There are a ton of powerful features within Reclaim to help you make time for the things that matter to you. Here are a few things you should do first to help you get the most out of Reclaim as quickly as possible.
1) Set your scheduling hours
Reclaim uses your scheduling hours to determine when your Tasks should be scheduled during the week, when to schedule Smart 1:1s and additionally uses them to sync events from other calendars (if you've turned that option on).
Before you do anything in Reclaim, make sure they're set to your liking:
Go to Settings -> Hours
Set your working hours to the days and time ranges where you want Reclaim to schedule your work Tasks as well as sync events from particular calendars:
Now, scroll down and set your personal hours to the days and ranges where you want Reclaim to schedule your personal Tasks:
Finally, set your meeting hours to match when you'd like Smart 1:1s to be scheduled via Reclaim:
2) Convert your one-on-ones to Smart 1:1s
Reclaim is awesome for blocking time on your calendar for heads-down work on your most important routines and tasks, but it's also a great way to block time for you and your team to meet one-on-one.
Smart 1:1s automatically find time for you and any other person to meet on a weekly, biweekly, monthly or quarterly cadence, and reschedule when conflicts occur. So if one of you goes on vacation when your 1:1 is scheduled, Reclaim will find the next best time for the meeting.
You can set up Smart 1:1s from scratch, or you can convert existing ones that Reclaim automatically detects on your calendar:
You can get started by visiting Smart 1:1s in the app here, or read on below to learn more!
3) Sync all your calendars
During onboarding, you may have opted to block time from another calendar on your primary calendar. But did you know that you can connect other accounts and calendars to sync events -- and even sync them in multiple directions?
To add more calendar sync policies, including connecting more accounts and calendars, just follow these steps:
If you want to sync a calendar in an account you've already authorized in Reclaim, click on "Create Sync". If you want to connect a new account to sync more calendars, click "Add Account".
From here, simply follow the steps to set up your sync policies, and you'll be good to go! Adding all your calendars to Reclaim will help you to merge your availability across multiple schedules.
While you're here, you may also want to check out a few of these help docs:
4) Customize your Habits
Reclaim asks you, during onboarding, whether you'd like to add flexible Lunch or Catch-Up events to your calendar. We call these flexible routines Habits, and they're an awesome way to get the time you need regularly without having to waste time manually adjusting events all the time.
Once you're in the Reclaim app, you can add more Habits or customize the ones you set up during onboarding.
To get started, go to Habits. This is where you can customize your existing Habits as well as add new ones. You can pick from a list of prebuilt Habits or add your own:
Let's try customizing your Catch Up Habit. Add the Catch Up Habit from the list above, or just click on it if you've already added it during onboarding. When you open the Habit, you'll see this screen appear:
Try editing the time window of the Habit as well as its duration. Unlike normal recurring events on your calendar, Habits will look for time within a range so that you can still get time for your routines without having to move the event around manually.
Additionally, Reclaim keeps Habits more or less flexible based on your availability -- if your day has lots of free time, Habits will be added as Free time, but as your day gets busier Reclaim will automatically flip them to Busy, blocking them from others.
Pro tip: a great way to integrate Habits into your calendar is to look at your existing calendar and identify the routines you're already blocking recurring time for. For each of these routines, try to think of the most flexible schedule you could imagine for them -- the more flexibility you give Reclaim, the more powerful it'll be!
Want to dive deeper? Check out these help docs:
5) Add your first Task
Habits are designed to get you time for the things you want to do regularly. Tasks, on the other hand, are designed to get you time for your most important to-dos before they're due.
All Reclaim needs to block time for your to-dos is a title, a due date, and a duration. With just that information, Reclaim will automatically start blocking time for you!
Let's try adding your first Task. From anywhere in the Reclaim UI, click the Create Task button or just hit
C on your keyboard:
Once you do that, a window will appear where you can add your Task -- add a title, a due date, and a duration, then click Save or hit
Cmd + Enter on your keyboard:
Within seconds, you'll notice your Task blocked on your calendar. Reclaim automatically splits Tasks longer than 1 hour into multiple events, and will move them around for you if they're interrupted by incoming meetings.
Just like Habits, Tasks also keep your calendar flexible. Reclaim looks ahead to the due date of the Task to determine how many possibilities there are to schedule it. If there is less than one possibility before your due date, Reclaim will flip the Task to Busy, blocking it from others.
Want to get more advanced with your Task scheduling? Check these docs out:
6) Connect Reclaim to Slack
Reclaim has a powerful Slack integration that enables you to manage your Tasks and Habits without leaving the comfort of Slack, and that can automatically sync your Slack status with your calendar to keep you defended from notification fatigue.
The easiest way to add the Slack integration to your workspace is to go to Settings -> Integrations and click the "Connect Slack" button:
Once you click this button, you'll be automatically redirected to authenticate your Slack workspace and add the Reclaim integration:
After reviewing the permissions information, click Allow and Slack will be automatically connected to your Reclaim account!
Slack status sync will be turned on by default. If you want to customize the status messages and types of events to enable, click on Settings from the Reclaim homepage in Slack:
And click on Status Settings next to "Configure Status Sync settings":
Want to become a pro at using Slack to control Reclaim? Check these docs out:
7) Prioritize your workweek!
You've got your Tasks and Habits created. Now it's time to put it all together. We're going to quickly show you how to prioritize your Habits and Tasks in Reclaim so they get scheduled the way you want.
First, let's head back to Habits and we'll show you how to prioritize how they get scheduled:
Reclaim schedules your Habits in the order they're stacked in the image shown above. So the Habit at the very top will be scheduled first, and the Habit at the bottom scheduled last. You can drag Habits up and down in order to reprioritize their scheduling order:
In addition to Reclaim scheduling your Habits in order, it also will schedule all your Tasks in order of due date. You can drag Habits below your Tasks to tell Reclaim to prioritize scheduling them after it's scheduled your Tasks:
This is how Reclaim prioritizes scheduling your Tasks and Habits in general, but sometimes you might want to make changes to your priorities on the fly.
For example, one week you might want to de-prioritize your Weekly Status Habit in favor of your Exercise Habit so you get more time for it. Or, you might have a Task that is due later than other Tasks, but you decide you want to prioritize it for the current week.
This is where Reclaim's Planner comes in handy:
In Planner, you can tell Reclaim when you want to prioritize a Task or Habit:
Or when you want to push a Task or Habit to next week:
This is a powerful way to make adjustments to your prioritized Tasks and Habits on the fly, with just a single click. Try it out!
Want to learn more about prioritization? Check out these docs: