When you set up a Smart 1:1 and invite your attendee, Reclaim will start scheduling events for it as soon as they accept. Reclaim looks at mutual availability across both calendars and timezones, and checks both attendees' meeting hours to ensure that 1:1s only get scheduled during times that work for both of you. It also will keep 1:1s flexible depending on how busy your schedules are for that day.
Smart 1:1s respond to conflicts on the calendar by rescheduling events -- or in some cases, canceling them for the week -- and also respond to RSVP changes from either attendee. RSVPing No to an event will automatically reschedule it to the next best time.
Here's a deeper dive on how Smart 1:1s get scheduled, how they get rescheduled, and other details that help you to understand how to best interact with Smart 1:1s on your calendar.
How Smart 1:1s get scheduled
Smart 1:1s get scheduled on both attendees' calendars using a combination of the organizer's preferences, availability across both calendars, timezones, and meeting hours. The factors that go into how Reclaim schedules a Smart 1:1 are described below.
Ideal Day and Time
Reclaim will attempt to block time for the Smart 1:1 as close to the organizer's specified ideal day and time as possible.
Specific Days and Times
If the organizer specified a range of days and times when they are available for the Smart 1:1, Reclaim will consider those in scheduling the Smart 1:1. For example, if the organizer has specified that they only want to have the 1:1 on Mondays, Tuesdays and Wednesdays between 8am and 6pm, Reclaim will only consider those times in scheduling the 1:1.
Reclaim will automatically detect and schedule around timezones for both attendees.
Reclaim will only ever schedule Smart 1:1s during the intersection of mutual meeting hours—even if an organizer has set specific days and times for the 1:1. That way, Reclaim will never schedule a Smart 1:1 during a time that is outside of mutual meeting hours.
Reclaim can schedule Smart 1:1s on a weekly, biweekly, monthly or quarterly cadence according to the organizer's specifications.
Reschedule a Smart 1:1
Reclaim will attempt to maintain the cadence of the Smart 1:1. For example, if you have a weekly smart 1:1 that typically occurs on Mondays, and push it to Friday, the next scheduled instance of the 1:1 will push to be closer to Friday. This helps to avoid having Smart 1:1s too close together.
Smart 1:1s can be rescheduled in several different ways:
If either the organizer or the attendee RSVPs "No" to the Smart 1:1 event, Reclaim will automatically reschedule it to the next best time for both of attendees. RSVPs can be managed through Google Calendar.
If an event gets booked over the Smart 1:1, Reclaim will automatically reschedule the Smart 1:1 to the next best available time for both of you. If the attendee or organizer are invited to another event that conflicts with the Smart 1:1, the Smart 1:1 will not be rescheduled until they RSVP Yes or Maybe to the conflicting event.
You can drag a Smart 1:1 event to another day or time on the calendar, and Reclaim will accept that as a reschedule. If the new time isn't available on both calendars, Reclaim will try to find the next closest time for that day.
Deleting an event from Google Calendar
If the organizer of the 1:1 deletes the event via Google Calendar, Reclaim will skip the Smart 1:1 for the day and reschedule it to the next best time on the following day. If there are no eligible days remaining in the week, the Smart 1:1 will be canceled.
Using the reschedule link in Google Calendar
Within the event details in Google Calendar, there is a link to reschedule the Smart 1:1.
Reclaim will generally try to honor the cadence of your Smart 1:1 even when it's rescheduled. For example, if you have a weekly Smart 1:1 with someone to meet on Tuesdays at 2pm, and you end up rescheduling the current week's Smart 1:1 to Friday at 2pm, Reclaim will push the following week's Smart 1:1 back a bit to ensure your Smart 1:1s aren't too close together.
Cancel a Smart 1:1 for the week
Rather than rescheduling a Smart 1:1 for the same week, you can cancel a Smart 1:1 for the week.
From Google Calendar
As the organizer or the attendee, click the Click here to skip link within the event's description.
From Reclaim Planner
From the Planner Calendar
Right-click on the Smart 1:1 from the Planner Calendar
From the Planner side-panel
Click on the Smart 1:1 from your Planner Calendar to open up the Smart 1:1 details in the side panel.
Click the three dots labeled More options next to the Smart 1:1 event.
From Reclaim Smart 1:1 page
Find and click on the Smart 1:1 to enter into the details page.
Click three dots labeled More options.