Reclaim always tries to find the best possible fit for your Tasks, but we know that sometimes you want to just move an event to another time.
We've designed Reclaim to flex to your needs so you can make changes while still getting the benefits of having an assistant to manage your calendar for you.
In this document we will explore various scenarios that involve modifying Task Events directly from within your calendar, and how it impacts the Task itself and/or your overall schedule.
If you haven't already, please review Important Tasks Concepts.
A word about Tasks with many Task Events
Things get a bit more complicated if your Task has been split up into multiple Task Events. While this document is primarily talking about Tasks with a single Task Event, Reclaim will do its best to take similar actions even for Tasks with many Task Events.
However, because things are a bit more complicated, you might find it easier to just edit the Task directly (ex: earliest starting date) than trying to modify the Task Events.
What happens when you move a future Task Event on your calendar?
If you want to move a Task Event on your calendar, just drag it to another time as you normally would any other event. Reclaim will interpret this as a desire to set the ideal time to work on the Task and use its new start time as the "earliest starting date". In other words: this acts as a "snooze".
Note that Reclaim still maintains control over the Task Event(s) and your schedule after this happens. So if you're invited to an event that overlaps with the new Task Event's time and accept it, or if you yourself create an event over the new Task Event's time, the Reclaim will move it automatically to the next available time.
If you move a Task Event past the Task's due date, then all events for that Task will flip from Free to Busy if they haven't already -- this is because Reclaim now recognizes that you're going to complete the work after it's due and needs to defend the time on your calendar.
- You have a Task event scheduled at 1pm on Thursday
- You move the Task from 1pm to 2pm Thursday
- The Task is now scheduled for 2pm Thursday
- You get invited to a meeting at 2pm Thursday and accept it
- Reclaim automatically reschedules the Task event to the next available time
- If that time is after the due date or one of the last slots before the due date, Reclaim will defend it / mark it as busy 🛡
What happens when you delete a future Task Event on your calendar?
When you delete a future Task Event from your calendar, Reclaim will interpret this as a desire to do the work later.
If this is a simple Task with one Task Event, Reclaim will reschedule the Task Event starting the next day (working day for work tasks). If this is a complex Task with many Task Events, the intent can be harder for Reclaim to decipher so you may find it easier to just edit the Task's "earliest start date" directly within the Reclaim UI.
Remember: Deleting Task Events is not the same as deleting the entire Task. To Reclaim, that is a signal that you don't want to do that work at that time, but that you might want to do it tomorrow.
- You have a Task event scheduled on Thursday
- You delete the event
- The Task event will now be scheduled for Friday
What happens when you alter a historical ( ✅ or 👍 ) Task Event?
Recall that Reclaim will automatically mark Task events as completed when time passes by them on your calendar. When all events are in the past, the Task is considered done.
Because Reclaim treats the calendar as "the source of truth", editing past events can impact whether the Task is still viewed as complete or not.
If you didn't do the work that is reflected on the calendar, you can simply delete the Task Event or move it to a preferred location in the future and Reclaim will revive the associated Task automatically.
You can tell that a Task Event has been marked as complete when you see the ✅ or 👍 emoji on the event. If you see a ✅ emoji, that means that the entire Task is complete and there are no future Tasks Events. If you see a 👍 emoji that means that the Task is partially complete but more Task Events exist in the future.
- It's currently 10am. You had a Task event from 8-9am that Reclaim assumed you acted on. However, you slept in and didn't actually do the work.
- You drag the 8am Task event to anytime in the future (ex: 10am), or you delete the even entirely.
- Reclaim will un-mark the Task as done and update your agenda accordingly.
What happens when you change the duration of a Task Event on your calendar
Recall that edits to Task Events via the calendar don't affect the core Task details. That means that changing the duration of a Task Event does not mean you're changing the duration of the Task.
Instead, changing the duration of a Task Event tells Reclaim you would like to spend more or less time than Reclaim had originally planned. This usually only makes sense in situations where there are multiple Task Events and you just want to rebalance how they are broken up.
- You have a Task that requires 2 hours of work in total
- Reclaim schedules two events: one for 1.5h, and another for 30m
- You change the second event from 30m to 1h
- Reclaim will respect that change, and will change the first event to 1h for a total of 2h
Changing other Task Event details
You can't change the following parameters for Task Events via the calendar. Most of these parameters can be changed via the Tasks UI in Reclaim. If you make the change, it will get reverted within a few seconds.
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