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Automate 1:1s & team syncs with ‘Smart Meetings’

With Smart Meetings, you can put all of your recurring meetings on auto-pilot. Smart Meetings automatically find the best time for two or more people to meet across everyone’s busy schedules.

Updated this week

👋 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.

  • 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.

How 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.

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:

    • Reschedule - click for another time or day options

    • Clicking Skip - will skip that meeting instance altogether

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).

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