A Smart Meeting Agent automates the recurring internal meetings that are usually a pain to keep rescheduling manually.

You set the rules for when the meeting can happen, and Reclaim helps keep it at a workable time for everyone. When conflicts come up, Reclaim automatically finds a better time to connect, instead of leaving you to coordinate a new slot each time.

Smart Meetings are especially useful for recurring one-on-ones and small internal team meetings where everyone’s availability changes week to week.

You don’t even have to recreate the meeting in Reclaim. Just add a Smart Meeting Agent to the recurring meeting already on your calendar, and let it help manage scheduling from there.

You can create a Smart Meeting Agent in a few ways:

Reclaim will show the recurring meetings already on your calendar so you can choose which one you want the Agent to manage.

Because the meeting remains a native calendar event in Google or Outlook Calendar, its notes, agenda, attachments, and existing invitation stay with it.

Your Smart Meeting Agent rules control how much flexibility Reclaim has to move the meeting when conflicts come up.

Reclaim pulls in the existing details from the recurring meeting you selected.

The Event settings represent your preferred schedule for that meeting. Reclaim will try to keep the meeting as close to that time as possible, while using the flexibility you give it when conflicts require a change.

Can shorten to controls whether Reclaim can reduce the meeting duration when there isn’t enough room for the full meeting.

For example, you may prefer a 30-minute one-on-one instead of skipping the meeting entirely.

Minimum lead time prevents Reclaim from moving a meeting too close to its new start time.

For example, with a 12-hour lead time, an afternoon one-on-one won’t suddenly move into the next half hour, even if that time is available.

Auto-reschedule policy controls how often Reclaim can automatically move a meeting within a 24-hour period.

The count resets every 24 hours. Once a meeting reaches its limit, Reclaim stops moving it automatically and flags the conflict instead.
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Auto-lock freezes an occurrence as the meeting gets closer so Reclaim stops automatically moving it.

Once an occurrence is locked, Reclaim won’t reschedule it again unless you move it yourself.

For example, if you manage several recurring one-on-ones, you may want them to stop moving the day before so your direct reports have a predictable meeting time.

This setting determines what happens when Reclaim can’t find another time that works.

This setting controls which hours Reclaim uses when looking for another time.

One-off Hours are useful when you want tighter control. For example, a manager might want all one-on-ones to stay on Tuesdays and Thursdays.

Just keep in mind that narrower hours give Reclaim fewer options when conflicts come up.

All together now... 😄 These settings work together to control how much flexibility Reclaim has when managing your Smart Meeting. You can always come back and adjust them as you learn what works best for you and your attendees.

This is the most powerful part of giving regular recurring meetings a Smart Meeting Agent. When a conflict comes up, Reclaim will automatically reschedule the Smart Meeting to the next best time for everyone in the meeting, aligned to the Agent rules you’ve set.

If you manually move a Smart Meeting in your calendar or the Planner, Reclaim treats that occurrence as locked and stops automatically rescheduling it. You can right-click the meeting in the Planner to unlock it if you want Reclaim to manage it again.

A Smart Meeting's priority helps Reclaim decide how it should compete with your other flexible events.

Higher-priority Agents get time before lower-priority Agents. If two Agents have the same priority, their order in your Agents list determines which one is handled first.

You can review your prioritization across different Agents in your Agent list in the Reclaim app. drag a Smart Meeting higher or lower within its priority group to change its stack rank.

Learn more about how prioritization works in Reclaim in our Priorities Overview doc.

If your schedule is changing for a whole week or longer, you don’t have to move every Smart Meeting individually.

For example, if you’re taking PTO, or are going to be attending a conference, you can ask Reclaim Chat to move your one-on-ones to the following week.

Reclaim will propose the changes for you to review in Preview Mode before anything is applied.

Lower the Auto-reschedule policy, or use Auto-lock so the meeting stops moving as its scheduled time gets closer.

Set a Minimum lead time to prevent Reclaim from moving the meeting too close to its new start time.

Check whether the Auto-reschedule policy is set to None, whether the occurrence is locked, or whether the meeting has already reached its reschedule limit.

Check your If no alternative time is available setting.

If it’s set to Keep it as a conflicting event, Reclaim will leave the meeting visible when it can’t find another workable time instead of removing it from your calendar.

In the Planner, the meeting will display a warning indicator ⚠️ so you can see that it still needs your attention.

If you have questions or run into issues, reach out to the Reclaim support team at [email protected] or use the in-app chat to get help.