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How to use Smart Meetings
Managing Smart Meetings on your calendar
Managing Smart Meetings on your calendar

Reclaim will automatically schedule events for Smart Meetings on your calendar, and gives you a bunch of ways to reschedule or change them.

Updated this week

This help doc is under construction 🚧

Smart 1:1s are becoming Smart Meetings – an even more powerful way to auto-schedule recurring meetings for not only one-on-ones, but also team meetings with 3+ attendees!

Our docs are currently being updated to document the latest and greatest improvements. Check out this overview doc to learn more about what's new with Smart Meetings in the meantime.

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

  • What happens when someone is invited to a Smart Meeting

  • How Smart Meetings automatically get rescheduled when conflicts occur

  • How to reschedule or skip Smart Meetings manually

  • How to edit Smart Meetings calendar events directly from your calendar UI

What happens when you invite someone to a Smart Meeting

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 1:1 invitation emails

Smart 1:1 invitations are sent through one of two mechanisms:

  1. Email, as shown below;

  2. An invite link that can be copy-pasted to the attendee.

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 1:1s around their preferences. If the attendee declines to do this, a default set of meeting hours will be used.

How Smart 1:1s automatically schedule and reschedule around conflicts

Smart 1:1s will automatically schedule according to their priority, you + your attendee's mutual availability (across timezones, if applicable) as well as your mutual preferences in terms of hours and days where you want the meeting scheduled.

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 at least one person RSVPs Yes or Maybe to the conflicting event.

Note: if a Smart 1:1 is locked, a meeting conflict won't automatically reschedule it.

There are lots of ways in which this benefits both attendees of the 1:1 meeting: 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, neither of you have to worry about finding another time to connect -- Reclaim will do it for you.

Smart 1:1s allow for flexibility as they respond to conflicts on the calendar by rescheduling events β€” or in some cases, canceling them β€” and also respond to RSVP changes from either attendee.

When rescheduling a Smart 1:1, Reclaim will attempt to maintain the cadence of the Smart 1:1 series. 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 closer to Friday. This helps to avoid having Smart 1:1s too close together.

How to reschedule a Smart 1:1 manually

Sometimes you may want to skip or reschedule a Smart 1:1 in the absence of a meeting conflict, push 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.

Rescheduling via RSVP changes

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, or via Reclaim's Planner.

Rescheduling using the "Reschedule" option

Within the event details in Google Calendar, there is a link to reschedule the Smart 1:1.

This will bring up a set of options that let you decide when you'd like the 1:1 to be rescheduled to:

You can also access this Reschedule option from Reclaim's Planner, from the details page for any Smart 1:1, or from the Google Calendar Add-on when clicking into any Smart 1:1 event:

Manually reschedule or change the duration of a Smart 1:1

You can drag a Smart 1:1 event to another day or time on the calendar, and Reclaim will accept that as a reschedule. This will also automatically lock the Smart 1:1, so it won't move to another time automatically -- even if a conflict arises.

Similarly, you can shrink or extend the total duration of a 1:1 event for just that meeting, and the change will be respected. Reclaim will lock the 1:1 event to prevent it from changing again.

Skip a Smart 1:1 for the period

If the organizer of the 1:1 deletes the event via Google Calendar, Reclaim will skip the Smart 1:1 for the period and won't reschedule it until the next period.

For example, if you delete a Smart 1:1 event that occurs weekly, a 1:1 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, by clicking the event in Google Calendar and selecting the Skip option from the Google Calendar Add-on, or via the embedded link in the description of the event within Google Calendar:

Editing Smart 1:1 events from Google Calendar

Sometimes you may want to add different details to a particular 1:1 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 directly via Google Calendar.

Details that can be edited on a Smart 1:1 event

  • Title

  • Description

  • Attendee list

  • Color

  • RSVP note

  • Location

  • Duration

  • Time window / scheduled time

Changes made to a Smart 1:1 event will be honored for that event only and will not apply to future or past events. When you edit these details, the Smart 1:1 will also lock to prevent Reclaim from overwriting the changes.

Details that cannot be edited on a scheduled Smart 1:1 event

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

  • Event privacy

  • Event availability (i.e., Free vs. Busy)

Modifying videoconference / location info

You can use Reclaim's built-in integrations with Zoom and Google Meet to add videoconferencing to a Smart 1:1 from within Reclaim, or you can add those links directly to the calendar event.

Edit via a Google Calendar add-on

When using a Google calendar add-on to add a videoconference link to any Smart 1:1 event, it will overwrite any existing videoconference information for all events in that Smart 1:1's series. This is the only field that Reclaim will overwrite for all events in a series.

Edit the videoconferencing using the Location field

Pasting a link in the Location field of a Smart 1:1 from Google Calendar will only add the videoconferencing for that specific Smart 1:1 event.

Note: If you use a Chrome extension (e.g., Zoom's Chrome extension) to add videoconferencing, that integration may use the Location field on the event.

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