Once your Smart Meeting is set up, Reclaim will automatically begin scheduling events for it on your, and your attendees', calendars. This help doc will cover a few important topics regarding management of Smart Meetings and their events on the calendar:

When you invite someone to a Smart Meeting, Reclaim automatically sends the attendee an email to confirm that the meeting has been scheduled, and to invite them to sign up for Reclaim and set their availability.

If Reclaim has access to the attendee's calendar, they don't need to respond to these invitations – however, there are some benefits to doing so, as it allows them to set their meeting preferences.

Smart Meeting invitations are sent through one of two mechanisms:

When an attendee clicks the link in either experience, they'll be prompted to provide access to their calendar (if Reclaim doesn't already have it) and most importantly to set their meeting hours, which enables Reclaim to schedule Smart Meetings around their preferences. If the attendee declines to do this, a default set of meeting hours will be used.

Smart Meetings will automatically schedule according to priority, you and your attendees' mutual availability (across timezones, if applicable), as well as your mutual preferences in terms of hours and days where you want the meeting scheduled.

There are lots of ways in which auto-rescheduling benefits meetings. For example, if one of you blocks out time for vacation several weeks out on the calendar, or if an urgent meeting comes up at the last minute, no one has to worry about emailing back and forth to find another time to connect – Reclaim will do it for you.

Smart Meetings allow for flexibility as they respond to conflicts on the calendar by rescheduling events, and also respond to RSVP changes from either attendee.

When rescheduling a Smart Meeting, Reclaim will attempt to maintain the cadence of the Smart Meeting series. For example, if you have a weekly meeting that typically occurs on Mondays, and push it to Friday, the next scheduled instance of the meeting will push closer to Friday. This helps to avoid having Smart Meetings too close together.

Sometimes you may want to skip or reschedule a Smart Meeting without a conflict, move it to a specific time, or modify its duration. Reclaim gives you several ways to do this directly from Google Calendar, from the Planner, or from the Google Calendar Add-on.

If either the organizer or the attendees RSVPs No to the Smart Meeting event, Reclaim will automatically reschedule it to the next best time (unless the attendee is marked as an 'optional attendee').

RSVPs can be managed through Google Calendar by clicking on the event on the calendar:

You can Reschedule your Smart Meeting as the organizer from Reclaim's Planner, from the details page for any Smart Meeting:

This will offer two options:

As the organizer, you can drag a Smart Meeting event to another day or time on the Planner or in Google Calendar, and Reclaim will accept that as a reschedule. This will also automatically lock the event, so it won't move to another time automatically – even if a conflict arises.

Similarly, you can shrink or extend the total duration of the event for just that meeting, or make the adjustment for following or all events, and the change will be applied accordingly.

If the organizer of the Smart Meeting deletes the event via Google Calendar, Reclaim will skip the Smart Meeting for the period and won't reschedule it until the next period in the series.

For example, if you delete a Smart Meeting event that occurs weekly, the meeting will be scheduled for the following week but be skipped for the current week.

This option can also be accessed by right-clicking on the event from the Planner and clicking 'Skip':

Updates made to your Smart Meetings can be made from the Planner in Reclaim, or directly in Google Calendar. You can make edits to the specific meeting event, or all events thereafter.

Sometimes you may want to add different details to a particular meeting – for example, adding a guest attendee to the event, changing the location to a coffeeshop, or modifying the description for a one-time agenda. Reclaim makes it easy to make these changes.

If the below details are edited, Reclaim will overwrite them the next time it re-syncs your calendar.

You can use Reclaim's built-in integrations with Zoom and Google Meet to add videoconferencing to a Smart Meeting from within Reclaim or Google Calendar.

When using a Google calendar add-on to add a videoconference link to any Smart Meeting event, it will overwrite any existing videoconference information for all events in that meeting series. This is the only field that Reclaim will overwrite for all events in a series.

Reclaim also gives you the ability to leave a Smart Meetings on the calendar when it can't find time for them.

This is really useful in cases where you're setting up a Smart Meeting that involves a ton of busy people, and want to ensure that the meeting doesn't get removed if it can't find time. Instead, Reclaim will just leave it at its ideal time, which means it won't disappear from the schedule.

You'll see a ⚠️ emoji on events that Reclaim left on the calendar after being unable to find time for them.