Setting up a Smart 1:1 is a little different than setting up a one-on-one in Google Calendar. Unlike "normal" recurring calendar events, Smart 1:1s let you set rough preferences on when you'd like to meet, and then dynamically schedule time for you and your attendee to meet regularly between your meeting hours and timezones. Smart 1:1s give you more flexibility over how your 1:1s get scheduled so that if your calendars change, Reclaim finds the next best time for both of you.
This guide will show you how to set up Smart 1:1s, and educate you on what data Reclaim needs to schedule them effectively.
Setting up a Smart 1:1
First, navigate to Smart 1:1s in the Reclaim app.
Then, click the button that says
+ New Smart 1:1.
Now, let's get started on creating your Smart 1:1.
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.
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 titleand fill in your own desired event name.
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.
Frequency: you can use this to tell Reclaim to book 1:1s on a weekly, biweekly (every other week), monthly, or quarterly cadence.
Weekly: Reclaim will schedule 1:1 events every ~7 days
Every other week: Reclaim will schedule 1:1 events every ~14 days
Monthly: Reclaim will schedule 1:1 events every ~30 days
Quarterly: Reclaim will schedule 1:1 events every ~120 days
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!
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.
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.
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.
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.
Send invitation: this will save the 1:1 and send off an invitation email to the attendee so they can get started.
What happens now?
Reclaim sends an email to your attendee inviting them to accept the Smart 1:1 that you've just set up. Events will not be scheduled until your Smart 1:1 has been accepted by your attendee.
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 isn't a Reclaim user, they'll be prompted to sign up for Reclaim, grant permission to Reclaim to view and edit their calendar, and set their meeting hours before they can accept the 1:1. Once they've done this, they won't have to go through the process again -- they can simply accept new 1:1s as they get invited to them.
If you'd rather invite the attendee to the Smart 1:1 yourself, you can also copy and send an invite link to them. Simply click on the Smart 1:1 to view its details, and copy the link below to send it to your attendee: