Create a Smart 1:1 and send an invitation

  1. Navigate to Smart 1:1s page in the Reclaim.

  2. Click the button labeled + New Smart 1:1.

  3. Fill out the requested fields

  1. Invitee: this is the email of the person you're planning to meet with. They can be someone inside or outside of your organization, and they do not need to have a Reclaim account to receive an invite. This field is required for Reclaim to set up your 1:1.

  2. Title: this is the name of the events that will be scheduled for the Smart 1:1. Reclaim will give the event a title automatically ("Your Name / Their Name 1:1") or you can customize it to your liking by unchecking the box next to Use recommended title and fill in your own desired event name.

  3. Description: this is a description that will be added to all the events associated with the Smart 1:1. For example, it can be used to add a link to a rolling agenda containing notes for each 1:1.

  4. Frequency: you can use this to tell Reclaim to book 1:1s on a weekly, biweekly (every other week), monthly, or quarterly cadence.

    1. Weekly: Reclaim will schedule 1:1 events every ~7 days

    2. Every other week: Reclaim will schedule 1:1 events every ~14 days

    3. Monthly: Reclaim will schedule 1:1 events every ~30 days

    4. Quarterly: Reclaim will schedule 1:1 events every ~120 days

  5. Scheduling preference: this tells Reclaim whether you'd like to simply use both attendees' mutual meeting hours and let Reclaim automatically schedule within those hours, or if you'd like to pick a subset of eligible days and times within your mutual meeting hours to schedule 1:1s. Note: both of these options will respect your mutual meeting hours!

  6. Time range: you can tell Reclaim ideally what time and day you'd like to have the meeting, how long it should be, and optionally a range of days that are appropriate for the meeting to be scheduled.

  7. Video conferencing: you can add a Google Meet or Zoom link to the event, or leave this option unselected if you don't want videoconferencing. Note: you can also add links to videoconferences on Smart 1:1 events directly from Google Calendar after they've been scheduled.

  8. Location: you can paste in a videoconference link here, or add a physical location where you'd like to meet. This will show up in the Location field of Google Calendar events.

  9. Optional note: you can use this to write a note that will be added to the email Reclaim sends as part of a Smart 1:1 invite.

  10. Send invitation: this will save the 1:1 and send off an invitation email to the attendee so they can get started.

Sending an invitation

Once you click the Send invitation button, Reclaim sends an email to your attendee inviting them to accept the Smart 1:1.

If your attendee is already a Reclaim user, they will be able to accept the Smart 1:1 in one step—because Reclaim already has access to that user's calendar and knows their meeting hours, it doesn't require any other information to get the 1:1 scheduled.

If your attendee is not a current Reclaim user, they will be prompted to

  1. Sign up for Reclaim

  2. Grant permission to Reclaim to view and edit their calendar

  3. Set their meeting hours

These are requirements before they can accept the Smart 1:1.

Events will not be scheduled until your Smart 1:1 has been accepted by your attendee. 

Invite Link

Once a Smart 1:1 has been created, an invite link is also created. You can copy and send an invite link to your attendee.

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