for yourself, and help make you and your exec twice as productive every week. \nHow Reclaim will make your life as an EA easier You’re focused on making the impossible happen for your exec and team, and we’re here to support you. With simple automations at Reclaim, you can streamline up to 30% of your manual tasks, as well as: Trust it to prioritize like you & always stay in control Book meetings faster Streamline time negotiations Never worry about calendar holds again Automate the snowball effect of rescheduling one thing Easily support multiple execs Set smart dependency rules around scheduling events Give your execs the “little wins” they love in the week Influence better organization across the rest of the team Keep everything in order of priority Protect both of your nights & weekends Define scheduling hours your execs calendars magically respect These are just a few of the common ways EAs are able to improve their workweeks with Reclaim. Let’s walk through how to set you and your executives accounts so you can start getting more time back every week. \nHow to use Reclaim as an EA If you haven’t already, the first step is to sign up for Reclaim for both yourself and your executive as two separate user accounts under the same team. Next, we’ll show you how to set up Delegated Access so you can manage and support an unlimited number of execs through Reclaim. \nDelegated Access requires a Business or Enterprise subscription. Try it out through a free 14-day trial. \nDelegated Access Delegated Access is a collaborative feature at Reclaim that allows you to share access to your account with another Reclaim user. This feature was designed specifically for EAs who need access to their executives calendars in order to effectively manage their schedules. With Delegated Access, you’ll have the power to do everything your executive can in their account, outside of deleting their account, adding or removing new calendars, or managing API keys. \nTo set it up, you just need to ask your executive to take a one-time action of granting access. They simply need to: Visit their Profile page Scroll down to the Delegate access to your account section Search for your name in the box, and click Delegate Access As soon as they’ve delegated access, you’ll be able to toggle over to their account anytime by simply clicking your avatar account dropdown in the upper-right side of any Reclaim page. We’ll also display a warning at the top of the page so it’s super clear when you’re working on your execs account. \n Now that your Delegated Access is set up, you can get started optimizing and managing your executives AI calendar and scheduling preferences. \nRemember to always switch over to your executives account using Delegated Access to make any optimizations to their schedule. \nBasic smart calendar actions We’re about to go over all the amazing smart events you’ll be able to automate through Reclaim, but before we get into that, let’s walk through some basic calendar actions you can take to control and optimize your executives schedule: Auto-scheduled smart events are rsvp’s as “yes”: For any events you have set for your executive, they will show as “yes” on their Google or Outlook Calendar. If an external meeting invite is sent for a time over a Smart Meeting, Habit, or Task, that smart event will stay on the calendar until you rsvp “yes” to that conflicting event (Scheduling Link meetings will never auto-reschedule to respect the time of your meeting guests). RSVP “no” or delete to reschedule a smart event: If there’s a Smart Meeting, Task, or Habit on your calendar that you want to move to another time, simply rsvp “no” on their Google or Outlook Calendar and it will automatically reschedule to another available time. Skip/decline events: You can decline or skip a smart event from both the Planner or your Google or Outlook Calendar by clicking into the event, and clicking “Skip”. Mark “Maybe” on a normal event to create more availability: If you need more open time slots for other important events, change the rsvp status of a Google or Outlook Calendar event to “Maybe” so Reclaim won’t consider it as “Busy” for your availability. Lock events into place: If you’re happy with a time slot for a Smart Meeting, Task, or Habit, you can lock it into place so it no longer auto-reschedules via the Planner or Google or Outlook Calendar by clicking into the event and selecting “Lock”. Mark an event as “Done”: If your executive ends up completing a Habit or Task event early, you can click into the event in the Planner and select “Mark as done” to complete that occurrence and historically log time for it in your calendar. Log time for stuff they’ve done: If your executive ended up completing a Task or Habit earlier in the day or week that wasn’t recorded on the calendar, you can just click on the time slot they worked directly in the Planner, and select the Task or Habit to log their time. Manually move events on the calendar: Lastly, you want to stay in control of any exact changes you need to make to perfectly optimize your executives calendars. Simply move an event to a new time to lock it into place and prevent it from auto-rescheduling again. Managing your recurring meetings Busy leaders typically manage at least 8.6 one-on-one (1:1) meetings/week. And as these executives are juggling up to an average of 40 meetings/week, 1:1 meetings are often the easiest to bump for an urgent team meeting or customer meeting. \nBut reschedule one thing in a busy calendar, and you’ve got yourself a challenging game of calendar tetris to try to rearrange time for that meeting again. We know how hard this is for you to manage constantly throughout the week — it takes over 10 minutes on average to just reschedule a single meeting (back-and-forth emails, reviewing calendars, hunting down people to negotiate times). \nAnd all of that changes for EAs at Reclaim — you can auto-schedule all of your recurring 1:1s at team meetings, and auto-reschedule around priority changes and conflicts. \nAuto-scheduling 1:1 meetings With Smart Meetings, you can put all of your executive’s 1:1 meetings on auto-pilot using AI. Smart Meetings automatically find the best time for two people to meet across both of their schedules every time (recurring at any frequency). \nHere are some common 1:1 meeting types you can automatically schedule for your executive: Direct report 1:1 meetings Cross-functional 1:1 meetings Skip-level 1:1 meetings Performance review 1:1 meetings Customer/account 1:1 meetings Partner/vendor 1:1 meetings Auto-scheduling team meetings (or group meetings) Smart Meetings also give you the power to auto-schedule recurring team meetings as well as external group meetings at the best time across multiple attendees calendars. This gives you the ability to keep your execs important regular meetings on track every week, without the manual legwork to ensure the time works for everyone before every event. \nHere are some common team meeting types you can automatically schedule for your executive: Recurring executive leadership meetings Recurring team meetings Recurring cross-functional meetings Recurring daily standups Recurring all hands meetings Recurring partner/vendor meetings Recurring customer/account meetings (QBRs) Pro tip: for large team meetings, set busy individuals who are “nice to have” but not required at the meeting as “Optional” to open up more availability for the group so your meeting can book sooner. \nCreating your Smart Meetings To get started with meeting automation for your exec, let’s start by testing out your weekly 1:1 meeting with the boss. We know it takes seeing for believing, so let’s validate the magic first with this zero-risk test. Go to your Smart Meetings page, and click the Detected tab (assuming you have an existing 1:1 with your exec on the calendar). Note, do this step from your execs Delegated Access account if he was the one to originally set up this meeting. Find your 1:1 meeting in the list, and click into it to start converting. By default, Reclaim will set the “ideal time” as the currently scheduled time of the event. You can change this anytime, and also customize the hours this meeting can schedule in. If your exec has a very busy calendar, and you’d be willing to meet for less than the usual amount of time to ensure this meeting always gets scheduled, try lowering the “Minimum Duration” setting. Next, set the priority for the meeting. Since you are the most important person they need to meet with every week, go ahead and set your priority at “Critical”. Under “Other options”, you can customize the event further with color coding, descriptions, videoconferencing, locations, or conference rooms. Lastly, if there are other important meetings or Habits you want to get done before, after, or on a different day from this 1:1 meeting, create a “Dependency” here at the bottom to control the order in which your smart events are scheduled. Click “Save” Once your 1:1 meeting is converted to a Smart Meeting, head over to your Planner or Google Calendar or Outlook Calendar to check out the change. If your normal time is available, it should remain there, but if we already had a conflict at that time, your meeting may have already found a better time in your schedule. \nTry scheduling another event over it in Google Calendar to see what happens when a conflict occurs! You can also visit the Planner to explore the customization options for managing this event, such as rescheduling (more on that in a bit), skipping, locking, joining video calls, or reviewing past and upcoming events in this sequence. \nAs a heavy Google Calendar user, we’d recommend installing our free Google Calendar Add-On so you can access more scheduling controls right where you work. \nOnce you’re comfortable with how your new Smart Meeting works for your 1:1 with your exec, head back over to the Detected tab of your execs Smart Meetings page to start converting the rest of their recurring meetings to the new automation. \nAll of their meeting guests will receive a notification that this meeting is now using AI automation at Reclaim, and it will give them the option to create a free account to set their own meeting hours and scheduling preferences. \nSmart Meeting attendees do not have to be Reclaim users, and do not have to be a part of your team account at Reclaim. \nPrioritizing Smart Meetings Prioritizing your executives time across all of the meetings they’re requested at is one of the hardest and most strategically tricky tasks an EA has to face every week. And while some things can only be accomplished with your amazing meeting negotiation and prioritization skills, Reclaim was designed to defend meetings like you would — in order of priority. But if a lower-priority meeting keeps getting bumped week-after-week, you can trust the AI to give it a special priority boost so that person isn’t forgotten, just like you would. \nSo now that you have your recurring meetings set up for automation using Smart Meetings, let’s walk through how to prioritize these for optimal scheduling. \nVisit your Priorities page to review and prioritize all of your Smart Meetings. While you can update the individual priority level of any individual Smart Meeting anywhere you find it, the Priorities page is the best view of all of your priorities in one place to really size up which meeting is most important compared to the next. \nReclaim offers 4 priority levels 1. Critical, 2. High, 3. Medium, and 4. Low. All Reclaim events schedule in order of priority. To see all of your Smart Meetings, expand the Smart Meetings tabs under each of these columns on your Priorities page. \nYou can now drag-and-drop meetings across the different priority columns, or click the 📶 icon to change a priority for that meeting (or any other smart event here). Learn more about managing priority levels for your executives Smart Meetings in this help doc. \nRescheduling Smart Meetings As mentioned above, we know (and we know you know) meetings are rescheduled all the time. In fact, 42.4% of 1:1 meetings are rescheduled on average every week and 29.6% are outright canceled because there just isn’t enough time in the day. So even though your executives recurring meetings are now automatically scheduling at the best time for them and their attendees, new priorities and urgencies pop up all the time and we’ve built special controls for you to be able to both automatically and manually reschedule around. \nHere are the most common causes for a meeting to be rescheduled or declined (reported as a percentage of people who were impacted in the past year): 82.5% from over-scheduling with another meeting 79.3% to focus on a more important task 51.8% because it wasn't high enough priority to attend 49.0% because of PTO/vacation 47.3% because they were out sick 35.3% from a lack of new updates since the last meeting 33.7% because enough attendees weren’t able to attend 28.4% from being scheduled outside of their working hours (during personal time) Here’s what’s most important to know about how rescheduling works for Smart Meetings: If a Smart Meeting is scheduled over, it will automatically be rescheduled to the next best time for all attendees. If a Smart Meeting is running out of room to reschedule at the maximum duration, it will automatically reschedule for the minimum duration to keep it on your execs calendar. If a Smart Meeting is rescheduled and it has a “before” Dependency, that dependent meeting will also reschedule if it no longer stays in proper sequence. You can reschedule a Smart Meeting anytime manually from the event in both the Planner and Google Calendar, as well as the event details page. Smart Meetings that fell through the cracks one week will get special attention the next through intelligent priority boosts. For example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row. You can view the Change Log for a Smart Meeting to see why a specific event instance was rescheduled or skipped. If your Smart Meeting can’t be scheduled, you can control what to do with it through its settings to either leave it on the calendar at the ideal or latest scheduled time (as a reminder), or remove it from the calendar. Smart Meetings also have a daily digest email you can stay subscribed to so you can see which meetings are at-risk of not being able to be scheduled or rescheduled in the next 2 weeks. Visit our Smart Meetings Help Doc Collection to learn more about all the powerful automation capabilities for your recurring meetings. \nManaging your one-time meetings Now that you have your executives recurring meetings perfectly automated, let’s talk about all of their one-time meetings that require extra special attention to get on the books. \nIn case you didn’t know, 47.1% of all meetings are one-time meetings. That means that almost half the time, you are negotiating back and forth with one to a group of people just to get an individual meeting scheduled. It’s also interesting to note that 27.3% of all meetings are spontaneous and unplanned, meaning they need to get set up asap no matter what is on the calendar. \nWe know how challenging of a task this is for EAs to try to keep up with all of their executives one-time meetings, but we’ve got your back. Reclaim has designed an AI-powered Scheduling Link that has advanced capabilities far beyond anything else that’s been seen in the market. \nReclaim Scheduling Links You’re probably familiar with Calendly links, and other meeting links that allow you to share your executives availability for meetings. While these tools are often adequate for people without much going on in their calendars, you’ve inevitably discovered they just don’t work well for getting urgent meetings booked within the next few days even to weeks. \nThat’s because these competitor links only show times where your exec is already free on the calendar, not where they’d be willing to move lower-priority stuff around to accommodate the meeting (this is probably where you’re doing the heavy lifting for getting these meetings booked!) \nWith Reclaim’s AI-powered Scheduling Links, you can share your executives maximum availability for meetings over lower-priority events they’d be willing to auto-reschedule. This even includes non-Reclaim events scheduled through their Google Calendar or Outlook Calendar. \nSo if an important customer has an urgent topic to discuss, you can send them a “Critical Priority” Scheduling Link, and anything that’s High Priority, Medium Priority, or Low Priority on the calendar will show as available time slots to that customer when booking. And if a lower-priority smart event is scheduled over, it would automatically reschedule just as you’d expect at the next best available time in order of it’s priority. \nAdditionally, you can add up to 3 different meeting length options to a single Scheduling Link to give your schedulers even more options for getting time with your executive. For example, while they may have wanted a 60-minute meeting, they’d take a 30-minute meeting time slot this week over waiting for the hour-long opening next week. \nCreating your Scheduling Links Creating Scheduling Links for your executive is extremely easy and only takes a few clicks to get these three default templates which should handle up to 90% of your meeting needs: Quick Meeting Link: 15-minute time slots with Medium Priority (for quick calls). Critical Priority Meeting Link: 60-minute time slots showing your max availability over lower-priority events (for urgent meetings). Flexible Quick Meeting Link: Both 15-minute & 30-minute time slots with Medium Priority (so schedulers can choose how long they need). You can also create custom Scheduling Links, one-time Scheduling Links, and Team Scheduling Links anytime in Reclaim to handle whatever type of meeting you need to get on the books for your exec. \nReclaim also supports Round Robin Scheduling Links, and while your executive likely isn’t spending time in a customer support or sales queue, this is actually a helpful tool for recruiting when a candidate needs to get time with one of the senior leaders during the interview process. \nSharing availability for one-time external meetings People average 29.9% of their meeting time in external meetings, which translates to a lot of external scheduling and coordination work for you to juggle for your executive. Executives (or EAs) use Scheduling Links 8.1 times/week on average to set up many of these meetings. \nSo let’s walk through how to share your executives availability for their important meetings. You can grab Scheduling Links for any of the executives you support from the Teams tab which has everyones Booking Pages on your team, containing all of their public Scheduling Links. \nIf you are using Delegated Access or are directly signed into these of your executives non-Reclaim accounts, here are some additional places and methods for sharing their Scheduling Link for external meetings (or for sharing your own): Scheduling Links page: Grab your execs links from their Scheduling Links page in the app, or create a new one to share. Gmail: Email is the most common channel for sharing Scheduling Links for external meetings. If you have the free Reclaim Google Add-On, you can: Grab and share existing Scheduling Links into your email drafts Create and personalize custom one-off Scheduling Links to share Insert selectable times into emails that your attendees can book directly from Google Calendar: With the free Reclaim Google Add-On, you can grab any of your existing Scheduling Links or create a personalized one-time link to share (you must be logged into their Google account). Slack: Access and create new Scheduling Links from your Reclaim app in Slack, and use shortcut /scheduling-link to pull up a list directly in a DM or channel. Raycast: Grab Scheduling Links from your Mac extension Social media: On your Scheduling Links page, click on the three vertical dots (⋮) on the link you want to share, click ‘Share’ and then select the social icon to open a draft post. Website embeds: On your Scheduling Links page, click on the three vertical dots (⋮) on the link you want to embed, click ‘Share’ and then toggle the arrow to expand the embed options. Copy and paste your embed code into your website platform of choice to allow schedulers to book time with your exec. As you well know, there’s an art to delivering a Scheduling Link. You need to do so in a way that shows the person you’re being respectful and considerate of their time vs. trying to save some of your own. \nHere are some helpful reminder tips on sharing Scheduling Links for external meetings. Check the Scheduling Link to ensure is has adequate availability before sending it out. Lower the priority level of other Reclaim and non-Reclaim events that you’d be willing to offer open time slots over for the external scheduler. Include context around the meeting and a personalized touch in your invite request. Customize your Scheduling Link to make an even more pleasant experience for your external schedulers, with personalized URLs, custom landing page design, ideal options, and redirect rules after booking. Frame your Scheduling Link as a suggestion for finding a convenient time, but leave the invitation open for them to schedule another way (including asking them for their own Scheduling Link). Set up meeting reminders on your links to protect your executive from no-shows or late attendees. Sharing availability for one-time internal meetings External meetings aren’t the only types of one-time meetings on the calendar. Internal team meetings can be just as hard to set up as external meetings, especially if you’re coordinating across multiple busy senior team members calendars. Fortunately, you can use Scheduling Links to easily find that rare moment of mutual free time across multiple team members calendars. \nSimply visit your Scheduling Links page, and create a new Team Link using the normal link creation flow. Just add additional Meetings Organizers for the team members you need for your meeting (note all of these people must be in your Reclaim team account). \nOnce you’ve added in the team members, you can see a heat map of everyones mutual availability right in the editor. If you’re not seeing as much free time overlap as you’d like, here are a few ways you can create more availability: For any attendee that isn’t 100% crucial for the meeting to happen, tag as “Optional” to take their availability out of the equation (they’ll still receive an invite when the meeting is booked). Set custom hours for the meeting if it’s not fitting within everyone’s default meeting hours. Set the meeting to a higher priority level (Critical priority to prioritize over everything else non-Critical). Finish up the rest of the Team Link setup, and save your link. You can now use this link to automatically pull everyone in this meeting groups availability together and easily book these one-off meetings for your exec anytime using their own Team Link. This link will also stay available to you to use for all future meeting needs with this group. \nProtecting personal time with Calendar Sync As an executive assistant, one of the most important responsibilities you hold is protecting your execs work-life balance, which means you have to be a strong defender of their personal time. And there’s no easier way to do this than Calendar Sync. \nWith Calendar Sync, you now have the ability to manage their personal time across just their personal calendar without having to make any manual updates on their work calendar. Unlike standard Calendar Sync features at Google Calendar and Outlook Calendar that only allow the account holder to see their synced events (but coworkers cannot see when you’re busy), Reclaim allows you to actually block availability for synced events. \nYou can also control for your executives how their events appear on their calendar to the rest of the team so you’re not over-sharing of under-sharing context around their commitments. Here are the 4 different visibility settings you can set for your executives Calendar Sync: Personal Commitment for all: This is the default and recommended setting to use. By setting your synced events to display as “Personal Commitment” your coworkers can see that you’re out for an important personal thing and are less likely to interrupt you during this time for work. Busy for all: This setting allows you to completely anonymize all synced events to both you and yourself, but Busy events are more likely to be interrupted. Event details for you, busy to most others: With this setting, your events will appear on your calendar just as they do on your synced calendar, but the event will be marked private so that most people won't see it. IT administrators and others may still be able to see it though depending on your companies policy. Event details for you and those with access, otherwise busy: Your events will appear on your calendar just as they do on your synced calendar. You will see the full event details. It will be marked with default privacy, allowing anyone in the same domain to see details. Calendar Sync is easy to set up by simply selecting your executives source calendar and destination calendar (though you may need them to connect their second calendar first to make the connection through Delegated Access). \nIn the Calendar Sync setup workflow, you can set which type of calendar it is, whether to sync certain types of all-day events, and if you’d like to sync events at all hours or just Working Hours. \nBudgeting & defending time for deliverables While your executive is undoubtedly very busy with meetings every week, they’re still responsible for executing a lot of important work around those meetings. \nBut if you’ve ever tried time blocking heads-down time in their calendar before, you’ve likely found it more of a chore than it’s worth. That’s because normal Google Calendar or Outlook Calendar events are fixed and inflexible, jamming up their calendar and eating up the availability they need to keep open for new meeting requests. \nBut at Reclaim, we have two easy features you can use to defend time for your executives deliverables while still keeping their calendar flexible for last-minute meetings, priority changes, even PTO and sick days. \nThe easiest way to determine which feature type to use is whether the deliverable is a recurring project or a one-time task. \nHabits – for recurring routines Habits are like smart recurring events. But instead of setting a recurring event in Google Calendar or Outlook Calendar to repeat say every Monday at 2pm, Habits allow you to set smart scheduling windows for: How often it should repeat Which days & hours it can schedule in An ideal time (to target, but not be stuck around) A minimum & maximum duration to schedule for (depending on availability) How high of a priority it is What types of routines should you defend for your executive? First, you can visit the Detected tab on their Habits page to see if there are any existing repeating events you can convert to Habits to start smart scheduling them using their existing settings as the “ideal time.” \nHere are the most common Habit templates used by other executives managing their time at Reclaim: Lunch Catch Up (Morning & Afternoon) Weekly Status Report Focus Time Exercise Strategic Planning Monthly Metrics Review Customer Feedback Review Review Department Requirements Sprint Planning So as you already know, there are many important work routines that executives need to make time for to keep things moving for their team and plan for the future of their department or company. But it’s not just work EAs are defending time for on their executives calendars, two out of the top 5 most popular Habit templates for execs are for personal routines: lunch and exercise. \nAnd if any of your executives Habits get scheduled over, bumped for another higher-priority event, or just can’t be met due to a personal commitment, they’ll automatically be rescheduled to the next best time. This is the perfect scheduling setup for you and your exec because it allows you to keep their schedule flexible while still helping them keep up with their long-term work and personal goals they need to chip away at continually. \nTasks - for one-time to-dos While Habits are for the ongoing routines that need your attention regularly, Tasks are for all the one-time projects that you or your exec need to get done and checked off completely. \nYou’re likely already managing and prioritizing a task list for your executive, and this is the tool you can use to integrate that process into your calendar management activities. During your weekly sync with your executive where you walk through what’s most important to prioritize for the week, pull up your Task list in Reclaim to add anything new to their list and reprioritize anything that’s risen or fallen in the ranks. \nAnd if you’re managing a task list in a popular project management app, you can automatically sync your tasks right to Reclaim to defend time for them in order of priority before your execs due dates. This is a major time-saver for EAs being able to bridge the two high-touch systems of project and calendar management. Here are the supported project management integrations at Reclaim: Asana Jira ClickUp Todoist Linear Google Tasks Easily create a new Task from any page in the Reclaim app, from your project management app, or even Slack. Just like any other smart event at Reclaim, all Tasks schedule in order of priority around your executives other events. And while you can always break down big tasks into individual smaller tasks, don’t be afraid to create large tasks that require significant durations to complete. Reclaim will give you an option to split up Tasks into smaller working sessions so it more realistically fits within your execs calendar. \nIf your exec needs to get something done ASAP and you need to make sure it’s next on the calendar, you can move a Task up to the “Up Next” bucket from your Priorities page, Planner, or Tasks page. This will schedule it first above all else. Reclaim also offers advanced settings how to schedule your Tasks by default to check out. \nBlocking travel time If your executive is frequently on the road for meetings and events, another useful feature at Reclaim is our automatic travel time scheduling. \nWhenever your exec has a meeting with a physical location set in the event details, Reclaim will automatically add a custom amount of travel time before and after the event so they have time to get where they need to be. This is a huge lifesaver for preventing back-to-back meetings that are just physically impossible due to their location. \nColor-coding calendar events Your executives days are likely back-to-back with meetings, focus work, and other events which can be a chaotic and overwhelming display across the calendar. An easy way you can simplify a hectic calendar into easily digestible events is through automatic color-coding at Reclaim. \nYou can choose whether to automatically color-code all events on your executives calendar, or only those events created by Reclaim. \nReclaim automatic color-coding works by assigning colors to all events within a category of event types so you can visually distinguish what the day will be. Here are the categories you can set: Team Meeting External Meeting One-on-One Meeting Solo Work Travel & Logistics Managing & shifting priorities Nobody understands managing priorities like an executive assistant. Prioritize one thing and it means everything else moves down on the list. And when it comes to time management, this makes it incredibly challenging for an EA to plan out their executives time, as executives are often responsible for the most significant priorities in a company. \nBut you can rest assured that every smart event you create at Reclaim will automatically schedule and reschedule around your execs most important priorities. Here are the universal priority levels you can use at Reclaim: Critical (P1): Reclaim will schedule Critical items before any other events, and these can overbook lower-priority items as your calendar books up. High priority (P2): High priority events will be prioritized before medium and low priority events, and can be overbooked by critical events. Medium priority (P3): Medium priority events will be prioritized before low priority events, and can be overbooked by medium-critical priority events. Low priority (P4): Low priority events will be prioritized last, around your availability, and can be overbooked by higher-priority items. You can manage priorities anywhere in the app, but the best place to see a comprehensive list of all of your priorities across all event types is your executives Priorities page. Reclaim will always try to get time for your highest priority items first, but also uses AI to ensure your lower-priority that are repeatedly bumped get an occasional priority boost so they don’t wall by the wayside. \nFor example, a P2 Task with a due date that is further out might end up scheduling after a P3 Task that is due in the next couple days. \nIf your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability. Scheduling Links will never reschedule automatically, unless the organizer or attendee takes action to find a new time. \nYou can also set priority-levels for non-Reclaim events to create more availability for your executives Scheduling Links (Habits, Tasks, and Smart Meetings will never overschedule a non-Reclaim event, even if they are a lower priority, to protect your meeting commitments). \nLearn more about the different ways you can shift priorities for your executive. \nCommon examples of times when you’d need to shift priorities for your executive: When an urgent meeting request comes in When they need to create more availability for a priority meeting When they need to quickly find time for an internal team meeting When you want to skip a one-on-one When they need to prioritize a Task When they need more time on a Task When they want to reschedule a Task or Habit When they want to record past time worked on a Task or Habit When they want to start a Habit right away When they want to skip a Habit When they need to block out PTO/OOO days When they’re out of the office sick The amazing beauty of Reclaim is by prioritizing one thing in your execs calendar, you are not left with a domino effect of dozens of other events to reschedule. All of their smart events automatically shift to the next best time in order of priority and due date. \nSo as you walk through the priority list with your executive at the beginning of the week (or even the beginning of every day) \nAnalytics & time tracking As the gatekeeper to your busy executive, you know how much they have to handle in a week. And one of your big responsibilities is helping them defend time for their most important stuff. But in order to understand how well they’re truly tracking towards their priorities, you need analytics on if their time is aligned in the right places. \nWith automatic Time Tracking at Reclaim, you and your exec can analyze where they spend time across meetings, tasks, habits, personal events, even work-life balance metrics all through their calendar. You can view for your executive individual through their Stats page, or for your account team as a whole through anonymous Team Stats to see how their time management trends compare against their peers. \nThe best way to keep up with your exec on their time allocation is to pull up their Stats in your weekly review meeting. Here are a few things you can review with your excutive: Team meetings: Is your exec spending too much in team meetings compared to time for focus time to get work done? Can any of them be replaced by asynchronous status updates? External meetings: Is your exec spending enough, or too much, time in external meetings? Depending on your team, this may reflect positively (high volume of sales calls, or an increase in candidates for recruitment), or negatively (if you're spending too much time managing contractors, or dealing with a higher than average support tickets around a product issue). One-on-one meetings: Is your exec keeping up with their one-on-one meetings, or are you finding that the team isn't averaging enough face time with managers due to lack of availability on the calendar? Travel: Is your exec spending too much time traveling every week? Identify time lost due to travel early to implement positive workforce changes, such as remote work or hybrid work policies and virtual meetings so the team doesn't lose a significant amount of their workweek traveling. Breaks: Is your exec taking enough wellness breaks during the day to reset and refresh their productivity? Consider your teams average break time against their time in meetings and on productive solo work, are they stuck in back-to-back meetings all day or able to stretch their legs between long working sessions? Vacation: Is your exec taking enough time off on average, or is your team at risk of burnout due to lack of personal time? Deep work: Deep work sessions over 2 hours are ideal for challenging projects — is your exec getting enough uninterrupted time every day or week to enter a productive flow state to produce their best work? Shallow work: Shallow work sessions under 2 hours are ideal for quick low-level tasks that don't require deep thinking — is your exec spending too much time on shallow work, preventing them from making good progress on their challenging tasks? Learn more about analyzing and interpreting Time Tracking at Reclaim.","heading":"","is_live":true,"id":626390,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9664251","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Microsoft Outlook Integration Overview + Updates","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9590707-microsoft-outlook-integration-overview-updates","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim.ai for Outlook Calendar

Outlook support is officially available to all Reclaim users.

If you already have a Reclaim account, we encourage you to add Outlook Calendar to your existing account, instead of signing up for a new account.

You can do so today from your Calendars page in the app.

If you’re an existing user, Reclaim for Outlook Calendar works exactly as it does for Google Calendar – optimizing your schedule around your most important priorities and intelligently navigating around conflicts.

If you are brand new to Reclaim, check out our Getting Started Guide to get your smart calendar set up with all the major features for Microsoft Outlook: Focus Time, Calendar Sync, Habits, Tasks and Integrations, Scheduling Links, Smart Meetings, and Buffer Time.

Reclaim.ai Outlook support is now fully available, but there are some differences between how Google and Outlook work with Reclaim that we wanted to highlight below:

Hashtags

Smart Habits & Meetings

Scheduling Links

Settings

Tasks

Integrations

Security

Focus Time

Release Notes

2026, January 30

2026, January 28

2025, July 23

2025, July 10

2025, July 1

2025, June 30

2025, June 27

2025, June 5

2025, May 30

2025, May 29

2025, May 27

2025, May 21

2025, May 19

2025, May 16

2025, May 14

2025, May 12

2025, May 9

2025, May 8

2025, May 7

2025, April 30

2025, April 22

2025, April 18

2025, April 17

2025, March 27

2025, March 24

2025, March 21

2025, March 18

2025, March 17

2025, March 11

2025, February 20

2025, January 21

2025, January 14

2024, December 17

2024, September 23

2024, September 20

2024, September 19

2024, September 18

2024, September 17

2024, September 16

2024, September 12

2024, September 3

2024, August 28

2024, August 21st

2024, August 20th

2024, August 14th

2024, August 13th

2024, August 12th

2024, August 9th

2024, August 7th

2024, August 6th

2024, July 25th

2024, July 24th

2024, July 22nd

2024, July 12th

2024, July 11th

We appreciate your patience as the team continues to improve the experience and update our help docs.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim.ai for Outlook Calendar Outlook support is officially available to all Reclaim users. \nIf you already have a Reclaim account, we encourage you to add Outlook Calendar to your existing account, instead of signing up for a new account. \nYou can do so today from your Calendars page in the app. \n \nIf you’re an existing user, Reclaim for Outlook Calendar works exactly as it does for Google Calendar – optimizing your schedule around your most important priorities and intelligently navigating around conflicts. \nIf you are brand new to Reclaim, check out our Getting Started Guide to get your smart calendar set up with all the major features for Microsoft Outlook: Focus Time, Calendar Sync, Habits, Tasks and Integrations, Scheduling Links, Smart Meetings, and Buffer Time. \n \nReclaim.ai Outlook support is now fully available, but there are some differences between how Google and Outlook work with Reclaim that we wanted to highlight below: \nHashtags Microsoft doesn't support setting an RSVP note on events that you're invited to which also stays on your calendar, instead only sending that RSVP note to the organizer, which is different than Google Calendar. As result, while you can use the #needs_travel, #reclaim_free, and #reclaim_busy hashtags in the title or description of an event, using those in the RSVP note of a Microsoft event won't work. We're evaluating possible fixes for this. \nSmart Habits & Meetings Smart Meeting Attendee Notifications: Unlike Google, Microsoft doesn't make it possible selectively mute notifications about updates to calendar events, which impacts Reclaim as part of our value proposition is automatically and seamlessly moving your Smart Meetings around when conflicts are introduced. Organizers won't see these, but attendees may notice a lot of notifications about meetings being moved around. We're evaluating possible fixes for this. Smart Meeting Schedule Visibility for non-Reclaim attendees: Microsoft's API for getting the schedule of a non-Reclaim attendee for a smart meeting doesn't return enough information for Reclaim to properly resolve it's own meetings. As a result, the current implementation of Smart Meetings on Microsoft Outlook with an attendee or attendees who are not Reclaim users, may have slightly inaccurate free / busy information. We're evaluating possible fixes for this. Smart Meetings + Microsoft 365 Family edition + Microsoft Teams: customers who have a subscription to Microsoft 365 Family edition are not able to add Microsoft Teams as a video conference option in Reclaim.ai because of a bug in the Microsoft Graph API, which is documented here. Scheduling Links Scheduling Links Availability for non-Reclaim attendees: Microsoft's API for getting the schedule of a non-Reclaim attendee for a scheduling link doesn't return enough information for Reclaim to properly resolve it's own scheduled meetings. As a result, the current implementation of Scheduling Links on Microsoft Outlook with an attendee or attendees who are not Reclaim users, may have slightly inaccurate free / busy information. We're evaluating possible fixes for this. Settings Color Coding of non-Reclaim events: to address / mitigate issues we're seeing with duplicate events, we've disabled Reclaim's ability to persist color / categorizations made by Reclaim back to your Outlook calendar. You will see color + categories in the Reclaim Planner view. Color Coding of Reclaim events: Reclaim tasks, habits, and Smart Meetings all have an option of selecting a color for the calendar. We're currently mapping the set of colors we support to the best match on the Microsoft Outlook category / color combination, which in some cases may result in, for instance, the dark blue color in Reclaim being mapped to a custom category (example: \"Baseball Games\") on the Outlook side. This work is in progress and we hope to have it completed this calendar year. Tasks Reminders: tasks that are scheduled on Google Calendar through Reclaim will inherit the default reminders configuration that the user has configured for the calendar. Tasks scheduled on Microsoft Outlook calendars through the Microsoft Graph API do not inherit the default reminders configuration (events created through the user interface do inherit the default), and Microsoft does not offer an API for for retrieving the default reminder configuration. Instead, tasks created by Reclaim through the Microsoft Graph API get reminders turned on, with a reminder 15 minutes before the event. We're going to introduce a Reclaim configuration for this setting for Microsoft users. Integrations Reclaim + Google Calendar Add On + Outlook Sync events: if you have the Reclaim Google Calendar Add On and a sync from Google to Microsoft, and click on a source event event, the Add On will report that the event isn't syncing as expected but it is. Clicking the Repair button will not fix anything. Reclaim + Microsoft Teams Chat / Status: we have an existing integration with Slack for status, chat, and quick task / agenda actions, but haven't built the same for Microsoft Teams. We do support Microsoft Teams as a video conferencing provider for Smart Meetings and Scheduling Links. We're planning on adding support for this sometime this calendar year. Reclaim + Microsoft Outlook Tasks: we have an existing integration with Google Tasks, but haven't built the same for Microsoft Outlook Tasks. We're planning on adding support for this sometime this calendar year. Security Reclaim + Microsoft Outlook Delegated / Shared Accounts: we don't yet have support for delegated or shared Outlook calendars. We're planning on adding support for this sometime this calendar year. Reclaim + Hosted / On-Premise Exchange: users who have hosted / on-premise Exchange accounts will not be able to create accounts or add calendars using hosted / on-premise Exchange. We won't have support for this type of account for the foreseeable future. Focus Time Native Google Calendar focusTime type events are not yet supported on Reclaim accounts which use Outlook-enabled Reclaim accounts. \n \nRelease Notes 2026, January 30 Removed note about start day of the week (Microsoft doesn't offer this setting via their API). Reclaim now gives customers the ability to set their start day of the week. 2026, January 28 Removed note about the lack of support for service accounts with Microsoft. Documentation about how to configure Reclaim.ai with a Service Principal is now available here. 2025, July 23 Removed note about the lack of Contact import for Microsoft. Customers now have the ability to grant Reclaim.ai the scopes necessary to import their contacts, making it easier to create smart meetings and invite contacts to your team. 2025, July 10 Removed note about Legacy Desktop Outlook & Reminders. Customers using the legacy version of Outlook desktop (Windows or Mac) and Reclaim Habits or Smart Meetings weren't able to properly dismiss reminders for those events, which resulted in a noisy experience. This is now fixed. 2025, July 1 Added note about Legacy Desktop Outlook & Reminders. 2025, June 30 Added note about Smart Meeting Contact Import. Added note about Smart Meetings + Microsoft 365 Family edition + Microsoft Teams. Removed note about the conference room limitation for Microsoft. We now have the ability to fetch rooms and resources for Microsoft accounts. Note that the scope for fetching conference rooms requires administrator consent. 2025, June 27 Removed note about calendar sync window limitations. 2025, June 5 Removed note about smart meeting detection / conversion. Updated note about smart meeting availability. Fixed bug with connected calendars sync where a calendar sync that involved Microsoft as the source or the target had to have the source calendar marked as a \"Connected\" calendar, otherwise events won't sync. Fixed bug with recurring, all day events in GMT: a recurring, all day event where the event timezone is GMT would not show up in the Reclaim Planner due to an issue with the way that Microsoft oscillates the originalStart DateTimeOffset property across daylight savings time intervals. 2025, May 30 Added ability to configure reminders for Smart Habits. 2025, May 29 Updated timelines for calendar sync, conference rooms, and smart meeting availability. 2025, May 27 Fixed bug with calendar syncs that included Outlook and were configured to include event details and were not copying conference data (ie: Microsoft Teams) from the source calendar to the target calendar. 2025, May 21 Microsoft avatars now work everywhere, including team pages, scheduling link pages, and smart meeting pages. Added note about Google Calendar and focusTime events. 2025, May 19 Added note to avatars (should be completed soon) and task reminders (ditto). 2025, May 16 Added support for Reclaim + Custom Microsoft SSO: we've confirmed that accounts using Okta / Custom SSO work with Reclaim. 2025, May 14 Added note about task reminders. 2025, May 12 Fixed bug with Smart Meetings + Microsoft Teams where if you select Microsoft Teams as the conference / video provider for a Smart Meeting, the system was not correctly adding the video conference to the resulting meetings. Existing meetings may still be lacking the conference link but new meetings should be good. 2025, May 9 Fixed issue with calendar list. By default, the Microsoft Graph API to list calendars only returns the top 10 calendars and we hadn't implemented pagination for this. This is fixed. 2025, May 8 Fixed recurring event instance limits bug: on Google, recurring events are artificially limited to 730 total instances, and after that # of instances, the event drops off the calendar. On Microsoft, there is no limit. Added note about calendar list. Added note about Smart Meetings + Microsoft Teams. 2025, May 7 Added note about recurring event instance limits. 2025, April 30 Added note about recurring, all day connected calendar events. 2025, April 22 Added note about calendar sync window. 2025, April 18 Added note about scheduling links & availability. 2025, April 17 Added note about Color Coding of Reclaim events. 2025, March 27 Fixed issue where customer using hosted / on-premise Exchange were able to successfully login but got an error when viewing their calendar. Reclaim's architecture / service requires customers to be using Office 365 or Outlook.com and doesn't support on-premise / hosted environments. 2025, March 24 Added note about calendar sync and custom conference data. 2025, March 21 Fixed issue where \"Working elsewhere\" was being treated as a \"Busy\" event on the calendar. 2025, March 18 Beta is open for new and existing users to sign up! Visit our sign up page if you don't already have a Reclaim account or go to Settings --> Calendars if you do. 2025, March 17 Added note about issue with Outlook sync events not being properly handled in the Reclaim Google Calendar Add-On. 2025, March 11 On signup, we now properly detect 12h vs. 24h display settings. 2025, February 20 Google To Microsoft Recurring Meetings Calendar Sync with single instances is now available! We've observed a number of instances of recurring meetings that exist on Google and should be synced to Microsoft failing, for a number of reasons. We updated Calendar Sync to make sure of single instances which we believe should improve the overall experience for customers syncing Microsoft to Google and Google to Microsoft. 2025, January 21 Fixed issue where Reclaim lost access to your Outlook calendar on password reset without notifying you. 2025, January 14 Added note about event title truncation. 2024, December 17 Fixed issues with Smart Habits & Smart Meetings by moving to a non-recurring event model for Microsoft. All new habits created on a Microsoft calendar will now schedule out as individual events (instead of recurring events) which we believe will solve the issues we've seen habits & meetings on Microsoft Outlook. Added note about OAuth Token Refresh. Added note about Calendar Sync + Google. 2024, September 23 Fixed issue where Outlook 365 doesn't support weekly recurring events where the byDay parameter isn't specified, which caused a small # of issues with Calendar Sync and events from Google. Workaround was to edit the source event in Google to specify a day explicitly. 2024, September 20 Fixed issue where meetings with more than 100 attendees wouldn't properly sync in to Reclaim. 2024, September 19 Added note about weekly recurring events without byDay specified (see above). 2024, September 18 Fixed issue where Reclaim scheduler wasn't able to run for a customer who has configured an Exchange account with Free/Busy lookup set to 62 days (both Outlook 365 & Google Calendar have no limit). 2024, September 17 Fixed issue where event responses that used Do Not Send a Response would end up as \"free\" or \"needs action\" in the Reclaim Planner. If you used the Do Not Send a Response option when accepting an event, Reclaim would see your RSVP status as \"needs action\" instead of \"accepted\". This may still impact events that were responded to previously to September 17th. The workaround is to RSVP again and send a response to the meeting. Fixed issue with events that were synced from CalendarBridge. 2024, September 16 Added note about Do Not Send a Response. 2024, September 12 Fixed issue where all day events in Microsoft weren't properly setting the isAllDay property as part of calendar sync, resulting in all day events that showed up from midnight to midnight, rather than collapsing on the calendar. 2024, September 3 Disabling the color coding feature temporarily to address issues we're seeing with duplicate events. 2024, August 28 Fixed a number of NPE and sync issues with scoring service and Microsoft recurrences. Fixed an oscillation issue with Microsoft and the Organizer's response status. Exclude additional organizers who were not attending the meeting from receiving emails. 2024, August 21st Fixed a number of issues preventing Outlook events from being ingested. More robust error handling when syncing events to/from Outlook. 2024, August 20th Operational improvements to the onboarding flow to allow for enabling more Outlook beta users. 2024, August 14th Added note about hosted / on-premise Exchange accounts in known issues above. 2024, August 13th Fixed issue where sync events displayed on the planner weren't properly merging. Improvement to the way that we display your main account avatar from Microsoft. Working on associating the avatar with your calendar. Fixed issue where habits and smart meetings that were created with a sub-calendar were being written to the main calendar. 2024, August 12th Fixed issue with Google Calendar icons being displayed instead of Outlook icons for suggested meetings to convert during onboarding. 2024, August 9th Fixed issue with Outlook events showing as \"needs action\" incorrectly: For users using Microsoft Outlook Desktop (not Outlook 365), it creates events where the organizer is listed both as the organizer and as an attendee, with attendee RSVP status = \"none\", which results in Reclaim believing that the time during this event is \"free\". 2024, August 7th Fixed issue with Outlook events with legacy custom timezone failing to sync. For users using Microsoft Desktop and likely old recurring events, it sometimes creates events with the timezone set to \"tzone://Microsoft/Custom\", which caused sync to fail. 2024, August 6th Fixed issue with rich / structured location data on events not being imported properly into Reclaim. 2024, July 25th Enabled new Smart Meeting dampening feature to mitigate issues we've seen with attendee notifications on Smart Meetings. 2024, July 24th Smart Meeting Detection / Conversion is available for customers via a feature flag. Please contact support if you're interested in testing / using this feature for a Microsoft recurring meeting and we'll work with you to test this out. 2024, July 22nd Addressed the Calendar Refresh / Authentication for Outlook.com / Hotmail.com issue. Microsoft uses different token refresh models for their personal / free Outlook.com / Hotmail.com accounts vs. the paid Office 365 accounts. We deployed a fix for this last week and believe that this is addressed / fixed. 2024, July 12th Update to default color for Outlook calendar events. Update to smart meeting truncation during conversion. 2024, July 11th Potential fix / mitigation for Outlook.com / Hotmail.com token refresh. \nWe appreciate your patience as the team continues to improve the experience and update our help docs.","heading":"","is_live":true,"id":607252,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9590707","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Request a paid subscription purchase from your company","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9448976-request-a-paid-subscription-purchase-from-your-company","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim.ai is a productivity tool predominantly used by busy professionals to become more productive and organized at work. If you're one of the first to discover Reclaim at your company, you're probably paying out of pocket for your subscription.

But since you're using Reclaim for work, you should ask your work to pick up the cost of your subscription. It not only saves you a few bucks every month, but helps the next person on your team who wants to become more efficient at work like you.

Here's how Reclaim can help you get your subscription cost covered, and get approval for a wider rollout at your team:

Get approval from your manager

Oftentimes, before submitting a purchase request, the purchasing department will want you to get approval from your manager. Fortunately, Reclaim is an easy sell since it provides immediate and noticeable value to your productivity and time management that your manager can directly see on your calendar.

You can ask your manager in your next one-on-one meeting, or use this quick email template to request approval:

Email template if you're already paying for Reclaim out of pocket

Hi manager,

As you may have noticed from my calendar, I started using a new productivity tool recently called Reclaim.ai. It's an AI calendar app that's helped me completely transform my calendar by automatically finding the best time for me to work on my tasks, habits, and even meetings.

Just since starting Reclaim, I've already been able to defend an extra 4 hours/week for productive work that used to get lost managing distractions, context switching, and inefficient gaps in my calendar.

While they have a great free plan, it's been so helpful that I've purchased a subscription on my own. However, since I'm using it for work, I was wondering if I could get your approval to pay for it through the company?

Let me know if you have any questions, and I'd be happy to show you around the app sometime.

Thank you!

Email template if you're using the free Reclaim plan

Hi manager,

As you may have noticed from my calendar, I started using a new productivity tool recently called Reclaim.ai. It's an AI calendar app that's helped me completely transform my calendar by automatically finding the best time for me to work on my tasks, habits, and even meetings.

Just since starting Reclaim, I've already been able to defend an extra 4 hours/week for productive work that used to get lost managing distractions, context switching, and inefficient gaps in my calendar.

While they have a great free plan, I've unfortunately hit the plan limits and would love to upgrade to a paid subscription so I can unlock the scheduling power I need to optimize my calendar. However, since I'm using it for work, I was wondering if I could get your approval to pay for it through the company?

Let me know if you have any questions, and I'd be happy to show you around the app sometime.

Thank you!

Tip: Check out your time tracking Productivity Stats to personalize your request with metrics around how you've improved your performance with Reclaim.

Submit a purchase request for your Reclaim subscription

Purchase request forms are easy documents you submit to your purchasing department when you're making a new purchase at work. Once you have approval from your manager, you're all set to submit your request to get your purchase underway.

While every company has a unique set of requirements for their purchase request forms, you can typically expect to fill out basic information like product/vendor name and cost, but you can almost always expect a field to justify the business case for the purchase.

Here is a business case template to use when submitting your purchase request:

“I’m requesting a license for Reclaim.ai in order to improve my productivity and time management. I require Reclaim.ai’s automated time blocking, prioritization, analytics, and meeting management capabilities to flexibly defend more time for heads-down work and reducing inefficient scheduling conflicts in my calendar. Reclaim.ai is the only platform that can help me satisfy these use cases.”

If you have any questions on completing your purchase request, or answering tricky questions on the form, reach out to us via the live chat in the app or at support@reclaim.ai and we would be happy to help you make a strong case for your purchase.

Secure approval with your procurement team & complete a security review

If you're looking to secure approval for a larger rollout with your team or department, your organization will likely want to complete a more thorough analysis of Reclaim before authorizing the purchase.

Fortunately, we'll make this super easy for you. All you have to do is introduce us to your procurement team, and we will walk handle the entire review process from there.

Reclaim has SOC 2 Type II security approval, and has yet to fail even the most complex of security reviews, so have no concern that we won't be able to get this over the line for you.

Here's a draft email you can use to introduce us to your procurement team and kick off the review process:

Hi there,

I'd like to introduce you to the security team at Reclaim.ai (security@reclaim.ai). Reclaim is a productivity app that has already helped me save an average of 4 hours/week through better time management, and I would like to roll it out to my team/department of X people.

In order to get this over the line as fast as possible, I've included these resources to provide an overview of the company's security posture, and Reclaim is also happy to complete a security review. They are SOC 2 Type II certified, so I don't foresee any issues.

I'll let you take it from here to complete the review. Please let me know if there's anything you need from me, and how we're looking on timeline so I can coordinate the rollout with my team.

Thank you!

Coordinate a pilot test or company rollout

If you're interested in rolling out a 50+ person pilot test or a large rollout at your organization, we are here to help.

The best way to get started is to connect for an intro call with our team so we can get to know your company, your goals, and formulate a game plan for how we can provide the most value for your team.

All you have to do is send us a note through our Contact page, and our team will be in touch shortly to set up that first intro call.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim.ai is a productivity tool predominantly used by busy professionals to become more productive and organized at work. If you're one of the first to discover Reclaim at your company, you're probably paying out of pocket for your subscription. \nBut since you're using Reclaim for work, you should ask your work to pick up the cost of your subscription. It not only saves you a few bucks every month, but helps the next person on your team who wants to become more efficient at work like you. \nHere's how Reclaim can help you get your subscription cost covered, and get approval for a wider rollout at your team: Get approval from your manager Help submitting a purchase request Secure approval with your procurement team & complete a security review Coordinate a pilot test or company rollout ​ Get approval from your manager Oftentimes, before submitting a purchase request, the purchasing department will want you to get approval from your manager. Fortunately, Reclaim is an easy sell since it provides immediate and noticeable value to your productivity and time management that your manager can directly see on your calendar. \nYou can ask your manager in your next one-on-one meeting, or use this quick email template to request approval: \nEmail template if you're already paying for Reclaim out of pocket Hi manager, \nAs you may have noticed from my calendar, I started using a new productivity tool recently called Reclaim.ai. It's an AI calendar app that's helped me completely transform my calendar by automatically finding the best time for me to work on my tasks, habits, and even meetings. \nJust since starting Reclaim, I've already been able to defend an extra 4 hours/week for productive work that used to get lost managing distractions, context switching, and inefficient gaps in my calendar. \nWhile they have a great free plan, it's been so helpful that I've purchased a subscription on my own. However, since I'm using it for work, I was wondering if I could get your approval to pay for it through the company? \nLet me know if you have any questions, and I'd be happy to show you around the app sometime. \nThank you! \nEmail template if you're using the free Reclaim plan Hi manager, \nAs you may have noticed from my calendar, I started using a new productivity tool recently called Reclaim.ai. It's an AI calendar app that's helped me completely transform my calendar by automatically finding the best time for me to work on my tasks, habits, and even meetings. \nJust since starting Reclaim, I've already been able to defend an extra 4 hours/week for productive work that used to get lost managing distractions, context switching, and inefficient gaps in my calendar. \nWhile they have a great free plan, I've unfortunately hit the plan limits and would love to upgrade to a paid subscription so I can unlock the scheduling power I need to optimize my calendar. However, since I'm using it for work, I was wondering if I could get your approval to pay for it through the company? \nLet me know if you have any questions, and I'd be happy to show you around the app sometime. \nThank you! Tip: Check out your time tracking Productivity Stats to personalize your request with metrics around how you've improved your performance with Reclaim. \nSubmit a purchase request for your Reclaim subscription Purchase request forms are easy documents you submit to your purchasing department when you're making a new purchase at work. Once you have approval from your manager, you're all set to submit your request to get your purchase underway. \nWhile every company has a unique set of requirements for their purchase request forms, you can typically expect to fill out basic information like product/vendor name and cost, but you can almost always expect a field to justify the business case for the purchase. \nHere is a business case template to use when submitting your purchase request: “I’m requesting a license for Reclaim.ai in order to improve my productivity and time management. I require Reclaim.ai’s automated time blocking, prioritization, analytics, and meeting management capabilities to flexibly defend more time for heads-down work and reducing inefficient scheduling conflicts in my calendar. Reclaim.ai is the only platform that can help me satisfy these use cases.” If you have any questions on completing your purchase request, or answering tricky questions on the form, reach out to us via the live chat in the app or at support@reclaim.ai and we would be happy to help you make a strong case for your purchase. \nSecure approval with your procurement team & complete a security review If you're looking to secure approval for a larger rollout with your team or department, your organization will likely want to complete a more thorough analysis of Reclaim before authorizing the purchase. \nFortunately, we'll make this super easy for you. All you have to do is introduce us to your procurement team, and we will walk handle the entire review process from there. \nReclaim has SOC 2 Type II security approval, and has yet to fail even the most complex of security reviews, so have no concern that we won't be able to get this over the line for you. \nHere's a draft email you can use to introduce us to your procurement team and kick off the review process: Hi there, \nI'd like to introduce you to the security team at Reclaim.ai (security@reclaim.ai). Reclaim is a productivity app that has already helped me save an average of 4 hours/week through better time management, and I would like to roll it out to my team/department of X people. \nIn order to get this over the line as fast as possible, I've included these resources to provide an overview of the company's security posture, and Reclaim is also happy to complete a security review. They are SOC 2 Type II certified, so I don't foresee any issues. Reclaim Trust Center Reclaim Data Privacy & Security Reclaim Terms of Use I'll let you take it from here to complete the review. Please let me know if there's anything you need from me, and how we're looking on timeline so I can coordinate the rollout with my team. \nThank you! \nCoordinate a pilot test or company rollout If you're interested in rolling out a 50+ person pilot test or a large rollout at your organization, we are here to help. \nThe best way to get started is to connect for an intro call with our team so we can get to know your company, your goals, and formulate a game plan for how we can provide the most value for your team. \nAll you have to do is send us a note through our Contact page, and our team will be in touch shortly to set up that first intro call.","heading":"","is_live":true,"id":567216,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9448976","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Add agendas to Smart Meetings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9450529-add-agendas-to-smart-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

It's easy to do things like add a a rolling agenda, docs, or notes to your Smart Meeting events, and natively integrate agenda tools you might already be using including Lattice, Fellow.app, and more.

How agendas work in Google Calendar

You can add notes or an agenda to recurring Google Calendar events to stay on track of meeting outcomes and action items. These are included on the actual calendar events for quick access.

There are three options for how you can edit these on your events in Google Calendar:

Add agendas to Smart Meetings

Associating your agendas in Google Calendar, or with tools like Lattice or Fellow.app, will work with your Smart Meetings just the same as they would on any normal recurring meeting event.

Let's take a look at a few different ways to add an agenda to your Smart Meetings.

via Reclaim

You can add an agenda, doc, report or any other link to your Smart Meetings that will be included on the calendar events for easy access. To add an ongoing agenda to all your Smart Meetings:

  1. Navigate to your Smart Meetings page.

  2. Edit an existing meeting you are the organizer of, or create a new Smart Meeting.

  3. Under 'Description', drop in notes, links, or any other docs you want included on your calendar events. The notes field supports markdown formatting, learn more in this doc.

  4. All Smart Meetings in this series will now include your agenda or other notes right in the calendar event.

You can also change this notes section at any time from the Smart Meetings page, or from the Planner by clicking on the Smart Meeting event and selecting Edit this & following in the sidebar to make any updates.

Note: While you can choose to edit the agenda or notes of 'This event', 'this and following events', or 'All events' in Google Calendar – edits made in the Reclaim app will only apply to 'This and following' instances in the Smart Meetings series.

If you want to edit a single event, or override all events in the series, you'll need to go so on the event from in Google Calendar. More info in the section below!

via Google Calendar

Since Reclaim Smart Meetings are true recurring events in Google Calendar, you can also make updates to the events directly from in Google Calendar as you would any normal repeating meeting:

  1. Click the Smart Meeting event in Google Calendar and select Edit.

  2. Update the agenda or other details.

  3. Click Save.

  4. Select whether you want the edits to apply to just this event, this and following events, or all events in this recurring series.

via Google Docs

You can also attach agendas or notes directly to your Smart Meetings from in Google Docs.

  1. Open a Google Doc.

  2. Type '@'

  3. Click Meeting notes from the Building Blocks section.

  4. Search for your Smart Meeting event by title.

  5. If you're the meeting organizer, click Share & attach to attach the Doc to all your recurring events,

  6. If you're not the meeting organizer, click Share which will invite the organizer to add it to the calendar event.

You now have an updating rolling agenda included directly in all of your Smart Meeting events. You can edit the attachments with the steps in the above section from in Google Calendar.

via Lattice

There are also third party apps that offer advanced agenda features for your repeating meetings, like Lattice. Because Reclaim's Smart Meetings are recurring events just as native Google Calendar events are – Lattice's 1:1s tool for managers and employees to collaborate on a shared agenda is compatible with Reclaim.

To sync a Lattice 1:1 agenda to a Reclaim.ai Smart Meeting:

  1. Have a Reclaim.ai account and a Lattice account.

  2. In Lattice, navigate to your 1:1:

    1. If you are creating a new 1:1: Navigate to Add 1:1 > Connect to an existing calendar event.

    2. If you are editing an existing 1:1: Navigate to Home. Select the participant's name to open the agenda and select Settings > Connect to an existing calendar event.

  3. Under 'Connect to an existing calendar', select Google Calendar.

  4. Click Allow to authorize the Lattice integration.

  5. Select the calendar on which the Smart Meeting event scheduling on.

  6. Select the recurring Smart Meeting event that will sync to your 1:1.

\"Navigate

Your Lattice agenda will be included on your recurring Smart Meetings - just as it would a regular Google Calendar event - and update when your meeting auto-reschedules around conflicts via Reclaim. Learn more in this Lattice help doc.

via Fellow

Similarly to Lattice, you can add a Fellow.app agenda or notes to your recurring Smart Meetings as well.

To sync Fellow.app 1-on-1 notes to a Reclaim.ai Smart Meeting:

  1. Have a Reclaim.ai account and a Fellow.app account.

  2. Make sure you've integrated your calendar in Fellow.app.

  3. Navigate to your 1-on-1s in Fellow.app or create a new 1-on-1.

  4. To sync your 1-on-1 notes to your Reclaim Smart Meeting, click No event in the upper right corner.

  5. Select the Smart Meeting event you want to sync your Fellow.app notes to from the recurring calendar event options that are available.

  6. Click Confirm to finish syncing.

You'll now be able to track your notes and items from recurring Smart Meetings right in Fellow.app, and maximize your productivity by auto-scheduling the meeting with Reclaim. Learn more in this Fellow.app help doc.

Other integrations with Smart Meetings

One of the great things about Smart Meetings is that they can integrate seamlessly with any platform that uses recurring events as an anchor. These are just a few of the tools Reclaim's Smart Meetings natively support so you and your team can start auto-scheduling your meetings and make the most of your collaborative time.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"It's easy to do things like add a a rolling agenda, docs, or notes to your Smart Meeting events, and natively integrate agenda tools you might already be using including Lattice, Fellow.app, and more. \nHow agendas work in Google Calendar You can add notes or an agenda to recurring Google Calendar events to stay on track of meeting outcomes and action items. These are included on the actual calendar events for quick access. \nThere are three options for how you can edit these on your events in Google Calendar: This event: Add an agenda to one specific instance (e.g., if you track agendas manually using bullets, you can make an agenda for just that meeting, or if you have a guest attendee and want to make an exception to a normal rolling agenda) This and following events: Add an agenda to this meeting instance, and all the following events (e.g., you updated an agenda going forward and want to attach a new rolling doc or change the bullets) All events: Overwrite the agenda for all time, including on past events (e.g., the attached agenda is not the one you use and you want to update it across all events)​ \nAdd agendas to Smart Meetings Associating your agendas in Google Calendar, or with tools like Lattice or Fellow.app, will work with your Smart Meetings just the same as they would on any normal recurring meeting event. \nLet's take a look at a few different ways to add an agenda to your Smart Meetings. \nvia Reclaim You can add an agenda, doc, report or any other link to your Smart Meetings that will be included on the calendar events for easy access. To add an ongoing agenda to all your Smart Meetings: Navigate to your Smart Meetings page. Edit an existing meeting you are the organizer of, or create a new Smart Meeting. Under 'Description', drop in notes, links, or any other docs you want included on your calendar events. The notes field supports markdown formatting, learn more in this doc. All Smart Meetings in this series will now include your agenda or other notes right in the calendar event. \nYou can also change this notes section at any time from the Smart Meetings page, or from the Planner by clicking on the Smart Meeting event and selecting Edit this & following in the sidebar to make any updates. \n \nNote: While you can choose to edit the agenda or notes of 'This event', 'this and following events', or 'All events' in Google Calendar – edits made in the Reclaim app will only apply to 'This and following' instances in the Smart Meetings series. If you want to edit a single event, or override all events in the series, you'll need to go so on the event from in Google Calendar. More info in the section below! \nvia Google Calendar Since Reclaim Smart Meetings are true recurring events in Google Calendar, you can also make updates to the events directly from in Google Calendar as you would any normal repeating meeting: Click the Smart Meeting event in Google Calendar and select Edit. Update the agenda or other details. Click Save. Select whether you want the edits to apply to just this event, this and following events, or all events in this recurring series. \nvia Google Docs You can also attach agendas or notes directly to your Smart Meetings from in Google Docs. Open a Google Doc. Type '@' Click Meeting notes from the Building Blocks section. Search for your Smart Meeting event by title. If you're the meeting organizer, click Share & attach to attach the Doc to all your recurring events, If you're not the meeting organizer, click Share which will invite the organizer to add it to the calendar event. \n \nYou now have an updating rolling agenda included directly in all of your Smart Meeting events. You can edit the attachments with the steps in the above section from in Google Calendar. \nvia Lattice There are also third party apps that offer advanced agenda features for your repeating meetings, like Lattice. Because Reclaim's Smart Meetings are recurring events just as native Google Calendar events are – Lattice's 1:1s tool for managers and employees to collaborate on a shared agenda is compatible with Reclaim. \nTo sync a Lattice 1:1 agenda to a Reclaim.ai Smart Meeting: Have a Reclaim.ai account and a Lattice account. In Lattice, navigate to your 1:1: If you are creating a new 1:1: Navigate to Add 1:1 > Connect to an existing calendar event. If you are editing an existing 1:1: Navigate to Home. Select the participant's name to open the agenda and select Settings > Connect to an existing calendar event. Under 'Connect to an existing calendar', select Google Calendar. Click Allow to authorize the Lattice integration. Select the calendar on which the Smart Meeting event scheduling on. Select the recurring Smart Meeting event that will sync to your 1:1. \n \nYour Lattice agenda will be included on your recurring Smart Meetings - just as it would a regular Google Calendar event - and update when your meeting auto-reschedules around conflicts via Reclaim. Learn more in this Lattice help doc. \nvia Fellow Similarly to Lattice, you can add a Fellow.app agenda or notes to your recurring Smart Meetings as well. \nTo sync Fellow.app 1-on-1 notes to a Reclaim.ai Smart Meeting: Have a Reclaim.ai account and a Fellow.app account. Make sure you've integrated your calendar in Fellow.app. Navigate to your 1-on-1s in Fellow.app or create a new 1-on-1. To sync your 1-on-1 notes to your Reclaim Smart Meeting, click No event in the upper right corner. Select the Smart Meeting event you want to sync your Fellow.app notes to from the recurring calendar event options that are available. Click Confirm to finish syncing. \nYou'll now be able to track your notes and items from recurring Smart Meetings right in Fellow.app, and maximize your productivity by auto-scheduling the meeting with Reclaim. Learn more in this Fellow.app help doc. \nOther integrations with Smart Meetings One of the great things about Smart Meetings is that they can integrate seamlessly with any platform that uses recurring events as an anchor. These are just a few of the tools Reclaim's Smart Meetings natively support so you and your team can start auto-scheduling your meetings and make the most of your collaborative time.","heading":"","is_live":true,"id":567215,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9450529","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Creating and managing Round Robin links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9436383-creating-and-managing-round-robin-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Team links feature enables you to set up links for members of your team that schedule when everyone is available. Round Robin links, on the other hand, allow for a more flexible booking experience, where you can surface up availability across multiple team members but your attendees only book with one of them at a time. This helps not only to offer the maximum amount of availability to your attendees, but also to spread meetings out and reduce fatigue on your team.

Note: Round Robin Links are available on the free trial, and to users on the Business or Enterprise plans.

Round Robin use cases

There are a ton of ways to use Round Robin, but we've outlined some common scenarios below to help you get a sense of what you can do with it:

Creating a Round Robin Link

Creating a Round Robin Link is the same thing as creating any other Scheduling Link in Reclaim.

Click the New Scheduling Link button to create a link from the Scheduling Links page, and fill in the title, group, description, and calendar event title information you'd like. Below, under Organizers, you'll see yourself as the organizer, and can add people to the Round Robin pool from there:

You can add people to your Round Robin pool by dragging and dropping them into the Round Robin area, or by clicking the ⬇️ arrow icon:

Hosts and organizers on Round Robin links

When you create a Round Robin link, you can opt to include required or optional organizers that will be included on every meeting in addition to one member of the Round Robin pool. You can also completely remove all organizers if you just want it to be a link with members of the Round Robin pool.

Below are a few examples of different configurations for Round Robin links that include required, optional, or no organizers.

Round Robin link with one or more required organizers

In this setup, You and Kathy will be added to all meetings scheduled with one of the members of the Round Robin pool, and Kathy will be added as an optional attendee on the calendar event. You can see Kathy is marked as an 'optional' attendee because the star icon is unselected.

You will be the Host, meaning that you will show as the organizer of the meeting as well as be the user whose Zoom integration is used to add Zoom links to the meeting.

Round Robin link with no organizers

In this setup, the meeting will only ever be booked with one member of the Round Robin pool, and will be set as Host and organizer for those meetings when they're booked.

Note: If you use Zoom as a location for your Scheduling Links, it must be enabled for all Hosts. If it isn't, it won't be set for the Scheduling Link and you will see this alert:

Booking experience for Round Robin

When your attendees book a meeting using a Round Robin link, they won't have any indicator of who they'll be meeting with from the Round Robin pool until the meeting is confirmed. They will see times across all potential Round Robin members, and when they select a time and confirm the booking they'll see the name and email of the person from the pool with whom they'll be meeting.

When they reschedule a meeting, Reclaim will prefer trying to keep them scheduled with the same person from the original meeting if they're available at the same time as another Round Robin pool host. However, if they pick a time that isn't available for the person with whom they originally were meeting, they will end up booking with another Round Robin pool host.

How does Round Robin scheduling work?

By default, Round Robin links take a \"maximize availability\" approach to scheduling, where they will show all availability across all members of a Round Robin pool to give your attendees as many options as possible. That means that Reclaim won't attempt to evenly balance meetings across the Round Robin pool.
​
However, Reclaim will attempt to reduce meeting load across the pool by preferring hosts that have fewer meetings booked via the Round Robin link. For example, if Person A and Person B are both available at 4pm, but Person A has more meetings booked via that link than Person B does, the meeting will be booked with Person B.

Setting 'preferred organizers' for Round Robin links

Sometimes, you might want to prioritize a specific host (or hosts) to take the meeting first — like an account owner, CSM, or team lead — while still offering backup availability from other teammates. That’s where preferred organizer settings come in.

When you set 'preferred organizers', you can designate one or more teammates to be prioritized first when scheduling through a Round Robin link. Reclaim will still check everyone’s availability, but if the preferred organizer is free, they’ll always be chosen first.

To set a preferred organizer, click the 👑 crown icon next to the teammate(s) you want to prioritize during booking.

Common use cases for preferred organizers

Who can see and edit Round Robin Links?

Any co-organizer or Round Robin pool Host will be able to see and edit most settings for the link from the Round Robin links tab of the Scheduling Links interface. They will not, however, be able to edit certain destructive settings, such as target calendars, URLs, groups, and other settings.

How do Priorities work with Round Robin Links?

The priority of a Round Robin link is shared across all members of the link. For example, a Critical Scheduling Link will only show times that are either free or High, Medium, or Low priority on all calendars for members of the Round Robin Link.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Team links feature enables you to set up links for members of your team that schedule when everyone is available. Round Robin links, on the other hand, allow for a more flexible booking experience, where you can surface up availability across multiple team members but your attendees only book with one of them at a time. This helps not only to offer the maximum amount of availability to your attendees, but also to spread meetings out and reduce fatigue on your team. \n Note: Round Robin Links are available on the free trial, and to users on the Business or Enterprise plans. \nRound Robin use cases There are a ton of ways to use Round Robin, but we've outlined some common scenarios below to help you get a sense of what you can do with it: Sales calls: You can use Round Robin to set up links with a pool of SDRs or reps, and when attendees book it will show times when any one of those people are available and allow them to book with one of them. Recruiting: It's common during an interview process to have a screening call (e.g., with engineering) where any one engineer could do the interview. You can set up Round Robin links that include multiple engineering team members and your attendees will only end up booking with one of them. Customer support: When customers need a more hands-on experience, you can send them a Round Robin link that includes all members of your support team, and your customers can book with any one of them. \nCreating a Round Robin Link Creating a Round Robin Link is the same thing as creating any other Scheduling Link in Reclaim. \nClick the New Scheduling Link button to create a link from the Scheduling Links page, and fill in the title, group, description, and calendar event title information you'd like. Below, under Organizers, you'll see yourself as the organizer, and can add people to the Round Robin pool from there: \n \nYou can add people to your Round Robin pool by dragging and dropping them into the Round Robin area, or by clicking the ⬇️ arrow icon: \n \nHosts and organizers on Round Robin links When you create a Round Robin link, you can opt to include required or optional organizers that will be included on every meeting in addition to one member of the Round Robin pool. You can also completely remove all organizers if you just want it to be a link with members of the Round Robin pool. \nBelow are a few examples of different configurations for Round Robin links that include required, optional, or no organizers. \nRound Robin link with one or more required organizers \nIn this setup, You and Kathy will be added to all meetings scheduled with one of the members of the Round Robin pool, and Kathy will be added as an optional attendee on the calendar event. You can see Kathy is marked as an 'optional' attendee because the star icon is unselected. \n \nYou will be the Host, meaning that you will show as the organizer of the meeting as well as be the user whose Zoom integration is used to add Zoom links to the meeting. \nRound Robin link with no organizers \nIn this setup, the meeting will only ever be booked with one member of the Round Robin pool, and will be set as Host and organizer for those meetings when they're booked. \nNote: If you use Zoom as a location for your Scheduling Links, it must be enabled for all Hosts. If it isn't, it won't be set for the Scheduling Link and you will see this alert: \n \n \nBooking experience for Round Robin When your attendees book a meeting using a Round Robin link, they won't have any indicator of who they'll be meeting with from the Round Robin pool until the meeting is confirmed. They will see times across all potential Round Robin members, and when they select a time and confirm the booking they'll see the name and email of the person from the pool with whom they'll be meeting. \nWhen they reschedule a meeting, Reclaim will prefer trying to keep them scheduled with the same person from the original meeting if they're available at the same time as another Round Robin pool host. However, if they pick a time that isn't available for the person with whom they originally were meeting, they will end up booking with another Round Robin pool host. \nHow does Round Robin scheduling work? By default, Round Robin links take a \"maximize availability\" approach to scheduling, where they will show all availability across all members of a Round Robin pool to give your attendees as many options as possible. That means that Reclaim won't attempt to evenly balance meetings across the Round Robin pool. ​However, Reclaim will attempt to reduce meeting load across the pool by preferring hosts that have fewer meetings booked via the Round Robin link. For example, if Person A and Person B are both available at 4pm, but Person A has more meetings booked via that link than Person B does, the meeting will be booked with Person B. \nSetting 'preferred organizers' for Round Robin links Sometimes, you might want to prioritize a specific host (or hosts) to take the meeting first — like an account owner, CSM, or team lead — while still offering backup availability from other teammates. That’s where preferred organizer settings come in. \nWhen you set 'preferred organizers', you can designate one or more teammates to be prioritized first when scheduling through a Round Robin link. Reclaim will still check everyone’s availability, but if the preferred organizer is free, they’ll always be chosen first. \n \nTo set a preferred organizer, click the 👑 crown icon next to the teammate(s) you want to prioritize during booking. \nCommon use cases for preferred organizers Sales teams prioritizing account owners, while keeping others as backup. Customer success teams route meetings to the primary CSM first. Support teams give junior team members first pass on support calls, escalating to leads as necessary. Who can see and edit Round Robin Links? Any co-organizer or Round Robin pool Host will be able to see and edit most settings for the link from the Round Robin links tab of the Scheduling Links interface. They will not, however, be able to edit certain destructive settings, such as target calendars, URLs, groups, and other settings. \nHow do Priorities work with Round Robin Links? The priority of a Round Robin link is shared across all members of the link. For example, a Critical Scheduling Link will only show times that are either free or High, Medium, or Low priority on all calendars for members of the Round Robin Link.","heading":"","is_live":true,"id":554244,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9436383","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Salesforce instructions for employees submitting purchase requests","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9358703-salesforce-instructions-for-employees-submitting-purchase-requests","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Due to the rapid adoption of Reclaim across teams, Salesforce has provided special instructions for employees to submit purchase requests.

Salesforce is already an Enterprise customer at Reclaim. If you wish to get approval for a paid seat, simply follow these instructions:

Salesforce employee purchasing instructions

Salesforce has also set up a dedicated Slack channel with the Reclaim team, and you can find it by searching #ext-reclaim-sf_community in the Salesforce Slack channel list.

If you have any questions, please reach out to your direct manager at Salesforce or our support team at support@reclaim.ai.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Due to the rapid adoption of Reclaim across teams, Salesforce has provided special instructions for employees to submit purchase requests. \nSalesforce is already an Enterprise customer at Reclaim. If you wish to get approval for a paid seat, simply follow these instructions: \nSalesforce employee purchasing instructions Submit a purchase request. Provide the following information: 4-digit cost center number 4-digit business unit number Coupa approver Purchase description: “I’m requesting a license for Reclaim.ai in order to improve my productivity and time management. I require Reclaim.ai’s automated time blocking, prioritization and meeting management capabilities. Reclaim.ai is the only platform that can help me satisfy these use cases.” Salesforce has also set up a dedicated Slack channel with the Reclaim team, and you can find it by searching #ext-reclaim-sf_community in the Salesforce Slack channel list. If you have any questions, please reach out to your direct manager at Salesforce or our support team at support@reclaim.ai.","heading":"","is_live":true,"id":536570,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9358703","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Okta SCIM - Import/Sync Existing Users","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9333658-okta-scim-import-sync-existing-users","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is intended to help IT Administrators with SCIM provisioning setup for Reclaim.ai via Okta.

Note: SCIM is currently only available for authentication to users with primary calendars from Google; SCIM is not yet available for Microsoft O365 calendars, but we are tracking/working on this.

Specifically, this guide will help you setup SCIM after you already have some existing users using Reclaim. This guide will walk you through how to sync your Okta users/groups, and existing Reclaim users via SCIM without impacting either.

If you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai.

Pre-Requirements

  1. Have everything setup as described in the Okta SCIM - Initial Setup Guide (https://help.reclaim.ai/en/articles/8218878-okta-scim-2-0-setup-guide-custom-app)

  2. Administrator access to your Okta Account/Dashboard

Ensure SCIM Provisioning/De-provisioning is Working

Before working through the import/sync process, it's worth making sure basic SCIM provisioning/de-provisioning is working.

It is suggested you try to provision and de-provision a test user via SCIM. It is best if this test user has a legitimate Google Workspace (Calendar) account.

Import/Sync Okta<>Reclaim via SCIM

1. Login to your Okta isntance as an Administrator

2. Goto the Reclaim SCIM App you created in the previous guide

3. Click on the \"Import\" Tab

4. Click on the \"Import Now\" button (this should query Reclaim via SCIM and give a list of all users)

5. Any users NOT assigned to the SCIM app should show up in the list; you can review and make any changes

6. Click the checkbox next to each user

7. Click the \"Confirm Assignments\" button, then \"auto-activate\" (if desired - this is dependent on your IT policy/preferences), then \"Confirm\" button on the pop-up.

8. You should then be able to see those users in the \"Assignments\" tab of the app.

Troubleshooting: Cleaning Unconfirmed Users

If during the import, there is a significant mismatch between the number of users imported and what you expect, you can reset the list of users in Okta. In the Reclaim SCIM App:

1. Click on the \"Import\" tab

2. Click \"Clean Unconfirmed Users\" (wait for a few seconds, the Okta UI was slow for me on this step)

3. Click the \"Import Now\" button

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is intended to help IT Administrators with SCIM provisioning setup for Reclaim.ai via Okta. \nNote: SCIM is currently only available for authentication to users with primary calendars from Google; SCIM is not yet available for Microsoft O365 calendars, but we are tracking/working on this. \nSpecifically, this guide will help you setup SCIM after you already have some existing users using Reclaim. This guide will walk you through how to sync your Okta users/groups, and existing Reclaim users via SCIM without impacting either. \nIf you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai. \nPre-Requirements Have everything setup as described in the Okta SCIM - Initial Setup Guide (https://help.reclaim.ai/en/articles/8218878-okta-scim-2-0-setup-guide-custom-app) Administrator access to your Okta Account/Dashboard \nEnsure SCIM Provisioning/De-provisioning is Working Before working through the import/sync process, it's worth making sure basic SCIM provisioning/de-provisioning is working. \nIt is suggested you try to provision and de-provision a test user via SCIM. It is best if this test user has a legitimate Google Workspace (Calendar) account. \n \nImport/Sync Okta<>Reclaim via SCIM 1. Login to your Okta isntance as an Administrator 2. Goto the Reclaim SCIM App you created in the previous guide 3. Click on the \"Import\" Tab 4. Click on the \"Import Now\" button (this should query Reclaim via SCIM and give a list of all users) 5. Any users NOT assigned to the SCIM app should show up in the list; you can review and make any changes 6. Click the checkbox next to each user 7. Click the \"Confirm Assignments\" button, then \"auto-activate\" (if desired - this is dependent on your IT policy/preferences), then \"Confirm\" button on the pop-up. 8. You should then be able to see those users in the \"Assignments\" tab of the app. \n \n \n \nTroubleshooting: Cleaning Unconfirmed Users If during the import, there is a significant mismatch between the number of users imported and what you expect, you can reset the list of users in Okta. In the Reclaim SCIM App: \n1. Click on the \"Import\" tab 2. Click \"Clean Unconfirmed Users\" (wait for a few seconds, the Okta UI was slow for me on this step) 3. Click the \"Import Now\" button","heading":"","is_live":true,"id":515902,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9333658","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Setting a Zoom Meeting link for Smart Meetings without using the Zoom integration","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9340113-setting-a-zoom-meeting-link-for-smart-meetings-without-using-the-zoom-integration","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Sometimes, it's not possible to use the Zoom integration due to the app not being allowed to connect with 3rd party tools like Reclaim. That said, you can still add Zoom meeting links to your Smart Meetings after setting them up.

To start, create a new smart meeting and let it schedule on your calendar.

Then, locate the first instance of the recurring event in Google Calendar and edit it. Then add the Zoom credentials here:

This will set the Zoom credentials for the recurring event. They may not show up on future events, but once the first event with the link is in the past, the next event will show the meeting details.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Sometimes, it's not possible to use the Zoom integration due to the app not being allowed to connect with 3rd party tools like Reclaim. That said, you can still add Zoom meeting links to your Smart Meetings after setting them up.To start, create a new smart meeting and let it schedule on your calendar.Then, locate the first instance of the recurring event in Google Calendar and edit it. Then add the Zoom credentials here: \nThis will set the Zoom credentials for the recurring event. They may not show up on future events, but once the first event with the link is in the past, the next event will show the meeting details.","heading":"","is_live":true,"id":515901,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9340113","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Smart Meetings & Habits 2.0: What's New","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9010022-smart-meetings-habits-2-0-what-s-new","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Welcome to Smart Meetings and Habits 2.0! This exciting new launch delivers an innovative way to schedule recurring team meetings at the best time for everyone, and also includes major improvements for your Habits and smart meeting scheduling.

The team has been hard at work bringing this together for you. Let's take a look at some of the updates that are ready to explore, and an overview of what's coming next.

What's new ✨

Smart Meetings and Habits 2.0 introduce a lot of improvements and upgrades. Let's take a closer look.

Multi-person meetings

The big highlight -- you can now set up Smart Meetings with 3 or more people! Just add them as attendees on any meeting, set their hours, and you're off to the races.
​

Unlimited frequency settings

This update delivers even more frequency options (anything you can do in Google Calendar) for Habits and Smart Meetings, including:

Custom in particular allows you to set up really complex frequencies, such as scheduling a Smart Meeting or Habit on the 2nd Friday of each month:

Min and max durations for Smart Meetings

Previously, you could only set min and max durations on Habits, but you can now do the same for your Smart Meetings. For example, you can set a meeting to be at least 30m and no more than 45m if you want it to flex around busy weeks.
​

Target calendar support

When creating a Smart Meeting or Habit v2, you can now select which calendar you want it to schedule on:

This is great for scheduling personal Habits on a calendar that doesn't block up work availability, or for setting up 1:1s for different corporate identities if you're consulting, for example.

Note: The target calendar can only be changed upon creation of a new Habit or Smart Meetings series.

Dependencies

You can now fine-tune how Smart Meetings and Habits schedule relative to each other with dependencies.

For example, you could have a \"prep for weekly team meeting\" Habit always come before the weekly Smart Meeting. Or, you could make sure your exercise Habit never comes after your Lunch Habit, or that you never do two specific Habits on the same day.

Availability mapping

When editing and viewing a Smart Meeting, you can now clearly see the timezone of each attendee and the overlapping hours (or lack thereof) of all required attendees.

Optional attendees

You can set attendees to optional to exclude them from being considered for a Smart Meeting, which gives you flexibility in cases where you have a meeting that includes a couple of people with very busy schedules.

Change log

When viewing a Smart Meeting or Habit, you can see all the periods of time when it should schedule – as well as periods that have been skipped because no free time could be found.

Additionally, you can select View change log and get a deeper look for any event for a Habit or Smart Meeting and understand why it was skipped or rescheduled due to a conflict.

Lastly, you can edit the details of any Smart Meeting or Habit starting on a particular date. For example, you may want to edit just events after a certain date to include another attendee, or change the frequency.
​

No-risk automatic scheduling

Reclaim now gives you the ability to leave Smart Meetings and Habits on the calendar when it can't find time for them. This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule.

You'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them.

New emoji settings for Smart Meetings & Habits

You can now access emoji settings for your Habit and Smart Meetings to customize which emojis you want to display on your calendar events, and where in the title they appear. Update your emoji settings under Settings > General. If you preferred the old 🆓 or 🛡️ emojis, you can re-enable them here.

Smart Meetings notification settings

Manage which email notifications you and/or your attendees receive for Smart Meetings:

Intelligent priority boosts

Smart Meetings help you find time for meetings that have been subject to conflicts and cancelations, so your lower-priority meetings don't fall through the cracks over the course of busy weeks. Reclaim does this by \"boosting\" the priority of lower-priority meetings if it detects that they've been skipped or missed for several weeks in a row.

For example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row.

Native conference room integration

In addition to videoconferencing links and custom locations, you can now choose from your Google Workspace resources to set conference rooms as the location for your Smart Meetings.

Advanced videoconferencing settings

You can instantiate Zoom links and Google Meet links directly from our integrations, or you can use your Zoom calendar add-ons (or any other videoconferencing solution) to add videoconferencing details to the events directly on your calendar.

It's now easier than ever to modify or add videoconference and location details to your Smart Meetings and Habits, with or without using Reclaim's app.

Travel time on Habits and Smart Meetings

Now, you can use Reclaim's Travel Time feature to automatically add travel time to Habits and Smart Meetings when a location is detected.
​

Native support for Lattice, Fellow, Zoom, and more

Because Smart Meetings now use natural recurring events for scheduling, they will integrate seamlessly with any platform that uses recurring events as an anchor. That means that associating (for example) your agendas in Lattice or Fellow with your Smart Meetings, or using things like Zoom Rooms, will work just the same as they would on any normal recurring meeting.

Get started with Smart Meetings & Habits v2

Getting started is simple:

  1. Head to the Smart Meetings and Habits 2.0 activation page. Push the button to automatically migrate all your Habits and Smart 1:1s to the latest and greatest.

  2. Wait 30 mins for migration to finish. Reclaim will automatically move all your Smart 1:1s and Habits, and it may take a bit. You'll know when it's done from the status banner in the app.

  3. Review your events. Take a look at your new Habits and Smart Meetings to ensure they're set up to your liking. Everything should be exactly the same as it was!

Things to note

Smart 1:1s are now also Smart Meetings

Smart 1:1s will now merge into Smart Meetings. When you activate Smart Meetings, your existing Smart 1:1s will be converted into Smart Meetings between two people, and offer more customization for frequencies, target calendar support, dependencies, and more. Your Habits will also be automatically converted to the latest and greatest.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Welcome to Smart Meetings and Habits 2.0! This exciting new launch delivers an innovative way to schedule recurring team meetings at the best time for everyone, and also includes major improvements for your Habits and smart meeting scheduling. \nThe team has been hard at work bringing this together for you. Let's take a look at some of the updates that are ready to explore, and an overview of what's coming next. \n What's new ✨ Smart Meetings and Habits 2.0 introduce a lot of improvements and upgrades. Let's take a closer look. \nMulti-person meetings The big highlight -- you can now set up Smart Meetings with 3 or more people! Just add them as attendees on any meeting, set their hours, and you're off to the races. ​ \nUnlimited frequency settings This update delivers even more frequency options (anything you can do in Google Calendar) for Habits and Smart Meetings, including: Every day: Schedule on all days of the week Weekly: Scheduled on any days of the week Monthly: Schedule any date or weekday of the month Custom: Schedule any number of days, weeks, or months \nCustom in particular allows you to set up really complex frequencies, such as scheduling a Smart Meeting or Habit on the 2nd Friday of each month: \n \n \nMin and max durations for Smart Meetings Previously, you could only set min and max durations on Habits, but you can now do the same for your Smart Meetings. For example, you can set a meeting to be at least 30m and no more than 45m if you want it to flex around busy weeks.​ \nTarget calendar support When creating a Smart Meeting or Habit v2, you can now select which calendar you want it to schedule on: For Habits, this can be any writeable Connected Calendar. For Smart Meetings, the calendar no longer has to be your main account in Reclaim, but it still needs to be the primary calendar, not a sub-calendar. This is great for scheduling personal Habits on a calendar that doesn't block up work availability, or for setting up 1:1s for different corporate identities if you're consulting, for example. Note: The target calendar can only be changed upon creation of a new Habit or Smart Meetings series. \n \nDependencies You can now fine-tune how Smart Meetings and Habits schedule relative to each other with dependencies. \nFor example, you could have a \"prep for weekly team meeting\" Habit always come before the weekly Smart Meeting. Or, you could make sure your exercise Habit never comes after your Lunch Habit, or that you never do two specific Habits on the same day. \n \nAvailability mapping When editing and viewing a Smart Meeting, you can now clearly see the timezone of each attendee and the overlapping hours (or lack thereof) of all required attendees. \n \nOptional attendees You can set attendees to optional to exclude them from being considered for a Smart Meeting, which gives you flexibility in cases where you have a meeting that includes a couple of people with very busy schedules. \n \nChange log When viewing a Smart Meeting or Habit, you can see all the periods of time when it should schedule – as well as periods that have been skipped because no free time could be found. \n \nAdditionally, you can select View change log and get a deeper look for any event for a Habit or Smart Meeting and understand why it was skipped or rescheduled due to a conflict. \n \nLastly, you can edit the details of any Smart Meeting or Habit starting on a particular date. For example, you may want to edit just events after a certain date to include another attendee, or change the frequency.​ \nNo-risk automatic scheduling Reclaim now gives you the ability to leave Smart Meetings and Habits on the calendar when it can't find time for them. This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule. \n \nYou'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them. \nNew emoji settings for Smart Meetings & Habits You can now access emoji settings for your Habit and Smart Meetings to customize which emojis you want to display on your calendar events, and where in the title they appear. Update your emoji settings under Settings > General. If you preferred the old 🆓 or 🛡️ emojis, you can re-enable them here. \n \nSmart Meetings notification settings Manage which email notifications you and/or your attendees receive for Smart Meetings: At-Risk Smart Meetings: A daily digest of upcoming Smart Meetings that are at risk of not being scheduled in the next 2 weeks. New Meetings Detected (coming soon): Receive an email every 2 weeks when Reclaim finds new recurring meetings on your calendar that could be converted to Smart Meetings. Send Updates for Meeting Changes: Notify attendees when meetings are moved, rescheduled, or canceled using standard Google Calendar notification emails. \nIntelligent priority boosts Smart Meetings help you find time for meetings that have been subject to conflicts and cancelations, so your lower-priority meetings don't fall through the cracks over the course of busy weeks. Reclaim does this by \"boosting\" the priority of lower-priority meetings if it detects that they've been skipped or missed for several weeks in a row. \nFor example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row. \nNative conference room integration In addition to videoconferencing links and custom locations, you can now choose from your Google Workspace resources to set conference rooms as the location for your Smart Meetings. \n Advanced videoconferencing settings You can instantiate Zoom links and Google Meet links directly from our integrations, or you can use your Zoom calendar add-ons (or any other videoconferencing solution) to add videoconferencing details to the events directly on your calendar. \nIt's now easier than ever to modify or add videoconference and location details to your Smart Meetings and Habits, with or without using Reclaim's app. \nTravel time on Habits and Smart Meetings Now, you can use Reclaim's Travel Time feature to automatically add travel time to Habits and Smart Meetings when a location is detected. ​ Native support for Lattice, Fellow, Zoom, and more Because Smart Meetings now use natural recurring events for scheduling, they will integrate seamlessly with any platform that uses recurring events as an anchor. That means that associating (for example) your agendas in Lattice or Fellow with your Smart Meetings, or using things like Zoom Rooms, will work just the same as they would on any normal recurring meeting. \nGet started with Smart Meetings & Habits v2 Getting started is simple: Head to the Smart Meetings and Habits 2.0 activation page. Push the button to automatically migrate all your Habits and Smart 1:1s to the latest and greatest. Wait 30 mins for migration to finish. Reclaim will automatically move all your Smart 1:1s and Habits, and it may take a bit. You'll know when it's done from the status banner in the app. Review your events. Take a look at your new Habits and Smart Meetings to ensure they're set up to your liking. Everything should be exactly the same as it was! \nThings to note \nSmart 1:1s are now also Smart Meetings Smart 1:1s will now merge into Smart Meetings. When you activate Smart Meetings, your existing Smart 1:1s will be converted into Smart Meetings between two people, and offer more customization for frequencies, target calendar support, dependencies, and more. Your Habits will also be automatically converted to the latest and greatest.","heading":"","is_live":true,"id":457997,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9010022","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"SSO Authentication Options: Google vs. SSO Provider Only (Forced SSO)","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/9105683-sso-authentication-options-google-vs-sso-provider-only-forced-sso","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The default configuration most customers use for SSO with us is to have SSO as the only way to authenticate to Reclaim. We realize calendar and authentication configurations can be complex so we're try to enable a flexible model to support all use cases.

We have an option when enabling SSO for our customers to leave the default Google authentication enabled in ADDITION to the SSO provider as a valid login mechanism.

Why would someone want this? Here are some examples of when a customer may want to consider this:

  1. The customer is a larger organization with multiple teams, and they want to enable SSO only for a specific team at this time. This single team with SSO enabled could be for testing, for a trial, or a few other reasons, but this allows people outside the team in the organization to still use, and sign-up for Reclaim.

  2. There are users in your organization who have an email address and a connected calendar from your domain, but their primary email address with Reclaim is NOT on your domain. This is often the case with 3rd party consultants who may have an email address provided by you.

  3. The customers simply want to allow their users to authenticate with their personal, or other Gmail address not associated with your Organization.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The default configuration most customers use for SSO with us is to have SSO as the only way to authenticate to Reclaim. We realize calendar and authentication configurations can be complex so we're try to enable a flexible model to support all use cases. \nWe have an option when enabling SSO for our customers to leave the default Google authentication enabled in ADDITION to the SSO provider as a valid login mechanism. \nWhy would someone want this? Here are some examples of when a customer may want to consider this: \nThe customer is a larger organization with multiple teams, and they want to enable SSO only for a specific team at this time. This single team with SSO enabled could be for testing, for a trial, or a few other reasons, but this allows people outside the team in the organization to still use, and sign-up for Reclaim. There are users in your organization who have an email address and a connected calendar from your domain, but their primary email address with Reclaim is NOT on your domain. This is often the case with 3rd party consultants who may have an email address provided by you. The customers simply want to allow their users to authenticate with their personal, or other Gmail address not associated with your Organization.","heading":"","is_live":true,"id":457995,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"9105683","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Troubleshooting your availability on Scheduling Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8823063-troubleshooting-your-availability-on-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim provides a number of layers that determine which times will show as available on your Scheduling Links. It can get a bit overwhelming sometimes to understand why a time isn't showing as available, especially when you're scheduling across multiple busy co-organizers.

By using the Troubleshoot availability feature on your Scheduling Links, you can easily narrow in on any time and see why it's not showing as available to your attendees.

Enabling the Troubleshoot Availability feature

On any Scheduling Link where you're a co-organizer or main organizer, simply navigate to the booking page and you'll see a toggle to enable Troubleshoot availability. Note that you have to be logged in to Reclaim for this to work (this prevents attendees from being able to toggle this on for your links):


Once you've enabled the feature, you'll see the date picker update with additional selectable days and the list of times open up significantly -- this is normal, and is meant to allow you to navigate to any time, including unavailable ones, to see why that time isn't showing as available:

Using the Troubleshooter

To use the Troubleshooter, simply click on any date that you'd like to investigate and then click into a time that shows. Every time has a unique set of possible reasons why the time might be unavailable, and each reason is represented with one or more colored dots. For example, here's a time that has three reasons why the time isn't available:

Once you click into the time, it will expand to show more info about each reason, as well as a link that will let you modify your preferences for each variable that can impact availability.

Tip: if you're running into issues around your availability and want to modify it for just a single meeting, try using a one-off link.

Possible reasons why a link isn't showing availability

Below is a list of all possible reasons you may see for a link that impact its availability. You may not see all of these reasons, and some are more common than others:

Reason

Description

The time isn't available because it's in the past. For example, if today is September 15th, September 14th would be unavailable because it's in the past.

The time isn't available because it's sooner than the Scheduling Link's starting date. For example, if you've set a Scheduling Link to be bookable starting on Tuesday, and today is Monday, you'd see this reason.

The time isn't available because it's past the latest possible bookable date for the Scheduling Link. For example, if you've set a Scheduling Link to be bookable through the next 30 days, and you're looking at a date that is 35 days out, you'd see this reason.

The time isn't available because it would exceed the Scheduling Link's settings for the maximum number of meetings per day or week. For example, if a Scheduling Link has a max of 5 meetings per week, and the week you're viewing a time for already has 5 meetings booked, you'd see this reason on all dates for that week.

The time isn't available because it's not in the selected list of meeting start time intervals for you or another co-organizer. For example, if a link has an organizer who only allows meetings to start on :00 and :15, and you're looking at 8:45, you will see this reason.

The time isn't available because it is outside of you or another co-organizer's hours for the link. For example, if your meeting hours go until 6pm, and you're looking at 6:30pm, you will see this reason.

The time isn't available because it overlaps with a travel or decompression time slot, or because the time wouldn't allow for a travel or decompression buffer to be added. For example, if a link you're troubleshooting has decompression or travel time enabled, and you're looking at a time that wouldn't allow for time for the buffer to be added, you will see this reason.

The time isn't available because it overlaps with a conflicting event on you or another co-organizer's calendar. For example, if you have a meeting on your calendar at 10am and are viewing 10am in the debugger, you will see this reason.

The time isn't available because it overlaps with a higher-priority event for you or another co-organizer's calendar. For example, if you have a Critical-priority Habit event on your calendar at 9am, and are viewing 9am, you will see this reason.

Troubleshooting your availability is a powerful way to know how to control what shows to your attendees, and to maximize your scheduling efficiency.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim provides a number of layers that determine which times will show as available on your Scheduling Links. It can get a bit overwhelming sometimes to understand why a time isn't showing as available, especially when you're scheduling across multiple busy co-organizers. \nBy using the Troubleshoot availability feature on your Scheduling Links, you can easily narrow in on any time and see why it's not showing as available to your attendees. \n \nEnabling the Troubleshoot Availability feature On any Scheduling Link where you're a co-organizer or main organizer, simply navigate to the booking page and you'll see a toggle to enable Troubleshoot availability. Note that you have to be logged in to Reclaim for this to work (this prevents attendees from being able to toggle this on for your links): \n Once you've enabled the feature, you'll see the date picker update with additional selectable days and the list of times open up significantly -- this is normal, and is meant to allow you to navigate to any time, including unavailable ones, to see why that time isn't showing as available: \n \nUsing the Troubleshooter To use the Troubleshooter, simply click on any date that you'd like to investigate and then click into a time that shows. Every time has a unique set of possible reasons why the time might be unavailable, and each reason is represented with one or more colored dots. For example, here's a time that has three reasons why the time isn't available: \n \nOnce you click into the time, it will expand to show more info about each reason, as well as a link that will let you modify your preferences for each variable that can impact availability. \n \nTip: if you're running into issues around your availability and want to modify it for just a single meeting, try using a one-off link. \nPossible reasons why a link isn't showing availability Below is a list of all possible reasons you may see for a link that impact its availability. You may not see all of these reasons, and some are more common than others: Reason Description The time isn't available because it's in the past. For example, if today is September 15th, September 14th would be unavailable because it's in the past. The time isn't available because it's sooner than the Scheduling Link's starting date. For example, if you've set a Scheduling Link to be bookable starting on Tuesday, and today is Monday, you'd see this reason. The time isn't available because it's past the latest possible bookable date for the Scheduling Link. For example, if you've set a Scheduling Link to be bookable through the next 30 days, and you're looking at a date that is 35 days out, you'd see this reason. The time isn't available because it would exceed the Scheduling Link's settings for the maximum number of meetings per day or week. For example, if a Scheduling Link has a max of 5 meetings per week, and the week you're viewing a time for already has 5 meetings booked, you'd see this reason on all dates for that week. \n The time isn't available because it's not in the selected list of meeting start time intervals for you or another co-organizer. For example, if a link has an organizer who only allows meetings to start on :00 and :15 , and you're looking at 8:45 , you will see this reason. \n The time isn't available because it is outside of you or another co-organizer's hours for the link. For example, if your meeting hours go until 6pm, and you're looking at 6:30pm, you will see this reason. \n The time isn't available because it overlaps with a travel or decompression time slot, or because the time wouldn't allow for a travel or decompression buffer to be added. For example, if a link you're troubleshooting has decompression or travel time enabled, and you're looking at a time that wouldn't allow for time for the buffer to be added, you will see this reason. \n The time isn't available because it overlaps with a conflicting event on you or another co-organizer's calendar. For example, if you have a meeting on your calendar at 10am and are viewing 10am in the debugger, you will see this reason. \n The time isn't available because it overlaps with a higher-priority event for you or another co-organizer's calendar. For example, if you have a Critical-priority Habit event on your calendar at 9am, and are viewing 9am, you will see this reason. Troubleshooting your availability is a powerful way to know how to control what shows to your attendees, and to maximize your scheduling efficiency.","heading":"","is_live":true,"id":404997,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8823063","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing Habit events on your calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8825115-managing-habit-events-on-your-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Habits automatically schedule on your calendar, but sometimes you might want to make on-the-fly changes to let Reclaim know you've got other plans. This doc will cover the most common actions you'll want to take on Habit events to manage them on your schedule.

There are a several actions you can take on your Habit events from the Planner and in your native calendar:

Rescheduling Habit events

Habits can be rescheduled in a couple different ways:

Reschedule Habits via the \"Reschedule\" action

You can automatically reschedule a Habit to another time during the same day by using the Reschedule option in the Google Calendar Add-on, the Slack integration, or the Planner.

Anywhere you see the Reschedule option, you can click it and you'll be presented with several options:

Rescheduling by manually dragging Habit events

You can also drag a Habit event to another day or time on your calendar or the Planner, and it will lock in place. This will prevent it from moving again.

Rescheduling Habits in Outlook and Google Calendar

To reschedule a Habit event in your native calendar, you can simply delete the event from the calendar and Reclaim will skip it for that day only and attempt to reschedule on another day.
​

Skipping Habit events

Habits can be skipped for the day in two different ways.

Skip Habits using the \"Skip\" action

You can also skip a Habit for a specific day by using the Skip option in the Google Calendar Add-on, the Slack integration, or the Planner.

Skipping Habits in Outlook and Google Calendar

For more granular options on skipping, snoozing, and fine-tuned rescheduling: click the \"source\" link or \"created by Reclaim\" link on your calendar event to navigate to Reclaim's Planner to take more actions.

Log past work on Habits

If you spent time on a Habit that wasn't scheduled by Reclaim, you can log that work in the past to keep your calendar up to date.

  1. Click into any day/time in the past or drag-to-create a block.

  2. Select which Habit or Task you worked on.

  3. Hit 'Log work' to track the time.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Habits automatically schedule on your calendar, but sometimes you might want to make on-the-fly changes to let Reclaim know you've got other plans. This doc will cover the most common actions you'll want to take on Habit events to manage them on your schedule. \nThere are a several actions you can take on your Habit events from the Planner and in your native calendar: Lock/unlock Skip Snooze Reschedule \n \n \nRescheduling Habit events Habits can be rescheduled in a couple different ways: \nReschedule Habits via the \"Reschedule\" action You can automatically reschedule a Habit to another time during the same day by using the Reschedule option in the Google Calendar Add-on, the Slack integration, or the Planner. \n \nAnywhere you see the Reschedule option, you can click it and you'll be presented with several options: \n \nRescheduling by manually dragging Habit events You can also drag a Habit event to another day or time on your calendar or the Planner, and it will lock in place. This will prevent it from moving again. \nRescheduling Habits in Outlook and Google Calendar To reschedule a Habit event in your native calendar, you can simply delete the event from the calendar and Reclaim will skip it for that day only and attempt to reschedule on another day.​ \nSkipping Habit events Habits can be skipped for the day in two different ways. \nSkip Habits using the \"Skip\" action You can also skip a Habit for a specific day by using the Skip option in the Google Calendar Add-on, the Slack integration, or the Planner. \n \n \nSkipping Habits in Outlook and Google Calendar For more granular options on skipping, snoozing, and fine-tuned rescheduling: click the \"source\" link or \"created by Reclaim\" link on your calendar event to navigate to Reclaim's Planner to take more actions. \n \nLog past work on Habits If you spent time on a Habit that wasn't scheduled by Reclaim, you can log that work in the past to keep your calendar up to date. Click into any day/time in the past or drag-to-create a block. Select which Habit or Task you worked on. Hit 'Log work' to track the time.","heading":"","is_live":true,"id":404996,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8825115","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Google OAuth Scopes and Permissions","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8792810-google-oauth-scopes-and-permissions","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim requires permissions from various Google Services and APIs, also known as \"scopes\", in order to help you manage your calendar and schedule.

Google will display a pop-up saying \"Reclaim.ai wants additional access to your Google Account\":

We ask for these permissions during onboarding, and if we do things like add/change scopes (after approval from Google), and if you use or do not use certain features or integrations. We never ask for more scopes than we need, and only ask for them when we need them.

The source of truth for current Google OAuth Scopes needed by Reclaim can be found on our security page, specifically:

If you have additional questions regarding OAuth Scopes and permissions, please feel free to email our security team at infosec@reclaim.ai.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim requires permissions from various Google Services and APIs, also known as \"scopes\", in order to help you manage your calendar and schedule. \nGoogle will display a pop-up saying \"Reclaim.ai wants additional access to your Google Account\": \n \n \nWe ask for these permissions during onboarding, and if we do things like add/change scopes (after approval from Google), and if you use or do not use certain features or integrations. We never ask for more scopes than we need, and only ask for them when we need them. \nThe source of truth for current Google OAuth Scopes needed by Reclaim can be found on our security page, specifically: Google Calendar Permissions/Scopes Google Tasks Permissions/Scopes Google Workspace (including Gmail) Permissions/Scopes \nIf you have additional questions regarding OAuth Scopes and permissions, please feel free to email our security team at infosec@reclaim.ai.","heading":"","is_live":true,"id":401317,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8792810","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Reclaim Recapped! 2025 productivity review","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8708596-reclaim-recapped-2025-productivity-review","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

It's time! Your year was busy, and your calendar remembers every second. Ready to find out what 2025 says about you?

If you sign up for Reclaim before December 31, 2025, you’ll have access to a Reclaim Recapped report in your account under your Stats — a personalized snapshot of how you worked throughout the year.

See your 2025 Reclaim Recapped →

What is Reclaim Recapped?

While Reclaim’s standard Stats view gives insight into the last 4–12 weeks (depending on your plan), Reclaim Recapped reviews your entire year.

A few things to note:

What’s included in my Reclaim Recapped report?

Your Recapped report summarizes how you spent your time across the entire year. Here’s an overview of the main insights included:

Time categories & high-level overview

Focus & productivity patterns

Meetings & collaboration

Meeting boundaries & buffer time

Tasks & deep work

Work–life balance

Your 2025 productivity personality

A personalized “work personality” based on your top time category, chosen from Reclaim’s 2025 set of productivity archetypes.

Your 2025 work personality ✨

Every calendar tells a story — and Reclaim Recapped turns that story into a work personality for the year! These profiles capture the unique ways you plan, work, meet, and build routines, giving you a clearer picture of how you move through your days...

Who were you in 2025?

Flow-State Pro

You dive headfirst into the zone.


You’re a master of focus, carving out long stretches of uninterrupted time to dive deep into meaningful projects. Your calendar shows you know how to protect your time and get into flow — a true productivity superpower.

GTD Wizard

You make the small stuff disappear.


You’re all about getting things done — moving quickly through shorter tasks and keeping momentum strong. With a wave of your wand (and a well-timed calendar), you make to-dos disappear and projects progress. Your efficiency feels almost magical — every small win adding up to real impact.

Habit Hustler

You turn routines into results.


You’ve cracked the code of consistency — building a strong foundation of personal habits and responsibilities that keep you balanced and on track. From wellness to learning to daily routines, you know the real progress comes from showing up again and again, refining your system like a pro.

Meeting Maniac

You’re crazy about networking.


Your calendar is a revolving door of conversations — from pitches to coffee chats to check-ins, you’re always on the move. You thrive on the energy of meeting new people, building relationships, and keeping connections alive beyond your immediate team. While others might tap out, you’re just getting warmed up.

Captain Collab

Teamwork is your superpower.


Your calendar is packed with team-ups — one-on-ones, squad huddles, and brainstorms that keep your crew aligned and energized. You lead with vision and support, rallying your teammates and making sure no one falls behind. When the signal goes up, you’re always ready to jump in.

Productivity Punk

Your work habits are hardcore.


Day after day, you show up with relentless energy, sticking to your goals and driving your routines forward. There’s nothing soft about your schedule — it’s a power chord: sharp, strong, and impossible to break, fueling a rhythm of productivity that hits hard and never lets up.

Calendar Freak

You’re the ultimate chaos juggler.


Five calendars? Six? More? No problem. You embrace the madness of overlapping commitments, juggling it all with fearless skill. Where others see overload, you find your groove — thriving in the fire of it all with a rhythm that’s a little freakish (in all the best ways).

Full-Stack Scheduler

You run on full capacity.


Your calendar is a masterpiece of efficiency — packed edge to edge with meetings, tasks, and commitments. You thrive with structure, operating at full stack and keeping every minute accounted for. Nothing slips through when your schedule is this tight.

Free Spirit

Boo! Your calendar misses you.


You’re keeping things light — and your calendar even lighter. While everyone else is buried in back-to-backs, you’re floating free between possibilities. Your schedule is wide open, full of potential for whatever matters most. Freedom is your framework, but a little structure could help those ideas take shape. With Reclaim, you’ve got the power to reappear on your own terms in 2026.

Reveal your 2025 work personality →

How do I share my Recapped?

You can share your Reclaim Recapped from any slide by clicking the Share button in the upper right of the slides.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"It's time! Your year was busy, and your calendar remembers every second. Ready to find out what 2025 says about you? \nIf you sign up for Reclaim before December 31, 2025, you’ll have access to a Reclaim Recapped report in your account under your Stats — a personalized snapshot of how you worked throughout the year. \nSee your 2025 Reclaim Recapped → What is Reclaim Recapped? While Reclaim’s standard Stats view gives insight into the last 4–12 weeks (depending on your plan), Reclaim Recapped reviews your entire year. A few things to note: Reclaim Recapped is a one-year report. It analyzes your calendar 365 days back from the day you run it. The report will continue updating through the end of the year. Only you can see your Recapped data — team members won’t have access. If you're checking your Recapped before December 31, be sure to take another look in early 2026 for final numbers. And if you got your Reclaim Recapped in 2024, you'll be able to compare your data across both years to see how you stacked up! \nWhat’s included in my Reclaim Recapped report? Your Recapped report summarizes how you spent your time across the entire year. Here’s an overview of the main insights included: \nTime categories & high-level overview Your top time categories for the year How many events Reclaim auto-scheduled for you Total hours saved from manual calendar management Your busiest month Your most productive day of the week Focus & productivity patterns Average Focus Time hours per week How your Focus Time compares to your personal benchmark How your Focus Time compares to averages for your department/role Your top work habits Meetings & collaboration Average number of meetings per week Total hours spent in meetings Number of unique people you met with Percentage of “big meetings” (8+ attendees) Your heaviest and lightest meeting days Meetings auto-scheduled with Reclaim Breakdown of meeting types (one-on-ones, external meetings, team meetings) Meeting boundaries & buffer time Number of meetings you declined Hours you spent decompressing after events Hours of travel time you accounted for (if applicable) Tasks & deep work Total hours spent working on tasks Number of tasks created and completed Hours of deep work vs. shallow work Number of calendars you managed Total events synced Number of work conflicts prevented during work hours Work–life balance Number of personal habits you made time for Total hours spent on those habits Your top personal habits of the year Your 2025 productivity personality A personalized “work personality” based on your top time category, chosen from Reclaim’s 2025 set of productivity archetypes. \nYour 2025 work personality ✨ Every calendar tells a story — and Reclaim Recapped turns that story into a work personality for the year! These profiles capture the unique ways you plan, work, meet, and build routines, giving you a clearer picture of how you move through your days... \n Who were you in 2025? \nFlow-State Pro You dive headfirst into the zone. You’re a master of focus, carving out long stretches of uninterrupted time to dive deep into meaningful projects. Your calendar shows you know how to protect your time and get into flow — a true productivity superpower. \nGTD Wizard You make the small stuff disappear. You’re all about getting things done — moving quickly through shorter tasks and keeping momentum strong. With a wave of your wand (and a well-timed calendar), you make to-dos disappear and projects progress. Your efficiency feels almost magical — every small win adding up to real impact. \nHabit Hustler You turn routines into results. You’ve cracked the code of consistency — building a strong foundation of personal habits and responsibilities that keep you balanced and on track. From wellness to learning to daily routines, you know the real progress comes from showing up again and again, refining your system like a pro. \nMeeting Maniac You’re crazy about networking. Your calendar is a revolving door of conversations — from pitches to coffee chats to check-ins, you’re always on the move. You thrive on the energy of meeting new people, building relationships, and keeping connections alive beyond your immediate team. While others might tap out, you’re just getting warmed up. \nCaptain Collab Teamwork is your superpower. Your calendar is packed with team-ups — one-on-ones, squad huddles, and brainstorms that keep your crew aligned and energized. You lead with vision and support, rallying your teammates and making sure no one falls behind. When the signal goes up, you’re always ready to jump in. \nProductivity Punk Your work habits are hardcore. Day after day, you show up with relentless energy, sticking to your goals and driving your routines forward. There’s nothing soft about your schedule — it’s a power chord: sharp, strong, and impossible to break, fueling a rhythm of productivity that hits hard and never lets up. \nCalendar Freak You’re the ultimate chaos juggler. Five calendars? Six? More? No problem. You embrace the madness of overlapping commitments, juggling it all with fearless skill. Where others see overload, you find your groove — thriving in the fire of it all with a rhythm that’s a little freakish (in all the best ways). \nFull-Stack Scheduler You run on full capacity. Your calendar is a masterpiece of efficiency — packed edge to edge with meetings, tasks, and commitments. You thrive with structure, operating at full stack and keeping every minute accounted for. Nothing slips through when your schedule is this tight. \nFree Spirit Boo! Your calendar misses you. You’re keeping things light — and your calendar even lighter. While everyone else is buried in back-to-backs, you’re floating free between possibilities. Your schedule is wide open, full of potential for whatever matters most. Freedom is your framework, but a little structure could help those ideas take shape. With Reclaim, you’ve got the power to reappear on your own terms in 2026. \nReveal your 2025 work personality → \nHow do I share my Recapped? You can share your Reclaim Recapped from any slide by clicking the Share button in the upper right of the slides.","heading":"","is_live":true,"id":391921,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8708596","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Add Reclaim to Your Desktop","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8709737-add-reclaim-to-your-desktop","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you'd like to have quick and easy access to Reclaim, you may want to consider adding Reclaim as a Progressive Web App to your desktop. This allows you to turn Reclaim into a standalone app so you can quickly access Reclaim.

Google Chrome

Step 1: Open Reclaim.ai

  1. Launch Google Chrome and navigate to Reclaim.ai.

  2. Click on the three-dot menu icon in the top right corner of the browser.

  3. Hover over \"Cast, Save, and Share\" and select \"Install Reclaim...\"

Step 2: Configure Shortcut

  1. In the pop-up window, enter \"Reclaim.ai\" as the name for your shortcut.

  2. Ensure the \"Open as window\" option is checked.

  3. Click \"Create\" to add the Reclaim.ai shortcut to your desktop.

Safari

Step 1: Open Reclaim.ai

  1. Launch Safari and navigate to Reclaim.ai.

  2. Click on \"File\" in the top menu bar.

  3. Select \"Add to Dock\" from the dropdown menu.

Step 2: Configure Shortcut

  1. Enter \"Reclaim.ai\" as the name for the shortcut.

  2. Click \"Add\" to create the Reclaim.ai shortcut on your desktop.


​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you'd like to have quick and easy access to Reclaim, you may want to consider adding Reclaim as a Progressive Web App to your desktop. This allows you to turn Reclaim into a standalone app so you can quickly access Reclaim. \nGoogle Chrome Step 1: Open Reclaim.ai Launch Google Chrome and navigate to Reclaim.ai. Click on the three-dot menu icon in the top right corner of the browser. Hover over \"Cast, Save, and Share\" and select \"Install Reclaim...\" \n \nStep 2: Configure Shortcut In the pop-up window, enter \"Reclaim.ai\" as the name for your shortcut. Ensure the \"Open as window\" option is checked. Click \"Create\" to add the Reclaim.ai shortcut to your desktop. \n \nSafari Step 1: Open Reclaim.ai Launch Safari and navigate to Reclaim.ai. Click on \"File\" in the top menu bar. Select \"Add to Dock\" from the dropdown menu. \n Step 2: Configure Shortcut Enter \"Reclaim.ai\" as the name for the shortcut. Click \"Add\" to create the Reclaim.ai shortcut on your desktop. \n \n ​","heading":"","is_live":true,"id":391919,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8709737","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using 'Up Next' for Tasks","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8602291-using-up-next-for-tasks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim auto-schedules time for heads-down work on your Tasks according to how long you said you need, the priority you set for the item, and it's due date.

You can also take control of which Tasks you want to work on next with ‘Up Next’ functionality, even if they are lower-priority or have a later due date. Here's how you can leverage the Up Next feature to schedule specific Tasks ASAP.

When to use Up Next

Up Next was designed to let you take control over what Tasks you want to work on now.

While Reclaim intelligently blocks time for your Tasks on the calendar before deadlines, there might be situations when you want to focus on something that isn't due for a while or might be set as a lower-priority item on your to-do list. Moving a Task to Up Next will tell Reclaim to schedule it ASAP.

Up Next Tasks override priority settings of the rest of your Task list, even if items are set to Critical (P1).

Instead of using Priorities, Tasks in Up Next are prioritized in stack-ranked order. Simply drag-and-drop your items in Up Next to reprioritize.

You can use Up Next for specific instances when you need to prioritize an urgent Task and let Reclaim's smart scheduler manage the rest, or choose to manage all your Tasks in Up Next to leverage stack-ranking controls to prioritize your to-dos.

Note: Up Next Tasks will not be prioritized above everything else on your calendar!

How to add Tasks to Up Next

You can use Up Next from the Reclaim app, in Google Calendar if you have the add-on installed, as well as using the Slack integration.

Up Next in Planner

In the Planner, the Up Next field is located in the right-hand sidebar under the 'Tasks' tab, marked with a dashed outline.

To move a Task to Up Next from the Planner, simply drag-and-drop the item into the dashed field, or click the 'upward arrow' icon ↗ on the Task.

Up Next on Priorities page

To move a Task to Up Next from the Priorities page in the Reclaim app, simply click the 'upward arrow' icon ↗ on the Task.

Up Next on Tasks page

On your Tasks page in the Reclaim app, the Up Next field is located at the top of your task list, marked with a dashed outline.

Just like in the Planner, you can drag-and-drop Task items to Up Next, or click the 'upward arrow' icon ↗ on a Task to move it to Up Next.

Up Next in Google Calendar

To move a Task to Up Next from Google Calendar, make sure you have the Reclaim add-on installed. Then:

  1. Open the add-on in the right-hand sidebar by clicking the Reclaim icon.

  2. Select Tasks at the top of the add-on.

  3. Click on the Task you want to add to Up Next.

  4. Click 'Send to Up Next'.

Up Next in Slack

To move a Task to Up Next in Slack:

  1. Install the Reclaim integration for Slack.

  2. Open the Reclaim app in Slack under 'Apps'.

  3. Select Tasks at the top of the page.

  4. On the Task you want to add, click 'Send to Up Next'.

Up Next for new Tasks

You can also move a Task directly to Up Next when creating a new Task. Simply click the 'upward arrow' icon ↗ before hitting Create on your new Task item.

If you want all new Tasks to be automatically added to Up Next, you can update this your Default Task settings by navigating to Settings > General > Default Task settings > Priority.

Click '↗ Send to Up Next' to toggle the setting.

How to remove Tasks from Up Next

To remove a Task from Up Next, simply drag-and-drop back into your regular task list, or click the 'downward arrow' icon ↘ on the Task currently in Up Next.

This will move the item back into your task list and automatically resume auto-scheduling by Reclaim.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim auto-schedules time for heads-down work on your Tasks according to how long you said you need, the priority you set for the item, and it's due date. \nYou can also take control of which Tasks you want to work on next with ‘Up Next’ functionality, even if they are lower-priority or have a later due date. Here's how you can leverage the Up Next feature to schedule specific Tasks ASAP. \nWhen to use Up Next Up Next was designed to let you take control over what Tasks you want to work on now. \nWhile Reclaim intelligently blocks time for your Tasks on the calendar before deadlines, there might be situations when you want to focus on something that isn't due for a while or might be set as a lower-priority item on your to-do list. Moving a Task to Up Next will tell Reclaim to schedule it ASAP. \nUp Next Tasks override priority settings of the rest of your Task list, even if items are set to Critical (P1). Instead of using Priorities, Tasks in Up Next are prioritized in stack-ranked order. Simply drag-and-drop your items in Up Next to reprioritize. You can use Up Next for specific instances when you need to prioritize an urgent Task and let Reclaim's smart scheduler manage the rest, or choose to manage all your Tasks in Up Next to leverage stack-ranking controls to prioritize your to-dos. \nNote: Up Next Tasks will not be prioritized above everything else on your calendar! Locked Tasks and Habits, no matter what their priority, will remain fixed in place and Up Next will have to schedule around any locked items. Critical Habits and Smart Meetings will be prioritized before Up Next Tasks. \nHow to add Tasks to Up Next You can use Up Next from the Reclaim app, in Google Calendar if you have the add-on installed, as well as using the Slack integration. \nUp Next in Planner In the Planner, the Up Next field is located in the right-hand sidebar under the 'Tasks' tab, marked with a dashed outline. \n \nTo move a Task to Up Next from the Planner, simply drag-and-drop the item into the dashed field, or click the 'upward arrow' icon ↗ on the Task. \nUp Next on Priorities page To move a Task to Up Next from the Priorities page in the Reclaim app, simply click the 'upward arrow' icon ↗ on the Task. \n \nUp Next on Tasks page On your Tasks page in the Reclaim app, the Up Next field is located at the top of your task list, marked with a dashed outline. \n \nJust like in the Planner, you can drag-and-drop Task items to Up Next, or click the 'upward arrow' icon ↗ on a Task to move it to Up Next. \nUp Next in Google Calendar To move a Task to Up Next from Google Calendar, make sure you have the Reclaim add-on installed. Then: Open the add-on in the right-hand sidebar by clicking the Reclaim icon. Select Tasks at the top of the add-on. Click on the Task you want to add to Up Next. Click 'Send to Up Next'. \nUp Next in Slack To move a Task to Up Next in Slack: Install the Reclaim integration for Slack. Open the Reclaim app in Slack under 'Apps'. Select Tasks at the top of the page. On the Task you want to add, click 'Send to Up Next'. Up Next for new Tasks You can also move a Task directly to Up Next when creating a new Task. Simply click the 'upward arrow' icon ↗ before hitting Create on your new Task item. \n \nIf you want all new Tasks to be automatically added to Up Next, you can update this your Default Task settings by navigating to Settings > General > Default Task settings > Priority. \nClick '↗ Send to Up Next' to toggle the setting. \n \nHow to remove Tasks from Up Next To remove a Task from Up Next, simply drag-and-drop back into your regular task list, or click the 'downward arrow' icon ↘ on the Task currently in Up Next. \nThis will move the item back into your task list and automatically resume auto-scheduling by Reclaim.","heading":"","is_live":true,"id":364540,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8602291","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Send more or less availability by prioritizing your Scheduling Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8603145-send-more-or-less-availability-by-prioritizing-your-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

You can leverage universal Priorities for all the events on your calendar to create powerful Scheduling Links that offer up more availability for your important meetings.

Let's take a look at how you can leverage Priorities for your Scheduling Links.

Priorities for Scheduling Links

With Reclaim Priorities, you can set everything on your calendar to a Critical (P1) to Low-priority (P4) level. This includes your Reclaim events, as well as non-Reclaim created events (ex. recurring internal team meetings, standups, etc.).

Setting the priority of your Scheduling Link determines how much availability the link will offer invitees booking a meeting with you.

Priority levels for Scheduling Links:

How Reclaim prioritizes Scheduling Links

Meeting events booked on your calendar via Scheduling Links will never be overbooked by another Reclaim smart event - including Habits, Tasks, Smart Meetings, or other Scheduling Links - even if those are events are Critical (P1) events.

So, if you send a critical Scheduling Link to someone - but already have a low priority Scheduling Link meeting booked on the calendar - that critical link won’t show the lower-priority meeting as an available time slot.

How to prioritize your Scheduling Links

You can edit the priority level for your Scheduling Links in a few different ways:

Priorities for non-Reclaim events

One of the most powerful capabilities of Reclaim Priorities is the ability to also prioritize the non-Reclaim created events on your calendar.

By creating higher-priority Scheduling Links - and turning down the priority of non-Reclaim events you'd by happy to overbook for an important meeting - you can offer maximum availability by showing any lower-priority events on your calendar as available times for that link.

Your non-Reclaim events can only ever be overbooked if you manually adjust the default priority of a non-Reclaim created events, and doing so will only ever allow higher-priority Scheduling Link meetings to book over that time.

Learn more about leveraging Priorities work for non-Reclaim created events in this help doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"You can leverage universal Priorities for all the events on your calendar to create powerful Scheduling Links that offer up more availability for your important meetings. \nLet's take a look at how you can leverage Priorities for your Scheduling Links. \nPriorities for Scheduling Links With Reclaim Priorities, you can set everything on your calendar to a Critical (P1) to Low-priority (P4) level. This includes your Reclaim events, as well as non-Reclaim created events (ex. recurring internal team meetings, standups, etc.). \nSetting the priority of your Scheduling Link determines how much availability the link will offer invitees booking a meeting with you. \nPriority levels for Scheduling Links: Critical (P1): Your Critical Scheduling Links will show all lower-priority Tasks, Habits, Smart Meetings, and non-Reclaim created events as available times slots. Any events (Reclaim or non-Reclaim) with a priority of P1/Critical won't show as available. High priority (P2): Your High priority Scheduling Links will offer up all Medium and Low priority Tasks, Habits, Smart Meetings, and non-Reclaim created events as available times. Any events (Reclaim or non-Reclaim) with a priority of P2/High or P1/Critical won't show as available. Medium priority (P3): Your Medium priority Scheduling Links will offer up all Low priority Tasks, Habits, Smart Meetings,, and non-Reclaim created events as available times. Any events – Reclaim or non-Reclaim – with a priority of P3/Medium, P2/High or P1/Critical won't show as available. Low priority (P4): Your low priority Scheduling Links will offer up only free events or space on your calendar as open time slots. How Reclaim prioritizes Scheduling Links Meeting events booked on your calendar via Scheduling Links will never be overbooked by another Reclaim smart event - including Habits, Tasks, Smart Meetings, or other Scheduling Links - even if those are events are Critical (P1) events. So, if you send a critical Scheduling Link to someone - but already have a low priority Scheduling Link meeting booked on the calendar - that critical link won’t show the lower-priority meeting as an available time slot. \nHow to prioritize your Scheduling Links \nYou can edit the priority level for your Scheduling Links in a few different ways: Creating new Scheduling Links: Set the priority when creating a new links from the 'Priority' dropdown on the create form. Scheduling Links page: Click the 'bar' icon 📶 on your existing Scheduling Links from the Scheduling Links page in Reclaim to edit the priority level. Planner: Open the 'Priorities' tab in the right-hand sidebar of the Planner. Click the 'bar' icon 📶 on a link to edit the priority level. Priorities page: Click the 'bar' icon 📶 on a Scheduling Link to update the priority, or drag-and-drop your links to a new priority level from the Priorities page. \nPriorities for non-Reclaim events One of the most powerful capabilities of Reclaim Priorities is the ability to also prioritize the non-Reclaim created events on your calendar. \nBy creating higher-priority Scheduling Links - and turning down the priority of non-Reclaim events you'd by happy to overbook for an important meeting - you can offer maximum availability by showing any lower-priority events on your calendar as available times for that link. \nYour non-Reclaim events can only ever be overbooked if you manually adjust the default priority of a non-Reclaim created events, and doing so will only ever allow higher-priority Scheduling Link meetings to book over that time. \nLearn more about leveraging Priorities work for non-Reclaim created events in this help doc.","heading":"","is_live":true,"id":364539,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8603145","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to prioritize non-Reclaim events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8608122-how-to-prioritize-non-reclaim-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

One of the most powerful capabilities of Reclaim Priorities is that you can also prioritize non-Reclaim created events on your calendar - like an internal team meeting or a recurring standup created in Google Calendar, for example - to offer up maximum availability for important meetings via your Scheduling Links.

Let's take a look at how you can leverage Priorities for non-Reclaim events.

Priorities for non-Reclaim events

With Reclaim Priorities, you can set everything on your calendar to a Critical (P1) to Low-priority (P4) level. This includes your Reclaim smart events (like Habits, Tasks, Smart 1:1s, and Scheduling Links), as well as non-Reclaim created events that were created in Google Calendar. You can learn more about how Reclaim's prioritization system works in the Priorities overview doc.

How Reclaim prioritizes your non-Reclaim events

While being able to adjust the priority level on your non-Reclaim events is a powerful capability, of course you want to ensure that your events like important team meetings in Google Calendar aren't at risk of being overscheduled. We get that.

Non-Reclaim events will NEVER be overbooked by default

ALL non-Reclaim events on your calendar will always be set to P1 (critical) automatically, so they will never be overbooked by Reclaim by default.

Unless you go into a non-Reclaim event from the Reclaim Planner and manually adjust its priority level, those events will never be overbooked unless you explicitly want them to be.

Non-Reclaim events can ONLY be overbooked by higher-priority Scheduling Links

If you do choose to manually turn down the priority of a non-Reclaim event – that events can only ever be overbooked by a higher-priority Scheduling Link, which will show that time as available.

Non-Reclaim events will never be overscheduled by Habits, Tasks, or Smart 1:1s, regardless of their priority. You can learn more about how Priorities work for Scheduling Links in this doc.

How to prioritize your non-Reclaim events

To set the priority of your non-Reclaim events, navigate to your Planner and click on an event you want to adjust a priority level for on the calendar. Click the 'bar' icon 📶 in the top right of the right-hand sidebar to adjust the priority level.

Only turn down the priority level for events you’d be comfortable overbooking with a higher-priority Scheduling Link.

Recurring event controls

You can set the priority for a single non-Reclaim event instance, as well as for all events in a recurring series. After you manually adjust the priority level of a recurring non-Reclaim event, Reclaim will ask you to confirm if this is for the one-time event or all events in the series.

Prioritizing events synced from other calendars

If you have non-Reclaim created events on your primary calendar that have been copied via Calendar Sync or otherwise connected calendars, those events will automatically be set as Critical (P1) priority.

​💡 Note: You can’t (yet) change the priority of synced events or events on other connected calendars, only events that were created from your primary calendar.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"One of the most powerful capabilities of Reclaim Priorities is that you can also prioritize non-Reclaim created events on your calendar - like an internal team meeting or a recurring standup created in Google Calendar, for example - to offer up maximum availability for important meetings via your Scheduling Links. \nLet's take a look at how you can leverage Priorities for non-Reclaim events. \nPriorities for non-Reclaim events With Reclaim Priorities, you can set everything on your calendar to a Critical (P1) to Low-priority (P4) level. This includes your Reclaim smart events (like Habits, Tasks, Smart 1:1s, and Scheduling Links), as well as non-Reclaim created events that were created in Google Calendar. You can learn more about how Reclaim's prioritization system works in the Priorities overview doc. \n \nHow Reclaim prioritizes your non-Reclaim events While being able to adjust the priority level on your non-Reclaim events is a powerful capability, of course you want to ensure that your events like important team meetings in Google Calendar aren't at risk of being overscheduled. We get that. \nNon-Reclaim events will NEVER be overbooked by default ALL non-Reclaim events on your calendar will always be set to P1 (critical) automatically, so they will never be overbooked by Reclaim by default. Unless you go into a non-Reclaim event from the Reclaim Planner and manually adjust its priority level, those events will never be overbooked unless you explicitly want them to be. \nNon-Reclaim events can ONLY be overbooked by higher-priority Scheduling Links If you do choose to manually turn down the priority of a non-Reclaim event – that events can only ever be overbooked by a higher-priority Scheduling Link, which will show that time as available. \nNon-Reclaim events will never be overscheduled by Habits, Tasks, or Smart 1:1s, regardless of their priority. You can learn more about how Priorities work for Scheduling Links in this doc. \n \nHow to prioritize your non-Reclaim events To set the priority of your non-Reclaim events, navigate to your Planner and click on an event you want to adjust a priority level for on the calendar. Click the 'bar' icon 📶 in the top right of the right-hand sidebar to adjust the priority level. \n \nOnly turn down the priority level for events you’d be comfortable overbooking with a higher-priority Scheduling Link. \nRecurring event controls You can set the priority for a single non-Reclaim event instance, as well as for all events in a recurring series. After you manually adjust the priority level of a recurring non-Reclaim event, Reclaim will ask you to confirm if this is for the one-time event or all events in the series. \n \nPrioritizing events synced from other calendars If you have non-Reclaim created events on your primary calendar that have been copied via Calendar Sync or otherwise connected calendars, those events will automatically be set as Critical (P1) priority. ​💡 Note: You can’t (yet) change the priority of synced events or events on other connected calendars, only events that were created from your primary calendar.","heading":"","is_live":true,"id":364538,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8608122","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"OneLogin SSO (OIDC) Setup Guide","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8448942-onelogin-sso-oidc-setup-guide","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

TBD

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"TBD","heading":"","is_live":true,"id":336546,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8448942","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Reclaim.ai Affiliate Program","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8370417-reclaim-ai-affiliate-program","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The Reclaim.ai Affiliate Program is open to content creators, influencers, agencies, media, directories — and any Reclaim fan who wants to share their love of Reclaim, and earn money while doing it.

Join the Reclaim Affiliate Program →

The program is completely free to join, and enables you to earn commission for every new signup and purchase you refer to Reclaim.

Program payouts - Affiliate Partner

Example earnings

You publish a Reclaim affiliate social post and it generates 100 work email signups + 10 new Business plan annual subscriptions, here's what you would earn under each affiliate tier:


All affiliate revenue is automatically tracked and paid out monthly with a 30-day delay, and you can monitor your performance through your partner profile.

How to join the Affiliate Program

Here's how you can get started:

  1. Join the Affiliate Program: Apply to the program so you can get your personal affiliate link and start earning rewards on both signups and new customers referred.
    ​

  2. Share Reclaim: Share your personal affiliate link on social media, in a video, blog post, directory, or directly with your network to spread the word about Reclaim.
    ​

  3. Earn affiliate revenue & track progress: Once you're set up in your partner account, you can track how much revenue you've earned and how many signups you generated that may potentially lead to additional revenue through subscription purchases. (Best practice tip: create follow-up content to educate your followers on tips for using Reclaim to encourage more signups to convert to a paid subscription.)

Conditions

We just have a few standard conditions around referrals that wouldn't count towards your rewards:

List of approved countries

Resources

Check out our Affiliate Partner Guide to learn more about Reclaim, find social templates, examples from content creators, and explore tons of Reclaim stats.

We also offer support for high-performing partners, and large opportunities:

What's awesome about Reclaim? Here are some performance metrics averaged across all our users:

Referral Program at Reclaim

Reclaim also offers a Referral Program that allows you to share Reclaim with friends and coworkers to earn credits for a free Reclaim account:

Note: This is a separate program, and the referrals you drive through the Affiliate Program will not count towards your Referral Program credits – and vice versa.

To create a Referral Program link, visit your 'Share Reclaim' page in the app.

Support

If you need any help getting set up with our Affiliate Program, or have a question about features or benefits at Reclaim, reach out to us anytime at marketing@reclaim.ai (just make sure to note \"Affiliate\" in your email subject so we can prioritize your request).

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The Reclaim.ai Affiliate Program is open to content creators, influencers, agencies, media, directories — and any Reclaim fan who wants to share their love of Reclaim, and earn money while doing it. \nJoin the Reclaim Affiliate Program → The program is completely free to join, and enables you to earn commission for every new signup and purchase you refer to Reclaim. \nProgram payouts - Affiliate Partner 40% commission on customers from work emails $1 per referred work-email signup 25% commission on customers from personal emails 90 day cookie Example earnings You publish a Reclaim affiliate social post and it generates 100 work email signups + 10 new Business plan annual subscriptions, here's what you would earn under each affiliate tier: Revenue commission: $720 ($15 x 12 months x 10 customers) Signup commission: $100 ($1 x 100 signups) Total commission: $820 All affiliate revenue is automatically tracked and paid out monthly with a 30-day delay, and you can monitor your performance through your partner profile. \nHow to join the Affiliate Program Here's how you can get started: Join the Affiliate Program: Apply to the program so you can get your personal affiliate link and start earning rewards on both signups and new customers referred.​ Share Reclaim: Share your personal affiliate link on social media, in a video, blog post, directory, or directly with your network to spread the word about Reclaim.​ Earn affiliate revenue & track progress: Once you're set up in your partner account, you can track how much revenue you've earned and how many signups you generated that may potentially lead to additional revenue through subscription purchases. (Best practice tip: create follow-up content to educate your followers on tips for using Reclaim to encourage more signups to convert to a paid subscription.) \n Conditions We just have a few standard conditions around referrals that wouldn't count towards your rewards: Must be a new signup No self-referrals (cannot refer yourself of others within your organization) No fraudulent referrals If the new customer/signups last touch was another paid marketing activity before conversion Max reward amount of $10,000 per referral (for Enterprise sales) Must be located in an approved country List of approved countries All countries in North America (incl. Central America) All countries in South America All countries in Europe Australia New Zealand Japan Resources Check out our Affiliate Partner Guide to learn more about Reclaim, find social templates, examples from content creators, and explore tons of Reclaim stats. \nWe also offer support for high-performing partners, and large opportunities: Reclaim experts are available to join sales calls for 50+ person opportunities. High-performing affiliates are eligible for a 10% discount code to leverage in short-term content campaigns. What's awesome about Reclaim? Here are some performance metrics averaged across all our users: 5.7 more hours/week for productive task work 49% less time wasted in unproductive work 2.3 meetings reduced/week 12.1% improvement in team capacity planning 41.1% better prioritization (less decision paralysis) 4.1 hours/week saved managing calendars & conflicts Referral Program at Reclaim Reclaim also offers a Referral Program that allows you to share Reclaim with friends and coworkers to earn credits for a free Reclaim account: 5 referrals = 3 months free 15 referrals = 12 months free 100 referrals = free forever Note: This is a separate program, and the referrals you drive through the Affiliate Program will not count towards your Referral Program credits – and vice versa. \nTo create a Referral Program link, visit your 'Share Reclaim' page in the app. \nSupport If you need any help getting set up with our Affiliate Program, or have a question about features or benefits at Reclaim, reach out to us anytime at marketing@reclaim.ai (just make sure to note \"Affiliate\" in your email subject so we can prioritize your request).","heading":"","is_live":true,"id":298192,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8370417","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sharing and embedding Scheduling Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8370720-sharing-and-embedding-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you've created a Scheduling Link, you can send it to anyone by copying the link and sharing the URL (learn more about Sending Scheduling Links to others here).

You can also quick-share your Scheduling Links via email and social media platforms, and embed your links on your website for an easy booking workflow.

Share your Scheduling Link via email or social media

To share links on social media/email:

  1. Navigate to your Scheduling Links page.

  2. Click on the three vertical dots (⋮) in the top corner of the Scheduling Link card you want to embed/share.

  3. Click ‘Share’ to pull up your embed and sharing options.

  4. Copy your embed code to add your booking page to your website.

  5. Or, click on the email or social icon to open your draft to share in your platform of choice.

Embed your Scheduling Link

You can also embed your Scheduling Link directly on your website or in other forums.

  1. Navigate to your Scheduling Links page.

  2. Click on the three vertical dots (⋮) in the top corner of the Scheduling Link card you want to embed/share.

  3. Click ‘Share’ to pull up your embed and sharing options.

  4. Toggle the arrow to expand embed link options.

  5. Copy your embed code and paste it in your platform of choice via code/widgets/or other plugin methods.

Scheduling Link embed options

Under your existing Scheduling Links, you can open 'Embed' options. Click the toggle to expand all embed link options to share your Scheduling Links on social channels or to place them directly on your website or other forums:

All of the above options offer similar functionality to embed your booking page in various forums. When possible, we recommend embedding your Scheduling Link with the first script code to ensure that your booking link updates automatically with any layout or design changes.

Redirect URL options for embedded Scheduling Links

For Scheduling Links that are embedded on a website or other forum – there are a few options for how your redirect URLs open. (To learn more about adding a redirect URL to your links, check out this doc).


When you open the embed options for your link, expand 'Advanced options'. Here you will see three choices for how redirect URLs open on embedded links:

Reclaim will remember your last used preference for the future.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you've created a Scheduling Link, you can send it to anyone by copying the link and sharing the URL (learn more about Sending Scheduling Links to others here). \nYou can also quick-share your Scheduling Links via email and social media platforms, and embed your links on your website for an easy booking workflow. \nShare your Scheduling Link via email or social media To share links on social media/email: Navigate to your Scheduling Links page. Click on the three vertical dots (⋮) in the top corner of the Scheduling Link card you want to embed/share. Click ‘Share’ to pull up your embed and sharing options. Copy your embed code to add your booking page to your website. Or, click on the email or social icon to open your draft to share in your platform of choice. \nEmbed your Scheduling Link You can also embed your Scheduling Link directly on your website or in other forums. Navigate to your Scheduling Links page. Click on the three vertical dots (⋮) in the top corner of the Scheduling Link card you want to embed/share. Click ‘Share’ to pull up your embed and sharing options. Toggle the arrow to expand embed link options. Copy your embed code and paste it in your platform of choice via code/widgets/or other plugin methods. \nScheduling Link embed options Under your existing Scheduling Links, you can open 'Embed' options. Click the toggle to expand all embed link options to share your Scheduling Links on social channels or to place them directly on your website or other forums: Script embed Recommended* Object embed iFrame embed URL embed All of the above options offer similar functionality to embed your booking page in various forums. When possible, we recommend embedding your Scheduling Link with the first script code to ensure that your booking link updates automatically with any layout or design changes. \n Redirect URL options for embedded Scheduling Links For Scheduling Links that are embedded on a website or other forum – there are a few options for how your redirect URLs open. (To learn more about adding a redirect URL to your links, check out this doc). \n When you open the embed options for your link, expand 'Advanced options'. Here you will see three choices for how redirect URLs open on embedded links: Disable redirect: Entirely disable redirect URLs on embedded links (default) Redirect entire page: Open the redirect URL on a new dedicated page Redirect just the frame where the embed code is: Open the redirect within the frame where it is embedded. Your redirect URL will need to have a compatible CORS policy, otherwise it may not work. Reclaim will remember your last used preference for the future.","heading":"","is_live":true,"id":293989,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8370720","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Reclaim uses Priorities to intelligently plan your workweek","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8291694-how-reclaim-uses-priorities-to-intelligently-plan-your-workweek","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

With Priorities, you can take control of all the events on your calendar – both Reclaim-created smart events and non-Reclaim events (like meetings created in Google Calendar or Outlook Calendar) – you can build out a plan around what's most important every week, and automatically make tradeoffs with lower-priority items when necessary.

Set the priority level for your Habits, Tasks, Smart Meetings, Scheduling Links, and even Google Calendar or Outlook Calendar events from Critical (P1) to Low priority (P4) and Reclaim will auto-schedule your calendar around the things that are most important.

Priorities overview

Reclaim allows you to assign universal Priorities to everything on your calendar – both smart Reclaim events and non-Reclaim events (ex. a recurring team standup) – so you can prioritize your most important meetings and focus work sessions in the workweek.

Prioritization levels:

There are four priority levels you can set for the events on your calendar:

Reclaim will always try to get time for your most critical items in priority order, but also leverages smart AI scheduling to ensure that your lower-priority items get scheduled accounting for flexibility and due dates of Tasks.
​
For example, a P2 Task with a due date that is further out might end up scheduling after a P3 Task that is due in the next couple days.

How Priorities work

Your Critical (P1) Smart Meetings, and Habits will always take top billing, and Reclaim auto-schedules the rest by priority and due date – intelligently ensuring nothing falls through the cracks.

If your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings, first, Habits second, and Tasks third based on your availability.

Habits

Higher-priority Habits schedule before lower-priority Habits, Tasks, and Smart Meetings, events. As your calendar books up, higher-priority Habits can overbook lower-priority items to make sure you have time for your important routines.

Learn more about prioritizing your Habits →

Smart Meetings

Higher-priority Smart Meetings, schedule before lower-priority Smart Meetings, Habits, and Tasks. As your calendar books up, higher-priority Smart Meetings can overbook lower-priority items to make sure you have time for your important one-on-one meetings.

Learn more about prioritizing your Smart Meetings →

Tasks

Higher-priority Tasks schedule before lower-priority Tasks, Habits, and Smart Meetings. As your calendar books up, higher-priority Tasks can overbook lower-priority items to make sure you have time to get work done.

Reclaim considers priority, flexibility, and due dates when scheduling Tasks. For example, a High priority Task with a due date that is further out might end up scheduling after a Medium priority Task that is due in the next couple days.

Tasks with the same priority level will be prioritized based on soonest due date.

Priorities for Tasks also features 'Up Next' capabilities which can override priority levels and schedule certain to-dos ASAP.

Learn more about prioritizing your Tasks →

Scheduling Links

Priorities for Scheduling Links work a little different. Higher-priority links will show lower-priority Habits, Tasks, Smart Meeting events, and non-Reclaim events on the calendar as available time slots, so you can offer your most availability for important meetings.

Scheduling Link meeting events on your calendar will never be overbooked by any Reclaim event, regardless of priority level.

Learn more about prioritizing your Scheduling Links →

Focus Time

Focus Time is prioritized a little differently than your other Reclaim smart events.

Prioritizing non-Reclaim created events

One of the most powerful features of Priorities is that you can also prioritize non-Reclaim events (ex. recurring internal team meetings, standups, etc.) to offer up your maximum availability for important meetings.

Important things to note:

Learn more about Priorities for non-Reclaim events here: Prioritizing your non-Reclaim created events →

Managing your Priorities

Priorities are designed to be flexible and adaptable as your schedule changes, so you can reprioritize smart events to reflect what’s most important right now. Here's how you can manage and edit the Priorities of your Reclaim events:

Planner Priorities overview

You can see an overview of your Priorities in your Planner in the right-side menu – under each of the four priority levels, and sorted by feature category.

Each of your Reclaim events will be tagged with a priority level, indicated by the ‘bar’ icon to the right. You can change the priority of that event by clicking on the 'bar' icon 📶 and setting a new priority.

Or by dragging-and-dropping the event into a different priority level.

Priorities page

You can also manage your priorities in a side-by-side view from the Priorities page.

Just like in the Planner, you can click on the bar icon to set a new priority for the event, or drag-and-drop to reprioritize your Reclaim events.

You can also use settings for your Priorities page to filter the view by event type or Scheduling Hours by clicking the 'sort' icon in the top right of the Priorities page.

To adjust the column width of your page, click the 'gear' icon and slide to adjust.

Note for Mac users: If at wider view settings your Priorities columns get cut off to the right of the page, and you do not see a slider at the bottom of the page — check your Mac System Preferences under General > 'Show scroll bars'. Set this to 'Show always' to reveal the scroll bar.

Google Calendar add-on

You can also view your events by priority level and feature category directly in Google Calendar via the free Reclaim add-on. Click on any scheduled smart event on the calendar, or select it from the add-on sidebar, to view more details.

You can update to the priority level of your Tasks and Habits directly in the add-on by clicking 'Edit' on an item to pull up the editor module where you can adjust the priority.

The priority of your Smart Meetings, Scheduling Links, and non-Reclaim created events can only be edited from the Reclaim app.

Priorities FAQ

How do I prioritize Tasks using this system?

Priorities offer more control over how your tasks are prioritized with even more granular settings. Rather than having to stack-rank your entire task list, Reclaim considers the priority level, availability, and deadline when auto-scheduling them in your calendar. Learn more about prioritizing your Tasks here.

Additionally, you can leverage the ‘Up Next’ feature in the Planner to tell Reclaim which select items you want to work on next – overriding priority levels. ‘Up Next’ tasks will be prioritized in order. Learn how to use Up Next for Tasks here.

Will Reclaim schedule over my Google Calendar or Outlook events, like other work meetings?

Not unless you want it to! All non-Reclaim events on your calendar will be tagged as Critical (P1) by default and will never be overscheduled by Habits, Tasks, or Smart Meetings no matter what their priority level is.

The only time Reclaim will schedule over a non-Reclaim created event (like a Google Calendar/Outlook meeting or another event) is if you manually turn down the priority level for that event from the Planner. If you choose to do this, that event can only be overbooked by a higher-priority Scheduling Link to offer up maximum availability for your most important meetings.

Will Critical (P1) Reclaim events schedule over my meetings booked via Scheduling Links?

No. Meetings booked on your calendar via your Scheduling Links will never be overbooked by any other smart events that Reclaim schedules including Habits, Tasks, Smart Meetings, or other Scheduling Link meetings – even if those have a higher-priority.

Will other attendees be notified if I change the priority of a non-Reclaim created event in Google Calendar or Outlook Calendar?

No. Changing the priority of non-Reclaim events on your calendar only applies to the availability shown in your higher priority Scheduling Links. It will not notify or affect the meeting for other attendees.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"With Priorities, you can take control of all the events on your calendar – both Reclaim-created smart events and non-Reclaim events (like meetings created in Google Calendar or Outlook Calendar) – you can build out a plan around what's most important every week, and automatically make tradeoffs with lower-priority items when necessary. \nSet the priority level for your Habits, Tasks, Smart Meetings, Scheduling Links, and even Google Calendar or Outlook Calendar events from Critical (P1) to Low priority (P4) and Reclaim will auto-schedule your calendar around the things that are most important. \n Priorities overview Reclaim allows you to assign universal Priorities to everything on your calendar – both smart Reclaim events and non-Reclaim events (ex. a recurring team standup) – so you can prioritize your most important meetings and focus work sessions in the workweek. \nPrioritization levels: There are four priority levels you can set for the events on your calendar: \n Critical (P1): Reclaim will schedule Critical items before any other events, and these can overbook lower-priority items as your calendar books up. High priority (P2): High priority events will be prioritized before medium and low priority events, and can be overbooked by critical events. Medium priority (P3): Medium priority events will be prioritized before low priority events, and can be overbooked by medium-critical priority events. Low priority (P4): Low priority events will be prioritized last, around your availability, and can be overbooked by higher-priority items. Reclaim will always try to get time for your most critical items in priority order, but also leverages smart AI scheduling to ensure that your lower-priority items get scheduled accounting for flexibility and due dates of Tasks.​For example, a P2 Task with a due date that is further out might end up scheduling after a P3 Task that is due in the next couple days. How Priorities work Your Critical (P1) Smart Meetings, and Habits will always take top billing, and Reclaim auto-schedules the rest by priority and due date – intelligently ensuring nothing falls through the cracks. \nIf your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings, first, Habits second, and Tasks third based on your availability. \nHabits Higher-priority Habits schedule before lower-priority Habits, Tasks, and Smart Meetings, events. As your calendar books up, higher-priority Habits can overbook lower-priority items to make sure you have time for your important routines. \nLearn more about prioritizing your Habits → \nSmart Meetings Higher-priority Smart Meetings, schedule before lower-priority Smart Meetings, Habits, and Tasks. As your calendar books up, higher-priority Smart Meetings can overbook lower-priority items to make sure you have time for your important one-on-one meetings. \nLearn more about prioritizing your Smart Meetings → \nTasks Higher-priority Tasks schedule before lower-priority Tasks, Habits, and Smart Meetings. As your calendar books up, higher-priority Tasks can overbook lower-priority items to make sure you have time to get work done. \nReclaim considers priority, flexibility, and due dates when scheduling Tasks. For example, a High priority Task with a due date that is further out might end up scheduling after a Medium priority Task that is due in the next couple days. Tasks with the same priority level will be prioritized based on soonest due date. Priorities for Tasks also features 'Up Next' capabilities which can override priority levels and schedule certain to-dos ASAP. \nLearn more about prioritizing your Tasks → \nScheduling Links Priorities for Scheduling Links work a little different. Higher-priority links will show lower-priority Habits, Tasks, Smart Meeting events, and non-Reclaim events on the calendar as available time slots, so you can offer your most availability for important meetings. Scheduling Link meeting events on your calendar will never be overbooked by any Reclaim event, regardless of priority level. Learn more about prioritizing your Scheduling Links → \nFocus Time Focus Time is prioritized a little differently than your other Reclaim smart events. Habits, Tasks, and Smart Meetings will be scheduled before Focus Time, regardless of priority levels. This allows you to build a more concrete plan for the week if you're using other smart features, while still protecting 'extra' time in the week with Focus to help you meet your goals. Reclaim will automatically count work Tasks and Habits towards your Focus Time goals. Scheduling Links will see Focus Time events as High Priority, meaning that only Critical Scheduling Links will show those slots as available times to meet. ​ Prioritizing non-Reclaim created events One of the most powerful features of Priorities is that you can also prioritize non-Reclaim events (ex. recurring internal team meetings, standups, etc.) to offer up your maximum availability for important meetings. \n \nImportant things to note: All non-Reclaim events on your calendar will always be set to P1 by default (most critical) so they will never be overbooked by Reclaim – unless you manually change their priority level. Your non-Reclaim events manually set to a lower priority level can only ever be overbooked by higher-priority Scheduling Links which will show that time as available – non-Reclaim events will never be overscheduled by Habits, Tasks, or Smart Meetings, regardless of their priority. Learn more about Priorities for non-Reclaim events here: Prioritizing your non-Reclaim created events → \nManaging your Priorities Priorities are designed to be flexible and adaptable as your schedule changes, so you can reprioritize smart events to reflect what’s most important right now. Here's how you can manage and edit the Priorities of your Reclaim events: \nPlanner Priorities overview You can see an overview of your Priorities in your Planner in the right-side menu – under each of the four priority levels, and sorted by feature category. \n \nEach of your Reclaim events will be tagged with a priority level, indicated by the ‘bar’ icon to the right. You can change the priority of that event by clicking on the 'bar' icon 📶 and setting a new priority. \n \nOr by dragging-and-dropping the event into a different priority level. \n \nPriorities page You can also manage your priorities in a side-by-side view from the Priorities page. \n \nJust like in the Planner, you can click on the bar icon to set a new priority for the event, or drag-and-drop to reprioritize your Reclaim events. \nYou can also use settings for your Priorities page to filter the view by event type or Scheduling Hours by clicking the 'sort' icon in the top right of the Priorities page. \n \nTo adjust the column width of your page, click the 'gear' icon and slide to adjust. \n \nNote for Mac users: If at wider view settings your Priorities columns get cut off to the right of the page, and you do not see a slider at the bottom of the page — check your Mac System Preferences under General > 'Show scroll bars'. Set this to 'Show always' to reveal the scroll bar. \nGoogle Calendar add-on You can also view your events by priority level and feature category directly in Google Calendar via the free Reclaim add-on. Click on any scheduled smart event on the calendar, or select it from the add-on sidebar, to view more details. \n \nYou can update to the priority level of your Tasks and Habits directly in the add-on by clicking 'Edit' on an item to pull up the editor module where you can adjust the priority. The priority of your Smart Meetings, Scheduling Links, and non-Reclaim created events can only be edited from the Reclaim app. \n \nPriorities FAQ How do I prioritize Tasks using this system? \nPriorities offer more control over how your tasks are prioritized with even more granular settings. Rather than having to stack-rank your entire task list, Reclaim considers the priority level, availability, and deadline when auto-scheduling them in your calendar. Learn more about prioritizing your Tasks here. \nAdditionally, you can leverage the ‘Up Next’ feature in the Planner to tell Reclaim which select items you want to work on next – overriding priority levels. ‘Up Next’ tasks will be prioritized in order. Learn how to use Up Next for Tasks here. \nWill Reclaim schedule over my Google Calendar or Outlook events, like other work meetings? \nNot unless you want it to! All non-Reclaim events on your calendar will be tagged as Critical (P1) by default and will never be overscheduled by Habits, Tasks, or Smart Meetings no matter what their priority level is. \nThe only time Reclaim will schedule over a non-Reclaim created event (like a Google Calendar/Outlook meeting or another event) is if you manually turn down the priority level for that event from the Planner. If you choose to do this, that event can only be overbooked by a higher-priority Scheduling Link to offer up maximum availability for your most important meetings. \n Will Critical (P1) Reclaim events schedule over my meetings booked via Scheduling Links? \nNo. Meetings booked on your calendar via your Scheduling Links will never be overbooked by any other smart events that Reclaim schedules including Habits, Tasks, Smart Meetings, or other Scheduling Link meetings – even if those have a higher-priority. \nWill other attendees be notified if I change the priority of a non-Reclaim created event in Google Calendar or Outlook Calendar? \nNo. Changing the priority of non-Reclaim events on your calendar only applies to the availability shown in your higher priority Scheduling Links. It will not notify or affect the meeting for other attendees.","heading":"","is_live":true,"id":280856,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8291694","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Okta SSO Setup Guide - Bookmark App","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8295664-okta-sso-setup-guide-bookmark-app","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is intended to help get Reclaim.ai setup in Okta as an App for end-users so they can do an IdP initiated login flow (ie: Login to Reclaim.ai via Okta).

If you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai.

Pre-Requirements

  1. A Reclaim.ai Okta App for OIDC SSO completely setup and working

  2. Administrator access to your Okta Account/Dashboard

Create a Bookmark App for Reclaim.a from the Okta App Directory

  1. Login to Okta as an Admin

  2. Applications click the \"Browse App Catalog\" button:
    ​

  3. Search for \"Bookmark\" and click on the \"Bookmark App\" tile:
    ​

  4. From the Bookmark App page click the \"Add Integration\" Button:
    ​

  5. From the Add Bookmark App page, configure the following:

    1. Application Label: Reclaim.ai

    2. URL: https://api.app.reclaim.ai/oauth/login/sso-CUSTOMER_SLUG (This is the customer slug you were provided with previously)

    3. Request Integration: Leave unchecked (we have one submitted)

    4. Application Visibility: Leave unchecked (this is the App tile your users will click on to login)

    5. Click \"Done\"
      ​

Assign Okta Users to Reclaim.ai Bookmark App

In order for users to see the newly created Bookmark App, which will allow them to sign into Reclaim.ai from Okta (ie: IdP initiated sign-in flow), it must be assigned to them.

In the newly created App:

  1. Click on the Assignments tab

  2. Click the Assign drop-down

  3. Assign either individuals, or via Okta groups depending on your Okta setup

The newly created Reclaim.ai App should show up in the \"My Apps\" Dashboard for end-users and they can use this to login to Reclaim.ai.

Changing the Icon for the Bookmark App

If you would like to add a Reclaim.ai logo for the Bookmark App to make it easier for users, you can do so by following the steps below:

Save the following logo to your desktop:

Then, in the newly created App:

  1. Click on the pencil in the upper right of the current Bookmark App Logo

  2. Click the Browse button

  3. Choose the Reclaim-logo.png file you saved above

  4. Click on the Update Logo button

  5. Click Close

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is intended to help get Reclaim.ai setup in Okta as an App for end-users so they can do an IdP initiated login flow (ie: Login to Reclaim.ai via Okta). \nIf you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai. \nPre-Requirements A Reclaim.ai Okta App for OIDC SSO completely setup and working Administrator access to your Okta Account/Dashboard \nCreate a Bookmark App for Reclaim.a from the Okta App Directory Login to Okta as an Admin Applications click the \"Browse App Catalog\" button:​ \n Search for \"Bookmark\" and click on the \"Bookmark App\" tile:​ \n From the Bookmark App page click the \"Add Integration\" Button:​ \n From the Add Bookmark App page, configure the following: Application Label: Reclaim.ai URL: https://api.app.reclaim.ai/oauth/login/sso-CUSTOMER_SLUG (This is the customer slug you were provided with previously) Request Integration: Leave unchecked (we have one submitted) Application Visibility: Leave unchecked (this is the App tile your users will click on to login) Click \"Done\"​ \nAssign Okta Users to Reclaim.ai Bookmark App In order for users to see the newly created Bookmark App, which will allow them to sign into Reclaim.ai from Okta (ie: IdP initiated sign-in flow), it must be assigned to them. \nIn the newly created App: Click on the Assignments tab Click the Assign drop-down Assign either individuals, or via Okta groups depending on your Okta setup \nThe newly created Reclaim.ai App should show up in the \"My Apps\" Dashboard for end-users and they can use this to login to Reclaim.ai. \n \nChanging the Icon for the Bookmark App If you would like to add a Reclaim.ai logo for the Bookmark App to make it easier for users, you can do so by following the steps below: \nSave the following logo to your desktop: \n \nThen, in the newly created App: Click on the pencil in the upper right of the current Bookmark App Logo \n Click the Browse button Choose the Reclaim-logo.png file you saved above Click on the Update Logo button Click Close","heading":"","is_live":true,"id":280855,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8295664","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"OneLogin SCIM Setup Guide","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8265086-onelogin-scim-setup-guide","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is intended to help IT Administrators setup SCIM provisioning for Reclaim.ai with OneLogin.

Note: SCIM is currently only available for authentication to users with primary calendars from Google; SCIM is not yet available for Microsoft O365 calendars, but we are tracking/working on this.

If you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai.

Pre-Requirements

  1. Setup on a Reclaim.ai Enterprise Plan (see: https://reclaim.ai/pricing) or a Business Trial

  2. Have your domain enabled/configured for SSO in Reclaim.ai

  3. Have a \"Auto Capture\" enabled on your Reclaim Team (if you are unsure if this is the case, ask your contact/rep and/or support@reclaim.ai).

  4. Have a Google Service Account setup and enabled (see: https://help.reclaim.ai/en/articles/6520530-using-google-workspace-service-accounts-to-roll-out-reclaim-to-your-enterprise)

  5. Have an \"Admin\" Role on your Reclaim Team - You can check the Team Billing Page (https://app.reclaim.ai/billing) for your Team to verify this.

  6. Administrator access to your OneLogin account.

For 1-3: Work with your Reclaim.ai contact/rep if you are unsure.

Create an API Key in Reclaim.ai

  1. Login to Reclaim.ai (https://app.reclaim.ai/login)

  2. In your URL bar enter: https://app.reclaim.ai/settings/developer

  3. Generate a new API Key:

    1. Enter a Name for the key, such as \"OneLogin SCIM\"

    2. Set Expiration to \"Never\" (or whatever is appropriate for your security policy)

    3. Click \"Generate key\"

    4. Click the \"Copy\" icon to copy the key to your clipboard

    5. Save the key some place secure for future use

Now you can continue on with the OneLogin portion of the setup.

Install the Reclaim SCIM Application

This step will install the Reclaim SCIM Application from the OneLogin App Catalog. This is in addition to the ODIC App you may have installed for SSO (OneLogin requires 2 separate Apps).

  1. Login to OneLogin as an Admin

  2. Click on \"Administration\" in the upper left which should open a new tab

  3. From the Administration screen screen, click “Applications->Applications”

  4. Click on the \"Add App\" button in the upper right:
    ​

  5. From the “Find Applications” screen:

    1. In the \"search\" box type in \"Reclaim\"

    2. Click on the \"Reclaim AI (SCIM provisioning only)\" App:
      ​

  6. On the \"Reclaim AI (SCIM provisioning only)\" page:

    1. For \"Display Name\" enter \"Reclaim.ai SCIM\" (or something similar of your choosing).

    2. Make sure the \"Visible in portal\" box check box is checked

    3. Enter a description needed for other IT Admins

    4. Click the “Save” button:

  7. Click on the \"Configuration\" tab in the Left Nav; on this screen:

    1. Under \"Application details\" leave both SAML URL fields blank (we are not using SAML)

    2. Under \"API Connection\":

      1. For \"SCIM Base URL\" enter: https://api.app.reclaim.ai/scim/v2

      2. Leave \"Custom Headers\" blank

      3. For \"SCIM Bearer Token\" enter the API Key you created in the earlier step

      4. Leave the \"SCIM JSON Template\" as is

      5. Click on the \"Enable\" button under \"API Status\"

      6. You should see a brief pop-up and then the API Status change to \"Enabled\"
        ​

  8. Click on the \"Provisioning\" tab in the Left Nav; on this screen:

    1. Check the \"Enable provisioning\" box

    2. Choose whether you want Admin approval for any of the actions per your organization controls

    3. Set \"When users are deleted in OneLogin\" to \"Delete\"

    4. Set \"When user accounts are suspended in OneLogin\" to \"Do Nothing\" (Reclaim does not support suspending, only delete.
      ​

  9. Click on the \"Save\" button.

The setup for the Reclaim SCIM Application in OneLogin is now complete.

Provisioning Users via SCIM

To provision a user using the newly created Reclaim SCIM App:

  1. Log into your OneLogin portal as an Admin

  2. Click on \"Administration\" in the upper left

  3. Click on the \"Users\" tab in the top

  4. Select a User you would like to provision

  5. Click on the \"Applications\" tab on the left
    ​

  6. Click on the \"+\" to Add the SCIM application

  7. Select the Reclaim.ai SCIM App you created in the previous step

  8. Click \"Continue\"

  9. On the Pop-up:

    1. Check \"Allow user to sign in\"

    2. Check \"Hide this app in Portal\"

    3. Ensure \"scimusername\" and \"NameID\" is the user email address.

    4. Click \"Save\"

You should see \"Provisioned\" with a green check box after a few moments; your user how now been provisioned on Reclaim.ai!

Provisioning Time

The time to provision users in Reclaim.ai should be almost immediate, but could depend on the number of users or size of group. It most cases, everything should be complete in a few minutes.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is intended to help IT Administrators setup SCIM provisioning for Reclaim.ai with OneLogin. \nNote: SCIM is currently only available for authentication to users with primary calendars from Google; SCIM is not yet available for Microsoft O365 calendars, but we are tracking/working on this. \nIf you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai. \n \nPre-Requirements Setup on a Reclaim.ai Enterprise Plan (see: https://reclaim.ai/pricing) or a Business Trial Have your domain enabled/configured for SSO in Reclaim.ai Have a \"Auto Capture\" enabled on your Reclaim Team (if you are unsure if this is the case, ask your contact/rep and/or support@reclaim.ai). Have a Google Service Account setup and enabled (see: https://help.reclaim.ai/en/articles/6520530-using-google-workspace-service-accounts-to-roll-out-reclaim-to-your-enterprise) Have an \"Admin\" Role on your Reclaim Team - You can check the Team Billing Page (https://app.reclaim.ai/billing) for your Team to verify this. Administrator access to your OneLogin account. \n \nFor 1-3: Work with your Reclaim.ai contact/rep if you are unsure. \nCreate an API Key in Reclaim.ai Login to Reclaim.ai (https://app.reclaim.ai/login) In your URL bar enter: https://app.reclaim.ai/settings/developer Generate a new API Key: Enter a Name for the key, such as \"OneLogin SCIM\" Set Expiration to \"Never\" (or whatever is appropriate for your security policy) Click \"Generate key\" Click the \"Copy\" icon to copy the key to your clipboard Save the key some place secure for future use \n Now you can continue on with the OneLogin portion of the setup. \n \nInstall the Reclaim SCIM Application This step will install the Reclaim SCIM Application from the OneLogin App Catalog. This is in addition to the ODIC App you may have installed for SSO (OneLogin requires 2 separate Apps). \nLogin to OneLogin as an Admin Click on \"Administration\" in the upper left which should open a new tab From the Administration screen screen, click “Applications->Applications” Click on the \"Add App\" button in the upper right:​ \n From the “Find Applications” screen: In the \"search\" box type in \"Reclaim\" Click on the \"Reclaim AI (SCIM provisioning only)\" App:​ \n On the \"Reclaim AI (SCIM provisioning only)\" page: For \"Display Name\" enter \"Reclaim.ai SCIM\" (or something similar of your choosing). Make sure the \"Visible in portal\" box check box is checked Enter a description needed for other IT Admins Click the “Save” button: \n Click on the \"Configuration\" tab in the Left Nav; on this screen: Under \"Application details\" leave both SAML URL fields blank (we are not using SAML) Under \"API Connection\": For \"SCIM Base URL\" enter: https://api.app.reclaim.ai/scim/v2 Leave \"Custom Headers\" blank For \"SCIM Bearer Token\" enter the API Key you created in the earlier step Leave the \"SCIM JSON Template\" as is Click on the \"Enable\" button under \"API Status\" You should see a brief pop-up and then the API Status change to \"Enabled\"​ \n Click on the \"Provisioning\" tab in the Left Nav; on this screen: Check the \"Enable provisioning\" box Choose whether you want Admin approval for any of the actions per your organization controls Set \"When users are deleted in OneLogin\" to \"Delete\" Set \"When user accounts are suspended in OneLogin\" to \"Do Nothing\" (Reclaim does not support suspending, only delete.​ Click on the \"Save\" button. The setup for the Reclaim SCIM Application in OneLogin is now complete. \n \nProvisioning Users via SCIM To provision a user using the newly created Reclaim SCIM App: Log into your OneLogin portal as an Admin Click on \"Administration\" in the upper left Click on the \"Users\" tab in the top Select a User you would like to provision Click on the \"Applications\" tab on the left​ \n Click on the \"+\" to Add the SCIM application Select the Reclaim.ai SCIM App you created in the previous step Click \"Continue\" On the Pop-up: Check \"Allow user to sign in\" Check \"Hide this app in Portal\" Ensure \"scimusername\" and \"NameID\" is the user email address. Click \"Save\" You should see \"Provisioned\" with a green check box after a few moments; your user how now been provisioned on Reclaim.ai! \nProvisioning Time The time to provision users in Reclaim.ai should be almost immediate, but could depend on the number of users or size of group. It most cases, everything should be complete in a few minutes.","heading":"","is_live":true,"id":270544,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8265086","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Team stats overview","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8215812-team-stats-overview","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Team Analytics is a time tracking tool to help both leaders and employees analyze productivity and work-life balance stats, averaged across the entire team.

You can access Team Analytics via the left nav bar in the Reclaim app, under Stats > Team stats.

With up to 90 days of historical data, you can analyze:

  1. Time averages across your team.

  2. Time spent across meeting types.

  3. Focus time productivity.

  4. Work-life balance trends.

  5. Future data for team capacity planning.

Team productivity tracking, done differently

What makes Reclaim’s Team Analytics different is that the report offers quantitative insight as to where time is being spent across the organization, but without compromising the privacy of individual team members.

Instead, the reports are averaged across all team members — with the goal to protect more productive focus time, get meetings under control, and improve work-life balance for everyone on your team.

Viewing Team Stats

Here's how to pull up data for a select timeframe and customize how team stats are displayed:

Select data grouping preferences

Select how you want to group data across your selected time range.

Set report time range

Display up to 12 weeks of historical data by selecting your time range you want to report on in the drop down.

You can manually select a custom time range, or quick-select the last 2 weeks, 4 weeks, or 12 weeks.

Team productivity & work-life balance stats

To protect everyone's privacy, team stats are calculated as an average across all team members vs. individual stats for the selected grouping and time range.

Time breakdown

Average weekly time spent across:

Hover over each section to see hourly average across the team.
​

Time breakdown trend

Trend overview of time spent across events, by day or week. Hover over bars to see detailed average hourly breakdown of stats across the team.
​

Work Habits & Tasks

Average time spent between Tasks and Work Habits, by day or week. Hover over bars to see detailed average hourly breakdown of stats across the team.

Focus Time

Time spent on deep work (solo work sessions over 2h) and shallow work (solo work sessions under 2h).

Workdays are marked in a gradient based on the average range of time spent in deep vs. shallow work, and the team's most productive day of the week is also highlighted.

Work-life balance

Work-life balance stats across:

Time in meetings

The volume of meetings broken down as a percentage of your team for the selected time range, marked in a gradient from 0% to 100%.

Hover over graph to see percentage of meeting hours across your team.

Meeting breakdown

Time breakdown of time spent in different meeting types, including:

Workdays are marked in a gradient based on the amount of meetings scheduled on the team's calendar, with the heaviest and lightest meeting days also highlighted.

Highlight stats

Overview of total hours defended for productive Focus Time, time in meetings scheduled via Scheduling Links, decompression breaks between meetings, and travel time booked.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Team Analytics is a time tracking tool to help both leaders and employees analyze productivity and work-life balance stats, averaged across the entire team. \nYou can access Team Analytics via the left nav bar in the Reclaim app, under Stats > Team stats. \nWith up to 90 days of historical data, you can analyze: Time averages across your team. Time spent across meeting types. Focus time productivity. Work-life balance trends. Future data for team capacity planning. Team productivity tracking, done differently What makes Reclaim’s Team Analytics different is that the report offers quantitative insight as to where time is being spent across the organization, but without compromising the privacy of individual team members. \nInstead, the reports are averaged across all team members — with the goal to protect more productive focus time, get meetings under control, and improve work-life balance for everyone on your team. \nViewing Team Stats Here's how to pull up data for a select timeframe and customize how team stats are displayed: \nSelect data grouping preferences Select how you want to group data across your selected time range. Auto-group: Automatically adjusts grouping to best display stats based on set time range. Group by day: Display stats by day in selected time range. Group by week: Display stats by work week in selected time range. \nSet report time range Display up to 12 weeks of historical data by selecting your time range you want to report on in the drop down. \nYou can manually select a custom time range, or quick-select the last 2 weeks, 4 weeks, or 12 weeks. \n \nTeam productivity & work-life balance stats To protect everyone's privacy, team stats are calculated as an average across all team members vs. individual stats for the selected grouping and time range. \nTime breakdown Average weekly time spent across: Team meetings External meetings One-on-ones Travel Breaks Vacation Deep work Shallow work Hover over each section to see hourly average across the team.​ \nTime breakdown trend Trend overview of time spent across events, by day or week. Hover over bars to see detailed average hourly breakdown of stats across the team.​ \nWork Habits & Tasks Average time spent between Tasks and Work Habits, by day or week. Hover over bars to see detailed average hourly breakdown of stats across the team. \n \nFocus Time Time spent on deep work (solo work sessions over 2h) and shallow work (solo work sessions under 2h). \nWorkdays are marked in a gradient based on the average range of time spent in deep vs. shallow work, and the team's most productive day of the week is also highlighted. \n \nWork-life balance Work-life balance stats across: Time defended for Personal Habits Meetings scheduled outside of working hours Vacation hours taken \nTime in meetings The volume of meetings broken down as a percentage of your team for the selected time range, marked in a gradient from 0% to 100%. \nHover over graph to see percentage of meeting hours across your team. \n \nMeeting breakdown Time breakdown of time spent in different meeting types, including: Team meetings External meetings One-on-one meetings Workdays are marked in a gradient based on the amount of meetings scheduled on the team's calendar, with the heaviest and lightest meeting days also highlighted. \n \nHighlight stats Overview of total hours defended for productive Focus Time, time in meetings scheduled via Scheduling Links, decompression breaks between meetings, and travel time booked.","heading":"","is_live":true,"id":248705,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8215812","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Okta SCIM - Initial Setup Guide","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8218878-okta-scim-initial-setup-guide","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is intended to help IT Administrators setup SCIM provisioning for Reclaim.ai via Okta.

Note: SCIM is currently only available for authentication to users with primary calendars from Google; SCIM is not yet available for Microsoft O365 calendars, but we are tracking/working on this.

This is for creating a new \"Custom App\" while the Reclaim.ai App in the Okta App Catalog is under review.

If you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai.

Pre-Requirements

  1. Setup on a Reclaim.ai Enterprise Plan (see: https://reclaim.ai/pricing) or a Business Trial

  2. Have your domain enabled/configured for SSO in Reclaim.ai

  3. Have a \"Auto Capture\" enabled on your Reclaim Team (if you are unsure if this is the case, ask your contact/rep and/or support@reclaim.ai).

  4. Have a Google Service Account setup and enabled (see: https://help.reclaim.ai/en/articles/6520530-using-google-workspace-service-accounts-to-roll-out-reclaim-to-your-enterprise)

  5. Have an \"Admin\" Role on your Reclaim Team - You can check the Team Billing Page (https://app.reclaim.ai/billing) for your Team to verify this.

  6. Administrator access to your Okta Account/Dashboard

For 1-4: Work with your Reclaim.ai contact/rep or reach out to support@reclaim.ai if you are unsure.

Create an API Key in Reclaim.ai

  1. Login to Reclaim.ai (https://app.reclaim.ai/login)

  2. In your URL bar enter: https://app.reclaim.ai/settings/developer

  3. Generate a new API Key:

    1. Enter a Name for the key, such as \"Okta SCIM\"

    2. Set Expiration to \"Never\" (or whatever is appropriate for your security policy)

    3. Click \"Generate key\"

    4. Click the \"Copy\" icon to copy the key to your clipboard

    5. Save the key some place secure for future use

Now you can continue on with the Okta portion of the setup.

Create a new App Integration in Okta for SCIM

This step will create a new custom application integration for SCIM for Reclaim.ai in Okta. This is in addition to the ODIC App you created for SSO.

The current Reclaim.ai App in the Okta App Catalog is currently only for SSO; an updated version including SCIM support has submitted to Okta for approval in their App Catalog, and this guide will be updated when that is complete. For now, follow the steps below to setup Reclaim.ai as a custom Application Integration specifically for SCIM.

  1. Login to Okta as an Admin

  2. From the Left nav goto: Applications->Applications

  3. From the Applications screen, click “Browse App Catalog”:

  4. From the “Browse App Catalog” screen:

    1. Type in \"SCIM\" and select \"SCIM 2.0 Test App (Header Auth)\"

    2. Click the \"Create New App\" button

  5. From the “SCIM 2.0 Test App (Header Auth)” screen click the \"Add Integration\" button:

  6. On the \"SCIM 2.0 Test App (Header Auth)\" page:

    1. For \"Application label\" enter \"Reclaim.ai SCIM\" (or something similar of your choosing).

    2. Make sure box check boxes are unchecked

    3. Click the “Next” button

  7. On the \"Sign-On Options· Required\" page:

    1. Leave the SAML 2.0 button checked (we won't be using this)

    2. Application username format should be \"Email\"

    3. Update application username on should be \"Create and update\"

    4. Password reveal should be checked

    5. Click the “Done” button

  8. The application has been created but we need to configure the Provisioning API. From the main screen of the App you just created, click the \"Provisioning\" tab and then the \"Configure API Integration\" button:

  9. From the \"Enable API Integration\" page:

    1. Ensure the \"Enable API Integration\" box is checked

    2. For \"Base URL\" enter: https://api.app.reclaim.ai/scim/v2

    3. For \"API Token\" enter \"Bearer RECLAIM_API_KEY\" you created at the start of this guide. For example, if your RECLAIM_API_KEY was 877dfde9-1676-4ae2-80d5-67c9c0a970e1, you would paste:
      ​
      ​Bearer 877dfde9-1676-4ae2-80d5-67c9c0a970e1
      ​

      in as the value for API Token.
      ​

    4. Click \"Test API Credentials\"

    5. You should see a notification indicating verification was successful.

    6. Click \"Save\"

  10. On the \"Provisioning\" screen click \"To App\" on the left:

    1. Click the \"Edit\" button

    2. Check the \"Enable\" box for:

      1. Create Users

      2. Update User Attributes

      3. Deactivate Users

    3. Click \"Save\"

The Okta App for SCIM Provisioning on Reclaim.ai has been created and should be ready to use.

Configuring Base Attributes in Okta

You must verify that the attribute mapping between Okta and Reclaim is correct. This will ensure that Reclaim can get the correct data from Okta.

  1. In Okta, select the Reclaim app > Provisioning.

  2. Click into the To App tab on the left-hand side.

  3. Scroll down until you see a table towards the bottom under the Reclaim Attribute Mappings section. On this page, you'll see the default attribute configurations.

  4. Click the pencil icon to the right to change the mapping for any of these attributes. A popup will appear with a dropdown giving options of Okta fields to map to this Reclaim field.

  5. Choose the field from Okta you want to sync into Reclaim and click Save.

Whenever a user is created or updated in Okta, this table tells Okta how to source the value for a particular attribute. If these mappings are not configured correctly, you may notice that some attributes aren't syncing properly.

Configuring Your Org Chart

In order to make Reclaim aware of your org chart using Okta, make sure the “ManagerValue” field uses the email address of the manager. You can configure this in the Profile Editor by clicking \"Go to Profile Editor\" under the Provisioning tab, then choosing the profile mapping from Okta User to the SAML app. In the example below, the user.managerId on the Okta side is the email address.

Configure Reclaim-specific attributes

Reclaim supports other user fields such as an employee's hire date, job category, and location. Since these are not included in the default mappings, you must manually link these fields. This can all be done through the profile editor.

Note: Okta allows you to add any custom attribute (although hire date, job category, and location are common) to Reclaim following the steps below. However, all default fields must be set up for the sync to work correctly.

  1. Within the Provisioning tab, scroll down and click on Go to Profile Editor.

  2. If you don't already have attributes for hire date, job category, location, team, , and role, you can add new attributes by clicking Add attribute.

  3. You will then see a form to enter your values.

  4. Save.

Finally, you'll populate those values for your users by getting the data for these new attributes into their profiles. Note that none of these additional values are required, but if you define them, you must make sure they have the correct configuration:

Location

  1. Data type: string (example: \"Berlin, DE\")

  2. Variable name: location

  3. External name: location

  4. External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User

  5. Attribute required: Not required (do not select).

  6. Scope: User Personal should be selected.

Hire Date

  1. Data type: date (format: yyyy-MM-dd or yyyy-MM-dd'T'HH:mm:ssX)

    1. For example, 2025-01-01 or 2025-01-01T12:00:00Z

    2. If necessary, Okta supports a set of functions for working with time values.

  2. Variable name: hireDate

  3. External name: hireDate

  4. External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User

  5. Attribute required: Not required (do not select).

  6. Scope: User Personal should be selected.

Job Category

  1. Data type: string (example: \"Software Engineering\")

  2. Variable name: jobCategory

  3. External name: jobCategory

  4. External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User

  5. Attribute required: Not required (do not select).

  6. Scope: User Personal should be selected.

Organization Role

  1. Data type: string (example: \"SRE\")

  2. Variable name: orgRole

  3. External name: orgRole

  4. External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User

  5. Attribute required: Not required (do not select).

  6. Scope: User Personal should be selected.

Team

  1. Data type: string (example: \"Cloud Operations\")

  2. Variable name: team

  3. External name: team

  4. External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User

  5. Attribute required: Not required (do not select).

  6. Scope: User Personal should be selected.

Other Custom Attributes

Custom attributes created in Reclaim can also be updated via Okta SCIM. The variable name and external name should match the name given to the attribute in Reclaim, converted to camelCase. For example, a custom attribute called \"Job Level\" should have the following settings configured in Okta:

  1. Data type: string (example: \"Manager 4\")

  2. Variable name: jobLevel

  3. External name: jobLevel

  4. External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:attributes:2.0:User

  5. Attribute required: Not required (do not select).

  6. Scope: User Personal should be selected.

You have successfully configured Okta to provision users into Reclaim. You must assign your users to the Reclaim SCIM app; otherwise, Okta won't know which users to provision into Reclaim.

Mapping Attributes

Once you add these new Reclaim User and Reclaim Custom attributes, you'll also need to map the attribute values from Okta to the newly created Reclaim attributes. You do that by clicking on the pencil icon next to the attribute, selecting the corresponding Okta attribute, choosing \"Apply on: Create and update\", and then Save.

Provisioning Users via SCIM

There are two ways of assigning (provisioning) users to the Reclaim.ai SCIM App:

  1. You can assign them individually

  2. You can assign via using an Okta Group

For both, start on the \"Assignments\" tab of the Reclaim.ai SCIM App screen:

Individual Assignment

In the Reclaim.ai SCIM App, with the \"Assignments\" tab, click the \"Assign\" button and then \"Assign to People\".

You may assign the app to whichever users you want provisioned in Reclaim.ai by clicking \"Assign\" next to each user; click \"Done\" when finished. This will then provision, or update, in Reclaim.ai every user that has been assigned.

Group Assignment

As an alternative to individual assignment, you can leverage Okta Groups.

In the Reclaim.ai SCIM App, with the \"Assignments\" tab, click the \"Assign\" button and then \"Assign to Groups\".

You may assign the app to whichever Okta Group you have created by clicking \"Assign\" next to each group; click \"Done\" when finished. This will then provision, or update, in Reclaim.ai every user assigned to that Okta group.

Provisioning Time

The time to provision users in Reclaim.ai should be almost immediate, but could depend on the number of users or size of group. It most cases, everything should be complete in a few minutes.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is intended to help IT Administrators setup SCIM provisioning for Reclaim.ai via Okta. \nNote: SCIM is currently only available for authentication to users with primary calendars from Google; SCIM is not yet available for Microsoft O365 calendars, but we are tracking/working on this. \nThis is for creating a new \"Custom App\" while the Reclaim.ai App in the Okta App Catalog is under review. \nIf you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai. \n \nPre-Requirements Setup on a Reclaim.ai Enterprise Plan (see: https://reclaim.ai/pricing) or a Business Trial Have your domain enabled/configured for SSO in Reclaim.ai Have a \"Auto Capture\" enabled on your Reclaim Team (if you are unsure if this is the case, ask your contact/rep and/or support@reclaim.ai). Have a Google Service Account setup and enabled (see: https://help.reclaim.ai/en/articles/6520530-using-google-workspace-service-accounts-to-roll-out-reclaim-to-your-enterprise) Have an \"Admin\" Role on your Reclaim Team - You can check the Team Billing Page (https://app.reclaim.ai/billing) for your Team to verify this. Administrator access to your Okta Account/Dashboard \nFor 1-4: Work with your Reclaim.ai contact/rep or reach out to support@reclaim.ai if you are unsure. \nCreate an API Key in Reclaim.ai Login to Reclaim.ai (https://app.reclaim.ai/login) In your URL bar enter: https://app.reclaim.ai/settings/developer Generate a new API Key: Enter a Name for the key, such as \"Okta SCIM\" Set Expiration to \"Never\" (or whatever is appropriate for your security policy) Click \"Generate key\" Click the \"Copy\" icon to copy the key to your clipboard Save the key some place secure for future use Now you can continue on with the Okta portion of the setup. \n \nCreate a new App Integration in Okta for SCIM This step will create a new custom application integration for SCIM for Reclaim.ai in Okta. This is in addition to the ODIC App you created for SSO. \nThe current Reclaim.ai App in the Okta App Catalog is currently only for SSO; an updated version including SCIM support has submitted to Okta for approval in their App Catalog, and this guide will be updated when that is complete. For now, follow the steps below to setup Reclaim.ai as a custom Application Integration specifically for SCIM. Login to Okta as an Admin From the Left nav goto: Applications->Applications From the Applications screen, click “Browse App Catalog”: \n From the “Browse App Catalog” screen: Type in \"SCIM\" and select \"SCIM 2.0 Test App (Header Auth)\" Click the \"Create New App\" button \n From the “SCIM 2.0 Test App (Header Auth)” screen click the \"Add Integration\" button: \n On the \"SCIM 2.0 Test App (Header Auth)\" page: For \"Application label\" enter \"Reclaim.ai SCIM\" (or something similar of your choosing). Make sure box check boxes are unchecked Click the “Next” button On the \"Sign-On Options· Required\" page: Leave the SAML 2.0 button checked (we won't be using this) Application username format should be \"Email\" Update application username on should be \"Create and update\" Password reveal should be checked Click the “Done” button \n The application has been created but we need to configure the Provisioning API. From the main screen of the App you just created, click the \"Provisioning\" tab and then the \"Configure API Integration\" button: \n From the \"Enable API Integration\" page: Ensure the \"Enable API Integration\" box is checked For \"Base URL\" enter: https://api.app.reclaim.ai/scim/v2 For \"API Token\" enter \"Bearer RECLAIM_API_KEY\" you created at the start of this guide. For example, if your RECLAIM_API_KEY was 877dfde9-1676-4ae2-80d5-67c9c0a970e1, you would paste:​​Bearer 877dfde9-1676-4ae2-80d5-67c9c0a970e1 ​ in as the value for API Token.​ Click \"Test API Credentials\" You should see a notification indicating verification was successful. Click \"Save\" \n On the \"Provisioning\" screen click \"To App\" on the left: Click the \"Edit\" button Check the \"Enable\" box for: Create Users Update User Attributes Deactivate Users Click \"Save\" The Okta App for SCIM Provisioning on Reclaim.ai has been created and should be ready to use. \nConfiguring Base Attributes in Okta You must verify that the attribute mapping between Okta and Reclaim is correct. This will ensure that Reclaim can get the correct data from Okta. In Okta, select the Reclaim app > Provisioning. Click into the To App tab on the left-hand side. Scroll down until you see a table towards the bottom under the Reclaim Attribute Mappings section. On this page, you'll see the default attribute configurations. Click the pencil icon to the right to change the mapping for any of these attributes. A popup will appear with a dropdown giving options of Okta fields to map to this Reclaim field. Choose the field from Okta you want to sync into Reclaim and click Save. Whenever a user is created or updated in Okta, this table tells Okta how to source the value for a particular attribute. If these mappings are not configured correctly, you may notice that some attributes aren't syncing properly. \nConfiguring Your Org Chart In order to make Reclaim aware of your org chart using Okta, make sure the “ManagerValue” field uses the email address of the manager. You can configure this in the Profile Editor by clicking \"Go to Profile Editor\" under the Provisioning tab, then choosing the profile mapping from Okta User to the SAML app. In the example below, the user.managerId on the Okta side is the email address. \n \nConfigure Reclaim-specific attributes Reclaim supports other user fields such as an employee's hire date, job category, and location. Since these are not included in the default mappings, you must manually link these fields. This can all be done through the profile editor. \nNote: Okta allows you to add any custom attribute (although hire date, job category, and location are common) to Reclaim following the steps below. However, all default fields must be set up for the sync to work correctly. Within the Provisioning tab, scroll down and click on Go to Profile Editor. If you don't already have attributes for hire date, job category, location, team, , and role, you can add new attributes by clicking Add attribute. You will then see a form to enter your values. Save. Finally, you'll populate those values for your users by getting the data for these new attributes into their profiles. Note that none of these additional values are required, but if you define them, you must make sure they have the correct configuration: \nLocation Data type: string (example: \"Berlin, DE\") Variable name: location External name: location External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User Attribute required: Not required (do not select). Scope: User Personal should be selected. Hire Date Data type: date (format: yyyy-MM-dd or yyyy-MM-dd'T'HH:mm:ssX ) For example, 2025-01-01 or 2025-01-01T12:00:00Z If necessary, Okta supports a set of functions for working with time values. Variable name: hireDate External name: hireDate External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User Attribute required: Not required (do not select). Scope: User Personal should be selected. Job Category Data type: string (example: \"Software Engineering\") Variable name: jobCategory External name: jobCategory External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User Attribute required: Not required (do not select). Scope: User Personal should be selected. Organization Role Data type: string (example: \"SRE\") Variable name: orgRole External name: orgRole External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User Attribute required: Not required (do not select). Scope: User Personal should be selected. Team Data type: string (example: \"Cloud Operations\") Variable name: team External name: team External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:2.0:User Attribute required: Not required (do not select). Scope: User Personal should be selected. \nOther Custom Attributes Custom attributes created in Reclaim can also be updated via Okta SCIM. The variable name and external name should match the name given to the attribute in Reclaim, converted to camelCase. For example, a custom attribute called \"Job Level\" should have the following settings configured in Okta: Data type: string (example: \"Manager 4\") Variable name: jobLevel External name: jobLevel External namespace: urn:ietf:params:scim:schemas:extension:reclaimai:attributes:2.0:User Attribute required: Not required (do not select). Scope: User Personal should be selected. You have successfully configured Okta to provision users into Reclaim. You must assign your users to the Reclaim SCIM app; otherwise, Okta won't know which users to provision into Reclaim. \nMapping Attributes Once you add these new Reclaim User and Reclaim Custom attributes, you'll also need to map the attribute values from Okta to the newly created Reclaim attributes. You do that by clicking on the pencil icon next to the attribute, selecting the corresponding Okta attribute, choosing \"Apply on: Create and update\", and then Save. \nProvisioning Users via SCIM There are two ways of assigning (provisioning) users to the Reclaim.ai SCIM App: You can assign them individually You can assign via using an Okta Group For both, start on the \"Assignments\" tab of the Reclaim.ai SCIM App screen: \nIndividual Assignment In the Reclaim.ai SCIM App, with the \"Assignments\" tab, click the \"Assign\" button and then \"Assign to People\". \nYou may assign the app to whichever users you want provisioned in Reclaim.ai by clicking \"Assign\" next to each user; click \"Done\" when finished. This will then provision, or update, in Reclaim.ai every user that has been assigned. \nGroup Assignment As an alternative to individual assignment, you can leverage Okta Groups. \nIn the Reclaim.ai SCIM App, with the \"Assignments\" tab, click the \"Assign\" button and then \"Assign to Groups\". \nYou may assign the app to whichever Okta Group you have created by clicking \"Assign\" next to each group; click \"Done\" when finished. This will then provision, or update, in Reclaim.ai every user assigned to that Okta group. \nProvisioning Time The time to provision users in Reclaim.ai should be almost immediate, but could depend on the number of users or size of group. It most cases, everything should be complete in a few minutes.","heading":"","is_live":true,"id":248704,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8218878","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Raycast extension for Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8136585-overview-raycast-extension-for-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Raycast is a command launcher similar to Spotlight for Mac users. With the Reclaim.ai extension you can quickly create new Tasks, grab your Scheduling Links, and add an overview of your smart schedule right to your Mac's menu bar to see upcoming events, start or complete Tasks and Habits, and instantly join meetings.

Requirements for using the Raycast extension

Set up the Reclaim extension for Raycast

  1. Download Raycast on your Mac.

  2. Install the Reclaim extension from the Store in the Raycast app, or online here.

  3. Go to Settings > Integrations > Raycast in Reclaim.

  4. Generate your API Key:

    1. Enter a name (ex. Raycast) & set the expiration lifetime (we recommend using the default \"Forever\" to avoid having to regenerate your API key).

    2. Click the Generate key button.

  5. Copy the generated key (it will look something like: 123456789-abcd-12345678).

  6. Open Raycast on your desktop (⌥ Space).

  7. Validate your API key:

OR

How to use the Reclaim extension

Once set up, you can use the Reclaim extension via Raycast to view your upcoming schedule and meetings, and leverage smart features like Tasks and Scheduling Links right from your desktop.

Open Raycast on your desktop by clicking the icon in the command menu bar, or via keyboard shortcut using ⌥ Space. Search for \"Reclaim\" to pull up available commands.

Reclaim Raycast commands

Update your API key

If you need to generate a new an API key for the Reclaim extension:

  1. Go to Settings > Integrations > Raycast in Reclaim.

  2. Click the ↻ icon to the right of your key to reissue a new API key.

  3. Open Raycast & go to Settings ⌘ ,

  4. Click the Extensions tab.

  5. Find Reclaim in your list of Extensions and click on it.

  6. On the right, paste your new API key into the Reclaim.ai API key field.

Uninstall the Reclaim extension for Raycast

To uninstall the Reclaim extension for Raycast:

  1. Navigate to your Raycast Preferences by either:

    1. Clicking the Raycast icon in the menu bar and selecting Preferences... and opening the 'Extensions' tab.

    2. Right-clicking any Reclaim command in Raycast and selecting Configure Extension.

  2. Find Reclaim in your list of extensions and right-click it.

  3. Click Uninstall.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Raycast is a command launcher similar to Spotlight for Mac users. With the Reclaim.ai extension you can quickly create new Tasks, grab your Scheduling Links, and add an overview of your smart schedule right to your Mac's menu bar to see upcoming events, start or complete Tasks and Habits, and instantly join meetings. \n Requirements for using the Raycast extension You must have a Raycast installed on your Mac. (Note: Raycast is free, but currently only available for Mac users) You must have a Reclaim account with a calendar connected. Set up the Reclaim extension for Raycast Download Raycast on your Mac. Install the Reclaim extension from the Store in the Raycast app, or online here. Go to Settings > Integrations > Raycast in Reclaim. Generate your API Key: Enter a name (ex. Raycast) & set the expiration lifetime (we recommend using the default \"Forever\" to avoid having to regenerate your API key). Click the Generate key button. Copy the generated key (it will look something like: 123456789-abcd-12345678). Open Raycast on your desktop (⌥ Space ). Validate your API key: Search for 'Reclaim' & click on any Reclaim command to paste your API key when prompted. OR Search for 'Extensions' to navigate to your Raycast Preferences, click on Reclaim in the list, and paste your API key in the right hand panel. How to use the Reclaim extension Once set up, you can use the Reclaim extension via Raycast to view your upcoming schedule and meetings, and leverage smart features like Tasks and Scheduling Links right from your desktop. \nOpen Raycast on your desktop by clicking the icon in the command menu bar, or via keyboard shortcut using ⌥ Space . Search for \"Reclaim\" to pull up available commands. \n \nReclaim Raycast commands Calendar Menu Bar: Show upcoming events and notifications in the command bar, join meetings, and start/stop active Tasks and Habits. (Learn more about enabling Calendar Menu Bar command in this doc.) Quick Task: Create a new Task from a written format. (Learn more about creating Tasks with the Raycast extension in this doc.) Create Task: Create a new Task from the standard Task form and auto-schedule it to your calendar. \n \n My Calendar: See your upcoming calendar events, whether they are currently marked as 'Free'/'Busy', start/stop active smart events, and join meetings directly from your desktop. \n \n Scheduling Links: Access your existing Scheduling Links to quickly copy and share to get meetings booked, and create custom links. (Learn more about using Scheduling Links in the Raycast extension in this doc.) \nUpdate your API key If you need to generate a new an API key for the Reclaim extension: Go to Settings > Integrations > Raycast in Reclaim. Click the ↻ icon to the right of your key to reissue a new API key. Open Raycast & go to Settings ⌘ , Click the Extensions tab. Find Reclaim in your list of Extensions and click on it. On the right, paste your new API key into the Reclaim.ai API key field. \nUninstall the Reclaim extension for Raycast To uninstall the Reclaim extension for Raycast: Navigate to your Raycast Preferences by either: Clicking the Raycast icon in the menu bar and selecting Preferences... and opening the 'Extensions' tab. Right-clicking any Reclaim command in Raycast and selecting Configure Extension. Find Reclaim in your list of extensions and right-click it. Click Uninstall.","heading":"","is_live":true,"id":236966,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8136585","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Add calendar overview in Mac menu bar via Raycast","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8136834-add-calendar-overview-in-mac-menu-bar-via-raycast","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can enable the Calendar Menu Bar to add an overview of your upcoming schedule right in your Mac’s top command bar.

Reclaim 'Calendar Menu Bar' command in Raycast

There are a few things you can do with the Calendar Menu Bar command:

Activate the Calendar Menu Bar

To add the calendar overview to your menu bar via Raycast:

  1. Open Raycast on your desktop (⌥ Space).

  2. Search for \"Reclaim\" to pull up commands.

  3. Select the \"Calendar Menu Bar\" command.

  4. Activate the command by pressing Enter, double-clicking, or right clicking and selecting 'Activate Command' from the pop-up menu.

  5. Your calendar overview will automatically be added to the menu bar.

If you don't see the calendar in your menu bar

If you have activated the Calendar Menu Bar command, but don't see it added to your menu bar, a likely cause is that you have too many extensions to fit it. On newer Mac models, the bezel of the camera additionally clips a portion of the menu bar.

Troubleshooting the Calendar Menu Bar:

Customize number of upcoming events

You can optionally customize the number of upcoming events you want to see previewed.

  1. Navigate to your Raycast Preferences by either:

    1. Clicking the Raycast menu bar icon and selecting Preferences... and opening the 'Extensions' tab.

    2. Right-clicking any Reclaim command in Raycast and selecting Configure Extension.

  2. Find Reclaim in your list of extensions and select it.

  3. In the righthand panel, update the field for 'Number of Upcoming Events' you want to see previewed in the menu bar.

The menu bar calendar refreshes automatically. You can disable this from the Raycast preferences and/or manually refresh by pulling up the command in Raycast and hitting enter.

Deactivate the Calendar Menu Bar

To remove the calendar overview to your menu bar via Raycast:

  1. Navigate to your Raycast Preferences by either:

    1. Clicking the Raycast menu bar icon and selecting Preferences... and opening the 'Extensions' tab (or via shortcut ⌘ , with Raycast open).

    2. Right-clicking any Reclaim command in Raycast and selecting Configure Extension.

  2. Find Reclaim in your list of extensions and select the 'Calendar Menu Bar' command.

  3. In the righthand panel, click the Deactivate button.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can enable the Calendar Menu Bar to add an overview of your upcoming schedule right in your Mac’s top command bar. \nReclaim 'Calendar Menu Bar' command in Raycast There are a few things you can do with the Calendar Menu Bar command: See what's coming up next with a live countdown to the event. Expand to view additional upcoming events for the day. Instantly join meetings by hovering over the event. Start and complete Tasks or Habits by hovering over the event. Open instances in Google Calendar by hovering over the event. Open the Reclaim web app. Open the Raycast app. \nActivate the Calendar Menu Bar To add the calendar overview to your menu bar via Raycast: Open Raycast on your desktop (⌥ Space ). Search for \"Reclaim\" to pull up commands. Select the \"Calendar Menu Bar\" command. Activate the command by pressing Enter, double-clicking, or right clicking and selecting 'Activate Command' from the pop-up menu. Your calendar overview will automatically be added to the menu bar. If you don't see the calendar in your menu bar If you have activated the Calendar Menu Bar command, but don't see it added to your menu bar, a likely cause is that you have too many extensions to fit it. On newer Mac models, the bezel of the camera additionally clips a portion of the menu bar. \nTroubleshooting the Calendar Menu Bar: You can move menu bar items by holding Command (⌘ ) and dragging them to reposition around the camera. If your menu bar has too many items, you can drag items off the menu bar to remove them by holding Command (⌘ ), and/or quit open apps to clear the icon from the menu bar so you can fit the calendar overview. Customize number of upcoming events You can optionally customize the number of upcoming events you want to see previewed. Navigate to your Raycast Preferences by either: Clicking the Raycast menu bar icon and selecting Preferences... and opening the 'Extensions' tab. Right-clicking any Reclaim command in Raycast and selecting Configure Extension. Find Reclaim in your list of extensions and select it. In the righthand panel, update the field for 'Number of Upcoming Events' you want to see previewed in the menu bar. The menu bar calendar refreshes automatically. You can disable this from the Raycast preferences and/or manually refresh by pulling up the command in Raycast and hitting enter. \nDeactivate the Calendar Menu Bar To remove the calendar overview to your menu bar via Raycast: Navigate to your Raycast Preferences by either: Clicking the Raycast menu bar icon and selecting Preferences... and opening the 'Extensions' tab (or via shortcut ⌘ , with Raycast open). Right-clicking any Reclaim command in Raycast and selecting Configure Extension. Find Reclaim in your list of extensions and select the 'Calendar Menu Bar' command. In the righthand panel, click the Deactivate button.","heading":"","is_live":true,"id":236965,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8136834","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Create new Tasks via Raycast","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8148759-create-new-tasks-via-raycast","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can quickly create new Tasks to auto-schedule to your calendar right from your Mac desktop.

Creating a new Task via Raycast schedules it as a smart calendar event the same way it would through the Reclaim app. There are two options to create Tasks through Raycast.

New Task with 'Create Task' command in Raycast

The 'Create Task' command lets you fill out a form with the standard rules for Reclaim to get a new Task scheduled on your calendar. (Learn more about how Reclaim schedules Tasks here.)

  1. Pull up your Reclaim commands by opening Raycast on your desktop (⌥ Space) and select the 'Create Task' command. This will open a form for your new Task with fields for:

2. Fill out the details of your Task.

3. Click Submit Form in the bottom right (or ⌘ Enter) to get the Task automatically scheduled in your calendar.

A link to your new Task will be copied to your clipboard once created.

New Task with 'Quick Task' command in Raycast

You can also create a Task with the 'Quick Task' command by writing it out in this format:

[TYPE work/personal] task [TASK NAME] (for [duration], by [due date], snooze [NOT BEFORE])
​

The TYPE and TASK NAME are required to create a new Task. The additional text in the parenthesis are optional. Refer to Tasks overview for a description of each field.

An example Task would look like: work task Prep board slides (for 4h, by 10am Monday, snooze 1hr)

  1. Write out your Task details in the top bar.

  2. Click on Create: 'Task' in the bottom right (or Enter).

  3. Open the generated Task to see the populated Task form.

  4. Click Submit Form in the bottom right (or ⌘ Enter) to get the Task automatically scheduled in your calendar.

A link to your new Task will be copied to your clipboard once created.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can quickly create new Tasks to auto-schedule to your calendar right from your Mac desktop. \nCreating a new Task via Raycast schedules it as a smart calendar event the same way it would through the Reclaim app. There are two options to create Tasks through Raycast. \nNew Task with 'Create Task' command in Raycast The 'Create Task' command lets you fill out a form with the standard rules for Reclaim to get a new Task scheduled on your calendar. (Learn more about how Reclaim schedules Tasks here.) Pull up your Reclaim commands by opening Raycast on your desktop (⌥ Space ) and select the 'Create Task' command. This will open a form for your new Task with fields for: Title (task name) Priority (the priority level of the Task) Time needed (duration) Duration min (the minimum amount of time you want to work on the Task) Duration max (the maximum amount of time you want to work on the Task) Hours (which of your Hours you want the Task to schedule during) Starting (how soon to start scheduling) Due (due date for Task) Notes (supports markdown formatting) Send to Up Next (whether the Task should be added to your Up Next list) \n2. Fill out the details of your Task. 3. Click Submit Form in the bottom right (or ⌘ Enter ) to get the Task automatically scheduled in your calendar. \nA link to your new Task will be copied to your clipboard once created. \nNew Task with 'Quick Task' command in Raycast You can also create a Task with the 'Quick Task' command by writing it out in this format: \n[TYPE work/personal] task [TASK NAME] (for [duration], by [due date], snooze [NOT BEFORE]) ​ The TYPE and TASK NAME are required to create a new Task. The additional text in the parenthesis are optional. Refer to Tasks overview for a description of each field. \n An example Task would look like: work task Prep board slides (for 4h, by 10am Monday, snooze 1hr) Write out your Task details in the top bar. Click on Create: 'Task' in the bottom right (or Enter ). Open the generated Task to see the populated Task form. Click Submit Form in the bottom right (or ⌘ Enter ) to get the Task automatically scheduled in your calendar. A link to your new Task will be copied to your clipboard once created.","heading":"","is_live":true,"id":236964,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8148759","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Set custom hotkeys for Raycast commands","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8148933-set-custom-hotkeys-for-raycast-commands","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can set custom keyboard shortcuts to quickly open your favorite Reclaim commands.

Set custom hotkeys for Reclaim commands in Raycast

  1. Open Raycast on your desktop (⌥ Space).

  2. Search for \"Reclaim\" to pull up commands.

  3. Right click any Reclaim command and select Configure Command (or ⌘ Shift ,).

  4. Click Record Hotkey in the command's bar, and hit the custom shortcut you want to pull up the command.

To remove a hotkey in Raycast

  1. Hover over the shortcut you want to clear.

  2. Click the X on the right side of the field to remove hotkey.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can set custom keyboard shortcuts to quickly open your favorite Reclaim commands. \nSet custom hotkeys for Reclaim commands in Raycast Open Raycast on your desktop (⌥ Space ). Search for \"Reclaim\" to pull up commands. Right click any Reclaim command and select Configure Command (or ⌘ Shift , ). Click Record Hotkey in the command's bar, and hit the custom shortcut you want to pull up the command. To remove a hotkey in Raycast Hover over the shortcut you want to clear. Click the X on the right side of the field to remove hotkey.","heading":"","is_live":true,"id":236963,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8148933","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using Reclaim Scheduling Links via Raycast","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8148985-using-reclaim-scheduling-links-via-raycast","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can get quick access to all your Scheduling Links and generate custom one-off links to send for specific instances right from your desktop.

Reclaim 'Scheduling Links' command in Raycast

  1. Open Raycast on your desktop (⌥ Space).

  2. Search for \"Reclaim\" to pull up commands.

  3. Click the 'Scheduling Link' command to pull up your links.

From here, you can view your Scheduling Links and view its details like Hours, Organizers, and Duration.

Copy a Scheduling Link from Raycast

  1. Select the Scheduling Link you want to copy from the list in the left hand side.

  2. Click Copy Link to Clipboard (or Enter) to grab the Scheduling Link for quick sharing.

Personalize and share times from Scheduling Links

You can also generate one-off links and share times from your existing Scheduling Links that expire after 30 days (learn more about personalizing and sharing times from Scheduling Links in this doc).

  1. Select the Scheduling Link you want to create a one-off link from the list in the left hand side.

  2. Click Actions (or ⌘ K) and select Personalize and Share

  3. This will automatically open up the Personalize and Share form in the Reclaim app for you to personalize your link as well as share specific times.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you have the Reclaim extension for Raycast installed (learn how to get set up here), you can get quick access to all your Scheduling Links and generate custom one-off links to send for specific instances right from your desktop. \nReclaim 'Scheduling Links' command in Raycast Open Raycast on your desktop (⌥ Space ). Search for \"Reclaim\" to pull up commands. Click the 'Scheduling Link' command to pull up your links. From here, you can view your Scheduling Links and view its details like Hours, Organizers, and Duration. \nCopy a Scheduling Link from Raycast Select the Scheduling Link you want to copy from the list in the left hand side. Click Copy Link to Clipboard (or Enter ) to grab the Scheduling Link for quick sharing. Personalize and share times from Scheduling Links You can also generate one-off links and share times from your existing Scheduling Links that expire after 30 days (learn more about personalizing and sharing times from Scheduling Links in this doc). Select the Scheduling Link you want to create a one-off link from the list in the left hand side. Click Actions (or ⌘ K ) and select Personalize and Share This will automatically open up the Personalize and Share form in the Reclaim app for you to personalize your link as well as share specific times.","heading":"","is_live":true,"id":236962,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8148985","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Prevent scheduling issues caused by Google's anti-spam feature","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8048499-prevent-scheduling-issues-caused-by-google-s-anti-spam-feature","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Google recently updated its anti-spam settings which automatically opted many users to hide event invitations in their calendars. This can cause invites sent from third-party booking tools (like Reclaim) to not automatically schedule on an attendee's calendar.

Unless the person sending the invitation has previously emailed the calendar owner or the calendar owner manually accepts the invite via email — the event will not be auto-scheduled on the attendee's calendar.

Invite emails might also end up in the spam folder, potentially causing users to miss a scheduled event. These updates can affect users who are booking meetings via Scheduling Links, as the invite might not get automatically added to their calendar.

You can avoid this issue for Reclaim events by updating your settings in Google Calendar and informing your attendees to do the same.

Additionally, events booked through scheduling links will not be automatically accepted as it has been indicated by Google that events not automatically accepted should help against this issue.

Updating Google Calendar event settings

To avoid scheduling issues caused by Google's anti-spam feature changes, update the 'Event settings' via your Google Calendar settings.

Under 'Event settings', expand the options under 'Add invitations to my calendar' and update the setting to From everyone.

This will allow invited events to be automatically added to your calendar when scheduled, without you having to locate the invite email and manually accept.

⚠️ Note: Your attendees will also need to make this update to prevent meeting invites being marked as spam.

Unknown sender notice

If you, or your attendee, receive an invite email and see this notice:

Select I know the sender to make sure future events from the user aren't blocked.

Scheduling Link reminder emails

If you're using Scheduling Links, you can additionally add a reminder email to send ahead of scheduled meetings, to make sure attendees are aware of the event in case it wasn't added to their calendar.

Learn more about Scheduling Link settings and enabling email reminders here.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Google recently updated its anti-spam settings which automatically opted many users to hide event invitations in their calendars. This can cause invites sent from third-party booking tools (like Reclaim) to not automatically schedule on an attendee's calendar. \nUnless the person sending the invitation has previously emailed the calendar owner or the calendar owner manually accepts the invite via email — the event will not be auto-scheduled on the attendee's calendar. \nInvite emails might also end up in the spam folder, potentially causing users to miss a scheduled event. These updates can affect users who are booking meetings via Scheduling Links, as the invite might not get automatically added to their calendar. \nYou can avoid this issue for Reclaim events by updating your settings in Google Calendar and informing your attendees to do the same. \nAdditionally, events booked through scheduling links will not be automatically accepted as it has been indicated by Google that events not automatically accepted should help against this issue. \nUpdating Google Calendar event settings To avoid scheduling issues caused by Google's anti-spam feature changes, update the 'Event settings' via your Google Calendar settings. \n Under 'Event settings', expand the options under 'Add invitations to my calendar' and update the setting to From everyone. \nThis will allow invited events to be automatically added to your calendar when scheduled, without you having to locate the invite email and manually accept. ⚠️ Note: Your attendees will also need to make this update to prevent meeting invites being marked as spam. Unknown sender notice If you, or your attendee, receive an invite email and see this notice: Select I know the sender to make sure future events from the user aren't blocked. \nScheduling Link reminder emails If you're using Scheduling Links, you can additionally add a reminder email to send ahead of scheduled meetings, to make sure attendees are aware of the event in case it wasn't added to their calendar. \n Learn more about Scheduling Link settings and enabling email reminders here.","heading":"","is_live":true,"id":197631,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8048499","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Syncing Private Linear Projects to Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/8063674-syncing-private-linear-projects-to-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you have a private Linear project that you'd like to sync with Reclaim, you'll need to do some additional setup in order for tasks to sync.
​
First, navigate to the API settings within your Linear account. You can do this by selecting the account name in the top left, then selecting \"Workspace Settings\":

From there, you'll navigate to \"API\" in the settings and then \"New Webhook\":
​

Give the new webhook a memorable name, and set the webhook URL to the following:
​https://api.app.reclaim.ai/webhook/linear
​
For the data settings, select all except issue SLA as that is not needed.
​
In the projects section, select custom, then select the private project and enable it for that team/project.

Once that has all been configured, select \"Create Webhook\" and you should start to see your Reclaim tasks imported from the private team.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you have a private Linear project that you'd like to sync with Reclaim, you'll need to do some additional setup in order for tasks to sync. ​First, navigate to the API settings within your Linear account. You can do this by selecting the account name in the top left, then selecting \"Workspace Settings\": \n \nFrom there, you'll navigate to \"API\" in the settings and then \"New Webhook\":​ \nGive the new webhook a memorable name, and set the webhook URL to the following:​https://api.app.reclaim.ai/webhook/linear​For the data settings, select all except issue SLA as that is not needed. ​In the projects section, select custom, then select the private project and enable it for that team/project. \n \nOnce that has all been configured, select \"Create Webhook\" and you should start to see your Reclaim tasks imported from the private team.","heading":"","is_live":true,"id":197630,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"8063674","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Data Privacy and Security","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3600703-data-privacy-and-security","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

At Reclaim, we believe that data privacy and security are Priority Zero.

We know that your calendar is a sensitive space, and we view it as a privilege to be entrusted to manage it for you. We believe that your data belongs to you and aim to be clear and intentional about how and when we collect, store, transmit and use your data.

To review our contract with you, visit our Terms of Service.

For information on how we keep your data secure, visit our Data Privacy & Security.

To get more information about our security and compliance efforts, visit our Trust Center.

Key principles

We believe in the following key principles regarding your data and privacy:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"At Reclaim, we believe that data privacy and security are Priority Zero. \nWe know that your calendar is a sensitive space, and we view it as a privilege to be entrusted to manage it for you. We believe that your data belongs to you and aim to be clear and intentional about how and when we collect, store, transmit and use your data. \nTo review our contract with you, visit our Terms of Service. For information on how we keep your data secure, visit our Data Privacy & Security. To get more information about our security and compliance efforts, visit our Trust Center. \nKey principles We believe in the following key principles regarding your data and privacy: Your data is yours and you should have control over who has access to it. You should be able to delete and remove your data from our software whenever you want, without having to jump through hoops or argue with anyone. Your data should be protected, both at rest and in transit. Your data shouldn’t be accessed by anyone else without your consent, and you should never have to provide more data than the minimum necessary to provide value to you.","heading":"","is_live":true,"id":157034,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3600703","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: How Calendar Sync works, and what it's for","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3600762-overview-how-calendar-sync-works-and-what-it-s-for","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Calendar Sync feature is a powerful way to make sure people who go to book time with you always see your true availability across multiple calendars.

Calendar Sync takes events from a source calendar - we call these source events - and creates smart copies of them on a destination calendar - we call these synced copies.

Synced copies stay up-to-date as the source events change, so you never have to worry about manually updating or adding events across calendars. Reclaim gives you flexible privacy options for those synced copies so you can manage what others are able to see.

Do I need Calendar Sync?

Calendar Sync is extremely valuable if you have a calendar that is visible to others (e.g., in your workplace) and where people can book time with you directly on that calendar. By using Calendar Sync, you can ensure that anyone viewing your calendar can see when you're busy for events from other schedules.

However, if your goal is only to let Reclaim know which calendars to check for your availability, and you're not in a workplace where people are booking time with you directly, you likely want to use Connected Calendars instead.

Read this doc for more info about the differences between Connected Calendars and Calendar Sync.

Requirements for using Calendar Sync

Currently, Calendar Sync is only supported for calendars connected to a Google Calendar or Microsoft Outlook account. Because Reclaim requires read and write permissions on your calendars in order to sync events, it can only work with services where we are able to authenticate a user account.
​
You may use a source calendar that is hosted by iCloud, or other services, and share it to a Google Calendar, though you may experience long delays in events synced from shared calendars.

How Calendar Sync works

Reclaim creates synced copies of your source events, keeps them up-to-date with changes, and makes it easy to manage all your events and your availability from a single calendar. You can manage your synced calendars from the Calendar Sync page in the app (learn more about creating a sync policy here).

When an event is created on a source calendar, you'll see a synced copy for the same time period appear on the target calendar. This synced copy has its own privacy setting and is visible to others, preventing those who view your destination calendar from booking over your source events:

This way, you can avoid being double booked across schedules because others could not see you were busy.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Calendar Sync feature is a powerful way to make sure people who go to book time with you always see your true availability across multiple calendars. \n Calendar Sync takes events from a source calendar - we call these source events - and creates smart copies of them on a destination calendar - we call these synced copies. \nSynced copies stay up-to-date as the source events change, so you never have to worry about manually updating or adding events across calendars. Reclaim gives you flexible privacy options for those synced copies so you can manage what others are able to see. \n \nDo I need Calendar Sync? Calendar Sync is extremely valuable if you have a calendar that is visible to others (e.g., in your workplace) and where people can book time with you directly on that calendar. By using Calendar Sync, you can ensure that anyone viewing your calendar can see when you're busy for events from other schedules. \nHowever, if your goal is only to let Reclaim know which calendars to check for your availability, and you're not in a workplace where people are booking time with you directly, you likely want to use Connected Calendars instead. \nRead this doc for more info about the differences between Connected Calendars and Calendar Sync. \n \nRequirements for using Calendar Sync Currently, Calendar Sync is only supported for calendars connected to a Google Calendar or Microsoft Outlook account. Because Reclaim requires read and write permissions on your calendars in order to sync events, it can only work with services where we are able to authenticate a user account.​You may use a source calendar that is hosted by iCloud, or other services, and share it to a Google Calendar, though you may experience long delays in events synced from shared calendars. \n \nHow Calendar Sync works Reclaim creates synced copies of your source events, keeps them up-to-date with changes, and makes it easy to manage all your events and your availability from a single calendar. You can manage your synced calendars from the Calendar Sync page in the app (learn more about creating a sync policy here). \n \nWhen an event is created on a source calendar, you'll see a synced copy for the same time period appear on the target calendar. This synced copy has its own privacy setting and is visible to others, preventing those who view your destination calendar from booking over your source events: \n \n \n \nThis way, you can avoid being double booked across schedules because others could not see you were busy.","heading":"","is_live":true,"id":157033,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3600762","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Set your Working, Meeting, Personal, & Custom Hours","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3600766-set-your-working-meeting-personal-custom-hours","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim uses your Hours to know which days and times to schedule your work and personal smart calendar events, as well as to sync events from other calendars.

You can set your system Meeting, Working, and Personal hours under Settings > Hours, and even create Custom Hours as options for when you want certain events to schedule.

Types of Hours

Working Hours

Your Working Hours are when Reclaim schedules your work Tasks (categorized and color-coded as ‘Solo Work’), work Habits, as well as your work Smart Meetings and select Scheduling Link meetings.

If you are using Calendar Sync and have opted to sync events only during Working hours, this is also when Reclaim will block synced events from your other calendars. Learn more about that here.

Meeting Hours

Your Meeting Hours are when Reclaim schedules your Smart Meetings and Scheduling Link meetings by default.

Personal Hours

Your Personal hours are when Reclaim schedules your personal Tasks and Habits, as well as Smart Meetings and Scheduling Links that you set for Personal Hours.

Custom Hours

Optionally, you can create additional custom time policies with Custom Hours for when you want specific events to schedule (available in all paid plans).

Set your Scheduling Hours

You can manage your Hours in the Reclaim settings.

  1. Navigate to Settings > Hours.

  2. Click on Working Hours, Meeting Hours, or Personal Hours to expand the menu.

  3. Select/deselect the days of the week you want specified events to schedule.

  4. Set the time window you want events to schedule for each selected day.

Optional actions:

Changes to your Hours settings are automatically saved and applied to existing and future Reclaim events.

Create Custom Hours

Reclaim can use your Working, Meeting, and Personal hours to schedule any smart event around your preferences. Custom Hours allow you to create additional time policy options outside of these default hours for when you want to schedule certain events.

To create a new set of Custom Hours:

  1. Click the + Custom Hours button.

  2. Set a title and description for your Custom Hours.

  3. Select which smart events you want this time policy to be an option for.

  4. Hit Create to save your new hours.

  5. Once created, customize the days and time windows for that set of Custom Hours.

Your Custom Hours will then show as a scheduling option for the smart events you selected – both for existing events and any new event you create.

Note: Custom Hours are available in Starter, Team, and Enterprise plans. Learn more about how Reclaim pricing works here.

Deleting Custom Hours

To delete Custom Hours, click the three dot menu to the right of the time policy and select ‘Delete’.

Before being able to delete, you will need to choose an alternative time policy or any events that were scheduling during these hours.

Calendar to schedule Tasks on

Under each of your Scheduling Hours, there is also a drop down for 'Calendar to schedule Tasks on'. This setting allows you to toggle which calendar you want to schedule Tasks when they use your Work, Personal, or additional Custom Hours.

For example, you might want to select your personal calendar to schedule Tasks on when they use your Personal Hours, or create Custom Hours for 'Side Gig' to schedule specific Tasks to a different calendar than your primary work calendar.

You can add additional calendars under Settings > Accounts in the app. Learn more in this article.

How to use Scheduling Hours

Set which Hours you want Tasks, Habits, Smart Meetings, and Scheduling Link meetings to schedule by select from the 'Hours' dropdown in that event's details page.

You can pick your Working, Meeting, or Personal Hours, or choose from your available Custom Hours. Hover over the ⓘ of your selected Hours to view a preview of the time policy, or click the link below to navigate to the Hours page to make adjustments.

Reclaim will schedule that event at the best time on your calendar within your set time window for those hours.

Set One-off hours for an Habit, Scheduling Link, or Smart Meetings

If you want your Habit, Scheduling Link, or Smart Meeting to schedule in a separate time window from the Hours you have set up, you can also select ‘One-off hours’ from the dropdown in any Habit, Smart Meeting, or Scheduling Link to create a unique set of hours for that specific Habit, Smart Meeting, or Scheduling Link.

Note: ‘One-off hours’ will apply only to the Reclaim item they are set on and will not be saved as an Hours option for other items in Reclaim. Additionally, you cannot set one-off Hours for Tasks.

Scheduling Hours timezone

All your Hours are set in the timezone displayed on the page. Reclaim uses the timezone you have set in your Google Calendar settings.

If the displayed timezone is not correctly, reference this help doc to learn how to update your hours to the right timezone via Google Calendar settings.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim uses your Hours to know which days and times to schedule your work and personal smart calendar events, as well as to sync events from other calendars. \nYou can set your system Meeting, Working, and Personal hours under Settings > Hours, and even create Custom Hours as options for when you want certain events to schedule. \n Types of Hours Working Hours Your Working Hours are when Reclaim schedules your work Tasks (categorized and color-coded as ‘Solo Work’), work Habits, as well as your work Smart Meetings and select Scheduling Link meetings. \nIf you are using Calendar Sync and have opted to sync events only during Working hours, this is also when Reclaim will block synced events from your other calendars. Learn more about that here. \nMeeting Hours Your Meeting Hours are when Reclaim schedules your Smart Meetings and Scheduling Link meetings by default. \nPersonal Hours Your Personal hours are when Reclaim schedules your personal Tasks and Habits, as well as Smart Meetings and Scheduling Links that you set for Personal Hours. \nCustom Hours Optionally, you can create additional custom time policies with Custom Hours for when you want specific events to schedule (available in all paid plans). \n \nSet your Scheduling Hours You can manage your Hours in the Reclaim settings. Navigate to Settings > Hours. Click on Working Hours, Meeting Hours, or Personal Hours to expand the menu. Select/deselect the days of the week you want specified events to schedule. Set the time window you want events to schedule for each selected day. Optional actions: Add multiple time ranges to a day by clicking the ⊕ icon to the right of the menu. Remove a time range by clicking the ⊖ icon. Click ‘Copy to all’ to apply hours from the top of the list to all selected days. \nChanges to your Hours settings are automatically saved and applied to existing and future Reclaim events. \nCreate Custom Hours Reclaim can use your Working, Meeting, and Personal hours to schedule any smart event around your preferences. Custom Hours allow you to create additional time policy options outside of these default hours for when you want to schedule certain events. \nTo create a new set of Custom Hours: Click the + Custom Hours button. Set a title and description for your Custom Hours. Select which smart events you want this time policy to be an option for. Hit Create to save your new hours. Once created, customize the days and time windows for that set of Custom Hours. Your Custom Hours will then show as a scheduling option for the smart events you selected – both for existing events and any new event you create. \n \nNote: Custom Hours are available in Starter, Team, and Enterprise plans. Learn more about how Reclaim pricing works here. Deleting Custom Hours To delete Custom Hours, click the three dot menu to the right of the time policy and select ‘Delete’. \nBefore being able to delete, you will need to choose an alternative time policy or any events that were scheduling during these hours. \n \n \nCalendar to schedule Tasks on Under each of your Scheduling Hours, there is also a drop down for 'Calendar to schedule Tasks on'. This setting allows you to toggle which calendar you want to schedule Tasks when they use your Work, Personal, or additional Custom Hours. \nFor example, you might want to select your personal calendar to schedule Tasks on when they use your Personal Hours, or create Custom Hours for 'Side Gig' to schedule specific Tasks to a different calendar than your primary work calendar. \n \nYou can add additional calendars under Settings > Accounts in the app. Learn more in this article. \nHow to use Scheduling Hours Set which Hours you want Tasks, Habits, Smart Meetings, and Scheduling Link meetings to schedule by select from the 'Hours' dropdown in that event's details page. \n \nYou can pick your Working, Meeting, or Personal Hours, or choose from your available Custom Hours. Hover over the ⓘ of your selected Hours to view a preview of the time policy, or click the link below to navigate to the Hours page to make adjustments. \n \nReclaim will schedule that event at the best time on your calendar within your set time window for those hours. \nSet One-off hours for an Habit, Scheduling Link, or Smart Meetings If you want your Habit, Scheduling Link, or Smart Meeting to schedule in a separate time window from the Hours you have set up, you can also select ‘One-off hours’ from the dropdown in any Habit, Smart Meeting, or Scheduling Link to create a unique set of hours for that specific Habit, Smart Meeting, or Scheduling Link. \n \nNote: ‘One-off hours’ will apply only to the Reclaim item they are set on and will not be saved as an Hours option for other items in Reclaim. Additionally, you cannot set one-off Hours for Tasks. \nScheduling Hours timezone All your Hours are set in the timezone displayed on the page. Reclaim uses the timezone you have set in your Google Calendar settings. \n \nIf the displayed timezone is not correctly, reference this help doc to learn how to update your hours to the right timezone via Google Calendar settings.","heading":"","is_live":true,"id":157032,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3600766","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing, disabling, or removing Sync Policies","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3600826-managing-disabling-or-removing-sync-policies","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

During onboarding, Reclaim will prompt you to connect one source calendar and one destination calendar. However, if you have more calendars that you want to sync between one another, it's easy to add more Sync Policies (learn more about creating a sync policy in this doc).

What is a Sync Policy?

A Sync Policy is a set of rules you give Reclaim for syncing one calendar to another. Sync policies can only move in one direction (for example, from Calendar A → Calendar B) and involve one source calendar and one destination calendar.

View and manage your existing Sync Policies

To view your existing sync policies and customize them, navigate to the Calendar Sync page in Reclaim.

Click on any of the account tabs at the top of the list to filter the list to only sync policies involving calendars from that account, or select a policy from the 'All Syncs' tab.

Once you've found a sync policy you want to edit, click on it to see a full list of settings.

A Sync Policy has several configurable settings:

You can make changes to these after a sync policy has been created to update your preferences at any time.

Disabling Sync Policies

If you need to disable a sync policy, you can toggle the sync on or off using the toggle switch under 'Status':

Note: Toggling this too many times too quickly can get your account limited by Google due to the number of event changes, so updates and re-syncs may slow down and take additional time. Please give your syncs a few minutes between toggling them on and off.


Deleting Sync Policies

To delete a sync policy, navigate to the policy that you'd like to delete, and select the policy/edit the policy.

At the bottom of the edit screen will be an option to delete the sync completely. Note: deleting a sync policy cannot be reversed.
​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"During onboarding, Reclaim will prompt you to connect one source calendar and one destination calendar. However, if you have more calendars that you want to sync between one another, it's easy to add more Sync Policies (learn more about creating a sync policy in this doc). \nWhat is a Sync Policy? A Sync Policy is a set of rules you give Reclaim for syncing one calendar to another. Sync policies can only move in one direction (for example, from Calendar A → Calendar B) and involve one source calendar and one destination calendar. \nView and manage your existing Sync Policies To view your existing sync policies and customize them, navigate to the Calendar Sync page in Reclaim. \n \nClick on any of the account tabs at the top of the list to filter the list to only sync policies involving calendars from that account, or select a policy from the 'All Syncs' tab. \nOnce you've found a sync policy you want to edit, click on it to see a full list of settings. \nA Sync Policy has several configurable settings: The account and associated source calendar you want to sync events from. The account and associated destination calendar you want to sync events to. The calendar type for the source calendar. The color of synced events. The visibility options for synced events. Whether you want to sync all-day events. Whether or not you want to sync events outside of your working hours. You can make changes to these after a sync policy has been created to update your preferences at any time. \nDisabling Sync Policies If you need to disable a sync policy, you can toggle the sync on or off using the toggle switch under 'Status': \n \nNote: Toggling this too many times too quickly can get your account limited by Google due to the number of event changes, so updates and re-syncs may slow down and take additional time. Please give your syncs a few minutes between toggling them on and off. Deleting Sync Policies To delete a sync policy, navigate to the policy that you'd like to delete, and select the policy/edit the policy. \nAt the bottom of the edit screen will be an option to delete the sync completely. Note: deleting a sync policy cannot be reversed. ​","heading":"","is_live":true,"id":157030,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3600826","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to handle duplicate events from Calendar Sync","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3639940-how-to-handle-duplicate-events-from-calendar-sync","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Calendar Sync is a powerful capability that creates copies of events from a source calendar and syncs them to another calendar. Calendar Sync has to create copies by design, because without those copies, your colleagues viewing the destination calendar wouldn't see time from the source calendar as blocked. However, there are ways to work around it.

What \"duplicate events\" will look like

A very common example is when you've synced your personal calendar to your work calendar. The \"Primary calendar\" shown below is the work calendar in this example, and the \"Personal calendar\" is the personal calendar.

If you use Calendar Sync to push events from the Personal calendar to the Primary calendar, and have both selected in Google Calendar, this is what you'll see:

This ends up looking like a duplicate event, but in fact they are two separate events on two different calendars.

The original Doctor event is the one that is not visible to others, and the synced Personal Commitment copy is one that gets created in order to provide visibility and availability to others without sacrificing your privacy.

Avoid cluttering your calendar

To prevent seeing duplicate events, the simplest thing to do is to hide the source calendar from view by unchecking the colored box next to the calendar name.

But now I can't see the details!

By hiding the source, you may have hidden the details you care about, such as which personal commitment you have coming up.

We recommend installing Reclaim's Google Workspace Add-on. It brings much of the Reclaim capabilities right to your fingertips while in Google Calendar. It's useful for showing the title of the source event with a link to open up the event from the source calendar.

This is what it looks like when you click on a source event:

And this is what it looks like when you click on a target event:

If you don't want to install the add-on or want to be able to reduce duplicates on mobile, you can also:

Beware: syncing with full details, even when marked private, can still result in workplace administrators and superusers being able to see them. So if you choose this approach, be mindful if the event \"Job Interview\" lands on your personal calendar: it could be seen by IT or company leadership on your work calendar!

Other solutions

We are working with the creators of popular calendar apps to make it possible to not only have privacy-centric universal availability (courtesy of Reclaim Calendar Sync), but also not have to see any clutter or experience awkward workflows.

Today, the following apps support Reclaim Calendar Sync events:

Both of these apps have a feature that will blend related events together to appear as one. For example, this is what the previous example looks like in Fantastical and Vimcal, respectively:

In addition, Reclaim's own Planner UI uses a similar technique and presents opaque sync events back to you (and only you) with the original source details.

Which event do I make changes to?

You should always make changes to original source events, not the synced copies. Reclaim automatically manages the synced copy and keeps it up-to-date with any changes, so no need to adjust it.

You can think of the original event as the source of truth, and the synced copy as a reflection of the original event that's used to protect your availability from others.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Calendar Sync is a powerful capability that creates copies of events from a source calendar and syncs them to another calendar. Calendar Sync has to create copies by design, because without those copies, your colleagues viewing the destination calendar wouldn't see time from the source calendar as blocked. However, there are ways to work around it. \nWhat \"duplicate events\" will look like A very common example is when you've synced your personal calendar to your work calendar. The \"Primary calendar\" shown below is the work calendar in this example, and the \"Personal calendar\" is the personal calendar. \n \nIf you use Calendar Sync to push events from the Personal calendar to the Primary calendar, and have both selected in Google Calendar, this is what you'll see: \n On the right: You're seeing the original event—the source event that Reclaim synced to the target calendar. On the left: You're seeing the synced copy of the source event — the copy of the personal event that Reclaim created on the work calendar. This ends up looking like a duplicate event, but in fact they are two separate events on two different calendars. \nThe original Doctor event is the one that is not visible to others, and the synced Personal Commitment copy is one that gets created in order to provide visibility and availability to others without sacrificing your privacy. \nAvoid cluttering your calendar To prevent seeing duplicate events, the simplest thing to do is to hide the source calendar from view by unchecking the colored box next to the calendar name. \n \nBut now I can't see the details! By hiding the source, you may have hidden the details you care about, such as which personal commitment you have coming up. \nWe recommend installing Reclaim's Google Workspace Add-on. It brings much of the Reclaim capabilities right to your fingertips while in Google Calendar. It's useful for showing the title of the source event with a link to open up the event from the source calendar. \nThis is what it looks like when you click on a source event: \n \nAnd this is what it looks like when you click on a target event: \n \nIf you don't want to install the add-on or want to be able to reduce duplicates on mobile, you can also: Sacrifice a bit of privacy and sync all details to the target calendar, giving you the context. Toggle the source calendar on and off when you need to see the details or make changes to the source event. Beware: syncing with full details, even when marked private, can still result in workplace administrators and superusers being able to see them. So if you choose this approach, be mindful if the event \"Job Interview\" lands on your personal calendar: it could be seen by IT or company leadership on your work calendar! \nOther solutions We are working with the creators of popular calendar apps to make it possible to not only have privacy-centric universal availability (courtesy of Reclaim Calendar Sync), but also not have to see any clutter or experience awkward workflows. \nToday, the following apps support Reclaim Calendar Sync events: Fantastical, a paid app available on macOS, iOS, and iPadOS. Vimcal, a paid web-based calendar available on all platforms. Both of these apps have a feature that will blend related events together to appear as one. For example, this is what the previous example looks like in Fantastical and Vimcal, respectively: \n \n In addition, Reclaim's own Planner UI uses a similar technique and presents opaque sync events back to you (and only you) with the original source details. \nWhich event do I make changes to? You should always make changes to original source events, not the synced copies. Reclaim automatically manages the synced copy and keeps it up-to-date with any changes, so no need to adjust it. \nYou can think of the original event as the source of truth, and the synced copy as a reflection of the original event that's used to protect your availability from others.","heading":"","is_live":true,"id":157029,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3639940","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How RSVP affects Calendar Sync events, and how to manage it","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3639943-how-rsvp-affects-calendar-sync-events-and-how-to-manage-it","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim responds to different RSVP statuses on synced events from Calendar Sync to prevent your calendar from being filled up with events that you might not attend. This doc will cover how RSVP statuses work on synced events from Calendar Sync by default as well as to fine-tune your settings for them.

RSVP statuses and how they affect your availability

By default, Reclaim will set synced events to either free or busy based on your RSVP status. Here's a breakdown of the three different states.

No RSVP has been made

RSVP is \"Yes\" or \"Maybe\"

RSVP is \"No\"

Events that you organized, but aren't listed as an attendee

In rare cases (typically via using scheduling platforms like Calendly) it's possible to be the organizer of an event but still not be listed as an attendee.

In these cases, Reclaim will sync the source event but will assume that you are Busy instead of keeping the source event Free.

What if I want to change this?

We generally believe that Yes + Maybe tend to be enough of a signal to justify blocking the time off as busy, and that No is a pretty clear signal that the time shouldn't be blocked. But for some users, we recognize that No RSVP could go either way.

You can adjust your setting for synced events with no RSVP from your Settings, as shown below:

The default is the same as the behavior listed above – No RSVP will result in a synced event marked free. But you can override it to show No RSVP events as busy. This is especially helpful if you're using Calendar Sync for a lot of calendars and don't want to have to worry about RSVPing to events or are concerned about getting overbooked.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim responds to different RSVP statuses on synced events from Calendar Sync to prevent your calendar from being filled up with events that you might not attend. This doc will cover how RSVP statuses work on synced events from Calendar Sync by default as well as to fine-tune your settings for them. \nRSVP statuses and how they affect your availability By default, Reclaim will set synced events to either free or busy based on your RSVP status. Here's a breakdown of the three different states. \nNo RSVP has been made The event will be synced to the target calendar. The event is marked as Free 🆓 so others will see this time slot as available. Refer to Free and Busy time for more details. \n \nRSVP is \"Yes\" or \"Maybe\" The event will be synced to the target calendar. The event will be marked as Busy and will show as unavailable to others who want to book time with you. RSVP is \"No\" The synced copy will be removed from the target calendar. Events that you organized, but aren't listed as an attendee In rare cases (typically via using scheduling platforms like Calendly) it's possible to be the organizer of an event but still not be listed as an attendee. \nIn these cases, Reclaim will sync the source event but will assume that you are Busy instead of keeping the source event Free. \n \nWhat if I want to change this? We generally believe that Yes + Maybe tend to be enough of a signal to justify blocking the time off as busy, and that No is a pretty clear signal that the time shouldn't be blocked. But for some users, we recognize that No RSVP could go either way. \nYou can adjust your setting for synced events with no RSVP from your Settings, as shown below: \n \nThe default is the same as the behavior listed above – No RSVP will result in a synced event marked free. But you can override it to show No RSVP events as busy. This is especially helpful if you're using Calendar Sync for a lot of calendars and don't want to have to worry about RSVPing to events or are concerned about getting overbooked.","heading":"","is_live":true,"id":157028,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3639943","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using #nosync to prevent events from being synced","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3639946-using-nosync-to-prevent-events-from-being-synced","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you don't want a source event to be blocked on your destination calendar, simply add the #nosync hashtag to the Description field of the source event.

Here's an example of what that would looks like in practice:

Note: Others might be able to see the #nosync  in the Description field if they have access to viewing details about your source calendar.

Add #nosync tag to Out of Office event

If you use an \"out of office\" event in Google Calendar, there is no description field. In this case, add the #nosync hashtag on the title instead.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you don't want a source event to be blocked on your destination calendar, simply add the #nosync hashtag to the Description field of the source event. \nHere's an example of what that would looks like in practice: \n Note: Others might be able to see the #nosync  in the Description field if they have access to viewing details about your source calendar. \nAdd #nosync tag to Out of Office event If you use an \"out of office\" event in Google Calendar, there is no description field. In this case, add the #nosync hashtag on the title instead.","heading":"","is_live":true,"id":157027,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3639946","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Calendar Sync syncs different kinds of events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3639967-how-calendar-sync-syncs-different-kinds-of-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

All-day events

By default, Reclaim will not block time for all-day events from your source calendar. However, you can configure your sync policy to Sync all all-day events or to Sync only all-day events marked as busy.

Events marked as Free

If a source event is marked as Free, it will be synced to your destination calendar but marked as Free.


​However, if you use the \"Personal Commitment\" or \"Busy\" privacy level for synced events, events marked as free time will not be synced. They will only sync if you've used the \"full details\" options for sync privacy.

Events from email

Reclaim will automatically block time for source events created by Gmail or Outlook (e.g., reservations, appointments, etc.) and mark the time as Busy on your destination calendar. This will occur even if the Event is marked as free time.

Events that your target calendar is invited to

If your destination calendar's email is already invited to a source event, Reclaim will skip blocking it out to avoid duplication.

RSVPs

Refer to How RSVP affects synced events.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"All-day events By default, Reclaim will not block time for all-day events from your source calendar. However, you can configure your sync policy to Sync all all-day events or to Sync only all-day events marked as busy. \nEvents marked as Free If a source event is marked as Free, it will be synced to your destination calendar but marked as Free. ​However, if you use the \"Personal Commitment\" or \"Busy\" privacy level for synced events, events marked as free time will not be synced. They will only sync if you've used the \"full details\" options for sync privacy. \nEvents from email Reclaim will automatically block time for source events created by Gmail or Outlook (e.g., reservations, appointments, etc.) and mark the time as Busy on your destination calendar. This will occur even if the Event is marked as free time. \nEvents that your target calendar is invited to If your destination calendar's email is already invited to a source event, Reclaim will skip blocking it out to avoid duplication. \nRSVPs Refer to How RSVP affects synced events.","heading":"","is_live":true,"id":157026,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3639967","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Connect a shared calendar to Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3640324-connect-a-shared-calendar-to-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Currently Reclaim only has full support for Google Calendar and Outlook Calendar.


However, you can import Apple iCloud, and other external calendars into Google or Outlook and then use the Calendar Sync or Connected Calendar features ensure that Reclaim is aware of your events on those other calendars and schedules Habits, Tasks, and Smart Meetings around them.

🚨 Note: There are some known issues around significant delays between iCloud calendar and Google/Outlook Calendar. It can take hours or days in some cases for changes between Google/Outlook Calendar and iCloud calendars to fully synchronize. Reclaim unfortunately has no control over these issues. 🚨

To connect a shared calendar

Make sure the calendar you want to connect is shared with your Google or Outlook account that you are using to for Reclaim.

Here are resources to share common calendars with your Google Calendar:

And here is a guide on how to share an iCloud calendar with your Outlook account:

Once you've connected your shared calendar, you can make Reclaim aware of it in two different ways:

  1. You can have the source events copied to the primary calendar of your main account in Reclaim using Calendar Sync with your shared calendar.

  2. You can simply make Reclaim aware of this new imported calendar by identifying it as a Connected Calendar.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Currently Reclaim only has full support for Google Calendar and Outlook Calendar. However, you can import Apple iCloud, and other external calendars into Google or Outlook and then use the Calendar Sync or Connected Calendar features ensure that Reclaim is aware of your events on those other calendars and schedules Habits, Tasks, and Smart Meetings around them. 🚨 Note: There are some known issues around significant delays between iCloud calendar and Google/Outlook Calendar. It can take hours or days in some cases for changes between Google/Outlook Calendar and iCloud calendars to fully synchronize. Reclaim unfortunately has no control over these issues. 🚨 \nTo connect a shared calendar Make sure the calendar you want to connect is shared with your Google or Outlook account that you are using to for Reclaim. \nHere are resources to share common calendars with your Google Calendar: Linking your Apple/iCloud Calendar to Google Calendar Google: Share your calendar with someone And here is a guide on how to share an iCloud calendar with your Outlook account: Sync iCloud Calendars and Contacts to Outlook Once you've connected your shared calendar, you can make Reclaim aware of it in two different ways: You can have the source events copied to the primary calendar of your main account in Reclaim using Calendar Sync with your shared calendar. You can simply make Reclaim aware of this new imported calendar by identifying it as a Connected Calendar.","heading":"","is_live":true,"id":157025,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3640324","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration for Slack","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3643248-overview-reclaim-s-integration-for-slack","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's integration for Slack empowers you to keep your calendar in sync with your Slack status automatically using Slack Status Sync, share your availability with colleagues in Slack automatically via Scheduling Links, as well as manage your agenda and take action on calendar events.

This document will provide an overview of how to install Reclaim's integration for Slack, as well as what kinds of things you can do with it.

Install Reclaim's integration for Slack

To install Reclaim's integration for Slack in your workspace, you'll need to first add it as a Slack app. You can do this:

Regardless of which installation route you choose, you'll be prompted to add the Slack integration and provide permissions on your workspace, and then once the app in Slack is installed you'll be prompted to connect your Reclaim account within Slack.

Once you complete these steps, the integration will be linked with your Reclaim account and you can start using it.

If you would like to install our integration to multiple Slack workspaces, just search in the Slack Marketplace for the Reclaim app and add it directly from there. Once added, navigate to @Reclaim in the Slack workspace and you'll be prompted to connect it to your authenticated Reclaim account.

Key features of Reclaim's integration for Slack

Reclaim’s integration for Slack makes it easy to manage your schedule, tasks, and availability right inside Slack. You can review your agenda, get intelligent notifications and digests, and keep your status automatically in sync with your calendar — all without switching apps.

💡 Tip: Using both the Google Calendar and Reclaim Slack integrations can cause duplicate notifications. We recommend using Reclaim for Slack to keep things simple and avoid extra noise!

When you open Reclaim under the Apps section of your Slack workspace, you’ll see three main tabs:

Agenda (under 'Home' tab)

The Agenda (under your 'Home' tab) shows all of your events for the day across connected calendars. You can quickly see your schedule, take actions like joining meetings or opening them in your calendar, and identify any scheduling conflicts directly within Slack.

You can also pull up your agenda from anywhere in Slack using the /reclaim agenda command.

Tasks (under 'Home' tab)

Under the Tasks tab of the integration within the Home page, you can see and modify all the Tasks you've created within Reclaim, as well as create new tasks.

Every task here has actions you can take to start it sooner, reschedule it, mark it done, or edit its details (e.g., due date, priority, title, and so on) using the ... menu. To create a new task, click New Task:

💡 Tip: you can also create Reclaim tasks from anywhere in Slack using / commands. For example, to create a work task called \"Catch up on metrics\" with a Critical Priority in Up Next, with a duration of 30 minutes & due tomorrow you'd write reclaim work task Catch up on metrics (critical upnext duration:30 mins, due:tomorrow).

Create a Task from a Slack message

You can also create Tasks directly from Slack messages to schedule time for follow-ups. This is very similar to the workflow for creating Tasks from Gmail. To do this:

  1. Click on the three dots labeled More actions to the right of a Slack message.

  2. Select More message shortcuts at the bottom of the pop-up options.

  3. Search for and select \"Reclaim\" or \"Create a task\"

  4. This will bring up a window that converts a Slack message into a Reclaim task.

Scheduling Links (under 'Home' tab)

From the Scheduling Links tab under the Home page of the app, you can access all of your Reclaim Scheduling Links as well as create brand-new ones.

Click on the title of any Scheduling Link to open it up or copy it to paste into a Slack message.

You can share a Scheduling Link in any channel or message by using /scheduling-link. If you only have one scheduling link, it will share it automatically, and if you have multiple ones, you'll be prompted to select which one you want to share:

Settings (under 'Home' tab)

The Settings tab in the Reclaim Slack app lets you control how your calendar, status, and notifications work together.

From here, you can manage:

You can access these settings in Slack under Home → Settings, or by typing /reclaim settings from anywhere in Slack.

You can also manage your Slack notification settings in the Reclaim web app under Settings → Notifications.

Messages

The Messages tab is where Reclaim delivers all your notifications, including event updates, reminders, and daily and weekly digests. This is your central view for keeping up with schedule changes and insights — right inside Slack.

You’ll see messages here when:

Each message includes quick-action buttons so you can respond or make changes directly — for example, accepting or declining a meeting, opening it in your calendar, or resolving conflicts in Reclaim Planner.

Digests

Your Daily Digest summarizes your agenda for the day, highlights any overlapping events, and lists meetings waiting for your RSVP.

Your Weekly Digest appears at the end of your workweek (based on your set working hours) and provides a summary of how you spent your time that week across different events, as well as a preview of potential conflicts in the week ahead.

💡 Tip: You can adjust which types of messages you receive under Settings → Notifications, both from in Slack or in the Reclaim web app.

Conflicts

Conflicts are displayed when overlapping events occur across your connected calendars, helping you stay aware of double-bookings. You can resolve them right from Slack with a quick-link to open them in your calendar or in Reclaim Planner.

Note: Conflicts are not reported for events that Reclaim would automatically reschedule including Tasks, Habits, Focus Time, or Smart Meetings.
​
​You will receive notifications about conflicts on Travel Time buffers or smart events that have already locked on the calendar.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's integration for Slack empowers you to keep your calendar in sync with your Slack status automatically using Slack Status Sync, share your availability with colleagues in Slack automatically via Scheduling Links, as well as manage your agenda and take action on calendar events. \nThis document will provide an overview of how to install Reclaim's integration for Slack, as well as what kinds of things you can do with it. \nInstall Reclaim's integration for Slack To install Reclaim's integration for Slack in your workspace, you'll need to first add it as a Slack app. You can do this: Via the App Directory in Slack. Via the Reclaim app under Settings > Integrations. Regardless of which installation route you choose, you'll be prompted to add the Slack integration and provide permissions on your workspace, and then once the app in Slack is installed you'll be prompted to connect your Reclaim account within Slack. \nOnce you complete these steps, the integration will be linked with your Reclaim account and you can start using it. \nIf you would like to install our integration to multiple Slack workspaces, just search in the Slack Marketplace for the Reclaim app and add it directly from there. Once added, navigate to @Reclaim in the Slack workspace and you'll be prompted to connect it to your authenticated Reclaim account. \nKey features of Reclaim's integration for Slack Reclaim’s integration for Slack makes it easy to manage your schedule, tasks, and availability right inside Slack. You can review your agenda, get intelligent notifications and digests, and keep your status automatically in sync with your calendar — all without switching apps. 💡 Tip: Using both the Google Calendar and Reclaim Slack integrations can cause duplicate notifications. We recommend using Reclaim for Slack to keep things simple and avoid extra noise! When you open Reclaim under the Apps section of your Slack workspace, you’ll see three main tabs: Home: Access your agenda, tasks, scheduling links, and settings. Messages: View event notifications and digests. About: See more details about the app and workspace configuration. \n \n \nAgenda (under 'Home' tab) \nThe Agenda (under your 'Home' tab) shows all of your events for the day across connected calendars. You can quickly see your schedule, take actions like joining meetings or opening them in your calendar, and identify any scheduling conflicts directly within Slack. \nYou can also pull up your agenda from anywhere in Slack using the /reclaim agenda command. \nTasks (under 'Home' tab) Under the Tasks tab of the integration within the Home page, you can see and modify all the Tasks you've created within Reclaim, as well as create new tasks. \n \nEvery task here has actions you can take to start it sooner, reschedule it, mark it done, or edit its details (e.g., due date, priority, title, and so on) using the ... menu. To create a new task, click New Task: \n \n💡 Tip: you can also create Reclaim tasks from anywhere in Slack using / commands. For example, to create a work task called \"Catch up on metrics\" with a Critical Priority in Up Next, with a duration of 30 minutes & due tomorrow you'd write reclaim work task Catch up on metrics (critical upnext duration:30 mins, due:tomorrow) . \nCreate a Task from a Slack message You can also create Tasks directly from Slack messages to schedule time for follow-ups. This is very similar to the workflow for creating Tasks from Gmail. To do this: Click on the three dots labeled More actions to the right of a Slack message. Select More message shortcuts at the bottom of the pop-up options. Search for and select \"Reclaim\" or \"Create a task\" This will bring up a window that converts a Slack message into a Reclaim task. \nScheduling Links (under 'Home' tab) From the Scheduling Links tab under the Home page of the app, you can access all of your Reclaim Scheduling Links as well as create brand-new ones. \n \nClick on the title of any Scheduling Link to open it up or copy it to paste into a Slack message. \nYou can share a Scheduling Link in any channel or message by using /scheduling-link . If you only have one scheduling link, it will share it automatically, and if you have multiple ones, you'll be prompted to select which one you want to share: \n \n \nSettings (under 'Home' tab) The Settings tab in the Reclaim Slack app lets you control how your calendar, status, and notifications work together. From here, you can manage: Slack Status Sync: Automatically update your Slack status to reflect when you’re in meetings, focusing, or away. For a much deeper guide on how to use Slack Status Sync, check out this guide. Notifications: Choose which notifications you receive — including daily digests, weekly summaries, and event change alerts. Calendar Privacy Controls: Select which calendars are included in your Slack experience. This determines which events appear in your Slack status, notifications, and agenda. You can include your work calendars while keeping personal calendars private. You can access these settings in Slack under Home → Settings, or by typing /reclaim settings from anywhere in Slack. \n \nYou can also manage your Slack notification settings in the Reclaim web app under Settings → Notifications. \n \nMessages The Messages tab is where Reclaim delivers all your notifications, including event updates, reminders, and daily and weekly digests. This is your central view for keeping up with schedule changes and insights — right inside Slack. \nYou’ll see messages here when: You’re invited to a new meeting An existing meeting is updated or canceled An event is about to begin There are conflicting events on your calendar You receive your daily or weekly summary digest Each message includes quick-action buttons so you can respond or make changes directly — for example, accepting or declining a meeting, opening it in your calendar, or resolving conflicts in Reclaim Planner. \n \nDigests Your Daily Digest summarizes your agenda for the day, highlights any overlapping events, and lists meetings waiting for your RSVP. \nYour Weekly Digest appears at the end of your workweek (based on your set working hours) and provides a summary of how you spent your time that week across different events, as well as a preview of potential conflicts in the week ahead. \n 💡 Tip: You can adjust which types of messages you receive under Settings → Notifications, both from in Slack or in the Reclaim web app. \nConflicts Conflicts are displayed when overlapping events occur across your connected calendars, helping you stay aware of double-bookings. You can resolve them right from Slack with a quick-link to open them in your calendar or in Reclaim Planner. Note: Conflicts are not reported for events that Reclaim would automatically reschedule including Tasks, Habits, Focus Time, or Smart Meetings. ​​You will receive notifications about conflicts on Travel Time buffers or smart events that have already locked on the calendar.","heading":"","is_live":true,"id":157024,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3643248","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using Calendar Sync to sync calendars in multiple directions","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3654852-using-calendar-sync-to-sync-calendars-in-multiple-directions","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Sometimes you may want events to be blocked out in both directions. For example, you may want to block events from your work calendar on your personal calendar as well as block events from your personal calendar on your work calendar. For the purposes of this document, we'll call them \"Calendar A\" and \"Calendar B\"

Setting this up in Reclaim is super easy. All you need to do is set up two sync policies: one that syncs Calendar A to Calendar B, and the other that syncs Calendar B to Calendar A.

Set up a sync in both directions for two calendars

Sync Policy #1: Calendar A → Calendar B

  1. First, navigate to the Calendar Sync page in the app and click the + New Sync button to create a sync policy.

  2. Select Calendar A as the calendar that you want to sync from, and then select Calendar B as the calendar you want to sync to.

  3. Click Next: Preferences and pick your settings for the synced calendar like the color, visibility settings, and how you want to sync all-day events.

    Note: These settings can be completely different from the second sync policy that you'll create next. For example - if Calendar A is a personal calendar and Calendar B is a work calendar - you might want to set a Personal Calendar Type for Calendar A, or adjust the visibility settings for events.

  4. Hit Start Syncing to complete the set up for Calendar A → Calendar B.

Sync Policy #2: Calendar B → Calendar A

  1. Now, go back to your Calendar Sync page and click the + New Sync button again.

  2. This time, pick Calendar B as the calendar you want to sync from, and pick Calendar A as the calendar you want to sync to (note that in the screenshot, the calendar selections are reversed).

  3. Click Next: Preferences and pick your settings for the synced calendar like the color, visibility settings, and how you want to sync all-day events.

  4. Hit Start Syncing to complete the set up for Calendar B → Calendar A.

🎉 And that's it! You now have your two calendars syncing in both directions.

Caveats to note when syncing multiple calendars

Related articles

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Sometimes you may want events to be blocked out in both directions. For example, you may want to block events from your work calendar on your personal calendar as well as block events from your personal calendar on your work calendar. For the purposes of this document, we'll call them \"Calendar A\" and \"Calendar B\" \nSetting this up in Reclaim is super easy. All you need to do is set up two sync policies: one that syncs Calendar A to Calendar B, and the other that syncs Calendar B to Calendar A. \n \nSet up a sync in both directions for two calendars Sync Policy #1: Calendar A → Calendar B First, navigate to the Calendar Sync page in the app and click the + New Sync button to create a sync policy. \n \n Select Calendar A as the calendar that you want to sync from, and then select Calendar B as the calendar you want to sync to. Click Next: Preferences and pick your settings for the synced calendar like the color, visibility settings, and how you want to sync all-day events. \nNote: These settings can be completely different from the second sync policy that you'll create next. For example - if Calendar A is a personal calendar and Calendar B is a work calendar - you might want to set a Personal Calendar Type for Calendar A, or adjust the visibility settings for events. Hit Start Syncing to complete the set up for Calendar A → Calendar B. \n Sync Policy #2: Calendar B → Calendar A Now, go back to your Calendar Sync page and click the + New Sync button again. This time, pick Calendar B as the calendar you want to sync from, and pick Calendar A as the calendar you want to sync to (note that in the screenshot, the calendar selections are reversed). \n \n Click Next: Preferences and pick your settings for the synced calendar like the color, visibility settings, and how you want to sync all-day events. Hit Start Syncing to complete the set up for Calendar B → Calendar A. 🎉 And that's it! You now have your two calendars syncing in both directions. \nCaveats to note when syncing multiple calendars Reclaim doesn't support 'daisy-chaining' calendars. For example, if you sync Calendar A → Calendar B and then sync Calendar B → Calendar C, Reclaim won't sync the already-synced events from Calendar B. This avoids scheduling issues. Reclaim will give you an error if you try to sync events to a calendar that is already listed as a primary calendar in another Reclaim account. For example, if you are trying to sync Calendar A → Calendar B, and Calendar B is already associated as a primary calendar for a different Reclaim account, Reclaim won't let you create the sync policy. Again, this is to protect your calendars. \n Related articles Difference between Calendar Sync and sharing your calendar How Calendar Sync syncs different kinds of events Create a Sync Policy","heading":"","is_live":true,"id":157018,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3654852","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why am I not seeing synced event details?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3713160-why-am-i-not-seeing-synced-event-details","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Most Reclaim users keep their synced calendars under a @gmail.com  domain. However, there are some people who purchase GSuite and use a custom domain for their synced calendars (e.g., a personal calendar).

As noted in this article, Reclaim can automatically share a synced calendar with your primary calendar so that you can manage them and view the full details of source events directly from your primary calendar. 

In some cases, if you use GSuite for your synced calendar, you'll need to make changes to your sharing permissions in order to see source events show up on your work calendar. If you're seeing events that look like this:
​


Then it's quite possible that you need to make some changes. 

How to fix it

To fix this issue, follow these steps:

  1. Go to admin.google.com  while authenticated with your synced calendar's email.

  2. Click Apps.

  3. Click GSuite.

  4. Click Calendar.

  5. Click External sharing options for primary calendars.

  6. Select \"Share all information, and outsiders can change calendars\".

  7. Click Save.

Now, when you refresh your work calendar, you should see personal events and their full details from your personal calendar.

Events from Gmail

Another issue that might be preventing your source event details from showing up on your primary calendar is Events From Gmail permissions.

In order to see Events From Gmail (events that are automatically created from Gmail for things like flights, reservations, and so on) you have to modify your permissions on your source calendar.

  1. Go to your source calendar's Google Calendar UI

  2. Click on Settings

  3. Click on Events From Gmail

  4. Under \"Visibility of Gmail events\", select Private

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Most Reclaim users keep their synced calendars under a @gmail.com  domain. However, there are some people who purchase GSuite and use a custom domain for their synced calendars (e.g., a personal calendar). \nAs noted in this article, Reclaim can automatically share a synced calendar with your primary calendar so that you can manage them and view the full details of source events directly from your primary calendar.  \nIn some cases, if you use GSuite for your synced calendar, you'll need to make changes to your sharing permissions in order to see source events show up on your work calendar. If you're seeing events that look like this:​ \n Then it's quite possible that you need to make some changes.  \nHow to fix it To fix this issue, follow these steps: Go to admin.google.com  while authenticated with your synced calendar's email. Click Apps. Click GSuite. Click Calendar. Click External sharing options for primary calendars. Select \"Share all information, and outsiders can change calendars\". Click Save. Now, when you refresh your work calendar, you should see personal events and their full details from your personal calendar. \nEvents from Gmail Another issue that might be preventing your source event details from showing up on your primary calendar is Events From Gmail permissions.In order to see Events From Gmail (events that are automatically created from Gmail for things like flights, reservations, and so on) you have to modify your permissions on your source calendar. Go to your source calendar's Google Calendar UI Click on Settings Click on Events From Gmail Under \"Visibility of Gmail events\", select Private","heading":"","is_live":true,"id":157017,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3713160","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How is Calendar Sync different from sharing my calendar with someone?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3713192-how-is-calendar-sync-different-from-sharing-my-calendar-with-someone","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

When you share your calendar to a different account, it only shows up for you, not others who view your calendar, unless you explicitly share that calendar with those colleagues.

Instead, Reclaim's Calendar Sync creates synced copies of events from other calendars and adds them to your primary calendar (or any other calendar you choose), making them visible to others and ensuring that you are managing your calendar according to your true availability.

Reclaim keeps those synced events up to date when things change on the source calendar, which means you never have to worry about updating events manually.

Sensitive titles and descriptions are stripped away from these blocks to preserve your privacy. Additionally, you can set custom colors for different calendars, adjust visibility settings, and set sync preferences for each sync policy between any of your calendars.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"When you share your calendar to a different account, it only shows up for you, not others who view your calendar, unless you explicitly share that calendar with those colleagues. \nInstead, Reclaim's Calendar Sync creates synced copies of events from other calendars and adds them to your primary calendar (or any other calendar you choose), making them visible to others and ensuring that you are managing your calendar according to your true availability. \nReclaim keeps those synced events up to date when things change on the source calendar, which means you never have to worry about updating events manually. \nSensitive titles and descriptions are stripped away from these blocks to preserve your privacy. Additionally, you can set custom colors for different calendars, adjust visibility settings, and set sync preferences for each sync policy between any of your calendars.","heading":"","is_live":true,"id":157016,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3713192","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to delete your Reclaim account","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/3764803-how-to-delete-your-reclaim-account","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

As part of our commitment to user privacy, and as part of our belief that good software should always put you in control, we're proud to offer a self-service delete capability that will automatically clean up your calendar as well as permanently delete all of your data from our systems. This document will show you how to delete your account in Reclaim.

Account deletion is permanent and cannot be undone.

If you haven't completed onboarding, and would like to delete your account, you can do so by selecting the profile icon in the top right, then selecting \"delete account\":
​

Otherwise, if you have already completed onboarding and have an existing account, continue with the following steps.

Prepare to delete your account

Before deleting your account, you might consider reading this guide and disabling a number of features in Reclaim.

We recommend doing this first, because the cleanup job that Reclaim has to do on your calendar can sometimes result in Google Calendar \"rate limiting\" -- or slowing down -- the cleanup process. By disabling your Habits, Sync Policies, and other Reclaim events, you lessen the likelihood of this happening to you. Once you disable stuff, wait a few minutes for things to settle down before proceeding to delete your account.

Do not delete your account by revoking access directly through your Google Security settings. This will cause your account to be stranded, and we won't be able to clean up the calendar without you signing up again.

How to delete your Reclaim account

First, go to your profile and click Manage my account.

In the modal that appears, select the Delete your account option and then click Delete account.

Once you've confirmed your deletion request, Reclaim will begin deleting the events its created on your calendar as well as wiping your data from our databases.

⚠️ Please wait up to an hour from deleting your account for Reclaim to finish cleaning up your calendar before contacting support or signing up for Reclaim again.

After deleting your account

What happens with my data?

Reclaim will clear all Reclaim-created events — including any synced copies of events from Calendar Sync — as well as delete all your user and account data from our systems. This process can take up to an hour to complete fully.

For users on a team

If you have a paid seat as part of a Reclaim team, your seat will become available for your administrator to assign to someone else. If you are the sole user and have a paid plan, your subscription will automatically be set to not renew at the next billing cycle.

Unsubscribe from our emails

Please note that deletion does not automatically unsubscribe you from our emails and weekly reports. To unsubscribe, simply click the \"unsubscribe\" email at the bottom of any Reclaim email and set your email preferences there.

My calendar still has events after deleting. Help!

As mentioned above, sometimes Reclaim will fail to fully clean up the calendar due to rate limiting from Google's APIs. If you are finding after waiting an hour that Reclaim still hasn't cleaned up your calendar, try running the process again by performing the following steps:

  1. Sign back up for Reclaim using the original email you used for your deleted account

  2. Say \"No\" to all the steps in onboarding

  3. Repeat the deletion steps

  4. Wait a few minutes for the process to complete

If you are still seeing events on your calendar after having performed these steps, contact support for more assistance.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"As part of our commitment to user privacy, and as part of our belief that good software should always put you in control, we're proud to offer a self-service delete capability that will automatically clean up your calendar as well as permanently delete all of your data from our systems. This document will show you how to delete your account in Reclaim. \nAccount deletion is permanent and cannot be undone. \nIf you haven't completed onboarding, and would like to delete your account, you can do so by selecting the profile icon in the top right, then selecting \"delete account\":​ \nOtherwise, if you have already completed onboarding and have an existing account, continue with the following steps. \nPrepare to delete your account Before deleting your account, you might consider reading this guide and disabling a number of features in Reclaim. \nWe recommend doing this first, because the cleanup job that Reclaim has to do on your calendar can sometimes result in Google Calendar \"rate limiting\" -- or slowing down -- the cleanup process. By disabling your Habits, Sync Policies, and other Reclaim events, you lessen the likelihood of this happening to you. Once you disable stuff, wait a few minutes for things to settle down before proceeding to delete your account. \nDo not delete your account by revoking access directly through your Google Security settings. This will cause your account to be stranded, and we won't be able to clean up the calendar without you signing up again. \nHow to delete your Reclaim account First, go to your profile and click Manage my account. \n \nIn the modal that appears, select the Delete your account option and then click Delete account. \n \nOnce you've confirmed your deletion request, Reclaim will begin deleting the events its created on your calendar as well as wiping your data from our databases. ⚠️ Please wait up to an hour from deleting your account for Reclaim to finish cleaning up your calendar before contacting support or signing up for Reclaim again. After deleting your account \nWhat happens with my data? Reclaim will clear all Reclaim-created events — including any synced copies of events from Calendar Sync — as well as delete all your user and account data from our systems. This process can take up to an hour to complete fully. \nFor users on a team If you have a paid seat as part of a Reclaim team, your seat will become available for your administrator to assign to someone else. If you are the sole user and have a paid plan, your subscription will automatically be set to not renew at the next billing cycle. \nUnsubscribe from our emails Please note that deletion does not automatically unsubscribe you from our emails and weekly reports. To unsubscribe, simply click the \"unsubscribe\" email at the bottom of any Reclaim email and set your email preferences there. \nMy calendar still has events after deleting. Help! As mentioned above, sometimes Reclaim will fail to fully clean up the calendar due to rate limiting from Google's APIs. If you are finding after waiting an hour that Reclaim still hasn't cleaned up your calendar, try running the process again by performing the following steps: Sign back up for Reclaim using the original email you used for your deleted account Say \"No\" to all the steps in onboarding Repeat the deletion steps Wait a few minutes for the process to complete If you are still seeing events on your calendar after having performed these steps, contact support for more assistance.","heading":"","is_live":true,"id":157015,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"3764803","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to manage Reclaim events directly on the calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4129040-how-to-manage-reclaim-events-directly-on-the-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim helps you manage you calendar, but strives to never get in your way. In that spirit, Reclaim will respect any changes you make to events that it creates, even if you make them directly in Google Calendar or your Outlook Calendar.

That means that you can edit titles, colors, time, duration, add or remove attendees, and so forth directly in your calendar, and Reclaim will allow those changes.

When you make changes to events created by Reclaim in Google Calendar or in Outlook Calendar, the event will automatically lock to prevent Reclaim from overwriting your edits.

If you want to bring the power of Reclaim closer to Google Calendar, we highly recommend installing our Google Calendar Add-On, which gives you even more controls for rescheduling, skipping, and editing Reclaim-managed events.

What happens if I delete or decline a Reclaim event?

If you delete a Reclaim-managed event, it will be treated as either a reschedule or skip. For Task events, delete means \"I want to reschedule this Task event to another time on my calendar.\" For Habits, Smart Meetings, and Focus Time, delete means \"I want to skip this for the day or time period.\"

Declines are treated similarly: on Smart Meetings, for example, declining an event will be treated as a reschedule and Reclaim will find the next best time for you and your attendee.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim helps you manage you calendar, but strives to never get in your way. In that spirit, Reclaim will respect any changes you make to events that it creates, even if you make them directly in Google Calendar or your Outlook Calendar. \nThat means that you can edit titles, colors, time, duration, add or remove attendees, and so forth directly in your calendar, and Reclaim will allow those changes. When you make changes to events created by Reclaim in Google Calendar or in Outlook Calendar, the event will automatically lock to prevent Reclaim from overwriting your edits. If you want to bring the power of Reclaim closer to Google Calendar, we highly recommend installing our Google Calendar Add-On, which gives you even more controls for rescheduling, skipping, and editing Reclaim-managed events. \n \nWhat happens if I delete or decline a Reclaim event? If you delete a Reclaim-managed event, it will be treated as either a reschedule or skip. For Task events, delete means \"I want to reschedule this Task event to another time on my calendar.\" For Habits, Smart Meetings, and Focus Time, delete means \"I want to skip this for the day or time period.\" \nDeclines are treated similarly: on Smart Meetings, for example, declining an event will be treated as a reschedule and Reclaim will find the next best time for you and your attendee.","heading":"","is_live":true,"id":157006,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4129040","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: How to use Reclaim Habits to get time for your routines","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4129152-overview-how-to-use-reclaim-habits-to-get-time-for-your-routines","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

In this doc, we'll cover a few big topics around Habits:

What are Reclaim Habits, and how are they different?

Habits are the foundation of any healthy workweek. If you're a busy person trying to stay organized, you probably already use recurring routines on your calendar to make sure you get time for doing important work and life stuff regularly. But if you've tried blocking time for recurring routines, you know there are a few big challenges with them:

  1. They're not flexible: most of our routines are things we can do in a given timeframe for different lengths of time. But our calendars don't know how to give us that flexibility, because they don't know what our preferences and rules are.

  2. They're not adaptive: with our calendars changing all the time, our routines need to be able to adapt to those changes. Standard calendars don't have that kind of intelligence and end up jamming up your workweek with static events.

  3. They can make scheduling harder: if you fill up your calendar entirely with routines, it's very likely you're going to make it hard for others to meet with you. It may even invite more chaos on your schedule.

Habits solve all three of these problems by giving you a better way to make time for your routines – more flexible, more automated, and more adaptive.

A common example: Lunch

Perhaps the most universal routine that people put on their calendar is a lunch break. In traditional calendar systems, you can say something like:
​
​I want to eat lunch Monday - Friday between 12p and 1p for 1 hour.

But if 12pm gets booked, suddenly we have to worry about moving that break around, and before you know it, your lunch is gone. With Reclaim, you can offer a much more flexible set of rules, and say something like:
​
​I want to eat lunch Monday - Friday, anytime between 11:30am and 2pm, for no less than 30m and no more than 1h, and ideally I'd like to do it at 12pm.

In addition to providing these kinds of rules, Reclaim will automatically reschedule your Habit events as stuff comes up and dynamically flex your availability to keep you agile for meetings – so you get the time you need, but in a much more intelligent and adaptive way.

How do Habits get scheduled on my calendar?

Habits schedule events on your calendar just like any other recurring event, but use your preferences, rules and priorities to determine how and when they should be scheduled. If they get overbooked by another event, they'll automatically reschedule and adjust to make room and ensure you still get time for the routine.

Additionally, Habits automatically toggle between Free and Busy events to keep your schedule flexible. For example, if you have lots of time in your window to eat lunch, Reclaim may put the event down initially as free - meaning it will show as available time to others who want to book time with you - but then flip it to busy as your schedule fills up, or as time draws nearer to the event's start time.

This \"free\" / \"busy\" behavior is a core concept in Reclaim, and you can learn more about it here.

Creating a new Habit

You can create a Habit from the Habits page by clicking the + New Habit button, or by selecting one of the 100+ customizable templates under the templates tab. This will open a form with the scheduling settings Reclaim will use to start automatically scheduling your routine on the calendar.

Customizing your Habit

Reclaim just needs a few rules to start blocking flexible time for your routines. When you create a new Habit, you can set your scheduling preferences:

Title

The title of the Habit event that will display on your calendar.

Priority

Set the priority level for how you want your Habit to schedule around other events from Critical-Low priority. Higher-priority Habits will schedule sooner than lower-priority ones.

Learn more about prioritizing your Habits in this doc.

Color & category

Set what color to categorize the event as, and what kind of event the Habit is (Work or Personal) which informs your calendar analytics.

Hours

Your preferred days and hours that you want to complete your Habit. Select from use your Working, Meeting, or Personal hours (learn more about setting your scheduling hours here), or create custom 'One-off hours' for how you want this specific Habit to schedule.

For example, you may want a Lunch Habit to only happen between 11:30am and 2pm Mon-Fri.

Duration

The minimum and maximum amount of time you want to spend on the Habit at a time, to keep the event flexible depending on the availability in your calendar.

This is the equivalent of saying \"I need no less than x time and no more than y time per day\".

Frequency

What cadence you want the Habit to schedule on:

Custom in particular allows you to set up really complex frequencies, such as scheduling a Habit on the 2nd Friday of each month, or the 15th of every month:

Ideal time

The ideal time you would like to schedule the Habit. Note that your ideal time must overlap with the scheduling hours you have selected. Reclaim will try to schedule the Habit as close to this time as possible, and pick the next closest time if not.

Starting

How soon you want the first instance of the Habit to be scheduled. By default, Habits begin scheduling as soon as possible, or you can select a date at which Reclaim should start scheduling time for the routine.

Scheduling alternatives

If your Habit cannot be scheduled - say, because your calendar is too busy with higher-priority events - how do you want Reclaim to handle the event:

Habit notes

Optionally add a description to your Habits for quick access to links or notes you might need for that routine. This description will be added to each scheduled event for that Habit on your calendar.

You can use markdown to further customize your Habit description (learn more on markdown formatting here).

Visibility

Opt to hide details of your Habit from others viewing your calendar so the event just appears as \"Busy\" on your calendar, or include the title and description for more context for your team. Reclaim will pre-populate a default description, or you can add your own.

Time Defense

Time Defense settings control how aggressively Reclaim will defend a Habit on your calendar by marking it as either free or busy depending on your availability, preferences, and priorities. To learn more about Time Defense for Habits, check out this doc.

Target calendar

Select the calendar you want to schedule your Habits to. This can be any writeable Connected Calendar. This is great for scheduling personal Habits on a calendar that doesn't block up work availability, for example.

Note: The target calendar can only be changed upon creation of a new Habit or Smart Meetings series.

CC others

You can invite other people to your Habit as additional attendees on events

Note: Reclaim will not check availability for other invitees, and also will not send them any notifications about the Habit event.

Avoid duplicate events

Add words or phrases Reclaim should check for on your calendar, so you don't schedule time for a Habit if you're already getting time for that routine.

For example, if you have a Habit for Lunch, you might add keywords like lunch or restaurant, so that Reclaim doesn't book the Habit when you have other 'lunch' events scheduled on that day.

Note: Reclaim will only check for words during the time range in which the Habit is meant to occur. This feature will also not consider Reclaim-scheduled events.

Auto-decline interruptions

Just like an Out-of-Office event, you can opt to decline invites automatically if they interrupt your Habit. You can set the default message to send to others when an interruption is declined, or customize a message.

Note: this feature is sharp-edged – it will automatically send a decline to anyone who books over your Habit event when it's marked busy. Use wisely!

Dependencies

You can fine-tune how Habits schedule relative to each other with dependencies.

For example, you could have a \"prep for weekly team meeting\" Habit always come before the weekly Smart Meeting. Or, you could make sure your exercise Habit never comes after your Lunch Habit, or that you never do two specific Habits on the same day.

Start auto-scheduling your Habit

Hit 'Save' at the bottom of the page and Reclaim will start automatically scheduling your Habit around the preferences you set.

You will be navigated to a Details page for your Habit with the details and an overview of upcoming days/times when the Habit is scheduled on your calendar.

Managing Habits

You can manage all your Habits from the Habits page in the app.

Search your Habits

Use the search bar on the Habits page to find a specific Habit from your list.

Edit Habit settings

Update settings for existing Habits at any time by clicking the pencil icon on a Habit event from anywhere in the Reclaim app (including the Habits page, Planner, Priorities page, or even right in Google Calendar from the free Reclaim add-on sidebar).

Disable, snooze, or delete Habits

You can enable/disable Habits to pause scheduling them in your calendar, snooze Habits to resume at a later date, or permanently delete Habits you no longer want to make time for. Learn more in this help doc.

Log work on Habits

If you spent time on a Habit that wasn't scheduled, you can log that work in the past:

  1. Click into any day/time in the past.

  2. Select which Habit or Task you worked on.

  3. Hit 'Log work' to track the time.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"In this doc, we'll cover a few big topics around Habits: What are Habits, and how are they different from normal recurring events? How do Habits get scheduled on my calendar? How do I create and customize Habits? \n What are Reclaim Habits, and how are they different? Habits are the foundation of any healthy workweek. If you're a busy person trying to stay organized, you probably already use recurring routines on your calendar to make sure you get time for doing important work and life stuff regularly. But if you've tried blocking time for recurring routines, you know there are a few big challenges with them: They're not flexible: most of our routines are things we can do in a given timeframe for different lengths of time. But our calendars don't know how to give us that flexibility, because they don't know what our preferences and rules are. They're not adaptive: with our calendars changing all the time, our routines need to be able to adapt to those changes. Standard calendars don't have that kind of intelligence and end up jamming up your workweek with static events. They can make scheduling harder: if you fill up your calendar entirely with routines, it's very likely you're going to make it hard for others to meet with you. It may even invite more chaos on your schedule. Habits solve all three of these problems by giving you a better way to make time for your routines – more flexible, more automated, and more adaptive. \n \nA common example: Lunch Perhaps the most universal routine that people put on their calendar is a lunch break. In traditional calendar systems, you can say something like:​​I want to eat lunch Monday - Friday between 12p and 1p for 1 hour. \nBut if 12pm gets booked, suddenly we have to worry about moving that break around, and before you know it, your lunch is gone. With Reclaim, you can offer a much more flexible set of rules, and say something like:​​I want to eat lunch Monday - Friday, anytime between 11:30am and 2pm, for no less than 30m and no more than 1h, and ideally I'd like to do it at 12pm. \nIn addition to providing these kinds of rules, Reclaim will automatically reschedule your Habit events as stuff comes up and dynamically flex your availability to keep you agile for meetings – so you get the time you need, but in a much more intelligent and adaptive way. \n \n \nHow do Habits get scheduled on my calendar? Habits schedule events on your calendar just like any other recurring event, but use your preferences, rules and priorities to determine how and when they should be scheduled. If they get overbooked by another event, they'll automatically reschedule and adjust to make room and ensure you still get time for the routine. \nAdditionally, Habits automatically toggle between Free and Busy events to keep your schedule flexible. For example, if you have lots of time in your window to eat lunch, Reclaim may put the event down initially as free - meaning it will show as available time to others who want to book time with you - but then flip it to busy as your schedule fills up, or as time draws nearer to the event's start time. \nThis \"free\" / \"busy\" behavior is a core concept in Reclaim, and you can learn more about it here. \n \nCreating a new Habit You can create a Habit from the Habits page by clicking the + New Habit button, or by selecting one of the 100+ customizable templates under the templates tab. This will open a form with the scheduling settings Reclaim will use to start automatically scheduling your routine on the calendar. \n \nCustomizing your Habit Reclaim just needs a few rules to start blocking flexible time for your routines. When you create a new Habit, you can set your scheduling preferences: \nTitle The title of the Habit event that will display on your calendar. \n \nPriority Set the priority level for how you want your Habit to schedule around other events from Critical-Low priority. Higher-priority Habits will schedule sooner than lower-priority ones. \n \nLearn more about prioritizing your Habits in this doc. \nColor & category Set what color to categorize the event as, and what kind of event the Habit is (Work or Personal) which informs your calendar analytics. \n \nHours Your preferred days and hours that you want to complete your Habit. Select from use your Working, Meeting, or Personal hours (learn more about setting your scheduling hours here), or create custom 'One-off hours' for how you want this specific Habit to schedule. \nFor example, you may want a Lunch Habit to only happen between 11:30am and 2pm Mon-Fri. \n \nDuration The minimum and maximum amount of time you want to spend on the Habit at a time, to keep the event flexible depending on the availability in your calendar. \nThis is the equivalent of saying \"I need no less than x time and no more than y time per day\". \n \nFrequency What cadence you want the Habit to schedule on: Every day: Schedule on all days of the week Weekly: Scheduled on any days of the week Monthly: Schedule any date or weekday of the month Custom: Schedule any number of days, weeks, or months \n \nCustom in particular allows you to set up really complex frequencies, such as scheduling a Habit on the 2nd Friday of each month, or the 15th of every month: \n \nIdeal time The ideal time you would like to schedule the Habit. Note that your ideal time must overlap with the scheduling hours you have selected. Reclaim will try to schedule the Habit as close to this time as possible, and pick the next closest time if not. \n \nStarting How soon you want the first instance of the Habit to be scheduled. By default, Habits begin scheduling as soon as possible, or you can select a date at which Reclaim should start scheduling time for the routine. \n \nScheduling alternatives If your Habit cannot be scheduled - say, because your calendar is too busy with higher-priority events - how do you want Reclaim to handle the event: Leave it on the calendar so you can reschedule or cancel it yourself. Remove it from the calendar automatically. \n \nHabit notes Optionally add a description to your Habits for quick access to links or notes you might need for that routine. This description will be added to each scheduled event for that Habit on your calendar. \nYou can use markdown to further customize your Habit description (learn more on markdown formatting here). \n \nVisibility Opt to hide details of your Habit from others viewing your calendar so the event just appears as \"Busy\" on your calendar, or include the title and description for more context for your team. Reclaim will pre-populate a default description, or you can add your own. \n \nTime Defense Time Defense settings control how aggressively Reclaim will defend a Habit on your calendar by marking it as either free or busy depending on your availability, preferences, and priorities. To learn more about Time Defense for Habits, check out this doc. \n \nTarget calendar Select the calendar you want to schedule your Habits to. This can be any writeable Connected Calendar. This is great for scheduling personal Habits on a calendar that doesn't block up work availability, for example. Note: The target calendar can only be changed upon creation of a new Habit or Smart Meetings series. \n \nCC others You can invite other people to your Habit as additional attendees on events Note: Reclaim will not check availability for other invitees, and also will not send them any notifications about the Habit event. Avoid duplicate events Add words or phrases Reclaim should check for on your calendar, so you don't schedule time for a Habit if you're already getting time for that routine. \nFor example, if you have a Habit for Lunch, you might add keywords like lunch or restaurant , so that Reclaim doesn't book the Habit when you have other 'lunch' events scheduled on that day. Note: Reclaim will only check for words during the time range in which the Habit is meant to occur. This feature will also not consider Reclaim-scheduled events. Auto-decline interruptions Just like an Out-of-Office event, you can opt to decline invites automatically if they interrupt your Habit. You can set the default message to send to others when an interruption is declined, or customize a message. \n \nNote: this feature is sharp-edged – it will automatically send a decline to anyone who books over your Habit event when it's marked busy. Use wisely! \nDependencies You can fine-tune how Habits schedule relative to each other with dependencies. \nFor example, you could have a \"prep for weekly team meeting\" Habit always come before the weekly Smart Meeting. Or, you could make sure your exercise Habit never comes after your Lunch Habit, or that you never do two specific Habits on the same day. \n \n \nStart auto-scheduling your Habit Hit 'Save' at the bottom of the page and Reclaim will start automatically scheduling your Habit around the preferences you set. \nYou will be navigated to a Details page for your Habit with the details and an overview of upcoming days/times when the Habit is scheduled on your calendar. \n \n \n \nManaging Habits You can manage all your Habits from the Habits page in the app. \nSearch your Habits Use the search bar on the Habits page to find a specific Habit from your list. \n \nEdit Habit settings Update settings for existing Habits at any time by clicking the pencil icon on a Habit event from anywhere in the Reclaim app (including the Habits page, Planner, Priorities page, or even right in Google Calendar from the free Reclaim add-on sidebar). \n \nDisable, snooze, or delete Habits You can enable/disable Habits to pause scheduling them in your calendar, snooze Habits to resume at a later date, or permanently delete Habits you no longer want to make time for. Learn more in this help doc. \n \nLog work on Habits If you spent time on a Habit that wasn't scheduled, you can log that work in the past: Click into any day/time in the past. Select which Habit or Task you worked on. Hit 'Log work' to track the time.","heading":"","is_live":true,"id":157005,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4129152","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Prioritizing your Habits","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4129286-prioritizing-your-habits","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim schedules your Habits at the best time in your calendar according to how you prioritize them. As your calendar books up, this helps Reclaim make sure that you have time defended for your most important Habits first, and make tradeoffs around lower-priority items if needed.

There's a few ways you can tell Reclaim which Habits are most important to you and which you can be more flexible with using Priorities.

Priorities for Habits

Set the priority level for each of your Habits from Critical (P1) to Low priority (P4) to drive smarter, more flexible scheduling for your recurring routines.

Reclaim will schedule your Habits according to the priority level you set, around other events on the calendar including other Habits, Tasks, Smart Meetings, and Scheduling Link meetings.

Priority levels for Habits:

How Reclaim prioritizes Habits

Habits will schedule before lower-priority Habits, Tasks, and Smart Meetings. For example, critical Habits will schedule before high priority, medium priority, and low priority Habits, as well as lower-priority Tasks and Smart Meetings.

If your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability.

Note: Habits will never overbook Scheduling Link meetings or non-Reclaim created event – even if that Habit is a higher priority level. Learn more about how Reclaim's prioritization system works in the Priorities overview doc.

How to prioritize your Habits

You can set the priority level for your Habits in a few different ways:

Time Defense settings for Habits

Reclaim uses smart 'Free'/'Busy' controls to keep your schedule flexible until your calendar starts to book up or as an event draws near.

You can tell Reclaim how aggressively you want to defend your Habit events by marking them as Busy🛡️ sooner via the individual edit pages under Time defense. Learn more about Time defense settings here.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim schedules your Habits at the best time in your calendar according to how you prioritize them. As your calendar books up, this helps Reclaim make sure that you have time defended for your most important Habits first, and make tradeoffs around lower-priority items if needed. \nThere's a few ways you can tell Reclaim which Habits are most important to you and which you can be more flexible with using Priorities. \nPriorities for Habits Set the priority level for each of your Habits from Critical (P1) to Low priority (P4) to drive smarter, more flexible scheduling for your recurring routines. \nReclaim will schedule your Habits according to the priority level you set, around other events on the calendar including other Habits, Tasks, Smart Meetings, and Scheduling Link meetings. \nPriority levels for Habits: Critical (P1): Reclaim will schedule Critical Habits before all other Habits. These can overbook lower-priority Habits, Tasks, and Smart Meetings as your calendar books up. High priority (P2): High priority Habits will be prioritized before Medium and Low priority events, and can be overbooked by Critical events. Medium priority (P3): Medium priority Habits will be prioritized before Low priority events, and can be overbooked by Medium - Critical priority events. Low priority (P4): Low priority Habits will be prioritized last, around your availability, and can be overbooked by your higher-priority items. \n How Reclaim prioritizes Habits Habits will schedule before lower-priority Habits, Tasks, and Smart Meetings. For example, critical Habits will schedule before high priority, medium priority, and low priority Habits, as well as lower-priority Tasks and Smart Meetings. \nIf your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability. Note: Habits will never overbook Scheduling Link meetings or non-Reclaim created event – even if that Habit is a higher priority level. Learn more about how Reclaim's prioritization system works in the Priorities overview doc. How to prioritize your Habits \nYou can set the priority level for your Habits in a few different ways: Creating new Habit: Set the priority when creating a new Habit under the 'Priority' setting on the create form. Habits page: Click the 'bar' icon 📶 on your existing Habit events from the Habits page in Reclaim to edit the priority level. Planner: Click the 'bar' icon 📶 on a Habit from the right-hand sidebar of the Planner to edit the priority level or drag-and-drop your Habits to a new priority category in the sidebar. Priorities page: Click the 'bar' icon 📶 on a Habit to update the priority, or drag-and-drop your Habits to a new priority level from the Priorities page. \nTime Defense settings for Habits Reclaim uses smart 'Free'/'Busy' controls to keep your schedule flexible until your calendar starts to book up or as an event draws near. \nYou can tell Reclaim how aggressively you want to defend your Habit events by marking them as Busy🛡️ sooner via the individual edit pages under Time defense. Learn more about Time defense settings here.","heading":"","is_live":true,"id":157004,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4129286","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Time Defense settings for Habits","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4129290-time-defense-settings-for-habits","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Time Defense for Habits controls how aggressively Reclaim will flip your Habits from free to busy based on your availability, preferences, and priorities.

Time Defense for Habits

Habits are initially added as 'Free' 🆓 to your schedule to keep your calendar flexible. As time comes closer to the Habit's start time, or as your day starts to fill up, Reclaim will mark the event as 'Busy' 🛡️ so it gets defended from being overbooked by other events.

Each Habit has its own Time Defense setting so you can customize exactly when you want a Habit to switch from Free to Busy.

Reclaim considers two variables when it comes to Time Defense:

  1. The amount of time left for the Habit in the Habit's time window

  2. The amount of time left before the Habit is scheduled to begin

Each of Reclaim's Time Defense options adjust to these variables differently:

Most flexible

Always free 🆓 and prefer ideal time over max duration.

Let Reclaim decide (default)

Let Reclaim intelligently choose Free 🆓 or Busy🛡️, duration, and time based on Habit's priority and your overall calendar availability.

Most defensive

Always busy 🛡️ and prefer the max duration over the ideal time.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Time Defense for Habits controls how aggressively Reclaim will flip your Habits from free to busy based on your availability, preferences, and priorities. \nTime Defense for Habits Habits are initially added as 'Free' 🆓 to your schedule to keep your calendar flexible. As time comes closer to the Habit's start time, or as your day starts to fill up, Reclaim will mark the event as 'Busy' 🛡️ so it gets defended from being overbooked by other events. \nEach Habit has its own Time Defense setting so you can customize exactly when you want a Habit to switch from Free to Busy. \n \nReclaim considers two variables when it comes to Time Defense: The amount of time left for the Habit in the Habit's time window The amount of time left before the Habit is scheduled to begin Each of Reclaim's Time Defense options adjust to these variables differently: \nMost flexible Always free 🆓 and prefer ideal time over max duration. \nLet Reclaim decide (default) Let Reclaim intelligently choose Free 🆓 or Busy🛡️, duration, and time based on Habit's priority and your overall calendar availability. \nMost defensive Always busy 🛡️ and prefer the max duration over the ideal time.","heading":"","is_live":true,"id":157003,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4129290","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Reclaim uses free and busy time to keep your schedule flexible","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4129406-how-reclaim-uses-free-and-busy-time-to-keep-your-schedule-flexible","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

While time blocking is a really useful way to make sure you actually get the important stuff done, it can also be tricky if you're the kind of person who has a lot of inbound meetings. If your calendar is too full and unavailable, you might find yourself spending a lot of time negotiating with your colleagues for available times.

Reclaim helps you to balance this out by leveraging a concept that most people don't use in their Google or Outlook calendars: free and busy events. Here's a short guide that walks you through what free and busy events are in the calendaring world, as well as how Reclaim uses them.

Understanding free and busy events

In Google Calendar and Outlook, events can be designated as either free or busy. By default, the vast majority of events you create (with the exception of all-day events) are created as busy by default.

When creating an event in Google Calendar or Outlook Calendar you can see (and set) whether an event is free or busy:

How does Reclaim use free and busy events?

Reclaim uses free and busy events on the calendar in order to give you the power of time blocking while still keeping your schedule flexible and available for meetings. Every day, millions of simulations are run against your calendar to determine how much \"wiggle room\" Reclaim has to block time for your Habits, Tasks, and Smart Meetings.

If Reclaim sees that your schedule has some flexibility and room to get something done, it will put the time on the calendar but mark it as free time. You can clearly see which events are marked as free time from the 🆓 emoji that is added in front of the title. This is an indicator that the event is visible to you, but shown as available to others.

As Reclaim starts to detect that you're running out of time to get your time blocks done, it will flip the events to busy automatically and add a 🛡️ emoji in front of the title. This indicates that the time is now shown as unavailable to others.

The purpose of this feature is to give you the best of both worlds: you get to focus on the stuff that matters without losing control over your availability.

Examples of how Reclaim uses free and busy events

Free and busy events are a concept that threads across many different features in Reclaim. Here are some examples of where and how it is used.

Locked events always show as busy

Reclaim can automatically \"lock\" events to prevent them from moving automatically. This is helpful if you want to make your schedule more predictable, especially as the time horizon grows nearer on the calendar. You can learn more about locking here.

Locked events, in addition to no longer moving automatically, are always marked as busy time.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"While time blocking is a really useful way to make sure you actually get the important stuff done, it can also be tricky if you're the kind of person who has a lot of inbound meetings. If your calendar is too full and unavailable, you might find yourself spending a lot of time negotiating with your colleagues for available times. \nReclaim helps you to balance this out by leveraging a concept that most people don't use in their Google or Outlook calendars: free and busy events. Here's a short guide that walks you through what free and busy events are in the calendaring world, as well as how Reclaim uses them. \n \nUnderstanding free and busy events In Google Calendar and Outlook, events can be designated as either free or busy. By default, the vast majority of events you create (with the exception of all-day events) are created as busy by default. Free events are shown as available times to others when they book time with you. They are visible to you when viewing your calendar, but not to others. Busy events are shown as unavailable times to others when they book time with you. They are visible to you and to others as blocked. When creating an event in Google Calendar or Outlook Calendar you can see (and set) whether an event is free or busy: \n \n \nHow does Reclaim use free and busy events? Reclaim uses free and busy events on the calendar in order to give you the power of time blocking while still keeping your schedule flexible and available for meetings. Every day, millions of simulations are run against your calendar to determine how much \"wiggle room\" Reclaim has to block time for your Habits, Tasks, and Smart Meetings. \n If Reclaim sees that your schedule has some flexibility and room to get something done, it will put the time on the calendar but mark it as free time. You can clearly see which events are marked as free time from the 🆓 emoji that is added in front of the title. This is an indicator that the event is visible to you, but shown as available to others. \nAs Reclaim starts to detect that you're running out of time to get your time blocks done, it will flip the events to busy automatically and add a 🛡️ emoji in front of the title. This indicates that the time is now shown as unavailable to others. \nThe purpose of this feature is to give you the best of both worlds: you get to focus on the stuff that matters without losing control over your availability. \n \nExamples of how Reclaim uses free and busy events Free and busy events are a concept that threads across many different features in Reclaim. Here are some examples of where and how it is used. Habits: Reclaim will look at the time window for the Habit and try to determine how many opportunities you have to reschedule it for that day before you run out of time. As you start to run out of flexibility, Reclaim will flip the event from free to busy time. Tasks: Reclaim will look ahead to the due date for the Task and determine how many possibilities exist for scheduling the Task before its due date. If it starts to see that you're running up against the due date, it will flip the events for that Task from free to busy time. Smart Meetings: In similar form to Habits, Reclaim will look at the time range for the Smart Meeting and try to determine how many opportunities it has for rescheduling that day. As you and your attendees run out of flexibility, Reclaim will flip the event from free to busy. Calendar Sync: If you're invited to events that are synced via Calendar Sync, Reclaim will show as free time if you haven't RSVP'd to them yet. Once you RSVP \"Yes\" or \"Maybe\" to those events, they will be marked as busy. \nLocked events always show as busy Reclaim can automatically \"lock\" events to prevent them from moving automatically. This is helpful if you want to make your schedule more predictable, especially as the time horizon grows nearer on the calendar. You can learn more about locking here. \nLocked events, in addition to no longer moving automatically, are always marked as busy time.","heading":"","is_live":true,"id":157002,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4129406","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Viewing and interpreting your Stats","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4133660-viewing-and-interpreting-your-stats","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Stats overview

Your Stats provide an overview of where your time is being spent across Habits, Tasks, Meetings, breaks, and more – allowing you to analyze productivity and work-life balance to plan better workweeks.

Reclaim offers two stats pages to give you better insight into:

To view you and your team's productivity metrics, navigate to > Stats from the left nav menu in Reclaim.

Viewing your Stats

Here's how to pull up data for a select timeframe and customize how your stats are displayed:

Select Stats you want to see

Toggle between 'My stats' and 'Team Stats' from the header tabs to display metrics from your own calendar, or data averaged across your entire team.

Select data grouping preferences

Set report time range

Display up to 12 weeks of historical data by selecting your time range you want to report on in the drop down.

You can manually select a custom time range, or quick-select the last 2 weeks, 4 weeks, or 12 weeks.

Interpreting your Stats

Whether you're analyzing your personal stats to get aligned on your own priorities, or want to help the whole team maximize their productivity every week – the data in Stats empower you to drive smarter scheduling.

Here's how you can use data from Reclaim Stats to audit productivity and work-life balance, with prompts that allow you to optimize your schedule:

Time breakdown

Analyze time spent on different events averaged (per day or week) for the time period.

Time breakdown key metrics:

⭐ Tip: You can also analyze where you/your team's time is currently allocated in the coming weeks to identify whether there's a high volume of meetings that may impact the ability to hit team goals, whether the team has protected enough time for productive deep work, and if there's a lot of upcoming vacation that may affect the timeline of your projects. Simply set the report time range for future dates to make informed planning decisions.

Time breakdown trend

Trend overview of time spent across events, by day or week. Hover over bars to see detailed average hourly breakdown of stats.
​

Time breakdown trend key metrics:

Work Habits & Tasks

Work Habits and Tasks are the productive solo work sessions you/your team spend time on. Depending on roles, you may spend more time on regular recurring activities (Habits) or one-off projects (Tasks). The most important thing to analyze here is whether you/your team are averaging enough time for productive work collectively across Tasks and Habits every week to ensure no one's overrun by meetings.

Work Habits & Tasks key metrics:

Focus Time

Focus time spent on deep work (solo work sessions over 2h) and shallow work (solo work sessions under 2h). This data gives an overview of how much time you and your team are defending for independent work on tasks and projects.

Focus Time key metrics:

⭐ Tip: Consider implementing a No-Meeting Day on the most productive day of the week to build on that momentum and further prevent meetings from interrupting their work.

Work-life balance

Analyze risk for burnout or turnover based on you and your team's work-life balance metrics averages.

Work-life balance key metrics:

⭐ Tip: Find the average amount of vacation time an employee should spend per week through this simple formula: Average weeks of vacation per year / 52 weeks (Example: 4 weeks of vacation per year / 52 weeks = .77 hours of vacation for an average week)

Time in meetings (Team stats)

Analyze the volume of meetings (by day or week) broken down by the percentage of your team members over time. For example, 100% of employees spend \"0 or more hours\" in meetings, but maybe only 50% of your team spends \"15 or more hours\" in meetings every week.

Time in meetings key metrics:

You met with (My stats)

See an overview of who you've met with in the selected time range, and how much time you spent in meetings with them.

⭐ Tip: Consider setting up Smart 1:1s with direct reports/manager/others so you can automatically schedule a recurring meeting time across both busy calendars. That way you can minimize overbooking that prevents you from collaborating with the people you actually need to connect with.

Meeting breakdown

Analyze the average amount of time spent in team meetings vs. external meetings vs. one-on-one meetings.

Meeting breakdown key metrics:

⭐ Tip: Determine your heaviest meeting day, and look at your calendars to see if there are any meetings that may be unnecessary for all attendees, or the team overall. Can any of them be replaced by asynchronous status updates?

Highlight stats

Hours reclaimed for Focus Time

Analyze how many hours Reclaim has helped your team recover on average per day or week for each team member to focus on productive work.

Is this number the amount of time you want your team to dedicate to getting stuff done, or do you need to defend more time on the calendar for each team member?

⭐ Tip: Consider adding your to-dos as Tasks in Reclaim to automatically block off time in the calendar for independent work, so you don't get overbooked with meetings that prevent you from getting stuff done before deadlines.

Meetings scheduled with Scheduling Links

Discover how many new meetings you/your team are able to book on average per day or week using Reclaim's smart Scheduling Links to see if you're meeting your goal of converting opportunities to grow your business.

⭐ Tip: Too many Scheduling Link meetings filling up your calendar? You can set a maximum number of meetings that can be booked per day/week for each of your links in the edits page. Learn more about Scheduling Link settings in this doc.

Hours of breaks between meetings

See how many hours of breaks your team is taking on average per day or week to ensure they have time to reset between meetings and work sessions to improve their productivity and reduce their risk of burnout. You can adjust your breaks in Reclaim under Settings > Buffer time & breaks.

Hours of travel time blocked

Analyze how much time Reclaim is able to defend for travel time across your team to ensure their schedule accurately reflects their availability, and they have time to get to and from their meetings and events.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Stats overview Your Stats provide an overview of where your time is being spent across Habits, Tasks, Meetings, breaks, and more – allowing you to analyze productivity and work-life balance to plan better workweeks. \nReclaim offers two stats pages to give you better insight into: My stats: Your personal productivity and work-life balance metrics. Team stats: Productivity and work-life balance stats, averaged across your entire team. Learn more about Team stats in this doc. To view you and your team's productivity metrics, navigate to > Stats from the left nav menu in Reclaim. \n \nViewing your Stats Here's how to pull up data for a select timeframe and customize how your stats are displayed: \nSelect Stats you want to see Toggle between 'My stats' and 'Team Stats' from the header tabs to display metrics from your own calendar, or data averaged across your entire team. \nSelect data grouping preferences Auto-group: Automatically adjusts grouping to best display stats based on set time range. Group by day: Display stats by day in selected time range. Group by week: Display stats by work week in selected time range. \nSet report time range Display up to 12 weeks of historical data by selecting your time range you want to report on in the drop down. \nYou can manually select a custom time range, or quick-select the last 2 weeks, 4 weeks, or 12 weeks. \n \nInterpreting your Stats Whether you're analyzing your personal stats to get aligned on your own priorities, or want to help the whole team maximize their productivity every week – the data in Stats empower you to drive smarter scheduling. \nHere's how you can use data from Reclaim Stats to audit productivity and work-life balance, with prompts that allow you to optimize your schedule: \nTime breakdown Analyze time spent on different events averaged (per day or week) for the time period. \n \nTime breakdown key metrics: Team meetings: Are you/your team spending too much in team meetings compared to time for focus time to get work done? Can any of them be replaced by asynchronous status updates? External meetings: Are you/your team spending enough, or too much, time in external meetings? Depending on your team, this may reflect positively (high volume of sales calls, or an increase in candidates for recruitment), or negatively (if you're spending too much time managing contractors, or dealing with a higher than average support tickets around a product issue). One-on-one meetings: Are you/your team keeping up with their one-on-one meetings, or are you finding that the team isn't averaging enough face time with managers due to lack of availability on the calendar? Travel: Are you/the average team member spending too much time traveling every week? Identify time lost due to travel early to implement positive workforce changes, such as remote work or hybrid work policies and virtual meetings so the team doesn't lose a significant amount of their workweek traveling. Breaks: Are you/your team taking enough wellness breaks during the day to reset and refresh their productivity? Consider your teams average break time against their time in meetings and on productive solo work, are they stuck in back-to-back meetings all day or able to stretch their legs between long working sessions? Vacation: Are you/your team taking enough time off on average, or is your team at risk of burnout due to lack of personal time? Deep work: Deep work sessions over 2 hours are ideal for challenging projects — are you/your team getting enough uninterrupted time every day or week to enter a productive flow state to produce their best work? Shallow work: Shallow work sessions under 2 hours are ideal for quick low-level tasks that don't require deep thinking — are you/your team spending too much time on shallow work, preventing them from making good progress on their challenging tasks? ⭐ Tip: You can also analyze where you/your team's time is currently allocated in the coming weeks to identify whether there's a high volume of meetings that may impact the ability to hit team goals, whether the team has protected enough time for productive deep work, and if there's a lot of upcoming vacation that may affect the timeline of your projects. Simply set the report time range for future dates to make informed planning decisions. Time breakdown trend Trend overview of time spent across events, by day or week. Hover over bars to see detailed average hourly breakdown of stats.​ \nTime breakdown trend key metrics: Team meetings: Are you/your team consistently spending the same amount of time in team meetings every day or week? Would it be productive to change some team meetings to bi-weekly to free up team members for more productive work, or is there a weekday when everyone averages low time in team meetings that could be repurposed for a No-Meeting Day? External meetings: Are you/your team average a high volume of external meetings every day or week? What would the most effective approach to external meetings be for your team — maybe sales teams need to be open to external meetings every day, but engineering teams would be better off limiting external vendor meetings to certain days of the week to increase Focus Time on the calendar. One-on-one meetings: Do you see a consistent trend in one-on-one meetings across your team every week, or does your average drop significantly on weeks with high volumes of team meetings, external meetings, or solo work? Ensure that your team is getting the support they need to be successful in their roles with consistent meetings with managers. Travel: Are you/your team consistently spending a lot of time traveling week to week? Are there certain obligations that require them to travel that could be handled virtually, or are they expending too much time every day traveling to and from the office that's increasing the potential for burnout and turnover across your team? Breaks: Are you/your team consistently taking enough wellness breaks every day, or only on days with a high volume of meetings? Encourage employees to take breaks to improve their job satisfaction and productivity, after both breaks and long work sessions. Vacation: Are you/your team averaging a high or low volume of vacation time (in consideration with your company policy), and is it consistently spread out week-to-week? While vacation is naturally higher near holidays, encourage your team to submit vacation requests with as much notice as possible so you can more accurately plan capacity for future projects. Deep work: Are you/your team defending enough time for deep work sessions lasting 2 hours or more every day, or are their certain days of the week that prevent them from long productive work sessions due to a high volume or meetings or shallow work sessions? Analyze trends week-to-week to ensure employees are able to dedicate the amount of time they need for productive work so they don't burn out, or fall behind on their projects due to lack of time to get their work done. Shallow work: Are you/your team spending too much time on shallow work that takes less than 2 hours every day? Encourage your team to increase the duration of their work Tasks and Habits so they can work interrupted for longer periods of time without having the abandon their productive flow state for meetings, and can get more done every week. \n \nWork Habits & Tasks Work Habits and Tasks are the productive solo work sessions you/your team spend time on. Depending on roles, you may spend more time on regular recurring activities (Habits) or one-off projects (Tasks). The most important thing to analyze here is whether you/your team are averaging enough time for productive work collectively across Tasks and Habits every week to ensure no one's overrun by meetings. \n \nWork Habits & Tasks key metrics: Are you/team members consistently getting enough time for Habit and Task work every day, and every week? How many hours on average do you want for yourself/team members to spend on heads down work every week? How close is your team average to your goal? How does your past team performance compare with their future performance? Are Habit and Task work sessions getting kicked off due to unexpected meetings? What factors are contributing to your weeks that average a low amount of Habit and Task work sessions? Are you/your team members defending Habit and Task work sessions at a high enough priority? Are you/all of your team members defending time for productive work on the calendar to ensure they have uninterrupted Focus Time every day or week? \n Focus Time Focus time spent on deep work (solo work sessions over 2h) and shallow work (solo work sessions under 2h). This data gives an overview of how much time you and your team are defending for independent work on tasks and projects. \n \nFocus Time key metrics: Determine which days of the week are most productive based on how much time you/the average team member is able to spend on solo work. Determine which days of the week are least productive by the lowest amount of Focus Time for that day, and consider shifting more meetings to those days to free up other workdays for more productive work. Analyze how much of your/your team's Focus Time on average is spent across deep work sessions over 2 hours vs. shallow work sessions under 2 hours to see if employees are able to defend enough time to make progress on their most challenging work items. ⭐ Tip: Consider implementing a No-Meeting Day on the most productive day of the week to build on that momentum and further prevent meetings from interrupting their work. Work-life balance Analyze risk for burnout or turnover based on you and your team's work-life balance metrics averages. \n \nWork-life balance key metrics: Analyze whether you're able to spend enough time on personal Habits, and identify when work may be impeding on personal time and energy. Are you/your team at risk of burnout due to forced overtime from meetings being scheduled outside of their working hours or ? Are you/your team averaging enough vacation time in consideration with your company policy? ⭐ Tip: Find the average amount of vacation time an employee should spend per week through this simple formula: Average weeks of vacation per year / 52 weeks (Example: 4 weeks of vacation per year / 52 weeks = .77 hours of vacation for an average week) Time in meetings (Team stats) Analyze the volume of meetings (by day or week) broken down by the percentage of your team members over time. For example, 100% of employees spend \"0 or more hours\" in meetings, but maybe only 50% of your team spends \"15 or more hours\" in meetings every week. \n \nTime in meetings key metrics: Determine which weeks or days have the highest volume of meetings. Determine the percentage of team members who have to attend a high volume of meetings. Consider the average amount of time you'd like each team member to spend in meetings every day or week, is your team averaging more time than your goal? Are there certain days or weeks where a higher volume of employees are spending a higher volume of time in meetings? Does the percentage breakdown of amount of time in meetings accurately reflect the percentage of team members who are expected to spend more time in meetings? For example, executives, managers, sales team, support team, etc.) You met with (My stats) See an overview of who you've met with in the selected time range, and how much time you spent in meetings with them. Who are you spending the most time with in meetings? Is that face time bringing value/helping you accomplish your priorities? If not, maybe some of those meetings can be replaced with asynchronous status updates to clear up more time for focused work. Are there people you would get value from meeting more regularly? Why haven't you been able to connect with them more consistently? ⭐ Tip: Consider setting up Smart 1:1s with direct reports/manager/others so you can automatically schedule a recurring meeting time across both busy calendars. That way you can minimize overbooking that prevents you from collaborating with the people you actually need to connect with. Meeting breakdown Analyze the average amount of time spent in team meetings vs. external meetings vs. one-on-one meetings. \n \nMeeting breakdown key metrics: What is the ideal breakdown of time spent across meeting types for you/your team? If team meetings are your biggest bubble, consider lowering the frequency of these meetings and converting some of them to status updates to recover the time cost lost to unnecessary meetings that can be managed asynchronously. Are you/your team averaging enough time in one-on-one meetings every week? The average direct report team member should be able to connect at least once a week with their manager to get support so they can be successful in their role, though managers are responsible for handling more one-on-one meetings so your average is likely higher from them. Are you booking enough external meetings for your team type? For example, if you're managing a sales team, are you seeing a high volume of external meetings on average for team members? Identify the lightest meeting day across your team, and consider implementing a No-Meeting Day to give team members one day a week to solely focus on productive work. ⭐ Tip: Determine your heaviest meeting day, and look at your calendars to see if there are any meetings that may be unnecessary for all attendees, or the team overall. Can any of them be replaced by asynchronous status updates? Highlight stats \nHours reclaimed for Focus Time Analyze how many hours Reclaim has helped your team recover on average per day or week for each team member to focus on productive work. \nIs this number the amount of time you want your team to dedicate to getting stuff done, or do you need to defend more time on the calendar for each team member? ⭐ Tip: Consider adding your to-dos as Tasks in Reclaim to automatically block off time in the calendar for independent work, so you don't get overbooked with meetings that prevent you from getting stuff done before deadlines. \nMeetings scheduled with Scheduling Links Discover how many new meetings you/your team are able to book on average per day or week using Reclaim's smart Scheduling Links to see if you're meeting your goal of converting opportunities to grow your business. ⭐ Tip: Too many Scheduling Link meetings filling up your calendar? You can set a maximum number of meetings that can be booked per day/week for each of your links in the edits page. Learn more about Scheduling Link settings in this doc. \nHours of breaks between meetings See how many hours of breaks your team is taking on average per day or week to ensure they have time to reset between meetings and work sessions to improve their productivity and reduce their risk of burnout. You can adjust your breaks in Reclaim under Settings > Buffer time & breaks. \nHours of travel time blocked Analyze how much time Reclaim is able to defend for travel time across your team to ensure their schedule accurately reflects their availability, and they have time to get to and from their meetings and events.","heading":"","is_live":true,"id":156996,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4133660","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Disabling, snoozing or deleting Habits from Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4196133-disabling-snoozing-or-deleting-habits-from-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

By default, new Habits are enabled and begin scheduling around your preferences upon creation.

You can enable/disable Habits to pause scheduling them in your calendar, snooze Habits to resume at a later date, or permanently delete Habits you no longer want to make time for.

Enable and disable a Habit from the Habits page

  1. Navigate to your Habits page in Reclaim

  2. Find the Habit you want to disable.

  3. Click on the three-dot menu icon on the right side of the Habit.

  4. Select Disable.

  5. To re-enable the Habit, simply click on the three-dot menu icon again and select Enable.
    ​

Note: Once disabled or snoozed, Reclaim will automatically remove all future instances associated with that Habit from your calendar. This will not remove events from the past.

Snoozing a Habit

  1. Navigate to the Habits page in Reclaim.

  2. Find the Habit you want to snooze.

  3. Click on the three-dot menu icon on the right side of the Habit.

  4. Select Edit.

  5. Under 'Starting', set the date you want your Habit to resume scheduling.

Deleting a Habit

⚠️ Note: There is no way to recover a Habit once it's been deleted.

To delete a Habit permanently:

  1. Navigate to the Habits page in Reclaim

  2. Find the Habit you want to delete.

  3. Click on the three-dot menu icon on the right side of the Habit.

  4. Select Delete.

  5. At the bottom of the Edit page, click Delete Habit.

  6. Click Yes, delete to permanently delete the Habit.

Once deleted, Reclaim will automatically remove all future instances associated with that Habit from your calendar. Deleting a Habit will not remove events from the past.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"By default, new Habits are enabled and begin scheduling around your preferences upon creation. \nYou can enable/disable Habits to pause scheduling them in your calendar, snooze Habits to resume at a later date, or permanently delete Habits you no longer want to make time for. \nEnable and disable a Habit from the Habits page Navigate to your Habits page in Reclaim Find the Habit you want to disable. Click on the three-dot menu icon on the right side of the Habit. Select Disable. To re-enable the Habit, simply click on the three-dot menu icon again and select Enable.​ \nNote: Once disabled or snoozed, Reclaim will automatically remove all future instances associated with that Habit from your calendar. This will not remove events from the past. \nSnoozing a Habit Navigate to the Habits page in Reclaim. Find the Habit you want to snooze. Click on the three-dot menu icon on the right side of the Habit. Select Edit. Under 'Starting', set the date you want your Habit to resume scheduling. \nDeleting a Habit ⚠️ Note: There is no way to recover a Habit once it's been deleted. To delete a Habit permanently: Navigate to the Habits page in Reclaim Find the Habit you want to delete. Click on the three-dot menu icon on the right side of the Habit. Select Delete. At the bottom of the Edit page, click Delete Habit. Click Yes, delete to permanently delete the Habit. \n \nOnce deleted, Reclaim will automatically remove all future instances associated with that Habit from your calendar. Deleting a Habit will not remove events from the past.","heading":"","is_live":true,"id":156995,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4196133","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Travel Time, Decompression Time, and Tasks + Habit Breaks","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4281992-travel-time-decompression-time-and-tasks-habit-breaks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim can automatically add smart buffers between events to ensure you have time to travel, take a break, or chunk up your Task and Habit events. There are three different kinds of buffers in Reclaim:

Below, we'll cover the three different kinds of buffers in Reclaim:
​

Task & Habit breaks

Reclaim can add free space between your Tasks and Habits to prevent them from being scheduled back-to-back and break up your focused work.

How to set up Task and Habit breaks

  1. Navigate to Settings > Buffers.

  2. Scroll to Buffer time & breaks section.

  3. Under Tasks & Habit breaks, click the drop-down menu.

  4. Select the break duration of your choice.

Travel Time

Reclaim can automatically add travel time before and after events on your main account's primary calendar (including synced events added through Reclaim's Calendar Sync feature) so you have time to go from place to place.

Travel time will automatically stay in sync with changes to events. For example, if an event is rescheduled, the travel time blocks will move with it. If you change the time duration of travel time blocks, we will preserve that change and not attempt to override it.

How to enable Travel Time

  1. Navigate to Settings > Buffers

  2. Under Buffer time and breaks, click the toggle button next to Add travel time before and after events.

  3. Add a default duration for your Travel Time that will be added before and after events with a location.

Travel Time tips

Travel Time for flights

Reclaim will automatically detect events that are flights on your calendar and schedule 2h before the flight and 1h after to give you additional time for navigating airport security and travel.

Note: If Reclaim doesn't automatically identify a flight on your calendar, you can manually override the event category from the Planner to 'Flight'.

Who can see Travel Time on my calendar?

Travel Time is scheduled for an event on your main calendar will be as public, meaning others will be able to see your Travel Time as a \"travel\" event.

Travel Time scheduled for an event on a synced calendar will follow the visibility setting of your Sync Policy. Learn more here.

Decompression Time

Reclaim can automatically add smart, adaptive time blocks after your meetings to give you a chance to take a breather, catch up on notes, or prep for your next call.

How to enable Decompression Time

  1. Navigate to Settings > Buffers.

  2. Scroll down to Buffer times & breaks section.

  3. Click the toggle next to Add decompression time after meetings to turn on Decompression Time.

  4. Additional settings will expand below that allow you to:

    1. Modify the default duration for Decompression Time

    2. Apply Decompression Time to all meetings, or just videoconference meetings

    3. Customize the title & Emoji

    4. Decide whether you want the title to appear to others or if you want it to show as \"Busy\".

Note: Decompression Time will not schedule if there are other events directly after a meeting. If your Decompression Time is not scheduling, take a look at this doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim can automatically add smart buffers between events to ensure you have time to travel, take a break, or chunk up your Task and Habit events. There are three different kinds of buffers in Reclaim: Travel Time: auto-add time before and after events with a location. Decompression Time: auto-add time after meetings to take a break. Task and Habit Breaks: add free space (not events) between Tasks and Habits. \nBelow, we'll cover the three different kinds of buffers in Reclaim:​ Task & Habit breaks Reclaim can add free space between your Tasks and Habits to prevent them from being scheduled back-to-back and break up your focused work. \n How to set up Task and Habit breaks Navigate to Settings > Buffers. Scroll to Buffer time & breaks section. Under Tasks & Habit breaks, click the drop-down menu. Select the break duration of your choice. \n \nTravel Time Reclaim can automatically add travel time before and after events on your main account's primary calendar (including synced events added through Reclaim's Calendar Sync feature) so you have time to go from place to place. \nTravel time will automatically stay in sync with changes to events. For example, if an event is rescheduled, the travel time blocks will move with it. If you change the time duration of travel time blocks, we will preserve that change and not attempt to override it. \nHow to enable Travel Time Navigate to Settings > Buffers Under Buffer time and breaks, click the toggle button next to Add travel time before and after events. Add a default duration for your Travel Time that will be added before and after events with a location. \nTravel Time tips The feature will only schedule Travel Time if there is free time before/after the event. If you have a busy event that is blocking the space where Travel Time would go, it might not schedule. The feature will only schedule Travel Time on the primary / main calendar that Reclaim blocks time on, and will only schedule Travel Time before and after events that are marked busy. Travel Time does not check the location in a maps database (for privacy reasons). It is meant to do rough time blocking to prevent double booking, not tell you the duration of your commute. You can always manually extend the Travel Time blocks from the Planner or your calendar. If you're finding that Travel Time isn't being added to an event, first check to make sure it's a fully formed address, with at least two commas. For example 123 Main St, Portland will not work, but 123 Main St, Portland, OR 97123 will work. You can also use #needs_travel or #flight in the title, description, or RSVP response of an event to force travel time to be added to an event. Learn more about hashtags in this doc. Travel Time for flights Reclaim will automatically detect events that are flights on your calendar and schedule 2h before the flight and 1h after to give you additional time for navigating airport security and travel. Note: If Reclaim doesn't automatically identify a flight on your calendar, you can manually override the event category from the Planner to 'Flight'. \n \nWho can see Travel Time on my calendar? Travel Time is scheduled for an event on your main calendar will be as public, meaning others will be able to see your Travel Time as a \"travel\" event. \nTravel Time scheduled for an event on a synced calendar will follow the visibility setting of your Sync Policy. Learn more here. \n \nDecompression Time Reclaim can automatically add smart, adaptive time blocks after your meetings to give you a chance to take a breather, catch up on notes, or prep for your next call. \nHow to enable Decompression Time Navigate to Settings > Buffers. Scroll down to Buffer times & breaks section. Click the toggle next to Add decompression time after meetings to turn on Decompression Time. Additional settings will expand below that allow you to: Modify the default duration for Decompression Time Apply Decompression Time to all meetings, or just videoconference meetings Customize the title & Emoji Decide whether you want the title to appear to others or if you want it to show as \"Busy\". \nNote: Decompression Time will not schedule if there are other events directly after a meeting. If your Decompression Time is not scheduling, take a look at this doc.","heading":"","is_live":true,"id":156993,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4281992","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using Priorities to control how Tasks get scheduled","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4292868-using-priorities-to-control-how-tasks-get-scheduled","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim auto-schedules time for you to work on your Tasks around universal prioritization for all your events, the availability on your calendar, and due dates for Tasks.

Here's how you can prioritize your Tasks using Priorities.

Priorities for Tasks

You can set the priority level for your Tasks from Critical (P1) to Low priority (P4).

Reclaim will auto-schedule your Tasks according to the priority level you set, the due date, and your availability around other events on the calendar including other Tasks, Habits, Smart Meetings, and Scheduling Link meetings.

Priority levels for Tasks:

Note: Tasks will never overbook Scheduling Link meetings or non-Reclaim created event – even if that Task is a higher priority level. Learn more about how Reclaim's prioritization system works in the Priorities overview doc.

How Reclaim prioritizes Tasks

Reclaim will consider the priority level, your availability, and deadlines when scheduling Tasks in the calendar.

Your Tasks will schedule before lower-priority Tasks, Habits, and Smart Meetings. For example, Critical Tasks will schedule before high priority, medium priority, and low priority Tasks, as well as lower-priority Habits and Smart Meetings.

If your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability. However, in some scheduling modes specific smart events can have their priority boosted behind the scenes so that they are scheduled before an otherwise explicitly higher-priority smart event. This ensures that your lower priority items don't perpetually get pushed to the back burner.

How do due dates work?

Tasks with the same priority level will be prioritized by soonest due date under that priority group.

For example, this is how a Task list would be scheduled by priority and due date if multiple items are marked as high priority:

1. Task a — Critical priority (P1), due Friday
2. Task b — High priority (P2), due Tuesday
3. Task d — High priority (P2), due Thursday
4. Task f — High priority (P2), due Friday
5. Task c — Medium priority (P3), due Thursday

Up Next for Tasks

In addition to universal Priorities for your Tasks that allow Reclaim to drive smarter automated scheduling for you — you can take more control of which Tasks you want to work on by using Up Next. Moving a Task to Up Next will tell Reclaim to schedule it ASAP before all your other Tasks.

Tasks that are added to Up Next override priority settings of the rest of your Task list, even if items are set to Critical (P1). Instead of using Priorities, Tasks in Up Next are prioritized in stack-ranked order.

You can learn more about using Up Next for your Tasks in this help doc.

❗Up Next Tasks will not be prioritized above everything else on your calendar!

How to prioritize your Tasks

You can set the priority level for your Tasks in a few different ways:

By default, all new Tasks will be set to High Priority (P2). You can update this setting your default Task settings (learn more about default Task settings here).

How to prioritize Tasks synced from integrations

Tasks synced via Reclaim's task integrations will automatically map Priorities in Reclaim to the priority you set for the task in your project management apps.

Here's an overview of how Priorities map to synced Tasks:

Priority level in source app

Priority level in Reclaim

ClickUp

Urgent
High
Normal
Low

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

Asana

High
Medium
Low
Custom*
​
​*If you select 'Custom' priority in Asana for a synced item, you will be prompted to select your preferred priority level for Reclaim when creating the task.

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

Todoist

Priority 1
Priority 2
Priority 3
Priority 4

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

Linear

Urgent
High
Medium
Low

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

Jira

Highest
High
Medium
Low
Lowest

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

Low priority (P4)

How to change priority of Tasks synced from integrations

❗If you want to update the priority of a task synced from ClickUp, Todoist, Linear, and Jira, you'll have to change the priority setting for the event in the platform it was created.

Prioritizing Tasks synced from Asana

Just like with other task integrations, Reclaim will map the original priority set in Asana to the synced task in Reclaim. But because the setting to edit the priority of a task in Asana is limited to paid plans – users will be able to change the priority of the synced Task in Reclaim for maximum scheduling control.

Note that changing the priority of a synced Asana task in Reclaim will not update the priority in Asana.

Prioritizing Tasks synced from Google Tasks

Since Google Tasks does not feature native 'priority' levels, specifying your priority level for Reclaim on synced items can be done through native language syntax. Learn how to prioritize tasks synced from Google Tasks with native language in this doc.

For more information on Reclaim Task integrations, check out this collection.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim auto-schedules time for you to work on your Tasks around universal prioritization for all your events, the availability on your calendar, and due dates for Tasks. \nHere's how you can prioritize your Tasks using Priorities. \nPriorities for Tasks You can set the priority level for your Tasks from Critical (P1) to Low priority (P4). \nReclaim will auto-schedule your Tasks according to the priority level you set, the due date, and your availability around other events on the calendar including other Tasks, Habits, Smart Meetings, and Scheduling Link meetings. \nPriority levels for Tasks: Critical (P1): Reclaim will schedule Critical Tasks before lower-priority Tasks. These can also overbook lower-priority Tasks, Habits, and Smart Meetings as your calendar books up. High priority (P2): High priority Tasks will be prioritized before Medium and Low priority events, and can be overbooked by Critical events. Medium priority (P3): Medium priority Tasks will be prioritized before Low priority events, and can be overbooked by Medium - Critical priority events. Low priority (P4): Low priority Tasks will be prioritized last, around your availability, and can be overbooked by your higher-priority items. Note: Tasks will never overbook Scheduling Link meetings or non-Reclaim created event – even if that Task is a higher priority level. Learn more about how Reclaim's prioritization system works in the Priorities overview doc. How Reclaim prioritizes Tasks \nReclaim will consider the priority level, your availability, and deadlines when scheduling Tasks in the calendar. \nYour Tasks will schedule before lower-priority Tasks, Habits, and Smart Meetings. For example, Critical Tasks will schedule before high priority, medium priority, and low priority Tasks, as well as lower-priority Habits and Smart Meetings. \nIf your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability. However, in some scheduling modes specific smart events can have their priority boosted behind the scenes so that they are scheduled before an otherwise explicitly higher-priority smart event. This ensures that your lower priority items don't perpetually get pushed to the back burner. \nHow do due dates work? Tasks with the same priority level will be prioritized by soonest due date under that priority group. \nFor example, this is how a Task list would be scheduled by priority and due date if multiple items are marked as high priority: \n1. Task a — Critical priority (P1), due Friday2. Task b — High priority (P2), due Tuesday3. Task d — High priority (P2), due Thursday4. Task f — High priority (P2), due Friday5. Task c — Medium priority (P3), due Thursday \nUp Next for Tasks In addition to universal Priorities for your Tasks that allow Reclaim to drive smarter automated scheduling for you — you can take more control of which Tasks you want to work on by using Up Next. Moving a Task to Up Next will tell Reclaim to schedule it ASAP before all your other Tasks. \nTasks that are added to Up Next override priority settings of the rest of your Task list, even if items are set to Critical (P1). Instead of using Priorities, Tasks in Up Next are prioritized in stack-ranked order. \nYou can learn more about using Up Next for your Tasks in this help doc. \n \n❗Up Next Tasks will not be prioritized above everything else on your calendar! Locked Tasks and Habits, no matter what their priority, will remain fixed in place and Up Next will have to schedule around any locked items. Critical Habits and Smart Meetings will be prioritized before Up Next Tasks. \nHow to prioritize your Tasks \nYou can set the priority level for your Tasks in a few different ways: Creating new Tasks: Set the priority when creating a new Task from the 'Priority' dropdown on the create form. Tasks page: Click the 'bar' icon 📶 on your existing Task events from the Tasks page in Reclaim to edit the priority level. Planner: Open the 'Tasks' tab in the right-hand sidebar of the Planner. Click the 'bar' icon 📶 on a Task to edit the priority level. Priorities page: Click the 'bar' icon 📶 on a Task to update the priority, or drag-and-drop your Tasks to a new priority level from the Priorities page. \nBy default, all new Tasks will be set to High Priority (P2). You can update this setting your default Task settings (learn more about default Task settings here). \nHow to prioritize Tasks synced from integrations Tasks synced via Reclaim's task integrations will automatically map Priorities in Reclaim to the priority you set for the task in your project management apps. \nHere's an overview of how Priorities map to synced Tasks: \n Priority level in source app Priority level in Reclaim ClickUp Urgent High Normal Low Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) Asana HighMediumLow Custom* ​​*If you select 'Custom' priority in Asana for a synced item, you will be prompted to select your preferred priority level for Reclaim when creating the task. Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) Todoist Priority 1 Priority 2 Priority 3 Priority 4 Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) Linear UrgentHigh Medium Low Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) Jira HighestHigh Medium Low Lowest Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) Low priority (P4) How to change priority of Tasks synced from integrations ❗If you want to update the priority of a task synced from ClickUp, Todoist, Linear, and Jira, you'll have to change the priority setting for the event in the platform it was created. Prioritizing Tasks synced from Asana Just like with other task integrations, Reclaim will map the original priority set in Asana to the synced task in Reclaim. But because the setting to edit the priority of a task in Asana is limited to paid plans – users will be able to change the priority of the synced Task in Reclaim for maximum scheduling control. \nNote that changing the priority of a synced Asana task in Reclaim will not update the priority in Asana. \nPrioritizing Tasks synced from Google Tasks Since Google Tasks does not feature native 'priority' levels, specifying your priority level for Reclaim on synced items can be done through native language syntax. Learn how to prioritize tasks synced from Google Tasks with native language in this doc. \nFor more information on Reclaim Task integrations, check out this collection.","heading":"","is_live":true,"id":156992,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4292868","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"What happens when you modify Task events on the calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4292944-what-happens-when-you-modify-task-events-on-the-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

As mentioned in this article, there are lots of ways to manage Task events on your calendar. To help you understand all the ways in which modifying Task events on your calendar will change how Tasks are scheduled, we've written a helpful guide below.
​

When a Task event is moved

From either the Planner or your Google Calendar, drag the Task Event to another time as you normally would any other event. This will lock the Task in place.

Reclaim will set an exception for the original time slot telling it not to schedule a Task Event for the same Task in that slot again.

When the first Task event for a Task is moved to a sooner time

Reclaim will interpret this time as the new Earliest start date and time for the Task.

When the first Task event for a Task is moved to a later time

Reclaim will see this as a signal to not schedule before this time.

When a Task event is moved past the Task's due date

All Task Events for the Task will flip from Free 🆓 to Busy 🛡️. Reclaim recognizes this Task is at risk of being overdue and moves to defend the time on your calendar.

When a Task event's duration is changed

From the Planner or Google Calendar, click and drag the bottom of the Task Event to shorten or extend the Task Event's duration. This will lock the Task event in place and any duration lost from the event will be added back to the calendar for the future.

When a Task event is deleted

Deleting a Task event is the same thing as saying \"I don't want to do this now, please reschedule.\"

When a past Task event is deleted

If a Task is Done Scheduling, deleting a past Task Event will revive the Task and Reclaim will schedule time in the future to complete the Task.

If a Task is not Done Scheduling yet, deleting a past Task Event will tell Reclaim to schedule time in the future for the Task.

When a future Task event is deleted

Reclaim will interpret this as a desire to do the work later and will reschedule the Task Event starting the next day with available scheduling hours.

When other Task event details are modified

The following parameters for Task Events cannot be changed via Google Calendar. If a change is made from Google Calendar, it will be reverted back. Note that Title, Description, Color, and Privacy can all be changed directly in Reclaim for the Task itself.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"As mentioned in this article, there are lots of ways to manage Task events on your calendar. To help you understand all the ways in which modifying Task events on your calendar will change how Tasks are scheduled, we've written a helpful guide below.​ When a Task event is moved From either the Planner or your Google Calendar, drag the Task Event to another time as you normally would any other event. This will lock the Task in place. \nReclaim will set an exception for the original time slot telling it not to schedule a Task Event for the same Task in that slot again. \nWhen the first Task event for a Task is moved to a sooner time Reclaim will interpret this time as the new Earliest start date and time for the Task. \nWhen the first Task event for a Task is moved to a later time Reclaim will see this as a signal to not schedule before this time. \nWhen a Task event is moved past the Task's due date All Task Events for the Task will flip from Free 🆓 to Busy 🛡️. Reclaim recognizes this Task is at risk of being overdue and moves to defend the time on your calendar. \nWhen a Task event's duration is changed From the Planner or Google Calendar, click and drag the bottom of the Task Event to shorten or extend the Task Event's duration. This will lock the Task event in place and any duration lost from the event will be added back to the calendar for the future. \nWhen a Task event is deleted Deleting a Task event is the same thing as saying \"I don't want to do this now, please reschedule.\" \nWhen a past Task event is deleted If a Task is Done Scheduling, deleting a past Task Event will revive the Task and Reclaim will schedule time in the future to complete the Task. \nIf a Task is not Done Scheduling yet, deleting a past Task Event will tell Reclaim to schedule time in the future for the Task. \nWhen a future Task event is deleted Reclaim will interpret this as a desire to do the work later and will reschedule the Task Event starting the next day with available scheduling hours. \nWhen other Task event details are modified The following parameters for Task Events cannot be changed via Google Calendar. If a change is made from Google Calendar, it will be reverted back. Note that Title, Description, Color, and Privacy can all be changed directly in Reclaim for the Task itself. Title Description Color Videoconferencing info or location Privacy Free/Busy","heading":"","is_live":true,"id":156990,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4292944","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration with Google Tasks","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4293077-overview-reclaim-s-integration-with-google-tasks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Google Tasks integration creates a two-way sync between tasks created in Google Tasks and Reclaim Tasks, resulting in new Google Tasks items getting blocked out on your calendar within seconds.

Note: for free Reclaim users, we will sync new tasks and updates to tasks every 5 minutes; for paid users, this should happen within seconds.

How to set up the Reclaim <> Google Tasks integration

  1. Navigate to Settings > Integrations in Reclaim

  2. Click Connect Google Tasks.

  3. You will be prompted to give Reclaim permissions to view, edit, and delete your Google Tasks.

  4. Navigate to your Google Calendar UI

  5. Click Google Tasks icon on the right-hand navigation panel.

  6. Click the dropdown carat next to My Tasks

  7. Select the 🗓 Reclaim task list.

You should see a \"test task\" that Reclaim created for you to help you get started.

We recommend unchecking the \"Tasks\" calendar on the lefthand side of your Google Calendar. This will make it so that tasks created by Reclaim in Google Tasks won't show up as events at the top of your calendar, and will only show as events on the main calendar.

How Reclaim Tasks sync with Google Tasks

Once you've set up the integration, Reclaim will automatically pull in any newly created Reclaim Tasks into Google Tasks so that they can be managed directly there.

You must use the 🗓 Reclaim list to add tasks to the integration. Any other tasks in other lists will not be synced with Reclaim.

Any new tasks you create will automatically get added to Google Tasks, and any tasks you create directly in Google Tasks will automatically get added to your Reclaim Task list. The integration with Google Tasks is a true two-way sync, so updates will always pull in both directions:

Connecting Google Tasks to multiple Google Accounts

You can opt to connect the integration to multiple Google Accounts so that you can add tasks to the 📆 Reclaim list from any Google Account that you've connected to your Reclaim account. To do this, head over to the Google Task integration settings and select Choose account:

When prompted, select the account you'd like to connect the integration to.

Creating a Reclaim Task in Google Tasks

You can create a task directly within Google Tasks by using the Add a task button from within the Google Tasks sidebar in Google Calendar. When adding a task, you can simply give it a title and due date, and Reclaim will sync it using your default Task settings. Here's an example where we've added a task and given it a due date:

Because Google Tasks doesn't offer all the options that Reclaim does for its Tasks, you can use natural language within the title of the task to give it additional instructions. To learn more about using natural language in Google Tasks, check out this doc.

Due dates are not required to sync a Google Task to Reclaim. If you don't specify a due date, Reclaim will use the default due date you've set in your settings as well as the default priority level for tasks. =

You can also create Google Tasks directly from Gmail, which will sync to Reclaim. Check out this guide for more info on how to do that.

Handling recurring / repeating Google Tasks

Google Tasks has a recurrence feature that allows for a task to get recreated automatically on a certain interval. For example, the following task is configured repeat every Saturday:

Repeating tasks in Google Tasks will automatically create a new task on each due date for the previous task. This will continue until you find an instance of that task and turn off the repetition.

Each time the new Task Event resurfaces, Reclaim will see it as a brand new event. This can work well if you want a simple task that repeats on a regular basis and a Habit doesn't quite fit your needs.

Removing a recurring Task

If you aren't paying close attention, you might find yourself getting surprised with old tasks \"popping back up\"—when in reality they are new tasks being cloned from an old task that got flagged for repetition.

To fully end a repeating task, deleting the Task in Reclaim. You need to get rid of the repetition rule in Google Tasks, which you can only do if you mark the Task is incomplete first.

  1. Mark the Task as done through Reclaim or the Google Task integration

  2. At the bottom of the Google Task panel, expand the menu labeled Completed to show a list of completed Tasks.

  3. Click on the recurring Task.

  4. Click the \"x\" next to the Repeat setting.

  5. Click Stop repeating to confirm.

Notes on recurring tasks from Google Tasks

Disconnecting the Google Tasks integration

  1. Make sure you're on the 🗓 Reclaim task list in Google Task.

  2. Click the three dots labeled More.

  3. Select Delete list.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Google Tasks integration creates a two-way sync between tasks created in Google Tasks and Reclaim Tasks, resulting in new Google Tasks items getting blocked out on your calendar within seconds. Note: for free Reclaim users, we will sync new tasks and updates to tasks every 5 minutes; for paid users, this should happen within seconds. How to set up the Reclaim <> Google Tasks integration Navigate to Settings > Integrations in Reclaim Click Connect Google Tasks. You will be prompted to give Reclaim permissions to view, edit, and delete your Google Tasks. Navigate to your Google Calendar UI Click Google Tasks icon on the right-hand navigation panel. Click the dropdown carat next to My Tasks Select the 🗓 Reclaim task list. You should see a \"test task\" that Reclaim created for you to help you get started. \n \nWe recommend unchecking the \"Tasks\" calendar on the lefthand side of your Google Calendar. This will make it so that tasks created by Reclaim in Google Tasks won't show up as events at the top of your calendar, and will only show as events on the main calendar. \n \n \nHow Reclaim Tasks sync with Google Tasks Once you've set up the integration, Reclaim will automatically pull in any newly created Reclaim Tasks into Google Tasks so that they can be managed directly there. You must use the 🗓 Reclaim list to add tasks to the integration. Any other tasks in other lists will not be synced with Reclaim. \n \nAny new tasks you create will automatically get added to Google Tasks, and any tasks you create directly in Google Tasks will automatically get added to your Reclaim Task list. The integration with Google Tasks is a true two-way sync, so updates will always pull in both directions: Marking a task as done in either Reclaim or Google Tasks will mark it done in both places and remove it from your calendar. Marking a task as incomplete in either Reclaim or Google Tasks will mark it incomplete in both places and add it back to your calendar. Deleting a task in either Reclaim or Google Tasks will delete it in both places. Updating details of a task in either Reclaim or Google Tasks (e.g., title, duration, due date) will update it in both places. Connecting Google Tasks to multiple Google Accounts You can opt to connect the integration to multiple Google Accounts so that you can add tasks to the 📆 Reclaim list from any Google Account that you've connected to your Reclaim account. To do this, head over to the Google Task integration settings and select Choose account: \n \nWhen prompted, select the account you'd like to connect the integration to. \nCreating a Reclaim Task in Google Tasks You can create a task directly within Google Tasks by using the Add a task button from within the Google Tasks sidebar in Google Calendar. When adding a task, you can simply give it a title and due date, and Reclaim will sync it using your default Task settings. Here's an example where we've added a task and given it a due date: \n Because Google Tasks doesn't offer all the options that Reclaim does for its Tasks, you can use natural language within the title of the task to give it additional instructions. To learn more about using natural language in Google Tasks, check out this doc. \nDue dates are not required to sync a Google Task to Reclaim. If you don't specify a due date, Reclaim will use the default due date you've set in your settings as well as the default priority level for tasks. = You can also create Google Tasks directly from Gmail, which will sync to Reclaim. Check out this guide for more info on how to do that. \nHandling recurring / repeating Google Tasks Google Tasks has a recurrence feature that allows for a task to get recreated automatically on a certain interval. For example, the following task is configured repeat every Saturday: \n \nRepeating tasks in Google Tasks will automatically create a new task on each due date for the previous task. This will continue until you find an instance of that task and turn off the repetition. \nEach time the new Task Event resurfaces, Reclaim will see it as a brand new event. This can work well if you want a simple task that repeats on a regular basis and a Habit doesn't quite fit your needs. \nRemoving a recurring Task If you aren't paying close attention, you might find yourself getting surprised with old tasks \"popping back up\"—when in reality they are new tasks being cloned from an old task that got flagged for repetition. \nTo fully end a repeating task, deleting the Task in Reclaim. You need to get rid of the repetition rule in Google Tasks, which you can only do if you mark the Task is incomplete first. Mark the Task as done through Reclaim or the Google Task integration At the bottom of the Google Task panel, expand the menu labeled Completed to show a list of completed Tasks. Click on the recurring Task. Click the \"x\" next to the Repeat setting. Click Stop repeating to confirm. \nNotes on recurring tasks from Google Tasks You can't use the natural language capability to customize the Task. That's because Reclaim cuts the text in the parenthesis out when it processes the first task, and then all subsequent tasks that get created won't have it. There is no workaround for this currently. \nDisconnecting the Google Tasks integration Make sure you're on the 🗓 Reclaim task list in Google Task. Click the three dots labeled More. Select Delete list.","heading":"","is_live":true,"id":156987,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4293077","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Creating and syncing Google Tasks to Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4293078-creating-and-syncing-google-tasks-to-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The Google Task integration allows you to sync your Google Tasks to Reclaim to create them as Tasks and schedule them on your calendar. This document will cover how to create, customize, and sync your Google Tasks to Reclaim.

Required fields for Google Tasks

The only required field for syncing a Google Task to Reclaim is a title for the task, which will also be used as the title for the Task in Reclaim as well as the title of the calendar events created for that task.
​
You do not need to specify a due date to sync a Google Task to Reclaim.

Syntax for Google Tasks

There are some fields (e.g., due date) that can be added via the Google Tasks UI by pointing and clicking. There are some fields that are native to Reclaim that Google Tasks doesn't have UI for, and in those cases you can use words in the title to indicate what those fields should be set to.
​

Below is an example of a Google Tasks item with the full syntax entered in, along with a reference for what each part of the syntax means:

Example and reference guide

Write the docs (type work duration:30m due Friday not before Monday priority:critical upnext)

Syntax

Definition

type

Sets the Hours that the Task will be scheduled during. Can take either work or personal to map to Working or Personal Hours. See more details below.

due

Sets the due date. See more details below. due can take multiple date formats, such as monday, next monday, tomorrow, August 7th, in 1d, 9/22, next January.

not before

Sets the \"earliest scheduling date\" for the item. See more details below. not before can take multiple date formats, such as monday, next monday, tomorrow, August 7th, in 1d, 9/22, next January.

priority:

Sets the priority of the item in Reclaim. See more details below.

upnext

Sends the item to Up Next in Reclaim. See more details below.

duration: (e.g., 30m or 1h)

Sets the duration for the item in Reclaim. See more details below.

nosplit

Sets the task to not split into multiple events & to schedule the entire duration as one event

Once synced, Reclaim will automatically strip out other parameters besides the title, so your calendar events and Google Tasks won't have a lot of extra words on them when they're placed on your calendar.

Setting duration for Google Tasks

Once you have your Google Tasks integration set up, you can begin syncing Google Tasks as smart Tasks right to your calendar via Reclaim.

By default, Reclaim will create Tasks for synced Google Task items based on your default Task duration settings in Reclaim (learn more about setting your Task defaults here).

Set task duration for synced Google Tasks

You can easily set a custom duration for a Google Task by adding it in parentheses next to the title of the task. Simply indicate the number of minutes, hours, or days enclosed in parentheses, such as:

Note: The unit of time is case insensitive.

For example, if you need 2 hours to get board slides completed:

Get board slides done (duration:2h)

Update duration for a synced Google Task

To adjust the duration after the Google Task has been created, edit the duration text to reflect the new duration and re-save the Google Task to update.

Setting \"Earliest starting date\" for Google Tasks

You can delay when Reclaim should start scheduling your synced Google Task by adding simple text to the title of a Google Task.

To specify the 'Earliest start date and time' for a Google Task to schedule, format the earliest start date in brackets in the item title field: (not before [date] [time]).


For example, to schedule time for catching up on emails from Google Tasks no earlier than next Friday:

Catch up on email (not before next Friday)

Use hard date for 'Earliest start' date

A hard date may also be used in the not before field.

For example, to tell Reclaim to not schedule 4 hours for an OKR review before March 31st 2022, write OKR review (not before 3/31/2022 11am duration 4h) into the title field in Google Tasks.

If you specify an exact date, it must be written in MM/DD/YYYY format.

Setting due dates on Google Tasks

In Google Tasks, a due date reflects the desire of \"I want to do this task on this date.\" In the context of Reclaim's Google Tasks integration, a due date means \"I want to get this task done before this date.\"

Reclaim automatically pulls in due dates from Google Tasks to defend time on your calendar before the task is due. If you need to update a due date for a synced item in Google Tasks, updates to that due date can be made from both Reclaim or Google Tasks.

To set the due date on a Google Task, you can use one of two methods: add it via the app's timepicker, or add it inline in the task title.

Setting due date via the due date timepicker

You can set the due date by clicking the timepicker on any Google Task.

Setting due date inline in the Google Task title

You can set a due date for when Reclaim should schedule your synced Google Task by via simple text in the title of a Google Task.

To specify the due date for a Google Task to schedule, format the date in brackets in the item title field: (due [date] [time]).


For example, to schedule time for doing the dishes from Google Tasks by next Friday:

Do the dishes (due next Friday)

A hard date may also be used in the due field.

For example, to tell Reclaim to schedule 4 hours for an OKR review by March 31st 2022 at 11am, write OKR review (due 3/31/2022 11am duration 4h) into the title field in Google Tasks. If you specify an exact date, it must be written in MM/DD/YYYY format.

Telling Reclaim how to sync tasks without due dates

The Google Tasks integration allows you to decide whether you want Reclaim to use your default due date when a task doesn't include a due date, or if you truly want to use no due date.

Setting priority on Google Tasks

Tasks synced via Reclaim's task integrations will automatically map Priorities in Reclaim to the priority you set for a task in your project management apps.

Since Google Tasks does not feature native 'priority' levels, specifying your priority level for Reclaim on synced items can be done through native language syntax:

Priority syntax in Google Tasks

Priority level mapped in Reclaim

(priority:critical)

(priority:high)

(priority:medium)

(priority:low)

Critical (P1)

High priority (P2)

Medium priority (P3)

Low priority (P4)

(priority:P1)

(priority:P2)

(priority:P3)

(priority:P4)

Critical (P1)

High priority (P2)

Medium priority (P3)

Low priority (P4)

For example, if you want to set an item called \"Eat Bananas\" to Priority 1 in Google Tasks, you'd write Eat bananas (priority:critical) or Eat bananas (priority:P1) in the title.

If you don’t specify a priority for your Google Tasks, the task will schedule with the priority setting you have selected in your Default Task Settings under Settings > General in the app. By default, this is set to High priority (P2).

Since you are specifying the priority level in Reclaim when adding it to the task title, updating your priority level for a synced Google Task in Reclaim will reflect the new priority in Google Tasks (unlike other task integrations as outlined in this doc).

For more information on using Priorities with Tasks, check out this doc.

Adding notes to Google Tasks

You can add notes to the Details section of any task within Google Tasks, and those notes will wind up in the description field of events created for those Tasks in your calendar:

Those notes can also be edited via the Reclaim Tasks UI.

Sending Google Tasks to Up Next

You can automatically add a Google Task to Up Next in Reclaim by using upnext in the title. For example, if you want to send an item called \"Read books\" to Up Next, you'd write Read books (upnext).

Setting the task type in Google Tasks

You can tell Reclaim to categorize and sync a Task around either your Working or Personal Hours by using type work or type personal. For example, if you wanted to make a task to schedule during your Working Hours for 30 minutes to catch up on email, you'd write:

Catch up on email (type work duration:30m)

How to sync Google Tasks from Gmail to Reclaim

Reclaim's Google Tasks integration allows you to easily create Tasks directly from Gmail with a single click or keyboard shortcut.

  1. Navigate to Gmail and find a message you want to convert to a Task.

  2. At the top of the message, click the Add to Tasks button or use the keyboard shortcut Shift-T.

  3. The message subject will be added to your Google Tasks as a new Task.

Make sure the Task gets added to the 🗓 Reclaim task list, as this is the list that syncs with Reclaim. The task will contain a deep link from the task to the email thread for context.

By default, it will assign one hour of time to work on it and a due date of three days from now. You can change this either by editing the Task in Reclaim or utilize the natural language syntax.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The Google Task integration allows you to sync your Google Tasks to Reclaim to create them as Tasks and schedule them on your calendar. This document will cover how to create, customize, and sync your Google Tasks to Reclaim. \nRequired fields for Google Tasks The only required field for syncing a Google Task to Reclaim is a title for the task, which will also be used as the title for the Task in Reclaim as well as the title of the calendar events created for that task. ​You do not need to specify a due date to sync a Google Task to Reclaim. \nSyntax for Google Tasks There are some fields (e.g., due date) that can be added via the Google Tasks UI by pointing and clicking. There are some fields that are native to Reclaim that Google Tasks doesn't have UI for, and in those cases you can use words in the title to indicate what those fields should be set to. ​ Below is an example of a Google Tasks item with the full syntax entered in, along with a reference for what each part of the syntax means: \nExample and reference guide Write the docs (type work duration:30m due Friday not before Monday priority:critical upnext) Syntax Definition type Sets the Hours that the Task will be scheduled during. Can take either work or personal to map to Working or Personal Hours. See more details below. due Sets the due date. See more details below. due can take multiple date formats, such as monday , next monday , tomorrow , August 7th , in 1d , 9/22 , next January . not before Sets the \"earliest scheduling date\" for the item. See more details below. not before can take multiple date formats, such as monday , next monday , tomorrow , August 7th , in 1d , 9/22 , next January . priority: Sets the priority of the item in Reclaim. See more details below. upnext Sends the item to Up Next in Reclaim. See more details below. duration : (e.g., 30m or 1h ) Sets the duration for the item in Reclaim. See more details below. nosplit Sets the task to not split into multiple events & to schedule the entire duration as one event Once synced, Reclaim will automatically strip out other parameters besides the title, so your calendar events and Google Tasks won't have a lot of extra words on them when they're placed on your calendar. \nSetting duration for Google Tasks Once you have your Google Tasks integration set up, you can begin syncing Google Tasks as smart Tasks right to your calendar via Reclaim. \nBy default, Reclaim will create Tasks for synced Google Task items based on your default Task duration settings in Reclaim (learn more about setting your Task defaults here). \nSet task duration for synced Google Tasks You can easily set a custom duration for a Google Task by adding it in parentheses next to the title of the task. Simply indicate the number of minutes, hours, or days enclosed in parentheses, such as: (duration:45m) = 45 minutes (duration:2h) = 2 hours (duration:4d) = 4 days Note: The unit of time is case insensitive. \nFor example, if you need 2 hours to get board slides completed: \nGet board slides done (duration:2h) \nUpdate duration for a synced Google Task To adjust the duration after the Google Task has been created, edit the duration text to reflect the new duration and re-save the Google Task to update. \nSetting \"Earliest starting date\" for Google Tasks You can delay when Reclaim should start scheduling your synced Google Task by adding simple text to the title of a Google Task. \nTo specify the 'Earliest start date and time' for a Google Task to schedule, format the earliest start date in brackets in the item title field: (not before [date] [time]) . For example, to schedule time for catching up on emails from Google Tasks no earlier than next Friday: \nCatch up on email (not before next Friday) \nUse hard date for 'Earliest start' date A hard date may also be used in the not before field. \nFor example, to tell Reclaim to not schedule 4 hours for an OKR review before March 31st 2022, write OKR review (not before 3/31/2022 11am duration 4h) into the title field in Google Tasks. \nIf you specify an exact date, it must be written in MM/DD/YYYY format. \nSetting due dates on Google Tasks In Google Tasks, a due date reflects the desire of \"I want to do this task on this date.\" In the context of Reclaim's Google Tasks integration, a due date means \"I want to get this task done before this date.\" \nReclaim automatically pulls in due dates from Google Tasks to defend time on your calendar before the task is due. If you need to update a due date for a synced item in Google Tasks, updates to that due date can be made from both Reclaim or Google Tasks. \nTo set the due date on a Google Task, you can use one of two methods: add it via the app's timepicker, or add it inline in the task title. \nSetting due date via the due date timepicker You can set the due date by clicking the timepicker on any Google Task. \n \nSetting due date inline in the Google Task title You can set a due date for when Reclaim should schedule your synced Google Task by via simple text in the title of a Google Task. \nTo specify the due date for a Google Task to schedule, format the date in brackets in the item title field: (due [date] [time]) . For example, to schedule time for doing the dishes from Google Tasks by next Friday: \nDo the dishes (due next Friday) \nA hard date may also be used in the due field. \nFor example, to tell Reclaim to schedule 4 hours for an OKR review by March 31st 2022 at 11am, write OKR review (due 3/31/2022 11am duration 4h) into the title field in Google Tasks. If you specify an exact date, it must be written in MM/DD/YYYY format. \nTelling Reclaim how to sync tasks without due dates The Google Tasks integration allows you to decide whether you want Reclaim to use your default due date when a task doesn't include a due date, or if you truly want to use no due date. \n If you select Add my default due date ({your default}) to all Google Tasks without a due date, then any task that doesn't have a due date in Google Tasks will use your default due date. If you select Do not add a due date, then any task that doesn't have a due date in Google Tasks will be synced with no due date. \nSetting priority on Google Tasks Tasks synced via Reclaim's task integrations will automatically map Priorities in Reclaim to the priority you set for a task in your project management apps. \nSince Google Tasks does not feature native 'priority' levels, specifying your priority level for Reclaim on synced items can be done through native language syntax: Priority syntax in Google Tasks Priority level mapped in Reclaim (priority:critical) (priority:high) (priority:medium) (priority:low) Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) (priority:P1) (priority:P2) (priority:P3) (priority:P4) Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) For example, if you want to set an item called \"Eat Bananas\" to Priority 1 in Google Tasks, you'd write Eat bananas (priority:critical) or Eat bananas (priority:P1) in the title. \nIf you don’t specify a priority for your Google Tasks, the task will schedule with the priority setting you have selected in your Default Task Settings under Settings > General in the app. By default, this is set to High priority (P2). \nSince you are specifying the priority level in Reclaim when adding it to the task title, updating your priority level for a synced Google Task in Reclaim will reflect the new priority in Google Tasks (unlike other task integrations as outlined in this doc). \nFor more information on using Priorities with Tasks, check out this doc. \nAdding notes to Google Tasks You can add notes to the Details section of any task within Google Tasks, and those notes will wind up in the description field of events created for those Tasks in your calendar: \n \nThose notes can also be edited via the Reclaim Tasks UI. \nSending Google Tasks to Up Next You can automatically add a Google Task to Up Next in Reclaim by using upnext in the title. For example, if you want to send an item called \"Read books\" to Up Next, you'd write Read books (upnext) . \nSetting the task type in Google Tasks You can tell Reclaim to categorize and sync a Task around either your Working or Personal Hours by using type work or type personal . For example, if you wanted to make a task to schedule during your Working Hours for 30 minutes to catch up on email, you'd write: \nCatch up on email (type work duration:30m) \nHow to sync Google Tasks from Gmail to Reclaim Reclaim's Google Tasks integration allows you to easily create Tasks directly from Gmail with a single click or keyboard shortcut. Navigate to Gmail and find a message you want to convert to a Task. At the top of the message, click the Add to Tasks button or use the keyboard shortcut Shift-T . The message subject will be added to your Google Tasks as a new Task. \n Make sure the Task gets added to the 🗓 Reclaim task list, as this is the list that syncs with Reclaim. The task will contain a deep link from the task to the email thread for context. \nBy default, it will assign one hour of time to work on it and a due date of three days from now. You can change this either by editing the Task in Reclaim or utilize the natural language syntax.","heading":"","is_live":true,"id":156986,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4293078","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Key concepts in Reclaim Tasks","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4303610-key-concepts-in-reclaim-tasks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

In this article, we cover a few key concepts that help you understand the fundamentals of how Reclaim manages Tasks and Task events on your calendar.

The calendar is the source of truth

The calendar is the source of truth for what actually happened in order to determined what work needs to be scheduled. Thus, altering past Task Events can impact your future schedule — as can editing future events. Check out this doc for more information on how modifying Task events will impact scheduling.

Reclaim assumes the work was done

When time passes for a Task Event, Reclaim assumes the work was done in the time block that was scheduled. If what is on the calendar does not reflect what happened in actuality, you can reschedule the Task. Additionally, you can enable a setting that will automatically reopen tasks that aren't marked done by you.

Tasks vs Task Events

A Task represents the overall Task you need to complete. Each Task will have one or more Task Event(s) that represent the time blocks for you to do the work.

Example: Task A with a total duration of 6 hours and a minimum event size of 1h and a max event size of 2h could have the following Task events scheduled:

You can customize how Tasks break up into different Task events via changing your default Task settings, or for a given Task when creating it.
​

Changes to a Task Event does not change the Task itself

Changes to a Task Event from the calendar will impact the schedule, but not the overall Task. For example, if you delete a Task event, that won't reduce the total duration Reclaim wants to find to complete the Task -- it will instead reschedule the time to later.

Time defense for Tasks

Reclaim intelligently flips Task events between Free and Busy time depending on how at-risk a Task is as well as how busy your schedule is.

Tasks marked as Free 🆓

Task Events are scheduled as Free time when Reclaim sees more than one possible option for getting it scheduled before your due date.

Tasks marked as Busy 🛡️

Task Events turn to Busy on when Reclaim sees only no other possible options for scheduling all Task Events before your due date, or when any event created for the Task would push past your due date.

Scheduling over a Task

If an event is created over a Task Event (e.g. new meeting invitation is accepted), the Task Event will automatically reschedule to the next available time regardless of whether the Task Event is Free, Busy, or if you are past due. The only exception to this rule is if the Task is locked.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"In this article, we cover a few key concepts that help you understand the fundamentals of how Reclaim manages Tasks and Task events on your calendar. \nThe calendar is the source of truth The calendar is the source of truth for what actually happened in order to determined what work needs to be scheduled. Thus, altering past Task Events can impact your future schedule — as can editing future events. Check out this doc for more information on how modifying Task events will impact scheduling. \nReclaim assumes the work was done When time passes for a Task Event, Reclaim assumes the work was done in the time block that was scheduled. If what is on the calendar does not reflect what happened in actuality, you can reschedule the Task. Additionally, you can enable a setting that will automatically reopen tasks that aren't marked done by you. \nTasks vs Task Events A Task represents the overall Task you need to complete. Each Task will have one or more Task Event(s) that represent the time blocks for you to do the work. Example: Task A with a total duration of 6 hours and a minimum event size of 1h and a max event size of 2h could have the following Task events scheduled: Task Event A (2 hrs) Task Event B (1 hr) Task Event C (1.5 hrs) Task Event D (1.5 hrs) You can customize how Tasks break up into different Task events via changing your default Task settings, or for a given Task when creating it. ​ Changes to a Task Event does not change the Task itself Changes to a Task Event from the calendar will impact the schedule, but not the overall Task. For example, if you delete a Task event, that won't reduce the total duration Reclaim wants to find to complete the Task -- it will instead reschedule the time to later. \nTime defense for Tasks Reclaim intelligently flips Task events between Free and Busy time depending on how at-risk a Task is as well as how busy your schedule is. \nTasks marked as Free 🆓 Task Events are scheduled as Free time when Reclaim sees more than one possible option for getting it scheduled before your due date. \nTasks marked as Busy 🛡️ Task Events turn to Busy on when Reclaim sees only no other possible options for scheduling all Task Events before your due date, or when any event created for the Task would push past your due date. \nScheduling over a Task If an event is created over a Task Event (e.g. new meeting invitation is accepted), the Task Event will automatically reschedule to the next available time regardless of whether the Task Event is Free, Busy, or if you are past due. The only exception to this rule is if the Task is locked.","heading":"","is_live":true,"id":156980,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4303610","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing Tasks and Task events on your calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4453312-managing-tasks-and-task-events-on-your-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim automatically schedules events for Tasks on your calendar, and sometimes you may want to reschedule those events, skip them, or tell Reclaim that you didn't actually get the work done. Similarly, you may want to do things like tell Reclaim you got work done outside of the Task's scheduled events, or that you need more time in total for the Task itself.
​
There are plenty of ways to accomplish those goals in Reclaim. In this doc, we're going to cover:

Actions you can take on Tasks and Task events

Below is a complete list of actions you can take on Tasks and Task events. Most or all of these are available in Reclaim's Planner, Slack integration, Raycast integration, and Google Calendar Add-on.

Start, Stop, and Restart

Start

Starting a Task will move the first upcoming Task Event to the current time closes to the last 5 minutes. For example, if you have a Task whose first event is scheduled for 2pm, and you press Start at 9:03am, the Task Event will move from 2pm to 9:00am.

You can Start Task events by pressing the ▶️ button from Reclaim's Slack integration, from the Planner, from the Google Calendar Add-on, and from the Raycast integration.

Stop

Stopping a Task will end the current Task Event at the moment the Stop button was pressed. For example, if you're working on a Task Event scheduled from 9am - 11am, and you press Stop at 9:30am, then Reclaim will split the event into one from 9am - 9:30am and the remaining time will be scheduled later.

You can Stop Task events by pressing the ⏹ button from Reclaim's Slack integration, from the Planner, from the Google Calendar Add-on, and from the Raycast integration.

Restart

You can use Restart to bring the Task Event's start time up to the current time. For example, if you start a Task at 9am and then are interrupted for 15 minutes until 9:15am, you can use Restart and the Task event will be rescheduled to start at 9:15am.
​

You can use Restart by pressing the ⏪ icon from Reclaim's Planner, Slack integration, Google Calendar Add-on, or Raycast integration

Lock/Unlock

You can lock a Task event to prevent it from moving again, or unlock a locked Task event if you want it to resume autoscheduling. Learn more about Locking events here.


You can Lock or Unlock Task events anywhere you see the 🔒 or 🔓 icon, including Reclaim's Planner, Slack integration, and Google Calendar Add-on.

Reschedule

You can reschedule Tasks and Task events in several ways, each of which has a slightly different effect.

Rescheduling via the Reschedule action

Use the Reschedule action from Reclaim's Planner for a past Task event. This will reschedule a single event that has already occurred in the past.

Rescheduling via the Snooze action

Use the Snooze action from Reclaim's Planner, Slack integration, or Google Calendar Add-on if you want Reclaim to move the entire Task forward in time. This won't just reschedule a single event, it will reschedule the entire Task forward. This is great if you just want to tell Reclaim to push the Task out by a few hours or days.

Rescheduling a single Task event by moving it

You can manually move a single Task event to another time, or adjust its duration, on Google Calendar or the Planner. This will only move that Task event, and it will also lock the Task event in place so that it won't automatically reschedule. This is great if you have a specific time you want to get the work done for a particular chunk of Task duration.

Rescheduling a single Task event by deleting it

You can delete a Task event (whether it's happening now, in the future, or in the past) from Google Calendar and Reclaim will take that as a signal that the event needs to be rescheduled to the future. This is the easiest way to tell Reclaim \"not now, do this later\" for a single Task event.

Add time

Use this option if you need more overall time for a Task (i.e., you want to add to the total duration of the Task) and Reclaim will add more time to the total Task. You can access this option from anywhere you see the Add time option, including in Reclaim's Planner and the Google Calendar Add-on.

Log work

Use this option if you want to tell Reclaim that you've completed work on the Task outside of its scheduled events (e.g., you did some work late last night and want to reflect that in your Tasks).

This will decrement the total duration for the Task by the amount of work you've logged. You can use this option anytime you see the Log work button, including in Reclaim's Planner and the Google Calendar Add-on.

You can also log work on Tasks by clicking or dragging a time anywhere in the past.

Mark done

Use this option if you want to tell Reclaim that you're completely done with the Task, and don't need events on your calendar for it anymore. You can mark a Task as done at any time, even if no work has been logged on it, and you can do it anywhere you see the Mark done option, including in Reclaim's Planner, the Google Calendar Add-on, and Slack integration.

Due Date

Adjust your due date on Tasks to tell Reclaim to get the work scheduled sooner or later. You can adjust the start and due dates for Tasks from anywhere you see an indicator for adjusting dates, including the Reclaim Planner, the Slack integration, and the Google Calendar Add-on.

Send to Up Next

Up Next is a powerful way to tell Reclaim to get something scheduled ASAP, even ahead of your Critical Priority Tasks. You can send Tasks to Up Next anywhere you see the Up Next button, including the Reclaim Planner, Reclaim's Slack integration, and the Google Calendar Add-on.

Delete

Deleting a Task is the same thing as saying \"never mind\". It will remove all past and future events for the Task, and it will be as if the Task never existed. No work will be logged, and no events will remain on your calendar. You can delete Tasks from anywhere you see the Delete button, including the Reclaim Planner, the Slack integration, and the Google Calendar Add-on.

Bulk editing Tasks

You can make updates to multiple Tasks at once in Reclaim via the Tasks page. This makes it easy to tell Reclaim when you want to take several Tasks at once and:

Note: because priorities for tasks synced from integrations can only be edited from the source (e.g., tasks synced from Asana can only have their priority edited in Asana, not in Reclaim) you cannot bulk-edit priorities on Tasks synced from integrations.

Common scenarios for Tasks

Below are some common use cases that you may run into when managing Tasks on your calendar. These aren't exhaustive, but they reflect the ones that you'll be most likely to experience.

I didn't do something at the time Reclaim thought I did

If you didn't complete something at the time Reclaim had scheduled it, you can Reschedule it, either by deleting the Task event from your calendar directly or by using the Reschedule action from the Planner, Google Calendar Add-on, or Slack integration.
​

Delete the Task Event from your Google Calendar or Slack integration. Reclaim will reschedule it to some point in the near future.

Reschedule the Task Event from the Planner, Google Calendar add-on, or Slack integration.

I did some, but not all, of the work at the time Reclaim thought I did

If Reclaim thinks you did all of the work for a given Task event that is in the past, you can adjust the event's duration from the Reclaim Planner or from Google Calendar to reflect that you spent less time. The additional duration will be added to the future to ensure you're still getting the time you need for the total Task.

I did work outside of the time window that Reclaim thinks I did

If you did work outside of the Task's scheduled time, use Log Work to specify how much work you did on the Task and when. This will decrement the total Task duration by the amount of work you log.
​

I need more time to complete the Task

If you need more time for a Task than what is scheduled, you can Add Time to specify how much more duration you need. This will be added to the Task's total duration and scheduled for the future.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim automatically schedules events for Tasks on your calendar, and sometimes you may want to reschedule those events, skip them, or tell Reclaim that you didn't actually get the work done. Similarly, you may want to do things like tell Reclaim you got work done outside of the Task's scheduled events, or that you need more time in total for the Task itself.​There are plenty of ways to accomplish those goals in Reclaim. In this doc, we're going to cover: Actions you can take on Tasks and Task events from Reclaim, and; Common use cases you may run into with Reclaim Tasks and how to solve them \nActions you can take on Tasks and Task events Below is a complete list of actions you can take on Tasks and Task events. Most or all of these are available in Reclaim's Planner, Slack integration, Raycast integration, and Google Calendar Add-on. \nStart, Stop, and Restart Start Starting a Task will move the first upcoming Task Event to the current time closes to the last 5 minutes. For example, if you have a Task whose first event is scheduled for 2pm, and you press Start at 9:03am, the Task Event will move from 2pm to 9:00am. \n \nYou can Start Task events by pressing the ▶️ button from Reclaim's Slack integration, from the Planner, from the Google Calendar Add-on, and from the Raycast integration. \nStop Stopping a Task will end the current Task Event at the moment the Stop button was pressed. For example, if you're working on a Task Event scheduled from 9am - 11am, and you press Stop at 9:30am, then Reclaim will split the event into one from 9am - 9:30am and the remaining time will be scheduled later. \n \nYou can Stop Task events by pressing the ⏹ button from Reclaim's Slack integration, from the Planner, from the Google Calendar Add-on, and from the Raycast integration. \nRestart You can use Restart to bring the Task Event's start time up to the current time. For example, if you start a Task at 9am and then are interrupted for 15 minutes until 9:15am, you can use Restart and the Task event will be rescheduled to start at 9:15am.​ \nYou can use Restart by pressing the ⏪ icon from Reclaim's Planner, Slack integration, Google Calendar Add-on, or Raycast integration \nLock/Unlock You can lock a Task event to prevent it from moving again, or unlock a locked Task event if you want it to resume autoscheduling. Learn more about Locking events here. \n You can Lock or Unlock Task events anywhere you see the 🔒 or 🔓 icon, including Reclaim's Planner, Slack integration, and Google Calendar Add-on. \nReschedule You can reschedule Tasks and Task events in several ways, each of which has a slightly different effect. \nRescheduling via the Reschedule action Use the Reschedule action from Reclaim's Planner for a past Task event. This will reschedule a single event that has already occurred in the past. \n \nRescheduling via the Snooze action Use the Snooze action from Reclaim's Planner, Slack integration, or Google Calendar Add-on if you want Reclaim to move the entire Task forward in time. This won't just reschedule a single event, it will reschedule the entire Task forward. This is great if you just want to tell Reclaim to push the Task out by a few hours or days. \n \n \n \n \n \nRescheduling a single Task event by moving it You can manually move a single Task event to another time, or adjust its duration, on Google Calendar or the Planner. This will only move that Task event, and it will also lock the Task event in place so that it won't automatically reschedule. This is great if you have a specific time you want to get the work done for a particular chunk of Task duration. \nRescheduling a single Task event by deleting it You can delete a Task event (whether it's happening now, in the future, or in the past) from Google Calendar and Reclaim will take that as a signal that the event needs to be rescheduled to the future. This is the easiest way to tell Reclaim \"not now, do this later\" for a single Task event. \nAdd time Use this option if you need more overall time for a Task (i.e., you want to add to the total duration of the Task) and Reclaim will add more time to the total Task. You can access this option from anywhere you see the Add time option, including in Reclaim's Planner and the Google Calendar Add-on. \n \nLog work Use this option if you want to tell Reclaim that you've completed work on the Task outside of its scheduled events (e.g., you did some work late last night and want to reflect that in your Tasks). \n \n \nThis will decrement the total duration for the Task by the amount of work you've logged. You can use this option anytime you see the Log work button, including in Reclaim's Planner and the Google Calendar Add-on. \nYou can also log work on Tasks by clicking or dragging a time anywhere in the past. \n \n \nMark done Use this option if you want to tell Reclaim that you're completely done with the Task, and don't need events on your calendar for it anymore. You can mark a Task as done at any time, even if no work has been logged on it, and you can do it anywhere you see the Mark done option, including in Reclaim's Planner, the Google Calendar Add-on, and Slack integration. \n \n \nDue Date Adjust your due date on Tasks to tell Reclaim to get the work scheduled sooner or later. You can adjust the start and due dates for Tasks from anywhere you see an indicator for adjusting dates, including the Reclaim Planner, the Slack integration, and the Google Calendar Add-on. \n \nSend to Up Next Up Next is a powerful way to tell Reclaim to get something scheduled ASAP, even ahead of your Critical Priority Tasks. You can send Tasks to Up Next anywhere you see the Up Next button, including the Reclaim Planner, Reclaim's Slack integration, and the Google Calendar Add-on. \n \nDelete Deleting a Task is the same thing as saying \"never mind\". It will remove all past and future events for the Task, and it will be as if the Task never existed. No work will be logged, and no events will remain on your calendar. You can delete Tasks from anywhere you see the Delete button, including the Reclaim Planner, the Slack integration, and the Google Calendar Add-on. \n \n \nBulk editing Tasks \nYou can make updates to multiple Tasks at once in Reclaim via the Tasks page. This makes it easy to tell Reclaim when you want to take several Tasks at once and: Update the start or due date Update the priority Mark them as done Delete them Note: because priorities for tasks synced from integrations can only be edited from the source (e.g., tasks synced from Asana can only have their priority edited in Asana, not in Reclaim) you cannot bulk-edit priorities on Tasks synced from integrations. \n \nCommon scenarios for Tasks Below are some common use cases that you may run into when managing Tasks on your calendar. These aren't exhaustive, but they reflect the ones that you'll be most likely to experience. \nI didn't do something at the time Reclaim thought I did If you didn't complete something at the time Reclaim had scheduled it, you can Reschedule it, either by deleting the Task event from your calendar directly or by using the Reschedule action from the Planner, Google Calendar Add-on, or Slack integration. ​ Delete the Task Event from your Google Calendar or Slack integration. Reclaim will reschedule it to some point in the near future. \nReschedule the Task Event from the Planner, Google Calendar add-on, or Slack integration. \nI did some, but not all, of the work at the time Reclaim thought I did If Reclaim thinks you did all of the work for a given Task event that is in the past, you can adjust the event's duration from the Reclaim Planner or from Google Calendar to reflect that you spent less time. The additional duration will be added to the future to ensure you're still getting the time you need for the total Task. \nI did work outside of the time window that Reclaim thinks I did If you did work outside of the Task's scheduled time, use Log Work to specify how much work you did on the Task and when. This will decrement the total Task duration by the amount of work you log.​ I need more time to complete the Task If you need more time for a Task than what is scheduled, you can Add Time to specify how much more duration you need. This will be added to the Task's total duration and scheduled for the future.","heading":"","is_live":true,"id":156979,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4453312","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Automatically color-code your calendar events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4540693-automatically-color-code-your-calendar-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Color-coding is a powerful way to keep your schedule organized and visually inspect where your time is going at a glance. Reclaim automatically color-codes and categorizes your events so that you don't have to worry about manually updating them. This doc will show you how to set your calendar colors as well as how color-coding works in Reclaim.

You can manage your color-coding settings by heading to Settings > Colors.

What colors are available in Reclaim?

You can set 12 different colors for your events via Reclaim's color-coding feature – these include 11 preset colors as well as a 12th that represents your calendar's default color (which you can set to any HEX code from in Google Calendar).

You can see which options are available to you by right-clicking on any event in Google Calendar:

Please note that event colors are not the same thing as calendar colors – Google Calendar only allows for 12 colors to be set for events, whereas calendar colors can be customized using hex values. Due to limitations in Google Calendar, we can only offer those 12 colors for your events.

How color-coding works in Reclaim

Reclaim automatically categorizes your events and uses those categories to drive color-coding for your events.

By default, Reclaim will only color-code events that it creates (e.g., your Smart Meetings, Habits, Tasks, and so forth). You can opt to have Reclaim automatically color-code all your events by toggling the setting for Calendar coloring.

To adjust any of the colors for each category, simply hover over a category and select a new option:

Reclaim will color code historical and future events, as well as update them when you change your color coding settings.

Overriding colors for events

Reclaim will follow your color-coding settings for your events, but in some cases you can override them:

Google Calendar Limitations

Reclaim is not able to update the color of events that are created via Gmail (example: an event created via a hotel reservation or a flight) and is not able to update the color of Birthday events, both of which are not allowed to be updated via the Google Calendar API.

Color-coding for Outlook Calendar

Outlook currently has some limitations with third-party calendar color coding, so Reclaim events may not always appear in their intended colors. You can check out the Outlook overview doc to learn more and track our progress on improving color-coding support.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Color-coding is a powerful way to keep your schedule organized and visually inspect where your time is going at a glance. Reclaim automatically color-codes and categorizes your events so that you don't have to worry about manually updating them. This doc will show you how to set your calendar colors as well as how color-coding works in Reclaim. \nYou can manage your color-coding settings by heading to Settings > Colors. \n \nWhat colors are available in Reclaim? You can set 12 different colors for your events via Reclaim's color-coding feature – these include 11 preset colors as well as a 12th that represents your calendar's default color (which you can set to any HEX code from in Google Calendar). \nYou can see which options are available to you by right-clicking on any event in Google Calendar: \n \nPlease note that event colors are not the same thing as calendar colors – Google Calendar only allows for 12 colors to be set for events, whereas calendar colors can be customized using hex values. Due to limitations in Google Calendar, we can only offer those 12 colors for your events. \n \nHow color-coding works in Reclaim Reclaim automatically categorizes your events and uses those categories to drive color-coding for your events. \n \nBy default, Reclaim will only color-code events that it creates (e.g., your Smart Meetings, Habits, Tasks, and so forth). You can opt to have Reclaim automatically color-code all your events by toggling the setting for Calendar coloring. \n \nTo adjust any of the colors for each category, simply hover over a category and select a new option: \n \nReclaim will color code historical and future events, as well as update them when you change your color coding settings. \n \nOverriding colors for events Reclaim will follow your color-coding settings for your events, but in some cases you can override them: When creating a Habit, Task, or Calendar Sync policy, you can opt to select a different color for those specific items. If you update details of an event (e.g., adding a third person to your 1:1 meeting to make it a team meeting) Reclaim will also update the color automatically. \n Google Calendar Limitations Reclaim is not able to update the color of events that are created via Gmail (example: an event created via a hotel reservation or a flight) and is not able to update the color of Birthday events, both of which are not allowed to be updated via the Google Calendar API. \nColor-coding for Outlook Calendar Outlook currently has some limitations with third-party calendar color coding, so Reclaim events may not always appear in their intended colors. You can check out the Outlook overview doc to learn more and track our progress on improving color-coding support.","heading":"","is_live":true,"id":156978,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4540693","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Auto-update your Slack status with Status Sync","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/4723873-auto-update-your-slack-status-with-status-sync","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's integration for Slack can automatically update your Slack status so others know that you are busy, as well as enable Do Not Disturb during events where you want to stay in focus mode.

With Slack status sync, you can:

Reclaim will only sync your status for events that are marked as 'Busy' in your calendar. Learn more about what Free / Busy events are in this doc.

Set up Slack status sync

From your Slack app:

  1. Ensure Reclaim's integration for Slack is installed to your Slack workspace (either from your Integrations page, or via the Slack App Directory).

  2. Navigate to the Reclaim app home page in Slack, under 'Apps'.

  3. Click Settings under the 'Home' tab.

  4. Click Turn On next to 'Status Sync'.

  5. Additional options to 'Configure Status Sync settings' will appear where you can customize your status sync settings.

Set your Slack Status when it is outside your hours

To improve communication with your team and manage noise from Slack, you can set your Slack status to let others know when it’s outside your Working, Personal, or Meeting hours and turn on Do Not Disturb so notifications from Slack will be snoozed.

To enable Slack Status sync during outside your hours:

  1. Navigate to Reclaim bot's home page in Slack.

  2. Click Settings.

  3. Click Status Settings next to 'Configure Status Sync settings'.

  4. In the Outside hours section, click the dropdown menu.

  5. Select which category of hours to sync your status.

  6. [Optional] Check the box next to 'Enable Do Not Disturb for outside of...'

If an event is on your calendar when you’re outside the set hours, Reclaim will skip syncing it, and will not update your status unless you manually clear it.

Set your Slack status display for calendar events

Reclaim offers visibility options for how you want your Slack status to appear based on your calendar events. To customize this:

  1. Navigate to Reclaim bot's home page in your Slack workspace.

  2. Click Settings.

  3. Click Status Settings next to \"Configure Status Sync settings\".

  4. Under Status Sync Options, select one of the options as described below.

Status determined by Category (personal, solo work, travel, etc.)

Reclaim will automatically set your Slack status to a default message that shows the category of the calendar event and no other details (e.g., \"In a 1:1\").

Set status to \"Busy\" for all events

Reclaim will automatically set your status to \"Busy\" for all events and provide no other details.

Custom status + do not disturb:

You can set your own Slack status messages, as well as turn on Do Not Disturb for particular categories of events to snooze notifications from Slack.

If you're using the default privacy setting for your Habits in Reclaim, Reclaim will show the full name of that Habit in your Slack Status, regardless of which privacy setting you've picked in the Slack integration.

Using custom statuses

When you select Custom status + do not disturb, an expanded menu will appear offering additional customization options for how you want your Slack status to appear to others based on event category. This is also where you can change the emojis for your Slack Statuses.

The event categories you can customize are:

Include title of event

You can opt to include the title of the event automatically using the parameter called {title}. Use this parameter to show the title of the event as it appears to you on your calendar.

Example: Setting a custom status for Deep Solo Work events

Heads down on - {title}: will show the status message of \"Heads down on - [Title as shown to you on your calendar]\" anything Reclaim detects that you're in a Deep Solo Work event.

Enable Do Not Disturb

Do Not Disturb will snooze notifications for calls and messages in Slack. By default, Do Not Disturb is turned off.
​
To set Do Not Disturb for certain categories of events, check the box next to \"Enable Do Not Disturb for...\" under the event category you'd like to enable Do Not Disturb for.

The first time you enable Do Not Disturb, you'll be prompted to give the Slack integration an additional permission to set Do Not Disturb on your behalf. Click the link and finish setting up permissions in the browser window that opens:

Once you've turned on Do Not Disturb for a given category, anytime you're busy for an event in that category your colleagues will see a note in Slack that you've paused notifications when they attempt to send you a message.

Things to note

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's integration for Slack can automatically update your Slack status so others know that you are busy, as well as enable Do Not Disturb during events where you want to stay in focus mode. \nWith Slack status sync, you can: Let others know when it is outside your working/personal/meeting hours Decide which categories of events you want your status updated for Customize your status message Choose whether or not you want to set the status to Do Not Disturb Reclaim will only sync your status for events that are marked as 'Busy' in your calendar. Learn more about what Free / Busy events are in this doc. \nSet up Slack status sync From your Slack app: Ensure Reclaim's integration for Slack is installed to your Slack workspace (either from your Integrations page, or via the Slack App Directory). Navigate to the Reclaim app home page in Slack, under 'Apps'. Click Settings under the 'Home' tab. Click Turn On next to 'Status Sync'. Additional options to 'Configure Status Sync settings' will appear where you can customize your status sync settings. \n \nSet your Slack Status when it is outside your hours To improve communication with your team and manage noise from Slack, you can set your Slack status to let others know when it’s outside your Working, Personal, or Meeting hours and turn on Do Not Disturb so notifications from Slack will be snoozed. \nTo enable Slack Status sync during outside your hours: Navigate to Reclaim bot's home page in Slack. Click Settings. Click Status Settings next to 'Configure Status Sync settings'. In the Outside hours section, click the dropdown menu. Select which category of hours to sync your status. [Optional] Check the box next to 'Enable Do Not Disturb for outside of...' If an event is on your calendar when you’re outside the set hours, Reclaim will skip syncing it, and will not update your status unless you manually clear it. \nSet your Slack status display for calendar events Reclaim offers visibility options for how you want your Slack status to appear based on your calendar events. To customize this: Navigate to Reclaim bot's home page in your Slack workspace. Click Settings. Click Status Settings next to \"Configure Status Sync settings\". Under Status Sync Options, select one of the options as described below. Status determined by Category (personal, solo work, travel, etc.) Reclaim will automatically set your Slack status to a default message that shows the category of the calendar event and no other details (e.g., \"In a 1:1\"). Set status to \"Busy\" for all events Reclaim will automatically set your status to \"Busy\" for all events and provide no other details. Custom status + do not disturb: You can set your own Slack status messages, as well as turn on Do Not Disturb for particular categories of events to snooze notifications from Slack. \n If you're using the default privacy setting for your Habits in Reclaim, Reclaim will show the full name of that Habit in your Slack Status, regardless of which privacy setting you've picked in the Slack integration. \nUsing custom statuses When you select Custom status + do not disturb, an expanded menu will appear offering additional customization options for how you want your Slack status to appear to others based on event category. This is also where you can change the emojis for your Slack Statuses. \nThe event categories you can customize are: Meetings External meetings Shallow solo work Deep solo work One-on-ones Personal Vacation Travel Decompression Time Flights Private (Synced events, tasks, and habits explicitly marked private.) \nInclude title of event You can opt to include the title of the event automatically using the parameter called {title} . Use this parameter to show the title of the event as it appears to you on your calendar. Example: Setting a custom status for Deep Solo Work events \n \nHeads down on - {title} : will show the status message of \"Heads down on - [Title as shown to you on your calendar]\" anything Reclaim detects that you're in a Deep Solo Work event. \nEnable Do Not Disturb Do Not Disturb will snooze notifications for calls and messages in Slack. By default, Do Not Disturb is turned off.​To set Do Not Disturb for certain categories of events, check the box next to \"Enable Do Not Disturb for...\" under the event category you'd like to enable Do Not Disturb for. \nThe first time you enable Do Not Disturb, you'll be prompted to give the Slack integration an additional permission to set Do Not Disturb on your behalf. Click the link and finish setting up permissions in the browser window that opens: \n \nOnce you've turned on Do Not Disturb for a given category, anytime you're busy for an event in that category your colleagues will see a note in Slack that you've paused notifications when they attempt to send you a message. \n \nThings to note If two or more events are overlapping and conflicting with the exact same time range (e.g., Event A and Event B are both from 10-11am) Reclaim will pick the most recently updated event. Reclaim will automatically clear your status if the event on your calendar is removed. If you opt to \"Clear Status\" via your Slack profile settings, Reclaim will not re-attempt to set your status. It will remain cleared until a new event occurs that triggers a status sync.","heading":"","is_live":true,"id":156977,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"4723873","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to reschedule smart Reclaim events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5105077-how-to-reschedule-smart-reclaim-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim is designed to give you a perfect blend of automation and control, meaning that we try to automatically schedule your calendar but still give you the ability to take back control at any time if something comes up or you change your mind.

Reclaim events will reschedule when you change rules for your Habits, Tasks, Smart 1:1s, and so forth -- for example, if you change the due date of a Task -- but you can also just manually adjust the events on the calendar once they've been scheduled.

Reschedule events to a specific time

You can reschedule any Reclaim event just by dragging it to another time in the Planner, or directly in Google Calendar. This is the easiest way to tell Reclaim \"I want to do this thing at specifically this other time.\"

When you reschedule an event by dragging it elsewhere in the calendar, it will automatically be \"locked\" and get a 🔒 emoji in the title. This means that Reclaim will mark the event as Busy and will no longer move it automatically, which prevents it from doing unexpected things on your calendar.

Reschedule events automatically

If you don't really care where an event ends up, or if you just want Reclaim to take care of rescheduling it, there are lots of good ways to do that in Reclaim:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim is designed to give you a perfect blend of automation and control, meaning that we try to automatically schedule your calendar but still give you the ability to take back control at any time if something comes up or you change your mind. \nReclaim events will reschedule when you change rules for your Habits, Tasks, Smart 1:1s, and so forth -- for example, if you change the due date of a Task -- but you can also just manually adjust the events on the calendar once they've been scheduled. \nReschedule events to a specific time You can reschedule any Reclaim event just by dragging it to another time in the Planner, or directly in Google Calendar. This is the easiest way to tell Reclaim \"I want to do this thing at specifically this other time.\" \nWhen you reschedule an event by dragging it elsewhere in the calendar, it will automatically be \"locked\" and get a 🔒 emoji in the title. This means that Reclaim will mark the event as Busy and will no longer move it automatically, which prevents it from doing unexpected things on your calendar. \nReschedule events automatically If you don't really care where an event ends up, or if you just want Reclaim to take care of rescheduling it, there are lots of good ways to do that in Reclaim: Just delete the event: anytime you delete an event created by Reclaim on the calendar, that is a signal to reschedule it to the next best time. For example, if a Task event occurred in the past and you didn't do it, you can just delete the event in Google Calendar to reschedule it. Use the \"Reschedule\" option: via Reclaim's Planner, Google Calendar Add-On, or Slack, you can click the \"Reschedule\" button and that will bring up a list of options for you to tell Reclaim how far out you'd like the event rescheduled.","heading":"","is_live":true,"id":156976,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5105077","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: What Reclaim Tasks are, and how to create and use them","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5108936-overview-what-reclaim-tasks-are-and-how-to-create-and-use-them","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

What are Reclaim Tasks?

Reclaim Tasks help bridge the gap between your always changing to-do list and your calendar – so you can make sure you have the time defended to work on your important items before deadlines come up.

Automatically block flexible time for your Tasks before due dates around everything else you have going on, break up longer projects into manageable chunks, and even integrate your favorite project management apps to sync to-dos to the calendar.

Create a new Task

Creating a new Task is easy, and can be done from within the Reclaim app, as well as across other native integrations.

Creating a Task in Reclaim

  1. From anywhere in Reclaim, click the + New Task button in the upper right corner.

  2. Fill out the scheduling rules requested in each field.

  3. Click Create to start scheduling the Task.

You can also use keyboard shortcut 'C' to pull up the Task creator form from anywhere in the app.

You can also create a new Task by clicking or dragging a time directly on the Planner. Tasks created on the Planner will automatically lock in place. This gives you more control over exactly when you want to work on a specific Task.

Creating a Task in Slack, Google Calendar, & Raycast

You can also create new Tasks outside of Reclaim with an app for Slack, a Google Calendar add-on, and a Raycast extension for Mac users.

Check out these docs to learn more:

Create a Task directly in Google Calendar

Create a Task using Slack

Create a Task using the Google Tasks integration

Create a Task from your Mac desktop with the Raycast extension

Task scheduling rules

When you create a new Task, you will see a form where you can fill out your scheduling preferences for how you want the event to schedule in your calendar.

Task name

Set the name of your Task that will display as the event title on your calendar.

A Task name is the only required property Reclaim needs to create a new Task. If you do not fill out the additional fields, Reclaim will use your default Task settings set under Settings > General > Default Task settings to fill these in. Learn more about default Task settings in this doc.

If you want to provide more specific scheduling preferences for the Task, you can customize these additional properties:

Priority

The priority at which you want Reclaim to defend the Task around your other events. Higher-priority Tasks get scheduled sooner than lower-priority ones.

By default, new Tasks are set to High priority (P2). You can update this your default Task settings under 'Priority'. Learn more about prioritizing your Tasks in this doc.

Duration

The total time needed to complete the Task. A minimum of 15 minutes is required.

By default, Reclaim will use the Task duration set in your default Task settings.

Due date

The date by which the Task needs to be scheduled on your calendar.

By default, Reclaim will make the due date 3 days from now.

Earliest starting date

If you don't want to start on a Task before a certain time, you can tell Reclaim to start scheduling the Task after a specific date.

By default, Reclaim will assign this start date for you depending on the due date you select.

Minimum event duration

The minimum amount of time you want to work on a Task at a time.

By default, Reclaim will use the min and max durations set in your default Task settings.

Maximum event duration

Set the maximum amount of time you want to work on a Task at a time.

By default, Reclaim will use the min and max durations set in your default Task settings.

Reclaim will use the max duration to 'space out' your Tasks when they get scheduled on your calendar. This prevents Reclaim from scheduling a bunch of Task blocks after one another.

Hours

Select the hours during which you want Reclaim to schedule this Task from your Working, Meeting, Personal, or Custom hours.

Learn more about setting up your Scheduling Hours here.

The icons to in the bottom left of the creator offer a few additional settings for your new Task:

Notes

Click the 'notepad' icon to add a note that will display on the calendar event for the Task. This field supports markdown formatting so you can customize it with headers, lists, hyperlinks, images, and more.

Visibility

Click the 'eye' icon to toggle visibility settings for how you want the event to show to others viewing your calendar. Manage this setting in your default Task settings.

Send to Up Next

Click the 'arrow' icon to set whether you want to send the new Task to Up Next. Up Next are scheduled ASAP before everything else on your task list, overriding priority.

Learn more about using Up Next for Tasks in this help doc.

View and sort Tasks in Reclaim

Whether you’re planning ahead or reviewing progress, you can sort your task list in Reclaim using flexible filters to quickly find what you need:

You can also sort your displayed Tasks in order of due date, priority level, or smart scheduling order (the order in which Reclaim will schedule Tasks based on priority, deadline, and time required).

Sync Tasks from project management apps

Reclaim also integrates with popular project management tools to automatically sync your tasks to the calendar – so you can find the best time to work on your projects, by priority, before their due dates.

Get started with integrations to ClickUp, Todoist, Asana, Jira, and Linear from your integrations page in the app, and learn more in our Task integrations help doc collection.

Schedule Tasks to different calendars

You can use your Hours settings to schedule Tasks directly to different calendars when they use your Working, Personal, or Custom Hours. This is a great way to maximize availability on your primary calendar, and organize your to-dos across personal or other professional calendars.

Tasks using these time policies will then schedule to the selected target calendar.

Simply select your target calendar under your work and personal Hours settings. You can also create new Custom Hours to schedule Tasks to additional calendars for things like side gigs, different clients, or any other use case.

Tasks using these time policies will then schedule to the selected target calendar.

To add additional calendars to your Reclaim account, head to your Calendars page and learn more about setting your Hours in this article.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"What are Reclaim Tasks? Reclaim Tasks help bridge the gap between your always changing to-do list and your calendar – so you can make sure you have the time defended to work on your important items before deadlines come up. \nAutomatically block flexible time for your Tasks before due dates around everything else you have going on, break up longer projects into manageable chunks, and even integrate your favorite project management apps to sync to-dos to the calendar. \n \n \nCreate a new Task Creating a new Task is easy, and can be done from within the Reclaim app, as well as across other native integrations. \nCreating a Task in Reclaim From anywhere in Reclaim, click the + New Task button in the upper right corner. Fill out the scheduling rules requested in each field. Click Create to start scheduling the Task. You can also use keyboard shortcut 'C' to pull up the Task creator form from anywhere in the app. \n \nYou can also create a new Task by clicking or dragging a time directly on the Planner. Tasks created on the Planner will automatically lock in place. This gives you more control over exactly when you want to work on a specific Task. \n \n \nCreating a Task in Slack, Google Calendar, & Raycast You can also create new Tasks outside of Reclaim with an app for Slack, a Google Calendar add-on, and a Raycast extension for Mac users. \nCheck out these docs to learn more: Create a Task directly in Google Calendar Google Calendar add-on overview Create a Task using Slack Create a Task from a Slack message Create a Task from Slack using ReclaimBot or a slash command Create a Task using the Google Tasks integration Create a Task using the Google Task integration Create a Task from Gmail using Google Task integration Create a Task from your Mac desktop with the Raycast extension Create new Tasks via Raycast \nTask scheduling rules When you create a new Task, you will see a form where you can fill out your scheduling preferences for how you want the event to schedule in your calendar. \n \nTask name Set the name of your Task that will display as the event title on your calendar. A Task name is the only required property Reclaim needs to create a new Task. If you do not fill out the additional fields, Reclaim will use your default Task settings set under Settings > General > Default Task settings to fill these in. Learn more about default Task settings in this doc. If you want to provide more specific scheduling preferences for the Task, you can customize these additional properties: \nPriority The priority at which you want Reclaim to defend the Task around your other events. Higher-priority Tasks get scheduled sooner than lower-priority ones. \nBy default, new Tasks are set to High priority (P2). You can update this your default Task settings under 'Priority'. Learn more about prioritizing your Tasks in this doc. \nDuration The total time needed to complete the Task. A minimum of 15 minutes is required. \nBy default, Reclaim will use the Task duration set in your default Task settings. \nDue date The date by which the Task needs to be scheduled on your calendar. \nBy default, Reclaim will make the due date 3 days from now. \nEarliest starting date If you don't want to start on a Task before a certain time, you can tell Reclaim to start scheduling the Task after a specific date. \nBy default, Reclaim will assign this start date for you depending on the due date you select. \nMinimum event duration The minimum amount of time you want to work on a Task at a time. \nBy default, Reclaim will use the min and max durations set in your default Task settings. \nMaximum event duration Set the maximum amount of time you want to work on a Task at a time. \nBy default, Reclaim will use the min and max durations set in your default Task settings. Reclaim will use the max duration to 'space out' your Tasks when they get scheduled on your calendar. This prevents Reclaim from scheduling a bunch of Task blocks after one another. Hours Select the hours during which you want Reclaim to schedule this Task from your Working, Meeting, Personal, or Custom hours. \nLearn more about setting up your Scheduling Hours here. \nThe icons to in the bottom left of the creator offer a few additional settings for your new Task: \n \nNotes Click the 'notepad' icon to add a note that will display on the calendar event for the Task. This field supports markdown formatting so you can customize it with headers, lists, hyperlinks, images, and more. \nVisibility Click the 'eye' icon to toggle visibility settings for how you want the event to show to others viewing your calendar. Manage this setting in your default Task settings. \nSend to Up Next Click the 'arrow' icon to set whether you want to send the new Task to Up Next. Up Next are scheduled ASAP before everything else on your task list, overriding priority. \nLearn more about using Up Next for Tasks in this help doc. \n \nView and sort Tasks in Reclaim Whether you’re planning ahead or reviewing progress, you can sort your task list in Reclaim using flexible filters to quickly find what you need: Due date: Sort tasks based on upcoming deadlines Start date: View tasks scheduled to begin further out Task status: Organize by task state: open, done scheduling, or completed Scheduling hours: Filter tasks by scheduling hours (Working, Personal, or any Custom Hours you've created) \n \nYou can also sort your displayed Tasks in order of due date, priority level, or smart scheduling order (the order in which Reclaim will schedule Tasks based on priority, deadline, and time required). \nSync Tasks from project management apps Reclaim also integrates with popular project management tools to automatically sync your tasks to the calendar – so you can find the best time to work on your projects, by priority, before their due dates. \nGet started with integrations to ClickUp, Todoist, Asana, Jira, and Linear from your integrations page in the app, and learn more in our Task integrations help doc collection. \n \n \nSchedule Tasks to different calendars You can use your Hours settings to schedule Tasks directly to different calendars when they use your Working, Personal, or Custom Hours. This is a great way to maximize availability on your primary calendar, and organize your to-dos across personal or other professional calendars. \nTasks using these time policies will then schedule to the selected target calendar. \nSimply select your target calendar under your work and personal Hours settings. You can also create new Custom Hours to schedule Tasks to additional calendars for things like side gigs, different clients, or any other use case. \nTasks using these time policies will then schedule to the selected target calendar. \nTo add additional calendars to your Reclaim account, head to your Calendars page and learn more about setting your Hours in this article.","heading":"","is_live":true,"id":156969,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5108936","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Changing your default settings for Reclaim Tasks","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5153635-changing-your-default-settings-for-reclaim-tasks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim pulls from a set of 'default settings' when you create a new Task in Reclaim or in an integration. These default settings auto-fill scheduling rule fields if you don't specify them for the new Task item.

You can update these default settings for how you want Reclaim to schedule Tasks from the app under Settings > Tasks.

Below is a breakdown of each field and how it impacts task scheduling:

Defaults for new Tasks

Priority & Up Next

Set the default priority level you want to set for new Tasks, as well as whether you want to automatically send them to Up Next.

By default, Tasks won't be sent to Up Next, but you can make it so that Tasks automatically get added to your Up Next list by enabling this option. This is especially helpful if you like to manually stack-rank your Task list instead of using Priorities to inform your schedule.

Duration

The default duration that Reclaim will schedule for Tasks when they're created.

Split up Tasks & event duration

You can decide whether Tasks will be split up into multiple events on your calendar by default, or not.

For when Reclaim needs to break up longer Tasks into smaller blocks, set the default minimum and maximum event duration for how long you want to spend working on it at a time.

You can always adjust these settings on a per-task basis as well.

Hours

You can set whether you want Reclaim to use your Personal or Working (Solo Work) hours by default when creating Tasks.

Start delay & due date

You can set the default 'earliest starting date' for a Task as well as the due date you want to use. These are expressed as rolling time windows, so they will always be relative to the when you create a Task.

For example, if you pick 1hr for your Delay start and 3 days for your Due in – all new Tasks will start no sooner than 1h from the time of creation and will be due within 3 days from that time.

Visibility

You can set the default privacy for tasks that are created to either make them private to all others, or to use your default calendar privacy settings.

General Task settings

One-off Task duration

When creating Reclaim Tasks from Slack messages or Gmail, Reclaim uses a special duration since those tend to be shorter follow-ups that may not need as much time. The default is 30m, but you can override it to whatever you'd like.

Task cooldown for split Tasks

Control how longer Tasks that are split up are spread across your week.
​


If you don't want to schedule as many Task sessions as possible, there are a few alternative options to choose from to suit your work style:

When are default Task settings applied?

Default Task settings are automatically updated when you change them under settings.

Note that updated settings will apply to newly created Tasks, but will not change existing Tasks.

Default Task settings are applied to:

Default Task settings are not applied to:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim pulls from a set of 'default settings' when you create a new Task in Reclaim or in an integration. These default settings auto-fill scheduling rule fields if you don't specify them for the new Task item. \nYou can update these default settings for how you want Reclaim to schedule Tasks from the app under Settings > Tasks. \nBelow is a breakdown of each field and how it impacts task scheduling: \nDefaults for new Tasks Priority & Up Next Set the default priority level you want to set for new Tasks, as well as whether you want to automatically send them to Up Next. \n \nBy default, Tasks won't be sent to Up Next, but you can make it so that Tasks automatically get added to your Up Next list by enabling this option. This is especially helpful if you like to manually stack-rank your Task list instead of using Priorities to inform your schedule. \nDuration The default duration that Reclaim will schedule for Tasks when they're created. \n \nSplit up Tasks & event duration You can decide whether Tasks will be split up into multiple events on your calendar by default, or not. \n \nFor when Reclaim needs to break up longer Tasks into smaller blocks, set the default minimum and maximum event duration for how long you want to spend working on it at a time. \nYou can always adjust these settings on a per-task basis as well. \nHours You can set whether you want Reclaim to use your Personal or Working (Solo Work) hours by default when creating Tasks. \n \nStart delay & due date You can set the default 'earliest starting date' for a Task as well as the due date you want to use. These are expressed as rolling time windows, so they will always be relative to the when you create a Task. \n \nFor example, if you pick 1hr for your Delay start and 3 days for your Due in – all new Tasks will start no sooner than 1h from the time of creation and will be due within 3 days from that time. \nVisibility You can set the default privacy for tasks that are created to either make them private to all others, or to use your default calendar privacy settings. \n \n \nGeneral Task settings One-off Task duration When creating Reclaim Tasks from Slack messages or Gmail, Reclaim uses a special duration since those tend to be shorter follow-ups that may not need as much time. The default is 30m, but you can override it to whatever you'd like. \n \nTask cooldown for split Tasks Control how longer Tasks that are split up are spread across your week.​ If you don't want to schedule as many Task sessions as possible, there are a few alternative options to choose from to suit your work style: 30 minutes: for when you want short breaks to do other Tasks or Habits, but then wish to get back to work on your highest priority Tasks. 1 hour: for generally spreading out your Tasks and mixing up your day, but still focusing on your highest priority Tasks. 2 or 4 hours: for when you want to limit your working time to one or two sessions on the same Task each day. Once per day: when you want to prioritize variety and only spend a single working session on any single Task per day.​ When are default Task settings applied? Default Task settings are automatically updated when you change them under settings. \nNote that updated settings will apply to newly created Tasks, but will not change existing Tasks. \nDefault Task settings are applied to: Tasks created via the Reclaim app Tasks synced from Task integrations Default Task settings are not applied to: Tasks created from Gmail Tasks created from Slack the Slack integration","heading":"","is_live":true,"id":156968,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5153635","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to use Reclaim with your existing calendars","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5202336-how-to-use-reclaim-with-your-existing-calendars","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Is Reclaim a calendar app?

Reclaim is designed to be a calendar assistant that works with your Google or Outlook calendar (not replace it). We built Reclaim to enable you to work where you already do. You can use our Planner to make changes to your Reclaim-managed events, install our Google Calendar and Gmail Add-on to get the power of Reclaim directly in Google or Outlook's web UI, and/or add our Slack integration to work with Reclaim there.

Supported calendar services

Currently, Reclaim has full support for Google Calendar and Microsoft Outlook

However, you can use a shared calendar (via iCloud, or another external calendar service) and sync events from that calendar to another Google Calendar using our Calendar Sync feature. You can learn more about how to sync shared Calendars here.

By default, Reclaim schedules on your primary calendar

By default, Reclaim will schedule time blocks on the primary calendar of your main account email in your Reclaim account. We do this because the primary calendar tends to be where all inbound meetings will be scheduled for the majority of users.

For some features, like Habits, Tasks, and Smart Meetings, you can opt to schedule to different calendars and different accounts.

What is a \"primary calendar\"?

Most other calendaring platforms have a concept of \"primary\" and \"shared\" calendars. Primary calendars are special: they are the calendar that Google and Outlook rely on for most scheduling workflows, and they are where most events will land by default. Shared calendars, on the other hand, are simply \"sub-calendars\" that aren't considered in most scheduling workflows.

For example, if you use Google Calendar's \"Find a Time\" feature or Outlook's Scheduling Assistant when trying to book time with someone in your workspace, it will only ever show events from the primary calendar. All other calendars will be ignored.

This is a big reason why Reclaim's Calendar Sync feature exists – to help merge events from other calendars to your primary calendar so that they show as unavailable to your colleagues.

Reclaim can consider availability from other calendars

As mentioned above, Reclaim schedules events on the primary calendar of your main account email only. However, it can consider availability from other calendars when it blocks time – either by you using our Calendar Sync feature, or our Connected Calendars feature.

Calendar Sync allows you to literally duplicate and copy events across calendars so that Reclaim will see you as unavailable, and so that others in your workspace will see you as unavailable when looking for times on your primary calendar.
​
Similarly, Connected Calendars allows you to designate other calendars for Reclaim to consider when blocking time, but it doesn't duplicate events across calendars – that means that others who go to book time with you within Google Workspace won't see events from other calendars.

You can learn more about the differences between Connected Calendars and Calendar Sync here.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Is Reclaim a calendar app? Reclaim is designed to be a calendar assistant that works with your Google or Outlook calendar (not replace it). We built Reclaim to enable you to work where you already do. You can use our Planner to make changes to your Reclaim-managed events, install our Google Calendar and Gmail Add-on to get the power of Reclaim directly in Google or Outlook's web UI, and/or add our Slack integration to work with Reclaim there. \nSupported calendar services Currently, Reclaim has full support for Google Calendar and Microsoft Outlook \nHowever, you can use a shared calendar (via iCloud, or another external calendar service) and sync events from that calendar to another Google Calendar using our Calendar Sync feature. You can learn more about how to sync shared Calendars here. \nBy default, Reclaim schedules on your primary calendar By default, Reclaim will schedule time blocks on the primary calendar of your main account email in your Reclaim account. We do this because the primary calendar tends to be where all inbound meetings will be scheduled for the majority of users. \nFor some features, like Habits, Tasks, and Smart Meetings, you can opt to schedule to different calendars and different accounts. \nWhat is a \"primary calendar\"? Most other calendaring platforms have a concept of \"primary\" and \"shared\" calendars. Primary calendars are special: they are the calendar that Google and Outlook rely on for most scheduling workflows, and they are where most events will land by default. Shared calendars, on the other hand, are simply \"sub-calendars\" that aren't considered in most scheduling workflows. \nFor example, if you use Google Calendar's \"Find a Time\" feature or Outlook's Scheduling Assistant when trying to book time with someone in your workspace, it will only ever show events from the primary calendar. All other calendars will be ignored. \nThis is a big reason why Reclaim's Calendar Sync feature exists – to help merge events from other calendars to your primary calendar so that they show as unavailable to your colleagues. \nReclaim can consider availability from other calendars As mentioned above, Reclaim schedules events on the primary calendar of your main account email only. However, it can consider availability from other calendars when it blocks time – either by you using our Calendar Sync feature, or our Connected Calendars feature. \nCalendar Sync allows you to literally duplicate and copy events across calendars so that Reclaim will see you as unavailable, and so that others in your workspace will see you as unavailable when looking for times on your primary calendar. ​Similarly, Connected Calendars allows you to designate other calendars for Reclaim to consider when blocking time, but it doesn't duplicate events across calendars – that means that others who go to book time with you within Google Workspace won't see events from other calendars. \nYou can learn more about the differences between Connected Calendars and Calendar Sync here.","heading":"","is_live":true,"id":156967,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5202336","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Getting started with Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5224992-getting-started-with-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Welcome to Reclaim! If you're just getting set up, you're in the right place. In this doc we'll cover a few important topics to help get you started and on your way:

If you've got any questions at any point, feel free to drop us a line at support@reclaim.ai, or just click the chat bubble in the corner to talk with us.

What is Reclaim?

Reclaim is an intelligent calendar assistant that works with your existing calendars to help you, your team, and your company optimize your schedule around your priorities across both work and life.

Your calendar plays a huge role in determining what you focus on. But too often, it gets filled with whatever’s loudest or most recent, rather than what’s actually important. It’s not that we don’t know our priorities – it’s that our calendars don’t. They lack the context to make intelligent, intentional decisions about how our time should be spent.

Reclaim changes that. By understanding your unique preferences and goals, it automatically defends time for focused work, personal routines, and key meetings, and dynamically adapts as things shift. At the end of the day, we know you’ve got a lot on your plate, and manually managing a constantly changing calendar isn’t the best use of your time. Reclaim helps you automate the busywork so you can focus on the high-value work that actually moves things forward.

What makes Reclaim different?

Think of Reclaim as the brain that translates your needs and priorities to the reality of your calendar, and that has your back as your schedule changes and new stuff comes in. It's meant to make you more flexible, adaptive, and productive in how you spend your weeks.

Maybe you've used other calendar apps before, or maybe you've even used apps that sound like Reclaim. Maybe you're even a little skeptical. That's ok. We get it.

We built Reclaim based on years of lived experience manually wrangling our calendars to find time for what mattered most. That experience gave us a deep understanding of how hard it is to protect time for focus, manage competing priorities, and stay agile amidst constant change.

Reclaim is designed to tackle the real-world challenges busy professionals face, helping you make time for deep work, habits, and effective meetings – whether you’re using Google Calendar or Outlook Calendar.

Below, we'll dive into those challenges and how Reclaim helps you solve them:

Flexible automation

You can plan the “perfect” schedule on Sunday night but that plan collides with reality as the workweek begins: new meetings, shifting priorities, and unexpected conflicts. Manually reshuffling your calendar to keep up isn’t just exhausting – it’s a waste of your time.
​

Traditional time blocking isn't built for the challenges real-world professionals deal with. Reclaim uses intelligent automation to keep your calendar agile, adjusting events in real time as your week unfolds. Whether it’s focus time, habits, tasks, or important meetings, Reclaim continuously finds the best times for your priorities, reschedules when needed, and resolves conflicts as they happen.
​

And automation doesn’t mean giving up control. You’re always in the driver’s seat with the ability to make executive decisions on your calendar anytime. Reclaim just handles the busywork so you can stay focused — and keep your momentum going.

Smart prioritization

There are weeks where you’ve got more on your plate than you realistically have time to finish. That’s not a planning problem – it’s a prioritization challenge.

Reclaim helps you stay focused on what matters most by using a smart prioritization matrix across your entire calendar. You can assign priorities to everything – tasks, meetings, habits, personal routines, and even events created outside of Reclaim. As your week fills up and plans shift, Reclaim automatically makes intelligent tradeoffs on your behalf, adjusting your schedule so that the highest-value work always gets time.

Instead of playing calendar Tetris, you get a schedule that reflects what’s most important – and adapts when priorities change.

Practical integration

Let’s face it: there are too many calendar and to-do apps out there. Your company probably uses several, and you might have a few personal favorites too. That’s why Reclaim is built to work with the tools you already know and love.

Reclaim integrates seamlessly with your existing Outlook and Google calendars and project management platforms, naturally extending into the places where you already do your work. You don’t need to adopt a whole new calendar interface or start your productivity journey from scratch – instead, you can leverage the tasks, meetings, and routines you've already captured elsewhere and automate them on your schedule via Reclaim.

Who is Reclaim for?

Reclaim is trusted by hundreds of thousands of busy professionals across more than 60,000 companies. From engineering and sales to marketing and operations, teams of all kinds rely on Reclaim to take control of their calendars and stay focused on what matters most.

Reclaim for individuals

Reclaim helps you make time for what matters most across both work and life. Think of it as a full-time assistant for your calendar, automatically managing your schedule so you don’t have to constantly manually tweak and rearrange it.

You stay flexible enough to meet with important internal and external contacts, while still protecting the focused time you need to move your priorities forward.

Reclaim for teams

When used on your team, Reclaim ensures everyone’s schedule is optimized across time zones, availability, and personal priorities and preferences.

It manages internal meetings, helps each team member maximize productivity, and provides clear context on what everyone is working on with integration like Slack Status Sync. Plus, it automatically resolves meeting conflicts as plans change, making the entire team more agile and adaptive in how they spend their time so everyone can show up at their best.

Reclaim for companies

When adopted company-wide, Reclaim can transform the culture of work by giving everyone more time back in their workweeks. By creating schedules that are both automated and flexible, employees spend less time managing their calendars and more time focused on what truly moves the needle.

And it's not just about doing more. With features like team Habit templates to encourage time for a daily lunch, Buffers to encourage regular breaks, and set Hours to prevent overtime – companies can holistically empower employees to perform at their best. Reclaim ensures time is dedicated to priorities across work and life, fostering a culture of productivity, focus, and healthier work-life balance.

How do I get started with Reclaim?

Reclaim offers powerful tools to help you take control of your calendar. Whether you're looking to improve your productivity, reduce meeting overload, or better protect work-life balance, we'll help you figure out where to start based on what matters most to you.

Want a complete list of features in Reclaim instead? Check out the link to the doc below:

See all Reclaim features

Productivity

Looking to get more time for productive work each week? Explore these features designed to help you carve out uninterrupted time for deep work and make real progress on your top priorities.

Focus

Focus time helps you block out uninterrupted periods for your most important work around everything else. Simply set an hourly weekly focus goal, select your scheduling mode, and Reclaim ensures the time you need to move your priorities forward and prevents you from being overrun with meetings.

Set your Focus goal

Learn more about Focus:

Habits (for work)

Habits are a great way to get more flexible, adaptive time for your work routines. For example, having time to catch up on email every morning, or an hour for a healthy lunch during the day. Create a Habit from scratch, or get started with 130+ customizable templates if you need inspiration.

Set up your Habits

Learn more about Habits:

Tasks

Tasks bridge the gap between your to-do list and your calendar so you have the time you need for important work projects before deadlines come up. Reclaim also integrates with the project management and task management tools you already use, so you don't have to reinvent the wheel.

Create a Task

Learn more about Tasks:

Slack Status Sync

Your calendar isn't the only place where you get interrupted. Reclaim can automatically sync your Slack status with your calendar so your team knows when you're heads-down on deep work or in an important meeting. For max protection, you can optionally set up advanced Do Not Disturb settings so that you don't lose your flow or have to constantly context-switch.

Set up Slack Status Sync

Learn more about the Slack integration:

Custom Hours

Reclaim gives you lots of controls over how and when certain kinds of events get scheduled. By configuring your Work, Meeting, and Personal hours in Reclaim, you can take control of your calendar. Custom Hours are also an awesome way to set up automatic day theming for your week.

Set your Hours

Helpful guides

Work-life balance

Want to improve your work-life balance and make sure you are reaching your personal goals? These features are designed to help — because wellness and productivity go hand in hand:

Habits (for life)

Habits help you make time for your personal routines in a smarter, more adaptive way. Whether it’s stepping out for a walk, fitting in regular workouts, meditating, or spending time with family – Habits ensure your routines stay protected on the calendar, even as your week evolves. Choose from 130+ pre-built templates to get started or create your own personal Habit from scratch.

Explore personal Habits

Learn more about Habits:

Hours

Reclaim gives you full control over when your work happens by letting you define your working hours. By setting clear boundaries for your schedule, you can ensure that meetings, focus time, and tasks are automatically kept within the workday – so your evenings and personal time stay protected. It’s a powerful way to prevent overtime and create a more sustainable rhythm between work and life.

Review your Hours

Learn more about Scheduling Hours:

Calendar Sync

Calendar Sync automatically keeps events in sync from your personal calendar to your work calendar, without sacrificing your privacy or showing sensitive details to your colleagues. It's a simple feature, but it's incredibly powerful in terms of maintaining a healthy separation between work and life and preventing double bookings.

Sync your calendars

Learn more about Calendar Sync

Buffer Time

Getting breaks between meetings and work sessions is key to reducing fatigue, and making time to travel to on-site events is just as important. Reclaim automatically adds buffers between events so you’re not rushing, overwhelmed, or running on empty.

Enable Buffer Time

Learn more about Buffer Time:

No-meeting days

​

Making the most of a no-meeting day takes more than just blocking off your calendar – it requires a clear plan for how you’ll use that time. Reclaim’s No Meeting Days feature helps you do both: it automatically defends your day from meetings while still making a plan for your Focus Time, Habits, and Tasks so you can stay productive and intentional with your time.

Create a No-Meeting Day

Learn more about setting up a No-Meeting Day:

Meeting management

Tired of juggling time zones, preferences, and back-and-forths to book meetings? See how Reclaim simplifies both recurring meetings and one-off scheduling.

Scheduling Links

Coordinating meetings with external attendees isn’t always straightforward — especially when you need to prioritize urgent conversations, adjust availability, or tailor details to specific attendees. Reclaim’s Scheduling Links give you powerful, flexible controls to share your availability exactly how you want, so it’s easier to connect with the right people, faster.

Create a Scheduling Link

Learn more about Scheduling Links:

Smart Meetings

Meetings are one of the most common (and frustrating) events to manually manage on a calendar. With Smart Meetings, Reclaim takes the hassle out of scheduling recurring meetings by automatically finding the best time for everyone on the invite, across time zones and preferences. Prioritize your most important meetings to ensure they always get booked, and let Reclaim auto-reschedule when conflicts arise — no extra coordination required.

Set up Smart Meetings

Learn more about Smart Meetings:

Integrating Reclaim

Want to make sure Reclaim is integrated with the places where you already work? Check out these guides to help you get Reclaim embedded into your workflows.

Task integrations

Reclaim integrates with a ton of project management and task managers to pull in your work from other platforms and automatically schedule it on your calendar:

Get set up with integrations now

Slack integration

Reclaim's Slack integration gives you quick scheduling controls from Slack, as well as access to our Slack Status Sync feature that auto-syncs your Slack status with your calendar events.

Get set up with the Slack integration now

Add-ons and Extensions

Our Google Calendar Add-on gives you the power of Reclaim from within Google Calendar, and our Raycast Extension for MacOS users is an awesome way to have a command-bar-esque experience for Reclaim from anywhere on your computer.

Get set up with the Raycast integration now
Get set up with the Google Calendar Add-on now

Helpful docs:

How do I get my team using Reclaim?

We offer a variety of resources to help you and your teams get the most out of Reclaim.

ROI and impact analysis

Want to help your team understand how much they can save by getting up to 40% more productive hours in the week? Check out our ROI calculator here, and punch in your team's size and average salary to get a sense of the cost benefits using Reclaim.

We're also happy to talk about providing a custom ROI analysis for teams of 5 or more. Reach out to support@reclaim.ai or send us a message in chat to learn more.

Data reports

We've surveyed thousands of professionals to learn about how productivity, work-life balance, meeting overload, and more are impacting their workweeks. Check out the reports with 1000+ stats below, and share them with your team to see if they resonate:

Webinars and personalized demos

Want to hop on a webinar? Check out our upcoming live events and register to join us.

We also offer personalized demos and extended trials for teams of 5 or more. Reach out to support@reclaim.ai or send us a message in chat to learn more.

More resources

Browse the help center for more info on features and capabilities, check out the Reclaim YouTube channel for video walkthroughs, feature breakdowns, and tips, or tag is on X @reclaimai.

If you have other questions, our support team is on standby to help via chat by clicking the Help tab in the app sidebar or via the Intercom button in the lower right hand corner. You can also reach us at support@reclaim.ai.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Welcome to Reclaim! If you're just getting set up, you're in the right place. In this doc we'll cover a few important topics to help get you started and on your way: What is Reclaim, and how is it different? Who is Reclaim for? How do I get started with Reclaim? How do I inspire my team to use it? If you've got any questions at any point, feel free to drop us a line at support@reclaim.ai, or just click the chat bubble in the corner to talk with us. \n What is Reclaim? Reclaim is an intelligent calendar assistant that works with your existing calendars to help you, your team, and your company optimize your schedule around your priorities across both work and life. \nYour calendar plays a huge role in determining what you focus on. But too often, it gets filled with whatever’s loudest or most recent, rather than what’s actually important. It’s not that we don’t know our priorities – it’s that our calendars don’t. They lack the context to make intelligent, intentional decisions about how our time should be spent. \nReclaim changes that. By understanding your unique preferences and goals, it automatically defends time for focused work, personal routines, and key meetings, and dynamically adapts as things shift. At the end of the day, we know you’ve got a lot on your plate, and manually managing a constantly changing calendar isn’t the best use of your time. Reclaim helps you automate the busywork so you can focus on the high-value work that actually moves things forward. \n \nWhat makes Reclaim different? Think of Reclaim as the brain that translates your needs and priorities to the reality of your calendar, and that has your back as your schedule changes and new stuff comes in. It's meant to make you more flexible, adaptive, and productive in how you spend your weeks. \nMaybe you've used other calendar apps before, or maybe you've even used apps that sound like Reclaim. Maybe you're even a little skeptical. That's ok. We get it. \nWe built Reclaim based on years of lived experience manually wrangling our calendars to find time for what mattered most. That experience gave us a deep understanding of how hard it is to protect time for focus, manage competing priorities, and stay agile amidst constant change. \nReclaim is designed to tackle the real-world challenges busy professionals face, helping you make time for deep work, habits, and effective meetings – whether you’re using Google Calendar or Outlook Calendar. \nBelow, we'll dive into those challenges and how Reclaim helps you solve them: \nFlexible automation You can plan the “perfect” schedule on Sunday night but that plan collides with reality as the workweek begins: new meetings, shifting priorities, and unexpected conflicts. Manually reshuffling your calendar to keep up isn’t just exhausting – it’s a waste of your time.​ Traditional time blocking isn't built for the challenges real-world professionals deal with. Reclaim uses intelligent automation to keep your calendar agile, adjusting events in real time as your week unfolds. Whether it’s focus time, habits, tasks, or important meetings, Reclaim continuously finds the best times for your priorities, reschedules when needed, and resolves conflicts as they happen.​ And automation doesn’t mean giving up control. You’re always in the driver’s seat with the ability to make executive decisions on your calendar anytime. Reclaim just handles the busywork so you can stay focused — and keep your momentum going. \n Smart prioritization \nThere are weeks where you’ve got more on your plate than you realistically have time to finish. That’s not a planning problem – it’s a prioritization challenge. \nReclaim helps you stay focused on what matters most by using a smart prioritization matrix across your entire calendar. You can assign priorities to everything – tasks, meetings, habits, personal routines, and even events created outside of Reclaim. As your week fills up and plans shift, Reclaim automatically makes intelligent tradeoffs on your behalf, adjusting your schedule so that the highest-value work always gets time. \nInstead of playing calendar Tetris, you get a schedule that reflects what’s most important – and adapts when priorities change. \n Practical integration \nLet’s face it: there are too many calendar and to-do apps out there. Your company probably uses several, and you might have a few personal favorites too. That’s why Reclaim is built to work with the tools you already know and love. \nReclaim integrates seamlessly with your existing Outlook and Google calendars and project management platforms, naturally extending into the places where you already do your work. You don’t need to adopt a whole new calendar interface or start your productivity journey from scratch – instead, you can leverage the tasks, meetings, and routines you've already captured elsewhere and automate them on your schedule via Reclaim. \n \nWho is Reclaim for? Reclaim is trusted by hundreds of thousands of busy professionals across more than 60,000 companies. From engineering and sales to marketing and operations, teams of all kinds rely on Reclaim to take control of their calendars and stay focused on what matters most. \nReclaim for individuals \nReclaim helps you make time for what matters most across both work and life. Think of it as a full-time assistant for your calendar, automatically managing your schedule so you don’t have to constantly manually tweak and rearrange it. \nYou stay flexible enough to meet with important internal and external contacts, while still protecting the focused time you need to move your priorities forward. \n Reclaim for teams \nWhen used on your team, Reclaim ensures everyone’s schedule is optimized across time zones, availability, and personal priorities and preferences. \nIt manages internal meetings, helps each team member maximize productivity, and provides clear context on what everyone is working on with integration like Slack Status Sync. Plus, it automatically resolves meeting conflicts as plans change, making the entire team more agile and adaptive in how they spend their time so everyone can show up at their best. \n Reclaim for companies \nWhen adopted company-wide, Reclaim can transform the culture of work by giving everyone more time back in their workweeks. By creating schedules that are both automated and flexible, employees spend less time managing their calendars and more time focused on what truly moves the needle. \nAnd it's not just about doing more. With features like team Habit templates to encourage time for a daily lunch, Buffers to encourage regular breaks, and set Hours to prevent overtime – companies can holistically empower employees to perform at their best. Reclaim ensures time is dedicated to priorities across work and life, fostering a culture of productivity, focus, and healthier work-life balance. \n \nHow do I get started with Reclaim? Reclaim offers powerful tools to help you take control of your calendar. Whether you're looking to improve your productivity, reduce meeting overload, or better protect work-life balance, we'll help you figure out where to start based on what matters most to you. \nWant a complete list of features in Reclaim instead? Check out the link to the doc below: \nSee all Reclaim features \nProductivity Looking to get more time for productive work each week? Explore these features designed to help you carve out uninterrupted time for deep work and make real progress on your top priorities. \nFocus \nFocus time helps you block out uninterrupted periods for your most important work around everything else. Simply set an hourly weekly focus goal, select your scheduling mode, and Reclaim ensures the time you need to move your priorities forward and prevents you from being overrun with meetings. \nSet your Focus goal Learn more about Focus: Focus overview Team Focus Time When to use Focus vs. Tasks. Habits \n Habits (for work) \nHabits are a great way to get more flexible, adaptive time for your work routines. For example, having time to catch up on email every morning, or an hour for a healthy lunch during the day. Create a Habit from scratch, or get started with 130+ customizable templates if you need inspiration. \nSet up your Habits Learn more about Habits: Habits Overview How to use Habits to create Focus Time Managing Habits on your calendar \n Tasks \nTasks bridge the gap between your to-do list and your calendar so you have the time you need for important work projects before deadlines come up. Reclaim also integrates with the project management and task management tools you already use, so you don't have to reinvent the wheel. \nCreate a Task Learn more about Tasks: Tasks Overview Managing Tasks on your calendar Task integrations​ Slack Status Sync \nYour calendar isn't the only place where you get interrupted. Reclaim can automatically sync your Slack status with your calendar so your team knows when you're heads-down on deep work or in an important meeting. For max protection, you can optionally set up advanced Do Not Disturb settings so that you don't lose your flow or have to constantly context-switch. \nSet up Slack Status Sync Learn more about the Slack integration: Slack integration overview Slack Status Sync How-to \n Custom Hours \nReclaim gives you lots of controls over how and when certain kinds of events get scheduled. By configuring your Work, Meeting, and Personal hours in Reclaim, you can take control of your calendar. Custom Hours are also an awesome way to set up automatic day theming for your week. \nSet your Hours Helpful guides Set your Scheduling Hours Create Custom Hours \n \n \nWork-life balance Want to improve your work-life balance and make sure you are reaching your personal goals? These features are designed to help — because wellness and productivity go hand in hand: \nHabits (for life) \nHabits help you make time for your personal routines in a smarter, more adaptive way. Whether it’s stepping out for a walk, fitting in regular workouts, meditating, or spending time with family – Habits ensure your routines stay protected on the calendar, even as your week evolves. Choose from 130+ pre-built templates to get started or create your own personal Habit from scratch. \nExplore personal Habits Learn more about Habits: Habits Overview Managing Habits on your calendar Hours \nReclaim gives you full control over when your work happens by letting you define your working hours. By setting clear boundaries for your schedule, you can ensure that meetings, focus time, and tasks are automatically kept within the workday – so your evenings and personal time stay protected. It’s a powerful way to prevent overtime and create a more sustainable rhythm between work and life. \nReview your Hours Learn more about Scheduling Hours: Set your Hours Calendar Sync \nCalendar Sync automatically keeps events in sync from your personal calendar to your work calendar, without sacrificing your privacy or showing sensitive details to your colleagues. It's a simple feature, but it's incredibly powerful in terms of maintaining a healthy separation between work and life and preventing double bookings. \nSync your calendars Learn more about Calendar Sync Calendar Sync Overview Managing and customizing Calendar Syncs Buffer Time \nGetting breaks between meetings and work sessions is key to reducing fatigue, and making time to travel to on-site events is just as important. Reclaim automatically adds buffers between events so you’re not rushing, overwhelmed, or running on empty. \nEnable Buffer Time Learn more about Buffer Time: Setting up Buffer Time​ No-meeting days ​ Making the most of a no-meeting day takes more than just blocking off your calendar – it requires a clear plan for how you’ll use that time. Reclaim’s No Meeting Days feature helps you do both: it automatically defends your day from meetings while still making a plan for your Focus Time, Habits, and Tasks so you can stay productive and intentional with your time. \nCreate a No-Meeting Day Learn more about setting up a No-Meeting Day: Using #reclaim_free to create No-Meeting times \n \nMeeting management Tired of juggling time zones, preferences, and back-and-forths to book meetings? See how Reclaim simplifies both recurring meetings and one-off scheduling. \nScheduling Links \nCoordinating meetings with external attendees isn’t always straightforward — especially when you need to prioritize urgent conversations, adjust availability, or tailor details to specific attendees. Reclaim’s Scheduling Links give you powerful, flexible controls to share your availability exactly how you want, so it’s easier to connect with the right people, faster. \nCreate a Scheduling Link Learn more about Scheduling Links: Scheduling Links Overview Creating and customizing Scheduling Links Personalizing and sharing one-off Scheduling Links Smart Meetings \nMeetings are one of the most common (and frustrating) events to manually manage on a calendar. With Smart Meetings, Reclaim takes the hassle out of scheduling recurring meetings by automatically finding the best time for everyone on the invite, across time zones and preferences. Prioritize your most important meetings to ensure they always get booked, and let Reclaim auto-reschedule when conflicts arise — no extra coordination required. \nSet up Smart Meetings Learn more about Smart Meetings: Smart Meetings Overview Managing Smart Meetings \n \nIntegrating Reclaim Want to make sure Reclaim is integrated with the places where you already work? Check out these guides to help you get Reclaim embedded into your workflows. \nTask integrations \nReclaim integrates with a ton of project management and task managers to pull in your work from other platforms and automatically schedule it on your calendar: Todoist integration Asana integration ClickUp integration Linear integration Jira integration Google Tasks integration \nGet set up with integrations now \n Slack integration \nReclaim's Slack integration gives you quick scheduling controls from Slack, as well as access to our Slack Status Sync feature that auto-syncs your Slack status with your calendar events. \nGet set up with the Slack integration now Slack integration overview Slack Status Sync How-to​ Add-ons and Extensions Our Google Calendar Add-on gives you the power of Reclaim from within Google Calendar, and our Raycast Extension for MacOS users is an awesome way to have a command-bar-esque experience for Reclaim from anywhere on your computer. \nGet set up with the Raycast integration now Get set up with the Google Calendar Add-on now Helpful docs: Reclaim for Raycast Reclaim's Google Calendar Add-on \nHow do I get my team using Reclaim? We offer a variety of resources to help you and your teams get the most out of Reclaim. \nROI and impact analysis Want to help your team understand how much they can save by getting up to 40% more productive hours in the week? Check out our ROI calculator here, and punch in your team's size and average salary to get a sense of the cost benefits using Reclaim. \nWe're also happy to talk about providing a custom ROI analysis for teams of 5 or more. Reach out to support@reclaim.ai or send us a message in chat to learn more. \n \nData reports We've surveyed thousands of professionals to learn about how productivity, work-life balance, meeting overload, and more are impacting their workweeks. Check out the reports with 1000+ stats below, and share them with your team to see if they resonate: Org Chart Productivity Trends Report (Outlook Analysis) Workforce Productivity Report Meeting Scheduling Trends Report Burnout Trends Report Task Management Trends Report 1:1 Meeting Trends Report Priorities Trends Report Webinars and personalized demos Want to hop on a webinar? Check out our upcoming live events and register to join us. \nWe also offer personalized demos and extended trials for teams of 5 or more. Reach out to support@reclaim.ai or send us a message in chat to learn more. More resources Browse the help center for more info on features and capabilities, check out the Reclaim YouTube channel for video walkthroughs, feature breakdowns, and tips, or tag is on X @reclaimai. \nIf you have other questions, our support team is on standby to help via chat by clicking the Help tab in the app sidebar or via the Intercom button in the lower right hand corner. You can also reach us at support@reclaim.ai.","heading":"","is_live":true,"id":156966,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5224992","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to earn free Reclaim by referring people","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5308195-how-to-earn-free-reclaim-by-referring-people","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Our Referral Program makes it easy to share Reclaim with your team or friends, and in return, we'll give you free individual access to Reclaim's Business edition.

How Reclaim's Referral Program works

Reclaim's Referral Program is simple:

  1. You invite users to Reclaim via email, social, or your personalized link.

  2. Those users sign up and connect their calendar to Reclaim.

  3. Based on the number of signups your referral drives, you get free access to Reclaim.

To get started, visit the Share Reclaim page in the app to start sharing across these channels:

Whether you send a few invites out via email, or fire off a tweet that hundreds of people sign up through, we'll track it all back to your account and automate your tally in the app so you can see how many people you've helped become more productive through Reclaim.

Note: credit is given for people who sign up and connect their calendars, not invites to Reclaim. For example, if you invite 100 people, and 50 of them sign up and connect their calendar, you would get credit for 50 signups. There is no requirement that a user remains active with Reclaim for any period of time, just that they sign up and connect a calendar.

Referral Tiers

You can get free subscriptions to Reclaim's Business edition for getting users to sign up, and there are three different tiers that you can hit through the Referral Program:

You can track your progress against these tiers in the Share Reclaim page, and we'll notify you when you've hit one (or several) of them.

Redeeming your credits

You can cash in your first milestone for 3 months free, or save up for your second milestone to get 12 months free or third milestone for free forever.

Each time you cash in your credits, your available credits will be reduced for the \"3 months free\" and \"12 months free\" milestones. Your lifetime milestone will accrue forever, so you'll continue to build credits toward that goal even if you have already redeemed 3 month or 12 month rewards.

Once you hit the milestone you want and are ready to cash in your credits, just click the \"Claim rewards\" button under your milestone:

When you redeem your referral credits, you'll see it reflected in your Billing and Team page, along with the date that the credits expire. This gives you full access to Reclaim's Business edition until that date:

For more info on how referral credits appear in your Billing and Team page, or to learn more about how to manage your Reclaim team, click here.

Note: for boring and technical reasons, redeeming your credits when you're already on a paid plan of Reclaim (or on a team) requires you to contact us. If you are in this scenario, you'll see \"Contact Us\" buttons appear beneath your redeemable rewards. The same applies to redeeming your \"lifetime\" reward, which also requires you to contact us.

\"image\"

Terms and Legal Stuff

Affiliate Program at Reclaim

Reclaim also offers an Affiliate Program that allows you to generate revenue off of every person you refer:

Super Affiliates are also eligible to earn $0.25 on every signup referred to Reclaim.

Note: This is a separate program, and the referrals you drive through the Referral Program will not earn revenue through the Affiliate Program – and vice versa.

To apply for our affiliate program, visit the Share Reclaim page in the app.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Our Referral Program makes it easy to share Reclaim with your team or friends, and in return, we'll give you free individual access to Reclaim's Business edition. \nHow Reclaim's Referral Program works Reclaim's Referral Program is simple: You invite users to Reclaim via email, social, or your personalized link. Those users sign up and connect their calendar to Reclaim. Based on the number of signups your referral drives, you get free access to Reclaim. To get started, visit the Share Reclaim page in the app to start sharing across these channels: Your personal referral link Share via Twitter Share via LinkedIn Invite via email Invite via Smart Meetings Calendar referrals Whether you send a few invites out via email, or fire off a tweet that hundreds of people sign up through, we'll track it all back to your account and automate your tally in the app so you can see how many people you've helped become more productive through Reclaim. \nNote: credit is given for people who sign up and connect their calendars, not invites to Reclaim. For example, if you invite 100 people, and 50 of them sign up and connect their calendar, you would get credit for 50 signups. There is no requirement that a user remains active with Reclaim for any period of time, just that they sign up and connect a calendar. \nReferral Tiers You can get free subscriptions to Reclaim's Business edition for getting users to sign up, and there are three different tiers that you can hit through the Referral Program: 5 referred signups= 3 months free of Reclaim Business 15 referred signups = 12 months free of Reclaim Business 100 referred signups = free Reclaim Business forever You can track your progress against these tiers in the Share Reclaim page, and we'll notify you when you've hit one (or several) of them. \n \nRedeeming your credits You can cash in your first milestone for 3 months free, or save up for your second milestone to get 12 months free or third milestone for free forever. \nEach time you cash in your credits, your available credits will be reduced for the \"3 months free\" and \"12 months free\" milestones. Your lifetime milestone will accrue forever, so you'll continue to build credits toward that goal even if you have already redeemed 3 month or 12 month rewards. \nOnce you hit the milestone you want and are ready to cash in your credits, just click the \"Claim rewards\" button under your milestone: \nWhen you redeem your referral credits, you'll see it reflected in your Billing and Team page, along with the date that the credits expire. This gives you full access to Reclaim's Business edition until that date: \nFor more info on how referral credits appear in your Billing and Team page, or to learn more about how to manage your Reclaim team, click here. \nNote: for boring and technical reasons, redeeming your credits when you're already on a paid plan of Reclaim (or on a team) requires you to contact us. If you are in this scenario, you'll see \"Contact Us\" buttons appear beneath your redeemable rewards. The same applies to redeeming your \"lifetime\" reward, which also requires you to contact us. \n \nTerms and Legal Stuff This promotion is subject to expiration, cancellation, and/or changes at Reclaim's (\"we\", \"us\", \"our\", \"the Company\") discretion at any time. We reserve the right to rescind or deny offers for free Reclaim Business subscriptions in the event of clear misuse, abuse, or impropriety (e.g., inviting invalid or false accounts to sign up for Reclaim, misrepresenting signup or referral data to the Company, or any other unauthorized or fraudulent activity) This promotion is confined solely to the Reclaim Business edition of the product. No other editions of Reclaim, current or future, are eligible for this promotion. Referral tiers are \"all-or-nothing\". In other words, we will not apply partial credit for signups referred in between tiers. For example, if you've referred 12 signups, you will be in the \"3 months free\" tier only. You will only receive the \"12 months free\" tier once you've hit the 15 referred signups threshold. Once you've hit a referral tier (either for the first time or subsequent times) we will make best effort to notify you and apply your promotional credit within 90 days. If you believe it has been longer than 90 days and that you have hit a referral tier, you may contact support@reclaim.ai for assistance. Promotional credits and referral tiers will apply to referred signups only, not total referrals or invites. We reserve the right to measure and report your total referred signups and use that number to determine your referral tier status, which can be found and tracked in your Share Reclaim page. \nAffiliate Program at Reclaim Reclaim also offers an Affiliate Program that allows you to generate revenue off of every person you refer: 25% recurring commission on purchases (for 12 months) 90 day cookie Super Affiliates are also eligible to earn $0.25 on every signup referred to Reclaim. \nNote: This is a separate program, and the referrals you drive through the Referral Program will not earn revenue through the Affiliate Program – and vice versa. \nTo apply for our affiliate program, visit the Share Reclaim page in the app.","heading":"","is_live":true,"id":156965,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5308195","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Logging into Reclaim and managing multiple login emails","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5308446-logging-into-reclaim-and-managing-multiple-login-emails","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

When signing up for Reclaim using your Google account, Reclaim will use that account's email address as your main login and calendar for your Reclaim account. However, you can also connect other emails to your Reclaim account via Calendar Sync or Connected Calendars and login using any of those emails.

In other words, your Reclaim account can have multiple emails, but only one can be set as your main email / calendar, and the others are secondary used for things like syncing calendars or telling Reclaim which calendars to consider your availability from.

Using the same email on multiple Reclaim accounts

An email address can only be set as the main account email for a single Reclaim account. It can be associated with multiple Reclaim accounts, but can't be the main on more than one. We generally do not recommend using multiple Reclaim accounts.

If an email address is associated with more than one Reclaim account, logging in with that email will automatically log you into the account where that email is set as the main account email.

For example, if the email bob@gmail.com is used as the main account email in Account A and as a secondary email in Account B, logging in with bob@gmail.com will log you into Account A.

If an email is used in more than one Reclaim account, but isn't a main login for any Reclaim account, logging in using that email will prompt you to create a new account.

For example, if the email betty@gmail.com is used as a secondary email in Accounts A and B, but isn't set as main anywhere else, logging in with betty@gmail.com will prompt you to create a third account.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"When signing up for Reclaim using your Google account, Reclaim will use that account's email address as your main login and calendar for your Reclaim account. However, you can also connect other emails to your Reclaim account via Calendar Sync or Connected Calendars and login using any of those emails. \nIn other words, your Reclaim account can have multiple emails, but only one can be set as your main email / calendar, and the others are secondary used for things like syncing calendars or telling Reclaim which calendars to consider your availability from. \nUsing the same email on multiple Reclaim accounts An email address can only be set as the main account email for a single Reclaim account. It can be associated with multiple Reclaim accounts, but can't be the main on more than one. We generally do not recommend using multiple Reclaim accounts. \nIf an email address is associated with more than one Reclaim account, logging in with that email will automatically log you into the account where that email is set as the main account email. \nFor example, if the email bob@gmail.com is used as the main account email in Account A and as a secondary email in Account B, logging in with bob@gmail.com will log you into Account A. \nIf an email is used in more than one Reclaim account, but isn't a main login for any Reclaim account, logging in using that email will prompt you to create a new account. \nFor example, if the email betty@gmail.com is used as a secondary email in Accounts A and B, but isn't set as main anywhere else, logging in with betty@gmail.com will prompt you to create a third account.","heading":"","is_live":true,"id":156964,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5308446","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to tell Reclaim when you're on vacation, holiday, or out of office","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5313671-how-to-tell-reclaim-when-you-re-on-vacation-holiday-or-out-of-office","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The goal of blocking out time when you are on vacation, holiday, or out of office is to let others know you are not available. However, you may also want Reclaim to continue scheduling your Tasks and Habits during that period of time. Reclaim supports both of these use cases.

How do I tell Reclaim I'm out of the office?

Reclaim adapts in real time to changes on your schedule, so just do what you would normally do to block out your calendar for vacation. If you're new to Google Calendar, the process is simple:

First, create an all-day event if you want to show yourself as unavailable during that entire day.

Two important notes here:

1) Make sure to set the all-day event to Busy, otherwise the time will still show as available.

2) Make sure the event is created on the primary calendar of your main account email in Reclaim, or if you're adding it to a calendar that is being synced to that primary calendar using Calendar Sync, ensure that the \"Sync all-day events\" setting is turned on.

You can also create an Out of office event, which automatically appears if you type OOO into the title of an all-day event. These events will also be recognized by Reclaim as busy and will block out your availability.

When you block out your day with an all-day event marked as Busy:

What if I'm just going to be OOO for a few hours?

Many people use Google Calendar's OOO event to mark when they need to step away from their desk for other commitments like an appointment. Reclaim will automatically and intelligently categorize OOO events as either:

This will keep your synced Slack status a more accurate reflection of your availability if you're, for example, need to take the kids to the doctor for a couple hours (vs. hanging out on the beach). Additionally, these categories will help streamline your work-life balance metrics in Stats.

What if I want Reclaim to still schedule my Habits and Tasks?

Sometimes you might want to have a heads-down day where you can still get time for your Habits and Tasks, but show yourself as unavailable to others for meeting. Some refer to this as a \"No Meetings Day\". To do this, simply add #reclaim_free to the title or description of the event. You can read more about that workflow here.

How do I get Reclaim to respect a company holiday calendar?

Reclaim will automatically move events around any events that are marked busy on your calendar. However, most company holiday calendars use all-day events that are marked free, which means that Reclaim won't see that time as unavailable.

In order to use a company holiday calendar and prevent Reclaim events from scheduling on those days, you (or your IT department if you're at a company) will need to set up a holiday calendar that uses all-day events that are marked busy, and then invite a company alias (e.g., company@acme.com) that contains all the employees for whom that holiday calendar applies.


When Reclaim users respond Yes or Maybe to events from this holiday calendar, Reclaim will pick up that event as busy and prevent meetings from being scheduled around it.

We don't currently support Google-provided holiday calendars, but you can create a a custom feed of holidays for observance and subscribe to that. You can then import that custom feed to your Google Calendar and then select it as a Connected Calendar in Reclaim.

Related articles

Configuring Calendar Sync to sync all-day events

Calendar Sync overview

Create a Sync Policy

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The goal of blocking out time when you are on vacation, holiday, or out of office is to let others know you are not available. However, you may also want Reclaim to continue scheduling your Tasks and Habits during that period of time. Reclaim supports both of these use cases. \nHow do I tell Reclaim I'm out of the office? Reclaim adapts in real time to changes on your schedule, so just do what you would normally do to block out your calendar for vacation. If you're new to Google Calendar, the process is simple: \nFirst, create an all-day event if you want to show yourself as unavailable during that entire day. \nTwo important notes here: \n1) Make sure to set the all-day event to Busy, otherwise the time will still show as available. \n2) Make sure the event is created on the primary calendar of your main account email in Reclaim, or if you're adding it to a calendar that is being synced to that primary calendar using Calendar Sync, ensure that the \"Sync all-day events\" setting is turned on. \n \nYou can also create an Out of office event, which automatically appears if you type OOO into the title of an all-day event. These events will also be recognized by Reclaim as busy and will block out your availability. \nWhen you block out your day with an all-day event marked as Busy: Reclaim will automatically skip or reschedule Habits, Tasks, and Smart 1:1s. Reclaim will detect the time as vacation and will count it in your stats. If you have Slack Status Sync enabled, Reclaim will update your Slack status automatically while you are out of the office. \nWhat if I'm just going to be OOO for a few hours? Many people use Google Calendar's OOO event to mark when they need to step away from their desk for other commitments like an appointment. Reclaim will automatically and intelligently categorize OOO events as either: Under 8 hours: Personal commitment Over 8 hours: Vacation This will keep your synced Slack status a more accurate reflection of your availability if you're, for example, need to take the kids to the doctor for a couple hours (vs. hanging out on the beach). Additionally, these categories will help streamline your work-life balance metrics in Stats. \nWhat if I want Reclaim to still schedule my Habits and Tasks? Sometimes you might want to have a heads-down day where you can still get time for your Habits and Tasks, but show yourself as unavailable to others for meeting. Some refer to this as a \"No Meetings Day\". To do this, simply add #reclaim_free to the title or description of the event. You can read more about that workflow here. \nHow do I get Reclaim to respect a company holiday calendar? Reclaim will automatically move events around any events that are marked busy on your calendar. However, most company holiday calendars use all-day events that are marked free, which means that Reclaim won't see that time as unavailable. \nIn order to use a company holiday calendar and prevent Reclaim events from scheduling on those days, you (or your IT department if you're at a company) will need to set up a holiday calendar that uses all-day events that are marked busy, and then invite a company alias (e.g., company@acme.com ) that contains all the employees for whom that holiday calendar applies. \n When Reclaim users respond Yes or Maybe to events from this holiday calendar, Reclaim will pick up that event as busy and prevent meetings from being scheduled around it. \nWe don't currently support Google-provided holiday calendars, but you can create a a custom feed of holidays for observance and subscribe to that. You can then import that custom feed to your Google Calendar and then select it as a Connected Calendar in Reclaim. \n \nRelated articles Configuring Calendar Sync to sync all-day events Calendar Sync overview Create a Sync Policy","heading":"","is_live":true,"id":156963,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5313671","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How do I contact support?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5341864-how-do-i-contact-support","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Need help with your account or have a question about the app? We're here to help you out!

Support hours

Monday - Friday: 7am - 7pm Pacific Time

Saturday - Sunday: Available as needed for emergencies

We typically respond in less than one hour of a support inquiry during support hours, and do our best to monitor and respond to off-hours support requests by urgency.

In case of a critical emergency where the product is down or severely impacted, please note \"Emergency\" in the first line of your message via the app, or in the subject line of your email to support.

If you're having trouble accessing the app, check out our Status page and subscribe for real-time updates on any outages.

Support contact info

Here are the different ways you can get in touch with our support team:

Live chat

Send us a message via live chat in the app, help docs, or on our website. This is the best way to reach us during support hours.

Email

Reach out to us anytime at support@reclaim.ai from the email address associated with your account.

Slack

Want to share some feedback or get help from other Reclaim users? Join our Slack Community to share a feature request and connect with other Reclaimers.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Need help with your account or have a question about the app? We're here to help you out! \nSupport hours Monday - Friday: 7am - 7pm Pacific Time Saturday - Sunday: Available as needed for emergencies \nWe typically respond in less than one hour of a support inquiry during support hours, and do our best to monitor and respond to off-hours support requests by urgency. \nIn case of a critical emergency where the product is down or severely impacted, please note \"Emergency\" in the first line of your message via the app, or in the subject line of your email to support. \nIf you're having trouble accessing the app, check out our Status page and subscribe for real-time updates on any outages. \nSupport contact info Here are the different ways you can get in touch with our support team: \nLive chat Send us a message via live chat in the app, help docs, or on our website. This is the best way to reach us during support hours. \nEmail Reach out to us anytime at support@reclaim.ai from the email address associated with your account. \nSlack Want to share some feedback or get help from other Reclaim users? Join our Slack Community to share a feature request and connect with other Reclaimers.","heading":"","is_live":true,"id":156962,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5341864","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Weekly reports overview","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5389397-weekly-reports-overview","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Weekly Reports from Reclaim provide you with a weekly summary of your Productivity Stats to help you understand how you're allocating your time, and preview your next week so you can plan out your high priority work.

By default, these reports are enabled for all Reclaim users. If you no longer wish to receive them, you can easily opt-out through the Notifications section of your Settings in the app.

When do I get my Weekly Reports?

Weekly Reports are delivered within the first hour of the last day of your Working Hours set in Reclaim (learn more about setting up your Hours here).

So, if your Working Hours end on Friday between 8:00am and 5:00pm, your Weekly Report will be delivered between 8:00am-9:00am every Friday.

What's included in Weekly Reports

Productivity Stats

Interesting Calendar Stats

In the colorful blocks below your three main Productivity Stats, you'll find additional stats on interesting insights pulled from your calendar. These callouts are automated through fun insights we thought you'd be interested in seeing, and may change from week to week!

Social Sharing

You can also share the top half of your Weekly Report, containing only the Productivity Stats and Interesting Calendar Stats (not your event details in the second half) via custom pages generated for you. We support sharing via:

What's up next week

In this section, you can see a preview of your primary calendar's schedule for next week to get an idea of your availability, priorities, and busiest/lightest days. Click into any of the day blocks or events to pull up the Reclaim Planner to modify or reprioritize your week.

Take a closer look

This section is dedicated towards your Tasks at Reclaim so you can see your highest priority work, and prioritized Habits you'd like to make time for next week.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Weekly Reports from Reclaim provide you with a weekly summary of your Productivity Stats to help you understand how you're allocating your time, and preview your next week so you can plan out your high priority work. \nBy default, these reports are enabled for all Reclaim users. If you no longer wish to receive them, you can easily opt-out through the Notifications section of your Settings in the app. \nWhen do I get my Weekly Reports? Weekly Reports are delivered within the first hour of the last day of your Working Hours set in Reclaim (learn more about setting up your Hours here). \nSo, if your Working Hours end on Friday between 8:00am and 5:00pm, your Weekly Report will be delivered between 8:00am-9:00am every Friday. \nWhat's included in Weekly Reports Productivity Stats Personal Time: Time spent on Tasks and Habits created through Reclaim that are tagged as \"Personal\", as well as events that are synced from a personal calendar. Solo Work: Time spent on Tasks and Habits created through Reclaim that are tagged as \"Solo Work\", or manually created time blocks on Google Calendar that do not include additional invitees. Meetings: Total time spent in events with multiple invitees across one-on-one meetings, team meetings and external meetings. \nInteresting Calendar Stats In the colorful blocks below your three main Productivity Stats, you'll find additional stats on interesting insights pulled from your calendar. These callouts are automated through fun insights we thought you'd be interested in seeing, and may change from week to week! \nSocial Sharing You can also share the top half of your Weekly Report, containing only the Productivity Stats and Interesting Calendar Stats (not your event details in the second half) via custom pages generated for you. We support sharing via: Direct link Twitter LinkedIn Facebook What's up next week In this section, you can see a preview of your primary calendar's schedule for next week to get an idea of your availability, priorities, and busiest/lightest days. Click into any of the day blocks or events to pull up the Reclaim Planner to modify or reprioritize your week. \nTake a closer look \nThis section is dedicated towards your Tasks at Reclaim so you can see your highest priority work, and prioritized Habits you'd like to make time for next week.","heading":"","is_live":true,"id":156961,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5389397","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration with Zoom","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5413550-overview-reclaim-s-integration-with-zoom","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Zoom integration offers two powerful features to help you better manage your calendar and keep your Slack status up-to-date with videoconference meetings:

Sync your Slack status to Zoom

With Reclaim's Zoom integration enabled alongside Reclaim's Slack integration, Reclaim will automatically set your Slack status when you join a Zoom meeting as well as clear it when you leave the meeting—even if there's no event on your calendar associated with the Zoom meeting. Learn more at Sync your Slack status to Zoom meetings.

Set up meetings (Smart 1:1s and Scheduling Links) with Zoom links

The integration enables you to add Zoom links to your Smart 1:1s or Scheduling Links so you can create meetings with other over Zoom without worrying about sending links back and forth or updating a link.

Requirements for using Reclaim's Zoom integration

In order to use Reclaim's Zoom integration, you must:

If you plan to use the Zoom integration for syncing your Slack status to Zoom meetings, you must also have Reclaim's Slack integration added to a valid Slack workspace as well as have Status Sync turned on.

Install Reclaim's Zoom integration

  1. Navigate to Settings -> Integrations

  2. Locate the Zoom integration panel and click Connect Zoom.

  3. You will be directed to Zoom's login page (if you're not already authenticated in your Zoom account). Login using your Zoom account credentials.

  4. Once you've authenticated, a screen will appear prompting you to install the integration. Review and approve the permissions and click Install.

Uninstall Reclaim's Zoom integration

  1. Login to your Zoom account, if necessary.

  2. Navigate to the list of installed apps in the Zoom Marketplace.

  3. Locate the Reclaim app.

  4. Click Uninstall.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Zoom integration offers two powerful features to help you better manage your calendar and keep your Slack status up-to-date with videoconference meetings: \nSync your Slack status to Zoom With Reclaim's Zoom integration enabled alongside Reclaim's Slack integration, Reclaim will automatically set your Slack status when you join a Zoom meeting as well as clear it when you leave the meeting—even if there's no event on your calendar associated with the Zoom meeting. Learn more at Sync your Slack status to Zoom meetings. \nSet up meetings (Smart 1:1s and Scheduling Links) with Zoom links The integration enables you to add Zoom links to your Smart 1:1s or Scheduling Links so you can create meetings with other over Zoom without worrying about sending links back and forth or updating a link. \n \nRequirements for using Reclaim's Zoom integration In order to use Reclaim's Zoom integration, you must: Have a valid Reclaim account and login credentials, and; Have a valid Zoom account and login credentials, and; Your Zoom workspace must allow for third-party integrations to be added. If you plan to use the Zoom integration for syncing your Slack status to Zoom meetings, you must also have Reclaim's Slack integration added to a valid Slack workspace as well as have Status Sync turned on. \nInstall Reclaim's Zoom integration Navigate to Settings -> Integrations Locate the Zoom integration panel and click Connect Zoom. You will be directed to Zoom's login page (if you're not already authenticated in your Zoom account). Login using your Zoom account credentials. Once you've authenticated, a screen will appear prompting you to install the integration. Review and approve the permissions and click Install. \nUninstall Reclaim's Zoom integration Login to your Zoom account, if necessary. Navigate to the list of installed apps in the Zoom Marketplace. Locate the Reclaim app. Click Uninstall.","heading":"","is_live":true,"id":156960,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5413550","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using event hashtags to make your Google Calendar or Outlook Calendar smarter","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5464964-using-event-hashtags-to-make-your-google-calendar-or-outlook-calendar-smarter","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim has a number of \"event hashtags\" that allow you to add simple tags to your events, allowing you to give Reclaim instructions directly from your Google Calendar or Outlook Calendar. Below is a list of all supported event hashtags along with a brief description.

Supported hashtags

#focus

Focus Time automatically counts work Tasks and Habits toward your Focus Time goals. You can also add the hashtag #focus to the description or title of any event on your calendar (Reclaim created or not) to manually count it towards your Focus goal. Learn more here.

#nosync

If you're syncing events between calendars using Calendar Sync, use the #nosync hashtag in the original event to prevent it from syncing to your target calendar. This will tell Reclaim to skip syncing the event. Learn more here.

#reclaim_free

You can use the #reclaim_free hashtag to tell Reclaim that an event should be shown as unavailable to others who want to schedule time with you, but remain free for scheduling your Tasks and Habits. Learn more here.

#reclaim_busy

You can use the hashtag #reclaim_busy to prevent Habits and Tasks from being scheduled over a time block that you still want to show as available for meetings (including Smart 1:1s). Learn more here.

#needs_travel

While Reclaim will automatically add travel time to your events based on location, sometimes we don't get it right. If you're finding that Travel Time is not being set for an event, add the hashtag #needs_travel to manually force Travel Time around an event.

Travel time must be enabled in your settings for Reclaim to apply travel to an event.

Learn more here.

#flight

Reclaim automatically detects flight events on your calendar, but sometimes we may miss it. Using #flight will add 2 hours before and 1 hour after the event as well as categorize this time as a travel event. Learn more here.

#travel

You can use the #travel hashtag to create a time block specifically marked as Travel and Logistics. This can be helpful for events that are not necessarily tasks, but still need to be scheduled on the calendar, such as \"giving friend a ride\". Learn more here.

Where to put the hashtags

Reclaim will look in three separate places for hashtags:

Note:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim has a number of \"event hashtags\" that allow you to add simple tags to your events, allowing you to give Reclaim instructions directly from your Google Calendar or Outlook Calendar. Below is a list of all supported event hashtags along with a brief description. \nSupported hashtags #focus Focus Time automatically counts work Tasks and Habits toward your Focus Time goals. You can also add the hashtag #focus to the description or title of any event on your calendar (Reclaim created or not) to manually count it towards your Focus goal. Learn more here. \n#nosync If you're syncing events between calendars using Calendar Sync, use the #nosync hashtag in the original event to prevent it from syncing to your target calendar. This will tell Reclaim to skip syncing the event. Learn more here. \n#reclaim_free You can use the #reclaim_free hashtag to tell Reclaim that an event should be shown as unavailable to others who want to schedule time with you, but remain free for scheduling your Tasks and Habits. Learn more here. \n#reclaim_busy You can use the hashtag #reclaim_busy to prevent Habits and Tasks from being scheduled over a time block that you still want to show as available for meetings (including Smart 1:1s). Learn more here. \n \n#needs_travel While Reclaim will automatically add travel time to your events based on location, sometimes we don't get it right. If you're finding that Travel Time is not being set for an event, add the hashtag #needs_travel to manually force Travel Time around an event. Travel time must be enabled in your settings for Reclaim to apply travel to an event. Learn more here. \n \n#flight Reclaim automatically detects flight events on your calendar, but sometimes we may miss it. Using #flight will add 2 hours before and 1 hour after the event as well as categorize this time as a travel event. Learn more here. \n \n#travel You can use the #travel hashtag to create a time block specifically marked as Travel and Logistics. This can be helpful for events that are not necessarily tasks, but still need to be scheduled on the calendar, such as \"giving friend a ride\". Learn more here. \n \nWhere to put the hashtags Reclaim will look in three separate places for hashtags: The event's title The event's description Your RSVP note Note: Others may be able to see your hashtags if they have access to view your calendar. If you use an \"out of office\" event, there is no description field, so you will need to place the hashtag on the title.","heading":"","is_live":true,"id":156959,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5464964","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Use #reclaim_free to create No-Meeting Days or times","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5464974-use-reclaim_free-to-create-no-meeting-days-or-times","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Blocking out your calendar for the day in Google Calendar and marking the event as 'Busy' is a quick way to defend a full day from meetings. This will tell calendar platforms and scheduling services that you are unavailable for meetings.

But if you want to make the most of your meeting-free day, you can set a smart No-Meeting Day using the hashtag #reclaim_free. Reclaim will mark the day as busy for new meeting invitations, but keep you free to schedule Tasks and Habits so you can focus on productive work.

Set a No-Meeting Day in Google Calendar

Reclaim supports several event hashtags in Google Calendar. To create a No-Meeting Day:

  1. Create a Google Calendar event (not an Out of Office event) and add the Reclaim hashtag #reclaim_free in the title or description.

  2. Mark the event as 'Busy'.

  3. Hit save.

You can use the #reclaim_free hashtag for all-day events to protect a full day from meetings, or add it to individual events to defend a specific time block on the calendar.

With an event like this on your calendar, you'll appear busy to anyone seeking time for a meeting, but will still appear as free to Reclaim — allowing all your Habits and Tasks to get scheduled in your No-Meeting Day.

Weekly No-Meeting Days

To defend a No-Meeting Day every week, set the event to repeat on your preferred cadence. The hashtag will be automatically applied to future events to keep your time defended from meetings.

Create a team No-Meeting Day

To create a No-Meeting Day for your whole team or company, follow the same steps as above, adding #reclaim_free into the description of the event, and simply 'Add guests' to invite other team members to the event. You can also do this by creating a separate \"No Meeting Day\" calendar and invite team members or a company alias to events on that calendar.

When team members RSVP Yes or Maybe to the event, the No Meeting Day will take effect. Now the whole team has time defended from meetings to get independent work done.

Note: Setting a No-Meeting Day will not delete already scheduled meeting events on those days.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Blocking out your calendar for the day in Google Calendar and marking the event as 'Busy' is a quick way to defend a full day from meetings. This will tell calendar platforms and scheduling services that you are unavailable for meetings. \nBut if you want to make the most of your meeting-free day, you can set a smart No-Meeting Day using the hashtag #reclaim_free . Reclaim will mark the day as busy for new meeting invitations, but keep you free to schedule Tasks and Habits so you can focus on productive work. \n \nSet a No-Meeting Day in Google Calendar Reclaim supports several event hashtags in Google Calendar. To create a No-Meeting Day: Create a Google Calendar event (not an Out of Office event) and add the Reclaim hashtag #reclaim_free in the title or description. Mark the event as 'Busy'. Hit save. You can use the #reclaim_free hashtag for all-day events to protect a full day from meetings, or add it to individual events to defend a specific time block on the calendar. \n \nWith an event like this on your calendar, you'll appear busy to anyone seeking time for a meeting, but will still appear as free to Reclaim — allowing all your Habits and Tasks to get scheduled in your No-Meeting Day. \nWeekly No-Meeting Days To defend a No-Meeting Day every week, set the event to repeat on your preferred cadence. The hashtag will be automatically applied to future events to keep your time defended from meetings. \n \nCreate a team No-Meeting Day To create a No-Meeting Day for your whole team or company, follow the same steps as above, adding #reclaim_free into the description of the event, and simply 'Add guests' to invite other team members to the event. You can also do this by creating a separate \"No Meeting Day\" calendar and invite team members or a company alias to events on that calendar.When team members RSVP Yes or Maybe to the event, the No Meeting Day will take effect. Now the whole team has time defended from meetings to get independent work done. \n \nNote: Setting a No-Meeting Day will not delete already scheduled meeting events on those days.","heading":"","is_live":true,"id":156958,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5464974","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Reserve dedicated time for meetings with #reclaim_busy","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5465012-reserve-dedicated-time-for-meetings-with-reclaim_busy","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Habits and Tasks features are thoughtfully designed to help you deal with the tension of being available to meet with people while also having heads-down time to work or focus on your personal wellbeing. This works by carefully choosing when to mark events as free or busy.

But sometimes, no matter how much you want to get certain Habits done or certain Tasks are overdue, you need to make some space to meet with a customer or coworker. Fortunately, there is an easy way to mark certain time on your calendar as a \"no go zone\" for Reclaim's scheduler.

Simply create an event marked as \"free\" (so that people who want to meet with you know you're available) but add the hashtag #reclaim_busy to it. This will tell Reclaim's scheduler to treat that time as busy, despite it being marked as free.

Now, this time block on your calendar will be completely free from any Reclaim Habits or Tasks, making it easier for people to book meetings with you.

Pro tip: if you want to quickly carve out space, you can simply make events with a title of #reclaim_busy. Don't worry about marking the event as free -- Reclaim will go ahead and change it for you!

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Habits and Tasks features are thoughtfully designed to help you deal with the tension of being available to meet with people while also having heads-down time to work or focus on your personal wellbeing. This works by carefully choosing when to mark events as free or busy. \nBut sometimes, no matter how much you want to get certain Habits done or certain Tasks are overdue, you need to make some space to meet with a customer or coworker. Fortunately, there is an easy way to mark certain time on your calendar as a \"no go zone\" for Reclaim's scheduler. \nSimply create an event marked as \"free\" (so that people who want to meet with you know you're available) but add the hashtag #reclaim_busy to it. This will tell Reclaim's scheduler to treat that time as busy, despite it being marked as free. \n Now, this time block on your calendar will be completely free from any Reclaim Habits or Tasks, making it easier for people to book meetings with you. \nPro tip: if you want to quickly carve out space, you can simply make events with a title of #reclaim_busy . Don't worry about marking the event as free -- Reclaim will go ahead and change it for you!","heading":"","is_live":true,"id":156957,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5465012","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Decompression not appearing or overlaps with a Habit or Task","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5465551-decompression-not-appearing-or-overlaps-with-a-habit-or-task","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The key function of Decompression Time is to prevent back-to-back video calls being schedule. The purpose is not to give a true break, free from any other personal or work commitments—though sometimes that is what happens. Thus, there are two behaviors that may cause confusion.

Note: Currently there is no way to ensure Decompression Time always blocks out time independent from Reclaim Tasks and Habits.

Decompression time is not scheduled

The meeting \"Daily Standup\" has a Zoom link, so it should get a Decompression Time block. However, because there is another meeting already scheduled right after, Reclaim chose not to schedule Decompression Time because you're already committed to that event. If the following meeting were moved or declined, the Decompression Time will then get scheduled.

Decompression Time overlaps with a Habit or Task event.

Reclaim is aggressively trying to block out time after the Biweekly Demo with Decompression Time. It also recognizes that the user wished for two hours of Afternoon Coding (a Habit). Reclaim has made the decision that the Habit still has some flexibility in the schedule, so it is tentatively scheduled as Free—meaning it might move again (See here for more info).

Should those two hours become the last available time of the day, Reclaim will recognize the job of preventing back-to-back video calls has been successful and the time is no longer needed. Thus, Reclaim will flip Afternoon Coding to Busy and remove the Decompression Time.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The key function of Decompression Time is to prevent back-to-back video calls being schedule. The purpose is not to give a true break, free from any other personal or work commitments—though sometimes that is what happens. Thus, there are two behaviors that may cause confusion. \nNote: Currently there is no way to ensure Decompression Time always blocks out time independent from Reclaim Tasks and Habits. \nDecompression time is not scheduled \n The meeting \"Daily Standup\" has a Zoom link, so it should get a Decompression Time block. However, because there is another meeting already scheduled right after, Reclaim chose not to schedule Decompression Time because you're already committed to that event. If the following meeting were moved or declined, the Decompression Time will then get scheduled. \nDecompression Time overlaps with a Habit or Task event. \nReclaim is aggressively trying to block out time after the Biweekly Demo with Decompression Time. It also recognizes that the user wished for two hours of Afternoon Coding (a Habit). Reclaim has made the decision that the Habit still has some flexibility in the schedule, so it is tentatively scheduled as Free—meaning it might move again (See here for more info). \nShould those two hours become the last available time of the day, Reclaim will recognize the job of preventing back-to-back video calls has been successful and the time is no longer needed. Thus, Reclaim will flip Afternoon Coding to Busy and remove the Decompression Time.","heading":"","is_live":true,"id":156956,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5465551","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to change your main Reclaim email and primary calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5479619-how-to-change-your-main-reclaim-email-and-primary-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim was designed to give you powerful tools for managing all your calendars, including those that exist in other emails -- e.g., your personal email or a side gig email. Any email that you connect to Reclaim can be used as a login, but you can only have one \"main email\" whose primary calendar will be used to block time.

How to switch your main email

  1. If you haven't already, add the Google or Microsoft account you want to use as your main.

  2. Navigate to the Accounts > Calendars page

  3. Click the Use as Main below the email address.

  4. Confirm the switch by clicking Switch Main Account.

Issues switching your main account

If you are running into trouble switching a connected email as your main email on your Reclaim account, there are usually two root causes:

If you see \"Disconnected\" under an email...

  1. Click the carat next to the account that says \"Disconnected\".

  2. Click the Reconnect Account button.

  3. Confirm the requested permissions.

If you see \"primary_mismatch\" when trying to set your main email...

This one is trickier, and if the below steps don't resolve it, feel free to email us at support@reclaim.ai.

  1. Log into Reclaim using the email address you want as your main account. This will find the ghost account taking up your email address.

  2. Delete the account.

  3. Log back into Reclaim using the email address you're currently using as your main.

  4. You can now switch the main account.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim was designed to give you powerful tools for managing all your calendars, including those that exist in other emails -- e.g., your personal email or a side gig email. Any email that you connect to Reclaim can be used as a login, but you can only have one \"main email\" whose primary calendar will be used to block time. \nHow to switch your main email If you haven't already, add the Google or Microsoft account you want to use as your main. Note: if adding a Microsoft account, you may need to opt into the latest version of the Reclaim platform. This will only take a moment. Navigate to the Accounts > Calendars page Click the Use as Main below the email address. Confirm the switch by clicking Switch Main Account. \n \nIssues switching your main account If you are running into trouble switching a connected email as your main email on your Reclaim account, there are usually two root causes: Reclaim lost access to your credentials for that email. The email is already in use as a main email for another Reclaim account. If you see \"Disconnected\" under an email... Click the carat next to the account that says \"Disconnected\". Click the Reconnect Account button. Confirm the requested permissions. If you see \"primary_mismatch\" when trying to set your main email... \nThis one is trickier, and if the below steps don't resolve it, feel free to email us at support@reclaim.ai. Log into Reclaim using the email address you want as your main account. This will find the ghost account taking up your email address. Delete the account. Log back into Reclaim using the email address you're currently using as your main. You can now switch the main account.","heading":"","is_live":true,"id":156955,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5479619","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to set your home and travel timezones in Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5487965-how-to-set-your-home-and-travel-timezones-in-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

How timezones work in Reclaim

By default, Reclaim will use your browser timezone to set your home timezone for scheduling events. This is the timezone that Reclaim will use by default for auto-scheduling events like Habits, Smart Meetings, Tasks, and Focus, and also for Scheduling Link availability.

Because Reclaim auto-schedules events out several weeks into the future depending on your subscription type, and because Scheduling Links allow for scheduling meetings many weeks in the future, Reclaim has a unique capability that allows you to set travel timezones when you're traveling temporarily -- that way you can set a return date so your meetings and availability only shift while you’re away, and go back to your normal times when you’re home.

If your browser timezone and your scheduler timezone are different, or if you have a travel timezone active that is different from your home timezone, you will see them listed as two separate columns on the lefthand side of the Planner.
​

Setting your home timezone

Your home timezone is set automatically based on your browser's timezone, but you can adjust it or change it by heading to Settings > Hours.


Under Home timezone, click on the dropdown to select a different timezone and your scheduler will adjust for events going forward.

Setting travel timezones

As noted above, you can also tell Reclaim when you're traveling temporarily to a different timezone and have your events schedule in that timezone until a certain date. To set your travel timezone, go to Settings > Hours.

From here, you can select a timezone under Travel timezones and then tell Reclaim a start and end date for your travel dates. You can add multiple travel timezones if you're planning to travel to multiple locations.

Reclaim will also alert you when it notices your browser is in a new timezone and prompt you to set a travel timezone if you don't already have one set:

If you ever return early from your travel ahead of your scheduled end date for the travel timezone, you can always delete the travel timezone from the Hours page as shown above, or Reclaim will automatically prompt you when it notices you're back in your home timezone to adjust your timezone back to your home timezone.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"How timezones work in Reclaim By default, Reclaim will use your browser timezone to set your home timezone for scheduling events. This is the timezone that Reclaim will use by default for auto-scheduling events like Habits, Smart Meetings, Tasks, and Focus, and also for Scheduling Link availability. \nBecause Reclaim auto-schedules events out several weeks into the future depending on your subscription type, and because Scheduling Links allow for scheduling meetings many weeks in the future, Reclaim has a unique capability that allows you to set travel timezones when you're traveling temporarily -- that way you can set a return date so your meetings and availability only shift while you’re away, and go back to your normal times when you’re home. \nIf your browser timezone and your scheduler timezone are different, or if you have a travel timezone active that is different from your home timezone, you will see them listed as two separate columns on the lefthand side of the Planner.​ \nSetting your home timezone Your home timezone is set automatically based on your browser's timezone, but you can adjust it or change it by heading to Settings > Hours. \n Under Home timezone, click on the dropdown to select a different timezone and your scheduler will adjust for events going forward. \n \nSetting travel timezones As noted above, you can also tell Reclaim when you're traveling temporarily to a different timezone and have your events schedule in that timezone until a certain date. To set your travel timezone, go to Settings > Hours. \n \nFrom here, you can select a timezone under Travel timezones and then tell Reclaim a start and end date for your travel dates. You can add multiple travel timezones if you're planning to travel to multiple locations. \nReclaim will also alert you when it notices your browser is in a new timezone and prompt you to set a travel timezone if you don't already have one set: \n \nIf you ever return early from your travel ahead of your scheduled end date for the travel timezone, you can always delete the travel timezone from the Hours page as shown above, or Reclaim will automatically prompt you when it notices you're back in your home timezone to adjust your timezone back to your home timezone.","heading":"","is_live":true,"id":156954,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5487965","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why is Apple Calendar notifying me for synced calendar events?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5509931-why-is-apple-calendar-notifying-me-for-synced-calendar-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

By default, Reclaim will never send you notifications for synced copies of events created via Calendar Sync. However, if you're receiving notifications via Apple's Calendar app for those synced events, it's possible that you're running into a bug associated with Apple's settings for event notifications.

The problem, and how to fix it

When Reclaim creates synced events, as mentioned above, those events get set to never notify you. However, Apple Calendar has a bug where the \"general setting\" for its calendar notifications will override what Reclaim has set on synced events and notify you anyways.

Here's how to fix it:

  1. On your Apple device, go to Settings

  2. Tap or click on Apps

  3. Tap or click on Calendar

  4. Tap or click on Default Alert Times

  5. Tap or click on Events, and select None as the value

  6. Now you'll need to delete and resync your Google Calendar from your Apple device. To start, go back to Calendar.

  7. Tap or click on Calendar Accounts

  8. Locate the account / email where the offending calendar is and tap or click on it

  9. Next to Calendars, toggle the switch off

  10. Tap or click on Delete from My iPhone

  11. Toggle the Calendars switch back on

  12. Go back to your Apple Calendar and wait for your calendar to resync all events. Now, your notifications should all be set to honor Reclaim's settings!

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"By default, Reclaim will never send you notifications for synced copies of events created via Calendar Sync. However, if you're receiving notifications via Apple's Calendar app for those synced events, it's possible that you're running into a bug associated with Apple's settings for event notifications. \nThe problem, and how to fix it When Reclaim creates synced events, as mentioned above, those events get set to never notify you. However, Apple Calendar has a bug where the \"general setting\" for its calendar notifications will override what Reclaim has set on synced events and notify you anyways. \nHere's how to fix it: On your Apple device, go to Settings Tap or click on Apps Tap or click on Calendar Tap or click on Default Alert Times Tap or click on Events, and select None as the value Now you'll need to delete and resync your Google Calendar from your Apple device. To start, go back to Calendar. Tap or click on Calendar Accounts Locate the account / email where the offending calendar is and tap or click on it Next to Calendars, toggle the switch off Tap or click on Delete from My iPhone Toggle the Calendars switch back on Go back to your Apple Calendar and wait for your calendar to resync all events. Now, your notifications should all be set to honor Reclaim's settings!","heading":"","is_live":true,"id":156953,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5509931","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why is my Slack status not getting set?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5580407-why-is-my-slack-status-not-getting-set","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you've set a custom status for certain events in Slack through your Reclaim Slack app settings, but still can't see them, you may be facing one of these issues:

Troubleshooting steps

  1. Go to your Reclaim app in Slack.

  2. Click on the Home tab at the top, then click Settings.

  3. Check to make sure you have Status Sync turned On.

  4. If you have enabled the Google Calendar integration for Slack, disable the integration's Slack status feature (you can see if it's enabled by typing /gcal settings).

  5. Check to make sure you don't have any other apps enabled that are setting your Slack status.

  6. Turn the Reclaim status sync feature off and then on again in settings (/reclaim settings) to force Reclaim to reset your Slack status:

If you're still having issues, contact us at support@reclaim.ai and we'll help you out!

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you've set a custom status for certain events in Slack through your Reclaim Slack app settings, but still can't see them, you may be facing one of these issues: Your existing Slack status settings may be preventing Reclaim status updates. If you're using the Google Calendar integration for Slack, or another integration that sets your status automatically, it may be overriding Reclaim's status sync. Troubleshooting steps Go to your Reclaim app in Slack. Click on the Home tab at the top, then click Settings. Check to make sure you have Status Sync turned On. If you have enabled the Google Calendar integration for Slack, disable the integration's Slack status feature (you can see if it's enabled by typing /gcal settings ). \n \n Check to make sure you don't have any other apps enabled that are setting your Slack status. Turn the Reclaim status sync feature off and then on again in settings (/reclaim settings ) to force Reclaim to reset your Slack status: \nIf you're still having issues, contact us at support@reclaim.ai and we'll help you out!","heading":"","is_live":true,"id":156952,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5580407","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: How Smart Meetings work, and how to create them","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5604990-overview-how-smart-meetings-work-and-how-to-create-them","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

What are Reclaim Smart Meetings?

Smart Meetings make it easy for you to automatically schedule, reschedule, and manage your recurring meetings.

Whether you need to make time for your regular one-on-ones, or weekly team syncs, you can create a new Smart Meeting in just few minutes, share a one-time invitation, and let Reclaim find the best time for all attendees to meet on a recurring basis around preferences and timezones – with automatic rescheduling when conflicts come up.

Why use Smart Meetings?

The average person spends 17.1 hours/week in meetings, but that’s after 4.2 get rescheduled and 3.5 are canceled. Scheduling is hard across when everyone on your team is busy – and important meetings (and relationships) all too often fall through the cracks.

With Smart Meetings, you can auto-schedule your recurring meetings at the best time for all attendees, using Reclaim's dynamic AI to navigate around everyones availability and priorities. And if a conflict comes up (like PTO, sick days, or another meeting), the meeting auto-reschedules to the next best time for the group.

It's amazing not to have to worry about scheduling anymore 🧘‍♂️

Dynamic scheduling

Smart Meetings take the work out of finding the best time for your recurring meetings.

Whether you're a manager juggling a dozen one-on-ones with direct reports, or a team lead trying to schedule several syncs – Smart Meetings dynamically finds the best time to connect around everyone's availability, and moves your recurring meetings as schedules change.

Automatically reschedule or skip

When a conflict comes up, you don't need to send back-and-forth communications to find a new time to connect.

1:1 Smart Meetings

Both the organizer and attendee of a one-on-one Smart Meeting can automatically reschedule the meeting to the next best time for everyone, or skip that meeting instance all together in just one click.

Group Smart Meetings

For Smart Meetings with 3+ attendees, you can rely on no-risk scheduling if Reclaim can't find any time for everyone to meet. Simply choose to leave your Smart Meetings on the calendar when Reclaim can't find time for them so you can manually make accommodations to reschedule.

This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule.

Smart Free/Busy controls

Smart Meetings are initially scheduled as a Free event and will switch to Busy as your schedule changes to give maximum flexibility in your calendar – while still ensuring that you get the time you need.

Smart Meetings will automatically flip from Free to Busy when it's <24 hours ahead of their start time, or when there is only one slot remaining for the meeting within the same day. You can additionally opt to lock your Smart Meetings sooner to prevent them from rescheduling, which will also mark them as busy (learn about auto-lock settings here).

You can learn more about how Reclaim uses Free and Busy settings here.

Intelligent priority boosts

Smart Meetings help you find time for meetings that have been subject to conflicts and cancelations, so your lower-priority meetings don't fall through the cracks over the course of busy weeks. Reclaim does this by \"boosting\" the priority of lower-priority meetings if it detects that they've been skipped or missed for several weeks in a row.

For example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row.

Creating a new Smart Meeting

You can easily create a new Smart Meeting in the Reclaim app to start automatically scheduling your recurring one-on-one meeting around your preferences:

  1. Navigate to your Smart Meetings page in the app.

  2. Click the + New Smart Meeting button in the upper right corner of the page.

  3. Fill out the scheduling rules requested in each field.

  4. Click Save to send your one-time invitation to the attendee(s) and start scheduling the meeting across both people's calendars.

Smart Meetings scheduling rules

When you create a new Smart Meeting, you will see a form where you can fill out your scheduling preferences for how you want the event to schedule in the calendar.

Meeting name

Give your meeting a name. This is how the event will show on all attendees' calendars.

Attendees

Search the attendees you want to invite to this meeting, your scheduling Hours, and who is a required attendee. You'll be able to see the timezone of each attendee.

If the attendee is not a Reclaim user, enter the email of the attendee to send a one-time invitation to get the Smart Meeting set up. Check out this doc for more information about who can be invited to a Smart Meeting.

Tip: You can set attendees to optional to exclude them from being considered for a Smart Meeting, which gives you flexibility in cases where you have a meeting that includes a couple of people with very busy schedules.

Hours

You can choose in which time ranges you want to be available for Reclaim to schedule your meeting. Choose between your Working, Meeting, or Personal Hours (predefined in your Hours settings), or set Custom Hours for your Smart Meeting with specific days you want the meeting to be scheduled on and/or multiple time ranges for a single day.

Reclaim will honor preferences between you and your attendees' meeting hours and only schedule events that fit those preferences. For example, if one of you doesn't like to meet on Wednesdays and has set that in your meeting hours settings, Reclaim won't ever schedule a Smart Meeting on Wednesdays.

When editing and viewing a Smart Meeting, you can now clearly see the timezone of each attendee and the overlapping hours (or lack thereof) of all required attendees. You can also manage hours for the invitee to resolve low-overlap meetings.

Frequency

Set the frequency at which you'd like to meet for your Smart Meeting and the ideal day.

Meeting duration

Set a meeting duration for the minimum and maximum time you'd like to meet. For example, you can set a meeting to be at least 30m and no more than 45m if you want it to flex around busy weeks.

Ideal time

You can set your ideal time to meet, and Reclaim will schedule the meeting as close to that ideal time while staying within the overlapping hours between you and your attendees.

Starting

By default, Reclaim will schedule your Smart Meetings ASAP, but you can override this value and have the meeting start scheduling later. You can also use this setting in the future to 'pause' your Smart Meetings until a later date!

Priority

The priority at which you want Reclaim to defend the Smart Meeting around your other events. By default, new Smart Meetings are set to High priority (P2).

Note: Keep in mind that that only the organizer can set and edit the priority of the event across all attendees' calendars.

Learn more about prioritizing your Smart Meetings in this doc.

If your Smart Meeting can't be scheduled...

Reclaim gives you the ability to leave Smart Meetings on the calendar when it can't find time for them.

This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule.

You'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them.

Description

Add a description to the meeting that will be included in all recurring meeting events on the calendar. This is useful for a link to a rolling agenda or notes and also supports markdown formatting.

Other details

Videoconferencing / location

If your meeting is remote, you can add a Zoom or Google Meet link. This will automatically generate and add videoconference link for all your recurring Smart Meeting calendar events.

If you want to use a physical location you can also add it here. If you have a different videoconferencing link you want to use, you can also paste it in the location field.

Additionally, you can choose from your Google Workspace resources to set conference rooms as the location for your Smart Meetings.

If you want to opt for no videoconferencing or location, you can do so too.

Tip: you can also schedule the Smart Meeting with no location added, and then add it afterwards via Google Calendar or Outlook Calendar. Learn more

Target calendar

Select which calendar you want these Smart Meeting events to schedule on. For Smart Meetings, the calendar no longer has to be your main account in Reclaim, but it still needs to be the primary calendar, not a sub-calendar. This is great for setting up meetings for different corporate identities if you're consulting, for example.

Note: The target calendar can only be changed upon creation of a new Smart Meetings series.

Dependencies

Set dependencies for how Smart Meetings and Habits schedule relative to each other.

For example, you could have a \"prep for weekly team meeting\" Habit always come before the weekly Smart Meeting. Or, you could make sure your exercise Habit never comes after your Lunch Habit, or that you never do two specific Habits on the same day.

How Reclaim schedules Smart Meetings

Prioritization

You can set universal Priorities for everything on your calendar from Critical (P1) to Low priority (P4). Reclaim will schedule your Smart Meetings according to the priority level you set, around other events on the calendar.

Setting the priority level for your Smart Meetings lets you drive smarter, more flexible scheduling for your busy calendar. Higher-priority meetings will be prioritized first, and can overbook lower-priority Smart Meetings, as well as Habits and Tasks so you always have time for your most important meetings.

You can learn more about Priorities for your Smart Meetings in this doc.

Availability

After considering priority of your meeting and the other events you're making time for, Reclaim will schedule Smart Meetings around when both attendees are available.

If you're finding that your Smart Meetings isn't scheduling, it may be that your preferences aren't allowing for sufficient overlap between schedules. Read here for more info.

Timezones

Reclaim will automatically detect timezones for you and your attendee for Smart Meetings and schedule across them. If you're having issues with your timezone, check out this doc for troubleshooting tips.

Does the invitee need to be a Reclaim user?

Smart Meetings can be set up with anyone! The other person does not need to be a Reclaim user. Generally if your Smart Meeting is with another member of your organization, they won't need to sign up for Reclaim in order for Reclaim to schedule the meeting.

Depending on their calendar privacy and whether you have access, your invitees might have to sign up. Learn more about who can be invited to a Smart Meetings in this doc.

How Smart Meetings show up on the calendar

Smart Meetings will appear up on your calendar as normal calendar events. You can modify them, RSVP to them, and delete them as you would any other event. Reclaim will respond to those changes as inputs to reschedule or skip the Smart Meeting event.

Here's an example of what a Smart Meeting event might look like on Google Calendar:

Or what it might look like on an Outlook Calendar:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"What are Reclaim Smart Meetings? Smart Meetings make it easy for you to automatically schedule, reschedule, and manage your recurring meetings. \nWhether you need to make time for your regular one-on-ones, or weekly team syncs, you can create a new Smart Meeting in just few minutes, share a one-time invitation, and let Reclaim find the best time for all attendees to meet on a recurring basis around preferences and timezones – with automatic rescheduling when conflicts come up. \n \n \nWhy use Smart Meetings? The average person spends 17.1 hours/week in meetings, but that’s after 4.2 get rescheduled and 3.5 are canceled. Scheduling is hard across when everyone on your team is busy – and important meetings (and relationships) all too often fall through the cracks. \nWith Smart Meetings, you can auto-schedule your recurring meetings at the best time for all attendees, using Reclaim's dynamic AI to navigate around everyones availability and priorities. And if a conflict comes up (like PTO, sick days, or another meeting), the meeting auto-reschedules to the next best time for the group. \nIt's amazing not to have to worry about scheduling anymore 🧘‍♂️ \nDynamic scheduling Smart Meetings take the work out of finding the best time for your recurring meetings. \nWhether you're a manager juggling a dozen one-on-ones with direct reports, or a team lead trying to schedule several syncs – Smart Meetings dynamically finds the best time to connect around everyone's availability, and moves your recurring meetings as schedules change. \nAutomatically reschedule or skip When a conflict comes up, you don't need to send back-and-forth communications to find a new time to connect. \n1:1 Smart Meetings Both the organizer and attendee of a one-on-one Smart Meeting can automatically reschedule the meeting to the next best time for everyone, or skip that meeting instance all together in just one click. \nGroup Smart Meetings For Smart Meetings with 3+ attendees, you can rely on no-risk scheduling if Reclaim can't find any time for everyone to meet. Simply choose to leave your Smart Meetings on the calendar when Reclaim can't find time for them so you can manually make accommodations to reschedule. \nThis is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule. \nSmart Free/Busy controls Smart Meetings are initially scheduled as a Free event and will switch to Busy as your schedule changes to give maximum flexibility in your calendar – while still ensuring that you get the time you need. \nSmart Meetings will automatically flip from Free to Busy when it's <24 hours ahead of their start time, or when there is only one slot remaining for the meeting within the same day. You can additionally opt to lock your Smart Meetings sooner to prevent them from rescheduling, which will also mark them as busy (learn about auto-lock settings here). \nYou can learn more about how Reclaim uses Free and Busy settings here. \nIntelligent priority boosts Smart Meetings help you find time for meetings that have been subject to conflicts and cancelations, so your lower-priority meetings don't fall through the cracks over the course of busy weeks. Reclaim does this by \"boosting\" the priority of lower-priority meetings if it detects that they've been skipped or missed for several weeks in a row. \nFor example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row. \nCreating a new Smart Meeting You can easily create a new Smart Meeting in the Reclaim app to start automatically scheduling your recurring one-on-one meeting around your preferences: Navigate to your Smart Meetings page in the app. Click the + New Smart Meeting button in the upper right corner of the page. Fill out the scheduling rules requested in each field. Click Save to send your one-time invitation to the attendee(s) and start scheduling the meeting across both people's calendars. Smart Meetings scheduling rules When you create a new Smart Meeting, you will see a form where you can fill out your scheduling preferences for how you want the event to schedule in the calendar. \n \nMeeting name Give your meeting a name. This is how the event will show on all attendees' calendars. \n \nAttendees Search the attendees you want to invite to this meeting, your scheduling Hours, and who is a required attendee. You'll be able to see the timezone of each attendee. \n \nIf the attendee is not a Reclaim user, enter the email of the attendee to send a one-time invitation to get the Smart Meeting set up. Check out this doc for more information about who can be invited to a Smart Meeting. Tip: You can set attendees to optional to exclude them from being considered for a Smart Meeting, which gives you flexibility in cases where you have a meeting that includes a couple of people with very busy schedules. \nHours You can choose in which time ranges you want to be available for Reclaim to schedule your meeting. Choose between your Working, Meeting, or Personal Hours (predefined in your Hours settings), or set Custom Hours for your Smart Meeting with specific days you want the meeting to be scheduled on and/or multiple time ranges for a single day. \n \nReclaim will honor preferences between you and your attendees' meeting hours and only schedule events that fit those preferences. For example, if one of you doesn't like to meet on Wednesdays and has set that in your meeting hours settings, Reclaim won't ever schedule a Smart Meeting on Wednesdays. \nWhen editing and viewing a Smart Meeting, you can now clearly see the timezone of each attendee and the overlapping hours (or lack thereof) of all required attendees. You can also manage hours for the invitee to resolve low-overlap meetings. \nFrequency Set the frequency at which you'd like to meet for your Smart Meeting and the ideal day. Every day: Schedule on all days of the week Weekly: Scheduled on any days of the week Monthly: Schedule any date or weekday of the month Custom: Schedule any number of days, weeks, or months \n \nMeeting duration Set a meeting duration for the minimum and maximum time you'd like to meet. For example, you can set a meeting to be at least 30m and no more than 45m if you want it to flex around busy weeks. \n \nIdeal time You can set your ideal time to meet, and Reclaim will schedule the meeting as close to that ideal time while staying within the overlapping hours between you and your attendees. \nStarting By default, Reclaim will schedule your Smart Meetings ASAP, but you can override this value and have the meeting start scheduling later. You can also use this setting in the future to 'pause' your Smart Meetings until a later date! \n \n \nPriority The priority at which you want Reclaim to defend the Smart Meeting around your other events. By default, new Smart Meetings are set to High priority (P2). Note: Keep in mind that that only the organizer can set and edit the priority of the event across all attendees' calendars. \nLearn more about prioritizing your Smart Meetings in this doc. \nIf your Smart Meeting can't be scheduled... Reclaim gives you the ability to leave Smart Meetings on the calendar when it can't find time for them. \nThis is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule. \n \nYou'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them. \nDescription Add a description to the meeting that will be included in all recurring meeting events on the calendar. This is useful for a link to a rolling agenda or notes and also supports markdown formatting. \n \n \nOther details Videoconferencing / location If your meeting is remote, you can add a Zoom or Google Meet link. This will automatically generate and add videoconference link for all your recurring Smart Meeting calendar events. \nIf you want to use a physical location you can also add it here. If you have a different videoconferencing link you want to use, you can also paste it in the location field. \nAdditionally, you can choose from your Google Workspace resources to set conference rooms as the location for your Smart Meetings. \nIf you want to opt for no videoconferencing or location, you can do so too. \n \nTip: you can also schedule the Smart Meeting with no location added, and then add it afterwards via Google Calendar or Outlook Calendar. Learn more Target calendar Select which calendar you want these Smart Meeting events to schedule on. For Smart Meetings, the calendar no longer has to be your main account in Reclaim, but it still needs to be the primary calendar, not a sub-calendar. This is great for setting up meetings for different corporate identities if you're consulting, for example. \n Note: The target calendar can only be changed upon creation of a new Smart Meetings series. \nDependencies Set dependencies for how Smart Meetings and Habits schedule relative to each other. \nFor example, you could have a \"prep for weekly team meeting\" Habit always come before the weekly Smart Meeting. Or, you could make sure your exercise Habit never comes after your Lunch Habit, or that you never do two specific Habits on the same day. \n \n \nHow Reclaim schedules Smart Meetings Prioritization You can set universal Priorities for everything on your calendar from Critical (P1) to Low priority (P4). Reclaim will schedule your Smart Meetings according to the priority level you set, around other events on the calendar. \nSetting the priority level for your Smart Meetings lets you drive smarter, more flexible scheduling for your busy calendar. Higher-priority meetings will be prioritized first, and can overbook lower-priority Smart Meetings, as well as Habits and Tasks so you always have time for your most important meetings. \nYou can learn more about Priorities for your Smart Meetings in this doc. \nAvailability After considering priority of your meeting and the other events you're making time for, Reclaim will schedule Smart Meetings around when both attendees are available. \nIf you're finding that your Smart Meetings isn't scheduling, it may be that your preferences aren't allowing for sufficient overlap between schedules. Read here for more info. \nTimezones Reclaim will automatically detect timezones for you and your attendee for Smart Meetings and schedule across them. If you're having issues with your timezone, check out this doc for troubleshooting tips. \n \nDoes the invitee need to be a Reclaim user? Smart Meetings can be set up with anyone! The other person does not need to be a Reclaim user. Generally if your Smart Meeting is with another member of your organization, they won't need to sign up for Reclaim in order for Reclaim to schedule the meeting. \nDepending on their calendar privacy and whether you have access, your invitees might have to sign up. Learn more about who can be invited to a Smart Meetings in this doc. \n \nHow Smart Meetings show up on the calendar Smart Meetings will appear up on your calendar as normal calendar events. You can modify them, RSVP to them, and delete them as you would any other event. Reclaim will respond to those changes as inputs to reschedule or skip the Smart Meeting event. \nHere's an example of what a Smart Meeting event might look like on Google Calendar: \n \nOr what it might look like on an Outlook Calendar:","heading":"","is_live":true,"id":156951,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5604990","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing Smart Meetings on your calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5617432-managing-smart-meetings-on-your-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once your Smart Meeting is set up, Reclaim will automatically begin scheduling events for it on your, and your attendees', calendars. This help doc will cover a few important topics regarding management of Smart Meetings and their events on the calendar:

What happens when you invite someone to a Smart Meeting

When you invite someone to a Smart Meeting, Reclaim automatically sends the attendee an email to confirm that the meeting has been scheduled, and, if they're not a Reclaim user, invite them to sign up for Reclaim and set their availability.

If Reclaim has access to the attendee's calendar, they don't need to respond to these invitations – however, there are some benefits to doing so, as it allows them to set their meeting preferences.

How Smart Meetings automatically schedule and reschedule around conflicts

Smart Meetings will automatically schedule according to priority, you and your attendees' mutual availability (across timezones, if applicable), as well as your mutual preferences in terms of hours and days where you want the meeting scheduled.

Note: If a Smart Meeting is locked, a meeting conflict won't automatically reschedule it.

Benefits of auto-rescheduling

There are lots of ways in which auto-rescheduling benefits meetings. For example, if one of you blocks out time for vacation several weeks out on the calendar, or if an urgent meeting comes up at the last minute, no one has to worry about emailing back and forth to find another time to connect – Reclaim will do it for you.

Smart Meetings allow for flexibility as they respond to conflicts on the calendar by rescheduling events, and also respond to RSVP changes from either attendee.

When rescheduling a Smart Meeting, Reclaim will attempt to maintain the cadence of the Smart Meeting series. For example, if you have a weekly meeting that typically occurs on Mondays, and push it to Friday, the next scheduled instance of the meeting will push closer to Friday. This helps to avoid having Smart Meetings too close together.

How to reschedule a Smart Meeting manually

Sometimes you may want to skip or reschedule a Smart Meeting without a conflict, move it to a specific time, or modify its duration. Reclaim gives you several ways to do this directly from Google Calendar, from the Planner, or from the Google Calendar Add-on.

Rescheduling via RSVP changes

If either the organizer or the attendees RSVPs No to the Smart Meeting event, Reclaim will automatically reschedule it to the next best time (unless the attendee is marked as an 'optional attendee').

RSVPs can be managed through Google Calendar by clicking on the event on the calendar:

Rescheduling using the 'Reschedule' option

You can Reschedule your Smart Meeting as the organizer from Reclaim's Planner, from the details page for any Smart Meeting:

This will offer two options:

Manually reschedule or change the duration of a Smart Meeting

As the organizer, you can drag a Smart Meeting event to another day or time on the Planner or in Google Calendar, and Reclaim will accept that as a reschedule. This will also automatically lock the event, so it won't move to another time automatically – even if a conflict arises.

Similarly, you can shrink or extend the total duration of the event for just that meeting, or make the adjustment for following or all events, and the change will be applied accordingly.

Skip a Smart Meeting for the period

If the organizer of the Smart Meeting deletes the event via Google Calendar, Reclaim will skip the Smart Meeting for the period and won't reschedule it until the next period in the series.

For example, if you delete a Smart Meeting event that occurs weekly, the meeting will be scheduled for the following week but be skipped for the current week.

This option can also be accessed by right-clicking on the event from the Planner and clicking 'Skip':

Editing Smart Meeting events from Google Calendar

Updates made to your Smart Meetings can be made from the Planner in Reclaim, or directly in Google Calendar. You can make edits to the specific meeting event, or all events thereafter.

Sometimes you may want to add different details to a particular meeting – for example, adding a guest attendee to the event, changing the location to a coffeeshop, or modifying the description for a one-time agenda. Reclaim makes it easy to make these changes.

Details that can be edited on a Smart Meeting event

Details that cannot be edited on a scheduled Smart Meeting event

If the below details are edited, Reclaim will overwrite them the next time it re-syncs your calendar.

Modifying videoconference / location info

You can use Reclaim's built-in integrations with Zoom and Google Meet to add videoconferencing to a Smart Meeting from within Reclaim or Google Calendar.

Edit via a Google Calendar add-on

When using a Google calendar add-on to add a videoconference link to any Smart Meeting event, it will overwrite any existing videoconference information for all events in that meeting series. This is the only field that Reclaim will overwrite for all events in a series.

Note: If you use a Chrome extension (e.g., Zoom's Chrome extension) to add videoconferencing, that integration may use the Location field on the event.

No-risk automatic scheduling

Reclaim also gives you the ability to leave a Smart Meetings on the calendar when it can't find time for them.

This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule.

You'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once your Smart Meeting is set up, Reclaim will automatically begin scheduling events for it on your, and your attendees', calendars. This help doc will cover a few important topics regarding management of Smart Meetings and their events on the calendar: What happens when someone is invited to a Smart Meeting How Smart Meetings automatically get rescheduled when conflicts occur How to reschedule or skip Smart Meetings manually How to edit Smart Meetings calendar events directly from your calendar UI \nWhat happens when you invite someone to a Smart Meeting When you invite someone to a Smart Meeting, Reclaim automatically sends the attendee an email to confirm that the meeting has been scheduled, and, if they're not a Reclaim user, invite them to sign up for Reclaim and set their availability. \nIf Reclaim has access to the attendee's calendar, they don't need to respond to these invitations – however, there are some benefits to doing so, as it allows them to set their meeting preferences. \n \n \nHow Smart Meetings automatically schedule and reschedule around conflicts Smart Meetings will automatically schedule according to priority, you and your attendees' mutual availability (across timezones, if applicable), as well as your mutual preferences in terms of hours and days where you want the meeting scheduled. If an event gets booked over the Smart Meeting, Reclaim will automatically reschedule it to the next best available time for everyone. If the attendee or organizer are invited to another event that conflicts with the Smart Meeting, the Smart Meeting will not be rescheduled until at least one person RSVPs Yes or Maybe to the conflicting event. \n \nNote: If a Smart Meeting is locked, a meeting conflict won't automatically reschedule it. \nBenefits of auto-rescheduling There are lots of ways in which auto-rescheduling benefits meetings. For example, if one of you blocks out time for vacation several weeks out on the calendar, or if an urgent meeting comes up at the last minute, no one has to worry about emailing back and forth to find another time to connect – Reclaim will do it for you. \nSmart Meetings allow for flexibility as they respond to conflicts on the calendar by rescheduling events, and also respond to RSVP changes from either attendee. \nWhen rescheduling a Smart Meeting, Reclaim will attempt to maintain the cadence of the Smart Meeting series. For example, if you have a weekly meeting that typically occurs on Mondays, and push it to Friday, the next scheduled instance of the meeting will push closer to Friday. This helps to avoid having Smart Meetings too close together. \n \nHow to reschedule a Smart Meeting manually Sometimes you may want to skip or reschedule a Smart Meeting without a conflict, move it to a specific time, or modify its duration. Reclaim gives you several ways to do this directly from Google Calendar, from the Planner, or from the Google Calendar Add-on. \nRescheduling via RSVP changes If either the organizer or the attendees RSVPs No to the Smart Meeting event, Reclaim will automatically reschedule it to the next best time (unless the attendee is marked as an 'optional attendee'). \nRSVPs can be managed through Google Calendar by clicking on the event on the calendar: \n \nRescheduling using the 'Reschedule' option You can Reschedule your Smart Meeting as the organizer from Reclaim's Planner, from the details page for any Smart Meeting: \nThis will offer two options: Reschedule to Any other time on the same day Reschedule to Another day \n \n \nManually reschedule or change the duration of a Smart Meeting As the organizer, you can drag a Smart Meeting event to another day or time on the Planner or in Google Calendar, and Reclaim will accept that as a reschedule. This will also automatically lock the event, so it won't move to another time automatically – even if a conflict arises. \nSimilarly, you can shrink or extend the total duration of the event for just that meeting, or make the adjustment for following or all events, and the change will be applied accordingly. \nSkip a Smart Meeting for the period If the organizer of the Smart Meeting deletes the event via Google Calendar, Reclaim will skip the Smart Meeting for the period and won't reschedule it until the next period in the series. \nFor example, if you delete a Smart Meeting event that occurs weekly, the meeting will be scheduled for the following week but be skipped for the current week. \nThis option can also be accessed by right-clicking on the event from the Planner and clicking 'Skip': \n \n \nEditing Smart Meeting events from Google Calendar Updates made to your Smart Meetings can be made from the Planner in Reclaim, or directly in Google Calendar. You can make edits to the specific meeting event, or all events thereafter. \nSometimes you may want to add different details to a particular meeting – for example, adding a guest attendee to the event, changing the location to a coffeeshop, or modifying the description for a one-time agenda. Reclaim makes it easy to make these changes. \nDetails that can be edited on a Smart Meeting event Title Description Attendee list Color RSVP note Location Duration Frequency Time window / scheduled time \nDetails that cannot be edited on a scheduled Smart Meeting event If the below details are edited, Reclaim will overwrite them the next time it re-syncs your calendar. Event privacy Event availability (i.e., Free vs. Busy) Modifying videoconference / location info You can use Reclaim's built-in integrations with Zoom and Google Meet to add videoconferencing to a Smart Meeting from within Reclaim or Google Calendar. \nEdit via a Google Calendar add-on When using a Google calendar add-on to add a videoconference link to any Smart Meeting event, it will overwrite any existing videoconference information for all events in that meeting series. This is the only field that Reclaim will overwrite for all events in a series. \n \n \nNote: If you use a Chrome extension (e.g., Zoom's Chrome extension) to add videoconferencing, that integration may use the Location field on the event. \nNo-risk automatic scheduling Reclaim also gives you the ability to leave a Smart Meetings on the calendar when it can't find time for them. \nThis is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule. \n \nYou'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them.","heading":"","is_live":true,"id":156948,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5617432","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to disable or delete a Smart Meeting","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5629966-how-to-disable-or-delete-a-smart-meeting","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you ever want to pause a Smart Meeting for awhile - or if you've decided the Smart Meeting is no longer necessary - you can easily delete or disable it from the Smart Meetings page.

Disable a Smart Meeting

As the organizer, navigate to your list of Smart Meetings and click the toggle switch in the upper right-hand corner of the Smart Meeting card. All future meeting instances will be canceled and removed from your calendar as well as the attendee's calendar.

Delete a Smart Meeting

When you delete a Smart Meetings, all future scheduled instances will be canceled and removed from your calendar as well as the attendee's calendar, and the Smart Meeting will be deleted permanently.

  1. Navigate to the Smart Meetings page in Reclaim

  2. Click on the card of the Smart Meeting you want to delete.

  3. In the upper right-hand corner, click the edit icon and select Delete.

  4. Choose if you want to notify attendees to confirm deletion.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you ever want to pause a Smart Meeting for awhile - or if you've decided the Smart Meeting is no longer necessary - you can easily delete or disable it from the Smart Meetings page. \nDisable a Smart Meeting As the organizer, navigate to your list of Smart Meetings and click the toggle switch in the upper right-hand corner of the Smart Meeting card. All future meeting instances will be canceled and removed from your calendar as well as the attendee's calendar. \n \nDelete a Smart Meeting When you delete a Smart Meetings, all future scheduled instances will be canceled and removed from your calendar as well as the attendee's calendar, and the Smart Meeting will be deleted permanently. Navigate to the Smart Meetings page in Reclaim Click on the card of the Smart Meeting you want to delete. In the upper right-hand corner, click the edit icon and select Delete. Choose if you want to notify attendees to confirm deletion.","heading":"","is_live":true,"id":156944,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5629966","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using #needs_travel, #flight, and #travel","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5644743-using-needs_travel-flight-and-travel","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

When enabled, Reclaim will automatically detect and add travel time to your calendar events based on the location data in those events. However, sometimes we get it wrong and fail to add travel time when you really need it. In those cases, you can still force Reclaim to add the travel time using event hashtags.

⚠️ Travel time must be enabled in your settings for the hashtag to work.

Using #needs_travel to add travel time to an event

If you want to add travel time to an event that Reclaim has failed to add travel time automatically, simply add the hashtag #needs_travel to the title, description, or RSVP note for the event directly in Google Calendar.

When you add #needs_travel to an event, it will block your default travel time before and after that event.

Using #flight to add flight travel time to an event

If you want to add flight travel time (2h before the flight, 1h after it) to an event and manually mark it as a flight, simply add the hashtag #flight to the title, description, or RSVP note for the event directly in Google Calendar.

When you add #flight to an event, it will block 2 hours before the flight and 1 hour after it. It will also categorize the event as a flight on your calendar.

Using #travel to mark an event as a travel event

If you want to categorize an event as a travel event—not to add travel time to it, but to mark the actual event as a travel event—simply add the hashtag #travel to the title, description, or RSVP note for the event directly in Google Calendar.


When you add #travel to an event, it will get categorized as a travel event on your calendar.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"When enabled, Reclaim will automatically detect and add travel time to your calendar events based on the location data in those events. However, sometimes we get it wrong and fail to add travel time when you really need it. In those cases, you can still force Reclaim to add the travel time using event hashtags. \n⚠️ Travel time must be enabled in your settings for the hashtag to work. \nUsing #needs_travel to add travel time to an event If you want to add travel time to an event that Reclaim has failed to add travel time automatically, simply add the hashtag #needs_travel to the title, description, or RSVP note for the event directly in Google Calendar. \nWhen you add #needs_travel to an event, it will block your default travel time before and after that event. \nUsing #flight to add flight travel time to an event If you want to add flight travel time (2h before the flight, 1h after it) to an event and manually mark it as a flight, simply add the hashtag #flight to the title, description, or RSVP note for the event directly in Google Calendar. \nWhen you add #flight to an event, it will block 2 hours before the flight and 1 hour after it. It will also categorize the event as a flight on your calendar. \nUsing #travel to mark an event as a travel event If you want to categorize an event as a travel event—not to add travel time to it, but to mark the actual event as a travel event—simply add the hashtag #travel to the title, description, or RSVP note for the event directly in Google Calendar. When you add #travel to an event, it will get categorized as a travel event on your calendar.","heading":"","is_live":true,"id":156942,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5644743","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Linear integration overview","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5705608-linear-integration-overview","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Linear integration automatically syncs issues created in Linear to scheduled Tasks in Reclaim. It's a great way to make sure that you actually get time blocked in your calendar for the issues assigned to you in Linear.

Requirements for using the integration

Note: Currently, there isn't a way to support multiple workspaces for a Linear account. Linear's authentication connect flow and API don't involve a multi-workspace concept, so when you connect Reclaim, you'll be connected to whatever workspace you currently have selected in Linear.

Install the Linear integration

  1. Navigate to Settings -> Integrations.

  2. Find the card for the Linear integration.

  3. Click Connect Linear.

  4. You will be prompted to log into Linear and give Reclaim access to a set of permissions.

  5. Once you provide those permissions, you will be redirected back to the Reclaim Integrations page.

How due dates, cycles, and priority levels in Linear affects scheduled Tasks

Due dates and cycles

In addition to requiring an estimate for Linear issues, any synced issue needs to have either a due date or belong to a Cycle in Linear, unless specified otherwise by you as described below. Reclaim will use the due date or the Cycle end date to determine the due date of the scheduled task.

If there is both a due date and a Cycle for an issue, Reclaim will use the earlier of the two.

The Linear integration allows you to decide whether or not you want to allow Linear issues to be synced that don't have due dates.

Priority levels

Linear offers five priority levels for issues:

For issues synced to Reclaim that are within a Cycle in Linear, Reclaim will set the due date differently based on the priority level of the issue to help front load your more important work. The higher the priority of an issue, the more aggressively Reclaim will try to defend the time.

Additionally, Reclaim will automatically sync and map priority levels from Linear to priority levels in Reclaim:

Linear

Urgent
High
Medium
Low

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

Linear tasks will need a priority in able to sync to Reclaim.

How Reclaim tasks display in synced Linear issues

If you selected the option to automatically sync all issues in Linear with an estimate + a Cycle and/or due date, Reclaim will start syncing them immediately. However, if you selected the option to only sync issues containing the Reclaim label, those issues will only sync if you add the label to them.

Any issue that has been synced as a Task in Reclaim will look like this:

The Reclaim link on synced Linear issues will contain a bit of info about the task's status as well as when it's scheduled, and clicking on it will take to the edit screen for the task in the Reclaim UI.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Linear integration automatically syncs issues created in Linear to scheduled Tasks in Reclaim. It's a great way to make sure that you actually get time blocked in your calendar for the issues assigned to you in Linear. \n Requirements for using the integration A Linear account and with at least workspace set up. A Reclaim account. Enable Estimates and Cycles for the workspace you want the integration turned on for. Note: Currently, there isn't a way to support multiple workspaces for a Linear account. Linear's authentication connect flow and API don't involve a multi-workspace concept, so when you connect Reclaim, you'll be connected to whatever workspace you currently have selected in Linear. Install the Linear integration Navigate to Settings -> Integrations. Find the card for the Linear integration. Click Connect Linear. You will be prompted to log into Linear and give Reclaim access to a set of permissions. Once you provide those permissions, you will be redirected back to the Reclaim Integrations page. \nHow due dates, cycles, and priority levels in Linear affects scheduled Tasks Due dates and cycles In addition to requiring an estimate for Linear issues, any synced issue needs to have either a due date or belong to a Cycle in Linear, unless specified otherwise by you as described below. Reclaim will use the due date or the Cycle end date to determine the due date of the scheduled task. \nIf there is both a due date and a Cycle for an issue, Reclaim will use the earlier of the two. \n \nThe Linear integration allows you to decide whether or not you want to allow Linear issues to be synced that don't have due dates. If you select Sync Linear tasks without due dates, then tasks will be synced whether or not the task has a a due date or Cycle end date in Linear. If you select Don't sync Linear tasks without due dates, then a due date or Cycle end date is required for any task synced from Linear. Priority levels Linear offers five priority levels for issues: No Priority Low Medium High Urgent For issues synced to Reclaim that are within a Cycle in Linear, Reclaim will set the due date differently based on the priority level of the issue to help front load your more important work. The higher the priority of an issue, the more aggressively Reclaim will try to defend the time. \nAdditionally, Reclaim will automatically sync and map priority levels from Linear to priority levels in Reclaim: Linear UrgentHigh Medium Low Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) Linear tasks will need a priority in able to sync to Reclaim. \nHow Reclaim tasks display in synced Linear issues If you selected the option to automatically sync all issues in Linear with an estimate + a Cycle and/or due date, Reclaim will start syncing them immediately. However, if you selected the option to only sync issues containing the Reclaim label, those issues will only sync if you add the label to them. \nAny issue that has been synced as a Task in Reclaim will look like this: \n \nThe Reclaim link on synced Linear issues will contain a bit of info about the task's status as well as when it's scheduled, and clicking on it will take to the edit screen for the task in the Reclaim UI.","heading":"","is_live":true,"id":156940,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5705608","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration for Jira","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5855518-overview-reclaim-s-integration-for-jira","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Jira integration allows you and your team to sync issues from any project within your Atlassian Jira workspace and automatically blocks time for them as smart Tasks via Reclaim, so you actually have time defended to get work done before deadlines.

Requirements for the Jira integration

Set up the Jira integration in Reclaim

  1. Navigate to Settings > Integrations > Jira in Reclaim to manage your Jira integration configuration.

  2. Click Connect Jira on the Jira integration card.

  3. This will redirect you to install the Jira integration in the Atlassian Marketplace. You will then need to follow the next steps below:

Install the Jira integration as a Jira administrator

  1. Go to the Atlassian Marketplace link for Reclaim's Jira integration.

  2. Click the Get it now button in the top right of the page.

  3. If you're the administrator of more than one Jira workspace, you'll be prompted to select the workspace where you'd like the integration installed. You can install the integration across as many workspaces as you'd like.

  4. You'll be prompted to review and grant permissions from your workspace to the integration. Once you've reviewed them, confirm the integration to complete the installation.

  5. You're all done—now any user in the workspace can enable the integration.

Note: if you're not a Jira administrator, you can use the Atlassian Marketplace link to the integration to request installation by an administrator.

Enable the Jira integration as a user in Jira

  1. Navigate to a Jira issue.

  2. Click the Reclaim button. Sometimes it may be hidden behind a ... menu.

  3. Click Allow access button.

  4. You'll be redirected to a page to confirm access to your Atlassian account. Scroll to the bottom of the page and click Accept.

  5. You'll be redirected back to the Jira issue. Click Finish connecting to Reclaim to be redirected to Jira integration settings page in Reclaim.

Syncing your Jira tasks

When creating new items in Jira, Reclaim requires three details to get your tasks scheduled with the integration.

Jira task requirements:

If a Jira issue does not have all the required fields Reclaim needs in order for it to sync over will show what is needed for the sync to work:

Jira Task Start Dates

The task integration will sync over task start dates to be used to set the starting date for the task to schedule in Reclaim. If your tasks don't have the Start Date field, or a Start Date is not set, the system will use the Sprint Start Date. If no Sprint Start Date is set, then it will use your default task Start Delay in your task settings.
​
If your Jira project does not have Start Dates on Tasks, you can add the field by creating a new task or opening an existing task and selecting \"configure\" at the bottom right:

Then, on the configuration screen, search for the Start Date field and add the field to the task context:
​

Save the updates and you can use that field to instruct Reclaim when to start scheduling the task.

Manual sync

The Schedule via Reclaim button will sync the issue to Reclaim to start blocking time for the Task on your calendar.

Synced issue

A Jira issue that has a sync to Reclaim will show:

Note: sometimes you'll need to refresh your browser in order to see updated states on your Jira issues.

How Reclaim schedules Jira issues

The Jira integration settings page allows you to manage how you want Reclaim to schedule your Jira items.

Manually sync specific issues

Issues won't be synced to Reclaim until you click the Schedule with Reclaim button within a Jira issue.

Automatically sync all issues

Issues will sync automatically once they have all the required fields.

Issues without due dates

The Jira integration allows you to decide whether or not you want to allow Jira tickets to be synced that don't have due dates.

How to see Reclaim task from Jira

You can see a panel with the link and schedule status at Reclaim of any synchronized task by clicking at the app button. You would need to click one time per Jira issue.

Multiple Jira workspaces

If you have the integration installed across multiple Jira workspaces you have access to, you can select different sync settings for different workspaces.

Sync Jira tasks to your calendar

Reclaim's Jira integration syncs status in both directions—from Jira to Reclaim and vice-versa—to help you track time, log your work, and automatically clear your calendar once an issue is complete.

Reclaim will attempt to schedule your Jira issue on your calendar before its due date, fix version, or Sprint end date. If multiple fields are present, Reclaim will pick the earliest date. Adjusting your due date, fix version, or Sprint end date will automatically change how events for that issue are scheduled.

Once an event on your calendar associated with a synced Jira issue begins, work will get automatically logged in the Jira issue's Time tracking section:

Jira workflows

How Reclaim prioritizes synced Jira tasks

Tasks synced via Reclaim's Jira integration will automatically honor the priority levels in Reclaim to the priority you marked the item as in Jira.

Priority in Jira

Priority mapped in Reclaim

Highest

Critical (P1)

High

High priority (P2)

Medium

Medium priority (P3)

Low

Low priority (P4)

Lowest

Low priority (P4)

You can change the priority of a synced task in Reclaim to adjust how the event is scheduled by Reclaim -- but this will not update the priority in Jira. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app.

Learn more about how Reclaim Priorities work in this overview doc.

Connecting Multiple Workspaces

You can use Reclaim across multiple Jira workspaces by installing the Reclaim app in every workspace that you want Reclaim to sync issues from. Once you have the app installed in multiple workspaces, you should see a dropdown list of configured workspaces on the Reclaim Jira integration page, which gives you the ability to configure different rules per workspace.

Reclaim does not yet support multiple separate accounts (ie: more than one Atlassian login).

Disconnecting the Jira integration

Admins can go in and delete Reclaim from the workspace from the Manage Apps section of Jira.

Alternatively, a non-admin user can navigate to the Settings > Integrations in Reclaim and click the Disconnect button.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Jira integration allows you and your team to sync issues from any project within your Atlassian Jira workspace and automatically blocks time for them as smart Tasks via Reclaim, so you actually have time defended to get work done before deadlines. \n \nRequirements for the Jira integration You must have a Reclaim account with a calendar connected. You must be a Jira administrator in order to add the Jira integration to a Jira workspace. Your Jira workspace must contain at least one Jira project. Your Jira workspace must be hosted using Jira Cloud. On-premise installs of Jira are not currently supported. The following fields must be enabled on the default issue screen for any projects that you want to use the integration with: Log work Time tracking Original estimate (if enabling the integration on a Team-managed Project in Jira) Due date and/or fix version and/or Sprint \nSet up the Jira integration in Reclaim Navigate to Settings > Integrations > Jira in Reclaim to manage your Jira integration configuration. Click Connect Jira on the Jira integration card. This will redirect you to install the Jira integration in the Atlassian Marketplace. You will then need to follow the next steps below: Install the Jira integration as a Jira administrator Go to the Atlassian Marketplace link for Reclaim's Jira integration. Click the Get it now button in the top right of the page. If you're the administrator of more than one Jira workspace, you'll be prompted to select the workspace where you'd like the integration installed. You can install the integration across as many workspaces as you'd like. You'll be prompted to review and grant permissions from your workspace to the integration. Once you've reviewed them, confirm the integration to complete the installation. You're all done—now any user in the workspace can enable the integration. Note: if you're not a Jira administrator, you can use the Atlassian Marketplace link to the integration to request installation by an administrator. Enable the Jira integration as a user in Jira Navigate to a Jira issue. Click the Reclaim button. Sometimes it may be hidden behind a ... menu. Click Allow access button. You'll be redirected to a page to confirm access to your Atlassian account. Scroll to the bottom of the page and click Accept. You'll be redirected back to the Jira issue. Click Finish connecting to Reclaim to be redirected to Jira integration settings page in Reclaim. \nSyncing your Jira tasks When creating new items in Jira, Reclaim requires three details to get your tasks scheduled with the integration. \nJira task requirements: An estimate using the Original estimate field in Jira. A due date and/or fix version and/or Sprint, unless specified otherwise by you as described here. An assignee with an email registered in Reclaim who has the integration enabled. If a Jira issue does not have all the required fields Reclaim needs in order for it to sync over will show what is needed for the sync to work: \nJira Task Start Dates The task integration will sync over task start dates to be used to set the starting date for the task to schedule in Reclaim. If your tasks don't have the Start Date field, or a Start Date is not set, the system will use the Sprint Start Date. If no Sprint Start Date is set, then it will use your default task Start Delay in your task settings. ​If your Jira project does not have Start Dates on Tasks, you can add the field by creating a new task or opening an existing task and selecting \"configure\" at the bottom right: \n \nThen, on the configuration screen, search for the Start Date field and add the field to the task context: ​ \nSave the updates and you can use that field to instruct Reclaim when to start scheduling the task. \nManual sync The Schedule via Reclaim button will sync the issue to Reclaim to start blocking time for the Task on your calendar. \nSynced issue A Jira issue that has a sync to Reclaim will show: A link to the associated Task in Reclaim. The Task's first scheduled event. Note: sometimes you'll need to refresh your browser in order to see updated states on your Jira issues. \n \nHow Reclaim schedules Jira issues The Jira integration settings page allows you to manage how you want Reclaim to schedule your Jira items. \n \n \nManually sync specific issues Issues won't be synced to Reclaim until you click the Schedule with Reclaim button within a Jira issue. \nAutomatically sync all issues Issues will sync automatically once they have all the required fields. \nIssues without due dates The Jira integration allows you to decide whether or not you want to allow Jira tickets to be synced that don't have due dates. If you select Sync Jira tasks without due dates, then tickets will be synced whether or not the ticket has a due date or Sprint end date in Jira. If you select Don't sync Jira tasks without due dates, then a due date or Sprint end date is required for any ticket synced from Jira. How to see Reclaim task from Jira You can see a panel with the link and schedule status at Reclaim of any synchronized task by clicking at the app button. You would need to click one time per Jira issue. \nMultiple Jira workspaces If you have the integration installed across multiple Jira workspaces you have access to, you can select different sync settings for different workspaces. \n \nSync Jira tasks to your calendar Reclaim's Jira integration syncs status in both directions—from Jira to Reclaim and vice-versa—to help you track time, log your work, and automatically clear your calendar once an issue is complete. \nReclaim will attempt to schedule your Jira issue on your calendar before its due date, fix version, or Sprint end date. If multiple fields are present, Reclaim will pick the earliest date. Adjusting your due date, fix version, or Sprint end date will automatically change how events for that issue are scheduled. \nOnce an event on your calendar associated with a synced Jira issue begins, work will get automatically logged in the Jira issue's Time tracking section: \nJira workflows If you move an issue in Jira to a Done state, Reclaim will automatically consider the task complete. That means that Reclaim will log any work that has been completed prior to then and remove any upcoming events for the issue on your calendar. For example, if you move an issue in Jira to Done after completing 2 out of 4 estimated hours, Reclaim will log 2 hours and remove the upcoming 2 hours from your calendar. \n \nIf you mark an issue as Complete in Reclaim, Reclaim will not automatically move it to Done in Jira, but will indicate in the Jira issue that the task is complete in Reclaim and log work accordingly. If an issue is deleted from Jira, the task will be deleted from Reclaim. \nHow Reclaim prioritizes synced Jira tasks Tasks synced via Reclaim's Jira integration will automatically honor the priority levels in Reclaim to the priority you marked the item as in Jira. Priority in Jira Priority mapped in Reclaim Highest Critical (P1) High High priority (P2) Medium Medium priority (P3) Low Low priority (P4) Lowest Low priority (P4) You can change the priority of a synced task in Reclaim to adjust how the event is scheduled by Reclaim -- but this will not update the priority in Jira. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app. \nLearn more about how Reclaim Priorities work in this overview doc. \nConnecting Multiple Workspaces You can use Reclaim across multiple Jira workspaces by installing the Reclaim app in every workspace that you want Reclaim to sync issues from. Once you have the app installed in multiple workspaces, you should see a dropdown list of configured workspaces on the Reclaim Jira integration page, which gives you the ability to configure different rules per workspace. \nReclaim does not yet support multiple separate accounts (ie: more than one Atlassian login). \nDisconnecting the Jira integration Admins can go in and delete Reclaim from the workspace from the Manage Apps section of Jira. \n \n \nAlternatively, a non-admin user can navigate to the Settings > Integrations in Reclaim and click the Disconnect button.","heading":"","is_live":true,"id":156938,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5855518","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Discounts at Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5858008-discounts-at-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Our goal is to make it possible for anyone to use Reclaim to manage their work-life balance, and we want to make sure that we extend discounts to those who use it as part of an educational, charitable nonprofit, or startup initiative.

Here's a list of our current discount programs:

General information

Promotional discounts

In addition to the above ongoing programs, Reclaim occasionally offers limited-time promotions throughout the year. Be sure to check our website or subscribe to updates to stay informed about these special offers.

Note: Discounts codes are valid only for first-time purchases. They cannot be applied to existing plans or plan renewals.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Our goal is to make it possible for anyone to use Reclaim to manage their work-life balance, and we want to make sure that we extend discounts to those who use it as part of an educational, charitable nonprofit, or startup initiative. \nHere's a list of our current discount programs: Education discount Nonprofit discount Startup discount Switching providers discount \nGeneral information All Reclaim discounts outlined above are available on any paid plan except Enterprise plans. You may apply the Nonprofit or Educational discount to either a month-to-month or annual plan. All of the below discounts are against the list price for Reclaim as shown on our Pricing Page. You may not \"stack\" discounts. For example, you cannot have both a \"Nonprofit\" discount as well as an \"Educational\" discount. We reserve the right to discontinue and/or amend any aspect of these discount programs at any time. We will make our best effort to keep you informed of any changes to them. We reserve the right to deny or disqualify anyone from these discounts, to determine eligibility at our own discretion, and to update the required criteria to qualify for discounts at any time. \nPromotional discounts In addition to the above ongoing programs, Reclaim occasionally offers limited-time promotions throughout the year. Be sure to check our website or subscribe to updates to stay informed about these special offers. Note: Discounts codes are valid only for first-time purchases. They cannot be applied to existing plans or plan renewals.","heading":"","is_live":true,"id":156937,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5858008","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to give your assistant (or anyone else) access to your Reclaim account","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5878956-how-to-give-your-assistant-or-anyone-else-access-to-your-reclaim-account","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you have an assistant or another colleague with whom you'd like to share your Reclaim account, it's easy to do that via Delegated Access. This doc will cover what Delegated Access is, how to set it up, and how to use it to access another Reclaim account.

Important notes

What is Delegated Access?

Delegated Access allows you to designate another member of your Reclaim team (or multiple members) to access your Reclaim account on your behalf. When someone is accessing your account via Delegated Access, they can do everything you can in your Reclaim account, except:

How to set up Delegated Access

To get started, head to your Profile page via the Reclaim webapp. Scroll down until you see Delegate access to your account:


From here, you can search for any member of your Reclaim team and add them as a delegate by pressing Delegate Access next to their name:


You will see a confirmation dialog appear indicating that you are about to provide access to your Reclaim account to another member of your team. Once you confirm, they will appear in your list of Delegates.

Accessing another Reclaim account as a Delegate

Once you've been set as a Delegate for another teammate's account, you can impersonate them by clicking the Account dropdown in the top right corner of Reclaim's UI.
​

Select the team member that you wish to impersonate. The webapp will reload, and you will be in their account. You'll see a banner at the top indicating when you're accessing someone else's account:
​

From here, you can access any Reclaim content or settings on behalf of that user, except as otherwise noted above. Once you've completed your work, ensure that you exit delegation in order to prevent inadvertently making changes to the wrong account. You can exit delegation by clicking the Exit Delegation button from the Account dropdown:

Reclaim uses real-time updates to ensure that the account stays up to sync with changes, even if two people are accessing the same account at the same time. That being said, we generally recommend not performing changes from two separate sessions at the same time to avoid any potential issues.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you have an assistant or another colleague with whom you'd like to share your Reclaim account, it's easy to do that via Delegated Access. This doc will cover what Delegated Access is, how to set it up, and how to use it to access another Reclaim account. \n \nImportant notes Delegated Access is only available for those on Business or Enterprise plans. Delegates must be on the same Reclaim team as you. Delegated Access allows for another person to access all your Reclaim content and settings (besides a handful of capabilities as listed below), and Reclaim cannot be held liable or responsible for what Delegates do when they're accessing your account. \nWhat is Delegated Access? Delegated Access allows you to designate another member of your Reclaim team (or multiple members) to access your Reclaim account on your behalf. When someone is accessing your account via Delegated Access, they can do everything you can in your Reclaim account, except: Delete your account; Add or remove Google Accounts / calendars; Provision or modify API keys. How to set up Delegated Access To get started, head to your Profile page via the Reclaim webapp. Scroll down until you see Delegate access to your account: \n From here, you can search for any member of your Reclaim team and add them as a delegate by pressing Delegate Access next to their name: \n You will see a confirmation dialog appear indicating that you are about to provide access to your Reclaim account to another member of your team. Once you confirm, they will appear in your list of Delegates. \nAccessing another Reclaim account as a Delegate Once you've been set as a Delegate for another teammate's account, you can impersonate them by clicking the Account dropdown in the top right corner of Reclaim's UI.​ \nSelect the team member that you wish to impersonate. The webapp will reload, and you will be in their account. You'll see a banner at the top indicating when you're accessing someone else's account:​ \nFrom here, you can access any Reclaim content or settings on behalf of that user, except as otherwise noted above. Once you've completed your work, ensure that you exit delegation in order to prevent inadvertently making changes to the wrong account. You can exit delegation by clicking the Exit Delegation button from the Account dropdown: \n \nReclaim uses real-time updates to ensure that the account stays up to sync with changes, even if two people are accessing the same account at the same time. That being said, we generally recommend not performing changes from two separate sessions at the same time to avoid any potential issues.","heading":"","is_live":true,"id":156936,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5878956","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Tasks keep popping back up after being deleted","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5899967-tasks-keep-popping-back-up-after-being-deleted","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Please note that if you want to delete a Task, you cannot do it by deleting events from the calendar -- instead, you will need to delete the Task directly from the Task list in Reclaim, or from any of Reclaim's integrations.

Sometimes you may find that a Task you completed in the past, perhaps even long ago, has magically resurfaced and found its way on to your calendar. Magic can be wonderful, but it's usually not very fun for your calendar to be mysteriously changing around you.

Here are two common causes of this phenomena:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Please note that if you want to delete a Task, you cannot do it by deleting events from the calendar -- instead, you will need to delete the Task directly from the Task list in Reclaim, or from any of Reclaim's integrations. Sometimes you may find that a Task you completed in the past, perhaps even long ago, has magically resurfaced and found its way on to your calendar. Magic can be wonderful, but it's usually not very fun for your calendar to be mysteriously changing around you. \nHere are two common causes of this phenomena: You have (perhaps unintentionally) activated a repeating Google Task. Read more about repeating Google Tasks and how to ensure they don't keep creating clones in the future. You have (perhaps unintentionally) deleted a historical event associated with that Reclaim Task. When you do that, Reclaim will take that as a sign that you didn't do the work at that time and will reactivate the task to be scheduled again in the near future.","heading":"","is_live":true,"id":156934,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5899967","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why isn't Reclaim scheduling something?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5903945-why-isn-t-reclaim-scheduling-something","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"


All Day Events

🚨 This is the most common cause for why Reclaim events won't schedule.

By default all-day events are marked as free, but sometimes they be marked as busy and take up your availability. All day events on Connected Calendars can also block your availability. Navigate to the all-day event in your Google Calendar or Outlook Calendar and switch it to free. Reclaim will start scheduling items back in your day.
​

If you would still like to appear unavailable that day but have Reclaim schedule Habits and Tasks during that time, you should add #reclaim_free to that event. Read more about this hashtag’s use here: Use #reclaim_free to create No-Meeting Days or times


​
​

Scheduling Constraints

Some constraints make it impossible to schedule items.

Priority

As explained in this doc, you can set different priority levels for your Habits, Tasks, Smart Meetings, and Scheduling Links. If you have lots of stuff set to Critical priority, it may override anything that is lower-priority and make it impossible to schedule.

To fix this, adjust your Priorities.

Hours

Reclaim allows you to set different Hours and time ranges where you want to get stuff done for Habits, Tasks, and Smart Meetings. If you're finding that something isn't ever getting scheduled, it's possible that its hours or time range is too narrow for your availability.

To fix this, adjust your Hours here, or for one-off hours that are set for a particular Habit or Smart Meeting, you can adjust them directly from that item.

Minimum or Maximum Durations

For some Reclaim items (e.g., Habits and Tasks) you can set a minimum and maximum amount of time you want to spend on it. For example, for a Habit, you can say you want to spend no less than 30m and no more than 1h at a time -- or for a Task, you can say you want to spend no less than 1h and no more than 4h per event for a Task at a time. If you've set these ranges to be too large, your calendar may never find time for them.

To fix this, adjust the time range for a given Task, Habit, or other Reclaim item to make it smaller. This should give Reclaim more flexibility to schedule it.

Reserved words

In Habits, you can set words that Reclaim can look for for a given Habit to avoid scheduling it. For example, you can add the word lunch to your Lunch Habit to avoid scheduling it if Reclaim sees another event with that word in the title. This may prevent it from scheduling.

To fix this, remove the reserved word or refine it to another set of words or phrases.

Lack of mutual time between attendees

For Smart Meetings and other meeting features in Reclaim, you may be dealing with a limited set of availability between you and other attendees due to timezone differences, or mismatched meeting hour preferences.


To fix this, adjust your own hours for the meeting, or ask your attendee to do the same.

Lack of space on the calendar

If Reclaim can't find free time to fit items in, and there are no lower-priority items that it can schedule over, it may not schedule something.

To fix this, remove or decline events on your calendar.

Scheduling Window

If you're not seeing Reclaim-created events (Habits, Tasks, etc) schedule after X amount of weeks. We recommend checking the Scheduling Window that you have set in Settings > Scheduling. This is also effected by your Reclaim plan. The Lite (free) version is limited to 1 week scheduling range.
​

Scheduling Links

If you are trying to troubleshoot Scheduling Links availability, please refer to this troubleshooting article specific for scheduling links.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"All Day Events 🚨 This is the most common cause for why Reclaim events won't schedule. By default all-day events are marked as free, but sometimes they be marked as busy and take up your availability. All day events on Connected Calendars can also block your availability. Navigate to the all-day event in your Google Calendar or Outlook Calendar and switch it to free. Reclaim will start scheduling items back in your day. ​ If you would still like to appear unavailable that day but have Reclaim schedule Habits and Tasks during that time, you should add #reclaim_free to that event. Read more about this hashtag’s use here: Use #reclaim_free to create No-Meeting Days or times ​​ Scheduling Constraints Some constraints make it impossible to schedule items. \nPriority As explained in this doc, you can set different priority levels for your Habits, Tasks, Smart Meetings, and Scheduling Links. If you have lots of stuff set to Critical priority, it may override anything that is lower-priority and make it impossible to schedule. \nTo fix this, adjust your Priorities. \nHours Reclaim allows you to set different Hours and time ranges where you want to get stuff done for Habits, Tasks, and Smart Meetings. If you're finding that something isn't ever getting scheduled, it's possible that its hours or time range is too narrow for your availability. \nTo fix this, adjust your Hours here, or for one-off hours that are set for a particular Habit or Smart Meeting, you can adjust them directly from that item. \nMinimum or Maximum Durations For some Reclaim items (e.g., Habits and Tasks) you can set a minimum and maximum amount of time you want to spend on it. For example, for a Habit, you can say you want to spend no less than 30m and no more than 1h at a time -- or for a Task, you can say you want to spend no less than 1h and no more than 4h per event for a Task at a time. If you've set these ranges to be too large, your calendar may never find time for them. \nTo fix this, adjust the time range for a given Task, Habit, or other Reclaim item to make it smaller. This should give Reclaim more flexibility to schedule it. \nReserved words In Habits, you can set words that Reclaim can look for for a given Habit to avoid scheduling it. For example, you can add the word lunch to your Lunch Habit to avoid scheduling it if Reclaim sees another event with that word in the title. This may prevent it from scheduling. \nTo fix this, remove the reserved word or refine it to another set of words or phrases. \nLack of mutual time between attendees For Smart Meetings and other meeting features in Reclaim, you may be dealing with a limited set of availability between you and other attendees due to timezone differences, or mismatched meeting hour preferences. To fix this, adjust your own hours for the meeting, or ask your attendee to do the same. \nLack of space on the calendar If Reclaim can't find free time to fit items in, and there are no lower-priority items that it can schedule over, it may not schedule something. \nTo fix this, remove or decline events on your calendar. \nScheduling Window If you're not seeing Reclaim-created events (Habits, Tasks, etc) schedule after X amount of weeks. We recommend checking the Scheduling Window that you have set in Settings > Scheduling. This is also effected by your Reclaim plan. The Lite (free) version is limited to 1 week scheduling range. ​ \nScheduling Links If you are trying to troubleshoot Scheduling Links availability, please refer to this troubleshooting article specific for scheduling links.","heading":"","is_live":true,"id":156933,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5903945","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Configuring Calendar Sync as a consultant or someone with many calendars","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5917583-configuring-calendar-sync-as-a-consultant-or-someone-with-many-calendars","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

For consultants (and others) with multiple calendars that needs to be kept track of, a few Sync Policies will be needed and configured in the right way to meet the following requirements:

How to configure Calendar Sync for consultants

Take the following calendars:

We assume that your Consulting Calendar is fine to have details (ie: confidential information) from each Client Calendar A, B, and C.

The following 16 sync policies should be created:

Source

Target

Type

Privacy

Color

PC

CC

Personal

Personal Commitment

Flamingo

PC

A

Personal

Personal Commitment

Flamingo

PC

B

Personal

Personal Commitment

Flamingo

PC

C

Personal

Personal Commitment

Flamingo

CC

A

Work

Work Commitment

Graphite

CC

B

Work

Work Commitment

Graphite

CC

C

Work

Work Commitment

Graphite

A

CC

Work

Full Details

Blueberry

A

B

Work

Work Commitment

Blueberry

A

C

Work

Work Commitment

Blueberry

B

CC

Work

Full Details

Tomato

B

A

Work

Work Commitment

Tomato

B

C

Work

Work Commitment

Tomato

C

CC

Work

Full Details

Basil

C

A

Work

Work Commitment

Basil

C

B

Work

Work Commitment

Basil

The color selections are arbitrary and just here to illustrate how to provide context.

With this configuration, you will ensure that:

Other calendar tools

With this many calendars to juggle you might want to consider a professional calendar to help out. Fantastical and Vimcal are two great paid calendar apps that can give you calendar superpowers. They are especially useful because they have added support for Reclaim-synced events, merging the copies together to make them appear as a single event to you, without the duplicate blocks showing.

You can read more in this article about how they work.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"For consultants (and others) with multiple calendars that needs to be kept track of, a few Sync Policies will be needed and configured in the right way to meet the following requirements: Universal availability: Appear busy and/or available across all calendars. Privacy protected: No personal information leaks into other calendars and no client information is shared anywhere except in your core work calendar. Contextual: Quickly tell the difference between event blocks that are supporting each client. How to configure Calendar Sync for consultants Take the following calendars: Personal Calendar (PC), such as a Gmail account. Consulting Calendar (CC), such as your main consulting practice account. Client Calendar A (A) Client Calendar B (B) Client Calendar C (C) We assume that your Consulting Calendar is fine to have details (ie: confidential information) from each Client Calendar A, B, and C. \nThe following 16 sync policies should be created: Source Target Type Privacy Color PC CC Personal Personal Commitment Flamingo PC A Personal Personal Commitment Flamingo PC B Personal Personal Commitment Flamingo PC C Personal Personal Commitment Flamingo CC A Work Work Commitment Graphite CC B Work Work Commitment Graphite CC C Work Work Commitment Graphite A CC Work Full Details Blueberry A B Work Work Commitment Blueberry A C Work Work Commitment Blueberry B CC Work Full Details Tomato B A Work Work Commitment Tomato B C Work Work Commitment Tomato C CC Work Full Details Basil C A Work Work Commitment Basil C B Work Work Commitment Basil The color selections are arbitrary and just here to illustrate how to provide context. \nWith this configuration, you will ensure that: All events on your Personal Calendar will appear as a generic personal commitments on all other calendars, without any details exposed. All events on your Consulting Calendar will appear as a generic work commitment on all client calendars. All events on your client calendars will be blocked on all other work-related calendars, generically in all cases except with full details on your Consulting Calendar. \nOther calendar tools With this many calendars to juggle you might want to consider a professional calendar to help out. Fantastical and Vimcal are two great paid calendar apps that can give you calendar superpowers. They are especially useful because they have added support for Reclaim-synced events, merging the copies together to make them appear as a single event to you, without the duplicate blocks showing. \nYou can read more in this article about how they work.","heading":"","is_live":true,"id":156932,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5917583","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration for Todoist","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5961653-overview-reclaim-s-integration-for-todoist","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Todoist integration auto-syncs items created in Todoist to your Google Calendar as smart Tasks via Reclaim, so you actually have time defended to get work done before deadlines.

Requirements for the Todoist integration

Set up the Todoist integration

  1. Navigate to Settings > Integrations in Reclaim.

  2. Click Connect Todoist on the Todoist integration card.

  3. Click Agree to allow Reclaim access to Todoist.

  4. You'll be redirected back to the Todoist integration's settings page in Reclaim.

Syncing your Todoist tasks

When creating new items in Todoist, Reclaim requires two details to get your tasks scheduled with the integration.

Todoist task requirements:

Note: Reclaim currently does not offer full support for recurring tasks, so if you've set up a recurring task in Todoist it won't sync over to Reclaim.

Without these required fields, Todoist tasks will not be synced via Reclaim, even if they match your sync rules.

For a full overview of how to create and sync items from Todoist to Reclaim, check out this doc.

Creating Todoist sync rules for Reclaim

The Todoist integration settings page allows you to manage how you want Reclaim to schedule your Todoist items.

Reclaim uses simple sync rules to organize which Todoist items you want to sync to your calendar. Each rule is built upon conditions like labels, projects, and scheduling hours.

Todoist sync rules settings

Order

Stack-rank your sync rules to tell Reclaim which rules you want to prioritize if a conflict arises. Drag-and-drop to sort the order.

Label

Select from your labels in Todoist to sync items tagged with that label. Reclaim creates two default labels upon installation of the integration:

You can delete these once the integration is installed and/or use your own labels.

Project

Select the Todoist projects you want to sync items from by checking them in the drop down list. You can select all projects, some projects, or no projects.

Project(s) selected

No project(s) selected

Includes label(s)

Sync items in the selected projects also tagged with the set label.

Sync all items tagged with the set label.

No label selected

Sync all items in the selected projects, without a label.

⚠️ Rules must have at least one project and/or label selected to sync items.

Action

Hours

Set the hours during which you want Reclaim to schedule Todoist items that meet the rule's conditions. You can select from your Working, Personal, or Custom Hours you've created. Learn more about syncing your Todoist items to your different Scheduling Hours in this help doc.

Reclaim will then automatically sync Todoist items to your calendar when they meet the conditions of your rules. Changes to the above integration settings auto-save.

Include Tasks without due dates

The Todoist integration allows you to sync tasks without due dates on a per-rule basis. That means that for some of your rules, you can opt to require due dates, and for others, you can make them optional.

Sync Todoist tasks to your calendar

Reclaim will automatically sync Todoist items to your calendar when they meet the conditions of your sync rules and include the required fields (due date and you as the assignee).

Changes made to synced Todoist tasks - from both Reclaim or in Todoist - will be automatically updated across both platforms.

How Reclaim prioritizes synced Todoist tasks

Tasks synced via Reclaim's Todoist integration will automatically honor the priority levels in Reclaim to the priority you marked the item as in Todoist.

Priority in Todoist

Priority mapped in Reclaim

Priority 1

Critical (P1)

Priority 2

High priority (P2)

Priority 3

Medium priority (P3)

Priority 4

Low priority (P4)

You can change the priority level of a synced task in Reclaim to adjust how the event is scheduled by Reclaim – but this will not update the priority in Todoist. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app.

Learn more about how Reclaim Priorities work in this overview doc.

How Reclaim Tasks displays synced Todoist tasks

When Reclaim syncs a Todoist item, a comment is added with a link to the Reclaim Task and the date/time for the associated calendar event. As time burns down in Reclaim for that Task, the comment text is updated to reflect that progress, as well as to indicate whether the Task is at risk based on the due date you have selected in Todoist.

In Google Calendar and on the Reclaim Planner, the automatically scheduled Task will be named Project: Task title and include a link to the Todoist item in the event description.

Complete and incomplete tasks in Todoist

A Reclaim Task must be marked Done in order for a Todoist task to be marked as complete. Refer to this doc for details on what happens when a task is Marked done.

When rescheduling a Task Event or adding time to a Task Policy, the Todoist task will be automatically un-completed and will show back up in the Todoist project as an incomplete task.

Disconnecting the Todoist integration

To disconnect the Todoist integration from Reclaim, head over to your Todoist integration settings. Scroll to the bottom of the page and select Disconnect.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Todoist integration auto-syncs items created in Todoist to your Google Calendar as smart Tasks via Reclaim, so you actually have time defended to get work done before deadlines. \n Requirements for the Todoist integration You must have a Reclaim account with a calendar connected. You must have a Todoist account (compatible with the free Todoist plan). If you're using Todoist's native Google Calendar sync, we recommend disabling it before enabling the Reclaim integration. If you use both the Reclaim integration and Todoist's own Google Calendar integration, you will end up with duplicated events. \n Set up the Todoist integration Navigate to Settings > Integrations in Reclaim. Click Connect Todoist on the Todoist integration card. Click Agree to allow Reclaim access to Todoist. You'll be redirected back to the Todoist integration's settings page in Reclaim. \nSyncing your Todoist tasks When creating new items in Todoist, Reclaim requires two details to get your tasks scheduled with the integration. \nTodoist task requirements: Todoist tasks must include a due date unless specified otherwise by you as described here. Tasks in shared projects must be assigned to you. Note: Reclaim currently does not offer full support for recurring tasks, so if you've set up a recurring task in Todoist it won't sync over to Reclaim. Without these required fields, Todoist tasks will not be synced via Reclaim, even if they match your sync rules. For a full overview of how to create and sync items from Todoist to Reclaim, check out this doc. \nCreating Todoist sync rules for Reclaim The Todoist integration settings page allows you to manage how you want Reclaim to schedule your Todoist items. \nReclaim uses simple sync rules to organize which Todoist items you want to sync to your calendar. Each rule is built upon conditions like labels, projects, and scheduling hours. \n \nTodoist sync rules settings Order Stack-rank your sync rules to tell Reclaim which rules you want to prioritize if a conflict arises. Drag-and-drop to sort the order. \nLabel Select from your labels in Todoist to sync items tagged with that label. Reclaim creates two default labels upon installation of the integration: reclaim : to-dos that schedule during your Working Hours reclaim_personal : to-dos that schedule during your Personal Hours You can delete these once the integration is installed and/or use your own labels. \nProject Select the Todoist projects you want to sync items from by checking them in the drop down list. You can select all projects, some projects, or no projects. \n Project(s) selected No project(s) selected Includes label(s) Sync items in the selected projects also tagged with the set label. Sync all items tagged with the set label. No label selected Sync all items in the selected projects, without a label. ⚠️ Rules must have at least one project and/or label selected to sync items. Action Sync to: Sync items that meet this rule's conditions. Don't sync: Don't sync items that meet this rule's conditions. Hours Set the hours during which you want Reclaim to schedule Todoist items that meet the rule's conditions. You can select from your Working, Personal, or Custom Hours you've created. Learn more about syncing your Todoist items to your different Scheduling Hours in this help doc. \nReclaim will then automatically sync Todoist items to your calendar when they meet the conditions of your rules. Changes to the above integration settings auto-save. \nInclude Tasks without due dates The Todoist integration allows you to sync tasks without due dates on a per-rule basis. That means that for some of your rules, you can opt to require due dates, and for others, you can make them optional. If you check Include Tasks without due dates, then any task matching that rule will be synced to Reclaim whether it has a due date or not. If you do not check Include Tasks without due dates, then a due date is required for any task synced from Todoist using that rule. Sync Todoist tasks to your calendar Reclaim will automatically sync Todoist items to your calendar when they meet the conditions of your sync rules and include the required fields (due date and you as the assignee). \nChanges made to synced Todoist tasks - from both Reclaim or in Todoist - will be automatically updated across both platforms. \nHow Reclaim prioritizes synced Todoist tasks Tasks synced via Reclaim's Todoist integration will automatically honor the priority levels in Reclaim to the priority you marked the item as in Todoist. Priority in Todoist Priority mapped in Reclaim Priority 1 Critical (P1) Priority 2 High priority (P2) Priority 3 Medium priority (P3) Priority 4 Low priority (P4) You can change the priority level of a synced task in Reclaim to adjust how the event is scheduled by Reclaim – but this will not update the priority in Todoist. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app. Learn more about how Reclaim Priorities work in this overview doc. \nHow Reclaim Tasks displays synced Todoist tasks When Reclaim syncs a Todoist item, a comment is added with a link to the Reclaim Task and the date/time for the associated calendar event. As time burns down in Reclaim for that Task, the comment text is updated to reflect that progress, as well as to indicate whether the Task is at risk based on the due date you have selected in Todoist. \n \nIn Google Calendar and on the Reclaim Planner, the automatically scheduled Task will be named Project: Task title and include a link to the Todoist item in the event description. \n \n \n \nComplete and incomplete tasks in Todoist A Reclaim Task must be marked Done in order for a Todoist task to be marked as complete. Refer to this doc for details on what happens when a task is Marked done. \nWhen rescheduling a Task Event or adding time to a Task Policy, the Todoist task will be automatically un-completed and will show back up in the Todoist project as an incomplete task. \nDisconnecting the Todoist integration To disconnect the Todoist integration from Reclaim, head over to your Todoist integration settings. Scroll to the bottom of the page and select Disconnect.","heading":"","is_live":true,"id":156931,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5961653","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Task filters: Open, Scheduled, Done scheduling, Marked done","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/5966818-task-filters-open-scheduled-done-scheduling-marked-done","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim filters all your Tasks into four categories depending on their status:

You can filter your task list by state from the Tasks page, or the Planner sidebar under the 'Tasks' tab. These filters allow you to better manage which Tasks you have coming up on the calendar, what might have not gotten done, and keep a record of what all the items you've completed.

What do the Task filters mean?

Let's take a look at what the different 'statuses' of your Tasks mean:

Open

'Open' Tasks are all the items that are not explicitly Marked done. This includes:

Scheduled

'Scheduled' Tasks are all the items that actively have upcoming time blocks scheduled on your calendar.

You may find some of your new Tasks aren't yet scheduled in this list. That is because Reclaim is actively trying to schedule them, but unable to.

This can happen if you've set the \"don't start before\" date to beyond the current scheduling window, or if the time constraints are impossible — for example, trying to scheduling a Task for 4 hours of continuous time that might never available on your calendar.

Done scheduling

Tasks that are 'done scheduling' are the items for which Reclaim has burned through all the time you said you needed for it. These Tasks don't have any more upcoming events scheduled on the calendar, but still need to be explicitly marked done to confirm you completed them.

This filter is a great checkpoint for whether to-dos were actually finished or not — so you can either add more time for the Task to your calendar, or check it off.

Done scheduling Tasks will be marked with a thumbs up 👍 emoji.

You can automate how Reclaim resolves Tasks that are done scheduling by either automatically reopening it (reschedules the original task time back onto your calendar) or close it (mark as done). Learn more about this setting here.

Marked done

Tasks that are 'marked done' are all the Tasks you checked off as completed! To mark a Task as done, click the check mark to the far left of the item on your Tasks page, the Planner, or Priorities page.

If there are future events for that Task that have not yet passed when you mark it as done, Reclaim will remove those from your calendar.

If something else comes up, you can still get a Task that has been marked done back on the calendar by filtering to this state and adding more time.

Tasks that are 'marked done' will be marked with a check mark ✅ emoji.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim filters all your Tasks into four categories depending on their status: Open Tasks Scheduled Tasks Tasks done scheduling Tasks marked done You can filter your task list by state from the Tasks page, or the Planner sidebar under the 'Tasks' tab. These filters allow you to better manage which Tasks you have coming up on the calendar, what might have not gotten done, and keep a record of what all the items you've completed. \n \nWhat do the Task filters mean? Let's take a look at what the different 'statuses' of your Tasks mean: \nOpen 'Open' Tasks are all the items that are not explicitly Marked done. This includes: Tasks that have not yet been scheduled. Tasks that are Scheduled. Tasks that are Done scheduling. Scheduled 'Scheduled' Tasks are all the items that actively have upcoming time blocks scheduled on your calendar. You may find some of your new Tasks aren't yet scheduled in this list. That is because Reclaim is actively trying to schedule them, but unable to. \nThis can happen if you've set the \"don't start before\" date to beyond the current scheduling window, or if the time constraints are impossible — for example, trying to scheduling a Task for 4 hours of continuous time that might never available on your calendar. \nDone scheduling Tasks that are 'done scheduling' are the items for which Reclaim has burned through all the time you said you needed for it. These Tasks don't have any more upcoming events scheduled on the calendar, but still need to be explicitly marked done to confirm you completed them. \nThis filter is a great checkpoint for whether to-dos were actually finished or not — so you can either add more time for the Task to your calendar, or check it off. \nDone scheduling Tasks will be marked with a thumbs up 👍 emoji. You can automate how Reclaim resolves Tasks that are done scheduling by either automatically reopening it (reschedules the original task time back onto your calendar) or close it (mark as done). Learn more about this setting here. Marked done Tasks that are 'marked done' are all the Tasks you checked off as completed! To mark a Task as done, click the check mark to the far left of the item on your Tasks page, the Planner, or Priorities page. \nIf there are future events for that Task that have not yet passed when you mark it as done, Reclaim will remove those from your calendar. \n If something else comes up, you can still get a Task that has been marked done back on the calendar by filtering to this state and adding more time. \nTasks that are 'marked done' will be marked with a check mark ✅ emoji.","heading":"","is_live":true,"id":156930,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"5966818","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Time Blocking Customization on paid plans","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6060348-time-blocking-customization-on-paid-plans","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

As you may have seen on our Pricing page, one of the differentiations between our free Lite plan and the paid Starter, Business, and Enterprise plans is something called \"time blocking customizations\".

Our time blocking customizations allow you to customize the visibility of your:

These customizations allow you to control and customize how others see these events on your calendar. Under our Lite plan, you are limited to the default visibility settings for these features.

Habits visibility customization

To customize the visibility of a Habit for Starter, Business, or Enterprise users, go to your Habits page in the product, and click into the Habit you want to update to the description of your event:

Calendar Sync visibility customization

To customize the visibility of how your synced events appear under our Starter, Business, or Enterprise plans, go to your Calendar Sync page in the product, select the sync policy you want to customize, and find the visibility section to select how you want these events to appear on your calendar.

The default for Calendar Sync is \"Personal Commitment\" for all which hides the event details on your calendar, but still blocks this time so it's protected from being overscheduled:

Decompression Time visibility customization

To customize the visibility of your Decompression Time under our Starter, Business, or Enterprise plans, go to your General Settings page in the product, scroll down to \"How would you like decompression time to display\", and customize the emoji and title of these events, or change the visibility to \"Busy\" with no event details:

\"image.png\"

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"As you may have seen on our Pricing page, one of the differentiations between our free Lite plan and the paid Starter, Business, and Enterprise plans is something called \"time blocking customizations\". \nOur time blocking customizations allow you to customize the visibility of your: Habits Calendar Sync policies (they will default to Personal/Work Commitment) Decompression Time Slack status sync These customizations allow you to control and customize how others see these events on your calendar. Under our Lite plan, you are limited to the default visibility settings for these features. \nHabits visibility customization To customize the visibility of a Habit for Starter, Business, or Enterprise users, go to your Habits page in the product, and click into the Habit you want to update to the description of your event: \n Calendar Sync visibility customization To customize the visibility of how your synced events appear under our Starter, Business, or Enterprise plans, go to your Calendar Sync page in the product, select the sync policy you want to customize, and find the visibility section to select how you want these events to appear on your calendar. \nThe default for Calendar Sync is \"Personal Commitment\" for all which hides the event details on your calendar, but still blocks this time so it's protected from being overscheduled: \n Decompression Time visibility customization To customize the visibility of your Decompression Time under our Starter, Business, or Enterprise plans, go to your General Settings page in the product, scroll down to \"How would you like decompression time to display\", and customize the emoji and title of these events, or change the visibility to \"Busy\" with no event details:","heading":"","is_live":true,"id":156929,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6060348","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration with Asana","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6064146-overview-reclaim-s-integration-with-asana","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim integrates with Asana to automatically sync issues from your Asana projects to your calendar and block time for them so you actually have time defended to get work done before deadlines.

Requirements for the Asana integration

Set up the Asana integration

  1. Navigate to Settings > Integrations.

  2. Click Connect Asana on the Asana integration card.

  3. You'll be prompted to login to Asana if you're not already logged in. If you are logged in, you'll see a Connect Reclaim to Asana page. Click Connect to Reclaim.

  4. You will be directed to a screen prompting you to give permissions to Reclaim to read your tasks from Asana. Click the Allow button.

  5. Then select the projects where you want the integration to be added. You can add Reclaim to multiple projects.

Asana integration setup issues

Depending on whether you start from the Asana side or Reclaim side, you will see a white background with a button that says \"Click here to finish the integration,\" but the integration is still not set up.

This can be determined when going back to Asana, you get a warning that says \"Waiting for authorization\" with a \"Connecting...\" button loading.

The likely causes for this are:

  1. You are installing the integration via Asana's desktop app. You must install via the web browser.

  2. You have a pop-up blocker on your browser.

How to fix this

  1. Ensure you are installing through your browser rather than Asana's desktop app.

  2. Disable any pop-up blockers in your browser.

How to add Reclaim to new Asana projects

Within Asana, you can add Reclaim to your projects regardless of having multiple workspaces.

Note: You'll need to do this from a web browser and not the Asana desktop app.

Navigate to your Asana project, and then click Customize button in the top right corner of your project.

A side-panel will expand showing customization options. Click on Apps or scroll down to the Apps section.

Click the area inside the dotted box labeled + Add App.

Search and click the Reclaim box under the Made by Developers section to add Reclaim to your Asana project.

Once added, you can close out of the Add Apps module and Customize module.

Note: If you don’t see the those options, contact your Asana Admin to give permissions to either customize projects, add applications, or both.

Sync Asana tasks to your calendar

Reclaim requires one piece of information to sync an Asana task:

Find your task in Asana and open the task details by clicking Details.

Click on the Schedule via Reclaim button. A modal will appear prompting you to add a Time Estimate as well as an Earliest Schedule Date. The Earliest Schedule Date tells Reclaim the earliest time to schedule time blocks for this task.

Select which hours you want Reclaim to sync your Task during.

Click the Sync button. The Asana task will be synced to Reclaim.

How Reclaim prioritizes synced Asana tasks

Tasks synced via Reclaim's Asana integration will automatically honor the priority levels in Reclaim to the priority you marked the task as in Asana.

Priority in Asana

Priority mapped in Reclaim

High
Medium
Low
Custom*
​
​*If you select 'Custom' priority in Asana for a synced item, you will be prompted to select your preferred priority level for Reclaim when creating the task.

Critical (P1)
High priority (P2)
Medium priority (P3)
Low priority (P4)

You can change the priority level of a synced task in Reclaim to adjust how the event is scheduled by Reclaim – but this will not update the priority in Asana. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app.

Learn more about how Reclaim Priorities work in this overview doc.

How Reclaim Tasks display in Synced Asana tasks

Any task that has been synced as Task in Reclaim will look like this in Asana:

The automatically scheduled task will be named Project: Task title and include a link to the Asana task in the event description.

Sync an Asana task to multiple members on an Asana project

If Reclaim has already been added to an Asana task, other members will need to authenticate their Reclaim account by copying the link that appears when clicking the Schedule via Reclaim button on a task and pasting it into their browser.

Disconnecting the Asana integration

To disconnect the Asana integration from Reclaim, head over to your Asana integration settings. Scroll to the bottom of the page and select Disconnect.

Removing Reclaim from Asana projects

Admins can go in and remove Reclaim from the Asana account from the Settings > Apps section of Asana and click Deauthorize. This will end the sync between Reclaim and Asana.

Alternatively, a non-admin user can navigate to the Settings > Integrations in Reclaim and click the Disconnect button.
​

In order to remove the \"Schedule via Reclaim\" scheduler within the Asana task, admins will need to also remove Reclaim from the individual project.

Click Customize, then Apps, and then the pencil icon to edit the Reclaim app. Once that is clicked, admins can remove the scheduler from the project.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim integrates with Asana to automatically sync issues from your Asana projects to your calendar and block time for them so you actually have time defended to get work done before deadlines. \n Requirements for the Asana integration You must have a Reclaim account with a calendar connected. You must have an Asana account. You must do this via web browser and not the Asana desktop or mobile app. You must install the Reclaim app in your Asana project(s). Asana tasks must have a time estimate, and you must click the Sync button. \nSet up the Asana integration Navigate to Settings > Integrations. Click Connect Asana on the Asana integration card. You'll be prompted to login to Asana if you're not already logged in. If you are logged in, you'll see a Connect Reclaim to Asana page. Click Connect to Reclaim. You will be directed to a screen prompting you to give permissions to Reclaim to read your tasks from Asana. Click the Allow button. Then select the projects where you want the integration to be added. You can add Reclaim to multiple projects. \n \nAsana integration setup issues Depending on whether you start from the Asana side or Reclaim side, you will see a white background with a button that says \"Click here to finish the integration,\" but the integration is still not set up. \n \nThis can be determined when going back to Asana, you get a warning that says \"Waiting for authorization\" with a \"Connecting...\" button loading. \nThe likely causes for this are: You are installing the integration via Asana's desktop app. You must install via the web browser. You have a pop-up blocker on your browser. How to fix this Ensure you are installing through your browser rather than Asana's desktop app. Disable any pop-up blockers in your browser. \n \nHow to add Reclaim to new Asana projects Within Asana, you can add Reclaim to your projects regardless of having multiple workspaces. Note: You'll need to do this from a web browser and not the Asana desktop app. Navigate to your Asana project, and then click Customize button in the top right corner of your project. \n \nA side-panel will expand showing customization options. Click on Apps or scroll down to the Apps section. \n \nClick the area inside the dotted box labeled + Add App. \nSearch and click the Reclaim box under the Made by Developers section to add Reclaim to your Asana project. \n \nOnce added, you can close out of the Add Apps module and Customize module. Note: If you don’t see the those options, contact your Asana Admin to give permissions to either customize projects, add applications, or both. \nSync Asana tasks to your calendar Reclaim requires one piece of information to sync an Asana task: Time estimate: the amount of time that you want Reclaim to block for the task. Find your task in Asana and open the task details by clicking Details. \n \nClick on the Schedule via Reclaim button. A modal will appear prompting you to add a Time Estimate as well as an Earliest Schedule Date. The Earliest Schedule Date tells Reclaim the earliest time to schedule time blocks for this task. \nSelect which hours you want Reclaim to sync your Task during. \n \nClick the Sync button. The Asana task will be synced to Reclaim. \nHow Reclaim prioritizes synced Asana tasks Tasks synced via Reclaim's Asana integration will automatically honor the priority levels in Reclaim to the priority you marked the task as in Asana. Priority in Asana Priority mapped in Reclaim HighMediumLow Custom* ​​*If you select 'Custom' priority in Asana for a synced item, you will be prompted to select your preferred priority level for Reclaim when creating the task. Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) You can change the priority level of a synced task in Reclaim to adjust how the event is scheduled by Reclaim – but this will not update the priority in Asana. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app. Learn more about how Reclaim Priorities work in this overview doc. \n \nHow Reclaim Tasks display in Synced Asana tasks Any task that has been synced as Task in Reclaim will look like this in Asana: \n The automatically scheduled task will be named Project: Task title and include a link to the Asana task in the event description. \n \nSync an Asana task to multiple members on an Asana project If Reclaim has already been added to an Asana task, other members will need to authenticate their Reclaim account by copying the link that appears when clicking the Schedule via Reclaim button on a task and pasting it into their browser. \n \nDisconnecting the Asana integration To disconnect the Asana integration from Reclaim, head over to your Asana integration settings. Scroll to the bottom of the page and select Disconnect. \n \n \nRemoving Reclaim from Asana projects Admins can go in and remove Reclaim from the Asana account from the Settings > Apps section of Asana and click Deauthorize. This will end the sync between Reclaim and Asana. \n \nAlternatively, a non-admin user can navigate to the Settings > Integrations in Reclaim and click the Disconnect button.​ In order to remove the \"Schedule via Reclaim\" scheduler within the Asana task, admins will need to also remove Reclaim from the individual project. \nClick Customize, then Apps, and then the pencil icon to edit the Reclaim app. Once that is clicked, admins can remove the scheduler from the project.","heading":"","is_live":true,"id":156928,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6064146","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to manage Account Settings for your team","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6080403-how-to-manage-account-settings-for-your-team","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

You can modify multiple settings for your team, including how others join your team, who can invite new members, and additional team-wide settings for things like Hours, Habit templates, and Focus Time to optimize your team’s use of Reclaim right from the start.

To manage your team settings, go to the Account page and select which settings you want to edit.

Note: Only team admins have the ability to make these changes.

Let's take a look at some of the settings you can manage for your team:
​

Members

From the Members page you can add or remove team members, and set or revoke admin permissions. This is also where you can see how many available seats you have left on your current plan.

Defaults

From the Defaults page, you can customize several key settings to streamline your team’s onboarding process and ensure team-wide alignment:

Team Habit Templates

Create templates to guide your team’s routines, promoting a balance between productivity and well-being from the start.

These default Habit templates will be offered up to team members during onboarding, and show to everyone on the team at the top of the Habits page as recommended routines.

Meeting and Working Hours

Set shared Work and Meeting Hours that will apply to the whole team by default to ensure everyone’s schedules align with team priorities, helping to maintain a consistent work culture.

Team Focus Time

Team Focus Time helps your team prioritize deep work by automatically recommending a default Focus Time goal when new teammates join your account.

This default template helps reduce meeting overload and fosters more productivity across the team. Once set, each teammate can personalize or disable the recommendation at any time. Learn more about setting up Team Focus Time.

Note that Habit, Hours, and Focus defaults will only apply to new members joining your team, and will not update existing team members' settings. Individuals will also still be able to personally adjust their Hours and Focus Time goals in their personal settings.

Branding settings

For more information on modifying your branding settings for Scheduling Links for your team, check out the docs here.

Settings

From the Settings page, you can manage invite and onboarding settings for your team.

Invite settings

By default, users can request to join the team if they're in your company's domain (learn more about joining and leaving a team here). You can opt to restrict this to admins only, or allow anyone on the team to invite new users.

As an admin, you can change how users on the same domain are able to join your team:

Note: For teams that choose Users can join automatically - a user with the same email domain who clicks Join will be added to the team with no request workflow.

Billing

From the Billing page, you can browse available plans and included features and upgrade you/your team's plan.
​

Webhooks

From the Webhooks page, you can see and manage your team's Webhook configurations that they have set up to automate workflows.

Learn more about using Webhooks for Scheduling Links.

Personal settings

Outside of your team-wide Account Settings (which are only available to team Admins), you can also manage your personal Reclaim settings in the Personal Settings page.

Here you can manage things like your scheduling preferences, task settings, Hours, color coding, and more. Learn more about Buffers, Settings, and Color-Coding here.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"You can modify multiple settings for your team, including how others join your team, who can invite new members, and additional team-wide settings for things like Hours, Habit templates, and Focus Time to optimize your team’s use of Reclaim right from the start. \nTo manage your team settings, go to the Account page and select which settings you want to edit. \n \nNote: Only team admins have the ability to make these changes. \nLet's take a look at some of the settings you can manage for your team: ​ Members From the Members page you can add or remove team members, and set or revoke admin permissions. This is also where you can see how many available seats you have left on your current plan. \nDefaults From the Defaults page, you can customize several key settings to streamline your team’s onboarding process and ensure team-wide alignment: \nTeam Habit Templates Create templates to guide your team’s routines, promoting a balance between productivity and well-being from the start. \nThese default Habit templates will be offered up to team members during onboarding, and show to everyone on the team at the top of the Habits page as recommended routines. \n \nMeeting and Working Hours Set shared Work and Meeting Hours that will apply to the whole team by default to ensure everyone’s schedules align with team priorities, helping to maintain a consistent work culture. \n \nTeam Focus Time Team Focus Time helps your team prioritize deep work by automatically recommending a default Focus Time goal when new teammates join your account. \nThis default template helps reduce meeting overload and fosters more productivity across the team. Once set, each teammate can personalize or disable the recommendation at any time. Learn more about setting up Team Focus Time. \n Note that Habit, Hours, and Focus defaults will only apply to new members joining your team, and will not update existing team members' settings. Individuals will also still be able to personally adjust their Hours and Focus Time goals in their personal settings. \nBranding settings For more information on modifying your branding settings for Scheduling Links for your team, check out the docs here. \nSettings From the Settings page, you can manage invite and onboarding settings for your team. \nInvite settings By default, users can request to join the team if they're in your company's domain (learn more about joining and leaving a team here). You can opt to restrict this to admins only, or allow anyone on the team to invite new users. \nAs an admin, you can change how users on the same domain are able to join your team: Only allow users to join the team if invited Allow users to request to join when they discover the team Or, allow users to join automatically when they discover the team. Note: For teams that choose Users can join automatically - a user with the same email domain who clicks Join will be added to the team with no request workflow. \nBilling From the Billing page, you can browse available plans and included features and upgrade you/your team's plan.​ \n \nWebhooks From the Webhooks page, you can see and manage your team's Webhook configurations that they have set up to automate workflows. \n \nLearn more about using Webhooks for Scheduling Links. \nPersonal settings Outside of your team-wide Account Settings (which are only available to team Admins), you can also manage your personal Reclaim settings in the Personal Settings page. \nHere you can manage things like your scheduling preferences, task settings, Hours, color coding, and more. Learn more about Buffers, Settings, and Color-Coding here.","heading":"","is_live":true,"id":156927,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6080403","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Reclaim's integration with ClickUp","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6139668-overview-reclaim-s-integration-with-clickup","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's ClickUp integration auto-syncs tasks created in ClickUp to your calendar as smart Tasks via Reclaim, so you actually have time defended to get work done before deadlines.

Requirements for the ClickUp integration

Set up the ClickUp integration

  1. Navigate to Settings > Integrations.

  2. Click Connect ClickUp on the ClickUp integration card.

  3. Select the Workspaces to sync tasks to Reclaim. You can connect multiple workspaces as long as the same email is used for them.

  4. Click Connect Workspace to allow Reclaim access to those workspaces.

  5. You'll be redirected back to the ClickUp integration's settings page in Reclaim.

ClickApps requirements

Reclaim requires several ClickApps to be enabled in order for ClickUp tasks to be scheduled via the integration.

ClickUp allows the enabling/disabling of ‘ClickApps'. To successfully auto-schedule tasks via the Reclaim integration, you need to ensure these ClickApps are enabled:

Enable required ClickApps

  1. Click your Workspace avatar from your ClickUp dashboard.

  2. Select Apps > ClickApps.

  3. Search for Tags, Time Estimates, and Time Tracking, and toggle the ClickApp on.

Note: Some ClickApps add functionality which Reclaim does not support yet. In particular, ClickUp Spaces are often configured to support multiple assignees on one task. Reclaim will not sync tasks with multiple assignees attached to it.

Syncing your ClickUp tasks

When creating new items in ClickUp, Reclaim requires three details to get your tasks successfully auto-scheduled on your calendar with the integration.

ClickUp task requirements:

Without these required fields, ClickUp tasks will not be synced via Reclaim, even if they match your sync rules.

Creating ClickUp sync rules for Reclaim

The ClickUp integration settings page allows you to manage sync rules on how you want Reclaim to schedule your ClickUp items.

Reclaim uses simple sync rules to organize which ClickUp items you want to sync to your calendar. Each rule is built upon conditions like your ClickUp Spaces, Tags, and Scheduling Hours.

ClickUp sync rules settings

Order

Stack-rank your sync rules to tell Reclaim which rules you want to prioritize if a conflict arises. Drag-and-drop to sort the order.

Spaces

Select which of your ClickUp spaces you want to sync items from by checking them in the drop down list. You can select all spaces, some spaces, or no spaces.

Tag

Reclaim creates two default labels upon installation of the integration:

You can delete these Reclaim tags once the integration is installed and/or select from your own ClickUp tags to sync items with that tag. You can also sync from spaces without requiring tags.

Space(s) selected

Space(s) selected

Includes tag(s)

Sync items in the selected spaces also tagged with the set label.

Sync all items including the selected tag.

No tag selected

Sync all items in the selected spaces, without a tag.

⚠️ Rules must have at least one space and/or tag selected to sync items.

Action

Hours

Set the hours during which you want Reclaim to schedule ClickUp items that meet the rule's conditions. You can select between your Working, Personal, or Custom Hours that you've created. Learn more about syncing your ClickUp items to your different Scheduling Hours in this help doc.

Reclaim will then automatically sync Reclaim items to your calendar when they meet the conditions of your rules. Changes to the above integration settings auto-save.

Include Tasks without due dates

The ClickUp integration allows you to sync tasks without due dates on a per-rule basis. That means that for some of your rules, you can opt to require due dates, and for others, you can make them optional.

Sync ClickUp tasks to your calendar

Reclaim will automatically sync ClickUp items to your calendar when they meet the conditions of your sync rules and include the required fields (assignee, end date, time estimate).

Changes made to synced ClickUp tasks - from both Reclaim or ClickUp - will be automatically updated across both platforms.

If you change the title and/or Priority of the task in Reclaim, it will not sync over to ClickUp. You will need to do this within ClickUp.

All other fields will update and sync from Reclaim to ClickUp and vice versa.

How Reclaim prioritizes synced ClickUp tasks

Tasks synced via Reclaim's ClickUp integration will automatically honor the priority levels in Reclaim to the priority you marked the task as in ClickUp.

Priority in ClickUp

Priority mapped in Reclaim

Urgent

Critical (P1)

High

High priority (P2)

Normal

Medium priority (P3)

Low

Low priority (P4)

You can change the priority level of a synced task in Reclaim to adjust how the event is scheduled by Reclaim – but this will not update the priority in ClickUp. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app.

Learn more about how Reclaim Priorities work in this overview doc.

How Reclaim Tasks display in synced ClickUp tasks

When Reclaim syncs a ClickUp task, it adds a comment to the task with a link to the Reclaim Task and the date/time for the associated calendar event. As time burns down in Reclaim for that task, the comment text is updated to reflect that progress, as well as to indicate whether the task is at risk based on the due date you may have selected in ClickUp.

Any item that has been synced as a Task in Reclaim will look like this in ClickUp:

In the Reclaim Planner, as well as on your Google or Outlook Calendar the automatically scheduled Task will be named Project: Task title and include a link to the ClickUp task in the event description.

Complete and incomplete tasks in ClickUp

It's helpful to understand that ClickUp has customizable statuses, each of which must map to three core status groups inside ClickUp:

By default, ClickUp creates three status values:

Reclaim will only sync and schedule tasks from ClickUp that are in the \"active\" state. So by default: it will only sync with things that are set for a \"TO DO\" or \"IN PROGRESS\" status, as those map back to the \"Active\" status group.

If you change a task in ClickUp to either a \"Done\" or \"Closed\" status group, such as the default \"COMPLETE\" status, Reclaim will mark the Task in Reclaim as done and remove all future scheduling for it.

If you mark as task as done in Reclaim, Reclaim will move the ClickUp task to the first status in the \"Closed\" status group, typically \"COMPLETE\". Refer to this doc for details on what happens when a task is Marked done.

When rescheduling a Task Event or adding time to a Task Policy, the ClickUp task will be automatically un-completed and will show back up in the ClickUp space as an incomplete task.

Disconnecting the ClickUp integration

To disconnect the ClickUp integration from Reclaim, head over to your ClickUp integration settings. Scroll to the bottom of the page and select Disconnect.


​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's ClickUp integration auto-syncs tasks created in ClickUp to your calendar as smart Tasks via Reclaim, so you actually have time defended to get work done before deadlines. \n Requirements for the ClickUp integration You must have a Reclaim account with a calendar connected. You must have a ClickUp account. You must have Tags, Time Estimates, and Time Tracking ClickApps enabled. Set up the ClickUp integration Navigate to Settings > Integrations. Click Connect ClickUp on the ClickUp integration card. Select the Workspaces to sync tasks to Reclaim. You can connect multiple workspaces as long as the same email is used for them. Click Connect Workspace to allow Reclaim access to those workspaces. You'll be redirected back to the ClickUp integration's settings page in Reclaim. \nClickApps requirements Reclaim requires several ClickApps to be enabled in order for ClickUp tasks to be scheduled via the integration. ClickUp allows the enabling/disabling of ‘ClickApps'. To successfully auto-schedule tasks via the Reclaim integration, you need to ensure these ClickApps are enabled: Tags Time Estimates Time Tracking Enable required ClickApps Click your Workspace avatar from your ClickUp dashboard. Select Apps > ClickApps. Search for Tags, Time Estimates, and Time Tracking, and toggle the ClickApp on. Note: Some ClickApps add functionality which Reclaim does not support yet. In particular, ClickUp Spaces are often configured to support multiple assignees on one task. Reclaim will not sync tasks with multiple assignees attached to it. \nSyncing your ClickUp tasks When creating new items in ClickUp, Reclaim requires three details to get your tasks successfully auto-scheduled on your calendar with the integration. \nClickUp task requirements: ClickUp tasks must have an assignee. The task must be assigned to a user (generally yourself) who has the Reclaim integration enabled for Reclaim to know whose Reclaim account (and calendar) to use. Currently, multiple assignees are not supported so your task may only have one assignee. Tasks must have an end date unless otherwise specified by you below. The task must have an end date set before it will sync with Reclaim. This will be the due date in Reclaim. You can optionally supply a start date as well to fine-tune the scheduling window. Tasks must have a time estimate. The time must have a time estimate populated so Reclaim can know how much time to schedule. Without these required fields, ClickUp tasks will not be synced via Reclaim, even if they match your sync rules. \nCreating ClickUp sync rules for Reclaim The ClickUp integration settings page allows you to manage sync rules on how you want Reclaim to schedule your ClickUp items. \nReclaim uses simple sync rules to organize which ClickUp items you want to sync to your calendar. Each rule is built upon conditions like your ClickUp Spaces, Tags, and Scheduling Hours. \n \nClickUp sync rules settings Order Stack-rank your sync rules to tell Reclaim which rules you want to prioritize if a conflict arises. Drag-and-drop to sort the order. \nSpaces Select which of your ClickUp spaces you want to sync items from by checking them in the drop down list. You can select all spaces, some spaces, or no spaces. \nTag Reclaim creates two default labels upon installation of the integration: reclaim : tasks that schedule during your Working Hours reclaim_personal : tasks that schedule during your Personal Hours You can delete these Reclaim tags once the integration is installed and/or select from your own ClickUp tags to sync items with that tag. You can also sync from spaces without requiring tags. \n Space(s) selected Space(s) selected Includes tag(s) Sync items in the selected spaces also tagged with the set label. Sync all items including the selected tag. No tag selected Sync all items in the selected spaces, without a tag. ⚠️ Rules must have at least one space and/or tag selected to sync items. Action Sync to: Sync items that meet this rule's conditions. Don't sync: Don't sync items that meet this rule's conditions. Hours Set the hours during which you want Reclaim to schedule ClickUp items that meet the rule's conditions. You can select between your Working, Personal, or Custom Hours that you've created. Learn more about syncing your ClickUp items to your different Scheduling Hours in this help doc. \nReclaim will then automatically sync Reclaim items to your calendar when they meet the conditions of your rules. Changes to the above integration settings auto-save. \nInclude Tasks without due dates The ClickUp integration allows you to sync tasks without due dates on a per-rule basis. That means that for some of your rules, you can opt to require due dates, and for others, you can make them optional. If you check Include Tasks without due dates, then any task matching that rule will be synced to Reclaim whether it has a due date or not. If you do not check Include Tasks without due dates, then a due date is required for a task to be synced from ClickUp using that rule. Sync ClickUp tasks to your calendar Reclaim will automatically sync ClickUp items to your calendar when they meet the conditions of your sync rules and include the required fields (assignee, end date, time estimate). \nChanges made to synced ClickUp tasks - from both Reclaim or ClickUp - will be automatically updated across both platforms. \nIf you change the title and/or Priority of the task in Reclaim, it will not sync over to ClickUp. You will need to do this within ClickUp. \nAll other fields will update and sync from Reclaim to ClickUp and vice versa. \nHow Reclaim prioritizes synced ClickUp tasks Tasks synced via Reclaim's ClickUp integration will automatically honor the priority levels in Reclaim to the priority you marked the task as in ClickUp. Priority in ClickUp Priority mapped in Reclaim Urgent Critical (P1) High High priority (P2) Normal Medium priority (P3) Low Low priority (P4) You can change the priority level of a synced task in Reclaim to adjust how the event is scheduled by Reclaim – but this will not update the priority in ClickUp. If you want to update the priority of a synced task in the platform it was created in, you must do so from the source event in the app. Learn more about how Reclaim Priorities work in this overview doc. \nHow Reclaim Tasks display in synced ClickUp tasks When Reclaim syncs a ClickUp task, it adds a comment to the task with a link to the Reclaim Task and the date/time for the associated calendar event. As time burns down in Reclaim for that task, the comment text is updated to reflect that progress, as well as to indicate whether the task is at risk based on the due date you may have selected in ClickUp. \nAny item that has been synced as a Task in Reclaim will look like this in ClickUp: \n \nIn the Reclaim Planner, as well as on your Google or Outlook Calendar the automatically scheduled Task will be named Project: Task title and include a link to the ClickUp task in the event description. \nComplete and incomplete tasks in ClickUp It's helpful to understand that ClickUp has customizable statuses, each of which must map to three core status groups inside ClickUp: Active Done Closed By default, ClickUp creates three status values: TO DO (Active) IN PROGRESS (Active) COMPLETE (Closed) \nReclaim will only sync and schedule tasks from ClickUp that are in the \"active\" state. So by default: it will only sync with things that are set for a \"TO DO\" or \"IN PROGRESS\" status, as those map back to the \"Active\" status group. \nIf you change a task in ClickUp to either a \"Done\" or \"Closed\" status group, such as the default \"COMPLETE\" status, Reclaim will mark the Task in Reclaim as done and remove all future scheduling for it. \nIf you mark as task as done in Reclaim, Reclaim will move the ClickUp task to the first status in the \"Closed\" status group, typically \"COMPLETE\". Refer to this doc for details on what happens when a task is Marked done. \nWhen rescheduling a Task Event or adding time to a Task Policy, the ClickUp task will be automatically un-completed and will show back up in the ClickUp space as an incomplete task. \nDisconnecting the ClickUp integration To disconnect the ClickUp integration from Reclaim, head over to your ClickUp integration settings. Scroll to the bottom of the page and select Disconnect. \n ​","heading":"","is_live":true,"id":156926,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6139668","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Manage notifications for Reclaim events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6179615-manage-notifications-for-reclaim-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim sends you notifications to keep you updated on what’s coming up in your schedule so you can better manage your time. Here’s a guide to how these different alerts work, and how to manage them.

You can set your preferences for alerts in Reclaim under Settings > Notifications.

Note: You can set different event notifications from both in Reclaim, and your source calendars. Review your settings across both to avoid duplicate alerts.

Notification settings in Reclaim

General notifications

Smart Meeting notifications

Set your specific alerts for notifications around your Smart Meetings:

Note: 'Meeting changes' notifications cannot be disabled for Outlook users. Your attendees will receive email notifications if the meeting is edited or rescheduled.

Notification preferences in Google Calendar

Google Calendar has additional notifications settings for events. By default, Google Calendar sets this to 10 minutes by default, but you can change the alert time to whatever works for you. If you change it to alert you 1 minute before an event is due to start, for example, this notification preference will apply to all Reclaim created events moving forward.

To manage your Google Calendar notification settings:

  1. Go to https://calendar.google.com/

  2. Click Settings in the upper right corner

  3. In the left menu bar, select your source calendar under Settings for my calendars

  4. Select Event notifications

  5. Set your preferences

If you don't want to receive any alerts, you can also delete all notification options in the Google Calendar settings. This will turn off all notifications for both Google Calendar and Reclaim events moving forward.

Default event notification settings Google Calendar

According to your Google Calendar notification settings, as noted above:

You can customize the default notifications above:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim sends you notifications to keep you updated on what’s coming up in your schedule so you can better manage your time. Here’s a guide to how these different alerts work, and how to manage them. \nYou can set your preferences for alerts in Reclaim under Settings > Notifications. \nNote: You can set different event notifications from both in Reclaim, and your source calendars. Review your settings across both to avoid duplicate alerts. \nNotification settings in Reclaim General notifications Weekly reports: Weekly Reports from Reclaim provide you with a weekly email summary of your Productivity Stats. Learn more here. Event starting tab alert: Flash the event name in your Reclaim browser tab when it's starting. Event starting chime: Play a chime from your Reclaim tab when your next event is starting. You might need to enable auto-play media from browser bar (learn more for Safari and Chrome). \n \nSmart Meeting notifications Set your specific alerts for notifications around your Smart Meetings: At risk Smart Meetings (Coming soon): A daily digest of upcoming Smart Meetings that are at risk of not being scheduled in the next 2 weeks. New meetings detected (Coming soon): An email of new recurring meetings found on your calendar that could be converted to Smart Meetings. Meeting changes: Notify attendees when meetings are moved, rescheduled, or canceled using standard Google Calendar notification emails. Days before the meeting to send notification: Select the number of days in the future Reclaim should start sending change notifications.​ \nNote: 'Meeting changes' notifications cannot be disabled for Outlook users. Your attendees will receive email notifications if the meeting is edited or rescheduled. \n \nNotification preferences in Google Calendar Google Calendar has additional notifications settings for events. By default, Google Calendar sets this to 10 minutes by default, but you can change the alert time to whatever works for you. If you change it to alert you 1 minute before an event is due to start, for example, this notification preference will apply to all Reclaim created events moving forward. \nTo manage your Google Calendar notification settings: Go to https://calendar.google.com/ Click Settings in the upper right corner In the left menu bar, select your source calendar under Settings for my calendars Select Event notifications Set your preferences If you don't want to receive any alerts, you can also delete all notification options in the Google Calendar settings. This will turn off all notifications for both Google Calendar and Reclaim events moving forward. \n \n \nDefault event notification settings Google Calendar According to your Google Calendar notification settings, as noted above: Calendar Sync events always have notifications off so you don’t receive duplicate notifications. Habits have notifications turned ON Smart Meetings have notifications turned ON Tasks have notifications turned ON (this includes synced tasks from other platforms, and Tasks created in the app). Travel Time will always have notifications turned ON. Decompression Time and Tasks + Habit Breaks will always have notifications OFF. \nYou can customize the default notifications above: Override notifications for Habits and Smart Meetings: Since these are both true 'repeating events' in Google Calendar – simply edit one of the events on your calendar, and disable notifications for the entire series. \n \nWorkaround for Tasks notifications: You might want notifications disabled or different from the core primary calendar default notifications. While there isn't a dedicated setting for this yet, you can work around it by scheduling your Tasks to a different Connected Calendar and configure it to have different defaults than the primary. Learn more about scheduling Tasks to different calendars.","heading":"","is_live":true,"id":156925,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6179615","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Using Planner to view and manage your smart Reclaim events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6206998-overview-using-planner-to-view-and-manage-your-smart-reclaim-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Planner gives you an interface for managing and making changes to your Reclaim smart events from directly within the Reclaim app. The Planner isn't a full-blown calendar replacement (for that, we recommend using Reclaim with your existing calendar client) but it contains a ton of controls and special actions to manage your Reclaim stuff.

This doc will cover the different parts of the Planner that you can use as well as how to use it to view and manage your schedule.

Planner breakdown

The Planner has several main components that you can use to view and manage your schedule. Below, we'll detail each of them and provide some high-level info on what purpose they serve.

Calendar view

The calendar view of the Planner shows you all your events from all connected calendars in Reclaim.

Within the calendar view, Reclaim adds some special treatment to events so that you can see their status at a glance as well as take actions on them. It also provides common actions that you might want to take on events or actions to modify how your schedule shows to you.

Free vs. Busy events

Reclaim automatically toggles your events between free and busy to keep your schedule flexible, and in the Planner, free events are shown with a dashed outline. Busy events will be filled in and have a solid outline, as shown below.

All-day events marked busy

When an all-day event is on your calendar and marked busy, it will prevent Reclaim from scheduling over it. To indicate this, the Planner adds a grey dashed pattern to the days where all-day events are present to help you know when an all-day event is consuming your availability.

Navigation controls

You can navigate between days or weeks as well as select a day or week view of the schedule using the navigation controls at the top of the calendar. You can also change which day of the week your Planner starts on by editing it in your Google Settings.

\"View as\" controls

Sometimes it can be helpful to double-check your privacy and availability in Reclaim and ensure that your colleagues aren't seeing anything you don't want them to. Reclaim offers a special \"View as\" control that lets you see what your schedule will look like to others who view it.

Day filter views

You can also adjust how you want to view your calendar in the Planner by selecting from multiple options for day views to, for example, exclude weekends or see a rolling 9 days into the following week.

Click the new 'gear' icon at the top of the Planner to set your day view. Your settings will save across sessions.

Event interactions

You can click into any event to see more details about it in the right-hand pane of the Planner, as well as right-click it to see actions that you can take on the event. You can also drag and drop any Reclaim-managed event in the Planner as well as extend or shorten it.

Connected Calendars sidebar

You can show or hide the Connected Calendars sidebar by clicking the ⬅️ icon from within the Planner calendar view.

This view will only show you calendars that you've selected as Connected Calendars (i.e., any calendars that control your availability in Reclaim), and deselecting them in the sidebar will not cause them to become disconnected -- it will just hide them from being shown in the Planner. This is very similar to the view you have in Google Calendar's sidebar.

You can edit any of your Connected Calendars by pressing the Edit calendars button as shown above.

Details sidebar

The details sidebar has three modes that you can change based on context. You can open the details sidebar by clicking the ⬅️ icon as shown below:

Priorities

This will show you all of your Reclaim-managed entities sorted by priority level. You can drag and drop stuff between Priority levels here, search through your items and take action on them here, and make edits to your smart events without leaving the planner by clicking on the edit (pen) icon.

For more info on using Priorities in the Planner, check out this doc.

Tasks

Selecting the Tasks tab will show you your list of Tasks, sorted by priority level, including your Up Next Tasks. You can drag Tasks in and out of Up Next here as well as reprioritize them and take actions on them.

For more info on using Tasks in the Planner, check out this doc. For more info on prioritizing your Tasks, check out this doc.

Event details

Clicking on any event in the Planner will show details for it, which are contextually different depending on the type of event you pick. From here, you can take actions as well as get more context and details about the item that's behind the event.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Planner gives you an interface for managing and making changes to your Reclaim smart events from directly within the Reclaim app. The Planner isn't a full-blown calendar replacement (for that, we recommend using Reclaim with your existing calendar client) but it contains a ton of controls and special actions to manage your Reclaim stuff. \n \nThis doc will cover the different parts of the Planner that you can use as well as how to use it to view and manage your schedule. \nPlanner breakdown The Planner has several main components that you can use to view and manage your schedule. Below, we'll detail each of them and provide some high-level info on what purpose they serve. \nCalendar view The calendar view of the Planner shows you all your events from all connected calendars in Reclaim. \n \nWithin the calendar view, Reclaim adds some special treatment to events so that you can see their status at a glance as well as take actions on them. It also provides common actions that you might want to take on events or actions to modify how your schedule shows to you. \nFree vs. Busy events Reclaim automatically toggles your events between free and busy to keep your schedule flexible, and in the Planner, free events are shown with a dashed outline. Busy events will be filled in and have a solid outline, as shown below. \n \nAll-day events marked busy When an all-day event is on your calendar and marked busy, it will prevent Reclaim from scheduling over it. To indicate this, the Planner adds a grey dashed pattern to the days where all-day events are present to help you know when an all-day event is consuming your availability. \n \nNavigation controls You can navigate between days or weeks as well as select a day or week view of the schedule using the navigation controls at the top of the calendar. You can also change which day of the week your Planner starts on by editing it in your Google Settings. \n \n\"View as\" controls Sometimes it can be helpful to double-check your privacy and availability in Reclaim and ensure that your colleagues aren't seeing anything you don't want them to. Reclaim offers a special \"View as\" control that lets you see what your schedule will look like to others who view it. \n \nDay filter views You can also adjust how you want to view your calendar in the Planner by selecting from multiple options for day views to, for example, exclude weekends or see a rolling 9 days into the following week. \nClick the new 'gear' icon at the top of the Planner to set your day view. Your settings will save across sessions. \n \n \nEvent interactions You can click into any event to see more details about it in the right-hand pane of the Planner, as well as right-click it to see actions that you can take on the event. You can also drag and drop any Reclaim-managed event in the Planner as well as extend or shorten it. \n \nConnected Calendars sidebar You can show or hide the Connected Calendars sidebar by clicking the ⬅️ icon from within the Planner calendar view. \n \nThis view will only show you calendars that you've selected as Connected Calendars (i.e., any calendars that control your availability in Reclaim), and deselecting them in the sidebar will not cause them to become disconnected -- it will just hide them from being shown in the Planner. This is very similar to the view you have in Google Calendar's sidebar. \nYou can edit any of your Connected Calendars by pressing the Edit calendars button as shown above. \nDetails sidebar The details sidebar has three modes that you can change based on context. You can open the details sidebar by clicking the ⬅️ icon as shown below: \n \nPriorities This will show you all of your Reclaim-managed entities sorted by priority level. You can drag and drop stuff between Priority levels here, search through your items and take action on them here, and make edits to your smart events without leaving the planner by clicking on the edit (pen) icon. \n For more info on using Priorities in the Planner, check out this doc. Tasks Selecting the Tasks tab will show you your list of Tasks, sorted by priority level, including your Up Next Tasks. You can drag Tasks in and out of Up Next here as well as reprioritize them and take actions on them. \n \nFor more info on using Tasks in the Planner, check out this doc. For more info on prioritizing your Tasks, check out this doc. Event details Clicking on any event in the Planner will show details for it, which are contextually different depending on the type of event you pick. From here, you can take actions as well as get more context and details about the item that's behind the event.","heading":"","is_live":true,"id":156924,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6206998","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing events and taking actions from the Planner","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6207344-managing-events-and-taking-actions-from-the-planner","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The Planner gives you a ton of ways to interact with smart Reclaim events and take actions when things come up. Since many of these actions are available in other interfaces besides the Planner, we're going to use this doc to help link you out to guides that will show you how to perform key actions for each type of Reclaim smart event. We will also cover some special controls that you can access via the Planner.

Managing Reclaim smart events via the Planner

Tasks

Check out the guide below for a primer on how to manage your Task events from the Planner (and elsewhere):

Managing Tasks on the Planner

Habits

Check out the guide below for a primer on how to manage your Habit events from the Planner (and elsewhere):

Managing Habits on the Planner

Smart Meetings

Check out the guide below for a primer on how to manage your Smart Meeting events from the Planner (and elsewhere):

Managing Smart Meetingss on the Planner

Scheduling Links

Check out the guide below for how to personalize, copy, and share Scheduling Links from the Planner (and elsewhere):

Sending and customizing Scheduling Links on the Planner

Synced Calendar Events

Check out the guide below for how to use the Planner to prevent seeing duplicate events from Calendar Sync.

Viewing synced calendar events on the Planner

Special Planner controls

Recategorizing events

Check out the guide below on how to recategorize your events to help Reclaim color-code them accurately using the Planner.

Recategorizing events via the Planner

Managing Priorities

Check out the guide below on how to use Priorities from within the Planner, and how to manage them to schedule your workweek.

Managing Priorities via the Planner

Using Up Next for Tasks

Check out the guide below on how Up Next works for Tasks within the Planner, and how to manage and send Tasks to Up Next for faster scheduling.

Using Up Next in the Planner

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The Planner gives you a ton of ways to interact with smart Reclaim events and take actions when things come up. Since many of these actions are available in other interfaces besides the Planner, we're going to use this doc to help link you out to guides that will show you how to perform key actions for each type of Reclaim smart event. We will also cover some special controls that you can access via the Planner. \nManaging Reclaim smart events via the Planner Tasks Check out the guide below for a primer on how to manage your Task events from the Planner (and elsewhere): \nManaging Tasks on the Planner Habits Check out the guide below for a primer on how to manage your Habit events from the Planner (and elsewhere): \nManaging Habits on the Planner Smart Meetings Check out the guide below for a primer on how to manage your Smart Meeting events from the Planner (and elsewhere): \nManaging Smart Meetingss on the Planner Scheduling Links Check out the guide below for how to personalize, copy, and share Scheduling Links from the Planner (and elsewhere): \nSending and customizing Scheduling Links on the Planner Synced Calendar Events Check out the guide below for how to use the Planner to prevent seeing duplicate events from Calendar Sync. \nViewing synced calendar events on the Planner Special Planner controls \nRecategorizing events Check out the guide below on how to recategorize your events to help Reclaim color-code them accurately using the Planner. \nRecategorizing events via the Planner Managing Priorities Check out the guide below on how to use Priorities from within the Planner, and how to manage them to schedule your workweek. \nManaging Priorities via the Planner Using Up Next for Tasks Check out the guide below on how Up Next works for Tasks within the Planner, and how to manage and send Tasks to Up Next for faster scheduling. \nUsing Up Next in the Planner","heading":"","is_live":true,"id":156923,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6207344","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Reclaim manages your schedule automatically","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6207587-how-reclaim-manages-your-schedule-automatically","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim automatically schedules and reschedules events on your calendar, so you don't have to manually adjust your calendar when conflicts come up.

From the priority level you set for all your events, scheduling rules for how you want smart events to get booked, to availability on your calendar around meetings and other commitments, as well as upcoming deadlines for Tasks – Reclaim uses smart AI scheduling to make intelligent decisions so your most important items get done.

Reclaim has a variety of different variables that it considers when automatically building out your productive week. Let's take a look at how Reclaim automatically manages your schedule so you can stay focused on the things that matter.

How Reclaim auto-schedules events with Priorities

Reclaim allows you to assign priority levels to both smart Reclaim events and non-Reclaim events (like meetings created in Google Calendar or Outlook Calendar) so you can make time for your most important meetings and focus work sessions in the workweek.

You can set the priority level for your Habits, Tasks, Smart Meetings, Scheduling Links, and even non-Reclaim created events from Critical (P1) to Low priority (P4) to inform Reclaim of what matters most when time gets tight. As your calendar fills up, higher-priority items can overbook lower-priority Habits, Tasks, and Smart Meetings to make sure they get done.

Priority levels overview:

Your Critical Smart Meetings and Habits will always take top billing, and Reclaim auto-schedules the rest of your events by weighing priority and due dates in the case of Tasks – intelligently ensuring things don't fall through the cracks.
​
For example, a High priority Task with a due date that is further out might end up scheduling after a Medium priority Task that is due sooner.

You can learn more about how Reclaim's prioritization system works in the Priorities overview help doc.

How Reclaim considers your availability

Reclaim uses your Priorities to book events on the calendar around your availability and your already scheduled higher-priority events.

Additionally, Reclaim's AI scheduler will also consider your customized Scheduling Hours when booking events to ensure that your Personal, Working, and Meeting events are booked when you want them to be. Learn more about setting your default and custom Scheduling Hours in this doc.

How Reclaim auto-schedules smart events

When you create smart Reclaim events like Habits, Tasks, and Smart Meetings, you can set custom 'scheduling rules' for exactly how and when you want to book those events on your calendar in the future.

You can set scheduling rules around your preferences, including:

Reclaim will follow these rules when scheduling your smart events, and will automatically update events if you change these scheduling rules for existing Habits, Tasks, or Smart Meetings.

If smart events have the same priority level – Reclaim will prioritize auto-scheduling your Smart Meetings first, Habits second, and Tasks third, based on your availability. Tasks with the same priority level will schedule according to the soonest due date.
​
Learn more about creating smart events and how they get prioritized in your calendar in the collections for Habits, Tasks, and Smart Meetings.

How Reclaim auto-schedules meeting events

Your smart meeting events created by Reclaim, like Smart Meetings and Scheduling Link events are auto-scheduled with additional controls to defend your time for collaboration.

Scheduling Link events

Scheduling Links allow you to get the right meetings booked sooner with advanced prioritization controls. These events are intelligently protected by Reclaim on the calendar. When someone books a meeting with you using a Scheduling Link, that event is blocked out on your calendar and automatically marked as 'Busy' by Reclaim.

Depending on the priority you set for your individual Scheduling Links, Reclaim will offer up availability by showing lower-priority Habits, Tasks, Smart Meetings, and non-Reclaim events as open time slots to others.

If a higher-priority meeting is booked over a scheduled Habit, Task, or Smart Meeting – Reclaim will automatically reschedule the overbooked event to the next best time around your preferences.

Check out the Scheduling Links help doc collection to learn more.

Smart Meeting events

Reclaim auto-schedules your Smart Meeting events at the best time across your and your invitees' calendar, on a recurring frequency around your scheduling preferences.

If you cannot make the meeting at the time it was scheduled, either the organizer and invitee of the Smart Meeting can 'Reschedule' or 'Skip' the event instance and Reclaim will automatically find the next best time across both calendars for the meeting.

Learn more about how to skip or reschedule a Smart Meetings in this help doc.

How Reclaim schedules around non-Reclaim events

A powerful capability of Reclaim Priorities is you can also adjust the priority level of the non-Reclaim created events on your calendar.

Turning down the the priority of non-Reclaim calendar events will allow those times to show as available for your higher-priority Scheduling Links – allowing you the power to offer up your maximum availability for your most important meetings.

❗By default, all non-Reclaim events on your calendar will always be set to Critical (P1) priority, so they will never be overbooked by any Reclaim events – unless you manually turn down the priority level of a non-Reclaim event.

If you leave your non-Reclaim events on your calendar in the default Critical priority level, Reclaim will auto-schedule your smart events around those events.

Alternatively, you can try turning down the priority of a few non-Reclaim calendar events you'd be okay with overbooking with more important meeting events to watch your availability open up when sharing higher-priority Scheduling Links.

❗Your non-Reclaim events manually set to a lower priority level can only ever be overbooked by higher-priority Scheduling Links which will show that time as available – non-Reclaim events will never be overscheduled by Habits, Tasks, or Smart Meetings, regardless of priority levels.

Learn more about how Priorities work for non-Reclaim created events in this help doc.

How Reclaim automatically reschedules events

There's only so much time in the week. That's why Reclaim is always assessing your calendar as it books up and intelligently evaluates what events need to be prioritized.

Scheduling conflicts

When important items are at risk, or scheduling conflicts come up – Reclaim responds in real time (in about 15 seconds or less) to automatically move around your scheduled events on the calendar to ensure you stay aligned to your priorities.

Smart Free/Busy controls

Reclaim keeps your calendar flexible by initially scheduling your smart events as 'Free' and then automatically flipping them to 'Busy' and locking the event to secure it, as your time books up or the start time draws near.

Unless an event is locked (either automatically by Reclaim, or with auto-lock settings which you can set for Smart Meetings and/or Habits and Tasks) the event will automatically reschedule within a few seconds of being overbooked.

For example, if you have a Habit to \"Walk the Dog\" at 3pm, and you block time over that event for a meeting – the Habit event will automatically reschedule to the next best time around your preferences and if there is time available that day or a lower-priority Habit, Task, or Smart Meeting the Habit can overbook.

Note: Reclaim won't consider an event you're invited to as an 'overbooking' unless you RSVP \"Yes\" or \"Maybe\" to it. For example, if a Habit is interrupted by an invite to a meeting at the same time, the Habit won't move until you RSVP Yes or Maybe to the event.

You can learn more about how Reclaim uses Free/Busy controls to keep your schedule flexible in this help doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim automatically schedules and reschedules events on your calendar, so you don't have to manually adjust your calendar when conflicts come up. \nFrom the priority level you set for all your events, scheduling rules for how you want smart events to get booked, to availability on your calendar around meetings and other commitments, as well as upcoming deadlines for Tasks – Reclaim uses smart AI scheduling to make intelligent decisions so your most important items get done. \nReclaim has a variety of different variables that it considers when automatically building out your productive week. Let's take a look at how Reclaim automatically manages your schedule so you can stay focused on the things that matter. \nHow Reclaim auto-schedules events with Priorities Reclaim allows you to assign priority levels to both smart Reclaim events and non-Reclaim events (like meetings created in Google Calendar or Outlook Calendar) so you can make time for your most important meetings and focus work sessions in the workweek. \nYou can set the priority level for your Habits, Tasks, Smart Meetings, Scheduling Links, and even non-Reclaim created events from Critical (P1) to Low priority (P4) to inform Reclaim of what matters most when time gets tight. As your calendar fills up, higher-priority items can overbook lower-priority Habits, Tasks, and Smart Meetings to make sure they get done. \nPriority levels overview: Critical (P1): Reclaim will schedule Critical items before any other events, and can overbook lower-priority items as your calendar books up. High priority (P2): High priority events will be prioritized before medium and low priority events, and can be overbooked by critical events. Medium priority (P3): Medium priority events will be prioritized before low priority events, and can be overbooked by medium-critical priority events. Low priority (P4): Low priority events will be prioritized last, around your availability, and can be overbooked by higher-priority items. Your Critical Smart Meetings and Habits will always take top billing, and Reclaim auto-schedules the rest of your events by weighing priority and due dates in the case of Tasks – intelligently ensuring things don't fall through the cracks.​For example, a High priority Task with a due date that is further out might end up scheduling after a Medium priority Task that is due sooner. You can learn more about how Reclaim's prioritization system works in the Priorities overview help doc. \nHow Reclaim considers your availability Reclaim uses your Priorities to book events on the calendar around your availability and your already scheduled higher-priority events. \nAdditionally, Reclaim's AI scheduler will also consider your customized Scheduling Hours when booking events to ensure that your Personal, Working, and Meeting events are booked when you want them to be. Learn more about setting your default and custom Scheduling Hours in this doc. \nHow Reclaim auto-schedules smart events When you create smart Reclaim events like Habits, Tasks, and Smart Meetings, you can set custom 'scheduling rules' for exactly how and when you want to book those events on your calendar in the future. \nYou can set scheduling rules around your preferences, including: Priority: The priority level you want to defend the event at around other items. Duration: How long you want the event to schedule for. Frequency: How often you want to make time for the event. Hours: The Scheduling Hours during which you want the event to schedule. Starting: When you want Reclaim to start booking the event on your calendar. Due date: When to schedule Task events by so they're done before deadlines. Reclaim will follow these rules when scheduling your smart events, and will automatically update events if you change these scheduling rules for existing Habits, Tasks, or Smart Meetings. \nIf smart events have the same priority level – Reclaim will prioritize auto-scheduling your Smart Meetings first, Habits second, and Tasks third, based on your availability. Tasks with the same priority level will schedule according to the soonest due date. ​Learn more about creating smart events and how they get prioritized in your calendar in the collections for Habits, Tasks, and Smart Meetings. \nHow Reclaim auto-schedules meeting events Your smart meeting events created by Reclaim, like Smart Meetings and Scheduling Link events are auto-scheduled with additional controls to defend your time for collaboration. \nScheduling Link events Scheduling Links allow you to get the right meetings booked sooner with advanced prioritization controls. These events are intelligently protected by Reclaim on the calendar. When someone books a meeting with you using a Scheduling Link, that event is blocked out on your calendar and automatically marked as 'Busy' by Reclaim. \nDepending on the priority you set for your individual Scheduling Links, Reclaim will offer up availability by showing lower-priority Habits, Tasks, Smart Meetings, and non-Reclaim events as open time slots to others. \nIf a higher-priority meeting is booked over a scheduled Habit, Task, or Smart Meeting – Reclaim will automatically reschedule the overbooked event to the next best time around your preferences. \nCheck out the Scheduling Links help doc collection to learn more. \nSmart Meeting events Reclaim auto-schedules your Smart Meeting events at the best time across your and your invitees' calendar, on a recurring frequency around your scheduling preferences. \nIf you cannot make the meeting at the time it was scheduled, either the organizer and invitee of the Smart Meeting can 'Reschedule' or 'Skip' the event instance and Reclaim will automatically find the next best time across both calendars for the meeting. \nLearn more about how to skip or reschedule a Smart Meetings in this help doc. \nHow Reclaim schedules around non-Reclaim events A powerful capability of Reclaim Priorities is you can also adjust the priority level of the non-Reclaim created events on your calendar. \nTurning down the the priority of non-Reclaim calendar events will allow those times to show as available for your higher-priority Scheduling Links – allowing you the power to offer up your maximum availability for your most important meetings. ❗By default, all non-Reclaim events on your calendar will always be set to Critical (P1) priority, so they will never be overbooked by any Reclaim events – unless you manually turn down the priority level of a non-Reclaim event. If you leave your non-Reclaim events on your calendar in the default Critical priority level, Reclaim will auto-schedule your smart events around those events. \nAlternatively, you can try turning down the priority of a few non-Reclaim calendar events you'd be okay with overbooking with more important meeting events to watch your availability open up when sharing higher-priority Scheduling Links. ❗Your non-Reclaim events manually set to a lower priority level can only ever be overbooked by higher-priority Scheduling Links which will show that time as available – non-Reclaim events will never be overscheduled by Habits, Tasks, or Smart Meetings, regardless of priority levels. Learn more about how Priorities work for non-Reclaim created events in this help doc. \nHow Reclaim automatically reschedules events There's only so much time in the week. That's why Reclaim is always assessing your calendar as it books up and intelligently evaluates what events need to be prioritized. \nScheduling conflicts When important items are at risk, or scheduling conflicts come up – Reclaim responds in real time (in about 15 seconds or less) to automatically move around your scheduled events on the calendar to ensure you stay aligned to your priorities. \nSmart Free/Busy controls Reclaim keeps your calendar flexible by initially scheduling your smart events as 'Free' and then automatically flipping them to 'Busy' and locking the event to secure it, as your time books up or the start time draws near. \nUnless an event is locked (either automatically by Reclaim, or with auto-lock settings which you can set for Smart Meetings and/or Habits and Tasks) the event will automatically reschedule within a few seconds of being overbooked. \nFor example, if you have a Habit to \"Walk the Dog\" at 3pm, and you block time over that event for a meeting – the Habit event will automatically reschedule to the next best time around your preferences and if there is time available that day or a lower-priority Habit, Task, or Smart Meeting the Habit can overbook. \nNote: Reclaim won't consider an event you're invited to as an 'overbooking' unless you RSVP \"Yes\" or \"Maybe\" to it. For example, if a Habit is interrupted by an invite to a meeting at the same time, the Habit won't move until you RSVP Yes or Maybe to the event. \nYou can learn more about how Reclaim uses Free/Busy controls to keep your schedule flexible in this help doc.","heading":"","is_live":true,"id":156922,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6207587","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Features in Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6210740-features-in-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Focus Time

Focus Time lets you set a weekly focus goal for heads-down work — and uses AI to flexibly defend the time you need to get things done. It automatically fills your week and adapts as plans change, helping you prevent being overrun with meetings and on track towards your goals.

Learn about Focus

Habits

Habits are a smarter way to create routines on your calendar for your work and personal priorities. Unlike normal recurring events, Habits flex around your schedule and adapt as things come up, giving you the time you need without being overly rigid and jamming up your calendar.

Learn about Habits

Tasks

Reclaim Tasks help bridge the gap between your always changing to-do list and your calendar – so you can make sure you have the time defended to work on your important items before deadlines come up.

Automatically block flexible time for your Tasks before due dates around everything else you have going on, break up longer projects into manageable chunks, and even integrate your favorite project management apps to sync to-dos to the calendar.

Learn about Tasks

Smart Meetings

Smart Meetings make it easy for you to automatically schedule, reschedule, and manage your recurring meetings.

Whether a one-on-one or a recurring team sync – creating a Smart Meeting is easy and only takes a few minutes. Just set your scheduling preferences, share a one-time invitation, and let Reclaim find the best time for everyone to meet on a recurring basis around availability and timezones – with one-click rescheduling when conflicts come up.

Learn about Smart Meetings

Scheduling Links

Scheduling Links enable you to send links to you and your team's availability, allowing others to book time across one, or many, calendars. Scheduling Links offer an advanced prioritization controls to optimize this process by allowing you to automatically offer up lower-priority events scheduled on your calendar (both other Reclaim smart events, as well as non-Reclaim created events!) as available times for more important meetings.

Learn about Scheduling Links

Connected Calendars

Connected Calendars are used by Reclaim to check your availability for blocking events.

By default, Reclaim will set the primary calendar of your account's main email as a connected calendar. You can also select other calendars for Reclaim to check availability.

Learn about Connected Calendars

Calendar Sync

Reclaim's Calendar Sync feature is a powerful way to make sure people who go to book time with you always see your true availability across multiple calendars. Calendar Sync takes events from a source calendar - we call these source events - and creates smart copies of them on a destination calendar - we call these synced copies.

Synced copies stay up-to-date as the source events change, so you never have to worry about manually updating or adding events across calendars. Reclaim gives you flexible privacy options for those synced copies so you can manage what others are able to see.

Learn about Calendar Sync

Stats

Your Stats provide an overview of where your time is being spent across Habits, Tasks, Meetings, breaks, and more – allowing you to analyze productivity and work-life balance to plan better workweeks. Team Analytics is a time tracking tool to help both leaders and employees analyze productivity and work-life balance stats, averaged across the entire team.

Learn about Stats

Integrations

Reclaim was designed to block flexible time for your Tasks, and automatically pull in tasks and projects from the platforms you already use. You can integrate tasks and sync their status across platforms automatically.

Learn about Task Integrations

Buffer Time

Give yourself time to decompress after your meetings, ensure you have enough travel time for your event, and add some break between your Tasks and Habits. Reclaim adds flexible buffers to your schedule for you to prep and get where you're going.

Learn about Buffer Time

Slack Status Sync

Reclaim's integration for Slack can automatically update your Slack status so others know that you are busy, as well as enable Do Not Disturb during events where you want to stay in focus mode.

Learn about Reclaim's integration for Slack

Add-ons and Extensions

Reclaim can be used alongside your existing Google Calendar interface with our Google Calendar Add-on, as well as natively on your MacOS desktop or laptop using our Raycast extension.

Learn about add-ons and extensions
","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Focus Time Focus Time lets you set a weekly focus goal for heads-down work — and uses AI to flexibly defend the time you need to get things done. It automatically fills your week and adapts as plans change, helping you prevent being overrun with meetings and on track towards your goals. \nLearn about Focus \nHabits Habits are a smarter way to create routines on your calendar for your work and personal priorities. Unlike normal recurring events, Habits flex around your schedule and adapt as things come up, giving you the time you need without being overly rigid and jamming up your calendar. \nLearn about Habits \nTasks Reclaim Tasks help bridge the gap between your always changing to-do list and your calendar – so you can make sure you have the time defended to work on your important items before deadlines come up. \nAutomatically block flexible time for your Tasks before due dates around everything else you have going on, break up longer projects into manageable chunks, and even integrate your favorite project management apps to sync to-dos to the calendar. \nLearn about Tasks \nSmart Meetings Smart Meetings make it easy for you to automatically schedule, reschedule, and manage your recurring meetings. \nWhether a one-on-one or a recurring team sync – creating a Smart Meeting is easy and only takes a few minutes. Just set your scheduling preferences, share a one-time invitation, and let Reclaim find the best time for everyone to meet on a recurring basis around availability and timezones – with one-click rescheduling when conflicts come up. \nLearn about Smart Meetings \nScheduling Links Scheduling Links enable you to send links to you and your team's availability, allowing others to book time across one, or many, calendars. Scheduling Links offer an advanced prioritization controls to optimize this process by allowing you to automatically offer up lower-priority events scheduled on your calendar (both other Reclaim smart events, as well as non-Reclaim created events!) as available times for more important meetings. \nLearn about Scheduling Links \nConnected Calendars Connected Calendars are used by Reclaim to check your availability for blocking events. \nBy default, Reclaim will set the primary calendar of your account's main email as a connected calendar. You can also select other calendars for Reclaim to check availability. \nLearn about Connected Calendars \nCalendar Sync Reclaim's Calendar Sync feature is a powerful way to make sure people who go to book time with you always see your true availability across multiple calendars. Calendar Sync takes events from a source calendar - we call these source events - and creates smart copies of them on a destination calendar - we call these synced copies. \nSynced copies stay up-to-date as the source events change, so you never have to worry about manually updating or adding events across calendars. Reclaim gives you flexible privacy options for those synced copies so you can manage what others are able to see. \nLearn about Calendar Sync \nStats Your Stats provide an overview of where your time is being spent across Habits, Tasks, Meetings, breaks, and more – allowing you to analyze productivity and work-life balance to plan better workweeks. Team Analytics is a time tracking tool to help both leaders and employees analyze productivity and work-life balance stats, averaged across the entire team. \nLearn about Stats \nIntegrations Reclaim was designed to block flexible time for your Tasks, and automatically pull in tasks and projects from the platforms you already use. You can integrate tasks and sync their status across platforms automatically. \nLearn about Task Integrations \nBuffer Time Give yourself time to decompress after your meetings, ensure you have enough travel time for your event, and add some break between your Tasks and Habits. Reclaim adds flexible buffers to your schedule for you to prep and get where you're going. \nLearn about Buffer Time \nSlack Status Sync Reclaim's integration for Slack can automatically update your Slack status so others know that you are busy, as well as enable Do Not Disturb during events where you want to stay in focus mode. \nLearn about Reclaim's integration for Slack \nAdd-ons and Extensions Reclaim can be used alongside your existing Google Calendar interface with our Google Calendar Add-on, as well as natively on your MacOS desktop or laptop using our Raycast extension. \nLearn about add-ons and extensions","heading":"","is_live":true,"id":156919,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6210740","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to purchase Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6211127-how-to-purchase-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim makes it easy for you to purchase a paid plan once you're ready, and to manage your plan without ever having to contact support. Of course, if you're trying to purchase and are having issues, you can always contact us.

Note: if you are purchasing a paid plan for the first time, make sure that the email you use to login to Reclaim is the same as the one you'd like to use for billing and invoices. You can always change this later, but your first purchase won't allow you to edit the email in Stripe. To change your main email before purchasing, follow the instructions here.

To purchase a paid plan

If you have a Reclaim account, head over to the Billing page from your Account dropdown menu in the top right corner.

From here, you'll see a modal where you can compare plans and pricing depending on your team size. Enter the number of users on your team and toggle to your preference of monthly or yearly billing. Click Select under the plan you want to purchase.
​

Click the Continue on Stripe button. This will send you to the Stripe payment portal where you can securely enter your payment information and complete checking out.

If you have a promo code, you can enter it under Add Promotional Code to redeem any discounts or credits.

Once you've checked out and purchased via Stripe, you will be redirected back to the Billing & Team interface.

To purchase a paid plan without a Reclaim account

If you do not have a Reclaim account yet but want to purchase a paid subscription, you can browse plans from the Pricing page on the website.

When you're ready, you can start a trial of your selected plan by clicking Try for free. From here you can complete onboarding and get to know Reclaim before your subscription begins. You can always change, cancel your trial, or downgrade to the free Lite plan from the Billing & Team page.

Learn more about updating your billing info or making changes to your subscription in this help doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim makes it easy for you to purchase a paid plan once you're ready, and to manage your plan without ever having to contact support. Of course, if you're trying to purchase and are having issues, you can always contact us. Note: if you are purchasing a paid plan for the first time, make sure that the email you use to login to Reclaim is the same as the one you'd like to use for billing and invoices. You can always change this later, but your first purchase won't allow you to edit the email in Stripe. To change your main email before purchasing, follow the instructions here. To purchase a paid plan If you have a Reclaim account, head over to the Billing page from your Account dropdown menu in the top right corner. \n \nFrom here, you'll see a modal where you can compare plans and pricing depending on your team size. Enter the number of users on your team and toggle to your preference of monthly or yearly billing. Click Select under the plan you want to purchase. ​ Click the Continue on Stripe button. This will send you to the Stripe payment portal where you can securely enter your payment information and complete checking out. \nIf you have a promo code, you can enter it under Add Promotional Code to redeem any discounts or credits. \nOnce you've checked out and purchased via Stripe, you will be redirected back to the Billing & Team interface. \nTo purchase a paid plan without a Reclaim account If you do not have a Reclaim account yet but want to purchase a paid subscription, you can browse plans from the Pricing page on the website. \nWhen you're ready, you can start a trial of your selected plan by clicking Try for free. From here you can complete onboarding and get to know Reclaim before your subscription begins. You can always change, cancel your trial, or downgrade to the free Lite plan from the Billing & Team page. \nLearn more about updating your billing info or making changes to your subscription in this help doc.","heading":"","is_live":true,"id":156918,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6211127","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to add members to your team in Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6211146-how-to-add-members-to-your-team-in-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

When you create an account with Reclaim, a team is automatically created and assigned to you. If you want to get the most collaborative use out of Reclaim - like creating links for scheduling time across your teammates' calendars, for example - we recommend inviting members to your team.

In this article, we'll show you how to discover and invite people from your company, and how to manage purchased seats for your team.

If you’re on a Lite plan, you'll need to upgrade to a paid plan to invite additional members to your team. You can explore plans from the Billing page.

Inviting a new team member

You can invite anyone to your team in Reclaim, but they have to accept your invitation before they can actually join. Here's how to invite a user:

  1. Navigate to the Members page.

  2. Click the + Add member button. If you have existing team members, the Invite to join icon is located in the top right of the team table.

  3. Enter the email address of the team member you want to invite. You can send multiple invites at one time to different email addresses.

  4. [Optional] Add a message to the invite.

  5. [Optional] Grant your team member an Admin role.

  6. Click Send invite to finish.

The invited team member will receive an email prompting them to join your team.

Send an invite link

Once a team member has been invited, you can copy the invitation link from the team member's table to resend an invite directly.

Manage requests to join your team

If you have a team with at least 2 members and your Team has Users can request to join enabled, others in your company domain can request to join your team.

When a user asks to join a team, the Admins in the team will see a request to review:

By clicking Review, an Admin can see who requested to join the team with the option to Approve request or Reject request as well as set Admin privileges on the team member.

Once approved, the requesting users will be added as a member of the team.

Revoke an invitation

You can revoke a pending invitation by clicking the trash icon next to a Pending user.

Find other team members

If you share a company domain that already has multiple Reclaim users and they're not yet part of a team, you will see a prompt to discover and invite them.
​

\"Screen

Click Create a team to see a list of members you can invite:

Once you select the people you want to invite to your team, click Send invites. This will send a one-time email invitation to the selected users and allow them join the team via their link.

Manage purchased seats on your team

When you invite someone to your team on a paid plan, that user will be assigned one of your purchased seats as soon as they join the team. You can track how many paid seats you have already allocated to team members, and how many purchased seats you have left in the bar above the team members table.

Max users in team by plan

Learn more about what's included across plans on our pricing page.

❗If you run out of available seats on your current plan, or end up with more members on your team than you have purchased seats for you'll need to address the overage on your account.

You'll see this notification in Reclaim if you run out of seats:

To avoid disruption to your workflow your team's calendars will continue to schedule events as normal to reduce disruptions but your account will be restricted from adding new members to your team until the overage is addressed.

If you're an account admin for your team, you can easily add more seats to your subscription to reinstate full functionality by clicking Change plan in the top right of the Billing & Team page. You can also remove users from the team to free up or reallocate seats. Learn more about adding or removing paid seats in this help doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"When you create an account with Reclaim, a team is automatically created and assigned to you. If you want to get the most collaborative use out of Reclaim - like creating links for scheduling time across your teammates' calendars, for example - we recommend inviting members to your team. \nIn this article, we'll show you how to discover and invite people from your company, and how to manage purchased seats for your team. If you’re on a Lite plan, you'll need to upgrade to a paid plan to invite additional members to your team. You can explore plans from the Billing page. \nInviting a new team member You can invite anyone to your team in Reclaim, but they have to accept your invitation before they can actually join. Here's how to invite a user: Navigate to the Members page. Click the + Add member button. If you have existing team members, the Invite to join icon is located in the top right of the team table. Enter the email address of the team member you want to invite. You can send multiple invites at one time to different email addresses. [Optional] Add a message to the invite. [Optional] Grant your team member an Admin role. Click Send invite to finish. \nThe invited team member will receive an email prompting them to join your team. If they already have a Reclaim account, they will be added directly into the Billing and Team page when they click the link to accept the invite. If they are new to Reclaim, they will go through Reclaim's onboarding process before joining the team. \nSend an invite link Once a team member has been invited, you can copy the invitation link from the team member's table to resend an invite directly. \nManage requests to join your team If you have a team with at least 2 members and your Team has Users can request to join enabled, others in your company domain can request to join your team. \nWhen a user asks to join a team, the Admins in the team will see a request to review: \n \nBy clicking Review, an Admin can see who requested to join the team with the option to Approve request or Reject request as well as set Admin privileges on the team member. \nOnce approved, the requesting users will be added as a member of the team. \n \nRevoke an invitation You can revoke a pending invitation by clicking the trash icon next to a Pending user. \n \nFind other team members If you share a company domain that already has multiple Reclaim users and they're not yet part of a team, you will see a prompt to discover and invite them. ​ \nClick Create a team to see a list of members you can invite: \n \nOnce you select the people you want to invite to your team, click Send invites. This will send a one-time email invitation to the selected users and allow them join the team via their link. \nManage purchased seats on your team When you invite someone to your team on a paid plan, that user will be assigned one of your purchased seats as soon as they join the team. You can track how many paid seats you have already allocated to team members, and how many purchased seats you have left in the bar above the team members table. \nMax users in team by plan Lite plan: 1 user Starter: Up to 10 users Business: Up to 100 users Enterprise: 100+ users Learn more about what's included across plans on our pricing page. ❗If you run out of available seats on your current plan, or end up with more members on your team than you have purchased seats for you'll need to address the overage on your account. You'll see this notification in Reclaim if you run out of seats: \n \nTo avoid disruption to your workflow your team's calendars will continue to schedule events as normal to reduce disruptions but your account will be restricted from adding new members to your team until the overage is addressed. \n \nIf you're an account admin for your team, you can easily add more seats to your subscription to reinstate full functionality by clicking Change plan in the top right of the Billing & Team page. You can also remove users from the team to free up or reallocate seats. Learn more about adding or removing paid seats in this help doc.","heading":"","is_live":true,"id":156917,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6211146","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Managing and removing team members","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6211148-managing-and-removing-team-members","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Modifying settings for a team member

If you're an admin of a team, you can change settings for their plan type as well as their permissions in the team. To edit a team member, click the menu icon next to the user in the team list from the Members page.

You can edit two settings for a team member:

Remove a team member

Removing a team member will remove them from the team and also free up their paid seat. You can always re-invite the team member later.

To remove a team member:

  1. Navigate to Billing & Team page.

  2. In the list of team members, click the three dot menu icon next to the role of the member you want to remove.

  3. Click Delete from the options in the pop-up menu.

  4. Click Confirm to delete the member from your team.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Modifying settings for a team member If you're an admin of a team, you can change settings for their plan type as well as their permissions in the team. To edit a team member, click the menu icon next to the user in the team list from the Members page. \n \nYou can edit two settings for a team member: Make or remove Admin: You can give or remove administrator privileges for team members. Making a user an admin will allow them to edit the team's settings as well as make changes to billing for the account. Delete user: Remove a user from the team entirely. Remove a team member Removing a team member will remove them from the team and also free up their paid seat. You can always re-invite the team member later. \nTo remove a team member: Navigate to Billing & Team page. In the list of team members, click the three dot menu icon next to the role of the member you want to remove. Click Delete from the options in the pop-up menu. Click Confirm to delete the member from your team.","heading":"","is_live":true,"id":156916,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6211148","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Nonprofit discount at Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6211177-nonprofit-discount-at-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers a discount of 20% off of any Reclaim plan for 3 years to qualified 501(c)3 nonprofits. This may be applied to month-to-month plans or to annual commitments (does not apply to Enterprise plans).

Qualification

Organizations that qualify for the Reclaim for Nonprofits discount must be registered and designated as 501(c)3 organizations, and cannot have any other nonprofit designation (e.g., 501(c)4, 501(c)6). Generally speaking, your nonprofit organization must focus all of its efforts on a social, environmental, cultural or economic mission that aims to tackle social problems by improving communities, people's life chances, or the environment.
​
​Reclaim for Nonprofits is not available to commerce and trade associations without charitable aims or activities benefiting non-members, political and labor organizations, or to individuals.

How to apply

All nonprofits will be evaluated on a case-by-case basis to qualify for the discount. To apply:

  1. Visit our Nonprofit Discount page

  2. Fill out the form with your nonprofit email address, and a link to verify your 501(c)3 (or equivalent) status

  3. Click submit.

If you're unable to provide a link to verify your 501(c)3 status, we'll reach out to request alternative documentation to verify your eligibility. Here are additional types you can use:

Determination on qualifying nonprofits is at the sole discretion of Reclaim.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers a discount of 20% off of any Reclaim plan for 3 years to qualified 501(c)3 nonprofits. This may be applied to month-to-month plans or to annual commitments (does not apply to Enterprise plans). \nQualification Organizations that qualify for the Reclaim for Nonprofits discount must be registered and designated as 501(c)3 organizations, and cannot have any other nonprofit designation (e.g., 501(c)4, 501(c)6). Generally speaking, your nonprofit organization must focus all of its efforts on a social, environmental, cultural or economic mission that aims to tackle social problems by improving communities, people's life chances, or the environment. ​​Reclaim for Nonprofits is not available to commerce and trade associations without charitable aims or activities benefiting non-members, political and labor organizations, or to individuals. \nHow to apply All nonprofits will be evaluated on a case-by-case basis to qualify for the discount. To apply: Visit our Nonprofit Discount page Fill out the form with your nonprofit email address, and a link to verify your 501(c)3 (or equivalent) status Click submit. If you're unable to provide a link to verify your 501(c)3 status, we'll reach out to request alternative documentation to verify your eligibility. Here are additional types you can use: Nonprofit registration: for nonprofits in the United States, this is your 501(c)3 designation and tax exempt status from the IRS. For international nonprofits, please send equivalent documentation for your respective registration country. Governing documents: governing documentation that states your mission and how your activities are focused on achieving this mission, rather than on creating a profit. If your organization does make a profit, it needs to show proof in financial documentation that the majority of those profits are reinvested into achieving the nonprofit's mission. Determination on qualifying nonprofits is at the sole discretion of Reclaim.","heading":"","is_live":true,"id":156915,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6211177","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Education discount at Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6211178-education-discount-at-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers a 50% discount off of any Reclaim plan for up to 12 months to educators, students, and school administrators. This may be applied to both monthly or annual paid plans (does not apply to Enterprise plans).

Qualification

To qualify for the Reclaim for Education discount, you must be:

How to apply

  1. Visit our Education Discount page

  2. Fill out the form, using your school email

  3. Click Submit

The process

We review applications Monday-Friday, and will reply within a couple days to confirm approval, or request verification details, so we can get you on your way to better scheduling.

If your application isn’t approved, you can apply in the future if the status of your institution changes.

If we've approved your application, we will send you an approval email with a discount code to use during checkout.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers a 50% discount off of any Reclaim plan for up to 12 months to educators, students, and school administrators. This may be applied to both monthly or annual paid plans (does not apply to Enterprise plans). \nQualification To qualify for the Reclaim for Education discount, you must be: A nonprofit educational institution. A degree-granting accredited primary, secondary, and tertiary institution*. This includes programs such as high school, secondary school, college, university, graduate programs, or similar educational institutions. A student, educator, administrator, or other faculty from any of the above. At least 13 years old. How to apply Visit our Education Discount page Fill out the form, using your school email Click Submit The process We review applications Monday-Friday, and will reply within a couple days to confirm approval, or request verification details, so we can get you on your way to better scheduling. \nIf your application isn’t approved, you can apply in the future if the status of your institution changes. \nIf we've approved your application, we will send you an approval email with a discount code to use during checkout.","heading":"","is_live":true,"id":156914,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6211178","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to manage or cancel your Reclaim subscription and update billing details","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6211188-how-to-manage-or-cancel-your-reclaim-subscription-and-update-billing-details","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

You can make easily make self-service changes to your Reclaim plan via the Billing & Team page by clicking on Account in the top right corner. Note that only account admins can manage billing for their team.

From this page, you can view your team's seat usage, and make changes to your billing details or plan subscription. If you have any questions about updating these settings, you can always contact us for assistance.

Adding or removing paid seats

Reclaim's plans scale according to your team size:

To make edits to the number of paid seats on your Reclaim team, click the Add seats / change plan button.

Here you can view the details of your current subscription and compare available plans. To increase or decrease the quantity of seats in your plan, update the user number to your new team size and click Select on the applicable plan.

If you are adding or removing seats to an existing paid subscription, you'll see a few lines in the confirmation module. These show the remaining credit on your existing plan that will be carried over, the new cost of your updated plan and when it renews, and the amount that is due now to upgrade your team.

Review billing details carefully and add any promo codes to automatically apply other discounts. Click Continue to confirm your purchase.

Note: When you make changes to your subscription, your new billing cycle will reset to the new date of purchase moving forward.

Changing plan type or billing frequency

Updating your subscription is easy, and it's just as simple to modify whether you're on a monthly or yearly billing frequency. Click Change plan as shown above, and toggle to Monthly or Yearly.

Review the summary of changes and billing details in the confirmation module. Click Continue to update your subscription. This will also reset the billing cycle to your new day of purchase.

Updating your billing details or payment method

You can update the billing details or payment method for your Reclaim subscription at any time. Note that historical invoices will still reflect your old billing details and payment method, and cannot be reissued due to limitations of Stripe.

To update your payment method or billing info, click Update billing details in the Billing & Teams page to navigate to Stripe.

Here, you can make securely changes to your payment information and billing details for your Reclaim subscription.

View invoice history

At the bottom of the page, you can also review your full payment history and view/download past invoices.

Canceling your subscription

You can also cancel or pause your subscription at any time. Please note that we do not issue refunds for annual plans if your annual plan was purchased more than 30 days ago. Please refer to our refund policy here for more information.

If you cancel ahead of your annual renewal you will continue to have access to the platform through your subscription's end date.

To cancel your subscription:

  1. Head to the Billing and Team page

  2. Click Add seats / change plan

  3. Click the Cancel plan button as shown below

  4. Select Proceed to Cancel

  5. You will be asked a couple of quick questions about why you're canceling your subscription, and then will be prompted to finalize the cancelation

Note: if you delete your Reclaim account without canceling your subscription first, your subscription may still be active unless you are on a team of one. In order to cancel your subscription after deleting your account, please contact support.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"You can make easily make self-service changes to your Reclaim plan via the Billing & Team page by clicking on Account in the top right corner. Note that only account admins can manage billing for their team. \nFrom this page, you can view your team's seat usage, and make changes to your billing details or plan subscription. If you have any questions about updating these settings, you can always contact us for assistance. \n \nAdding or removing paid seats Reclaim's plans scale according to your team size: Lite is available for any single user. Starter is for teams of up to 10 users. Business is for teams of up to 100 users. Enterprise is for teams of more than 100 users. To make edits to the number of paid seats on your Reclaim team, click the Add seats / change plan button. \n \nHere you can view the details of your current subscription and compare available plans. To increase or decrease the quantity of seats in your plan, update the user number to your new team size and click Select on the applicable plan. \n \nIf you are adding or removing seats to an existing paid subscription, you'll see a few lines in the confirmation module. These show the remaining credit on your existing plan that will be carried over, the new cost of your updated plan and when it renews, and the amount that is due now to upgrade your team. \nReview billing details carefully and add any promo codes to automatically apply other discounts. Click Continue to confirm your purchase. Note: When you make changes to your subscription, your new billing cycle will reset to the new date of purchase moving forward. \nChanging plan type or billing frequency Updating your subscription is easy, and it's just as simple to modify whether you're on a monthly or yearly billing frequency. Click Change plan as shown above, and toggle to Monthly or Yearly. \n \nReview the summary of changes and billing details in the confirmation module. Click Continue to update your subscription. This will also reset the billing cycle to your new day of purchase. \nUpdating your billing details or payment method You can update the billing details or payment method for your Reclaim subscription at any time. Note that historical invoices will still reflect your old billing details and payment method, and cannot be reissued due to limitations of Stripe. \nTo update your payment method or billing info, click Update billing details in the Billing & Teams page to navigate to Stripe. Here, you can make securely changes to your payment information and billing details for your Reclaim subscription. \n \nView invoice history At the bottom of the page, you can also review your full payment history and view/download past invoices. \nCanceling your subscription You can also cancel or pause your subscription at any time. Please note that we do not issue refunds for annual plans if your annual plan was purchased more than 30 days ago. Please refer to our refund policy here for more information.If you cancel ahead of your annual renewal you will continue to have access to the platform through your subscription's end date. \nTo cancel your subscription: Head to the Billing and Team page Click Add seats / change plan Click the Cancel plan button as shown below Select Proceed to Cancel You will be asked a couple of quick questions about why you're canceling your subscription, and then will be prompted to finalize the cancelation \n \nNote: if you delete your Reclaim account without canceling your subscription first, your subscription may still be active unless you are on a team of one. In order to cancel your subscription after deleting your account, please contact support.","heading":"","is_live":true,"id":156913,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6211188","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to sync a shared Google calendar using Calendar Sync","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6221487-how-to-sync-a-shared-google-calendar-using-calendar-sync","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Any calendar you've shared with a given email connected to your Reclaim account will show in the list of calendars that you can pick from when setting up the sync policy. To sync a shared calendar, you follow the exact same steps as you would for setting up any other sync policy.

  1. Navigate to the Calendar Sync page in Reclaim

  2. Click the + New Sync button in the top right of the page.

  3. Under the 'Source' section, click the downward arrow next to 'Select Account' and choose the desired Google email address to see a list of your shared calendars associated with your Google account.

  4. Select the shared calendar you want to sync.

  5. Under the 'Destination' section, click the downward arrow next to 'Select Account' and choose the desired Google email address to show shared calendars associated with your Google account that you want to make the destination for the sync'd events.

  6. Click Next: Sync Details.

  7. Customize your syncing details.

  8. Click Start Syncing to complete setup.

Learn more about the differences between primary and shared calendars here.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Any calendar you've shared with a given email connected to your Reclaim account will show in the list of calendars that you can pick from when setting up the sync policy. To sync a shared calendar, you follow the exact same steps as you would for setting up any other sync policy. Navigate to the Calendar Sync page in Reclaim Click the + New Sync button in the top right of the page. Under the 'Source' section, click the downward arrow next to 'Select Account' and choose the desired Google email address to see a list of your shared calendars associated with your Google account. Select the shared calendar you want to sync. Under the 'Destination' section, click the downward arrow next to 'Select Account' and choose the desired Google email address to show shared calendars associated with your Google account that you want to make the destination for the sync'd events. Click Next: Sync Details. Customize your syncing details. Click Start Syncing to complete setup. Learn more about the differences between primary and shared calendars here.","heading":"","is_live":true,"id":156912,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6221487","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: Google Calendar Add-on for Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6252733-overview-google-calendar-add-on-for-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Google Calendar Add-on gives you a native interface in Google Calendar to manage your Reclaim events directly from Google Calendar's UI.

Reclaim's Google Calendar Add-on gives you access to your Priorities in Reclaim, as well as your Tasks, Habits, Smart Meetings, and Scheduling Links. Additionally, it lets you send and customize Scheduling Links directly from Gmail.

Installing the add-on

To install the add-on in your Google Calendar interface and connect it to your Reclaim account, follow these steps:

Go to the add-on's listing in the Google Add-on Marketplace. When prompted, press the Install button:

Follow the steps to authenticate your Google account with the add-on (make sure to use the same email you use for your Reclaim account). Once the add-on is installed, it should appear in your sidebar in Google Calendar:

Click the icon and follow the steps to authorize your Reclaim account to use the add-on. You may be prompted to login to your Reclaim account if you aren't currently logged-in.

Installing the add-on for your Google Workspace

If you are a Google Workspace admin, you can optionally install the add-on for everyone in your Workspace, or for specific user groups within your Workspace. If you're a Google Workspace admin, you will see an Admin install option appear when you go to the add-on listing in the Google Add-on Marketplace.

This is a great way to give everyone access to the add-on automatically, regardless of whether they've signed up for Reclaim yet.

Using the add-on

The add-on will show you several tabs that you can use to navigate your Reclaim Priorities, Tasks, Habits, Smart Meetings, and Scheduling Links.

Additionally, clicking on any Reclaim-managed event (e.g., a Task event, a Habit event, or a synced calendar event) will show you more details about it in the add-on:
​

In general, the add-on gives you most or all of the controls available to you in Reclaim's Planner, so you can do things like start Tasks and Habits, reschedule 1:1s, or add time to Tasks directly from Google Calendar.
​

Below is a short overview of the kinds of things you can do with the add-on:

View your Priorities

From within the Priorities tab, you can see all of your Priorities that you've set in Reclaim. This is very similar to the Priorities section of the Reclaim app.

You can directly copy Scheduling Links from here, start Tasks or Habits, as well as click any item in the list to access more actions and details:

Manage your Tasks

In the Tasks tab of the add-on, you can see and search all your existing Reclaim Tasks as well as create new ones.

If you click on any Task in the list, you can see more details and actions for it:

Manage your Habits

In the Habits tab of the add-on, you can see and search your enabled Habits and take action on them.

Click into any Habit to see more details and actions for it:

Manage your Smart Meetings

From the Smart Meetings tab of the add-on, you can see and search all your meetings created in Reclaim.

Click into any Smart Meeting in the list to get more details and actions for it:

Manage and customize Scheduling Links

From the Scheduling Links tab of the add-on, you can see, copy, and personalize any Scheduling Link in your Reclaim account:

From here, you can copy the URL of the Scheduling Link as well as personalize it or share times from it by using the Personalize & share button.

Want to learn more about customizing your Scheduling Links in Gmail? Check out this doc.

Managing Reclaim events

As mentioned previously, you can click on any event in your Google Calendar interface that is managed by Reclaim to get more details and actions for it.

In particular, you can use the add-on to see the source details of synced calendar events created using Calendar Sync. That means that you can see the full details of the original event that was copied over without having to show the duplicates in your calendar:

To learn more about this particular workflow and managing duplicate events created by Calendar Sync in the add-on, check out this doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Google Calendar Add-on gives you a native interface in Google Calendar to manage your Reclaim events directly from Google Calendar's UI. \n Reclaim's Google Calendar Add-on gives you access to your Priorities in Reclaim, as well as your Tasks, Habits, Smart Meetings, and Scheduling Links. Additionally, it lets you send and customize Scheduling Links directly from Gmail. \nInstalling the add-on To install the add-on in your Google Calendar interface and connect it to your Reclaim account, follow these steps: \nGo to the add-on's listing in the Google Add-on Marketplace. When prompted, press the Install button: \nFollow the steps to authenticate your Google account with the add-on (make sure to use the same email you use for your Reclaim account). Once the add-on is installed, it should appear in your sidebar in Google Calendar: \n \nClick the icon and follow the steps to authorize your Reclaim account to use the add-on. You may be prompted to login to your Reclaim account if you aren't currently logged-in. \nInstalling the add-on for your Google Workspace If you are a Google Workspace admin, you can optionally install the add-on for everyone in your Workspace, or for specific user groups within your Workspace. If you're a Google Workspace admin, you will see an Admin install option appear when you go to the add-on listing in the Google Add-on Marketplace. \n \nThis is a great way to give everyone access to the add-on automatically, regardless of whether they've signed up for Reclaim yet. \nUsing the add-on The add-on will show you several tabs that you can use to navigate your Reclaim Priorities, Tasks, Habits, Smart Meetings, and Scheduling Links. \n \nAdditionally, clicking on any Reclaim-managed event (e.g., a Task event, a Habit event, or a synced calendar event) will show you more details about it in the add-on:​ \nIn general, the add-on gives you most or all of the controls available to you in Reclaim's Planner, so you can do things like start Tasks and Habits, reschedule 1:1s, or add time to Tasks directly from Google Calendar. ​ Below is a short overview of the kinds of things you can do with the add-on: \nView your Priorities From within the Priorities tab, you can see all of your Priorities that you've set in Reclaim. This is very similar to the Priorities section of the Reclaim app. \n \nYou can directly copy Scheduling Links from here, start Tasks or Habits, as well as click any item in the list to access more actions and details: \n \nManage your Tasks In the Tasks tab of the add-on, you can see and search all your existing Reclaim Tasks as well as create new ones. \n If you click on any Task in the list, you can see more details and actions for it: \n \nManage your Habits In the Habits tab of the add-on, you can see and search your enabled Habits and take action on them. \n \nClick into any Habit to see more details and actions for it: \n \nManage your Smart Meetings From the Smart Meetings tab of the add-on, you can see and search all your meetings created in Reclaim. \n \nClick into any Smart Meeting in the list to get more details and actions for it: \n \nManage and customize Scheduling Links From the Scheduling Links tab of the add-on, you can see, copy, and personalize any Scheduling Link in your Reclaim account: \n \n \nFrom here, you can copy the URL of the Scheduling Link as well as personalize it or share times from it by using the Personalize & share button. Want to learn more about customizing your Scheduling Links in Gmail? Check out this doc. Managing Reclaim events As mentioned previously, you can click on any event in your Google Calendar interface that is managed by Reclaim to get more details and actions for it. \nIn particular, you can use the add-on to see the source details of synced calendar events created using Calendar Sync. That means that you can see the full details of the original event that was copied over without having to show the duplicates in your calendar: \n \nTo learn more about this particular workflow and managing duplicate events created by Calendar Sync in the add-on, check out this doc.","heading":"","is_live":true,"id":156910,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6252733","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sync an Asana task to Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6253513-sync-an-asana-task-to-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim requires one piece of information to sync an Asana task: a Time Estimate. This is the amount of time that you want Reclaim to block for the task.

Sync your Asana task

Find your task in Asana and open the task details by clicking Details.

Click on the Schedule via Reclaim button. A modal will appear prompting you to add a Time Estimate as well as an Earliest Schedule Date. The Earliest Schedule Date tells Reclaim the earliest time to schedule time blocks for this task.
​
Select which hours you want Reclaim to sync your Task during.

Click the Sync button. The Asana task will be synced to Reclaim.

How Reclaim handles due dates on Asana tasks

The Asana integration allows you to manage due dates on a per-task basis from within the Asana UI:

Sync an Asana task to multiple members on an Asana project

If Reclaim as already been added to an Asana task, other members will need to authenticate their Reclaim account by copying the link that appears when clicking the Schedule via Reclaim button on a task and pasting it into their browser.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim requires one piece of information to sync an Asana task: a Time Estimate. This is the amount of time that you want Reclaim to block for the task. \nSync your Asana task Find your task in Asana and open the task details by clicking Details. \nClick on the Schedule via Reclaim button. A modal will appear prompting you to add a Time Estimate as well as an Earliest Schedule Date. The Earliest Schedule Date tells Reclaim the earliest time to schedule time blocks for this task.​Select which hours you want Reclaim to sync your Task during. \n \nClick the Sync button. The Asana task will be synced to Reclaim. \n How Reclaim handles due dates on Asana tasks The Asana integration allows you to manage due dates on a per-task basis from within the Asana UI: If there is no due date set in the Sync Task to Reclaim widget then the task is imported with no due date. If you set a due date in the widget then that is used as the due date in Reclaim. \nSync an Asana task to multiple members on an Asana project If Reclaim as already been added to an Asana task, other members will need to authenticate their Reclaim account by copying the link that appears when clicking the Schedule via Reclaim button on a task and pasting it into their browser.","heading":"","is_live":true,"id":156905,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6253513","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Set your starting day of the week via Google Calendar settings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6293419-set-your-starting-day-of-the-week-via-google-calendar-settings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim uses the starting day of the week associated with your main account's email address in your Google Calendar settings.

You can check its configuration by going into your Google Calendar > Settings > View options.


This will change the starting day of week for the Planner as well as any date picker within Reclaim.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim uses the starting day of the week associated with your main account's email address in your Google Calendar settings. \nYou can check its configuration by going into your Google Calendar > Settings > View options. \n This will change the starting day of week for the Planner as well as any date picker within Reclaim.","heading":"","is_live":true,"id":156902,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6293419","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Reclaim automatically categorizes your events","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6311455-how-reclaim-automatically-categorizes-your-events","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim automatically categorizes your events by type in order to perform several important jobs:

  1. To automatically sync your status in Slack to events on your calendar

  2. To automatically color-code your calendar events

  3. To provide stats on where your time is going each week

These event categories are detected automatically on your calendar by Reclaim based on different criteria (detailed below), and can be manually changed on a per-event basis.

Event categories

Team Meeting

Meetings with 3 or more people with email addresses that are within the same domain as the email you use to login to Reclaim.

Solo Work

Non-personal events where you are the sole attendee. Note: in Calendar Stats as well as in Slack Status Sync, you will see \"Deep Solo Work\" and \"Shallow Solo Work\" categories. Deep Solo Work are Solo Work events that are greater than 2 hours in length, and Shallow Solo Work are Solo Work events that are less than 2 hours in length.

External Meeting

Meetings with at least one other person with an email that is in a different domain than the one used for the email you use to login to Reclaim.

One-on-One

Meetings with only one other attendee that are in the same domain as the email you use to login to Reclaim.

Personal

Events that are being synced from a calendar marked as personal using Calendar Sync, or any events that Reclaim recognizes as personal via keywords in the title and/or description of the event.

Travel & Logistics

Travel Time and Decompression Time created by Reclaim, or any events that Reclaim recognizes as travel via keywords in the title and/or description of the event.

How to change event categories

If you ever want to change a category for an event, you can do so from Reclaim's Planner. If you click on an event, you'll see a Category option appear on the sidebar. You can click on the dropdown below to modify the category, which will also change its color to align with your color-coding settings.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim automatically categorizes your events by type in order to perform several important jobs: To automatically sync your status in Slack to events on your calendar To automatically color-code your calendar events To provide stats on where your time is going each week These event categories are detected automatically on your calendar by Reclaim based on different criteria (detailed below), and can be manually changed on a per-event basis. \n \nEvent categories Team Meeting Meetings with 3 or more people with email addresses that are within the same domain as the email you use to login to Reclaim. \nSolo Work Non-personal events where you are the sole attendee. Note: in Calendar Stats as well as in Slack Status Sync, you will see \"Deep Solo Work\" and \"Shallow Solo Work\" categories. Deep Solo Work are Solo Work events that are greater than 2 hours in length, and Shallow Solo Work are Solo Work events that are less than 2 hours in length. \nExternal Meeting Meetings with at least one other person with an email that is in a different domain than the one used for the email you use to login to Reclaim. \nOne-on-One Meetings with only one other attendee that are in the same domain as the email you use to login to Reclaim. \nPersonal Events that are being synced from a calendar marked as personal using Calendar Sync, or any events that Reclaim recognizes as personal via keywords in the title and/or description of the event. \nTravel & Logistics Travel Time and Decompression Time created by Reclaim, or any events that Reclaim recognizes as travel via keywords in the title and/or description of the event. \n \nHow to change event categories If you ever want to change a category for an event, you can do so from Reclaim's Planner. If you click on an event, you'll see a Category option appear on the sidebar. You can click on the dropdown below to modify the category, which will also change its color to align with your color-coding settings.","heading":"","is_live":true,"id":156900,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6311455","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Creating and customizing your Calendar Sync policies","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6326844-creating-and-customizing-your-calendar-sync-policies","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim's Calendar Sync feature allows you to stay on top of all your separate schedules by intelligently copying and duplicating events to a primary calendar — so you can manage your actual availability and keep your work-life balance intact.

Create a new sync policy

Setting up a new sync policy is simple:

  1. Navigate to the Calendar Sync page.

  2. In the top right, click + New Sync.

  3. Select the source account and associated calendar (where you want to sync events from).

  4. Select the destination account and associated calendar (where you want to sync events to).

  5. Click the Next: Preferences button.

  6. Customize your sync policy with color preferences, visibility settings, & how you want events to sync (more details below).

  7. Click the Start Syncing button finish setup.

Reclaim will now automatically sync events from your source calendar to your target calendar, and update those events if details change so you don't have to manually make adjustments.

Customizing your sync policy

Reclaim offers a ton of ways to customize how events get synced across calendars for each sync policy. Below, we'll detail how to take advantage of these customizations.

Color, category, and type

You can customize the type of a calendar that you've synced to Reclaim as well as set a color for all events that come from a source calendar. This is especially useful if you have multiple separate calendars you want to identify by color.

Calendar type

The Calendar Type determines what kinds of events Reclaim will look for and color-code using your color coding settings. Reclaim offers three Calendar Types for your synced calendars — Business, Personal, and Travel:

To change the Calendar Type of a sync policy:

  1. Navigate to the Calendar Sync page.

  2. Click on the sync policy you want to modify.

  3. Select Business, Personal, or Travel.

  4. Scroll down to the bottom of the page and click Save changes.


Override the color for synced events

Sometimes, you may want to just assign a single color to all events from a synced calendar to make it easy to distinguish which calendar each synced event belongs. For example, if you have three source calendars that are all syncing to a single destination calendar, you may want to set each to be a different color.

When overriding the color for a synced calendar, Reclaim will bypass your default set color settings, and instead will set all events from the source calendar using the selected single color you pick in the sync policy settings.

Note: Reclaim will still use the Calendar Type to classify events, which means that your Reclaim stats will accurately reflect how your time is split across different categories.

To override the color for a synced calendar

  1. Navigate to Calendar Sync.

  2. Click on the sync policy you want to modify.

  3. Scroll to the section labeled Color.

  4. Click Choose color.

  5. Select a color for synced copies from this calendar.

  6. Scroll down and click Save changes.

Privacy and visibility settings

We believe that a great calendar communicates just enough context to people who want to book time with you. Rather than limiting you to the privacy options provided by Google Calendar or Outlook Calendar, we've created a variety of ways for you to show details of synced event copies on destination calendars.

Changing visibility options for synced events

  1. Navigate to the Calendar Sync page.

  2. Click the Sync Policy you want to update.

  3. Scroll down to the Visibility section.

  4. Select from the list of privacy setting options.

  5. Click Save changes.

Note: Visibility options are available on our Starter plan and above. Customers on the free Lite plan will only have the option of Personal Commitment for all or Work Commitment for all.

How each visibility setting works

Let's take a look at the differences between different visibility setting options for your calendar sync policies:

Personal / Work / Travel Commitment

Synced events on your destination calendar will show that you're busy for either a Work/Travel/Personal Commitment - depending on the selected Calendar Type - and will make them publicly visible to others who view your destination calendar. The idea is to show people that you're busy for something specific, but without giving away all the details of the source event.

Be sure to select the Calendar Type so your privacy options properly reflect the kind of events being synced.

Personal

Work

Travel

Vacation

✅ PTO

Travel

✅ Travel

✅ Travel

✅ Travel

Flight

✅ Flight

✅ Flight

✅ Flight

Meeting

✅ Meeting

Solo Work

✅ Work Commitment

Everything else

✅ Personal Commitment

✅ Work Commitment

✅ Travel

Note: as shown in the table above, Reclaim will sync over vacation events, travel events, meetings and flights using specific titles (i.e., \"PTO\" for Vacation, \"Travel\" for travel, \"Flight\" for flights, and \"Meeting\" for meetings). This is to help convey a bit more context to your colleagues.

Exclude events you don't want to sync

If you don't want specific events to sync to your target calendar (for example, a flight or PTO event) you can add the hashtag #nosync to the original event title or description to prevent the sync event from getting created. Learn more about using smart tags in this doc.

Busy for all

People who view your destination calendar will see synced events show as Busy, with no other details. This setting is most similar to setting your Google or Outlook Calendar to private so that people can't see any details of the events on your schedule.

Event details only for you, busy to most others

This setting will mark the synced event as private, meaning others will just see it as busy, but will allow you to see all the event's details including the description, location, and video/audio conference details.

Note: if you've given others \"make changes to events\" permissions for your calendar in Google as outlined here, they will see all the event's details. IT administrators in your company may also be able to see these events.

Event details for you and those with access, otherwise busy

This is the same as above, except using your default privacy settings in Google Calendar. This offers up the option to keep your events private from most people, but still visible to anyone you've shared calendar details with.


Syncing all-day events

You can configure Calendar Sync to sync all-day events between calendars, but by default Reclaim will skip them. This guide will show you how to configure sync policies to sync all-day events, and also explain a bit about how all-day events work.

What are all-day events, and how do they work?

All-day events are typically used for two purposes in calendars:

All-day events appear in Google Calendar at the very top of your calendar view, and look something like this:

By default, when all-day events are created in Google Calendar, they get marked as free time. This means that they won't block your availability. However, you can opt to change their status to \"busy\", which will block your availability for the entire day(s) for which that all-day event is active.

This is also true for Outlook Calendar:

Sync all-day events using Calendar Sync

Reclaim will skip syncing all-day events by default, but you can opt to sync them in your sync policy settings. Here's how to do it, and how it works.

  1. Go to Calendar Sync in the Reclaim app.

  2. Click on any of the sync policies that you want to enable all-day events for.

  3. Scroll down until you see \"All-day events\".

You can select one of three options, as shown above:

Once you've selected the option you'd like, hit \"Save changes\" and you'll see your all-day events get synced in just a few moments.

Syncing events around your working hours

If you want to ensure that you never get overbooked on a calendar for events from other calendars – including on the weekends or evenings – we highly recommend syncing events at all times.

However, you might have a calendar like a side gig or another work calendar that you only want to sync events from during your working hours (learn more about setting up your scheduling hours in this doc).

Reclaim makes it easy to set preferences for each sync policy that work for you.

Set hours for when Calendar Sync events are copied

You can modify this preference on a per-sync-policy basis (learn more about managing and editing your sync policies in this doc).

For example, you might have a calendar syncing to your work calendar for a side gig that you don't need to sync outside of your working hours. You might also have a personal calendar that you do want to sync outside of your working hours. You can set that preference differently in those two sync policies.


To set when events get synced

  1. Navigate to the Calendar Sync page in Reclaim.

  2. Click on the Sync Policy that you want to modify.

  3. Scroll down to 'Sync outside of working hours?'

  4. Use the toggle on the right to turn on or off this feature.

  5. Click Save changes (if modifying) or Start syncing (if creating a new Sync Policy).

Syncing multiple calendars

Calendar Sync makes it easy to sync all of your calendars so you don't have to juggle a bunch of schedules. You can create additional sync policies across different calendars to customize a workflow that works best for you.

Learn more about setting up bidirectional sync policies between multiple calendars in this doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim's Calendar Sync feature allows you to stay on top of all your separate schedules by intelligently copying and duplicating events to a primary calendar — so you can manage your actual availability and keep your work-life balance intact. \nCreate a new sync policy Setting up a new sync policy is simple: Navigate to the Calendar Sync page. In the top right, click + New Sync. Select the source account and associated calendar (where you want to sync events from). Select the destination account and associated calendar (where you want to sync events to). Click the Next: Preferences button. Customize your sync policy with color preferences, visibility settings, & how you want events to sync (more details below). Click the Start Syncing button finish setup. \nReclaim will now automatically sync events from your source calendar to your target calendar, and update those events if details change so you don't have to manually make adjustments. \nCustomizing your sync policy Reclaim offers a ton of ways to customize how events get synced across calendars for each sync policy. Below, we'll detail how to take advantage of these customizations. \nColor, category, and type You can customize the type of a calendar that you've synced to Reclaim as well as set a color for all events that come from a source calendar. This is especially useful if you have multiple separate calendars you want to identify by color. \nCalendar type The Calendar Type determines what kinds of events Reclaim will look for and color-code using your color coding settings. Reclaim offers three Calendar Types for your synced calendars — Business, Personal, and Travel: Business: Reclaim will categorize and color-code 'External Meeting', 'One-on-One', 'Solo Work', and 'Travel & Logistics' events. Personal: Reclaim will categorize and color-code 'Personal' and 'Travel & Logistics' events. Travel: Reclaim will categorize and color-code 'Travel & Logistics' events. To change the Calendar Type of a sync policy: Navigate to the Calendar Sync page. Click on the sync policy you want to modify. Select Business, Personal, or Travel. Scroll down to the bottom of the page and click Save changes. Override the color for synced events Sometimes, you may want to just assign a single color to all events from a synced calendar to make it easy to distinguish which calendar each synced event belongs. For example, if you have three source calendars that are all syncing to a single destination calendar, you may want to set each to be a different color. \nWhen overriding the color for a synced calendar, Reclaim will bypass your default set color settings, and instead will set all events from the source calendar using the selected single color you pick in the sync policy settings. Note: Reclaim will still use the Calendar Type to classify events, which means that your Reclaim stats will accurately reflect how your time is split across different categories. To override the color for a synced calendar Navigate to Calendar Sync. Click on the sync policy you want to modify. Scroll to the section labeled Color. Click Choose color. Select a color for synced copies from this calendar. Scroll down and click Save changes. \nPrivacy and visibility settings We believe that a great calendar communicates just enough context to people who want to book time with you. Rather than limiting you to the privacy options provided by Google Calendar or Outlook Calendar, we've created a variety of ways for you to show details of synced event copies on destination calendars. \nChanging visibility options for synced events Navigate to the Calendar Sync page. Click the Sync Policy you want to update. Scroll down to the Visibility section. Select from the list of privacy setting options. Click Save changes. \nNote: Visibility options are available on our Starter plan and above. Customers on the free Lite plan will only have the option of Personal Commitment for all or Work Commitment for all. How each visibility setting works Let's take a look at the differences between different visibility setting options for your calendar sync policies: Personal / Work / Travel Commitment Synced events on your destination calendar will show that you're busy for either a Work/Travel/Personal Commitment - depending on the selected Calendar Type - and will make them publicly visible to others who view your destination calendar. The idea is to show people that you're busy for something specific, but without giving away all the details of the source event. Be sure to select the Calendar Type so your privacy options properly reflect the kind of events being synced. \n Personal Work Travel Vacation ✅ PTO \n \n Travel ✅ Travel ✅ Travel ✅ Travel Flight ✅ Flight ✅ Flight ✅ Flight Meeting \n ✅ Meeting \n Solo Work \n ✅ Work Commitment \n Everything else ✅ Personal Commitment ✅ Work Commitment ✅ Travel Note: as shown in the table above, Reclaim will sync over vacation events, travel events, meetings and flights using specific titles (i.e., \"PTO\" for Vacation, \"Travel\" for travel, \"Flight\" for flights, and \"Meeting\" for meetings). This is to help convey a bit more context to your colleagues. \nExclude events you don't want to sync If you don't want specific events to sync to your target calendar (for example, a flight or PTO event) you can add the hashtag #nosync to the original event title or description to prevent the sync event from getting created. Learn more about using smart tags in this doc. \nBusy for all People who view your destination calendar will see synced events show as Busy, with no other details. This setting is most similar to setting your Google or Outlook Calendar to private so that people can't see any details of the events on your schedule. Event details only for you, busy to most others This setting will mark the synced event as private, meaning others will just see it as busy, but will allow you to see all the event's details including the description, location, and video/audio conference details. Note: if you've given others \"make changes to events\" permissions for your calendar in Google as outlined here, they will see all the event's details. IT administrators in your company may also be able to see these events. \n Event details for you and those with access, otherwise busy This is the same as above, except using your default privacy settings in Google Calendar. This offers up the option to keep your events private from most people, but still visible to anyone you've shared calendar details with. \n Syncing all-day events You can configure Calendar Sync to sync all-day events between calendars, but by default Reclaim will skip them. This guide will show you how to configure sync policies to sync all-day events, and also explain a bit about how all-day events work. \nWhat are all-day events, and how do they work? All-day events are typically used for two purposes in calendars: To block availability for an all-day event (e.g., a vacation or PTO event) To set a reminder that doesn't block your availability (e.g., a birthday) All-day events appear in Google Calendar at the very top of your calendar view, and look something like this: \n \nBy default, when all-day events are created in Google Calendar, they get marked as free time. This means that they won't block your availability. However, you can opt to change their status to \"busy\", which will block your availability for the entire day(s) for which that all-day event is active. \nThis is also true for Outlook Calendar: \n \nSync all-day events using Calendar Sync Reclaim will skip syncing all-day events by default, but you can opt to sync them in your sync policy settings. Here's how to do it, and how it works. Go to Calendar Sync in the Reclaim app. Click on any of the sync policies that you want to enable all-day events for. Scroll down until you see \"All-day events\". You can select one of three options, as shown above: Don't sync all-day events (default): this will skip syncing all-day events entirely. Sync only all-day events marked busy: this will sync all-day events that are marked as busy, but will continue to skip all-day events that are marked as free. Sync all all-day events: this will sync all all-day events, regardless of whether they're marked free or busy. Once you've selected the option you'd like, hit \"Save changes\" and you'll see your all-day events get synced in just a few moments. \nSyncing events around your working hours If you want to ensure that you never get overbooked on a calendar for events from other calendars – including on the weekends or evenings – we highly recommend syncing events at all times. \nHowever, you might have a calendar like a side gig or another work calendar that you only want to sync events from during your working hours (learn more about setting up your scheduling hours in this doc). \nReclaim makes it easy to set preferences for each sync policy that work for you. \nSet hours for when Calendar Sync events are copied You can modify this preference on a per-sync-policy basis (learn more about managing and editing your sync policies in this doc). \nFor example, you might have a calendar syncing to your work calendar for a side gig that you don't need to sync outside of your working hours. You might also have a personal calendar that you do want to sync outside of your working hours. You can set that preference differently in those two sync policies. To set when events get synced Navigate to the Calendar Sync page in Reclaim. Click on the Sync Policy that you want to modify. Scroll down to 'Sync outside of working hours?' Use the toggle on the right to turn on or off this feature. Click Save changes (if modifying) or Start syncing (if creating a new Sync Policy). \nSyncing multiple calendars Calendar Sync makes it easy to sync all of your calendars so you don't have to juggle a bunch of schedules. You can create additional sync policies across different calendars to customize a workflow that works best for you. \nLearn more about setting up bidirectional sync policies between multiple calendars in this doc.","heading":"","is_live":true,"id":156898,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6326844","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Smart Meetings keep your calendar flexible","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6330965-how-smart-meetings-keep-your-calendar-flexible","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Smart Meetings are initially scheduled as a Free event and will switch to Busy as your schedule changes to give maximum flexibility in your calendar – while still ensuring that you get the time you need with your attendee or attendees. You can learn more about how Reclaim uses Free and Busy settings here.

Smart Meetings will automatically reschedule around conflicts, and flip from Free to Busy when the meeting is <12 hours ahead of their start time, or when there is only one slot remaining for the meeting within the same day.

You can additionally opt to lock your Smart Meetings sooner to prevent them from rescheduling, which will also mark them as busy.

Track your Smart Meeting scheduling

When viewing a Smart Meeting, you can see all the periods of time when it should schedule – as well as periods that have been skipped because no free time could be found.

Additionally, you can select View change log and get a deeper look for any event for a Habit or Smart Meeting and understand exactly why it was skipped or rescheduled due to a conflict.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Smart Meetings are initially scheduled as a Free event and will switch to Busy as your schedule changes to give maximum flexibility in your calendar – while still ensuring that you get the time you need with your attendee or attendees. You can learn more about how Reclaim uses Free and Busy settings here. \nSmart Meetings will automatically reschedule around conflicts, and flip from Free to Busy when the meeting is <12 hours ahead of their start time, or when there is only one slot remaining for the meeting within the same day. \nYou can additionally opt to lock your Smart Meetings sooner to prevent them from rescheduling, which will also mark them as busy. \nTrack your Smart Meeting scheduling When viewing a Smart Meeting, you can see all the periods of time when it should schedule – as well as periods that have been skipped because no free time could be found. \n \nAdditionally, you can select View change log and get a deeper look for any event for a Habit or Smart Meeting and understand exactly why it was skipped or rescheduled due to a conflict.","heading":"","is_live":true,"id":156897,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6330965","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Use Focus Time to defend time for productive work","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6332766-use-focus-time-to-defend-time-for-productive-work","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Focus Time is the easiest way to carve out more productive hours in your week for heads-down work.

The best part about Focus Time is that you don’t have to commit to time blocking specific events in advance. It proactively ensures you have the time you need around meetings for all the independent work that matters.

What is Focus Time?

Focus Time works by defending smart blocks of time on your calendar for productive, independent work. You can leave Focus as generic blocks to stay agile around shifting priorities, or use Focus in tandem with Reclaim’s smart Habits and Tasks to create a more concrete daily plan.

Whichever way you use Focus – it helps you defend time from meetings, reduce distractions, and get more done every week.

How to set up Focus Time in Reclaim

Getting started with Focus Time takes less than a minute:

  1. Head to the Focus page.

  2. Decide how you want Focus time scheduled on your calendar, and what your goal(s) are for your workweek.

  3. Optionally customize the title and description of your Focus Time calendar events.

  4. Adjust your scheduling settings (more on each setting below).

  5. Complete the onboarding and Focus Time will start scheduling on your calendar, so you always have the time you need to get things done.

Focus time modes

There are two ways that Reclaim can schedule Focus Time on your calendar, which accommodates different styles of schedules and time defense. You'll see these options when setting up Focus Time.

Proactive Mode

In this mode, you set a weekly goal for your Focus Time and Reclaim will progressively fill up your calendar ahead of time to try and help you hit that goal.

With this mode, you'll notice that Reclaim will start scheduling Focus regardless of how full or empty your calendar is. You can think of it as a more proactive Focus mode that comes at the expense of availability.

There are several key settings in this mode:

Reactive mode

In this mode, you can set a weekly and/or daily target for Focus, and Reclaim will only start blocking time for Focus when you are at risk of missing that minimum.

With this mode, you'll notice that Reclaim won't schedule Focus until your calendar starts to fill up. You can think of it as a more reactive Focus mode that optimizes for availability over time defense, keeping you flexible for meetings until you run out of time.

This mode has fewer advanced settings than Proactive, but you can set a minimum event duration to tell Reclaim to never block Focus Time in chunks smaller than a certain amount of hours.

Focus details

You can customize titles, descriptions, target calendars, auto-decline, and visiblity settings to communicate context to your colleagues or teammates about your Focus Time.

You can always adjust these settings later.

How does Focus work on the calendar?

Like all Reclaim smart events, Focus Time blocks help you defend the time you need while staying flexible. Focus blocks intelligently reschedule to the next best time – just like Habits and Tasks – adapting around higher-priority items and meetings.

How Focus is prioritized relative to other Reclaim events

Focus Time is prioritized a little differently than your other Reclaim smart events (learn more about how Priorities work in Reclaim here):

What counts towards your Focus goal?

If you do use other smart features to make time for heads-down work, Focus Time will automatically count work Tasks and Habits toward your Focus Time goals.

Additionally, if you're using a Google Workspace account, native Focus Time events created directly in Google Calendar will count toward your Focus goal in Reclaim. You can also add the hashtag #focus to the title or description of any calendar event –whether or not it was created by Reclaim – to include it in your Focus goal.

This means Reclaim seamlessly accounts for the time you’re already dedicating to deep work, giving you a more accurate and effortless way to protect and measure your focus hours each week.

We can’t wait to hear what you think about Focus Time! Please share any feedback to help us improve the feature with the team at the via the live chat in the app.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Focus Time is the easiest way to carve out more productive hours in your week for heads-down work. \nThe best part about Focus Time is that you don’t have to commit to time blocking specific events in advance. It proactively ensures you have the time you need around meetings for all the independent work that matters. \n \nWhat is Focus Time? Focus Time works by defending smart blocks of time on your calendar for productive, independent work. You can leave Focus as generic blocks to stay agile around shifting priorities, or use Focus in tandem with Reclaim’s smart Habits and Tasks to create a more concrete daily plan. \nWhichever way you use Focus – it helps you defend time from meetings, reduce distractions, and get more done every week. \n \nHow to set up Focus Time in Reclaim Getting started with Focus Time takes less than a minute: Head to the Focus page. Decide how you want Focus time scheduled on your calendar, and what your goal(s) are for your workweek. Optionally customize the title and description of your Focus Time calendar events. Adjust your scheduling settings (more on each setting below). Complete the onboarding and Focus Time will start scheduling on your calendar, so you always have the time you need to get things done. Focus time modes There are two ways that Reclaim can schedule Focus Time on your calendar, which accommodates different styles of schedules and time defense. You'll see these options when setting up Focus Time. \n \nProactive Mode In this mode, you set a weekly goal for your Focus Time and Reclaim will progressively fill up your calendar ahead of time to try and help you hit that goal. \n \nWith this mode, you'll notice that Reclaim will start scheduling Focus regardless of how full or empty your calendar is. You can think of it as a more proactive Focus mode that comes at the expense of availability. \nThere are several key settings in this mode: Weekly Focus Time goal: the number of Focus hours you want each week. Ideal duration per day: the ideal number of Focus hours you want per day. Max duration per day: the max number of Focus hours you want per day. Event duration min/max: the minimum and maximum event duration that you want for Focus blocks. Reactive mode In this mode, you can set a weekly and/or daily target for Focus, and Reclaim will only start blocking time for Focus when you are at risk of missing that minimum. \n \nWith this mode, you'll notice that Reclaim won't schedule Focus until your calendar starts to fill up. You can think of it as a more reactive Focus mode that optimizes for availability over time defense, keeping you flexible for meetings until you run out of time. \nThis mode has fewer advanced settings than Proactive, but you can set a minimum event duration to tell Reclaim to never block Focus Time in chunks smaller than a certain amount of hours. \nFocus details You can customize titles, descriptions, target calendars, auto-decline, and visiblity settings to communicate context to your colleagues or teammates about your Focus Time. \n Event title: The title and emoji that will be used on Focus events in your calendar. Hours: The Hours that your Focus events will be scheduled during. Event description: The description that will show on Focus calendar events. Calendar to schedule events on: The target calendar you want to book Focus. Auto-decline: optionally decide whether you want to auto-decline meetings that interrupt your Focus Time, and send a message to the organizer who invited you. Visibility: Select a privacy level for Focus events ('Public' by default). You can always adjust these settings later. \nHow does Focus work on the calendar? Like all Reclaim smart events, Focus Time blocks help you defend the time you need while staying flexible. Focus blocks intelligently reschedule to the next best time – just like Habits and Tasks – adapting around higher-priority items and meetings. Focus Time will automatically reschedule when interrupted by another event that you RSVP yes to. When you move a Focus event on your calendar, it will automatically lock and stop moving, even if it's interrupted by another event. When you delete a Focus event on your calendar, Reclaim won't try to schedule Focus into that time range and treat it as a \"skip\". How Focus is prioritized relative to other Reclaim events Focus Time is prioritized a little differently than your other Reclaim smart events (learn more about how Priorities work in Reclaim here): Habits, Tasks, and Smart Meetings will be scheduled before Focus Time, regardless of priority levels. This allows you to build a more concrete plan for the week if you're using other smart features, while still protecting 'extra' time in the week with Focus to help you meet your goals. Scheduling Links will see Focus Time events as High Priority, meaning that only Critical Scheduling Links will show those slots as available times to meet. What counts towards your Focus goal? If you do use other smart features to make time for heads-down work, Focus Time will automatically count work Tasks and Habits toward your Focus Time goals. \nAdditionally, if you're using a Google Workspace account, native Focus Time events created directly in Google Calendar will count toward your Focus goal in Reclaim. You can also add the hashtag #focus to the title or description of any calendar event –whether or not it was created by Reclaim – to include it in your Focus goal. \nThis means Reclaim seamlessly accounts for the time you’re already dedicating to deep work, giving you a more accurate and effortless way to protect and measure your focus hours each week. \nWe can’t wait to hear what you think about Focus Time! Please share any feedback to help us improve the feature with the team at the via the live chat in the app.","heading":"","is_live":true,"id":156896,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6332766","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to leave or join a team in Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6333421-how-to-leave-or-join-a-team-in-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

In Reclaim, you can work alongside your teammates by creating a team. If there are others in your domain who have already created a team, you may also be able to request joining the team depending on the permissions the team has set for others to discover the team.

You can also leave your team at any time, but you may lose functionality if you do so.

Joining a team

There are three ways to join a team in Reclaim:

  1. Create a team: By inviting other people to join.

  2. Get invited to a team: Via an invitation link to join someone else's team.

  3. Request to join a team: Join an existing team if it has permissions to be discoverable.

Create a team

If Reclaim detects that there are users in your domain who are using Reclaim, you'll be prompted to add others to your team when you're in the Billing & Team interface.

\"Screen

You can create a team and invite others to it by clicking the Create a team button.

Get invited to a team

If another user invites you to their team via an email invitation or a direct invite link, you can accept the invitation to become a part of an existing team.

Learn more about how to add members to your team here.

Request to join a team

Alternatively, you may see a prompt to join existing teams in the Billing & Team interface if there are Reclaim teams with 2 or more users within your domain, and if their team allows for it.

Depending on the team's discoverability settings, you'll either be able to request to join or join the team automatically.

Leaving a Reclaim team

You can leave a team at anytime, unless you are the sole admin for the team. Note that leaving a team is different than deleting your account - it won't get rid of any of your existing data in Reclaim. However, you may lose access to functionality if you had a seat assigned to a paid subscription in that team.

If you want to leave your team:

  1. Go to Billing & Team.

  2. Click the Leave team icon to the far right of your profile in the team table.

  3. Click Confirm to leave your team.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"In Reclaim, you can work alongside your teammates by creating a team. If there are others in your domain who have already created a team, you may also be able to request joining the team depending on the permissions the team has set for others to discover the team. \nYou can also leave your team at any time, but you may lose functionality if you do so. \nJoining a team There are three ways to join a team in Reclaim: Create a team: By inviting other people to join. Get invited to a team: Via an invitation link to join someone else's team. Request to join a team: Join an existing team if it has permissions to be discoverable. Create a team If Reclaim detects that there are users in your domain who are using Reclaim, you'll be prompted to add others to your team when you're in the Billing & Team interface. \n You can create a team and invite others to it by clicking the Create a team button. \nGet invited to a team If another user invites you to their team via an email invitation or a direct invite link, you can accept the invitation to become a part of an existing team. \nLearn more about how to add members to your team here. \n \nRequest to join a team Alternatively, you may see a prompt to join existing teams in the Billing & Team interface if there are Reclaim teams with 2 or more users within your domain, and if their team allows for it. \nDepending on the team's discoverability settings, you'll either be able to request to join or join the team automatically. \n \nLeaving a Reclaim team You can leave a team at anytime, unless you are the sole admin for the team. Note that leaving a team is different than deleting your account - it won't get rid of any of your existing data in Reclaim. However, you may lose access to functionality if you had a seat assigned to a paid subscription in that team. \nIf you want to leave your team: Go to Billing & Team. Click the Leave team icon to the far right of your profile in the team table. Click Confirm to leave your team.","heading":"","is_live":true,"id":156895,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6333421","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Linear integration settings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6333572-linear-integration-settings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

To access the Linear integration settings:

  1. Navigate to Settings > Integrations page.

  2. Find the integration card for Linear

  3. Click Settings.

Customize your settings

From the Linear integration settings page, you can customize how and when Reclaim syncs issues from your teams in Linear.

Teams to add the integration to

Reclaim will automatically display the list of teams associated with your Linear account. You can select which teams should have the integration enabled.

How Reclaim syncs Linear issues

By default, Reclaim will sync any Linear issue that has an estimate associated with it, and that has a Cycle and/or due date.

You can also opt to use the Reclaim label in Linear to selectively sync only issues with that label on them.

Syncing issues without due dates

The Linear integration allows you to decide whether or not you want to allow Linear issues to be synced that don't have due dates.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"To access the Linear integration settings: \n Navigate to Settings > Integrations page. Find the integration card for Linear Click Settings. Customize your settings From the Linear integration settings page, you can customize how and when Reclaim syncs issues from your teams in Linear. \n \nTeams to add the integration to Reclaim will automatically display the list of teams associated with your Linear account. You can select which teams should have the integration enabled. \nHow Reclaim syncs Linear issues By default, Reclaim will sync any Linear issue that has an estimate associated with it, and that has a Cycle and/or due date. \nYou can also opt to use the Reclaim label in Linear to selectively sync only issues with that label on them. \nSyncing issues without due dates The Linear integration allows you to decide whether or not you want to allow Linear issues to be synced that don't have due dates. If you select Sync Linear tasks without due dates, then tasks will be synced whether or not the task has a a due date or Cycle end date in Linear. If you select Don't sync Linear tasks without due dates, then a due date or Cycle end date is required for any task synced from Linear.","heading":"","is_live":true,"id":156893,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6333572","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How workflow states in Linear affects Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6333573-how-workflow-states-in-linear-affects-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Linear has several canonical workflow states for issues:

Backlog

In order for an issue to be synced to Reclaim, it cannot be in the Backlog state.

Started

When a scheduled task associated with a Linear issue begins on your calendar, Reclaim will automatically move the issue into the Started state.

Completed

When a Linear issue is moved to a Completed, it will be marked done in Reclaim.

When a scheduled Task is completed (all Task Events associated with the Task have passed), Reclaim will not move it to Completed automatically.

Canceled

When a Linear issue is moved to a Canceled state or deleted in Linear, it will automatically be deleted from Reclaim if no time was burned down.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Linear has several canonical workflow states for issues: \nBacklog In order for an issue to be synced to Reclaim, it cannot be in the Backlog state. Started When a scheduled task associated with a Linear issue begins on your calendar, Reclaim will automatically move the issue into the Started state. \nCompleted When a Linear issue is moved to a Completed, it will be marked done in Reclaim. \nWhen a scheduled Task is completed (all Task Events associated with the Task have passed), Reclaim will not move it to Completed automatically. \nCanceled When a Linear issue is moved to a Canceled state or deleted in Linear, it will automatically be deleted from Reclaim if no time was burned down.","heading":"","is_live":true,"id":156892,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6333573","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Linear estimates to Reclaim's duration","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6333582-linear-estimates-to-reclaim-s-duration","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim will automatically translate estimates on issues to task durations. Here is a chart showing the different estimation type in Linear, its value, and what the corresponding task duration is in Reclaim in hours:

T-Shirt

Fibonacci

Linear

Exponential

Duration (h)

XS

1

1

1

0.5

S

2

2

2

1

M

3

3

4

4

L

5

4

8

8

XL

8

5

16

24

XXL

13

6

32

40

XXXL

21

7

64

64

You can change the estimate at any time for a Linear issue, and Reclaim will reduce the duration accordingly.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim will automatically translate estimates on issues to task durations. Here is a chart showing the different estimation type in Linear, its value, and what the corresponding task duration is in Reclaim in hours: T-Shirt Fibonacci Linear Exponential Duration (h) XS 1 1 1 0.5 S 2 2 2 1 M 3 3 4 4 L 5 4 8 8 XL 8 5 16 24 XXL 13 6 32 40 XXXL 21 7 64 64 You can change the estimate at any time for a Linear issue, and Reclaim will reduce the duration accordingly.","heading":"","is_live":true,"id":156891,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6333582","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why can't I access the Intercom help chat?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6338330-why-can-t-i-access-the-intercom-help-chat","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Ad/Tracking blockers

We use Intercom as our communication platform for questions, bug reporting, and feature requests. However, some customers report they are not able to access Intercom.

Ad-blocking plugins offer options to block JavaScript that includes tracking functionality. While Intercom is not an ad-provider, Intercom is often recognized as a tracking tool by most browsers.

Steps to try:

Note: Firefox browsers have tracking protection enabled by default. Refer here to learn more on managing content blocking for Firefox browsers.

Intercom also has a nice guide on how to address this issue here.

How to check your extensions

Chrome: go to chrome://extensions/
Firefox: go to about:addons and click the Extensions tab
Safari: Click Safari in the top bar, then Preferences , then click the Extensions tab
Edge: Click the menu button at the top right, then click on Extensions

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Ad/Tracking blockers We use Intercom as our communication platform for questions, bug reporting, and feature requests. However, some customers report they are not able to access Intercom. \nAd-blocking plugins offer options to block JavaScript that includes tracking functionality. While Intercom is not an ad-provider, Intercom is often recognized as a tracking tool by most browsers. \nSteps to try: If your privacy controls let you manually change which connections are allowed, allow Segment and intercom.io. Using a different browser to access the Intercom chat. Temporarily disabling your ad-blocker. Note: Firefox browsers have tracking protection enabled by default. Refer here to learn more on managing content blocking for Firefox browsers. \nIntercom also has a nice guide on how to address this issue here. \n \nHow to check your extensions Chrome: go to chrome://extensions/Firefox: go to about:addons and click the Extensions tabSafari: Click Safari in the top bar, then Preferences , then click the Extensions tabEdge: Click the menu button at the top right, then click on Extensions","heading":"","is_live":true,"id":156890,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6338330","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sync your Slack status to Zoom meetings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6355263-sync-your-slack-status-to-zoom-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

When you join a Zoom meeting, Reclaim will automatically update your Slack status to reflect you are in a meeting depending on your Status Sync preferences.

  1. Install Reclaim's Slack integration for your Slack workspace

  2. Turned on Status Sync

  3. Install the Zoom integration

Upon exiting a Zoom meeting, Reclaim will automatically clear your Slack status to reflect that you have left the meeting.

This behavior applies both to meetings that are on your calendar (e.g., if a meeting runs long or ends early, your Slack status will reflect that) as well as impromptu Zoom meetings that aren't reflected on your schedule.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"When you join a Zoom meeting, Reclaim will automatically update your Slack status to reflect you are in a meeting depending on your Status Sync preferences. Install Reclaim's Slack integration for your Slack workspace Turned on Status Sync Install the Zoom integration \nUpon exiting a Zoom meeting, Reclaim will automatically clear your Slack status to reflect that you have left the meeting. \nThis behavior applies both to meetings that are on your calendar (e.g., if a meeting runs long or ends early, your Slack status will reflect that) as well as impromptu Zoom meetings that aren't reflected on your schedule.","heading":"","is_live":true,"id":156889,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6355263","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Jira integration settings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6355524-jira-integration-settings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Navigate to Settings > Integrations > Jira in Reclaim to manage your Jira integration configuration.

Here's a brief rundown of the options you'll see in your Jira integration settings.

How Reclaim schedules Jira issues

Manually sync specific issues

Issues won't be synced to Reclaim until you click the Schedule with Reclaim button within a Jira issue.

Automatically sync all issues

Issues will sync automatically once they have all the required fields.

Issues without due dates

The Jira integration allows you to decide whether or not you want to allow Jira tickets to be synced that don't have due dates.

How to see Reclaim task from Jira

You can see a panel with the link and schedule status at Reclaim of any synchronized task by clicking at the app button. You would need to click one time per Jira issue.

Multiple Jira workspaces

If you have the integration installed across multiple Jira workspaces you have access to, you can select different sync settings for different workspaces.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Navigate to Settings > Integrations > Jira in Reclaim to manage your Jira integration configuration. \n \nHere's a brief rundown of the options you'll see in your Jira integration settings. \nHow Reclaim schedules Jira issues Manually sync specific issues Issues won't be synced to Reclaim until you click the Schedule with Reclaim button within a Jira issue. \nAutomatically sync all issues Issues will sync automatically once they have all the required fields. \nIssues without due dates The Jira integration allows you to decide whether or not you want to allow Jira tickets to be synced that don't have due dates. If you select Sync Jira tasks without due dates, then tickets will be synced whether or not the ticket has a due date or Sprint end date in Jira. If you select Don't sync Jira tasks without due dates, then a due date or Sprint end date is required for any ticket synced from Jira. How to see Reclaim task from Jira You can see a panel with the link and schedule status at Reclaim of any synchronized task by clicking at the app button. You would need to click one time per Jira issue. \nMultiple Jira workspaces If you have the integration installed across multiple Jira workspaces you have access to, you can select different sync settings for different workspaces.","heading":"","is_live":true,"id":156885,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6355524","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Get Reclaim notifications on Apple devices","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6365616-get-reclaim-notifications-on-apple-devices","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Get notifications on Apple Watch

Active syncing between Google Calendar and the Google Calendar app on iPhone by following this tutorial: https://appletoolbox.com/how-touse-google-calendar-on-apple-watch/. The Calendar app on Apple Watch always syncs with the Calendar app on iPhone so you will now get notifications on Apple Watch.
​
Even though the Calendar app on iPhone automatically refreshes often, it can take some time for changes in Reclaim till the changes have effect in the Calendar app on iPhone and Apple Watch. To manually refresh immediately:

  1. Navigate to Settings > your_name on the iPhone

  2. Wait a few seconds

  3. Go back to the Calendar app to check that it has refreshed

Get notifications on iPhone

  1. Install Google Calendar app on iPhone

  2. In the Google Calendar app, navigate to Settings > Apps from Google

  3. Under Calendar, choose Google Calendar.

In theory it should not be necessary to install Google Calendar app on iPhone to get notifications if you active syncing between Google Calendar and the Calendar app on iPhone. If you have issues, try installing the Google Calendar app on the iPhone. A benefit of having the Google Calendar app on iPhone is that you can easily add some calendar events without going to the computer or using a browser.

Get notifications on MacBook

  1. Active syncing between Google Calendar and the Calendar app on MacBook by following this video tutorial from 00:00 to 00:59: https://www.youtube.com/watch?v=ZkGzPv6eUvc

  2. In Calendar app on MacBook go to Preferences > Accounts > Google

  3. At the option Refresh Calendars choose Every minute.

We are not aware of any manually way to refresh immediately.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Get notifications on Apple Watch Active syncing between Google Calendar and the Google Calendar app on iPhone by following this tutorial: https://appletoolbox.com/how-touse-google-calendar-on-apple-watch/. The Calendar app on Apple Watch always syncs with the Calendar app on iPhone so you will now get notifications on Apple Watch.​Even though the Calendar app on iPhone automatically refreshes often, it can take some time for changes in Reclaim till the changes have effect in the Calendar app on iPhone and Apple Watch. To manually refresh immediately: Navigate to Settings > your_name on the iPhone Wait a few seconds Go back to the Calendar app to check that it has refreshed \nGet notifications on iPhone Install Google Calendar app on iPhone In the Google Calendar app, navigate to Settings > Apps from Google Under Calendar, choose Google Calendar. In theory it should not be necessary to install Google Calendar app on iPhone to get notifications if you active syncing between Google Calendar and the Calendar app on iPhone. If you have issues, try installing the Google Calendar app on the iPhone. A benefit of having the Google Calendar app on iPhone is that you can easily add some calendar events without going to the computer or using a browser. \nGet notifications on MacBook Active syncing between Google Calendar and the Calendar app on MacBook by following this video tutorial from 00:00 to 00:59: https://www.youtube.com/watch?v=ZkGzPv6eUvc In Calendar app on MacBook go to Preferences > Accounts > Google At the option Refresh Calendars choose Every minute. We are not aware of any manually way to refresh immediately.","heading":"","is_live":true,"id":156884,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6365616","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to take a break from Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6368732-how-to-take-a-break-from-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Sometimes you may want to take a break from Reclaim, but still keep your account active so that you don't end up losing all your work. To take a break, you can simply disable key features and Reclaim will automatically remove the events from your calendar and stop blocking time for them going forward. Once you're ready to return, just re-enable them.

How to automatically pause Buffers and Habits

You can reset your Reclaim account and disable Habits and Buffers automatically so that you can start over again (or just take a break for a bit) by navigating to the lefthand menu in the Reclaim UI and selecting the Pause scheduling option:

Once you select that option, you'll see an option that prompts you to Pause Scheduling:

Once you select that option, Reclaim will begin the process of disabling your Habits and Smart Buffers. Note: you will still have to delete Tasks, disable Calendar Syncs, Focus Time, and/or Smart Meetings manually if you have them set up. Please follow the instructions below to reset your account manually.

How to reset your account manually

If you'd prefer to manually disable certain features, you can follow some or all of the steps listed below.

  1. Disable your Calendar Syncs by toggling them \"off\". Reclaim will remove synced events and stop syncing them going forward.

  2. Disable your Habits by toggling them \"off\". Reclaim will remove existing Habit events and stop scheduling them going forward.

  3. Delete your Tasks or mark them as done. Reclaim will remove those Task events from the calendar.

  4. Disable integrations with any task or project managers. Reclaim will stop syncing new tasks from these platforms.

  5. Disable Smart 1:1s that you're the owner of, or if you're not the owner, simply decline them via Reclaim's UI and they will stop scheduling.

  6. Disable Decompression Time and Travel Time via settings under Buffer time and breaks. Reclaim will remove existing buffers and not block them going forward.

7. Disable Focus Time by clicking Edit Focus Time and disabling it using the switch.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Sometimes you may want to take a break from Reclaim, but still keep your account active so that you don't end up losing all your work. To take a break, you can simply disable key features and Reclaim will automatically remove the events from your calendar and stop blocking time for them going forward. Once you're ready to return, just re-enable them. \nHow to automatically pause Buffers and Habits You can reset your Reclaim account and disable Habits and Buffers automatically so that you can start over again (or just take a break for a bit) by navigating to the lefthand menu in the Reclaim UI and selecting the Pause scheduling option: \n \nOnce you select that option, you'll see an option that prompts you to Pause Scheduling: \n \nOnce you select that option, Reclaim will begin the process of disabling your Habits and Smart Buffers. Note: you will still have to delete Tasks, disable Calendar Syncs, Focus Time, and/or Smart Meetings manually if you have them set up. Please follow the instructions below to reset your account manually. \nHow to reset your account manually If you'd prefer to manually disable certain features, you can follow some or all of the steps listed below. Disable your Calendar Syncs by toggling them \"off\". Reclaim will remove synced events and stop syncing them going forward. \n \n Disable your Habits by toggling them \"off\". Reclaim will remove existing Habit events and stop scheduling them going forward. \n \n Delete your Tasks or mark them as done. Reclaim will remove those Task events from the calendar. \n \n Disable integrations with any task or project managers. Reclaim will stop syncing new tasks from these platforms. Disable Smart 1:1s that you're the owner of, or if you're not the owner, simply decline them via Reclaim's UI and they will stop scheduling. \n \n Disable Decompression Time and Travel Time via settings under Buffer time and breaks. Reclaim will remove existing buffers and not block them going forward. \n7. Disable Focus Time by clicking Edit Focus Time and disabling it using the switch.","heading":"","is_live":true,"id":156883,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6368732","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to create Todoist items to sync to Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6383968-how-to-create-todoist-items-to-sync-to-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim automatically syncs your Todoist items from Todoist to Reclaim to create them as Tasks and schedule them on your calendar. This document will cover the various fields and metadata you can use to sync your Todoist items to Reclaim Tasks.

Required fields for Todoist tasks

When creating new items in Todoist, Reclaim requires two details to get your tasks scheduled with the integration.

Todoist task requirements:

Note: Reclaim currently does not offer full support for recurring tasks, so if you've set up a recurring task in Todoist it won't sync over to Reclaim.

Without these required fields, Todoist tasks will not be synced via Reclaim, even if they match your sync rules.

Syntax for Todoist items

As shown below, there are some fields (e.g., due date and priority) that can be added via the Todoist UI by pointing and clicking. There are some fields that are native to Reclaim that Todoist doesn't have UI for, and in those cases you can use words in the title to indicate what those fields should be set to.
​
Below is an example of a Todoist item with the full syntax entered in, along with a reference for what each part of the syntax means:

Example and reference guide

Write the docs [30m] (due Friday not before Monday priority:critical upnext nosplit)

Syntax

Definition

due

Set the due date. See more details below. due can take multiple date formats, such as monday, next monday, tomorrow, August 7th, in 1d, 9/22, next January.

not before

Set the \"earliest scheduling date\" for the item. See more details below. not before can take multiple date formats, such as monday, next monday, tomorrow, August 7th, in 1d, 9/22, next January.

priority:

Set the priority of the item in Reclaim. See more details below.

upnext

Sends the item to Up Next in Reclaim. See more details below.

[duration]

Sets the duration for the item in Reclaim. See more details below.

nosplit

Sets the task to not split into multiple events & to schedule the entire duration as one event

Setting duration for Todoist items

Once you have your Todoist integration set up, you can begin syncing Todoist items as smart Tasks right to your calendar via Reclaim.

By default, Reclaim will create Tasks for synced Todoist items based on your default Task duration settings in Reclaim (learn more about setting your Task defaults here).

Set task duration for synced Todoist items

You can easily set a custom duration for a Todoist item by adding it text in either the Todoist item title or description. Simply indicate the number of minutes, hours, or days enclosed in square brackets, such as:

Note: The unit of time is case insensitive.

For example, if you need 2 hours to get board slides completed:

Get board slides done [2h]

If you are on a paid Todoist Plan, Reclaim can also schedule Tasks by the time specified in the Todoist Duration field (currently only available on Todoist's Pro and Business plans).

If that field is not filled out - or you are using the free Todoist plan - Reclaim will defer to your default Task settings, or reference the bracket notation below for how much time you need.

Update duration for a synced Todoist item

To adjust the duration after the Todoist item has been created, edit the duration text to reflect the new duration and re-save the Todoist item to update.

Setting \"Earliest starting date\" for Todoist items

You can delay when Reclaim should start scheduling your synced Todoist item by adding simple text to the title of a Todoist item.

To specify the 'Earliest start date and time' for a Todoist item to schedule, format the earliest start date in brackets in the item title field: (not before [date] [time]).


For example, to schedule time for catching up on emails from Todoist no earlier than next Friday:

Catch up on email (not before next Friday)

Use hard date for 'Earliest start' date

A hard date may also be used in the not before field.

For example, to tell Reclaim to not schedule 4 hours for an OKR review before March 31st 2022, write OKR review (not before 3/31/2022 11am) [4h] into the title field in Todoist.

Requirements for start delay on Todoist items:

Setting due dates on Todoist items

Due dates are required unless you specify otherwise, as Reclaim will use it as the deadline for the scheduled Task in Reclaim.

Reclaim automatically pulls in due dates from Todoist to defend time on your calendar before the task is due. If you need to update a due date for a synced item in Todoist, updates to that due date can be made from both Reclaim or Todoist.

To set the due date on a Todoist item, you can use one of two methods: add it via the app's timepicker, or add it inline in the task title.

💡 Todoist now has a due date and deadline date.

If your Todoist task only has a due date, it will map to the due date in the Reclaim Task.

If your Todoist task has a due date and deadline date, it will map the due date to the Schedule After date and the deadline to the true Reclaim Task due date.

Setting due date via the due date timepicker

You can set the due date by clicking on the timepicker on any Todoist item:

Setting due date inline in the Todoist item title

You can set a due date for when Reclaim should schedule your synced Todoist item by via simple text in the title of a Todoist item.

To specify the due date for a Todoist item to schedule, format the date in brackets in the item title field: (due [date] [time]).


For example, to schedule time for doing the dishes from Todoist by next Friday:

Do the dishes (due next Friday)

A hard date may also be used in the due field.

For example, to tell Reclaim to schedule 4 hours for an OKR review by March 31st 2022 at 11am, write OKR review (due 3/31/2022 11am) [4h] into the title field in Todoist. If you specify an exact date, it must be written in MM/DD/YYYY format.

Making due dates optional for Todoist items

The Todoist integration allows you to sync tasks without due dates on a per-rule basis. That means that for some of your rules, you can opt to require due dates, and for others, you can make them optional.

Setting priority on Todoist items

You can set a priority for your Todoist items that will automatically map and sync to Reclaim. To do this, simply modify the priority field on any Todoist item:

You can also set the priority for a Todoist item using simple language in the title of the task. For example, if you want to set an item called \"Eat Bananas\" to Priority 1 in Todoist, you'd write Eat bananas (priority:critical) or Eat bananas (priority:P1) in the title.

Below is a list of how priorities in Todoist map to priorities in Reclaim as well as the syntax you'd use in each case.

Priority syntax in Todoist

Priority level mapped in Reclaim

(priority:critical)

(priority:high)

(priority:medium)

(priority:low)

Critical (P1)

High priority (P2)

Medium priority (P3)

Low priority (P4)

(priority:P1)

(priority:P2)

(priority:P3)

(priority:P4)

Critical (P1)

High priority (P2)

Medium priority (P3)

Low priority (P4)

For more information on using Priorities with Tasks, check out this doc.

Sending Todoist items to Up Next

You can automatically add a Todoist item to Up Next in Reclaim by using upnext in the title. For example, if you want to send an item called \"Read books\" to Up Next, you'd write Read books (upnext).

What about Scheduling Hours?

You don't specify your hours for Todoist items in Todoist itself. Instead, you set up rules around which your hours map to different tags and projects within Todoist. You can learn more about this capability here.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim automatically syncs your Todoist items from Todoist to Reclaim to create them as Tasks and schedule them on your calendar. This document will cover the various fields and metadata you can use to sync your Todoist items to Reclaim Tasks. \nRequired fields for Todoist tasks When creating new items in Todoist, Reclaim requires two details to get your tasks scheduled with the integration. \nTodoist task requirements: Todoist tasks must include a due date, unless you've specified otherwise as described below. Tasks in shared projects must be assigned to you. Note: Reclaim currently does not offer full support for recurring tasks, so if you've set up a recurring task in Todoist it won't sync over to Reclaim. Without these required fields, Todoist tasks will not be synced via Reclaim, even if they match your sync rules. \nSyntax for Todoist items As shown below, there are some fields (e.g., due date and priority) that can be added via the Todoist UI by pointing and clicking. There are some fields that are native to Reclaim that Todoist doesn't have UI for, and in those cases you can use words in the title to indicate what those fields should be set to. ​Below is an example of a Todoist item with the full syntax entered in, along with a reference for what each part of the syntax means: \nExample and reference guide Write the docs [30m] (due Friday not before Monday priority:critical upnext nosplit) Syntax Definition due Set the due date. See more details below. due can take multiple date formats, such as monday , next monday , tomorrow , August 7th , in 1d , 9/22 , next January . not before Set the \"earliest scheduling date\" for the item. See more details below. not before can take multiple date formats, such as monday , next monday , tomorrow , August 7th , in 1d , 9/22 , next January . priority: Set the priority of the item in Reclaim. See more details below. upnext Sends the item to Up Next in Reclaim. See more details below. [duration] Sets the duration for the item in Reclaim. See more details below. nosplit Sets the task to not split into multiple events & to schedule the entire duration as one event \nSetting duration for Todoist items Once you have your Todoist integration set up, you can begin syncing Todoist items as smart Tasks right to your calendar via Reclaim. \nBy default, Reclaim will create Tasks for synced Todoist items based on your default Task duration settings in Reclaim (learn more about setting your Task defaults here). \nSet task duration for synced Todoist items You can easily set a custom duration for a Todoist item by adding it text in either the Todoist item title or description. Simply indicate the number of minutes, hours, or days enclosed in square brackets, such as: [45m] = 45 minutes [2h] = 2 hours [4d] = 4 days Note: The unit of time is case insensitive. \nFor example, if you need 2 hours to get board slides completed: \nGet board slides done [2h] \n \nIf you are on a paid Todoist Plan, Reclaim can also schedule Tasks by the time specified in the Todoist Duration field (currently only available on Todoist's Pro and Business plans). \nIf that field is not filled out - or you are using the free Todoist plan - Reclaim will defer to your default Task settings, or reference the bracket notation below for how much time you need. \nUpdate duration for a synced Todoist item To adjust the duration after the Todoist item has been created, edit the duration text to reflect the new duration and re-save the Todoist item to update. \nSetting \"Earliest starting date\" for Todoist items You can delay when Reclaim should start scheduling your synced Todoist item by adding simple text to the title of a Todoist item. \nTo specify the 'Earliest start date and time' for a Todoist item to schedule, format the earliest start date in brackets in the item title field: (not before [date] [time]) . For example, to schedule time for catching up on emails from Todoist no earlier than next Friday: \nCatch up on email (not before next Friday) \n Use hard date for 'Earliest start' date A hard date may also be used in the not before field. \nFor example, to tell Reclaim to not schedule 4 hours for an OKR review before March 31st 2022, write OKR review (not before 3/31/2022 11am) [4h] into the title field in Todoist. \nRequirements for start delay on Todoist items: If you specify an exact date, it must be written in MM/DD/YYYY format. If the date gets highlighted by Todoist while you're typing it and then disappears when you save, that means Todoist \"parsed\" it locally and stripped it out as the due date. Click the highlighted text first to prevent Todoist from doing that. Learn more about disabling this feature via Todoist's settings here. Setting due dates on Todoist items Due dates are required unless you specify otherwise, as Reclaim will use it as the deadline for the scheduled Task in Reclaim. In Todoist, a due date reflects the desire of \"I want to do this task on this date.\" In Reclaim, a due date means \"I want to get this task done before this date.\" Reclaim automatically pulls in due dates from Todoist to defend time on your calendar before the task is due. If you need to update a due date for a synced item in Todoist, updates to that due date can be made from both Reclaim or Todoist. \nTo set the due date on a Todoist item, you can use one of two methods: add it via the app's timepicker, or add it inline in the task title. \n💡 Todoist now has a due date and deadline date. \nIf your Todoist task only has a due date , it will map to the due date in the Reclaim Task. \nIf your Todoist task has a due date and deadline date, it will map the due date to the Schedule After date and the deadline to the true Reclaim Task due date . \n \nSetting due date via the due date timepicker You can set the due date by clicking on the timepicker on any Todoist item: \n \nSetting due date inline in the Todoist item title You can set a due date for when Reclaim should schedule your synced Todoist item by via simple text in the title of a Todoist item. \nTo specify the due date for a Todoist item to schedule, format the date in brackets in the item title field: (due [date] [time]) . For example, to schedule time for doing the dishes from Todoist by next Friday: \nDo the dishes (due next Friday) \n \nA hard date may also be used in the due field. \nFor example, to tell Reclaim to schedule 4 hours for an OKR review by March 31st 2022 at 11am, write OKR review (due 3/31/2022 11am) [4h] into the title field in Todoist. If you specify an exact date, it must be written in MM/DD/YYYY format. \nMaking due dates optional for Todoist items \nThe Todoist integration allows you to sync tasks without due dates on a per-rule basis. That means that for some of your rules, you can opt to require due dates, and for others, you can make them optional. If you check Include Tasks without due dates, then any task matching that rule will be synced to Reclaim whether it has a due date or not. If you do not check Include Tasks without due dates, then a due date is required for any task synced from Todoist using that rule. Setting priority on Todoist items You can set a priority for your Todoist items that will automatically map and sync to Reclaim. To do this, simply modify the priority field on any Todoist item: \n \nYou can also set the priority for a Todoist item using simple language in the title of the task. For example, if you want to set an item called \"Eat Bananas\" to Priority 1 in Todoist, you'd write Eat bananas (priority:critical) or Eat bananas (priority:P1) in the title. \nBelow is a list of how priorities in Todoist map to priorities in Reclaim as well as the syntax you'd use in each case. Priority syntax in Todoist Priority level mapped in Reclaim (priority:critical) (priority:high) (priority:medium) (priority:low) Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) (priority:P1) (priority:P2) (priority:P3) (priority:P4) Critical (P1) High priority (P2) Medium priority (P3) Low priority (P4) For more information on using Priorities with Tasks, check out this doc. \nSending Todoist items to Up Next You can automatically add a Todoist item to Up Next in Reclaim by using upnext in the title. For example, if you want to send an item called \"Read books\" to Up Next, you'd write Read books (upnext) . \nWhat about Scheduling Hours? You don't specify your hours for Todoist items in Todoist itself. Instead, you set up rules around which your hours map to different tags and projects within Todoist. You can learn more about this capability here.","heading":"","is_live":true,"id":156881,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6383968","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sync Todoist tasks to your Reclaim Scheduling Hours","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6384050-sync-todoist-tasks-to-your-reclaim-scheduling-hours","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you have your Todoist integration set up, you can specify which Hours you want your Todoist items to sync to. Choose from your default Personal or Work Hours, or create new Custom Hours to auto-schedule events at specific days and times.

Sync Todoist tasks to Work or Personal Hours

To specify which hours your Todoist tasks sync to, you can configure the sync rules for Todoist tasks from your integration settings page in the app from Settings > Integrations > Todoist settings.

Default Todoist labels by Reclaim

Reclaim creates two default labels upon installation of the integration: one to sync tasks to your Personal Hours with the tag reclaim_personal and another to sync tasks to your Working Hours with the tag Reclaim. Tagging a task in Todoist with these labels will schedule them to the specified Hours.

You can choose to delete these once you have your integration set up and use your own labels instead.

Adding custom Todoist labels

The labels you can select from are synced from Todoist, so if you'd like to create additional labels to use for tagging items, you will need to create those in Todoist.

You can create new labels from the Todoist app under Filters & Labels.

Create new sync rules

Set up additional rules for how Reclaim syncs your Todoist tasks by clicking + Add rule at the bottom left.


​Then, configure the rule for which projects and labels it should apply to, and select the Hours you'd like these items to schedule during.

Project(s) selected

No project(s) selected

Includes label(s)

Sync items in the selected projects also tagged with the set label.

Sync all items tagged with the set label.

No label selected

Sync all items in the selected projects, without a label.

⚠️ Rules must have at least one project and/or label selected to sync items.

Sync Todoist items to Custom Hours

Beyond scheduling your Todoist items to just your Work and Personal Hours — you can use Custom Hours to build out additional options for specific days or time ranges you want to schedule certain Todoist items. This is a great way to day theme your calendar.

💡 Use case: Deep and shallow work for Todoist tasks

For an example of how you can use sync rules to automatically day theme your calendar, let's walkthrough how you can organize your Todoist tasks to automatically schedule in the calendar for deep work or shallow work times.

Step 1: Set up Custom Hours for deep and shallow work

  1. Navigate to your Hours Settings in the Reclaim app.

  2. Click the + Custom Hours button.

  3. Enter a name (ex. \"Deep Work\" \"Deep Focus Hours,\" etc.).

  4. Add a description for your Custom Hours.

  5. Select the smart calendar events you would like to schedule during these hours (for deep work, consider selecting longer time ranges so you can get into a flow state for demanding tasks).

  6. Hit Create and select the days and time ranges you want to schedule items for deep work.

  7. Repeat the process to create another Custom Hours policy for when you want to schedule shallow work.

Step 2: Create Labels in Todoist

Once you have these custom time policies in place, you can use Todoist ‘labels’ to categorize your tasks.

  1. From the Todoist dashboard, click the \"Filters & Labels\" tab in the sidebar.

  2. Scroll down to the \"Labels\" list and click the \"+\" button to add a label.

  3. Add the label name \"deep_work\".

  4. Select a label color.

  5. Repeat the process and create a new label for \"shallow_work\".

Step 3: Set up sync rules in Reclaim

  1. Navigate to Settings > Integrations > Todoist settings to manage your sync rules.

  2. Click the \"+ Add Rule\" button.

  3. In the new rule block, optionally specify the Projects you want to sync from from the default \"All projects\".

  4. Click the \"All Labels\" dropdown and select \"deep_work\" to sync tasks that are tagged with that label in Todoist.

  5. Click the \"Hours\" dropdown and select the \"Deep work\" Custom Hours you set up.

  6. Repeat these steps for the \"shallow_work\" tag and relevant Hours.

Step 4: Auto-schedule deep and shallow work Todoist tasks

  1. From Todoist, click the + Add task button to add a new task in Todoist.

  2. Enter your task name, due date, and priority level (the priority level will be mapped over to Reclaim).

  3. Click the ( … ) in the upper right of the module.

  4. Click \"Labels\" and tag the task with the appropriate label (\"deep_work\" or \"shallow_work\")

  5. Finally, hit \"Add task\". Your Todoist item will automatically schedule to the Hours you set up for deep work or shallow work, before the due date, around the priority level in your Reclaim task list.

You can always update your hours and the sync rules for how Reclaim syncs your Todoist tasks.

Learn how to auto-schedule your Todoist tasks to specific days and/or time ranges for deep and shallow work using sync rules and Custom Hours.

*Custom Hours are available on all paid plans.

Set fallback rules for synced Todoist tasks

If for any reason your Todoist items can't by synced to the rules you have set up (for example, if no Todoist tasks fit your rules, or a label or project is deleted in Todoist) — you can set up fallback rules for how you want Reclaim to handle scheduling.

Under \"If the above rules aren't a match...\" select:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you have your Todoist integration set up, you can specify which Hours you want your Todoist items to sync to. Choose from your default Personal or Work Hours, or create new Custom Hours to auto-schedule events at specific days and times. \nSync Todoist tasks to Work or Personal Hours To specify which hours your Todoist tasks sync to, you can configure the sync rules for Todoist tasks from your integration settings page in the app from Settings > Integrations > Todoist settings. \n \nDefault Todoist labels by Reclaim Reclaim creates two default labels upon installation of the integration: one to sync tasks to your Personal Hours with the tag reclaim_personal and another to sync tasks to your Working Hours with the tag Reclaim . Tagging a task in Todoist with these labels will schedule them to the specified Hours. \nYou can choose to delete these once you have your integration set up and use your own labels instead. \nAdding custom Todoist labels The labels you can select from are synced from Todoist, so if you'd like to create additional labels to use for tagging items, you will need to create those in Todoist. You can create new labels from the Todoist app under Filters & Labels. \n \nCreate new sync rules Set up additional rules for how Reclaim syncs your Todoist tasks by clicking + Add rule at the bottom left. \n ​Then, configure the rule for which projects and labels it should apply to, and select the Hours you'd like these items to schedule during. \n Project(s) selected No project(s) selected Includes label(s) Sync items in the selected projects also tagged with the set label. Sync all items tagged with the set label. No label selected Sync all items in the selected projects, without a label. ⚠️ Rules must have at least one project and/or label selected to sync items. \nSync Todoist items to Custom Hours Beyond scheduling your Todoist items to just your Work and Personal Hours — you can use Custom Hours to build out additional options for specific days or time ranges you want to schedule certain Todoist items. This is a great way to day theme your calendar. \n💡 Use case: Deep and shallow work for Todoist tasks \nFor an example of how you can use sync rules to automatically day theme your calendar, let's walkthrough how you can organize your Todoist tasks to automatically schedule in the calendar for deep work or shallow work times. \nStep 1: Set up Custom Hours for deep and shallow work Navigate to your Hours Settings in the Reclaim app. Click the + Custom Hours button. Enter a name (ex. \"Deep Work\" \"Deep Focus Hours,\" etc.). Add a description for your Custom Hours. Select the smart calendar events you would like to schedule during these hours (for deep work, consider selecting longer time ranges so you can get into a flow state for demanding tasks). Hit Create and select the days and time ranges you want to schedule items for deep work. Repeat the process to create another Custom Hours policy for when you want to schedule shallow work. \nStep 2: Create Labels in Todoist Once you have these custom time policies in place, you can use Todoist ‘labels’ to categorize your tasks. From the Todoist dashboard, click the \"Filters & Labels\" tab in the sidebar. Scroll down to the \"Labels\" list and click the \"+\" button to add a label. Add the label name \"deep_work\". Select a label color. Repeat the process and create a new label for \"shallow_work\". \nStep 3: Set up sync rules in Reclaim Navigate to Settings > Integrations > Todoist settings to manage your sync rules. Click the \"+ Add Rule\" button. In the new rule block, optionally specify the Projects you want to sync from from the default \"All projects\". Click the \"All Labels\" dropdown and select \"deep_work\" to sync tasks that are tagged with that label in Todoist. Click the \"Hours\" dropdown and select the \"Deep work\" Custom Hours you set up. Repeat these steps for the \"shallow_work\" tag and relevant Hours. \nStep 4: Auto-schedule deep and shallow work Todoist tasks From Todoist, click the + Add task button to add a new task in Todoist. Enter your task name, due date, and priority level (the priority level will be mapped over to Reclaim). Click the ( … ) in the upper right of the module. Click \"Labels\" and tag the task with the appropriate label (\"deep_work\" or \"shallow_work\") Finally, hit \"Add task\". Your Todoist item will automatically schedule to the Hours you set up for deep work or shallow work, before the due date, around the priority level in your Reclaim task list. \nYou can always update your hours and the sync rules for how Reclaim syncs your Todoist tasks. \nLearn how to auto-schedule your Todoist tasks to specific days and/or time ranges for deep and shallow work using sync rules and Custom Hours. *Custom Hours are available on all paid plans. \n \nSet fallback rules for synced Todoist tasks If for any reason your Todoist items can't by synced to the rules you have set up (for example, if no Todoist tasks fit your rules, or a label or project is deleted in Todoist) — you can set up fallback rules for how you want Reclaim to handle scheduling. \nUnder \"If the above rules aren't a match...\" select: Don't sync Todoist tasks: Reclaim won't schedule synced Todoist tasks if they don't match your rules. Sync Todoist tasks during specific hours: Select a default set of Hours you want Reclaim to schedule items if they don't match the specific sync rules you have set up.","heading":"","is_live":true,"id":156879,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6384050","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"What happens at the end of a free trial?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6405151-what-happens-at-the-end-of-a-free-trial","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers a free, no-commitment 14-day trial for every new account created so you have a chance to try all of what Reclaim's features have to offer and decide what's right for you.

Should you choose not to upgrade by the end of your trial, your account will be automatically switched to our free forever Lite plan.

Note: You will never be charged unless you upgrade to a paid plan of Reclaim.

If your feature usage is within the free Lite plan feature limit

No action is required – your smart events will continue to schedule as usual. Check out the pricing page to see which features are included with each plan.
​
​

If you're using features outside of the free Lite plan limit

To reduce any disruption on your calendar, your account will automatically roll into a free overage period for 28 days. This gives you a window of time after a trial to make a decision without messing up your calendar.

To restore your limited account, you can either disable events outside of the free Lite plan, or upgrade to a paid plan that includes the features you want to keep using.

For more information on how to fix a limited account, please check out this doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers a free, no-commitment 14-day trial for every new account created so you have a chance to try all of what Reclaim's features have to offer and decide what's right for you. \nShould you choose not to upgrade by the end of your trial, your account will be automatically switched to our free forever Lite plan. Note: You will never be charged unless you upgrade to a paid plan of Reclaim. \nIf your feature usage is within the free Lite plan feature limit No action is required – your smart events will continue to schedule as usual. Check out the pricing page to see which features are included with each plan. ​​ If you're using features outside of the free Lite plan limit To reduce any disruption on your calendar, your account will automatically roll into a free overage period for 28 days. This gives you a window of time after a trial to make a decision without messing up your calendar. \nTo restore your limited account, you can either disable events outside of the free Lite plan, or upgrade to a paid plan that includes the features you want to keep using. \nFor more information on how to fix a limited account, please check out this doc.","heading":"","is_live":true,"id":156876,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6405151","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Contact support","arguments":{},"template":{"type":"callback","value":"launchSupport","operation":"router","commandType":"independent"},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":null,"show_preview":false,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"","heading":"","is_live":true,"id":155462,"category":621,"sort_key":null,"icon":"phone","icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":null,"third_party_source":null,"integration":null,"training_only":false,"next_steps":[],"show_in_spotlight_search":true,"show_in_helphub_search":false,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Join the Slack Community","arguments":{},"template":{"type":"link","value":"https://join.slack.com/t/reclaimbetausers/shared_invite/zt-nfg4vwqd-G5jT2oG8w~~BSx7tMP8GIA","operation":"blank","commandType":"independent"},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":null,"show_preview":false,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"","heading":"","is_live":true,"id":155354,"category":621,"sort_key":null,"icon":"usergroupadd","icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":null,"third_party_source":null,"integration":null,"training_only":false,"next_steps":[],"show_in_spotlight_search":true,"show_in_helphub_search":false,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Read Help Docs","arguments":{},"template":{"type":"link","value":"https://help.reclaim.ai","operation":"blank","commandType":"independent"},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":null,"show_preview":false,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"","heading":"","is_live":true,"id":155352,"category":621,"sort_key":null,"icon":"document","icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":null,"third_party_source":null,"integration":null,"training_only":false,"next_steps":[],"show_in_spotlight_search":true,"show_in_helphub_search":false,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Available payment methods","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6405170-available-payment-methods","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim uses Stripe to process payments, and accepts the following forms of payment via self-service:

In addition to those self-service methods, you can pay via a manually generated invoice with Net30 terms if you are purchasing on behalf of a company for 10 or more seats. Contact us for more information.

Using Apple Pay to check out

You can also use Apple Pay to purchase Reclaim, which for some customers opens up more available payment methods (e.g., debit cards). To do this, you'll need to checkout using the Safari browser from any iOS or Mac device, and you must have Apple Pay set up on that device.


If you need help paying with Apple Pay, contact us and we can send you an invoice with a link to pay via Apple Pay.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim uses Stripe to process payments, and accepts the following forms of payment via self-service: All major credit cards ACH / Direct Debit (US bank accounts only) SEPA Direct Debit (SEPA region EUR-denominated bank accounts only) In addition to those self-service methods, you can pay via a manually generated invoice with Net30 terms if you are purchasing on behalf of a company for 10 or more seats. Contact us for more information. \nUsing Apple Pay to check out You can also use Apple Pay to purchase Reclaim, which for some customers opens up more available payment methods (e.g., debit cards). To do this, you'll need to checkout using the Safari browser from any iOS or Mac device, and you must have Apple Pay set up on that device. If you need help paying with Apple Pay, contact us and we can send you an invoice with a link to pay via Apple Pay.","heading":"","is_live":true,"id":155301,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6405170","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How Reclaim's pricing and plans work","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6405975-how-reclaim-s-pricing-and-plans-work","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

We offer a variety of plans for to find the best fit for you and your team's scheduling needs! This help doc will walk you through how our pricing and plans work.

What kinds of plans are available?

Reclaim offers different plans based on your team size, and included features and capabilities.

Reclaim plans

What features are included in each plan?

Please visit our pricing page for an in-depth view of the differences between plans, but here’s an overview of some main differences between what each plan offers:

Lite

Starter

Business

Enterprise

Scheduling range

1 week out

8 weeks out

12 weeks out

12 weeks out

Time blocking customization

Default settings

Full customization

Full customization

Full customization

Connected Calendars

Up to 2 connected calendars

Unlimited

Unlimited

Unlimited

Calendar Syncs

Unlimited (12 month range)

Unlimited (12 month range)

Unlimited (12 month range)

Focus Time

Unlimited

Unlimited

Unlimited

Habits

1 Habit

Unlimited

Unlimited

Unlimited

Smart Meetings

3 as organizer

Unlimited

Unlimited

Scheduling Links

1 personal Scheduling Link

3 Scheduling Links

Unlimited

Unlimited

Team Scheduling Links support

✅

✅

✅

Tasks

✅

✅

✅

✅

Custom Scheduling Hours

✅

✅

✅

Google Tasks integration

✅

✅

✅

✅

Todoist integration

✅

✅

✅

Asana integration

✅

✅

✅

ClickUp integration

✅

✅

✅

Jira integration

✅

✅

✅

Linear integration

✅

✅

✅

Slack Status Sync

Basic sync

✅

✅

Company-wide status templates

Buffer Time & breaks

✅

✅

✅

Google Calendar & Gmail add-on

✅

✅

✅

✅

Security reviews

✅

✅

SSO & SCIM user provisioning

✅

Pricing & plans FAQ

Here are some frequently asked questions.

Do I have to purchase a minimum number of seats?

There is no minimum required number of seats required for purchasing a Starter or Business plan, but Enterprise requires a minimum purchase of 100 seats. For example, if you’re an individual user, you can purchase Starter or Business for yourself. Similarly, if you’re a team of 8, you can purchase Business for the group.

Can I mix and match plans?

In order to upgrade to a paid subscription, all users on the team must be on the same plan type. This ensures that everyone on the team has access to the same features and product experience. In other words, if you have 10 members on your team and want to purchase the Starter plan, you will need to purchase 10 seats on a Starter plan.

Can I pick monthly billing?

You can opt to sign up for a month-to-month version of Starter or Business when checking out, or you can opt for an annual commitment to save 29% on your plan. Our Enterprise plans are annual only.

Do you have discounts for Reclaim?

As mentioned above, you can save 29% when you select annual billing vs. monthly on our paid plans. We’re happy to work with you and your team to find the right fit for your needs.

Additionally, we also offer discounts for those switching to Reclaim from Motion or Clockwise, as well as discounts for education and nonprofit use cases.

What if I am on an old plan?

Currently on a Free, Pro, or Team plan? Learn more about our Legacy plans in this help doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"We offer a variety of plans for to find the best fit for you and your team's scheduling needs! This help doc will walk you through how our pricing and plans work. \nWhat kinds of plans are available? Reclaim offers different plans based on your team size, and included features and capabilities. \nReclaim plans Lite is available for any single user at no cost to help you take back control of your calendar with essential smart time blocking features. Starter is for teams with up to 10 seats who are looking to optimize their meetings and get more focus time on the calendar. Business is for teams with up to 100 seats, and is our most popular plan for companies who are prioritizing productivity and work-life balance for employees. Enterprise is for teams of more than 100 seats, for organizations who need enterprise-grade support & security. What features are included in each plan? Please visit our pricing page for an in-depth view of the differences between plans, but here’s an overview of some main differences between what each plan offers: \n Lite Starter Business Enterprise Scheduling range 1 week out 8 weeks out 12 weeks out 12 weeks out Time blocking customization Default settings Full customization Full customization Full customization Connected Calendars Up to 2 connected calendars Unlimited Unlimited Unlimited Calendar Syncs \n Unlimited (12 month range) Unlimited (12 month range) Unlimited (12 month range) Focus Time \n Unlimited Unlimited Unlimited Habits 1 Habit Unlimited Unlimited Unlimited Smart Meetings \n 3 as organizer Unlimited Unlimited Scheduling Links 1 personal Scheduling Link 3 Scheduling Links Unlimited Unlimited Team Scheduling Links support \n ✅ ✅ ✅ Tasks ✅ ✅ ✅ ✅ Custom Scheduling Hours \n ✅ ✅ ✅ Google Tasks integration ✅ ✅ ✅ ✅ Todoist integration \n ✅ ✅ ✅ Asana integration \n ✅ ✅ ✅ ClickUp integration \n ✅ ✅ ✅ Jira integration \n ✅ ✅ ✅ Linear integration \n ✅ ✅ ✅ Slack Status Sync Basic sync ✅ ✅ Company-wide status templates Buffer Time & breaks \n ✅ ✅ ✅ Google Calendar & Gmail add-on ✅ ✅ ✅ ✅ Security reviews \n \n ✅ ✅ SSO & SCIM user provisioning \n \n \n ✅ \n \nPricing & plans FAQ Here are some frequently asked questions. \nDo I have to purchase a minimum number of seats? \nThere is no minimum required number of seats required for purchasing a Starter or Business plan, but Enterprise requires a minimum purchase of 100 seats. For example, if you’re an individual user, you can purchase Starter or Business for yourself. Similarly, if you’re a team of 8, you can purchase Business for the group. \n \nCan I mix and match plans? \nIn order to upgrade to a paid subscription, all users on the team must be on the same plan type. This ensures that everyone on the team has access to the same features and product experience. In other words, if you have 10 members on your team and want to purchase the Starter plan, you will need to purchase 10 seats on a Starter plan. \nCan I pick monthly billing? \nYou can opt to sign up for a month-to-month version of Starter or Business when checking out, or you can opt for an annual commitment to save 29% on your plan. Our Enterprise plans are annual only. \nDo you have discounts for Reclaim? \nAs mentioned above, you can save 29% when you select annual billing vs. monthly on our paid plans. We’re happy to work with you and your team to find the right fit for your needs. \nAdditionally, we also offer discounts for those switching to Reclaim from Motion or Clockwise, as well as discounts for education and nonprofit use cases. \n \nWhat if I am on an old plan? \nCurrently on a Free, Pro, or Team plan? Learn more about our Legacy plans in this help doc.","heading":"","is_live":true,"id":155300,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6405975","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Do my attendees have to use Reclaim to be invited to Smart Meetings?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6418105-do-my-attendees-have-to-use-reclaim-to-be-invited-to-smart-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

All Reclaim users can organize Smart Meetings — meaning you create a new recurring Smart Meeting, set the preferences for the event, and invite other attendees to that recurring meeting. Lite users are limited to creating one Smart Meeting as the organizer, Starter plan users can create up to three, and Business or Enterprise plans can organize unlimited Smart Meetings learn more about feature access across plans here.

While there are some limits to how many Smart Meetings you can create as an organizer, anyone can be invited to unlimited Smart Meetings regardless of Reclaim membership or subscription status.

Inviting others to Smart Meetings

When creating a Smart Meeting, you will be able to invite other attendees to your meeting. You can invite anyone to a Smart Meeting as long as you have their email address and Reclaim will begin scheduling the meeting.

In order to maximize the benefits of smart scheduling via Reclaim, are a few things to understand so Smart Meetings can schedule at the best time for everyone.

If they are a Reclaim user/have shared their calendar with you

If the person you are inviting is:

Reclaim will already have access to their calendar availability and their timezone. If they are a Reclaim user, your Smart Meeting will also be able to schedule around their Hours preferences and other Priorities set in Reclaim.

The view you'll see if your invitee meets any of the above criteria will look like this:

Note: If the invitee is within your company, you will likely already have the necessary visibility settings to see things like their availability and timezone.

If Reclaim does not have calendar visibility

If the invitee does not meet the above criteria (aka: is not a Reclaim user, or has not shared necessary calendar visibility with you) you'll see a notification when you add them as an attendee to your Smart Meeting:

What this means is Reclaim does not have visibility into their calendar to accurately schedule around their availability or timezone. You can still send them an invite to the Smart Meeting, but Reclaim's scheduling engine won't be able to accurately consider their preferences to find the best time to meet.

Options for non-Reclaim users

There a few options to improve the scheduling experience for non-Reclaim users:

Sign up for Reclaim

The easiest way to get the most out of smart scheduling is to have your attendee sign up for a free Reclaim account, connect their calendar, and set their own Meeting Hours.

Invite them to your team

If they are a part of your company, you can can also invite them to your team so they can sign up, connect their calendar, set their own Meeting Hours, plus get more team benefits. Learn more about adding team members in this doc.

Share their calendar

If your attendee doesn't want to sign up for Reclaim, they can share their calendar with you in Google Calendar to provide more context to their availability.

How to share a calendar in Google Calendar:

  1. Have them navigate to their Google Calendar.

  2. In the left hand sidebar, under 'My calendars' click the three-dot menu to pull up additional options.
    ​

  3. Select 'Settings and sharing'.

  4. Under 'Share with specific people or groups', click '+ Add people and groups' and add your primary email (as the organizer).
    ​

  5. They'll need to share at least \"See only free/busy\" visibility. This will show their calendar events as either 'Free' or 'Busy' to Reclaim and you, if you were viewing their schedule.

How to share a calendar in Outlook:

  1. Have them navigate to their Outlook calendar

  2. In the left hand sidebar, under 'Calendars' click the three-dot menu to pull up additional options.
    ​

  3. Select 'Sharing and permissions'

  4. They will then need to set the calendar to share all details with either the organization, or with you directly:
    ​

By having both participants provide access to their calendars as part of scheduling a Smart Meeting, Reclaim can accurately schedule around the attendees' timezone as well as their availability to avoid overbooking another event, for example.

Why sign up for Reclaim?

It's important for Reclaim to have access to both participants' calendars so meetings can be accurately and consistently scheduled across a variety of factors.

While having basic visibility access can be enough to get a meeting scheduled when everyone is available, there are more powerful benefits to creating a free Reclaim account as an attendee:

Customized scheduling Hours

Reclaim lets users customize their own Meeting Hours so Reclaim can schedule Smart Meetings around everyone's unique preferences to find the best time to connect.

This is something that is impossible to get from Google natively without having users set it in Reclaim, as Google Calendar doesn't offer any kind of API for its working hours feature.

Set priorities on your calendar

You can maximize collaboration and productivity with even more AI-powered scheduling features by Reclaim. Auto-schedule smart events like Habits, Tasks, breaks, and share your availability via Scheduling Links.

Plus, what’s magical about Reclaim is that it’s priority-aware. This means that it can not only schedule over free times that are mutually available for Smart Meetings – it can actually over-schedule over lower-priority items and resolve conflicts automatically to create more flexibility. Learn more about getting started with Reclaim.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"All Reclaim users can organize Smart Meetings — meaning you create a new recurring Smart Meeting, set the preferences for the event, and invite other attendees to that recurring meeting. Lite users are limited to creating one Smart Meeting as the organizer, Starter plan users can create up to three, and Business or Enterprise plans can organize unlimited Smart Meetings learn more about feature access across plans here. \nWhile there are some limits to how many Smart Meetings you can create as an organizer, anyone can be invited to unlimited Smart Meetings regardless of Reclaim membership or subscription status. \nInviting others to Smart Meetings When creating a Smart Meeting, you will be able to invite other attendees to your meeting. You can invite anyone to a Smart Meeting as long as you have their email address and Reclaim will begin scheduling the meeting. \nIn order to maximize the benefits of smart scheduling via Reclaim, are a few things to understand so Smart Meetings can schedule at the best time for everyone. \nIf they are a Reclaim user/have shared their calendar with you If the person you are inviting is: A Reclaim user; On your Reclaim team; Or has shared at least shared 'See free/busy visibility' with you via Google Calendar Reclaim will already have access to their calendar availability and their timezone. If they are a Reclaim user, your Smart Meeting will also be able to schedule around their Hours preferences and other Priorities set in Reclaim. \nThe view you'll see if your invitee meets any of the above criteria will look like this: \n \nNote: If the invitee is within your company, you will likely already have the necessary visibility settings to see things like their availability and timezone. \nIf Reclaim does not have calendar visibility If the invitee does not meet the above criteria (aka: is not a Reclaim user, or has not shared necessary calendar visibility with you) you'll see a notification when you add them as an attendee to your Smart Meeting: \n \nWhat this means is Reclaim does not have visibility into their calendar to accurately schedule around their availability or timezone. You can still send them an invite to the Smart Meeting, but Reclaim's scheduling engine won't be able to accurately consider their preferences to find the best time to meet. \nOptions for non-Reclaim users There a few options to improve the scheduling experience for non-Reclaim users: \nSign up for Reclaim The easiest way to get the most out of smart scheduling is to have your attendee sign up for a free Reclaim account, connect their calendar, and set their own Meeting Hours. \nInvite them to your team If they are a part of your company, you can can also invite them to your team so they can sign up, connect their calendar, set their own Meeting Hours, plus get more team benefits. Learn more about adding team members in this doc. \nShare their calendar If your attendee doesn't want to sign up for Reclaim, they can share their calendar with you in Google Calendar to provide more context to their availability. \nHow to share a calendar in Google Calendar: Have them navigate to their Google Calendar. In the left hand sidebar, under 'My calendars' click the three-dot menu to pull up additional options.​ \n Select 'Settings and sharing'. Under 'Share with specific people or groups', click '+ Add people and groups' and add your primary email (as the organizer). ​ \n They'll need to share at least \"See only free/busy\" visibility. This will show their calendar events as either 'Free' or 'Busy' to Reclaim and you, if you were viewing their schedule. How to share a calendar in Outlook: Have them navigate to their Outlook calendar In the left hand sidebar, under 'Calendars' click the three-dot menu to pull up additional options.​ \n Select 'Sharing and permissions' They will then need to set the calendar to share all details with either the organization, or with you directly:​ \n By having both participants provide access to their calendars as part of scheduling a Smart Meeting, Reclaim can accurately schedule around the attendees' timezone as well as their availability to avoid overbooking another event, for example. \nWhy sign up for Reclaim? It's important for Reclaim to have access to both participants' calendars so meetings can be accurately and consistently scheduled across a variety of factors. \nWhile having basic visibility access can be enough to get a meeting scheduled when everyone is available, there are more powerful benefits to creating a free Reclaim account as an attendee: \nCustomized scheduling Hours Reclaim lets users customize their own Meeting Hours so Reclaim can schedule Smart Meetings around everyone's unique preferences to find the best time to connect. \n \nThis is something that is impossible to get from Google natively without having users set it in Reclaim, as Google Calendar doesn't offer any kind of API for its working hours feature. \nSet priorities on your calendar You can maximize collaboration and productivity with even more AI-powered scheduling features by Reclaim. Auto-schedule smart events like Habits, Tasks, breaks, and share your availability via Scheduling Links. \nPlus, what’s magical about Reclaim is that it’s priority-aware. This means that it can not only schedule over free times that are mutually available for Smart Meetings – it can actually over-schedule over lower-priority items and resolve conflicts automatically to create more flexibility. Learn more about getting started with Reclaim.","heading":"","is_live":true,"id":155299,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6418105","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Setting your date and time format in Reclaim via Google Calendar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6472384-setting-your-date-and-time-format-in-reclaim-via-google-calendar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim uses the time and date format settings associated with your main account's email address.

Available date formats

Available time formats

Manage your date and time format configuration by navigating to Google Calendar > Settings > Language and region.

You may need to change the language from English (UK) to English (US) if you would like the date format to be MM/DD/YY.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim uses the time and date format settings associated with your main account's email address. \nAvailable date formats mm/dd dd/mm Available time formats 12-hour clock 24-hour clock \nManage your date and time format configuration by navigating to Google Calendar > Settings > Language and region. \n \nYou may need to change the language from English (UK) to English (US) if you would like the date format to be MM/DD/YY.","heading":"","is_live":true,"id":155296,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6472384","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to stop Reclaim events from moving using locks","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6473767-how-to-stop-reclaim-events-from-moving-using-locks","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Sometimes you may want Reclaim to stop moving events around, and ensure that your Task Event, Habit Event, Focus Time, or Smart Meetings stay in place so they don't reschedule at the last minute. Reclaim addresses this by allowing you to \"lock\" events, either manually or automatically.

Locking an event means:

When events lock automatically

By default, Reclaim will automatically lock your Smart Meetings at 4am in your local timezone at the beginning of the day so that they don't move around the day-of.

You can adjust your Auto-lock settings in Reclaim as shown below:

Events will also automatically lock anytime they are manually rescheduled by you, or if you change anything about the event directly in Google Calendar or Outlook Calendar. This allows you to tell Reclaim that you want to do something at a specific time without worrying about Reclaim trying to fight with you about it.

Read more here to learn about auto-locking for events.

Manually locking and unlocking events

Task Events, Habit Instances, and Smart 1:1s can be locked and unlocked manually from either the Planner or Google Calendar add-on.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Sometimes you may want Reclaim to stop moving events around, and ensure that your Task Event, Habit Event, Focus Time, or Smart Meetings stay in place so they don't reschedule at the last minute. Reclaim addresses this by allowing you to \"lock\" events, either manually or automatically. \nLocking an event means: The event will show as Busy to others, and Reclaim will no longer automatically reschedule the event, even if it gets overbooked by another event. \nWhen events lock automatically By default, Reclaim will automatically lock your Smart Meetings at 4am in your local timezone at the beginning of the day so that they don't move around the day-of. \nYou can adjust your Auto-lock settings in Reclaim as shown below: \n \n \nEvents will also automatically lock anytime they are manually rescheduled by you, or if you change anything about the event directly in Google Calendar or Outlook Calendar. This allows you to tell Reclaim that you want to do something at a specific time without worrying about Reclaim trying to fight with you about it. \nRead more here to learn about auto-locking for events. \nManually locking and unlocking events Task Events, Habit Instances, and Smart 1:1s can be locked and unlocked manually from either the Planner or Google Calendar add-on. Lock/Unlock from the Planner Lock/Unlock from the Google Calendar add-on","heading":"","is_live":true,"id":155294,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6473767","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why are my Reclaim events scheduling at the wrong hours?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6483642-why-are-my-reclaim-events-scheduling-at-the-wrong-hours","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

As noted in this doc, Reclaim uses your browser timezone to set your home timezone, and also uses it to alert you when your browser timezone has changed to have you set travel timezones.

If you're finding that your Reclaim events are scheduling during weird hours or not scheduling in the proper timezone, it is likely due to one of two causes:

  1. Your browser is reporting the wrong timezone (likely UTC) due to a browser extension or privacy setting in your browser.

  2. You still have a travel timezone active that you set that needs to be deleted.

To address this issue, perform these troubleshooting steps:

  1. Check your timezone settings and see what's being reported as your Home timezone. If it's not set correctly, adjust it to the timezone you'd like to use.

  2. In your timezone settings, check Travel timezones and see if there are any travel timezones active. Delete any travel timezones that might still be active, as those are what Reclaim is using to schedule your events.

  3. If none of the steps work above, or if you are finding that your timezone continually gets set to the wrong setting, try disabling browser extensions or using an Incognito session in Chrome to access Reclaim. If that addresses the issue, then it's likely an extension or browser issue is causing the problem.

You can always reach out to Support if you have any concerns or questions that you've been unable to resolve with timezones.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"As noted in this doc, Reclaim uses your browser timezone to set your home timezone, and also uses it to alert you when your browser timezone has changed to have you set travel timezones. \nIf you're finding that your Reclaim events are scheduling during weird hours or not scheduling in the proper timezone, it is likely due to one of two causes: Your browser is reporting the wrong timezone (likely UTC) due to a browser extension or privacy setting in your browser. You still have a travel timezone active that you set that needs to be deleted. To address this issue, perform these troubleshooting steps: Check your timezone settings and see what's being reported as your Home timezone. If it's not set correctly, adjust it to the timezone you'd like to use. In your timezone settings, check Travel timezones and see if there are any travel timezones active. Delete any travel timezones that might still be active, as those are what Reclaim is using to schedule your events. If none of the steps work above, or if you are finding that your timezone continually gets set to the wrong setting, try disabling browser extensions or using an Incognito session in Chrome to access Reclaim. If that addresses the issue, then it's likely an extension or browser issue is causing the problem. You can always reach out to Support if you have any concerns or questions that you've been unable to resolve with timezones.","heading":"","is_live":true,"id":155272,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6483642","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Is Reclaim SOC2 certified?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6483885-is-reclaim-soc2-certified","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim is SOC2 Type II certified as of September 2023. SOC2 Type II is the highest standard for security certification and compliance, and we're proud to have achieved it. Our auditor is A-Lign, who is also the auditor for many other recognized technology companies.

If you're an IT or security representative for your company and are interested in getting more information about our SOC2 Type II report, please contact us (infosec@reclaim.ai). You can also visit our Trust Center to request a copy of our SOC2 Type II Report and for more information and details about our security and compliance efforts.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim is SOC2 Type II certified as of September 2023. SOC2 Type II is the highest standard for security certification and compliance, and we're proud to have achieved it. Our auditor is A-Lign, who is also the auditor for many other recognized technology companies. \nIf you're an IT or security representative for your company and are interested in getting more information about our SOC2 Type II report, please contact us (infosec@reclaim.ai). You can also visit our Trust Center to request a copy of our SOC2 Type II Report and for more information and details about our security and compliance efforts.","heading":"","is_live":true,"id":155271,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6483885","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to use Priorities to control Smart Meetings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6493735-how-to-use-priorities-to-control-smart-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim allows you to set universal Priorities for all your events, so your limited time is always dedicated to the things that matter most. Prioritizing your Smart Meetings ensures that you always have time for your important meetings, around everything else you have going on during the week.

Here's how you can leverage Priorities for your Smart Meetings.

Priorities for Smart Meetings

You can set the priority level for your Smart Meetings from Critical (P1) to Low priority (P4).

Priority levels for Smart Meetings:

Note: Smart Meetings will never overbook Scheduling Link events or non-Reclaim created events – even if that Smart Meeting is a higher priority level.

How Reclaim prioritizes Smart Meetings

Reclaim will auto-schedule your Smart Meeting according to the priority level you set, you and your attendees availability to meet, and the scheduling preferences you set for the meeting like frequency, duration, and Scheduling Hours (learn about creating Smart Meetings in the overview doc).
​

Your Smart Meetings will schedule before lower-priority events on your calendar. For example, Critical Smart Meetings will schedule before high priority, medium priority, and low priority Smart Meetings, as well as lower-priority Habits and Tasks. This ensures that you can always make time for your important meetings as your calendar books up.

If your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability.

You can learn more about how Reclaim's prioritization system works in the Priorities overview doc.

How to prioritize your Smart Meetings

You can set the priority level for your Smart Meetings in a few different ways:

By default, all new Smart Meetings will be set to High Priority (P2).

Currently, only the Smart Meeting organizer can set the priority level for meetings. The invitees’ Smart Meeting will schedule as a Critical (P1) priority event, even if the organizer sets it as a lower priority for themselves.

Intelligent priority boosts

Smart Meetings help you find time for meetings that have been subject to conflicts and cancelations, so your lower-priority meetings don't fall through the cracks over the course of busy weeks. Reclaim does this by \"boosting\" the priority of lower-priority meetings if it detects that they've been skipped or missed for several weeks in a row.

For example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim allows you to set universal Priorities for all your events, so your limited time is always dedicated to the things that matter most. Prioritizing your Smart Meetings ensures that you always have time for your important meetings, around everything else you have going on during the week. \nHere's how you can leverage Priorities for your Smart Meetings. \nPriorities for Smart Meetings You can set the priority level for your Smart Meetings from Critical (P1) to Low priority (P4). \nPriority levels for Smart Meetings: Critical (P1): Reclaim will schedule Critical Smart Meetings before lower-priority Smart Meetings. These can also overbook lower-priority Smart Meetings, Tasks, and Habits as your calendar books up. High priority (P2): High priority Smart Meetings will be prioritized before Medium and Low priority Reclaim events, and can be overbooked by Critical events. Medium priority (P3): Medium priority Smart Meetings will be prioritized before Low priority Reclaim events, and can be overbooked by Medium - Critical priority events. Low priority (P4): Low priority Smart Meetings will be prioritized last, around your availability, and can be overbooked by your higher-priority items. Note: Smart Meetings will never overbook Scheduling Link events or non-Reclaim created events – even if that Smart Meeting is a higher priority level. \nHow Reclaim prioritizes Smart Meetings Reclaim will auto-schedule your Smart Meeting according to the priority level you set, you and your attendees availability to meet, and the scheduling preferences you set for the meeting like frequency, duration, and Scheduling Hours (learn about creating Smart Meetings in the overview doc).​ \nYour Smart Meetings will schedule before lower-priority events on your calendar. For example, Critical Smart Meetings will schedule before high priority, medium priority, and low priority Smart Meetings, as well as lower-priority Habits and Tasks. This ensures that you can always make time for your important meetings as your calendar books up. \nIf your smart events have the same priority level, Reclaim will prioritize scheduling your Smart Meetings first, Habits second, and Tasks third based on your availability. \nYou can learn more about how Reclaim's prioritization system works in the Priorities overview doc. \nHow to prioritize your Smart Meetings \nYou can set the priority level for your Smart Meetings in a few different ways: Creating new Smart Meetings: Set the priority when creating a new Smart Meeting from the 'Priority' dropdown on the create form. Smart Meetings page: Click the 'bar' icon 📶 on your existing Smart Meetings from the Smart Meetings page in Reclaim to edit the priority level. Planner: Open the 'Priorities' tab in the right-hand sidebar of the Planner. Click the 'bar' icon 📶 on a Smart Meetings to edit the priority level. Priorities page: Click the 'bar' icon 📶 on a Smart Meeting to update the priority, or drag-and-drop your meetings to a new priority level from the Priorities page. By default, all new Smart Meetings will be set to High Priority (P2). Currently, only the Smart Meeting organizer can set the priority level for meetings. The invitees’ Smart Meeting will schedule as a Critical (P1) priority event, even if the organizer sets it as a lower priority for themselves. \nIntelligent priority boosts Smart Meetings help you find time for meetings that have been subject to conflicts and cancelations, so your lower-priority meetings don't fall through the cracks over the course of busy weeks. Reclaim does this by \"boosting\" the priority of lower-priority meetings if it detects that they've been skipped or missed for several weeks in a row. \nFor example, a Medium Priority weekly meeting will automatically be prioritized as a High Priority if missed the previous week, and then Critical Priority if missed two weeks in a row.","heading":"","is_live":true,"id":155264,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6493735","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why are my Smart Meetings not scheduling?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6493804-why-are-my-smart-meetings-not-scheduling","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Smart Meetings schedule around you and your attendees's mutual availability, timezones, and Hours.

If you're finding that a Smart Meetings isn't scheduling, or if you're seeing a conflict warning on your event – the most common culprit is limited availability. Let's take a look at how to troubleshoot your Smart Meeting scheduling.

How to create more availability for Smart Meetings

Smart Meetings make it easy to auto-schedule recurring meetings at the best time for everyone on the invite. Depending on preferences, time zones, and availability – it's possible there will be instances where Reclaim can't find time for everyone to meet around the preferences you've set for the Smart Meeting. If there's an issue with a meeting, you'll see it highlighted in the 'Needs attention' tab.

There are a few ways to troubleshoot this issue and create more availability for your Smart Meeting to schedule.

Adjust hours

When viewing your Smart Meeting in Reclaim, you'll see an availability map across all the attendees hours and timezones. This gives a visual representation of overlap across everyone's calendar.

If you are the organizer of the meeting, there are a two ways to adjust the hours for the meeting if there isn't enough overlap (green):

  1. Contact your attendees and ask them to expand their meeting hours in Reclaim.

  2. If you've customized 'One-off' meeting times for attendees, make sure both the organizer and attendee have overlapping hours.

Optimize availability

If there is overlap across hours but the Smart Meeting is still having difficulty scheduling, it's likely due to a lack of availability across everyone's busy calendar. There are a few ways to create more flexibility for your Smart Meetings to schedule:

Priority settings

As the organizer of the meeting, you are in control of the priority setting for that meeting across everyone's calendar. If you're finding that the meeting isn't scheduling, consider turning up the level of the event. Alternatively, review the rest of your Smart Meetings to see if you have too many competing high-priority events during the week.

You can learn more about how Priorities work for Smart Meetings in this doc.

Optional attendees

You can set attendees to 'Optional' by toggling the stay (*) icon. Setting an attendee to optional will exclude their availability from being considered when Reclaim schedules a Smart Meeting.

This gives you more flexibility in cases where you have a meeting that includes people with super packed schedules, or those attendees who don't have to be there.

Optional attendees will still be included on the meeting invite as a 'Maybe' RSVP. That way, they can make the executive decision to adjust their calendar to attend, or just have the reassurance that the meeting was scheduled if they don't need to be there.

Min/max duration

You can set a minimum and maximum duration for your Smart Meetings to allow more flexibility to touch base on busy weeks. For example, you can set a meeting to be ideally be 1 hour (max), but you might be happy to connect for just 15 minutes rather than miss the meeting altogether (min).

Reclaim will try to book the max time but, say, if only 20 minutes are available across all attendees schedules that week – it'll lock in that time so the meeting can still happen.
​

No-risk automatic scheduling

Auto-scheduling your recurring meetings doesn't mean events just fall through the cracks if Reclaim can't find a time for them.

You can set your Smart Meetings to stay on the calendar when Reclaim can't find time for them. These events will be scheduled at the ideal time and marked with a warning emoji (⚠️) so you can take action to either accommodate the meeting, or cancel it.

This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if Reclaim can't find time for that instance.

Change log

Additionally, you can always select 'View change log' on any Smart Meeting event and get a deeper look to see why it got rescheduled or skipped due to a conflict.

Email notifications

You can also manage the email notifications you and/or your attendees receive for Smart Meetings so you're always on top of scheduling updates:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Smart Meetings schedule around you and your attendees's mutual availability, timezones, and Hours. \nIf you're finding that a Smart Meetings isn't scheduling, or if you're seeing a conflict warning on your event – the most common culprit is limited availability. Let's take a look at how to troubleshoot your Smart Meeting scheduling. \n \n \nHow to create more availability for Smart Meetings Smart Meetings make it easy to auto-schedule recurring meetings at the best time for everyone on the invite. Depending on preferences, time zones, and availability – it's possible there will be instances where Reclaim can't find time for everyone to meet around the preferences you've set for the Smart Meeting. If there's an issue with a meeting, you'll see it highlighted in the 'Needs attention' tab. \nThere are a few ways to troubleshoot this issue and create more availability for your Smart Meeting to schedule. \nAdjust hours When viewing your Smart Meeting in Reclaim, you'll see an availability map across all the attendees hours and timezones. This gives a visual representation of overlap across everyone's calendar. \n \nIf you are the organizer of the meeting, there are a two ways to adjust the hours for the meeting if there isn't enough overlap (green): Contact your attendees and ask them to expand their meeting hours in Reclaim. If you've customized 'One-off' meeting times for attendees, make sure both the organizer and attendee have overlapping hours. \nOptimize availability If there is overlap across hours but the Smart Meeting is still having difficulty scheduling, it's likely due to a lack of availability across everyone's busy calendar. There are a few ways to create more flexibility for your Smart Meetings to schedule: \nPriority settings As the organizer of the meeting, you are in control of the priority setting for that meeting across everyone's calendar. If you're finding that the meeting isn't scheduling, consider turning up the level of the event. Alternatively, review the rest of your Smart Meetings to see if you have too many competing high-priority events during the week. \n \nYou can learn more about how Priorities work for Smart Meetings in this doc. \nOptional attendees You can set attendees to 'Optional' by toggling the stay (*) icon. Setting an attendee to optional will exclude their availability from being considered when Reclaim schedules a Smart Meeting. \nThis gives you more flexibility in cases where you have a meeting that includes people with super packed schedules, or those attendees who don't have to be there. \n \nOptional attendees will still be included on the meeting invite as a 'Maybe' RSVP. That way, they can make the executive decision to adjust their calendar to attend, or just have the reassurance that the meeting was scheduled if they don't need to be there. \nMin/max duration You can set a minimum and maximum duration for your Smart Meetings to allow more flexibility to touch base on busy weeks. For example, you can set a meeting to be ideally be 1 hour (max), but you might be happy to connect for just 15 minutes rather than miss the meeting altogether (min). \nReclaim will try to book the max time but, say, if only 20 minutes are available across all attendees schedules that week – it'll lock in that time so the meeting can still happen.​ No-risk automatic scheduling Auto-scheduling your recurring meetings doesn't mean events just fall through the cracks if Reclaim can't find a time for them. \nYou can set your Smart Meetings to stay on the calendar when Reclaim can't find time for them. These events will be scheduled at the ideal time and marked with a warning emoji (⚠️) so you can take action to either accommodate the meeting, or cancel it. \n \nThis is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if Reclaim can't find time for that instance. \nChange log Additionally, you can always select 'View change log' on any Smart Meeting event and get a deeper look to see why it got rescheduled or skipped due to a conflict. \n \nEmail notifications You can also manage the email notifications you and/or your attendees receive for Smart Meetings so you're always on top of scheduling updates: At-Risk Smart Meetings: A daily digest of upcoming Smart Meetings that are at risk of not being scheduled in the next 2 weeks. New Meetings Detected (coming soon): Receive an email every 2 weeks when Reclaim finds new recurring meetings on your calendar that could be converted to Smart Meetings. Send Updates for Meeting Changes: Notify attendees when meetings are moved, rescheduled, or canceled using standard Google Calendar notification emails.​","heading":"","is_live":true,"id":155262,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6493804","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sync ClickUp tasks to your Reclaim Scheduling Hours","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6496374-sync-clickup-tasks-to-your-reclaim-scheduling-hours","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you have your ClickUp integration set up, you can specify which Hours you want your ClickUp items to sync to. Choose from your default Personal or Work Hours, or create new Custom Hours to auto-schedule events at specific days and times.

Sync ClickUp tasks to Work or Personal Hours

To specify which hours your ClickUp tasks sync to, you can configure the sync rules for ClickUp tasks from your integration settings page in the app from Settings > Integrations > ClickUp settings.

Default ClickUp labels by Reclaim

Reclaim creates two default tags upon installation of the integration: one to sync tasks to your Personal Hours with the tag reclaim_personal and another to sync tasks to your Working Hours with the tag Reclaim. Tagging a task in ClickUp with these tags will schedule them to the specified Hours.

You can choose to delete these once you have your integration set up and use your own tags instead.

Adding custom ClickUp tags

The labels you can select from are synced from ClickUp, so if you want to additional tags to organize your tasks, you will need to create those in ClickUp.

You can create new tags in ClickUp by clicking the 'tag' icon on an item and searching for or creating a new tag.

Create new sync rules

Set up additional rules for how Reclaim syncs your ClickUp tasks by clicking + Add rule at the bottom left.

​Then, configure the rule for which spaces and tags it should apply to, and select the Hours you'd like these tasks to schedule during.

Space(s) selected

Space(s) selected

Includes tag(s)

Sync items in the selected spaces also tagged with the set label.

Sync all items including the selected tag.

No tag selected

Sync all items in the selected spaces, without a tag.

⚠️ Rules must have at least one space and/or tag selected to sync items.

Sync ClickUp tasks to Custom Hours

Beyond scheduling your ClickUp tasks to just your Work and Personal Hours — you can use Custom Hours to build out additional options for specific days or time ranges you want to schedule certain ClickUp items. This is a great way to day theme your calendar.

💡 Use case: Deep and shallow work for ClickUp tasks

For an example of how you can use sync rules to automatically day theme your calendar, let's walkthrough how you can organize your ClickUp tasks to automatically schedule in the calendar for deep work or shallow work times.

Step 1: Set up Custom Hours for deep and shallow work

  1. Navigate to your Hours Settings in the Reclaim app.

  2. Click the + Custom Hours button.

  3. Enter a name (ex. \"Deep Work\" \"Deep Focus Hours,\" etc.).

  4. Add a description for your Custom Hours.

  5. Select the smart calendar events you would like to schedule during these hours (for deep work, consider selecting longer time ranges so you can get into a flow state for demanding tasks).

  6. Hit Create and select the days and time ranges you want to schedule items for deep work.

  7. Repeat the process to create another Custom Hours policy for when you want to schedule shallow work.

Step 2: Create Tags in ClickUp

Once you have these custom time policies in place, you can use ‘tags’ to categorize your ClickUp tasks, and Reclaim will schedule them in your specified deep work or shallow work hours:

  1. In the ClickUp dashboard of your integrated Space, create a new task.

  2. Above the task name, click the \"Edit tags\" button.

  3. Create two tags for your deep work and shallow work (ex. \"deep_work\" and \"shallow_work\").

  4. Give your task the appropriate tag based on the type of work it is.

  5. Click the \"Assign\" button near the top of the page and assign the task to yourself.

  6. Click the flag icon next to the \"Assign\" button to set the priority of the task (the priority levels will be mapped over to Reclaim).

  7. Click the \"Estimate\" button in the right-hand corner of the task window and enter the estimated time necessary for the task.

  8. Finally, click the calendar icon next to the \"Estimate\" button to add a due date.

Step 3: Set up sync rules in Reclaim

  1. Navigate to Settings > Integrations > ClickUp settings to manage your sync rules.

  2. Click the + Add Rule button.

  3. In the \"Space\" dropdown, select the ClickUp space integrated with Reclaim containing your tasks. (If you are unable to complete this step, check if you've enabled your Tags, Time Estimates, Time Tracking ClickApps (learn more in the overview doc).

  4. In the \"Tag\" dropdown, select your deep work tag.

  5. In the \"Hours\" dropdown, select your deep work Custom Hours.

  6. Repeat these steps above for the shallow work tag and Hours.

Your tagged ClickUp tasks will automatically schedule to your select Hours according to your sync rules!

Learn how to auto-schedule your ClickUp tasks to specific days and/or time ranges for deep and shallow work using sync rules and Custom Hours.

*Custom Hours are available on all paid plans.

Set fallback rules for synced ClickUp tasks

If for any reason your ClickUp tasks can't by synced to the rules you have set up (for example, if no ClickUp tasks fit your rules, or a tag is deleted) — you can set up fallback rules for how you want Reclaim to handle scheduling.

Under \"If the above rules aren't a match...\" select:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you have your ClickUp integration set up, you can specify which Hours you want your ClickUp items to sync to. Choose from your default Personal or Work Hours, or create new Custom Hours to auto-schedule events at specific days and times. \nSync ClickUp tasks to Work or Personal Hours To specify which hours your ClickUp tasks sync to, you can configure the sync rules for ClickUp tasks from your integration settings page in the app from Settings > Integrations > ClickUp settings. \n \nDefault ClickUp labels by Reclaim Reclaim creates two default tags upon installation of the integration: one to sync tasks to your Personal Hours with the tag reclaim_personal and another to sync tasks to your Working Hours with the tag Reclaim . Tagging a task in ClickUp with these tags will schedule them to the specified Hours. \nYou can choose to delete these once you have your integration set up and use your own tags instead. \nAdding custom ClickUp tags The labels you can select from are synced from ClickUp, so if you want to additional tags to organize your tasks, you will need to create those in ClickUp. You can create new tags in ClickUp by clicking the 'tag' icon on an item and searching for or creating a new tag. \n \nCreate new sync rules Set up additional rules for how Reclaim syncs your ClickUp tasks by clicking + Add rule at the bottom left. \n \n​Then, configure the rule for which spaces and tags it should apply to, and select the Hours you'd like these tasks to schedule during. \n Space(s) selected Space(s) selected Includes tag(s) Sync items in the selected spaces also tagged with the set label. Sync all items including the selected tag. No tag selected Sync all items in the selected spaces, without a tag. ⚠️ Rules must have at least one space and/or tag selected to sync items. Sync ClickUp tasks to Custom Hours Beyond scheduling your ClickUp tasks to just your Work and Personal Hours — you can use Custom Hours to build out additional options for specific days or time ranges you want to schedule certain ClickUp items. This is a great way to day theme your calendar. \n💡 Use case: Deep and shallow work for ClickUp tasks \nFor an example of how you can use sync rules to automatically day theme your calendar, let's walkthrough how you can organize your ClickUp tasks to automatically schedule in the calendar for deep work or shallow work times. \nStep 1: Set up Custom Hours for deep and shallow work Navigate to your Hours Settings in the Reclaim app. Click the + Custom Hours button. Enter a name (ex. \"Deep Work\" \"Deep Focus Hours,\" etc.). Add a description for your Custom Hours. Select the smart calendar events you would like to schedule during these hours (for deep work, consider selecting longer time ranges so you can get into a flow state for demanding tasks). Hit Create and select the days and time ranges you want to schedule items for deep work. Repeat the process to create another Custom Hours policy for when you want to schedule shallow work. \nStep 2: Create Tags in ClickUp Once you have these custom time policies in place, you can use ‘tags’ to categorize your ClickUp tasks, and Reclaim will schedule them in your specified deep work or shallow work hours: In the ClickUp dashboard of your integrated Space, create a new task. Above the task name, click the \"Edit tags\" button. Create two tags for your deep work and shallow work (ex. \"deep_work\" and \"shallow_work\"). Give your task the appropriate tag based on the type of work it is. Click the \"Assign\" button near the top of the page and assign the task to yourself. Click the flag icon next to the \"Assign\" button to set the priority of the task (the priority levels will be mapped over to Reclaim). Click the \"Estimate\" button in the right-hand corner of the task window and enter the estimated time necessary for the task. Finally, click the calendar icon next to the \"Estimate\" button to add a due date. \nStep 3: Set up sync rules in Reclaim Navigate to Settings > Integrations > ClickUp settings to manage your sync rules. Click the + Add Rule button. In the \"Space\" dropdown, select the ClickUp space integrated with Reclaim containing your tasks. (If you are unable to complete this step, check if you've enabled your Tags, Time Estimates, Time Tracking ClickApps (learn more in the overview doc). In the \"Tag\" dropdown, select your deep work tag. In the \"Hours\" dropdown, select your deep work Custom Hours. Repeat these steps above for the shallow work tag and Hours. \nYour tagged ClickUp tasks will automatically schedule to your select Hours according to your sync rules! \nLearn how to auto-schedule your ClickUp tasks to specific days and/or time ranges for deep and shallow work using sync rules and Custom Hours. *Custom Hours are available on all paid plans. \nSet fallback rules for synced ClickUp tasks If for any reason your ClickUp tasks can't by synced to the rules you have set up (for example, if no ClickUp tasks fit your rules, or a tag is deleted) — you can set up fallback rules for how you want Reclaim to handle scheduling. \nUnder \"If the above rules aren't a match...\" select: Don't sync ClickUp tasks: Reclaim won't schedule synced ClickUp tasks if they don't match your rules. Sync ClickUp tasks during specific hours: Select a default set of Hours you want Reclaim to schedule items if they don't match the specific sync rules you have set","heading":"","is_live":true,"id":155261,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6496374","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Repair a sync issue using the Google Calendar add-on","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6496394-repair-a-sync-issue-using-the-google-calendar-add-on","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The Google Calendar add-on provides context about why an event is or isn't syncing and even runs a diagnostic on each clicked event, offering you the opportunity to run a \"repair\" process if things appear to not be running as expected.

If the Google Calendar add-on detects any issues when clicking on an event, it will offer a notification with Repair button to self-repair an event that is not syncing.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The Google Calendar add-on provides context about why an event is or isn't syncing and even runs a diagnostic on each clicked event, offering you the opportunity to run a \"repair\" process if things appear to not be running as expected. \nIf the Google Calendar add-on detects any issues when clicking on an event, it will offer a notification with Repair button to self-repair an event that is not syncing.","heading":"","is_live":true,"id":155260,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6496394","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Connected Calendar overview","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6516165-connected-calendar-overview","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Connected Calendars are used by Reclaim to check your availability for blocking events, and can be used to schedule Habits, Tasks, and meetings to different calendars.

What is a Connected Calendar?

By default, Reclaim will set the primary calendar of your account's main email as a connected calendar. All your events will schedule to this calendar by default.

You can also add other calendars for Reclaim to check availability across and to schedule specific events to.

How to add a Connected Calendar

You can manage your connected calendars from Settings > Calendars.

Here you'll see your primary calendar, and any additional accounts you've added. You can also click these accounts and select 'Connected calendars' to check any sub-calendars you have created under that Google account, for example.

Any new writable calendar can be added by clicking + Add Account.

You cannot currently select group and resource calendars (e.g., holiday and birthday calendars with IDs such as en.usa#holiday@group.v.calendar.google.com) and/or calendars that Reclaim doesn't have full read and write access to as connected calendars.

Note: Calendar Sync and Connected Calendars are two different things. Calendar Sync duplicates events across calendars to prevent overbookings within your workspace, whereas Connected Calendars will only tell Reclaim which calendars to check when blocking time off.

For more information, check out this doc.

How account changes affect your Connected Calendars

Switching your Main Account

When switching your main account, the primary calendar of your old main email will no longer be a Connected Calendar. The primary calendar of your new main email will become a Connected Calendar.

Downgrading

When downgrading to the free Lite plan, the primary calendar of your main email will continue to be the Connected Calendar. All other Connected Calendars will be disabled.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Connected Calendars are used by Reclaim to check your availability for blocking events, and can be used to schedule Habits, Tasks, and meetings to different calendars. \nWhat is a Connected Calendar? By default, Reclaim will set the primary calendar of your account's main email as a connected calendar. All your events will schedule to this calendar by default. \nYou can also add other calendars for Reclaim to check availability across and to schedule specific events to. \nHow to add a Connected Calendar You can manage your connected calendars from Settings > Calendars. \nHere you'll see your primary calendar, and any additional accounts you've added. You can also click these accounts and select 'Connected calendars' to check any sub-calendars you have created under that Google account, for example. \nAny new writable calendar can be added by clicking + Add Account. You cannot currently select group and resource calendars (e.g., holiday and birthday calendars with IDs such as en.usa#holiday@group.v.calendar.google.com ) and/or calendars that Reclaim doesn't have full read and write access to as connected calendars. Note: Calendar Sync and Connected Calendars are two different things. Calendar Sync duplicates events across calendars to prevent overbookings within your workspace, whereas Connected Calendars will only tell Reclaim which calendars to check when blocking time off. \nFor more information, check out this doc. \nHow account changes affect your Connected Calendars \nSwitching your Main Account When switching your main account, the primary calendar of your old main email will no longer be a Connected Calendar. The primary calendar of your new main email will become a Connected Calendar. \nDowngrading When downgrading to the free Lite plan, the primary calendar of your main email will continue to be the Connected Calendar. All other Connected Calendars will be disabled.","heading":"","is_live":true,"id":155259,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6516165","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"When to use Calendar Sync vs. Connected Calendars","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6516309-when-to-use-calendar-sync-vs-connected-calendars","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Calendar Sync and Connected Calendars are both powerful features that allow you to merge your availability via Reclaim. However, they serve a different set of use cases. Here's a bit more about how they work and why you'd use one over the other.

When to use Calendar Sync

You should use Calendar Sync when you're trying to block events across calendars and prevent others from overbooking you when they view your calendar availability. Calendar Sync will actually create synced copies of events across calendars, and keep those copies up to date when things change.

For example, if someone uses the \"Find a Time\" feature in Google Calendar to find time with you on your work calendar, Calendar Sync can automatically keep your personal calendar events blocked on that calendar to prevent them from booking over personal events – even if they don't have access to your personal calendar or have it shared with them.

Calendar Sync is also super useful if you're managing multiple calendars across clients, side gigs, or other kinds of scenarios where you're dealing with calendars that don't talk to one another.

When to use Connected Calendars

You should use Connected Calendars when you want Reclaim to consider events across multiple calendars (i.e., for scheduling Habits, Tasks, Smart 1:1s and other Reclaim-managed events) but you don't care about blocking events across calendars for the purposes of others booking time with you outside of Reclaim.

For example, you might select your personal calendar as a Connected Calendar so your Tasks and Habits get booked around both your work and personal time, but that won't stop folks from creating events on your work calendar during an event on your personal calendar, unless you also sync those events to your work calendar using Calendar Sync.

The short of it is this: if you care about being overbooked by others who try to find time with you directly via your calendar, use Calendar Sync. If you don't care about being overbooked, and you just want Reclaim to consider your availability across multiple schedules, use Connected Calendars.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Calendar Sync and Connected Calendars are both powerful features that allow you to merge your availability via Reclaim. However, they serve a different set of use cases. Here's a bit more about how they work and why you'd use one over the other. \nWhen to use Calendar Sync You should use Calendar Sync when you're trying to block events across calendars and prevent others from overbooking you when they view your calendar availability. Calendar Sync will actually create synced copies of events across calendars, and keep those copies up to date when things change. \n For example, if someone uses the \"Find a Time\" feature in Google Calendar to find time with you on your work calendar, Calendar Sync can automatically keep your personal calendar events blocked on that calendar to prevent them from booking over personal events – even if they don't have access to your personal calendar or have it shared with them. \nCalendar Sync is also super useful if you're managing multiple calendars across clients, side gigs, or other kinds of scenarios where you're dealing with calendars that don't talk to one another. \nWhen to use Connected Calendars You should use Connected Calendars when you want Reclaim to consider events across multiple calendars (i.e., for scheduling Habits, Tasks, Smart 1:1s and other Reclaim-managed events) but you don't care about blocking events across calendars for the purposes of others booking time with you outside of Reclaim. \nFor example, you might select your personal calendar as a Connected Calendar so your Tasks and Habits get booked around both your work and personal time, but that won't stop folks from creating events on your work calendar during an event on your personal calendar, unless you also sync those events to your work calendar using Calendar Sync. \nThe short of it is this: if you care about being overbooked by others who try to find time with you directly via your calendar, use Calendar Sync. If you don't care about being overbooked, and you just want Reclaim to consider your availability across multiple schedules, use Connected Calendars.","heading":"","is_live":true,"id":155258,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6516309","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to select and manage Connected Calendars","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6516465-how-to-select-and-manage-connected-calendars","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

You can always change which calendars Reclaim uses to check your availability as well as add new emails or accounts containing calendars you want Reclaim to check.

Accessing the Connected Calendars page

You can view and manage your connected calendars in the Reclaim app > Settings> Calendars.

You'll see a list of accounts and calendars that you currently have access to in order to select them as Connected Calendars.

Adding another email/account to select calendars from

If you have another email that contains calendar(s) that you want Reclaim to check for your availability, you can add it by clicking the Add another account button.

This will prompt you to authenticate the account using your credentials. Once you've added the account, you can use the steps below to select connected calendars from it.

Why am I not seeing a calendar?

Certain calendars may not be visible to select. Here are the most common reasons:

Managing connected calendars

Once you have multiple calendars authorized in Reclaim, you'll be able to manage both Connected Calendars and Calendar Syncs from this page. To learn more about the difference between the two use cases, check out this doc.

There are a few actions you can take from here:

You can learn more in our Connected Calendars overview doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"You can always change which calendars Reclaim uses to check your availability as well as add new emails or accounts containing calendars you want Reclaim to check. \nAccessing the Connected Calendars page You can view and manage your connected calendars in the Reclaim app > Settings> Calendars. \nYou'll see a list of accounts and calendars that you currently have access to in order to select them as Connected Calendars. \n \n \nAdding another email/account to select calendars from If you have another email that contains calendar(s) that you want Reclaim to check for your availability, you can add it by clicking the Add another account button. \n \nThis will prompt you to authenticate the account using your credentials. Once you've added the account, you can use the steps below to select connected calendars from it. \nWhy am I not seeing a calendar? Certain calendars may not be visible to select. Here are the most common reasons: Insufficient permissions: Reclaim needs full read and write access to a calendar in order to select is as a connected calendar. Calendars that are set to free/busy only won't be shown in the list. Group or holiday calendars: Reclaim won't pick up certain calendars that are used for groups or holiday tracking like the special Google-provided calendars. Instead, you can create a custom calendar feed that reflects the holidays you'd like to observe and configure it as a Connected Calendar in Reclaim. Already in another account: If the calendar is already present in another connected email, Reclaim won't display it twice. To locate the calendar, check the other connected emails in your Reclaim account. \nManaging connected calendars Once you have multiple calendars authorized in Reclaim, you'll be able to manage both Connected Calendars and Calendar Syncs from this page. To learn more about the difference between the two use cases, check out this doc. \nThere are a few actions you can take from here: Set Connected Calendars: You can 'check' which calendars you want Reclaim to review availability across when scheduling Reclaim-created events. Note: You cannot uncheck a connected calendar that is your primary calendar or one that is actively being used in a sync. New sync: You can set up a new sync between calendars by clicking + New sync. Categorize your calendars to apply consistent color coding and improve classification across Stats for more accurate reporting on how you spend your time, and Slack Status Sync for better status context based on calendar categories. \nYou can learn more in our Connected Calendars overview doc.","heading":"","is_live":true,"id":155257,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6516465","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using Google Workspace service accounts to roll out Reclaim to your enterprise","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6520530-using-google-workspace-service-accounts-to-roll-out-reclaim-to-your-enterprise","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Note: This doc and workflow for setting up Google Workspace service accounts is designed for teams on our Enterprise plan who are implementing Reclaim across their company in conjunction with SSO and SCIM. Please contact support for assistance or questions.

Usually, in order for people to use Reclaim, they need to sign up for the product and connect their calendar in our onboarding. Service accounts allow Google Workspace administrators to give Reclaim permissions at a workspace level and automatically onboard users leveraging our API. This document will cover what a service account is, how to set one up for use with Reclaim, and get you prepped to start onboarding your teams to Reclaim.

What is a service account in Google Workspace?

A service account is used in Google Workspace for \"domain-wide delegation\", and allows a Google Admin to give access to their user’s calendars at a domain level to Reclaim. This makes it so users can be onboarded to Reclaim platform without having to explicitly grant access themselves.

How to set up a service account to onboard Reclaim users

  1. Navigate to your Google Workspace Admin portal.

  2. Navigate to Security -> Access and data control -> API Controls

  3. Click on “Manage Domain Wide Delegation”

Click \"Add New\" on the \"API Clients\" heading:

In the \"Add a new client ID\" dialog, enter the following information:

Once the Service Account is in place, reach out to support for assistance with gaining access to the Reclaim API and provisioning new users / calendars using our SCIM and SSO integrations. You will need to be an administrator of a Reclaim team in order to use the API.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Note: This doc and workflow for setting up Google Workspace service accounts is designed for teams on our Enterprise plan who are implementing Reclaim across their company in conjunction with SSO and SCIM. Please contact support for assistance or questions. \nUsually, in order for people to use Reclaim, they need to sign up for the product and connect their calendar in our onboarding. Service accounts allow Google Workspace administrators to give Reclaim permissions at a workspace level and automatically onboard users leveraging our API. This document will cover what a service account is, how to set one up for use with Reclaim, and get you prepped to start onboarding your teams to Reclaim. \nWhat is a service account in Google Workspace? A service account is used in Google Workspace for \"domain-wide delegation\", and allows a Google Admin to give access to their user’s calendars at a domain level to Reclaim. This makes it so users can be onboarded to Reclaim platform without having to explicitly grant access themselves. \nHow to set up a service account to onboard Reclaim users Navigate to your Google Workspace Admin portal. Navigate to Security -> Access and data control -> API Controls Click on “Manage Domain Wide Delegation” \n \nClick \"Add New\" on the \"API Clients\" heading: \n \nIn the \"Add a new client ID\" dialog, enter the following information: Client ID: 106399530826539972793 Minimal scopes required: https://www.googleapis.com/auth/calendar,https://www.googleapis.com/auth/userinfo.profile,https://www.googleapis.com/auth/userinfo.email,openid Recommended scopes (this add support for tasks, directory and contacts): https://www.googleapis.com/auth/calendar,https://www.googleapis.com/auth/userinfo.profile,https://www.googleapis.com/auth/userinfo.email,openid,https://www.googleapis.com/auth/tasks,https://www.googleapis.com/auth/contacts.readonly,https://www.googleapis.com/auth/directory.readonly,https://www.googleapis.com/auth/contacts.other.readonly,https://www.googleapis.com/auth/admin.directory.resource.calendar.readonly \n \nOnce the Service Account is in place, reach out to support for assistance with gaining access to the Reclaim API and provisioning new users / calendars using our SCIM and SSO integrations. You will need to be an administrator of a Reclaim team in order to use the API.","heading":"","is_live":true,"id":155254,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6520530","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Manage Tasks for others","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6539182-manage-tasks-for-others","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

To manage Tasks for other people in such a way that Reclaim is blocking out time on their calendar, you would need them to also sign up for Reclaim and then all of you would need to integrate with a compatible project management system. Currently the ones that support assignment workflows are:

If you are using one of those tools with your team and everyone has the integration enabled in Reclaim, when something is assigned to a team member and the necessary preconditions are met (ex: due date, time estimate, etc), Reclaim will schedule time on the assignees calendar.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"To manage Tasks for other people in such a way that Reclaim is blocking out time on their calendar, you would need them to also sign up for Reclaim and then all of you would need to integrate with a compatible project management system. Currently the ones that support assignment workflows are: ClickUp Jira Linear Todoist If you are using one of those tools with your team and everyone has the integration enabled in Reclaim, when something is assigned to a team member and the necessary preconditions are met (ex: due date, time estimate, etc), Reclaim will schedule time on the assignees calendar.","heading":"","is_live":true,"id":155253,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6539182","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Why are my events not being synced?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6556414-why-are-my-events-not-being-synced","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

The order to resolve events that are not syncing are:

  1. Use the Repair function from the Google Calendar add-on

  2. Disable and re-enable the Sync Policy

  3. Provide Reclaim support with the event URL

Repair using Google Calendar add-on

If you have not yet already, we recommend installing our Google Workspace Add-on. It provides context about why something isn't syncing and runs a diagnostic on each event. If the add-on detects any issues, it will offer an option to repair the event.

To utilize the add-on for calendar sync issues:

  1. Click on the event in question from Google Calendar.

  2. If the add-on detects any issues, it will offer this notification:

Note: You can install the Google Calendar add-on to multiple connected accounts, so you can initiate the workflow from either side.

Disable and re-enable the Sync Policy

Disable and re-enable a Sync Policy will re-sync the calendar and set it to its most up-to-date state.

Please wait a few minutes in between toggling your sync policy on and off, since this operation can take some time.

Provide Reclaim support with the event URL

The event URL holds an embedded ID so we can look into our database and logs to debug an issue.

From Google Calendar, use the following steps to obtain the event URL:

1. Click the pencil icon labeled Edit on the event in question.

2. Copy the URL on the resulting page:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"The order to resolve events that are not syncing are: Use the Repair function from the Google Calendar add-on Disable and re-enable the Sync Policy Provide Reclaim support with the event URL Repair using Google Calendar add-on If you have not yet already, we recommend installing our Google Workspace Add-on. It provides context about why something isn't syncing and runs a diagnostic on each event. If the add-on detects any issues, it will offer an option to repair the event. \nTo utilize the add-on for calendar sync issues: Click on the event in question from Google Calendar. If the add-on detects any issues, it will offer this notification: \n Note: You can install the Google Calendar add-on to multiple connected accounts, so you can initiate the workflow from either side. Disable and re-enable the Sync Policy Disable and re-enable a Sync Policy will re-sync the calendar and set it to its most up-to-date state. \n \nPlease wait a few minutes in between toggling your sync policy on and off, since this operation can take some time. \nProvide Reclaim support with the event URL The event URL holds an embedded ID so we can look into our database and logs to debug an issue. \nFrom Google Calendar, use the following steps to obtain the event URL: \n1. Click the pencil icon labeled Edit on the event in question. \n 2. Copy the URL on the resulting page:","heading":"","is_live":true,"id":155252,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6556414","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"My color-coding isn't working properly","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6619366-my-color-coding-isn-t-working-properly","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Toggling a calendar coloring between Only Reclaim events and All events is a \"heavy\" operation because it may need to color code hundreds of events. Toggling it more than twice within a minute can cause issues.

To reset your calendar colors:

  1. Navigate to the Settings > Colors

  2. Set all colors for each category to Calendar color

  3. Wait a few minutes for everything to settle on your calendar.

  4. Set the colors back to their original values.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Toggling a calendar coloring between Only Reclaim events and All events is a \"heavy\" operation because it may need to color code hundreds of events. Toggling it more than twice within a minute can cause issues. To reset your calendar colors: Navigate to the Settings > Colors Set all colors for each category to Calendar color \n \n Wait a few minutes for everything to settle on your calendar. Set the colors back to their original values.","heading":"","is_live":true,"id":155250,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6619366","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Is Reclaim GDPR compliant?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6638086-is-reclaim-gdpr-compliant","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

At Reclaim, we believe that data privacy and security are Priority Zero and are committed to complying with the GDPR and other privacy-related regulations.

As the GDPR is a broad set of regulations with no formal certification process, there is no specific verification of compliance. That being said, after implementing various measures to specifically address GDPR requirements, and having them vetted by our legal counsel and privacy consultants, we fully believe Reclaim is fully compliant with all GDPR laws and we are committed to remaining that way with any future changes.

Specific measures Reclaim has implemented to address GDPR compliance:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"At Reclaim, we believe that data privacy and security are Priority Zero and are committed to complying with the GDPR and other privacy-related regulations. \n As the GDPR is a broad set of regulations with no formal certification process, there is no specific verification of compliance. That being said, after implementing various measures to specifically address GDPR requirements, and having them vetted by our legal counsel and privacy consultants, we fully believe Reclaim is fully compliant with all GDPR laws and we are committed to remaining that way with any future changes. \nSpecific measures Reclaim has implemented to address GDPR compliance: Ongoing investments in our security infrastructure and programs Updates to relevant contractual terms Support of international data transfers outside the EU by executing Standard Contactual Clauses (SCC's) through our Data Processing Addendum which is available to all Reclaim customers Appointing GDPR representatives in the EU and UK (which can be found in our Privacy Policy) Implementing a Cookie Consent mechanism which is compliant with all GDPR and country-specific requirements Certification and commitment to the requirements of the US-EU, US-Swiss and UK Extension of the Data Privacy Framework A Data Subject Access Request mechanism for disclosure, correction, exportation and deletion of personal data Providing an easy, frictionless way to self-service delete all of your personal data from Reclaim","heading":"","is_live":true,"id":155249,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6638086","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Overview: What makes Reclaim Scheduling Links unique?","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6638132-overview-what-makes-reclaim-scheduling-links-unique","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Scheduling Links enable you to send links to you and your team's availability, allowing others to book time across one, or many, calendars. There are lots of products out there that let you do this, but Reclaim has a few key differentiators that add a ton of power and control to how you share your availability.

Scheduling Links Overview

Let's take a look at some of the things you can do with Reclaim Scheduling Links, and what makes this feature different than other meeting booking solutions available today.

Advanced prioritization controls

A common issue busy professionals run into is having to move around or delete events from the calendar in order to create room for important meetings you want to book sooner.

Scheduling Links offer an advanced prioritization controls to optimize this process by allowing you to automatically offer up lower-priority events scheduled on your calendar (both other Reclaim smart events, as well as non-Reclaim created events!) as available times for more important meetings.

You can set everything on your calendar to a universal priority from Low-Critical, and if you share a higher-priority Scheduling Link – it will show lower-priority Tasks, Habits, Smart 1:1s, as well as any non-Reclaim events you have manually turned down the priority for as available times. If a meeting overbooks another lower-priority smart event, Reclaim automatically reschedules it to the next best time. No reshuffling required.

Learn more about Priorities, and how to prioritize your Scheduling Links here.

Flexible Durations

It's not always clear how much time someone might want to book with you when you're trying to get a meeting scheduled, and it can be awkward trying to decide for them whether to send a 30-minute link, a 45-minute link, or something else altogether.

With Reclaim, you can add up to three different durations to a single link, which attendees can pick from to decide how much time they need, and how soon they want to meet.

Personalized One-off Links

Sometimes you might want to tailor your Scheduling Link for a specific meeting or attendee. For example, you might want to offer up more times than normal, or use a specific title for the meeting, or use a different time range for you and your co-organizers. No matter the scenario, Reclaim gives you the power to do just that with one-off links.

With personalized one-off links, you can modify any component of an existing link and send it as a one-off to your attendees. You can also do this directly from a variety of extensions and add-ons, including Gmail and Raycast.

For more info on personalizing or sending one-off links, check this doc out.

Team Links

Sometimes you might need to coordinate time across multiple members of your team. For example, you might have a sales call that involves your product manager, the account executive, and an engineer.

With Reclaim, you can create Team Links that will automatically show the combined availability of multiple teammates, as well as allow each co-organizer to select their unique meeting preferences.

Link Groups

Link Groups allow you to group together similar links into a booking page that will present an array of options to potential attendees.

For example, you might have a selection of links that are specific to your engineering team that you send to potential interview candidates, and you may want them all to live on a specific booking page.

Setting up Scheduling Links for the first time

When you first land on the Scheduling Links page in Reclaim, you'll be prompted to go through a short onboarding where you'll learn a bit about Scheduling Links as well as claim your custom URL.

This is the root URL that will be used for your personal booking page, and you can always change it later as well as add new URLs for Link Groups in the future.

Once you've set up Scheduling Links, you'll get a set of three default links to help you get started. You can modify or delete these however you'd like. Then you'll be landed on your main Scheduling Links interface, which will have actions for adding new Scheduling Links as well as Link Groups.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Scheduling Links enable you to send links to you and your team's availability, allowing others to book time across one, or many, calendars. There are lots of products out there that let you do this, but Reclaim has a few key differentiators that add a ton of power and control to how you share your availability. \nScheduling Links Overview Let's take a look at some of the things you can do with Reclaim Scheduling Links, and what makes this feature different than other meeting booking solutions available today. \nAdvanced prioritization controls A common issue busy professionals run into is having to move around or delete events from the calendar in order to create room for important meetings you want to book sooner. \nScheduling Links offer an advanced prioritization controls to optimize this process by allowing you to automatically offer up lower-priority events scheduled on your calendar (both other Reclaim smart events, as well as non-Reclaim created events!) as available times for more important meetings. \n \nYou can set everything on your calendar to a universal priority from Low-Critical, and if you share a higher-priority Scheduling Link – it will show lower-priority Tasks, Habits, Smart 1:1s, as well as any non-Reclaim events you have manually turned down the priority for as available times. If a meeting overbooks another lower-priority smart event, Reclaim automatically reschedules it to the next best time. No reshuffling required. Learn more about Priorities, and how to prioritize your Scheduling Links here. \nFlexible Durations It's not always clear how much time someone might want to book with you when you're trying to get a meeting scheduled, and it can be awkward trying to decide for them whether to send a 30-minute link, a 45-minute link, or something else altogether. \n \nWith Reclaim, you can add up to three different durations to a single link, which attendees can pick from to decide how much time they need, and how soon they want to meet. \nPersonalized One-off Links Sometimes you might want to tailor your Scheduling Link for a specific meeting or attendee. For example, you might want to offer up more times than normal, or use a specific title for the meeting, or use a different time range for you and your co-organizers. No matter the scenario, Reclaim gives you the power to do just that with one-off links. \n \nWith personalized one-off links, you can modify any component of an existing link and send it as a one-off to your attendees. You can also do this directly from a variety of extensions and add-ons, including Gmail and Raycast. For more info on personalizing or sending one-off links, check this doc out. Team Links Sometimes you might need to coordinate time across multiple members of your team. For example, you might have a sales call that involves your product manager, the account executive, and an engineer. \n \nWith Reclaim, you can create Team Links that will automatically show the combined availability of multiple teammates, as well as allow each co-organizer to select their unique meeting preferences. \nLink Groups Link Groups allow you to group together similar links into a booking page that will present an array of options to potential attendees. \n \nFor example, you might have a selection of links that are specific to your engineering team that you send to potential interview candidates, and you may want them all to live on a specific booking page. \nSetting up Scheduling Links for the first time When you first land on the Scheduling Links page in Reclaim, you'll be prompted to go through a short onboarding where you'll learn a bit about Scheduling Links as well as claim your custom URL. \n \nThis is the root URL that will be used for your personal booking page, and you can always change it later as well as add new URLs for Link Groups in the future. \nOnce you've set up Scheduling Links, you'll get a set of three default links to help you get started. You can modify or delete these however you'd like. Then you'll be landed on your main Scheduling Links interface, which will have actions for adding new Scheduling Links as well as Link Groups.","heading":"","is_live":true,"id":155248,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6638132","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Creating and customizing Scheduling Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6666663-creating-and-customizing-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

To create your first Scheduling Link, first navigate to the Scheduling Links page. Then click the Create Scheduling Link button.

Settings on Scheduling Links

There are a variety of settings you can modify for Scheduling Links. Here's a brief overview of each one.

Title

This is the title of the Scheduling Link. It will show at the top of any booking page you send to your prospective attendees. You can always change this.

Group

This is where you can decide which Link Group your Scheduling Link should live in. If you add a link to a group, it will show on that group's booking page. There are two special options here:

Description

This description will show at the top of a booking page when attendees go to book time with you.

Calendar Event Title

This will determine how events created on your calendar for that Scheduling Link will be titled. You can use {organizer} to automatically fill in the main organizer's name (or your name, if you're the only organizer on the meeting) as well as {attendee} to show the name of the person who's booking the meeting.

Meeting organizers, hosts & hours

By default, you will be the only organizer on the Scheduling Link, but this is where you can also add other organizers, provided they are part of your team in Reclaim. For each organizer, you can set the hours where meetings should be scheduled. All organizers on a link will be able to see and modify the link.

To open up more availability for team Scheduling Links across multiple busy calendars, you can set co-organizers as 'optional' by toggling the asterisk (*) icon to the right of their hours. This means Reclaim won't consider their availability when offering up available time slots, but will include them on scheduled meeting events.

You can also modify the host of a Scheduling Link by toggling it next to the name of an organizer. Hosts are who will be listed as the primary organizer of the calendar event and Reclaim will use their settings to add things like Zoom links to the event:

Scheduling Link URL

This is the URL path for the link that you're creating. By default, it will use the title of the Scheduling Link, but you can modify it to whatever you like.

Duration

This is where you can add the amount of time you want attendees to be able to book via the Scheduling Link. You can add up to three different durations to a Scheduling Link to give your attendees flexibility.

Calendar to schedule events on

Set the target calendar you want your Scheduling Link events to be booked on from any of the Connected Calendars added to your Reclaim account. Events for that Scheduling Link will be booked on the primary calendar of the connected email you selected. Note that your meeting invites for that Scheduling Link will also be sent from here.

If you do not see the calendar you want to schedule to: click Add new calendar, and Add another account from your Connected Calendars page.

Scheduling range (starting)

This determines the earliest date to present available times to your attendees on the Scheduling Link's booking page. Regardless of what scheduling range start time you select, Reclaim will never show times available that are outside of your Scheduling Link's specified availability.

Scheduling Range (ending)

This determines how far out attendees can book meetings for the Scheduling Link. Again, regardless of what time window you select, Reclaim will never show times available that are outside of your Scheduling Link's specified availability.

Priority

This setting determines the priority of the Scheduling Link, and how much availability it will surface up to attendees. Higher-priority Scheduling Links will show lower-priority events as available time, even if they're marked busy. This is especially powerful if you also opt to adjust the priority of normal recurring events via Reclaim's Planner.

Want to learn more about how to use priorities to send smarter Scheduling Links? Check out this doc.

Max meetings per day/week

You can optionally set a maximum number of events that can be booked for a specific Scheduling Link per day, or week.

Once you hit that max threshold, Reclaim will not show any more availability on the link until the next booking day or week, to protect your time.

Videoconferencing / Location

You can set multiple locations for a single Scheduling Link and your attendees can pick from them when booking a meeting. Today, you can pick from the following location types:

A few notes about locations:

Add screening questions

Add custom fields for additional information or screening questions before a meeting is booked to qualify invitees through your Scheduling Links (available on all paid plans).

Send reminder email

You can choose to enable an email reminder to send to attendees a set time ahead of your meeting start.

Enable the toggle, and set how many hours in advance you want the reminder to send. Optionally add a custom message that will be included in the email.

Note that enabling email reminders for already scheduled meetings must give more than the set amount of time in advance for the reminder to send out.

Future scheduled meetings with that link will automatically apply the email reminder settings.

Set redirect URL

Include a link to a landing page or other URL to redirect schedulers to a custom page after booking a meeting through your link (available on Business and Enterprise plans). The link must include https:// at the beginning of the URL.

Meeting breaks settings

You can disable meeting breaks for a specific link to create more availability for your Scheduling Link.

When a Scheduling Link includes multiple organizers from your team, Reclaim will honor the longest buffer time settings from the organizers if 'Meeting Breaks' are enabled.

For example, if organizer A and B have 15-minute Decompression Time set, but organizer C has a 30-minutes – Reclaim will surface up available time slots that allow for a 30-minute break after the meeting.

We recommend disabling meeting breaks for Scheduling Links with multiple organizers to maximize availability.

Using URL parameters to set Scheduling Link values

The Scheduling Links. have some support for advanced control using URL Parameters to set certain values for the scheduling link so a potential attendee doesn't need to select or enter in the values. These parameters are the following:
​

Key

Description

Example Value

tz

Pre-select a timezone to show availability in

America/New_York

day

Pre-select a day to show availability on (in YYYY-MM-DD format).

2024-07-02

time

Pre-select a meeting slot (in 24-hour time).

13:35

duration

Pre-select a meeting duration in minutes.

45

An example URL might be the following:
​

https://app.reclaim.ai/m/example/long-meeting?tz=America/New_York&duration=60

This will set the link to show the duration selected as 60 minutes with the timezone in EST or New_York.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"To create your first Scheduling Link, first navigate to the Scheduling Links page. Then click the Create Scheduling Link button. \n \nSettings on Scheduling Links There are a variety of settings you can modify for Scheduling Links. Here's a brief overview of each one. \nTitle \nThis is the title of the Scheduling Link. It will show at the top of any booking page you send to your prospective attendees. You can always change this. \nGroup \nThis is where you can decide which Link Group your Scheduling Link should live in. If you add a link to a group, it will show on that group's booking page. There are two special options here: Hidden: this will hide the link from any of your booking pages, but you can still send it to others. Main booking page: this will put the link on the booking page you created during onboarding. Description \nThis description will show at the top of a booking page when attendees go to book time with you. \nCalendar Event Title \nThis will determine how events created on your calendar for that Scheduling Link will be titled. You can use {organizer} to automatically fill in the main organizer's name (or your name, if you're the only organizer on the meeting) as well as {attendee} to show the name of the person who's booking the meeting. \nMeeting organizers, hosts & hours \nBy default, you will be the only organizer on the Scheduling Link, but this is where you can also add other organizers, provided they are part of your team in Reclaim. For each organizer, you can set the hours where meetings should be scheduled. All organizers on a link will be able to see and modify the link. \nTo open up more availability for team Scheduling Links across multiple busy calendars, you can set co-organizers as 'optional' by toggling the asterisk (*) icon to the right of their hours. This means Reclaim won't consider their availability when offering up available time slots, but will include them on scheduled meeting events. \nYou can also modify the host of a Scheduling Link by toggling it next to the name of an organizer. Hosts are who will be listed as the primary organizer of the calendar event and Reclaim will use their settings to add things like Zoom links to the event: \n \nScheduling Link URL \nThis is the URL path for the link that you're creating. By default, it will use the title of the Scheduling Link, but you can modify it to whatever you like. \nDuration \nThis is where you can add the amount of time you want attendees to be able to book via the Scheduling Link. You can add up to three different durations to a Scheduling Link to give your attendees flexibility. \nCalendar to schedule events on \nSet the target calendar you want your Scheduling Link events to be booked on from any of the Connected Calendars added to your Reclaim account. Events for that Scheduling Link will be booked on the primary calendar of the connected email you selected. Note that your meeting invites for that Scheduling Link will also be sent from here. \nIf you do not see the calendar you want to schedule to: click Add new calendar, and Add another account from your Connected Calendars page. \nScheduling range (starting) \nThis determines the earliest date to present available times to your attendees on the Scheduling Link's booking page. Regardless of what scheduling range start time you select, Reclaim will never show times available that are outside of your Scheduling Link's specified availability. Rolling time window: available times will be shown after a rolling number of minutes, hours, or days. Start of next bookable day: available times will be shown at the start of the next eligible day. Start of next bookable week: available times will be shown at the start of the next eligible week. Date: available times will be shown on or after a fixed date. Scheduling Range (ending) \nThis determines how far out attendees can book meetings for the Scheduling Link. Again, regardless of what time window you select, Reclaim will never show times available that are outside of your Scheduling Link's specified availability. Rolling time window: times will be shown out as far as a rolling number of days. The maximum is 100 days. Date: times will be shown out as far as a fixed date. Priority \nThis setting determines the priority of the Scheduling Link, and how much availability it will surface up to attendees. Higher-priority Scheduling Links will show lower-priority events as available time, even if they're marked busy. This is especially powerful if you also opt to adjust the priority of normal recurring events via Reclaim's Planner. Want to learn more about how to use priorities to send smarter Scheduling Links? Check out this doc. Max meetings per day/week \nYou can optionally set a maximum number of events that can be booked for a specific Scheduling Link per day, or week. \nOnce you hit that max threshold, Reclaim will not show any more availability on the link until the next booking day or week, to protect your time. \nVideoconferencing / Location \nYou can set multiple locations for a single Scheduling Link and your attendees can pick from them when booking a meeting. Today, you can pick from the following location types: Zoom: if you have Reclaim's Zoom integration set up, you can have Reclaim automatically add a Zoom link for your scheduled meetings. Google Meet: if you have Reclaim's Google Meet integration set up, you can have Reclaim automatically add a Google Meet link for your scheduled meetings. Address: you can type in one or more addresses that attendees can pick from when scheduling. Phone number: you can enter in a phone number that attendees can call when it's time to meet. Custom: you can enter in any other kind of location (e.g., a non-address location or a URL for a video conferencing provider like Microsoft Teams or Cisco Webex that aren't supported natively like Zoom and Google Meet) into this field. \nA few notes about locations: You can set a location that your Scheduling Link will use by default, which is handy if you want attendees to generally use Zoom, for example. Reclaim will automatically populate the location into the \"Location\" field of the event when it is scheduled. If you have Decompression and/or Travel Time enabled, Reclaim will automatically present only times that allow for those buffers. For example, if you have set a physical location (e.g., an address) for a Scheduling Link, Reclaim will only show times available that allow for travel time when an attendee is booking a meeting. Add screening questions Add custom fields for additional information or screening questions before a meeting is booked to qualify invitees through your Scheduling Links (available on all paid plans). \n \n \nSend reminder email You can choose to enable an email reminder to send to attendees a set time ahead of your meeting start. \nEnable the toggle, and set how many hours in advance you want the reminder to send. Optionally add a custom message that will be included in the email. \n Note that enabling email reminders for already scheduled meetings must give more than the set amount of time in advance for the reminder to send out. \nFuture scheduled meetings with that link will automatically apply the email reminder settings. \nSet redirect URL Include a link to a landing page or other URL to redirect schedulers to a custom page after booking a meeting through your link (available on Business and Enterprise plans). The link must include https:// at the beginning of the URL. \nMeeting breaks settings \nYou can disable meeting breaks for a specific link to create more availability for your Scheduling Link. \nWhen a Scheduling Link includes multiple organizers from your team, Reclaim will honor the longest buffer time settings from the organizers if 'Meeting Breaks' are enabled. \nFor example, if organizer A and B have 15-minute Decompression Time set, but organizer C has a 30-minutes – Reclaim will surface up available time slots that allow for a 30-minute break after the meeting. \nWe recommend disabling meeting breaks for Scheduling Links with multiple organizers to maximize availability. \nUsing URL parameters to set Scheduling Link values The Scheduling Links. have some support for advanced control using URL Parameters to set certain values for the scheduling link so a potential attendee doesn't need to select or enter in the values. These parameters are the following:​ Key Description Example Value tz Pre-select a timezone to show availability in America/New_York day Pre-select a day to show availability on (in YYYY-MM-DD format). 2024-07-02 time Pre-select a meeting slot (in 24-hour time). 13:35 duration Pre-select a meeting duration in minutes. 45 An example URL might be the following:​ https://app.reclaim.ai/m/example/long-meeting?tz=America/New_York&duration=60 \nThis will set the link to show the duration selected as 60 minutes with the timezone in EST or New_York.","heading":"","is_live":true,"id":155247,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6666663","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"What your attendees see when you share a Scheduling Link with them","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6666683-what-your-attendees-see-when-you-share-a-scheduling-link-with-them","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Once you've created a Scheduling Link, you can send it to anyone by copying the link and sharing it in your forum of choice. Scheduling Links can be sent to and used by anyone, regardless of whether they're a Reclaim user.

Flexible meeting durations

You can add up to three different durations to a single meeting link from the edits page of your individual Scheduling Links. Included durations will be displayed at the top of your booking page for your invitee to choose from.

Toggling meeting duration options will pull up your availability depending on their selection, allowing invitees to compromise on how long they need/when they can get in with you.

Time zone & time format picker

Attendees can view booking time slots in different time zones as well as time format. Clicking the timezone picker will drop-down time zone options and display a toggle to change the time format of available time slots.

Time format

Use this to toggle presentation of times between a 12h or 24h format.

Time zone

You can search through a list of timezones as well as select a different one that you'd like available times presented in.

If the selected time zone is different from your actual browser time zone or your Google Calendar/Outlook Calendar's timezone, the actual timezone will be presented at the top of the list to help you compare between the selected timezone and your current one.

Location

In the edits page of your individual Scheduling Links, you can specify 'Location' options for your link. These can include video-conferencing platforms like Zoom or Google Meet, custom call URLs, or a physical location for on-site meetings. Your invitee can choose from these options when scheduling their meeting with you.

The location will be included in the event details when scheduled.

Preferred times

Reclaim will automatically suggest times to attendees that are entirely free and clear of events. These times are denoted with a green dot.

For example, if you have a Habit, Task, or Smart Meeting scheduled on your calendar, it won't show as a preferred time to attendees. This encourages attendees to not book over times that are reserved for work or your other priorities.

Sharing Scheduling Links with other Reclaim users

If your invitee is also a Reclaim user, they can see their own calendar to compare against your availability to find the best time to meet. Toggling on 'Compare my availability' will show their calendar when scheduling time through your meeting link.

Note: This is only visibly to the Reclaim user while booking a meeting with you through your link. Your calendar as the organizer will never show to invitees using your Scheduling Links.

Meeting details

Once attendees have selected a date and time on the Scheduling Link and hits Next, they will be presented with a form to fill out their name, email, CC others to the meeting, as well as add a meeting description that will be added to the calendar event for the meeting.

This is also where your optional screening questions will be displayed to gather additional information you might need before scheduling a meeting.

Confirmation page & redirect URLs

Once an attendee hits Confirm after filling out all required, they will be navigated to a confirmation page highlighting all of the meeting details. From the confirmation page, they have the option to Reschedule or Cancel the meeting that was just scheduled. (They can also reschedule or cancel the meeting directly from links in the event description in the calendar.)

If you added a custom redirect URL to your Scheduling Link, invitees will be automatically navigated to the specified landing page 7 seconds after booking their meeting with you.

Confirmation emails

Organizers and attendees will receive an email from Reclaim when meetings are created, updated, or deleted.

Personalizing and sharing times from links

For specific instances where you want to adjust meeting details without creating a whole new Scheduling Link, you can generate a one off link and/or share times from any of your existing Scheduling Links that automatically expire after 30 days. Learn more about personalizing and sharing links in this doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Once you've created a Scheduling Link, you can send it to anyone by copying the link and sharing it in your forum of choice. Scheduling Links can be sent to and used by anyone, regardless of whether they're a Reclaim user. \n \nFlexible meeting durations You can add up to three different durations to a single meeting link from the edits page of your individual Scheduling Links. Included durations will be displayed at the top of your booking page for your invitee to choose from. \n \nToggling meeting duration options will pull up your availability depending on their selection, allowing invitees to compromise on how long they need/when they can get in with you. \n \nTime zone & time format picker Attendees can view booking time slots in different time zones as well as time format. Clicking the timezone picker will drop-down time zone options and display a toggle to change the time format of available time slots. \n \nTime format Use this to toggle presentation of times between a 12h or 24h format. \nTime zone You can search through a list of timezones as well as select a different one that you'd like available times presented in. \nIf the selected time zone is different from your actual browser time zone or your Google Calendar/Outlook Calendar's timezone, the actual timezone will be presented at the top of the list to help you compare between the selected timezone and your current one. \n \nLocation In the edits page of your individual Scheduling Links, you can specify 'Location' options for your link. These can include video-conferencing platforms like Zoom or Google Meet, custom call URLs, or a physical location for on-site meetings. Your invitee can choose from these options when scheduling their meeting with you. \n The location will be included in the event details when scheduled. \n \nPreferred times Reclaim will automatically suggest times to attendees that are entirely free and clear of events. These times are denoted with a green dot. \n \nFor example, if you have a Habit, Task, or Smart Meeting scheduled on your calendar, it won't show as a preferred time to attendees. This encourages attendees to not book over times that are reserved for work or your other priorities. \n \nSharing Scheduling Links with other Reclaim users If your invitee is also a Reclaim user, they can see their own calendar to compare against your availability to find the best time to meet. Toggling on 'Compare my availability' will show their calendar when scheduling time through your meeting link. \n Note: This is only visibly to the Reclaim user while booking a meeting with you through your link. Your calendar as the organizer will never show to invitees using your Scheduling Links. \n \nMeeting details Once attendees have selected a date and time on the Scheduling Link and hits Next, they will be presented with a form to fill out their name, email, CC others to the meeting, as well as add a meeting description that will be added to the calendar event for the meeting. \nThis is also where your optional screening questions will be displayed to gather additional information you might need before scheduling a meeting. \n \n \nConfirmation page & redirect URLs Once an attendee hits Confirm after filling out all required, they will be navigated to a confirmation page highlighting all of the meeting details. From the confirmation page, they have the option to Reschedule or Cancel the meeting that was just scheduled. (They can also reschedule or cancel the meeting directly from links in the event description in the calendar.) \n \nIf you added a custom redirect URL to your Scheduling Link, invitees will be automatically navigated to the specified landing page 7 seconds after booking their meeting with you. \n \nConfirmation emails Organizers and attendees will receive an email from Reclaim when meetings are created, updated, or deleted. \n \nPersonalizing and sharing times from links \nFor specific instances where you want to adjust meeting details without creating a whole new Scheduling Link, you can generate a one off link and/or share times from any of your existing Scheduling Links that automatically expire after 30 days. Learn more about personalizing and sharing links in this doc.","heading":"","is_live":true,"id":155246,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6666683","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Auto-lock your Focus Time, Habits, Tasks, and Smart Meetings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6750250-auto-lock-your-focus-time-habits-tasks-and-smart-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers options to lock your events ahead of time to prevent last-minute changes or reschedules from happening. Locked events won't reschedule automatically when booked over, and additionally will show as busy and unavailable time to others.

Events will be auto-locked:

Manage your auto-lock settings

You can tell Reclaim to automatically lock your Smart Meetings, Focus Time, Habits, and Tasks at the beginning of each day or week. This will run automatically between 1 AM and 2 AM in your timezone at the start of the day or week, and lock all applicable events to prevent them from moving.

To manage these settings, navigate to Settings > Scheduling.

Auto-lock features the following options:

Note: If your day or week is already locked, and you add a new Task / Habit / Smart Meetings for that time range, it will not automatically lock. To lock that newly-created event, either lock it manually, or toggle the setting on and off again.

How to unlock an event

Events will be unlocked when:

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers options to lock your events ahead of time to prevent last-minute changes or reschedules from happening. Locked events won't reschedule automatically when booked over, and additionally will show as busy and unavailable time to others. \nEvents will be auto-locked: When an event is manually moved or adjusted in the Planner or Google Calendar; Based on your settings as outlined below. \nManage your auto-lock settings You can tell Reclaim to automatically lock your Smart Meetings, Focus Time, Habits, and Tasks at the beginning of each day or week. This will run automatically between 1 AM and 2 AM in your timezone at the start of the day or week, and lock all applicable events to prevent them from moving. \nTo manage these settings, navigate to Settings > Scheduling. \n \nAuto-lock features the following options: Off (default for Focus Time, Habits and Tasks) Auto-lock one day ahead (default for Smart Meetings) Auto-lock one week ahead (locks on the starting day of the week) Note: If your day or week is already locked, and you add a new Task / Habit / Smart Meetings for that time range, it will not automatically lock. To lock that newly-created event, either lock it manually, or toggle the setting on and off again. \nHow to unlock an event Events will be unlocked when: You unlock them directly by right-clicking on the event and selecting the Unlock option from the context menu; You delete or use the Reschedule option; You or an attendee decline the event (Smart Meetings only).","heading":"","is_live":true,"id":155245,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6750250","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Adding and removing Google and Microsoft account emails","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6767583-adding-and-removing-google-and-microsoft-account-emails","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Your Reclaim account can have multiple Google and Microsoft account emails associated with it, each of which may contain calendars that you want to use for Calendar Sync or set as Connected Calendars. You can add or remove Google and Microsoft accounts at any time via the Calendars section of the Reclaim UI.

Adding an account

  1. Go to Calendars (Profile Icon > Calendars)

  2. Click on Add another account at the bottom.

  3. Select the email address or Use another account.

  4. Navigate through the Google or Microsoft authentication prompts.

  5. Once connected, the email address will show in your email list. You can also select which calendars you'd like Reclaim to consider availability from by clicking Edit next to the Connected calendars section.

Removing an account

  1. Go to Calendars (Profile Icon > Calendars)

  2. Expand the Google or Microsoft account you want to delete by clicking the carat next to the account email.

  3. Click on Delete account at the bottom.

  4. Confirm that you'd like to delete the account in the modal that appears.

  5. The account will be deleted and its calendars will no longer show as connected or be usable in Calendar Sync policies.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Your Reclaim account can have multiple Google and Microsoft account emails associated with it, each of which may contain calendars that you want to use for Calendar Sync or set as Connected Calendars. You can add or remove Google and Microsoft accounts at any time via the Calendars section of the Reclaim UI. \nAdding an account \n Go to Calendars (Profile Icon > Calendars) Click on Add another account at the bottom. Select the email address or Use another account. Navigate through the Google or Microsoft authentication prompts. Once connected, the email address will show in your email list. You can also select which calendars you'd like Reclaim to consider availability from by clicking Edit next to the Connected calendars section. Removing an account \n Go to Calendars (Profile Icon > Calendars) Expand the Google or Microsoft account you want to delete by clicking the carat next to the account email. Click on Delete account at the bottom. Confirm that you'd like to delete the account in the modal that appears. The account will be deleted and its calendars will no longer show as connected or be usable in Calendar Sync policies.","heading":"","is_live":true,"id":155244,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6767583","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using Link Groups to organize and share your links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6806567-using-link-groups-to-organize-and-share-your-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Link Groups allow you to set up other booking pages where you can share a subset of your Scheduling Links. For example, you might be an engineering team who wants to share a single page that contains all of your Scheduling Links that candidates would need for an interview process. You can use Link Groups to set up a page that contains all of those Scheduling Links.

Types of Link Groups in Reclaim

In addition to any Link Groups you create in Reclaim, there are several default groups that Reclaim automatically creates and populates. You may not see all of these groups unless you have links in them:

Setting up a Link Group and adding links to it

You can set up a Link Group by clicking the Group button in the Scheduling Links page.

Once here, you'll be prompted to name the group as well as decide on a unique URL for it. By default, Reclaim will auto-populate the URL based on your title. You can also select Scheduling Links to add to the group:

Once you've added the links you want, click Create group and Reclaim will stand up a page with the links you specified.
​
When setting up a new Scheduling Link, you can specify which Link Group you'd like it to belong to:

Editing and deleting Link Groups

You can edit any link group by hovering over its title and clicking the edit pencil:

From here, you can modify the title, URL, or links within the group. If you move a link to another group, or if you update the URL of a group, any existing links you've sent out for those links or groups will no longer work.

You can also delete the group if you're no longer using it. Reclaim will present you with two options for what to do with the links within the group. You can either opt to move the existing links in the group to another group, or delete the group and all of its links.

Sharing a Link Group's booking page

To share a Link Group with someone else, you can copy its URL from the Scheduling Links page:

From here, you can paste the link anywhere you'd like to share the link group. Attendees will be shown any links that are in the group and can choose which one they'd like to use to book time with you.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Link Groups allow you to set up other booking pages where you can share a subset of your Scheduling Links. For example, you might be an engineering team who wants to share a single page that contains all of your Scheduling Links that candidates would need for an interview process. You can use Link Groups to set up a page that contains all of those Scheduling Links. \nTypes of Link Groups in Reclaim In addition to any Link Groups you create in Reclaim, there are several default groups that Reclaim automatically creates and populates. You may not see all of these groups unless you have links in them: Main Booking Page: this is the group that you set up during onboarding, and is created automatically when you set up Scheduling Links. Hidden Links: this contains any links you've hidden from your booking pages. They can be copied and sent, but they won't appear on any of your other Link Groups. Team Links: this contains any links where you've been added as a co-organizer. \nSetting up a Link Group and adding links to it You can set up a Link Group by clicking the Group button in the Scheduling Links page. \n Once here, you'll be prompted to name the group as well as decide on a unique URL for it. By default, Reclaim will auto-populate the URL based on your title. You can also select Scheduling Links to add to the group: \n Once you've added the links you want, click Create group and Reclaim will stand up a page with the links you specified. ​When setting up a new Scheduling Link, you can specify which Link Group you'd like it to belong to: \n \nEditing and deleting Link Groups You can edit any link group by hovering over its title and clicking the edit pencil: \n From here, you can modify the title, URL, or links within the group. If you move a link to another group, or if you update the URL of a group, any existing links you've sent out for those links or groups will no longer work. \n \nYou can also delete the group if you're no longer using it. Reclaim will present you with two options for what to do with the links within the group. You can either opt to move the existing links in the group to another group, or delete the group and all of its links. \n \nSharing a Link Group's booking page To share a Link Group with someone else, you can copy its URL from the Scheduling Links page: \n \nFrom here, you can paste the link anywhere you'd like to share the link group. Attendees will be shown any links that are in the group and can choose which one they'd like to use to book time with you.","heading":"","is_live":true,"id":155243,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6806567","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Creating and managing Team Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6809596-creating-and-managing-team-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

A common use case for Scheduling Links is to surface up the availability of multiple members of your team. You can use Reclaim to automatically pull together your teammates' calendars into a link that will enable attendees to find time across your schedules.

Creating a Team Link

Creating a Team Link is the same thing as creating any other Scheduling Link in Reclaim, except you're adding people to it.

Click the New Scheduling Link button to create a link from the Scheduling Links page, and fill in the title, group, description, and calendar event title information you'd like. Then, you'll see a section called Meeting organizers where you can add other teammates.

Once you've added a teammate to a Team Link, you can select which hours you'd like the link to schedule around for them.

You can select from any of their Scheduling Hours, or select a custom range if you know their specific preferences. Don't worry about getting it perfect; any co-organizer you've added to the Team Link can go back and edit their own preferences in the future.

Once you're done, save the link and you'll have a Team Link that will show availability across both organizers. They will also be added to any meetings scheduled via that link.

Who can I add to my Team Links?

You can only add members of your Reclaim team to your Team Links. If the user isn't in your Reclaim team, you can invite them by clicking the Add team member button in the team member dropdown:

Can I set co-organizers as optional?

You can set co-organizers as 'optional' by toggling the asterisk (*) icon to the right of their hours. This means Reclaim won't consider their availability when offering up available time slots, but will include them on scheduled calendar events so they can choose to accommodate the meeting.

This is a great way to open up more availability for your team links around the busiest calendars, or stay on track with meetings you might not need to attend.

Who can see and edit Team Links?

Any co-organizer that you've added to a Team Link will be able to see, copy, and edit the link from their Reclaim account. However, they cannot modify the group that the link is to prevent the link from accidentally breaking. Co-organizers will see this message if they are viewing a Team Link that they're not the main organizer of:

How do priorities work with Team Links?

The priority level of a team link is shared across all co-organizers on the link. In other words, a Critical Scheduling Link (for example) will only show times that are either free or lower-priority on all co-organizer calendars.

How do preferred times work with Team Links?

Preferred times are shown to attendees who view your booking page with a green dot next to them, as shown below. Preferred times denote any area on the calendar that is completely unoccupied by events, even if they are marked as free.

In Team Links, preferred times will automatically check all calendars of the co-organizers to ensure that it's surfacing up a preferred time for everyone.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"A common use case for Scheduling Links is to surface up the availability of multiple members of your team. You can use Reclaim to automatically pull together your teammates' calendars into a link that will enable attendees to find time across your schedules. \nCreating a Team Link Creating a Team Link is the same thing as creating any other Scheduling Link in Reclaim, except you're adding people to it. \nClick the New Scheduling Link button to create a link from the Scheduling Links page, and fill in the title, group, description, and calendar event title information you'd like. Then, you'll see a section called Meeting organizers where you can add other teammates. \n \nOnce you've added a teammate to a Team Link, you can select which hours you'd like the link to schedule around for them. \n \nYou can select from any of their Scheduling Hours, or select a custom range if you know their specific preferences. Don't worry about getting it perfect; any co-organizer you've added to the Team Link can go back and edit their own preferences in the future. \nOnce you're done, save the link and you'll have a Team Link that will show availability across both organizers. They will also be added to any meetings scheduled via that link. \nWho can I add to my Team Links? You can only add members of your Reclaim team to your Team Links. If the user isn't in your Reclaim team, you can invite them by clicking the Add team member button in the team member dropdown: \n \nCan I set co-organizers as optional? You can set co-organizers as 'optional' by toggling the asterisk (*) icon to the right of their hours. This means Reclaim won't consider their availability when offering up available time slots, but will include them on scheduled calendar events so they can choose to accommodate the meeting. \n \nThis is a great way to open up more availability for your team links around the busiest calendars, or stay on track with meetings you might not need to attend. \nWho can see and edit Team Links? Any co-organizer that you've added to a Team Link will be able to see, copy, and edit the link from their Reclaim account. However, they cannot modify the group that the link is to prevent the link from accidentally breaking. Co-organizers will see this message if they are viewing a Team Link that they're not the main organizer of: \n \nHow do priorities work with Team Links? \nThe priority level of a team link is shared across all co-organizers on the link. In other words, a Critical Scheduling Link (for example) will only show times that are either free or lower-priority on all co-organizer calendars. \nHow do preferred times work with Team Links? Preferred times are shown to attendees who view your booking page with a green dot next to them, as shown below. Preferred times denote any area on the calendar that is completely unoccupied by events, even if they are marked as free. \n In Team Links, preferred times will automatically check all calendars of the co-organizers to ensure that it's surfacing up a preferred time for everyone.","heading":"","is_live":true,"id":155242,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6809596","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Sending and customizing Scheduling Links from Google Calendar and Gmail","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6809644-sending-and-customizing-scheduling-links-from-google-calendar-and-gmail","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Perhaps the most common use case for Scheduling Links is to send them in email in order to get a meeting booked.

You can copy your links directly from the Scheduling Links page to share them with others, but a much more convenient and powerful way to do the job is to install the free Reclaim add-on to leverage Scheduling Links directly from Gmail and Google Calendar.

Install the add-on →

Reclaim add-on for Google Calendar & Gmail

Once you install the Reclaim add-on you will be able to view and copy your Scheduling Links by clicking the Reclaim icon in the right-hand sidebar in Google Calendar and Gmail, as well as in the bottom menu bar in the Gmail composer.

You can even customize any existing link and/or share times to send for a specific meeting you want to get booked to ensure your attendees are getting a personalized experience.

For more information on installing and getting started with the add-on, check out this doc.

How to share Scheduling Links from Google Calendar

Once you have the Google add-on installed, you'll see a Reclaim icon in the sidebar of the Google Calendar view.

Click the icon to expand the add-on with an overview of all your Reclaim smart events. At the top you'll find a button for Scheduling Links, which pulls up a list of all your existing links.

From here, you have two options to conveniently share your Scheduling Links without leaving Google Calendar:

How to share Scheduling Links from Gmail

Installing the Reclaim Google Workspace add-on will also automatically enable it to your Gmail account.

In your Gmail inbox you'll see the add-on Reclaim icon in the sidebar - just like in Google Calendar - which you can click to pull up all your Scheduling Links for quick and easy sharing with the same options seen in Google Calendar.
​

Options for adding Scheduling Links to Gmail emails

The Reclaim add-on enables a powerful workflow for conveniently sharing Scheduling Links and custom links directly via email to get your meetings booked.

When writing a new email in the Gmail composer, you will find the same Reclaim icon in the bottom toolbar. You can click this icon to pull up all your existing Scheduling Links for quick sharing options.

Note: the Reclaim add-on might be hidden behind a ... menu if you have a lot of other add-ons installed already.

Copy URL

Copy the Scheduling Link URL to your clipboard using the Copy URL button so you can paste a meeting link to an email or message.

Personalize & share

Select Personalize & share to send a one-off link with custom settings for a specific meeting instance, and even share select available times for that meeting link (learn more about personalizing and sharing custom one-off links in this doc).

When selecting Personalize & share from Gmail, you will also have the option to automatically insert the sharable times into your email along with your message template. This button will appear when you select times and preview them – you can either select Copy times to paste them elsewhere, or Insert to add them to the email directly.

Add to email

You can also select Add to email to automatically paste the URL with a message (as set in that Scheduling Link's settings) right into your email draft.

Sharing Scheduling Links from the Gmail mobile app

You can also access the Gmail add-on for Reclaim from the Gmail mobile app, and use it to insert links and share times.

To get started, tap the ... when replying to any email via the Gmail mobile app

You'll see a set of options appear. Tap Insert from Reclaim.

Once you tap that option, you'll get your list of links with options to copy the URL, add it to an email, or personalize the link / share times:
​

To add the link to the email draft, just tap Add to email and it will automatically insert into the body of the message.

For personalizing links and sharing times, tap Personalize & share. When prompted, select Default browser app.

You will then be redirected to your default browser app, where you can select times and personalize your link. When you're done, select Add times to email and you will see a message indicating that you can close the browser window.

Head back to the Gmail app, and you should see an option appear to Insert times into email:

Then your times will appear in the body of the email:
​

Note: if you return to the Gmail app and your draft has closed, simply press the ... option again and you should see the Insert times into email option appear.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Perhaps the most common use case for Scheduling Links is to send them in email in order to get a meeting booked. \nYou can copy your links directly from the Scheduling Links page to share them with others, but a much more convenient and powerful way to do the job is to install the free Reclaim add-on to leverage Scheduling Links directly from Gmail and Google Calendar. \nInstall the add-on → \nReclaim add-on for Google Calendar & Gmail Once you install the Reclaim add-on you will be able to view and copy your Scheduling Links by clicking the Reclaim icon in the right-hand sidebar in Google Calendar and Gmail, as well as in the bottom menu bar in the Gmail composer. \nYou can even customize any existing link and/or share times to send for a specific meeting you want to get booked to ensure your attendees are getting a personalized experience. \n For more information on installing and getting started with the add-on, check out this doc. \nHow to share Scheduling Links from Google Calendar Once you have the Google add-on installed, you'll see a Reclaim icon in the sidebar of the Google Calendar view. \nClick the icon to expand the add-on with an overview of all your Reclaim smart events. At the top you'll find a button for Scheduling Links, which pulls up a list of all your existing links. \n \nFrom here, you have two options to conveniently share your Scheduling Links without leaving Google Calendar: Copy URL: Copy the Scheduling Link URL to your clipboard for easy sharing. Personalize & share: Create a custom one-off link and/or share available times for your links to book a specific meeting (learn more about personalizing and sharing links here). How to share Scheduling Links from Gmail Installing the Reclaim Google Workspace add-on will also automatically enable it to your Gmail account. \nIn your Gmail inbox you'll see the add-on Reclaim icon in the sidebar - just like in Google Calendar - which you can click to pull up all your Scheduling Links for quick and easy sharing with the same options seen in Google Calendar. ​ \nOptions for adding Scheduling Links to Gmail emails The Reclaim add-on enables a powerful workflow for conveniently sharing Scheduling Links and custom links directly via email to get your meetings booked. \nWhen writing a new email in the Gmail composer, you will find the same Reclaim icon in the bottom toolbar. You can click this icon to pull up all your existing Scheduling Links for quick sharing options. \n Note: the Reclaim add-on might be hidden behind a ... menu if you have a lot of other add-ons installed already. Copy URL Copy the Scheduling Link URL to your clipboard using the Copy URL button so you can paste a meeting link to an email or message. \n \nPersonalize & share Select Personalize & share to send a one-off link with custom settings for a specific meeting instance, and even share select available times for that meeting link (learn more about personalizing and sharing custom one-off links in this doc). \nWhen selecting Personalize & share from Gmail, you will also have the option to automatically insert the sharable times into your email along with your message template. This button will appear when you select times and preview them – you can either select Copy times to paste them elsewhere, or Insert to add them to the email directly. \n \nAdd to email You can also select Add to email to automatically paste the URL with a message (as set in that Scheduling Link's settings) right into your email draft. \n \nSharing Scheduling Links from the Gmail mobile app You can also access the Gmail add-on for Reclaim from the Gmail mobile app, and use it to insert links and share times. \n To get started, tap the ... when replying to any email via the Gmail mobile app \n \nYou'll see a set of options appear. Tap Insert from Reclaim . \n \nOnce you tap that option, you'll get your list of links with options to copy the URL, add it to an email, or personalize the link / share times:​ \nTo add the link to the email draft, just tap Add to email and it will automatically insert into the body of the message. \n \nFor personalizing links and sharing times, tap Personalize & share. When prompted, select Default browser app. \n \nYou will then be redirected to your default browser app, where you can select times and personalize your link. When you're done, select Add times to email and you will see a message indicating that you can close the browser window. \n \nHead back to the Gmail app, and you should see an option appear to Insert times into email: \n \nThen your times will appear in the body of the email:​ \nNote: if you return to the Gmail app and your draft has closed, simply press the ... option again and you should see the Insert times into email option appear.","heading":"","is_live":true,"id":155241,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6809644","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Set start time intervals for Smart Meetings & Scheduling Link meetings","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6827969-set-start-time-intervals-for-smart-meetings-scheduling-link-meetings","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim allows you to set start time intervals for when Scheduling Links and Smart Meetings get booked in your calendar. Select your preferred time intervals for meetings (:00, :15, :30, :45) to better manage your availability for collaboration every week.

Start time interval settings apply to:

Manage your start time interval settings

You can tell Reclaim at which start time intervals you want Scheduling Links meetings and Smart Meetings to be scheduled in your calendar. Select at least one, and as many intervals as you want.
​
​Start time intervals:

:00 - on the hour

:15 - quarter after the hour

:30 - half past the hour

:45 - quarter to the hour

To manage these settings, navigate to Settings > General > Meeting settings.

How start time intervals work

Setting start time intervals helps you better manage your week by controlling the time slots in which Reclaim can book meetings from Scheduling Links and Smart Meetings.

With Smart Meetings:

When you set your start time interval preferences, Reclaim will automatically schedule (and reschedule) your Smart Meetings to available times in your calendar accordingly.

With Scheduling Links:

When you share Scheduling Links, your selected intervals are the times that invitees see as available when booking with you. Even if you are sending a high-priority link, or a meeting with multiple duration options - the open slots for the meeting will be limited to the start time intervals you have selected.

For example, if you have selected :00, your Scheduling Links would only show available start times on the hour (:00), even if you are free at other times. Selecting :00 and :30 will offer up available time slots on the hour (:00) as well as half past the hour (:30), etc.

Note: Changes in start time interval settings will apply to newly scheduled meetings moving forward, and will not reschedule existing meetings.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim allows you to set start time intervals for when Scheduling Links and Smart Meetings get booked in your calendar. Select your preferred time intervals for meetings (:00, :15, :30, :45) to better manage your availability for collaboration every week. \nStart time interval settings apply to: Recurring Smart Meetings Available time slots for meetings via Scheduling Links Manage your start time interval settings You can tell Reclaim at which start time intervals you want Scheduling Links meetings and Smart Meetings to be scheduled in your calendar. Select at least one, and as many intervals as you want.​​Start time intervals: :00 - on the hour :15 - quarter after the hour :30 - half past the hour :45 - quarter to the hour \nTo manage these settings, navigate to Settings > General > Meeting settings. \n \nHow start time intervals work Setting start time intervals helps you better manage your week by controlling the time slots in which Reclaim can book meetings from Scheduling Links and Smart Meetings. Selecting multiple start time options creates more opportunities to connect. Fewer intervals limits your time slots for meetings during the week. With Smart Meetings: When you set your start time interval preferences, Reclaim will automatically schedule (and reschedule) your Smart Meetings to available times in your calendar accordingly. \nWith Scheduling Links: When you share Scheduling Links, your selected intervals are the times that invitees see as available when booking with you. Even if you are sending a high-priority link, or a meeting with multiple duration options - the open slots for the meeting will be limited to the start time intervals you have selected. \n \nFor example, if you have selected :00, your Scheduling Links would only show available start times on the hour (:00), even if you are free at other times. Selecting :00 and :30 will offer up available time slots on the hour (:00) as well as half past the hour (:30), etc. Note: Changes in start time interval settings will apply to newly scheduled meetings moving forward, and will not reschedule existing meetings.","heading":"","is_live":true,"id":155240,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6827969","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Updating your profile details, name, and avatar","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6882302-updating-your-profile-details-name-and-avatar","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

You can access many of the details for your Reclaim account in the Profile section of the app. You can go there at any time by clicking on your name from the Profile Icon menu in the top right corner of the Reclaim interface:

You can edit a number of details directly in Reclaim for your profile, such as your job title, company, company size, and your use case for Reclaim.

However, there are some important details that Reclaim grabs directly from your Google settings in order to give you fewer things to keep up-to-date.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"You can access many of the details for your Reclaim account in the Profile section of the app. You can go there at any time by clicking on your name from the Profile Icon menu in the top right corner of the Reclaim interface: \n You can edit a number of details directly in Reclaim for your profile, such as your job title, company, company size, and your use case for Reclaim. \n \nHowever, there are some important details that Reclaim grabs directly from your Google settings in order to give you fewer things to keep up-to-date. Name: Reclaim automatically fetches your full name from your Google Account. If you want Reclaim to use a different name, you need to change it in your Google Account settings. Avatar: Reclaim automatically fetches your avatar, which is also used for Scheduling Links, from your Google Account. If you want Reclaim to use a different avatar, you need to change it in your Google Account settings. Note: make sure you've allowed for others to see your profile picture in your Google privacy settings, otherwise Reclaim won't see that profile picture and won't display it. Timezone: Reclaim automatically fetches your timezone from your Google Account settings, and will update if it changes. Read more here for information on how to update your timezone in Google. Starting day of week and time format: Reclaim will automatically pull the starting day of week and time format (e.g., 12/24h, dd/mm/yyyy ) for displaying events and calendars in Reclaim from your Google Account settings. Read more for information on how to change your time format or starting day of week here","heading":"","is_live":true,"id":155239,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6882302","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to use Reclaim on your mobile device","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6916961-how-to-use-reclaim-on-your-mobile-device","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Today, Reclaim doesn't have native apps for iOS or Android, but we designed Reclaim so that you could manage it on the go reasonably well on your mobile device. Here are a few tips on how to manage Reclaim while on the go.

Add the Reclaim web app to your iOS home screen

You can add the Reclaim web app to your iOS home screen, which will let you access it via your iOS device in the same way you would any other app. To add the web app to your iOS home screen, follow these steps:

First, open the Reclaim web app in Safari. Then, tap the Share button (a little box with an arrow pointing upward).

Now, select Add to Home Screen from the list of options:

Name the app, and now it will appear in your home screen!

Add the Reclaim web app to your Android home screen

You can add the Reclaim web app to your Android home screen as well, which will let you access it via your Android device in the same way you would any other app. To add the web app to your Android home screen, follow these steps:

First, open the Reclaim web app in Chrome. Then, tap the More Options button in the top right (The three dots menu icon).

From the menu, you'll see an option to \"Install App\":
​

You'll then be asked to confirm and install the application from this menu:
​

Once you've done so, you should find the Reclaim App in your Android App drawer, this can then be added to your home screen by pressing and holding the app for a few seconds, then dragging it up to your home screen.

Manage your Reclaim events via the Google Calendar mobile app

Reclaim was built to allow you to easily reschedule or modify any events created for your Tasks, Habits, Smart 1:1s and so on directly via Google Calendar. So if you already have the Google Calendar mobile app installed on your mobile device, you can adjust events that were created by Reclaim directly via that interface as you would any other calendar events.

This doc explains more about how you can think about managing events directly in Google Calendar, and if you'd like to learn more about rescheduling Reclaim-managed events in Google Calendar, read this doc.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Today, Reclaim doesn't have native apps for iOS or Android, but we designed Reclaim so that you could manage it on the go reasonably well on your mobile device. Here are a few tips on how to manage Reclaim while on the go. \nAdd the Reclaim web app to your iOS home screen You can add the Reclaim web app to your iOS home screen, which will let you access it via your iOS device in the same way you would any other app. To add the web app to your iOS home screen, follow these steps: \nFirst, open the Reclaim web app in Safari. Then, tap the Share button (a little box with an arrow pointing upward). \n Now, select Add to Home Screen from the list of options: \n Name the app, and now it will appear in your home screen! \n Add the Reclaim web app to your Android home screen You can add the Reclaim web app to your Android home screen as well, which will let you access it via your Android device in the same way you would any other app. To add the web app to your Android home screen, follow these steps: \nFirst, open the Reclaim web app in Chrome. Then, tap the More Options button in the top right (The three dots menu icon). \n From the menu, you'll see an option to \"Install App\": ​ You'll then be asked to confirm and install the application from this menu:​ Once you've done so, you should find the Reclaim App in your Android App drawer, this can then be added to your home screen by pressing and holding the app for a few seconds, then dragging it up to your home screen. \n \n \nManage your Reclaim events via the Google Calendar mobile app Reclaim was built to allow you to easily reschedule or modify any events created for your Tasks, Habits, Smart 1:1s and so on directly via Google Calendar. So if you already have the Google Calendar mobile app installed on your mobile device, you can adjust events that were created by Reclaim directly via that interface as you would any other calendar events. \nThis doc explains more about how you can think about managing events directly in Google Calendar, and if you'd like to learn more about rescheduling Reclaim-managed events in Google Calendar, read this doc.","heading":"","is_live":true,"id":155238,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6916961","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to uninstall Reclaim's integration for Slack","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6935794-how-to-uninstall-reclaim-s-integration-for-slack","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

If you no longer wish to use the Reclaim integration for Slack, you can easily disconnect and remove it from your Slack workspace in a few simple steps:

Disconnecting your Reclaim account from the integration

This is if you want to simply disconnect your own account from Reclaim's integration for Slack, but don't want to remove it for the entire Slack workspace.

  1. Navigate to the Reclaim app page in your Slack App Directory.

  2. Click on the Configuration tab

  3. Scroll down to the Your Authorization section

  4. Click Revoke to disconnect your account from Slack.

Remove the integration from a Slack workspace

Use this guide if you are a Slack admin and want to remove the Reclaim integration for Slack entirely from a Slack workspace.

  1. Navigate to the Reclaim integration homepage

  2. Click on the Configuration tab

  3. Scroll down to the Remove App section

  4. Click the Remove App button.

  5. Click the Remove App button on the pop-up.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"If you no longer wish to use the Reclaim integration for Slack, you can easily disconnect and remove it from your Slack workspace in a few simple steps: \nDisconnecting your Reclaim account from the integration This is if you want to simply disconnect your own account from Reclaim's integration for Slack, but don't want to remove it for the entire Slack workspace. Navigate to the Reclaim app page in your Slack App Directory. Click on the Configuration tab Scroll down to the Your Authorization section Click Revoke to disconnect your account from Slack. \n \nRemove the integration from a Slack workspace Use this guide if you are a Slack admin and want to remove the Reclaim integration for Slack entirely from a Slack workspace. Navigate to the Reclaim integration homepage Click on the Configuration tab Scroll down to the Remove App section Click the Remove App button. Click the Remove App button on the pop-up.","heading":"","is_live":true,"id":155237,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6935794","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Auto-rescheduling settings for Tasks and Habits","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6937489-auto-rescheduling-settings-for-tasks-and-habits","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

By default, Reclaim will assume that you've begun working on a Habit or Task event when it's scheduled. However, some people prefer to only have Habits and Tasks start when they manually start working on them, or to reopen Tasks automatically if they haven't confirmed that they've finished work on them.

This help doc will explain how to fine-tune your settings so that you can fit Reclaim's workflow for Tasks and Habits to your liking.

Starting Tasks + Habits manually vs. automatically

In your Reclaim Settings, you can opt to decide whether you want Tasks and Habits to start when they're scheduled (default) or whether you want to start them manually by using the Start action:

If you select Start Habits & Tasks when scheduled, then Reclaim will automatically start burning down time on a Habit or Task event when it's scheduled and mark it complete once the event is over. You can still reschedule it by deleting the event from the calendar or using the Reschedule action, but you will have to do so manually.

If you select Start Habits & Tasks manually, Reclaim will consider a Task or Habit event as not started throughout its duration until you manually hit Start. So for example, if an event is scheduled for a Habit from 1pm to 2pm, and at 1:30pm you hit Start, it will move the start time for the event to 1:30pm. If you do not hit Start, then once the event ends it will reschedule automatically to the next best time later in the day.

Which option should I use?

We originally built Reclaim with the intention of assuming Task and Habit work has begun once it's scheduled. But we recognize that some people have different workflows, and it's not always possible to keep an eye on your schedule throughout the day, which can make it easy to lose track of the stuff you didn't get done.

If you prefer to deal with rescheduling and \"correcting the record\" for Tasks and Habits after the fact – e.g., rescheduling a Task event that's in the past that you didn't do – then we recommend sticking with the default option. If you prefer to always have a \"true\" record of what you've done in the past by manually controlling when Habits and Tasks start, switch to the manual option.

Controls for Tasks that are done scheduling

Reclaim gives you options for how you want to resolve Tasks that are in the ‘Done scheduling’ state. You can learn more about how Reclaim organizes Tasks in the Task Filters help doc.

Set Tasks that are done scheduling to automatically reopen (reschedules the original time back onto your calendar) or close (mark as done) after a fixed number of days.

Note: if you have chosen to use the \"Start Habits & Tasks manually\" option, you will not see these settings.

By default, Tasks that are done scheduling are considered ‘open’ until you either manually add more time to the Task, or mark it as done. In other words — Reclaim has finished scheduling the time you said you needed to complete it, but is waiting for you to confirm if it got done or not.

For a more automated workflow, you can also set Tasks that are done scheduling to auto-reopen or auto-close, after a fixed number of days. You can access this via your Settings.

Manage settings for Tasks that are done scheduling

Set your preferences for what you want Reclaim to do with Tasks that are done scheduling:

Nothing

You can manually add time to a Task so that it gets back on the calendar, or manually mark it done.

If you don't do either, the Task remains in Done scheduling state.

Add it back to my calendar for me until I mark it done

Reclaim reopens Task after set amount of days in Done scheduling state, and automatically reschedules the entire original Task time back onto your calendar.

For example: if a 3hr Task is done scheduling, but you don’t mark it as done in your set waiting period – Reclaim will automatically reopen the Task and block a new 3hrs for the event back onto your calendar.

Mark it done for me

Reclaim closes Task after set amount of days in Done scheduling state, and automatically marks it as done.

Set your wait duration

If you select an automated setting – specify how many days you want Reclaim to wait before completing the action after Tasks are done scheduling.

Note: Automated settings will apply to both existing and future Tasks that are in the Done Scheduling state.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"By default, Reclaim will assume that you've begun working on a Habit or Task event when it's scheduled. However, some people prefer to only have Habits and Tasks start when they manually start working on them, or to reopen Tasks automatically if they haven't confirmed that they've finished work on them. \nThis help doc will explain how to fine-tune your settings so that you can fit Reclaim's workflow for Tasks and Habits to your liking. \nStarting Tasks + Habits manually vs. automatically In your Reclaim Settings, you can opt to decide whether you want Tasks and Habits to start when they're scheduled (default) or whether you want to start them manually by using the Start action: \n \nIf you select Start Habits & Tasks when scheduled, then Reclaim will automatically start burning down time on a Habit or Task event when it's scheduled and mark it complete once the event is over. You can still reschedule it by deleting the event from the calendar or using the Reschedule action, but you will have to do so manually. \n \nIf you select Start Habits & Tasks manually, Reclaim will consider a Task or Habit event as not started throughout its duration until you manually hit Start. So for example, if an event is scheduled for a Habit from 1pm to 2pm, and at 1:30pm you hit Start, it will move the start time for the event to 1:30pm. If you do not hit Start, then once the event ends it will reschedule automatically to the next best time later in the day. \nWhich option should I use? We originally built Reclaim with the intention of assuming Task and Habit work has begun once it's scheduled. But we recognize that some people have different workflows, and it's not always possible to keep an eye on your schedule throughout the day, which can make it easy to lose track of the stuff you didn't get done. \nIf you prefer to deal with rescheduling and \"correcting the record\" for Tasks and Habits after the fact – e.g., rescheduling a Task event that's in the past that you didn't do – then we recommend sticking with the default option. If you prefer to always have a \"true\" record of what you've done in the past by manually controlling when Habits and Tasks start, switch to the manual option. \nControls for Tasks that are done scheduling Reclaim gives you options for how you want to resolve Tasks that are in the ‘Done scheduling’ state. You can learn more about how Reclaim organizes Tasks in the Task Filters help doc. \nSet Tasks that are done scheduling to automatically reopen (reschedules the original time back onto your calendar) or close (mark as done) after a fixed number of days. Note: if you have chosen to use the \"Start Habits & Tasks manually\" option, you will not see these settings. By default, Tasks that are done scheduling are considered ‘open’ until you either manually add more time to the Task, or mark it as done. In other words — Reclaim has finished scheduling the time you said you needed to complete it, but is waiting for you to confirm if it got done or not. \nFor a more automated workflow, you can also set Tasks that are done scheduling to auto-reopen or auto-close, after a fixed number of days. You can access this via your Settings. \n \nManage settings for Tasks that are done scheduling Set your preferences for what you want Reclaim to do with Tasks that are done scheduling: \nNothing You can manually add time to a Task so that it gets back on the calendar, or manually mark it done. \nIf you don't do either, the Task remains in Done scheduling state. \nAdd it back to my calendar for me until I mark it done Reclaim reopens Task after set amount of days in Done scheduling state, and automatically reschedules the entire original Task time back onto your calendar. \nFor example: if a 3hr Task is done scheduling, but you don’t mark it as done in your set waiting period – Reclaim will automatically reopen the Task and block a new 3hrs for the event back onto your calendar. \nMark it done for me Reclaim closes Task after set amount of days in Done scheduling state, and automatically marks it as done. \nSet your wait duration If you select an automated setting – specify how many days you want Reclaim to wait before completing the action after Tasks are done scheduling. Note: Automated settings will apply to both existing and future Tasks that are in the Done Scheduling state.","heading":"","is_live":true,"id":155236,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6937489","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How emojis work in Reclaim","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6968568-how-emojis-work-in-reclaim","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim uses different kinds of emojis to help you understand different states of events on your calendar, as well as to communicate context to your coworkers.

This guide will help you to understand what each emoji means and how to change your preferences around how Reclaim uses emojis on your calendar.

Default emojis created by Reclaim

Here's a list of the emojis that Reclaim automatically creates for events on your calendar. You may not see all of these emojis depending on the state of events on your schedule.

🆓 to show when an event is marked as free time

When you see the 🆓 emoji in front of an event title on your calendar, that means that Reclaim has marked the event as free time. When an event is marked as free time, it won't show as unavailable / blocked to those who try to book time with you. You can read more about how Reclaim manages free and busy time here.

🛡️ to show when an event is marked as busy

When you see the 🛡️ emoji in front of an event title on your calendar, that means that Reclaim has marked the event as busy time. When an event is marked as busy, it will show as unavailable / blocked to those who try to book time with you. You can read more about how Reclaim manages free and busy time here.

🔒 to show when an event is locked

When you see the 🔒 emoji in front of an event title on your calendar, that means that Reclaim has locked the event. When an event is locked, it won't move automatically -- even if it's overbooked. It will also be marked as busy time, showing as unavailable to others. You can read more about how to lock and unlock events here.

👍 to show when part of a Task is done

When you see the 👍 emoji in front a Task's event title in the past on your calendar, that means that Reclaim has considered part of the Task to be complete. In other words, Reclaim hasn't finished scheduling all of the time for the Task, but it has finished scheduling part of it. You can learn more about how to manage these past Task events here.

✅ to show when a Task, Habit, or Smart Meeting is complete

When you see the ✅ emoji in front of a Task, Habit, or Smart Meeting event in the past on your calendar, that means that Reclaim has finished scheduling that Task, Habit, or Smart Meeting.

In the case of Habits and Smart Meeting, it doesn't mean that Reclaim is completely done scheduling that Habit or Smart Meeting for the week, but it does mean that it's done for the day. In the case of Tasks, it means Reclaim is completely done scheduling all the work. You can read more about Task states here.

🏠 to show when an event is marked as personal

If you use Reclaim's Calendar Sync feature and have set your synced events to use the \"Personal Commitment\" privacy setting, you will see a 🏠 emoji in front of the title. You can learn more about Calendar Sync privacy settings here.

✈️ to show when an event is marked as a flight

Reclaim will automatically categorize flights on your calendar as well as add time to travel to and from the airport if you've enabled the travel time feature. If you see a ✈️ emoji in front of the event title, that means Reclaim has categorized the time as a flight.

🚌 to show when an event is marked as travel

If you've enabled Reclaim's travel time feature, you'll see a 🚌 emoji in front of the travel time events that Reclaim creates before and after events with automatically detected physical locations.

Custom emojis you create in Reclaim

In addition to the emojis Reclaim creates automatically, you can add emojis to Habits, Tasks, Smart Meetings, and Decompression Time. These emojis will be shown in addition to the default emojis. For example, if you've created a Habit called 🍱 Lunch, the Habit will show as 🛡️ 🍱 Lunch on your calendar when it is marked as busy time.

Reclaim also allows you to set emojis for your Slack status if you're using the Slack Status Sync feature. These emojis will be used to show your status in Slack unless another emoji is used on your calendar already, in which case Reclaim will use that one.

Emoji settings for Reclaim events

You can customize your emoji settings for your Reclaim created events.

Adding/removing event emojis

Adding emojis to your individual Reclaim events is entirely optional. You can select any emoji to your events when specifying the name.

If you want to remove an emoji from the name of an event (for example with Habit templates with pre-selected emojis), simply hover over the emoji and click the 'X' to remove.

Default emoji settings

You can also update your default emoji preferences under your Settings.

This allows you to set preferences across events for emojis indicating whether an event is free, busy, or locked, as well as task status emojis, and where in the title they appear.

Default emoji settings are available on Starter, Business, and Enterprise plans.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim uses different kinds of emojis to help you understand different states of events on your calendar, as well as to communicate context to your coworkers. \nThis guide will help you to understand what each emoji means and how to change your preferences around how Reclaim uses emojis on your calendar. \n \nDefault emojis created by Reclaim Here's a list of the emojis that Reclaim automatically creates for events on your calendar. You may not see all of these emojis depending on the state of events on your schedule. \n🆓 to show when an event is marked as free time When you see the 🆓 emoji in front of an event title on your calendar, that means that Reclaim has marked the event as free time. When an event is marked as free time, it won't show as unavailable / blocked to those who try to book time with you. You can read more about how Reclaim manages free and busy time here. \n🛡️ to show when an event is marked as busy When you see the 🛡️ emoji in front of an event title on your calendar, that means that Reclaim has marked the event as busy time. When an event is marked as busy, it will show as unavailable / blocked to those who try to book time with you. You can read more about how Reclaim manages free and busy time here. \n🔒 to show when an event is locked When you see the 🔒 emoji in front of an event title on your calendar, that means that Reclaim has locked the event. When an event is locked, it won't move automatically -- even if it's overbooked. It will also be marked as busy time, showing as unavailable to others. You can read more about how to lock and unlock events here. \n👍 to show when part of a Task is done When you see the 👍 emoji in front a Task's event title in the past on your calendar, that means that Reclaim has considered part of the Task to be complete. In other words, Reclaim hasn't finished scheduling all of the time for the Task, but it has finished scheduling part of it. You can learn more about how to manage these past Task events here. \n✅ to show when a Task, Habit, or Smart Meeting is complete When you see the ✅ emoji in front of a Task, Habit, or Smart Meeting event in the past on your calendar, that means that Reclaim has finished scheduling that Task, Habit, or Smart Meeting. \nIn the case of Habits and Smart Meeting, it doesn't mean that Reclaim is completely done scheduling that Habit or Smart Meeting for the week, but it does mean that it's done for the day. In the case of Tasks, it means Reclaim is completely done scheduling all the work. You can read more about Task states here. \n🏠 to show when an event is marked as personal If you use Reclaim's Calendar Sync feature and have set your synced events to use the \"Personal Commitment\" privacy setting, you will see a 🏠 emoji in front of the title. You can learn more about Calendar Sync privacy settings here. \n✈️ to show when an event is marked as a flight Reclaim will automatically categorize flights on your calendar as well as add time to travel to and from the airport if you've enabled the travel time feature. If you see a ✈️ emoji in front of the event title, that means Reclaim has categorized the time as a flight. \n🚌 to show when an event is marked as travel If you've enabled Reclaim's travel time feature, you'll see a 🚌 emoji in front of the travel time events that Reclaim creates before and after events with automatically detected physical locations. \n \nCustom emojis you create in Reclaim In addition to the emojis Reclaim creates automatically, you can add emojis to Habits, Tasks, Smart Meetings, and Decompression Time. These emojis will be shown in addition to the default emojis. For example, if you've created a Habit called 🍱 Lunch , the Habit will show as 🛡️ 🍱 Lunch on your calendar when it is marked as busy time. \nReclaim also allows you to set emojis for your Slack status if you're using the Slack Status Sync feature. These emojis will be used to show your status in Slack unless another emoji is used on your calendar already, in which case Reclaim will use that one. \n \nEmoji settings for Reclaim events You can customize your emoji settings for your Reclaim created events. \nAdding/removing event emojis Adding emojis to your individual Reclaim events is entirely optional. You can select any emoji to your events when specifying the name. \nIf you want to remove an emoji from the name of an event (for example with Habit templates with pre-selected emojis), simply hover over the emoji and click the 'X' to remove. \n \n \nDefault emoji settings You can also update your default emoji preferences under your Settings. \nThis allows you to set preferences across events for emojis indicating whether an event is free, busy, or locked, as well as task status emojis, and where in the title they appear. \n Default emoji settings are available on Starter, Business, and Enterprise plans.","heading":"","is_live":true,"id":155235,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6968568","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Data Privacy Framework (DPF) Notice and Certification","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/6988611-data-privacy-framework-dpf-notice-and-certification","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Is Reclaim certified in under the Data Privacy Framework (DPF)?

Reclaim complies with the EU-US Data Privacy Framework, the Swiss-US Data Privacy Framework and the UK extension to the EU-US Data Privacy Framework as set forth by the US Department of Commerce regarding the collection, use and retention of personal data transferred from European Economic Area (“EEA”) member countries, the United Kingdom (“UK”)and Switzerland. Eventbrite has certified that it adheres to and will abide by the Data Privacy Framework Principles of Notice, Choice, Accountability for Onward Transfer, Security, Data Integrity and Purpose Limitation, Access, and Recourse, Enforcement, and Liability.

For purposes of enforcing compliance with the Data Privacy Framework, Reclaim is subject to the investigatory and enforcement authority of the US Federal Trade Commission.

For more information about the Data Privacy Framework, see the US Department of Commerce’s Data Privacy Framework website located at: https://www.dataprivacyframework.gov.

To review our certification on the Data Privacy Framework list, see the US Department of Commerce’s Data Privacy Framework’s self-certification list located at: https://www.dataprivacyframework.gov/s/participant-search.

How does Reclaim handle the invalidation of the Privacy Shield under Schrems II?

In regards to EU-US and Swiss-US international data transfers, following i) invalidation of the EU-US Privacy Shield Framework in case C-311/18 by the Court of Justice of the European Union and ii) the opinion of the Swiss Federal Data Protection and Information Commissioner (FDPIC) of 8 September, 2020, Reclaim no longer relies on i) the EU-US Privacy Shield and ii) the Swiss-US Privacy Shield Frameworks as mechanisms for international data transfer, until further notice.
‍
However, Reclaim remains committed to maintaining certifications under the EU-US Privacy Shield and the Swiss-US Privacy Shield Frameworks and complying with Privacy Shield Principles as an additional way of protecting our users’ privacy.

Will you offer Standard Contractual Clauses (SCCs)?

Yes, Reclaim uses Standard Contractual Clauses (Controller-to-Processor) as set forth in the Annex to European Commission Implementing Decision (EU) 2021/914 of June 4, 2021, as the legal mechanism for data transfers from the EU and EEA to the United States.

The SCCs are contractual terms that allow companies to transfer and process data outside the EU and UK in compliance with the GDPR. They were approved by the European Commission and are the primary mechanism for data transfers. You will find the SCCs in our Data Processing Agreement found here: https://reclaim.ai/dpa.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Is Reclaim certified in under the Data Privacy Framework (DPF)? Reclaim complies with the EU-US Data Privacy Framework, the Swiss-US Data Privacy Framework and the UK extension to the EU-US Data Privacy Framework as set forth by the US Department of Commerce regarding the collection, use and retention of personal data transferred from European Economic Area (“EEA”) member countries, the United Kingdom (“UK”)and Switzerland. Eventbrite has certified that it adheres to and will abide by the Data Privacy Framework Principles of Notice, Choice, Accountability for Onward Transfer, Security, Data Integrity and Purpose Limitation, Access, and Recourse, Enforcement, and Liability. \nFor purposes of enforcing compliance with the Data Privacy Framework, Reclaim is subject to the investigatory and enforcement authority of the US Federal Trade Commission. \nFor more information about the Data Privacy Framework, see the US Department of Commerce’s Data Privacy Framework website located at: https://www.dataprivacyframework.gov. \nTo review our certification on the Data Privacy Framework list, see the US Department of Commerce’s Data Privacy Framework’s self-certification list located at: https://www.dataprivacyframework.gov/s/participant-search. \nHow does Reclaim handle the invalidation of the Privacy Shield under Schrems II? In regards to EU-US and Swiss-US international data transfers, following i) invalidation of the EU-US Privacy Shield Framework in case C-311/18 by the Court of Justice of the European Union and ii) the opinion of the Swiss Federal Data Protection and Information Commissioner (FDPIC) of 8 September, 2020, Reclaim no longer relies on i) the EU-US Privacy Shield and ii) the Swiss-US Privacy Shield Frameworks as mechanisms for international data transfer, until further notice.‍However, Reclaim remains committed to maintaining certifications under the EU-US Privacy Shield and the Swiss-US Privacy Shield Frameworks and complying with Privacy Shield Principles as an additional way of protecting our users’ privacy. \nWill you offer Standard Contractual Clauses (SCCs)? Yes, Reclaim uses Standard Contractual Clauses (Controller-to-Processor) as set forth in the Annex to European Commission Implementing Decision (EU) 2021/914 of June 4, 2021, as the legal mechanism for data transfers from the EU and EEA to the United States. \nThe SCCs are contractual terms that allow companies to transfer and process data outside the EU and UK in compliance with the GDPR. They were approved by the European Commission and are the primary mechanism for data transfers. You will find the SCCs in our Data Processing Agreement found here: https://reclaim.ai/dpa.","heading":"","is_live":true,"id":155234,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"6988611","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"SSO Support (ie: Okta)","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7065692-sso-support-ie-okta","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Does Reclaim.ai support Okta and/or alternative SSO providers for authentication other than Google or Microsoft?

Google OAuth is the primary authentication provider for users with Google as their primary calendar, and Microsoft OAuth is the primary authentication provider for users with Micosoft O365 as their primary calendar; thre are the default for most users.

For companies who use Okta, Onelogin or another identity provider, Reclaim supports SSO via OIDC for accounts on an Enterprise plan.

SSO is supported for both Google and Microsoft Authentication.

What are the requirements for SSO (other than Google), including Okta?

How do I setup Okta or an alternative provider to be used with Reclaim?

We have detailed setup instructions for various implementations here:

https://help.reclaim.ai/en/collections/5858901-sso-and-scim-support

We are happy to provide dedicated support/onboarding as part of Enterprise SSO enablement.

Is Reclaim available as an App in Okta's App Catalog?

Yes, find it here: https://www.okta.com/integrations/reclaim-ai/

There as some edge cases where a custom OIDC app may make more sense, and if this is the case we will guide you through that setup.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Does Reclaim.ai support Okta and/or alternative SSO providers for authentication other than Google or Microsoft? \nGoogle OAuth is the primary authentication provider for users with Google as their primary calendar, and Microsoft OAuth is the primary authentication provider for users with Micosoft O365 as their primary calendar; thre are the default for most users. \nFor companies who use Okta, Onelogin or another identity provider, Reclaim supports SSO via OIDC for accounts on an Enterprise plan. \nSSO is supported for both Google and Microsoft Authentication. \n \nWhat are the requirements for SSO (other than Google), including Okta? Customers must be on a paid Enterprise plan SSO implementation is via OIDC (SAML is not currently supported) Provide your domain, Client ID and Secret to Reclaim for setup and configuration \nHow do I setup Okta or an alternative provider to be used with Reclaim? \nWe have detailed setup instructions for various implementations here: \nhttps://help.reclaim.ai/en/collections/5858901-sso-and-scim-support \nWe are happy to provide dedicated support/onboarding as part of Enterprise SSO enablement. \n \nIs Reclaim available as an App in Okta's App Catalog? \nYes, find it here: https://www.okta.com/integrations/reclaim-ai/ \nThere as some edge cases where a custom OIDC app may make more sense, and if this is the case we will guide you through that setup.","heading":"","is_live":true,"id":155233,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7065692","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Reclaim Legacy plans (Free, Pro, & Team)","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7265344-reclaim-legacy-plans-free-pro-team","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

What are Reclaim Legacy plans?

Reclaim originally offered three different pricing plans for your teams: Free, Pro, and Team. We’ve now launched a new and improved pricing model and these ‘Legacy plans’ are no longer available for new users to purchase.

If you are currently on a paid Legacy plan (Pro or Team), there is no change for your Reclaim account. You can continue to use the features included in that plan type, add or remove users, and renew your plan as usual. That being said, there are some awesome improvements in our new plans that offer you even more capabilities with Reclaim.

Let’s go over some of the differences with the new Reclaim plans (Lite, Starter, Business, and Enterprise) and what it means for you if you are still on a Pro or Team paid Legacy plan. Check out our pricing page for an in-depth view of what’s included with the new plans.

If you purchased a paid Legacy plan

If you purchased a month-to-month or annual Pro or Team plan before April 13th, 2023, you can continue to use your Legacy plan. While you don’t have to switch to the new available plans, they do offer additional features and capabilities, and features released in the future will not be added to those Legacy plans.

Here’s everything you need to know about the new plans and how they compare to our Legacy plans:

Free vs. Lite

We want everyone to have access to Reclaim, and we are proud to still offer a 100% free forever plan for users, which is now called the Lite plan. The Lite plan is available for single users only to help take back control of your calendar with essential smart time blocking features.

Lite includes everything that was previously included in the Legacy Free plan, and even adds two key features that were previously unavailable for Free users. If you were a Legacy Free Reclaim user, you’ve automatically been transitioned into the new Lite plan with unlocked features. There’s nothing else you need to do to take advantage of it!

Pro vs. Starter

The new Starter plan replaces our Legacy Pro plan, and also offers new unlocked features for users. The Starter plan is designed for teams up to 10 users or for individuals looking to optimize their meetings and get more focus time on the calendar.

Starter includes everything that was previously included in the Legacy Pro plan, and even adds several key features previously unavailable for Pro users. As a Starter user, you can now:

It’s easy to switch to the new Starter plan from your Billing & Team page.

Team vs. Business

Our Business plan replaces our Team plan, and is for teams up to 100 users prioritizing productivity and work-life balance for employees.

Business includes everything previously included in the Legacy Team plan, and even adds a key new feature previously unavailable for Team users. As a Business user, you can now:

It’s easy to switch to the new Business plan from your Billing & Team page.

Enterprise

Enterprise is an entirely-new plan type for teams of greater than 100 users who want enterprise-grade support and security. Enterprise offers all the same features as Business, but includes key features for larger organizations: SSO and SCIM user provisioning controls as well as the ability to roll out a federated template for Slack status messages.

Scheduling Links feature availability

The other change for Legacy plan users comes with our Scheduling Links feature exiting public beta. If you aren't a user of Scheduling Links currently, and are on a Legacy plan today – this change will not affect your Reclaim account.

If you were using the Scheduling Link feature in public beta on a Legacy plan, access to this feature will be limited moving forward.

We recommend that Legacy plan users of Scheduling Links switch to one of the new plans to continue booking their meetings through Reclaim, which can be done via your Billing & Team page.

Upgrading to a new plan from a Legacy plan

Upgrading to a new plan from a Legacy one is simple, and can be done self-serve via the Billing & Team page.

The biggest difference for teams moving to a new plan is they can no longer mix and match plan types in a single account. In other words, all users in the team must be on the same plan type when purchasing a new plan. So for example, if you have 8 users on your team and are interested in moving to the Starter plan, you will need to purchase Starter seats for each member of the team.

Note that once you’ve upgraded to a new plan from a Legacy plan, you cannot move back to a Legacy plan.

You can learn more about what the new plans include on our pricing page. Feel free to reach out to our support team with any other pricing or plan questions at support@reclaim.ai.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"What are Reclaim Legacy plans? Reclaim originally offered three different pricing plans for your teams: Free, Pro, and Team. We’ve now launched a new and improved pricing model and these ‘Legacy plans’ are no longer available for new users to purchase. \nIf you are currently on a paid Legacy plan (Pro or Team), there is no change for your Reclaim account. You can continue to use the features included in that plan type, add or remove users, and renew your plan as usual. That being said, there are some awesome improvements in our new plans that offer you even more capabilities with Reclaim. \nLet’s go over some of the differences with the new Reclaim plans (Lite, Starter, Business, and Enterprise) and what it means for you if you are still on a Pro or Team paid Legacy plan. Check out our pricing page for an in-depth view of what’s included with the new plans. \nIf you purchased a paid Legacy plan If you purchased a month-to-month or annual Pro or Team plan before April 13th, 2023, you can continue to use your Legacy plan. While you don’t have to switch to the new available plans, they do offer additional features and capabilities, and features released in the future will not be added to those Legacy plans. \nHere’s everything you need to know about the new plans and how they compare to our Legacy plans: \nFree vs. Lite We want everyone to have access to Reclaim, and we are proud to still offer a 100% free forever plan for users, which is now called the Lite plan. The Lite plan is available for single users only to help take back control of your calendar with essential smart time blocking features. \nLite includes everything that was previously included in the Legacy Free plan, and even adds two key features that were previously unavailable for Free users. If you were a Legacy Free Reclaim user, you’ve automatically been transitioned into the new Lite plan with unlocked features. There’s nothing else you need to do to take advantage of it! \nPro vs. Starter The new Starter plan replaces our Legacy Pro plan, and also offers new unlocked features for users. The Starter plan is designed for teams up to 10 users or for individuals looking to optimize their meetings and get more focus time on the calendar. \nStarter includes everything that was previously included in the Legacy Pro plan, and even adds several key features previously unavailable for Pro users. As a Starter user, you can now: Create up to three Smart Meetings as the organizer Create up to three Scheduling Links as a Starter user Access all project management and task integrations, including Asana, Jira, Clickup, and Linear (previously limited to Todoist only on the Pro plan) It’s easy to switch to the new Starter plan from your Billing & Team page. \nTeam vs. Business Our Business plan replaces our Team plan, and is for teams up to 100 users prioritizing productivity and work-life balance for employees. \nBusiness includes everything previously included in the Legacy Team plan, and even adds a key new feature previously unavailable for Team users. As a Business user, you can now: Create unlimited Scheduling Links It’s easy to switch to the new Business plan from your Billing & Team page. \nEnterprise Enterprise is an entirely-new plan type for teams of greater than 100 users who want enterprise-grade support and security. Enterprise offers all the same features as Business, but includes key features for larger organizations: SSO and SCIM user provisioning controls as well as the ability to roll out a federated template for Slack status messages. \nScheduling Links feature availability The other change for Legacy plan users comes with our Scheduling Links feature exiting public beta. If you aren't a user of Scheduling Links currently, and are on a Legacy plan today – this change will not affect your Reclaim account. \nIf you were using the Scheduling Link feature in public beta on a Legacy plan, access to this feature will be limited moving forward. \nWe recommend that Legacy plan users of Scheduling Links switch to one of the new plans to continue booking their meetings through Reclaim, which can be done via your Billing & Team page. \nUpgrading to a new plan from a Legacy plan Upgrading to a new plan from a Legacy one is simple, and can be done self-serve via the Billing & Team page. \nThe biggest difference for teams moving to a new plan is they can no longer mix and match plan types in a single account. In other words, all users in the team must be on the same plan type when purchasing a new plan. So for example, if you have 8 users on your team and are interested in moving to the Starter plan, you will need to purchase Starter seats for each member of the team. \nNote that once you’ve upgraded to a new plan from a Legacy plan, you cannot move back to a Legacy plan. \nYou can learn more about what the new plans include on our pricing page. Feel free to reach out to our support team with any other pricing or plan questions at support@reclaim.ai.","heading":"","is_live":true,"id":155231,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7265344","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"How to fix a limited account","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7336364-how-to-fix-a-limited-account","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Your account in Reclaim may become limited if you are using features beyond what is included in your current plan. This can happen if you were on a trial for a paid plan and using premium features, or if you downgraded from a higher-tier plan.

To avoid disrupting your workflow, you will be extended a free 28-day overage period during which your account will continue to schedule events as normal.

In the overage period you can restore your account by either:

  1. Upgrading to a paid plan that includes the features you want to use.

  2. Or, disabling events to stay in the limits of the free forever plan.

❗Please note: If you don't take any action on your account by the end of the free 28-day overage period – any additional features you are using outside the free plan limit will be automatically deactivated and will stop scheduling.

How to fix an account with feature overage

At the end of your trial you will receive email updates to notify you about the status of your account overage.

When you log in, you'll also see a banner at the top of the Reclaim app if you are currently using features outside of your plan. The good news is, it's easy to get your account back on track.

To identify which events are limiting your account, click the \"Fix it\" button in the banner:

Options to resolve your limited account

To avoid any scheduling issues, be sure to address any feature overage during the 28-day period. At the end of this time window, features used beyond your plan limit will be automatically disabled for you and will stop scheduling.

What's included in each Reclaim plan?

Visit our pricing page for a full breakdown of our available plans to find the best fit for your scheduling needs, or learn more about how pricing works at Reclaim in this doc.

Here’s an overview of some main differences between what each plan offers:

Lite

Starter

Business

Enterprise

Scheduling range

1 week out

8 weeks out

12 weeks out

12 weeks out

Time blocking customization

Default settings

Full customization

Full customization

Full customization

Connected Calendars

Up to 2 connected calendars

Unlimited

Unlimited

Unlimited

Calendar Syncs

Unlimited (12 month range)

Unlimited (12 month range)

Unlimited (12 month range)

Focus Time

Unlimited

Unlimited

Unlimited

Habits

1 Habit

Unlimited

Unlimited

Unlimited

Smart Meetings

3 as organizer

Unlimited

Unlimited

Scheduling Links

1 personal Scheduling Link

3 Scheduling Links

Unlimited

Unlimited

Team Scheduling Links support

✅

✅

✅

Tasks

✅

✅

✅

✅

Custom Scheduling Hours

✅

✅

✅

Google Tasks integration

✅

✅

✅

✅

Todoist integration

✅

✅

✅

Asana integration

✅

✅

✅

ClickUp integration

✅

✅

✅

Jira integration

✅

✅

✅

Linear integration

✅

✅

✅

Slack Status Sync

Basic sync

✅

✅

Company-wide status templates

Buffer Time & breaks

✅

✅

✅

Google Calendar & Gmail add-on

✅

✅

✅

✅

Security reviews

✅

✅

SSO & SCIM user provisioning

✅

If you believe your account was limited by mistake, or you're running into an issue with getting your account limitations removed, please reach out to our support team.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Your account in Reclaim may become limited if you are using features beyond what is included in your current plan. This can happen if you were on a trial for a paid plan and using premium features, or if you downgraded from a higher-tier plan. \nTo avoid disrupting your workflow, you will be extended a free 28-day overage period during which your account will continue to schedule events as normal. \nIn the overage period you can restore your account by either: Upgrading to a paid plan that includes the features you want to use. Or, disabling events to stay in the limits of the free forever plan. ❗Please note: If you don't take any action on your account by the end of the free 28-day overage period – any additional features you are using outside the free plan limit will be automatically deactivated and will stop scheduling. \nHow to fix an account with feature overage At the end of your trial you will receive email updates to notify you about the status of your account overage. \nWhen you log in, you'll also see a banner at the top of the Reclaim app if you are currently using features outside of your plan. The good news is, it's easy to get your account back on track. \nTo identify which events are limiting your account, click the \"Fix it\" button in the banner: \n \nOptions to resolve your limited account Upgrade your plan: The easiest solution is to upgrade to a plan that includes the features you're already using. This allows you to keep your current scheduling configuration and experience no interruptions to paid features. (You can see a full breakdown of features across our available plans on our pricing page here.)​ Disable paid features manually: The second option allows you to review exactly which smart events are putting you in overage. You can then manually choose the items you want to disable or remove to get back into your plan limits.​For example, if set up 5 Habits during a Starter plan trial, but didn't upgrade by the end of your trail – you will either need to upgrade to a Starter plan to keep your 5 active Habits, or select delete 4 Habits so you're back in the 1 Habit limit included in the free forever Lite plan.​ Have Reclaim disable paid features for you: Your third option is to have Reclaim automatically disable the extra features on your account. This will permit our system to automatically bring your account back to it's current plan limits and lift any limitations. \nTo avoid any scheduling issues, be sure to address any feature overage during the 28-day period. At the end of this time window, features used beyond your plan limit will be automatically disabled for you and will stop scheduling. \n \nWhat's included in each Reclaim plan? Visit our pricing page for a full breakdown of our available plans to find the best fit for your scheduling needs, or learn more about how pricing works at Reclaim in this doc. \nHere’s an overview of some main differences between what each plan offers: \n \n Lite Starter Business Enterprise Scheduling range 1 week out 8 weeks out 12 weeks out 12 weeks out Time blocking customization Default settings Full customization Full customization Full customization Connected Calendars Up to 2 connected calendars Unlimited Unlimited Unlimited Calendar Syncs \n Unlimited (12 month range) Unlimited (12 month range) Unlimited (12 month range) Focus Time \n Unlimited Unlimited Unlimited Habits 1 Habit Unlimited Unlimited Unlimited Smart Meetings \n 3 as organizer Unlimited Unlimited Scheduling Links 1 personal Scheduling Link 3 Scheduling Links Unlimited Unlimited Team Scheduling Links support \n ✅ ✅ ✅ Tasks ✅ ✅ ✅ ✅ Custom Scheduling Hours \n ✅ ✅ ✅ Google Tasks integration ✅ ✅ ✅ ✅ Todoist integration \n ✅ ✅ ✅ Asana integration \n ✅ ✅ ✅ ClickUp integration \n ✅ ✅ ✅ Jira integration \n ✅ ✅ ✅ Linear integration \n ✅ ✅ ✅ Slack Status Sync Basic sync ✅ ✅ Company-wide status templates Buffer Time & breaks \n ✅ ✅ ✅ Google Calendar & Gmail add-on ✅ ✅ ✅ ✅ Security reviews \n \n ✅ ✅ SSO & SCIM user provisioning \n \n \n ✅ \nIf you believe your account was limited by mistake, or you're running into an issue with getting your account limitations removed, please reach out to our support team.","heading":"","is_live":true,"id":155230,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7336364","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Startup discount at Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7749691-startup-discount-at-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers a startup discount for 20% off any plan for 3 years. This may be applied to month-to-month plans or annual commitments.

Eligibility

Here are the eligibility requirements for our startup discount:

You do NOT have to be a new user to be eligible for this discount.

These eligibility criteria need to be met at the time of applying — you will not become ineligible for the discount if you surpass the employee, fundraising, and founded eligibility limits during your 3-year discount period.

How to apply

All startups are encouraged to apply for the discount will be evaluated on a case-by-case basis to qualify for the discount. To apply:

  1. Visit our Startup Program application page

  2. Fill out the form, providing links to verify your eligibility criteria (try to include all verification links so we can reply right away with your discount code)

  3. Submit your application

We review applications Monday-Friday, and will reply within a couple days to confirm approval, or request verification details, so we can get you on your way to better scheduling.

Once you receive your discount code, make sure to apply it to your team account at Reclaim so that all existing users, and any new added over the next 3 years, will be under the same discount.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers a startup discount for 20% off any plan for 3 years. This may be applied to month-to-month plans or annual commitments. \nEligibility Here are the eligibility requirements for our startup discount: Minimum of 2 user seats in Reclaim Under 100 employees Raised less than $10m Founded less than 5 years ago You must allow Reclaim to enable domain capture on your Reclaim account, meaning that employees from your company who sign up for Reclaim will also join your team automatically. You do NOT have to be a new user to be eligible for this discount. \nThese eligibility criteria need to be met at the time of applying — you will not become ineligible for the discount if you surpass the employee, fundraising, and founded eligibility limits during your 3-year discount period. \nHow to apply All startups are encouraged to apply for the discount will be evaluated on a case-by-case basis to qualify for the discount. To apply: Visit our Startup Program application page Fill out the form, providing links to verify your eligibility criteria (try to include all verification links so we can reply right away with your discount code) Submit your application We review applications Monday-Friday, and will reply within a couple days to confirm approval, or request verification details, so we can get you on your way to better scheduling. \nOnce you receive your discount code, make sure to apply it to your team account at Reclaim so that all existing users, and any new added over the next 3 years, will be under the same discount.","heading":"","is_live":true,"id":155229,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7749691","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Okta SSO Setup Guide - App Catalog","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7830342-okta-sso-setup-guide-app-catalog","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Overview

This guide is intended to help get Reclaim.ai setup for authentication via Okta and the Reclaim App from the Okta App Catalog.

If you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai.

Pre-Requirements

  1. Setup on a Reclaim.ai Team Enterprise Plan

  2. Have your domain enabled/configured for SSO on Reclaim.ai

  3. Your Reclaim.ai Customer SSO Slug

  4. Administrator access to your Okta Account/Dashboard

For 1-3 - work with your Reclaim.ai contact/rep.

Supported Features

Currently only SP-initiated is supported; IdP-initiated SSO is coming soon!

Install the Reclaim App from the Okta App Directory

  1. Login to Okta as an Admin

  2. Applications click the Browse App Catalog.
    ​

  3. Search for \"Reclaim.ai\" and click on the Reclaim.ai App/Logo

  4. From the Reclaim.ai App page click the \"Add Integration\" Button
    ​

  5. Add an Application Label (Suggestion: Reclaim.ai) and click Done
    ​

  6. Set the Customer SSO Slug (get this from your Account Manager/Rep or contact support@reclaim.ai); this will configure the Login URI which will end up being https://api.app.reclaim.ai/oauth/callback/Customer-SSO-Slug.

    1. On the Reclaim.ai App click \"Sign-On\" and then \"Edit\"

    2. Simply enter your Customer SSO Slug under Advanced Sign-on Settings for the Reclaim.ai App you just added.

    3. Click \"Save\"

  7. Once the App is added, you will have to assign users to the app under the \"Assignments\" tab. This will enable to users to log into Reclaim.ai app using Okta. To add users, navigate to the Assign to People option under Assign option on Assignments Page. If you already have a group you can choose the Assign to Groups option and assign the entire group.

Provide the Okta Client ID and Secret and Issuer URL to Reclaim

The last step is to provide Reclaim with the client id and secret of the application you just created. This is sensitive information so should be provided in a secure manner! Suggestions on how to do so are included below.

We will also need your Okta issuer URL, this usually something like https://<your org>.okta.com. You can find this in the account dropdown at the top right of Okta:
​

The Client ID and Secret is available on the “Sign-On” tab for the Reclaim.ai application we just added.

To send us your Client ID and Secret, feel free to use whatever One-time Secret tool/website you usually use, or another secure communication channel of your preference.

Otherwise, we typically use and recommend: https://onetimesecret.com/

Simply copy and enter the Client ID and Secret as separate lines and choose a reasonable expiration and send us the link, along with the Okta Issuer URL via email to your Reclaim contact, and support@reclaim.ai. If you would like to password protect it please feel free to do so and send us that via a different channel (ie: Slack, Zoom call, etc..).

Once we have the issuer URL, client id and secret we will configure the login method on the Reclaim side to redirect to this configuration for your domain.

We typically co-ordinate flipping/enabling SSO so you can inform and be available to support your users on the new login flow, but can do this async or at a scheduled time of your choosing.

Log into Reclaim via SSO from Reclaim (Service Provider)

To login to Reclaim via SP (Service Provider initiated flow), see below:

  1. After completing all the steps above, simply goto the same Login Page for Reclaim.ai (https://app.reclaim.ai/login) but from now on click the \"Login with SSO\" link
    ​

  2. Enter your email (which should likely match what you use to log in to Okta) and click the \"Log in with SSO\" button
    ​

  3. If you are not already logged into your Okta account, you will be directed to the login page. Fill in your credentials and sign into the account.

  4. You will now be logged into Reclaim.ai and should see the Planner.

Log into Reclaim via SSO from Okta (IdP)

To login to Reclaim via Okta Dashboard (IdP initiated flow), see the instructions below:

  1. Ensure you have created a Okta Bookmark App for Reclaim (this is how Okta enables IdP initated login flow for OIDC SSO); see this help article:

    https://help.reclaim.ai/en/articles/8295664-okta-sso-setup-guide-bookmark-app
    ​

  2. Ensure the appropriate Okta users and/or groups have been assigned the app per the above instructions.

  3. To log in to Reclaim via Okta, simply click the link which will take you to the Planner:
    ​

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Overview This guide is intended to help get Reclaim.ai setup for authentication via Okta and the Reclaim App from the Okta App Catalog. \nIf you need any additional assistance beyond this guide, please reach your to your Reclaim.ai contact/rep, or support via our website and/or support@reclaim.ai. \nPre-Requirements Setup on a Reclaim.ai Team Enterprise Plan Have your domain enabled/configured for SSO on Reclaim.ai Your Reclaim.ai Customer SSO Slug Administrator access to your Okta Account/Dashboard For 1-3 - work with your Reclaim.ai contact/rep. \nSupported Features Currently only SP-initiated is supported; IdP-initiated SSO is coming soon! \nInstall the Reclaim App from the Okta App Directory Login to Okta as an Admin Applications click the Browse App Catalog.​ Search for \"Reclaim.ai\" and click on the Reclaim.ai App/Logo From the Reclaim.ai App page click the \"Add Integration\" Button​ Add an Application Label (Suggestion: Reclaim.ai) and click Done​ Set the Customer SSO Slug (get this from your Account Manager/Rep or contact support@reclaim.ai); this will configure the Login URI which will end up being https://api.app.reclaim.ai/oauth/callback/Customer-SSO-Slug. On the Reclaim.ai App click \"Sign-On\" and then \"Edit\" Simply enter your Customer SSO Slug under Advanced Sign-on Settings for the Reclaim.ai App you just added. Click \"Save\" \n Once the App is added, you will have to assign users to the app under the \"Assignments\" tab. This will enable to users to log into Reclaim.ai app using Okta. To add users, navigate to the Assign to People option under Assign option on Assignments Page. If you already have a group you can choose the Assign to Groups option and assign the entire group. \nProvide the Okta Client ID and Secret and Issuer URL to Reclaim The last step is to provide Reclaim with the client id and secret of the application you just created. This is sensitive information so should be provided in a secure manner! Suggestions on how to do so are included below. \nWe will also need your Okta issuer URL, this usually something like https://.okta.com. You can find this in the account dropdown at the top right of Okta:​ \nThe Client ID and Secret is available on the “Sign-On” tab for the Reclaim.ai application we just added. \n \n \nTo send us your Client ID and Secret, feel free to use whatever One-time Secret tool/website you usually use, or another secure communication channel of your preference. \nOtherwise, we typically use and recommend: https://onetimesecret.com/ \nSimply copy and enter the Client ID and Secret as separate lines and choose a reasonable expiration and send us the link, along with the Okta Issuer URL via email to your Reclaim contact, and support@reclaim.ai. If you would like to password protect it please feel free to do so and send us that via a different channel (ie: Slack, Zoom call, etc..). \nOnce we have the issuer URL, client id and secret we will configure the login method on the Reclaim side to redirect to this configuration for your domain. \nWe typically co-ordinate flipping/enabling SSO so you can inform and be available to support your users on the new login flow, but can do this async or at a scheduled time of your choosing. \nLog into Reclaim via SSO from Reclaim (Service Provider) To login to Reclaim via SP (Service Provider initiated flow), see below: After completing all the steps above, simply goto the same Login Page for Reclaim.ai (https://app.reclaim.ai/login) but from now on click the \"Login with SSO\" link​ \n Enter your email (which should likely match what you use to log in to Okta) and click the \"Log in with SSO\" button​ If you are not already logged into your Okta account, you will be directed to the login page. Fill in your credentials and sign into the account. You will now be logged into Reclaim.ai and should see the Planner. \nLog into Reclaim via SSO from Okta (IdP) To login to Reclaim via Okta Dashboard (IdP initiated flow), see the instructions below: \nEnsure you have created a Okta Bookmark App for Reclaim (this is how Okta enables IdP initated login flow for OIDC SSO); see this help article: https://help.reclaim.ai/en/articles/8295664-okta-sso-setup-guide-bookmark-app​ Ensure the appropriate Okta users and/or groups have been assigned the app per the above instructions. \n To log in to Reclaim via Okta, simply click the link which will take you to the Planner:​","heading":"","is_live":true,"id":155228,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7830342","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Using markdown formatting to customize Reclaim event descriptions","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7837361-using-markdown-formatting-to-customize-reclaim-event-descriptions","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim gives you the option to add and edit event descriptions with notes or links for each of your individual Habits, Tasks, and Smart Meetings.

If you want to customize your description beyond just text – you can edit how the event descriptions appear with markdown syntax to create headers, bolding, italics, lists, hyperlinks, images, and more.

Here’s a quick guide to get started with markdown formatting.

What is markdown syntax and how do I use it?

Markdown is a lightweight markup language that allows you to add formatting elements to plaintext - or in our case, your event description.

Simply write out the specific element syntax you want to apply to text in your event description (examples in the markdown formatting guide below) so you can customize how it appears in your Planner event.
​
For example, if you wanted to hyperlink plaintext, the markdown syntax is:

[text to link](URL)

So, say you want to link your Task list to your 'Weekly Status Report' Habit event – you'd use this easy markdown format in the notes section of that Habit:

And the markdown formatting would display on your scheduled Habit event as:

Markdown formatting guide

Check out the table below for more markdown formatting examples to use in your event descriptions.

Element

Markdown

Result

Bold

**bold text**

Italic

_italicized text_

Heading
H1
H2
H3

# {heading text}
## {heading text}
### {heading text}

Numbered list

1. First item
2. Second item
3. Third item

Bullet list

- First item
- Second item
- Third item

Checklist

- [x] First item
- [ ] Second item

Hyperlink

[text to link](URL)

Images and Files (Must be available online with an http:// style links)

![alt text](URL/image.jpg)

Link to desktop apps with markdown

In the same way you would use markdown formatting to link to a URL – Reclaim also supports linking to your local desktop apps including:

Simply copy the link to the desktop note or ticket, and include it in place of a URL to link directly to the desktop app from your Habit, Task, or Smart Meeting event.

Does Google Calendar support markdown?

Unfortunately, Google Calendar does not fully support markdown formatting. If you use markdown to customize the descriptions on your Reclaim smart events, it will show the full element markdown syntax in the event description.

Note: Markdown hyperlinked URLs will still be included in the Google Calendar event description (as seen in the example above).

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim gives you the option to add and edit event descriptions with notes or links for each of your individual Habits, Tasks, and Smart Meetings. \nIf you want to customize your description beyond just text – you can edit how the event descriptions appear with markdown syntax to create headers, bolding, italics, lists, hyperlinks, images, and more. \nHere’s a quick guide to get started with markdown formatting. \nWhat is markdown syntax and how do I use it? Markdown is a lightweight markup language that allows you to add formatting elements to plaintext - or in our case, your event description. \nSimply write out the specific element syntax you want to apply to text in your event description (examples in the markdown formatting guide below) so you can customize how it appears in your Planner event. ​For example, if you wanted to hyperlink plaintext, the markdown syntax is: \n[text to link](URL) So, say you want to link your Task list to your 'Weekly Status Report' Habit event – you'd use this easy markdown format in the notes section of that Habit: \n And the markdown formatting would display on your scheduled Habit event as: \n \nMarkdown formatting guide Check out the table below for more markdown formatting examples to use in your event descriptions. Element Markdown Result Bold **bold text** Italic _italicized text_ HeadingH1H2H3 # {heading text}## {heading text}### {heading text} \n Numbered list 1. First item2. Second item3. Third item Bullet list - First item- Second item- Third item Checklist - [x] First item- [ ] Second item Hyperlink [text to link](URL) \n Images and Files (Must be available online with an http:// style links) ![alt text](URL/image.jpg) \nLink to desktop apps with markdown In the same way you would use markdown formatting to link to a URL – Reclaim also supports linking to your local desktop apps including: Bear Notes Linear Notion Obsidian Todoist Trello Simply copy the link to the desktop note or ticket, and include it in place of a URL to link directly to the desktop app from your Habit, Task, or Smart Meeting event. \nDoes Google Calendar support markdown? Unfortunately, Google Calendar does not fully support markdown formatting. If you use markdown to customize the descriptions on your Reclaim smart events, it will show the full element markdown syntax in the event description. \n Note: Markdown hyperlinked URLs will still be included in the Google Calendar event description (as seen in the example above).","heading":"","is_live":true,"id":155227,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7837361","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Discounts for switching providers at Reclaim.ai","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7838130-discounts-for-switching-providers-at-reclaim-ai","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

Reclaim offers a switching providers discount for 20% off any plan for 6 months, or 12 months for a team of 10 or more. This may be applied to month-to-month plans or annual commitments.

Eligibility

Here are the eligibility requirements for our switching providers discount:

You do NOT have to switch from a paid account to be eligible for this discount. Free users are also welcome to apply.

How to apply

All users are encourage to apply for the discount:

  1. Visit our Switching Providers application page

  2. Fill out the form, and upload either an invoice from the competitor, or a screenshot of your competitors account so we can verify your eligibility

  3. Submit your application

We review applications Monday-Friday, and will reply within a couple days to confirm approval, or request verification details, so we can get you on your way to better scheduling.

Once you receive your discount code, make sure to apply it to your team account at Reclaim so that all existing users, and any new added during the discount period, will be under the same discount.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"Reclaim offers a switching providers discount for 20% off any plan for 6 months, or 12 months for a team of 10 or more. This may be applied to month-to-month plans or annual commitments. \nEligibility Here are the eligibility requirements for our switching providers discount: Must switch from a smart calendar/scheduling app like Calendly, Clockwise, or Motion Can verify you have an active account You do NOT have to switch from a paid account to be eligible for this discount. Free users are also welcome to apply. \nHow to apply All users are encourage to apply for the discount: Visit our Switching Providers application page Fill out the form, and upload either an invoice from the competitor, or a screenshot of your competitors account so we can verify your eligibility Submit your application We review applications Monday-Friday, and will reply within a couple days to confirm approval, or request verification details, so we can get you on your way to better scheduling. \nOnce you receive your discount code, make sure to apply it to your team account at Reclaim so that all existing users, and any new added during the discount period, will be under the same discount.","heading":"","is_live":true,"id":155226,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7838130","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Personalizing and sharing one-off links and times from Scheduling Links","arguments":{},"template":{"type":"helpdoc","value":"https://help.reclaim.ai/en/articles/7920574-personalizing-and-sharing-one-off-links-and-times-from-scheduling-links","operation":"blank","commandType":"independent","doc_metadata":{}},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":"

You might run into instances where you want to adjust specific meeting details without creating a whole new Scheduling Link, or share times manually to let someone know when you're available to meet.

By personalizing and sharing times from your links, you can create a customized experience for your attendees via a link that isn't added to your main booking page or saved in your Scheduling Links interface.

Why send a personalized one-off link?

There are several reasons you might choose to personalize and share a custom link:

By personalizing your links and/or sharing times, you can ensure that your attendees get a really tailored, customized booking experience.

How to start personalizing your links

You can personalize and share times from any existing link, including Team Links that you are listed as a co-organizer on. Simply click the ... from any Scheduling Link card and select Personalize & share.

This will open up the form for personalizing your link and sharing times:

From here, you can select Personalize to customize the scheduling link to the needs of your meeting:

Here's a short rundown of the fields you can edit and access in the Personalize link form shown above:

Details

Scheduling

Link options

Once you've customized everything you want in your one-off link, you can select Copy link to preview it, and you can also edit it from that URL. Edits made to one-off links will never apply to the original scheduling link, so feel free to edit one-off links as much as you want.

Note: make sure to save the URL if you plan to edit this custom one-off link later, as it won't appear in your list of Scheduling Links. You can still edit and use the link by accessing it from its URL as a logged-in user for up to 30 days from creation, after which it will expire and no longer work.

Sharing times from Scheduling Links

Sometimes you may want to share a link directly with someone, and sometimes you may want to just share a few times so that you can guide attendees to pick a particular time, or so that you don't come off as \"rude\" for sending just a link.

For any existing or one-off link, you can share times from up to 5 different dates and paste it into email, chat, or any other forum.

To do this, start by selecting the Personalize & share option under the ... on any Scheduling Link. You will see this window appear:

From here, select the dates that you want to share times from. You can always deselect dates or select new ones until you find the right ones for your meeting:

Then, you can select the times you want to share with someone by simply clicking on them under each date:

Once you're happy with the times you've selected, click Preview to be taken to the last step, where you can choose how you'd like to share your times:

The Copy as option allows you to decide how you'd like to share the times:

You can also customize the template that is shown above to add your friendly text of choice. Reclaim will remember the last edit you made to the template, so you don't have to edit this every time if you usually use the same phrase when sharing your times. Click Edit in the top right corner of the preview area to change the template:

As shown above, you can use template variables to include things like the default duration of the meeting, a link to the booking page, the times you're sharing, as well as the timezone you want the times to be in. Once you're ready, select Copy times and you can then paste these anywhere you want:

Personalize and share from Google Calendar and Gmail

You can also access this experience directly from Google Calendar or Gmail with the free Reclaim add-on. Learn more about using Scheduling Links with the Google Workspace add-on here.

Personalize and share from Raycast

You can also access this experience directly from Raycast with the free Reclaim Raycast extension.

","show_preview":true,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"You might run into instances where you want to adjust specific meeting details without creating a whole new Scheduling Link, or share times manually to let someone know when you're available to meet. \nBy personalizing and sharing times from your links, you can create a customized experience for your attendees via a link that isn't added to your main booking page or saved in your Scheduling Links interface. \nWhy send a personalized one-off link? There are several reasons you might choose to personalize and share a custom link: You might want to limit (or expand) the time range when someone can book You might want to include another co-organizer for that instance only You may want to only share times or add some text to make the experience \"friendlier\" for your attendees You may want to customize the link and title to personalize the meeting You may not want to share your main Scheduling Link for privacy reasons By personalizing your links and/or sharing times, you can ensure that your attendees get a really tailored, customized booking experience. \nHow to start personalizing your links You can personalize and share times from any existing link, including Team Links that you are listed as a co-organizer on. Simply click the ... from any Scheduling Link card and select Personalize & share . \n \nThis will open up the form for personalizing your link and sharing times: \n \nFrom here, you can select Personalize to customize the scheduling link to the needs of your meeting: \n \nHere's a short rundown of the fields you can edit and access in the Personalize link form shown above: \nDetails Invitee email: enter in the email of the person you're inviting to a meeting so that it's prefilled for them when they visit the booking page. Invitee name: enter in the name of the person you're inviting to a meeting so that it's prefilled for them when they visit the booking page. Booking page title: customize the title of the booking page that will show when the attendee visits the page. Meeting title: customize the title of meetings that will be created from the custom link. Organizers / Hours: add or remove other organizers to check availability from and invite to the meeting, as well as set their and your hours. Scheduling Priority: select the priority of the link to open up more or less availability based on your priorities set in Reclaim. Durations: add or remove durations and change which duration to show by default. Earliest time: set how soon attendees can book meetings. Latest time: set how far out attendees can book meetings. Buffers: choose whether you want to have Travel and Decompression Time enabled; this impacts the availability shown on the link. Link options URL: customize the URL for the one-off link. Locations: set one or more locations for the booking page that your attendees can choose from. Reminder: choose whether or not to send a reminder email ahead of the meeting start time, and customize the reminder text. Once you've customized everything you want in your one-off link, you can select Copy link to preview it, and you can also edit it from that URL. Edits made to one-off links will never apply to the original scheduling link, so feel free to edit one-off links as much as you want. \nNote: make sure to save the URL if you plan to edit this custom one-off link later, as it won't appear in your list of Scheduling Links. You can still edit and use the link by accessing it from its URL as a logged-in user for up to 30 days from creation, after which it will expire and no longer work. \nSharing times from Scheduling Links Sometimes you may want to share a link directly with someone, and sometimes you may want to just share a few times so that you can guide attendees to pick a particular time, or so that you don't come off as \"rude\" for sending just a link. \nFor any existing or one-off link, you can share times from up to 5 different dates and paste it into email, chat, or any other forum. \nTo do this, start by selecting the Personalize & share option under the ... on any Scheduling Link. You will see this window appear: \n \nFrom here, select the dates that you want to share times from. You can always deselect dates or select new ones until you find the right ones for your meeting: \n \nThen, you can select the times you want to share with someone by simply clicking on them under each date: \n \nOnce you're happy with the times you've selected, click Preview to be taken to the last step, where you can choose how you'd like to share your times: \n \nThe Copy as option allows you to decide how you'd like to share the times: Buttons: times are shown as HTML buttons, which will render in most email clients and will show links if HTML buttons aren't supported. These links will take the attendee directly to the time in the booking page. Show ranges: if selected, the time range for the booking slot will be shown instead of just the start time. Text: times are shown in plain text, which can be pasted anywhere. Include links: if selected, each time will be hyperlinked to the booking page to make it easy for people to book. Show ranges: if selected, the time range for the booking slot will be shown instead of just the start time. Note: if you don't select Include links with this option selected, Reclaim will automatically collapse contiguous ranges as shown below. \nYou can also customize the template that is shown above to add your friendly text of choice. Reclaim will remember the last edit you made to the template, so you don't have to edit this every time if you usually use the same phrase when sharing your times. Click Edit in the top right corner of the preview area to change the template: \n \nAs shown above, you can use template variables to include things like the default duration of the meeting, a link to the booking page, the times you're sharing, as well as the timezone you want the times to be in. Once you're ready, select Copy times and you can then paste these anywhere you want: \n \nPersonalize and share from Google Calendar and Gmail You can also access this experience directly from Google Calendar or Gmail with the free Reclaim add-on. Learn more about using Scheduling Links with the Google Workspace add-on here. \nPersonalize and share from Raycast You can also access this experience directly from Raycast with the free Reclaim Raycast extension.","heading":"","is_live":true,"id":155224,"category":621,"sort_key":null,"icon":null,"icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":"7920574","third_party_source":"intercom","integration":{"id":722,"helphub_view_article_button_hidden":false,"audience":{"type":"all_users"}},"training_only":false,"next_steps":[],"show_in_spotlight_search":false,"show_in_helphub_search":true,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"View Habit 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Task Details","arguments":{"selected":{"id":"3O9REcfFWac6Q9NEUVf6C","type":"context","value":"tasks","order_key":1,"availability_condition":[]}},"template":{"type":"link","value":"/tasks/{{selected.id}}","object":"tasks","operation":"router","commandType":"object","hoverTooltip":false},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":null,"show_preview":false,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"","heading":"","is_live":true,"id":3384,"category":148,"sort_key":5,"icon":"https://uploads-ssl.webflow.com/5ec848ec2b50b6cfae06f6cc/60707fba746cdaa53a4dfdaa_task-icon.svg","icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":null,"third_party_source":null,"integration":null,"training_only":false,"next_steps":[],"show_in_spotlight_search":true,"show_in_helphub_search":false,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Edit Task","arguments":{"selected":{"id":"GKAPFAs-qTePa2_VPeLZY","type":"context","value":"tasks","order_key":1,"availability_condition":[]}},"template":{"type":"link","value":"/tasks/{{selected.id}}/edit","object":"tasks","operation":"router","commandType":"object","hoverTooltip":false},"tags":[],"generated_tags":{"automated":[]},"availability_rules":[],"availability_expression":{"type":"LITERAL","value":true},"audience":{"type":"all_users"},"recommend_expression":{"type":"LITERAL","value":false},"always_recommend":false,"recommend_rules":[],"confirm":"","detail":null,"content":null,"show_preview":false,"thumbnail":null,"shortcut":[],"shortcut_mac":[],"shortcut_win":[],"hotkey_mac":"","hotkey_win":"","explanation":"","heading":"","is_live":true,"id":3333,"category":148,"sort_key":3,"icon":"https://uploads-ssl.webflow.com/5ec848ec2b50b6cfae06f6cc/60708bdac2f42dfacdbebb07_edit-icon-smaller.svg","icon_color":null,"image_color":null,"image":null,"celebrate":null,"recommend_sort_key":null,"third_party_id":null,"third_party_source":null,"integration":null,"training_only":false,"next_steps":[],"show_in_spotlight_search":true,"show_in_helphub_search":false,"copilot_suggest":false,"copilot_cta_label":"","copilot_description":"","copilot_use_verbatim":false,"labels":null,"organization":""},{"archived":false,"text":"Edit 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