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 do 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. Here's a quick breakdown of the factors that go into how Reclaim schedules a Smart 1:1:
Ideal Day and Time: Reclaim will attempt to block time for the 1:1 as close to the organizer's specified ideal day and time as possible. For example, if the organizer has set Tuesday at 2pm as the ideal day and time for the 1:1, Reclaim will attempt to schedule it as close to Tuesday 2pm as possible.
Specific Days and Times: If the organizer specified a range of days and times when they're available for the 1:1, Reclaim will consider those in scheduling the 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.
Timezones: Reclaim will automatically detect and schedule around timezones for both attendees.
Meeting Hours: Reclaim will only ever schedule 1:1s during the intersection of your mutual meeting hours -- even if an organizer has set specific days and times for the 1:1. That way, Reclaim will never schedule a 1:1 during a time that is outside of your mutual meeting hours.
Frequency: Reclaim will schedule 1:1s on a weekly, biweekly, monthly or quarterly cadence according to what the organizer specified during setup of the Smart 1:1.
Once a Smart 1:1 gets scheduled on the calendar, it will look like the image below. Both attendees will automatically have their RSVP status set to Yes anytime a 1:1 is scheduled or rescheduled. This ensures that you never have to worry about re-RSVPing to a 1:1 when it gets rescheduled.
How do I reschedule a Smart 1:1?
Smart 1:1s can be rescheduled in several different ways:
RSVP changes: if either the organizer or the attendee RSVPs No to the 1:1 event, Reclaim will automatically reschedule it to the next best time for both of you. You can RSVP No directly through Google Calendar, or you can do it via Reclaim's Planner, or via the details page for the 1:1 in Reclaim:
Conflicting event: if an event gets booked over the 1:1, it will automatically reschedule to the next best time for both of you. Please note that if the attendee or organizer are invited to another event that conflicts with the 1:1, the 1:1 will not be rescheduled until they RSVP Yes or Maybe.
Manual reschedules: 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 just try to find the next closest time for that day.
Deleting an event using the "trash can" in Google Calendar: if you're the organizer of the 1:1, you can delete the event from your calendar using the "trash can" icon in Google Calendar, and that will skip the 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 1:1 will be canceled.
Using the reschedule link in Google Calendar: you can also use the handy link within the Google Calendar event description to reschedule the 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 1:1 with someone to meet on Tuesdays at 2pm, and you end up rescheduling the current week's 1:1 to Friday at 2pm, Reclaim will push the following week's 1:1 back a bit to ensure your 1:1s aren't too close together.
How do I cancel a Smart 1:1 for the week?
You can tell Reclaim to skip a 1:1 for the week via Google Calendar or Reclaim. This will tell Reclaim to skip scheduling the 1:1 for the entire week, regardless of changes to your calendar.
From Google Calendar: as the organizer or the attendee, you can click the Cancel link within the event's description.
From Reclaim: from within the Planner, click on the 1:1 event, click the menu in the top right corner of the action menu, and click Skip for this week:
You can also do this from the 1:1's details page:
What happens if a 1:1 gets canceled for the week?
If a 1:1 gets canceled for the week, Reclaim will attempt to keep the cadence of the 1:1 the same. For example, if you have a weekly 1:1 that normally 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 the awkward "we just had a 1:1!" cases that can occur when 1:1s are rescheduled.
When do Smart 1:1s flip from 🆓 (free) to 🛡️ (busy)?
Smart 1:1s, like other Reclaim-managed events, will shift between 🆓 (free) and 🛡️ (busy) as your day's schedule changes. This gives you maximum flexibility in your calendar while still ensuring that you get the time you need.
Smart 1:1s follow the Most Defensive time defense policy. They will get marked as busy 24 hours before they're scheduled to begin, and/or when there is only one slot remaining for the 1:1 within the same day.
Additionally, Smart 1:1s will automatically "lock" 24h ahead of their start time, ensuring that they don't reschedule unexpectedly due to an interruption. You can still reschedule a Smart 1:1 that has been locked by manually moving it on the calendar, using the "reschedule" links in Google Calendar, or by RSVPing No to the event.
How are Smart 1:1s prioritized?
Smart 1:1s will get scheduled ahead of all other Reclaim-managed events, meaning that they take "top billing" when it comes to prioritization. This has the downside of potentially scheduling Smart 1:1s over existing Tasks and Habits, but it has the upside of never worrying about a 1:1 being sacrificed in favor of another Reclaim-managed event.