Name: Reclaim AI
Uploaded: 2025-01-31T10:14:45.562Z
Duration: 2 min 33 s
Description: AI-powered scheduling app that optimizes calendars by auto-scheduling tasks, habits, meetings, and breaks.

reclaim-ai

AI-powered scheduling app that optimizes calendars by auto-scheduling tasks, habits, meetings, and breaks.

Reclaim AI

Do you ever feel like calendars just aren't doing enough work for you? I mean, seriously, how many hours of your life have you lost due to rescheduling meetings and replanning when to get things done? Probably more than you think. 

So, in this video, we're checking out reclaim.ai. Reclaim uses AI to turn your static rigid calendar into an auto scheduling machine that can give you back up to almost eight hours each week. Let me show you how. Now, everything I'm about to show you is 100% free to use. And here's the exciting part. We've teamed up with Reclaim to hook you up with an exclusive 30 day extended trial, unlocking access to some of their awesome premium features. 

To access it, click on the card in the top right, or click the link in the description below. From the homepage, click on free on Google Calendar to sign up for Reclaim, and then click on agree and sign up with Google. And yes, as a filming, they only work with Google Calendar, however, they are working on an Outlook integration, then type in your email address and then click Next. 

We'll enter our password and click Next. Agree to share our info and click continue. Click on continue in the bottom right-hand corner and then click connect work calendar to connect your calendar. Click on the account you already signed in with. Click continue once again. This time, make sure you click Select all so Reclaim has access to modify your calendar events, then click continue. 

Fantastic, you now connected your calendar, click continue once again. Now Reclaim is going to ask you some questions to get to know you. This way you'll get more relevant suggestions on how to use the product. Once you get to this page, you can leave all of these features checked and set them up now. But I'll walk you through Reclaim as if you haven't set up anything yet. 

So, I'm going to uncheck these and then click continue. Here you can invite your coworkers to Reclaim. However, I'm going to skip ahead so we can get your calendar set up first. Once you make it into the app, click on the planner tab on the left sidebar to open your calendar. You have the choice to use this as your main calendar, but there's no problem with continuing to use Google.

You can see my calendars pretty packed, and I'm sure the story is the same for a lot of you too. There are two very important habits that I want to do every workday, eat lunch and exercise, and if I don't do them, I feel like I'm giving too much to work. Sound familiar? Here's how Reclaim can help. Habits are recurring personal events and Reclaim turns them into first class citizens on your calendar. 

So, click on the habits tab on the left sidebar to get started. Next, click on templates, then click on lunch. There are a ton of options here, so let me take you through the most critical ones first. Habits are things that you want to do multiple times, but the exact time that you do it is usually not as important as just doing it. So, Reclaim allows you to set ideal days and time ranges for your habit. 

So, by default, this template is set up for 11:30 to 2:00. But if we want to change this to 11:00 to 3:00, we can make the changes like this, and then click the copy to all button. Next, we need to set how long we want lunch to take. Instead of being a set amount of time, like a normal calendar event, these calendar events can be dynamic. 

So, we'll leave it at a minimum of 30 minutes for lunch and a maximum of a one hour. You can also set up repetition settings as well as an ideal start time. Let's leave the ideal time at 12pm. Sometimes you'll be busy for the entire time range of the habit. In that case, you can either choose to remove it from your calendar or leave it on the calendar. 

I want to point out this really important setting called time defense. Now when habits are on your calendar, they may or may not appear to other people trying to book time with you. If you set the habit to always free, that means others won't be able to see those time slots as booked on your calendar. They will see those slots as booked if you select always busy. 

And if you use Reclaim's AI, then it will use a number of factors to determine whether the habit should be free or busy. That setting is largely determined by the habit’s priority level and your overall availability. We’ll cover priority when we schedule our next habit. One more option I want to show you. Auto decline interruptions.

When you turn this on, Reclaim will automatically decline meeting invites if they schedule over your habit and that habit is already marked busy. Let's click Save and add this to your calendar. You can see your upcoming lunch schedules here, but let's make it easier to see by going to the planner tab. 

And once we're here, we'll go to next week by clicking the next arrow in the top right. Let's walk through how Reclaim scheduled lunch day by day. On Monday, we had a one-hour open slot between 11 and 3. Reclaim grabbed that slot for lunch and marked us busy at that time. And that's because the AI saw that we were running out of open slots on that day. The same thing happened on Tuesday; except this time it was a 30 minute slot. On Thursday, I had 11 and 2:30 open, but the AI claimed 11 because it's closer to the ideal time, and I haven't accepted this other invite. And on Wednesday and Friday, Reclaim has set up my lunch at its ideal time of 12 p.m. 

Now it's marked as free because even if someone books over it, Reclaim thinks it can find another slot between 11 and 3 to fit it in. All of these new events also show up in Google Calendar. Let's take a look. These habits are all in the right time slot, and you see the Wednesday and Friday habits have diagonal lines on them, which means they are only tentatively booked. You can also manually move these habits. 

For example, if I want to attend this stand up on Thursday morning, then I can move lunch to be a 2:30 p.m. instead of at 11. When you move an event like this, you lock it, which means that Reclaim won't try to reschedule it again. Now let's say somebody tries to schedule over your Wednesday lunch. I'm going head-to-head with Kevin on a donuts versus cookies debate, and I really need this prep time. So, I'll accept this meeting. 

Once I accept the meeting, Reclaim automatically reschedules my lunch. So, you no longer have to manually drag calendar events around when you've got a conflict. So far, so good. Let's add my second habit, exercising. For this next habit, we'll go back to the habits tab, and this time we'll click on new habit instead of looking for a template. We'll call this habit workout. Let's talk about a few options we didn't cover the first time, starting with priority.

There are four priority levels and you can assign priorities to any event, not just Reclaim events. Reclaim uses priority to determine which events can overbook other events. Higher priorities can always overbook lower priorities. So, if we had lunch set as critical and workout set as high priority, and there is only one time slot available for either of them, then lunch would win because it's the higher priority event. 

You can also change the color of these events on your calendar. When we select personal from this drop down, that's where we get the red orange color that you saw for lunch. Let's change this color to purple. 

Let's also talk about hours. Hours are default time ranges and days to limit rescheduling to. For example, working hours is from Monday to Friday, 8 to 6 pm by default. I'll stick working out back on the personal hour schedule. 

Next, here's some other cool things you can do with repetition. I know I said I wanted to do this every workday, but actually I'm okay with four times a week. I'd like to go for an hour, but if I have to, I can make it work in 30 minutes. Finally, the ideal time is after work around 4:30pm. Notice we can also select ideal days. I'd like to do this on Thursday instead of Friday. 

Finally, let's click Save to add it to the calendar. Let's go back to the planner tab and take a look. I'll hit the arrow again to go to next week. And we can see there are four workout slots from 4:30 to 5:30pm, Monday to Thursday. But unfortunately, we've got a bit of a problem on Monday night. 

I'd like to work out, but I don't have enough time to get ready and travel in between working out and dinner. Fortunately, Reclaim has got a way to solve this too. Click on your profile icon in the top right and then expand the personal settings menu option and click on buffer settings. Here you'll find a number of interesting settings, including adding travel time before and after events that have a location. 

Let's stick with the default 30 minutes and see how that affects our schedule. Go back to the planner and then head over to next week. Okay, now I have travel for dinner, but I don't have travel for workout. Now here's a cool trick.

You can tell Reclaim that any habit involves travel by clicking on the event, then clicking on the pencil icon in the top right, and then adding the #needs_travel to the habit name and clicking save. 

And after a few seconds, you can see the travel slots have been updated. You can get rid of the right pane by clicking on this icon and then clicking it again. Notice how workout on Tuesday and Wednesday was shortened to 30 minutes because the personal hour schedule ends at 6pm. 

For you time blockers in the audience, this next trick is for you. And if you're not familiar with time blocking your tasks, so you put them on your calendar, check out our video in the top right. Reclaim enables smart time blocking. 

To set it up, go over to the tasks tab, then click on new task. You should use tasks to schedule time for work that lasts longer than half an hour. For example, we need to create a sales deck for a customer call on Thursday. We think it's going to take an hour and a half. 

So, I've set the total duration to one hour 30 minutes, I can tell Reclaim whether to split this up or not. And for every chunk of time it splits up the work into, I can specify the minimum amount of time I want to work and the maximum. 30 minutes is fine as the minimum, I don't want to go shorter than that. 

I'm also happy to keep this on my working hours calendar. And then I'll make the due date November 28, instead of the 25th. And let's make that 6am instead of pm, then click Create to add it to the calendar. 

If you wanted to, you could keep creating events. But let's go to the planner first and see what's happened with our first one. Reclaim does see that I have an open slot at 5 to 6pm on a Friday night to start the sales deck. 

But honestly, I want to go home soon, so let's force Reclaim to schedule this next week by clicking on the event. In the bottom right-hand corner, you can see the two time slots allocated for this task. Now we don't want to work on this tonight, so click on the three dots next to tonight's time slot, and then click on snooze, then click the tomorrow button to push this to the next available day. 

Let's actually look at the update on Google Calendar. Now you see those slots have been booked on Monday morning.

Your booked is free though, so someone can still book time with you. And if you accept that time, then Reclaim will try to reschedule your task for other available time slots. Let's head back to Reclaim and cover one last point about tasks. You may have noticed this banner at the bottom that says tasks work best with integrations. Let's take a look. There are a lot of task tracking apps out there and with integrations, you can pull those tasks directly into Reclaim. For example, some of the apps that have native integrations are Slack, Google Tasks, Todoist, Jira, Asana, and ClickUp. 

Now you're starting to get control of your own tasks, but what about those recurring meetings, like how every week there's one 1:1 you have to reschedule. Reclaim makes it easy to find a time for everyone without sending a ton of emails to figure it out. To create your first smart 1:1, click on the smart meetings tab in the left sidebar, then click new smart meeting. We'll call this David Kevin 1:1, and then we'll add Kevin to the invite. Looks like Kevin's pretty free from Monday to Friday, but just to make this easier, we're going to schedule our ideal time at 3pm on Thursday. The duration is good at 30 minutes and the priority is good as well. If you scroll down, you can also set the location including video conferencing settings with Google Meet or with Zoom and conference room booking, then click Save to schedule the meeting. And yes, we'll send update emails to Kevin. So, click Send. 

Okay, here's the real test. Let's go back to Google Calendar first. Yes, my 1:1 with Kevin is set up at 3pm as expected. But let's pretend that I actually have to be out of the office that day. Normally, that is a rescheduling nightmare. But let's see how Reclaim handles it. I'm going to simulate that by creating an all-day event that basically says I'm out of office. So, I will edit this to be all day and then make sure that I'm marked as busy, not free, then click Save. And in about 15 seconds, you can see that all of my smart events got rescheduled automatically. My 1:1 with Kevin is right before the debate, which will be interesting, and my workout session has been moved to Friday. 

We are in the home stretch here, and there are two more goodies to show you.

Let's head back to Reclaim and then click on scheduling links. Now we've covered a lot of powerful concepts so far, but one gap is that anyone who wants to schedule time with you directly on your calendar is going to schedule at a critical priority, but not all meetings are critical. So, what do you do? You can create a special link called a scheduling link that surfaces your availability, and even the availability of your teammates at a certain priority level. Let me show you how it works. 

Click on the new scheduling link button. Let's call this meeting networking chat. It's by definition lower priority than most meetings. Now the link we're creating here is going to open a scheduling page which you can configure using the options here. For example, description and event title. But a really cool feature with Reclaim is that you can add multiple people to book with not just you. If you have multiple team members on Reclaim, you can either add them as organizers, which means they get added to every meeting. Or you can set up around Robin pool, which means that only one of the people from the pool will be in the meeting. A common scenario for this is sales teams doing discovery calls. 

Now there are a lot of other options here, but the one I want to turn your attention to is the priority. Because this is a networking chat, I'm going to change this to medium priority. This means that a scheduler can overbook any low priority event, but not any other medium priority, high priority or critical event. We'll also use Google Meet instead of Zoom, so I'll click this minus icon next to Zoom. Now let's click create to see the link. The link has been created and here's where it takes us. You have your own booking page, and if you had multiple events, they'd all show up here. 

Let's click on networking chat. And here you can schedule time according to my availability for medium priority events. Last but not least, let's talk about calendar sync by clicking on the calendar sync tab in the left sidebar. Now tell me if this has happened to you. You have something booked in the middle of the day, like a doctor's appointment, and then someone else at work books over it.

It's a pain to sync events manually between calendars, and for some reason, the auto sync on these things never works. Let's see how Reclaim can help. Click on the start syncing your calendars button. 

Now I've connected another calendar earlier so we can sync from my personal account kevstrat8@gmail.com to my work account. Let's click on the next button. Here are the critical options to consider starting with visibility. You have a lot of control over how others at work see those personal events on your calendar. For example, by default, they're just shown as personal commitments. 

Now you can sync event details to the event by clicking on the event details for you radio button, but beware that it administrators can see those event details. I'll set this back to personal commitment for all for those reasons. Last important option is whether you want to sync events at all hours. In this case, I do. So, let's click start syncing to start the sync. 

And if we head back to the planner, and then go to next week, we can see that there are personal commitments here on Tuesday night and in the mornings. So basically, you really make it hard to book over personal time. We are looking at the future with AI tools like Reclaim, and it's only a matter of time before this becomes the new norm. 

The question is, will you get the benefits now or later? Remember, you can get started with Reclaim with the link in the description below to get an extended 30-day trial. Share the AI Agent Store with colleagues. It really helps us with the algorithm, and I'll see you soon.

Note, that there may be slight differences in text and video. Watch video for the original content.

Reclaim AI Video