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Todoist Integration
Sync Todoist tasks to your Reclaim Scheduling Hours
Sync Todoist tasks to your Reclaim Scheduling Hours

How to sync your Todoist tasks to your Personal, Working, or Custom Hours in Reclaim.

Updated over a week ago

Once you have your Todoist integration set up, you can specify which Hours you want your Todoist items to sync to. Choose from your default Personal or Work Hours, or create new Custom Hours to auto-schedule events at specific days and times.

Sync Todoist tasks to Work or Personal Hours

To specify which hours your Todoist tasks sync to, you can configure the sync rules for Todoist tasks from your integration settings page in the app from Settings > Integrations > Todoist settings.

Default Todoist labels by Reclaim

Reclaim creates two default labels upon installation of the integration: one to sync tasks to your Personal Hours with the tag reclaim_personal and another to sync tasks to your Working Hours with the tag Reclaim. Tagging a task in Todoist with these labels will schedule them to the specified Hours.

You can choose to delete these once you have your integration set up and use your own labels instead.

Adding custom Todoist labels

The labels you can select from are synced from Todoist, so if you'd like to create additional labels to use for tagging items, you will need to create those in Todoist.

You can create new labels from the Todoist app under Filters & Labels.

Create new sync rules

Set up additional rules for how Reclaim syncs your Todoist tasks by clicking + Add rule at the bottom left.

​Then, configure the rule for which projects and labels it should apply to, and select the Hours you'd like these items to schedule during.

Project(s) selected

No project(s) selected

Includes label(s)

Sync items in the selected projects also tagged with the set label.

Sync all items tagged with the set label.

No label selected

Sync all items in the selected projects, without a label.

⚠️ Rules must have at least one project and/or label selected to sync items.

Sync Todoist items to Custom Hours

Beyond scheduling your Todoist items to just your Work and Personal Hours — you can use Custom Hours to build out additional options for specific days or time ranges you want to schedule certain Todoist items. This is a great way to day theme your calendar.

💡 Use case: Deep and shallow work for Todoist tasks

For an example of how you can use sync rules to automatically day theme your calendar, let's walkthrough how you can organize your Todoist tasks to automatically schedule in the calendar for deep work or shallow work times.

Step 1: Set up Custom Hours for deep and shallow work

  1. Navigate to your Hours Settings in the Reclaim app.

  2. Click the + Custom Hours button.

  3. Enter a name (ex. "Deep Work" "Deep Focus Hours," etc.).

  4. Add a description for your Custom Hours.

  5. Select the smart calendar events you would like to schedule during these hours (for deep work, consider selecting longer time ranges so you can get into a flow state for demanding tasks).

  6. Hit Create and select the days and time ranges you want to schedule items for deep work.

  7. Repeat the process to create another Custom Hours policy for when you want to schedule shallow work.

Step 2: Create Labels in Todoist

Once you have these custom time policies in place, you can use Todoist ‘labels’ to categorize your tasks.

  1. From the Todoist dashboard, click the "Filters & Labels" tab in the sidebar.

  2. Scroll down to the "Labels" list and click the "+" button to add a label.

  3. Add the label name "deep_work".

  4. Select a label color.

  5. Repeat the process and create a new label for "shallow_work".

Step 3: Set up sync rules in Reclaim

  1. Navigate to Settings > Integrations > Todoist settings to manage your sync rules.

  2. Click the "+ Add Rule" button.

  3. In the new rule block, optionally specify the Projects you want to sync from from the default "All projects".

  4. Click the "All Labels" dropdown and select "deep_work" to sync tasks that are tagged with that label in Todoist.

  5. Click the "Hours" dropdown and select the "Deep work" Custom Hours you set up.

  6. Repeat these steps for the "shallow_work" tag and relevant Hours.

Step 4: Auto-schedule deep and shallow work Todoist tasks

  1. From Todoist, click the + Add task button to add a new task in Todoist.

  2. Enter your task name, due date, and priority level (the priority level will be mapped over to Reclaim).

  3. Click the ( ) in the upper right of the module.

  4. Click "Labels" and tag the task with the appropriate label ("deep_work" or "shallow_work")

  5. Finally, hit "Add task". Your Todoist item will automatically schedule to the Hours you set up for deep work or shallow work, before the due date, around the priority level in your Reclaim task list.

You can always update your hours and the sync rules for how Reclaim syncs your Todoist tasks.

Learn how to auto-schedule your Todoist tasks to specific days and/or time ranges for deep and shallow work using sync rules and Custom Hours.

*Custom Hours are available on all paid plans.

Set fallback rules for synced Todoist tasks

If for any reason your Todoist items can't by synced to the rules you have set up (for example, if no Todoist tasks fit your rules, or a label or project is deleted in Todoist) — you can set up fallback rules for how you want Reclaim to handle scheduling.

Under "If the above rules aren't a match..." select:

  • Don't sync Todoist tasks: Reclaim won't schedule synced Todoist tasks if they don't match your rules.

  • Sync Todoist tasks during specific hours: Select a default set of Hours you want Reclaim to schedule items if they don't match the specific sync rules you have set up.

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