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Using Priorities to control how Tasks get scheduled
Using Priorities to control how Tasks get scheduled

Learn more about how Reclaim uses Priorities & Up Next to schedule Tasks on your calendar.

Updated over a week ago

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 1:1s, and Scheduling Link meetings.

Priority levels for Tasks:

  • Critical (P1): Reclaim will schedule Critical Tasks before lower-priority Tasks. These can also overbook lower-priority Tasks, Habits, and Smart 1:1s 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

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 1:1s. For example, Critical Tasks will schedule before high priority, medium priority, and low priority Tasks, as well as lower-priority Habits and Smart 1:1s.

If your smart events have the same priority level, Reclaim will prioritize scheduling your Smart 1:1s first, Habits second, and Tasks third based on your availability.

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.

How to prioritize your Tasks

You 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.

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 source app

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.

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