A Smart Meeting agent takes a recurring internal meeting you already have and keeps it at a time that works for everyone on it. When a conflict comes up, Reclaim finds a better time within the rules you set.
Smart Meetings suit meetings of about one to four people — one-on-ones and small recurring team meetings.
Creating a Smart Meeting
You don't recreate the meeting in Reclaim — you are simply adding an agent that will help manage the existing recurring internal meetings you already have. Click Add at the top of your Agents list, or Create in the top navigation, to open the Agent library, then choose Smart Meetings. Reclaim shows the recurring meetings already on your calendar so you can pick one to manage.
Because the meeting stays a native calendar event, your notes, agenda, and attachments stay with it, and attendees don't receive a duplicate invitation.
Agent name & Event settings
Reclaim fills in the information from the existing recurring event, the "Event Settings" are your ideal schedule, and Reclaim will try to anchor the smart meeting as close to this time as possible when conflicts arise and it requires rescheduling.
Setting your Agent rules
The "Agent rules" are how much flexibility Reclaim has to move this meeting on your behalf when conflicts arise.
Can shorten to - how much Reclaim can reduce the meeting size. Are you willing to take a shorter meeting rather than not be able to schedule it at all?
Minimum lead time - If turned on - it stops Reclaim moving an occurrence to start sooner than the value you set. Example: with a 12-hour lead time, this afternoon's one-on-one won't be moved into the next half hour, even if the time
is free.
Auto-reschedule policy sets how often Reclaim can resolve conflicts automatically & move the meeting in a day:
None — Reclaim won't move it. It flags the conflict and suggests times, and you choose the next best time
Conservative — 1 reschedule per day
Moderate — 3 reschedules per day, and the default for a new Smart Meeting
Aggressive — 5 reschedules per day
The count resets every 24 hours. Once a meeting reaches its limit it stops moving, and the conflict is. flagged for you instead.
Auto-lock freezes an occurrence so it no longer auto reschedules as the date approaches. Once locked, Reclaim won't reschedule it again unless you move it yourself. Example: As a manager, your direct reports may appreciate not having their one on ones moving the day of, or even the day before.
If no alternative time is available… decides what happens to the event when the week is full:
Remove it from the schedule - takes it off your calendar and declutters it, but means that there is no visual cue that you're or the attende have no overlapping availability
Keep it as conflicting event — leaves it on your calendar, overlapping, so you can see the week was too full and decide what to do
Suggest times to reschedule… controls whose availability Reclaim works around:
Using everyone's meeting hours — the broadest and most flexible option allowing the best change at mutual availability
Using organizer's hours — Pins the availability to the organizers set meeting hours
Using one-off hours — the ability to choose specific days and even specific bands of hours. this could, if set too tightly, limit the options for rescheduling. but for managers that prefer to have all their one on ones on certain days of the week, this is a great option.
All together now.... 😄
How does a Smart Meeting work on the calendar?
When a conflict arises and the organizer or attendee accepts a conflicting event, this Smart meeting will reschedule.
Attendees don't need Reclaim accounts. Reclaim reads their free/busy through your calendar connection, so it can move a meeting to a time when they're genuinely free.
Manually moving a Smart meeting directly on your calendar or the planner "Locks" it & signals to Reclaim to not continue auto rescheduling the meeting. You can right click on the meeting in the planner to unlock it.
How Smart Meetings are prioritized relative to other Reclaim events
Priority decides which agent gets time first. When two agents share a priority, their order in your Agents list decides, so drag a Smart Meeting above or below another agent to change which one is placed first.
Moving a week of meetings at once
If you're taking PTO, you don't have to move each meeting by hand. Ask the assistant to move your one-on-ones to the following week, and it will propose the changes for you to review.
Troubleshooting
My meeting is moving too much
Lower the Auto-reschedule policy, or set Auto-lock so the time freezes before the meeting date.
My meeting moved at the last minute.
Set a Minimum lead time.
Reclaim isn't moving a meeting that clearly conflicts.
Check whether the Auto-reschedule policy is set to None, or whether the meeting has already reached its daily limit.
My meeting is overlapping something else.
That's Keep it as conflicting event — Reclaim couldn't find an alternative time and left it visible rather than removing it. on the planner, it will have a warning sign, ,. Coming soon, you will also see the warning sign on your Google or Outlook calendar.