How to Use Reclaim.ai: Step-by-Step Guide
Reclaim.ai is an AI-powered calendar and scheduling platform designed to automatically organize your tasks, meetings, focus time, habits, and other priorities around your existing schedule.
In this guide, we’ll show you how to use Reclaim.ai, from setting up your calendar and creating tasks to protecting focus time, scheduling recurring habits, and letting AI optimize your workweek.
What Is Reclaim.ai?
Reclaim.ai is an AI calendar and productivity platform that automatically finds the best time for your work, meetings, routines, and personal priorities.
Instead of manually reorganizing your calendar every time something changes, Reclaim uses intelligent scheduling to move flexible events and protect time for important work.
The platform includes tools for Tasks, Focus Time, Habits, Smart Meetings, Scheduling Links, Calendar Sync, and other scheduling features.
How to Use Reclaim.ai Step 1 — Create a Reclaim.ai Account Start by creating your Reclaim.ai account.
Reclaim offers a free plan for individual users, so you can start using its core AI scheduling features without purchasing a subscription.
Once your account is created, Reclaim can begin working with your calendar and availability.
Step 2 — Connect Your Calendar
Connect the calendar you want Reclaim to manage.
Your connected calendar allows Reclaim to understand when you are available and when you already have meetings, appointments, or other commitments.
If you manage multiple calendars, Reclaim can also help synchronize availability between them, depending on your plan.
Review your working hours and scheduling preferences so Reclaim knows when your work should be scheduled.
Step 3 — Set Up Focus Time
Focus Time is designed to protect uninterrupted periods for important work.
Set a weekly Focus Time goal and choose when Reclaim is allowed to schedule these blocks.
Reclaim can then automatically find available periods in your calendar and defend that time from meetings.
As your schedule changes, Focus Time can adapt instead of forcing you to manually reorganize your calendar.
Step 4 — Create Your First Task
Tasks allow Reclaim to automatically reserve calendar time for work that needs to be completed before a deadline.
Create a new task and add information such as:
* Task name
* Duration
* Due date
* Priority
* Scheduling preferences
For larger tasks, you can split the required work into multiple time blocks.
Reclaim then looks for available time in your schedule and automatically blocks time to complete the task before its deadline.
Step 5 — Create Habits
Habits are useful for activities you want to repeat regularly without assigning them to exactly the same time every day or week.
You can use Habits for activities such as:
* Checking email
* Planning your day
* Exercise
* Lunch breaks
* Reading
* Administrative work
* Weekly planning
* Personal routines
Set the frequency, duration, and preferred scheduling window, and Reclaim will automatically find appropriate time for the Habit.
Unlike a traditional recurring calendar event, a Reclaim Habit can adapt when your schedule changes.
Step 6 — Set Your Priorities
Priorities help Reclaim understand which activities are most important when your calendar becomes busy.
Review the priorities of your tasks, habits, meetings, and other scheduled activities.
When scheduling conflicts occur, Reclaim can use these priorities to decide which flexible events should be protected and which ones can move.
This helps the platform build a schedule around what matters most instead of simply filling every available space.
Step 7 — Use Smart Meetings
Smart Meetings are designed to make recurring meetings more flexible.
Instead of keeping a recurring meeting locked to the same time regardless of schedule changes, Reclaim can automatically find appropriate meeting times based on availability, priorities, and scheduling preferences.
This can be especially useful for:
* One-on-one meetings
* Team meetings
* Weekly check-ins
* Recurring project meetings
* Regular client conversations
When conflicts appear, Reclaim can help reschedule Smart Meetings instead of requiring you to reorganize them manually.
Step 8 — Create Scheduling Links
Reclaim also allows you to create Scheduling Links that other people can use to book meetings with you.
The links use your calendar availability and scheduling preferences to determine which meeting times should be offered.
This can be useful for:
* Client meetings
* Sales calls
* Interviews
* Consultations
* Networking
* Team scheduling
Because Scheduling Links work with your existing Reclaim schedule, they can help prevent new meetings from unnecessarily disrupting higher-priority work.
Step 9 — Let Reclaim Automatically Adjust Your Schedule
One of the main advantages of Reclaim is that your schedule does not have to remain static.
When meetings are added, tasks change, or unexpected conflicts appear, Reclaim can automatically reorganize flexible calendar blocks.
Tasks, Habits, Focus Time, and other smart events can move within the scheduling rules you define.
This allows your calendar to adapt throughout the week without requiring constant manual time blocking.
Can Reclaim.ai Manage Tasks From Other Apps?
Yes.
Reclaim can integrate with task and productivity tools so tasks from other platforms can be scheduled on your calendar.
Supported integrations vary by plan and can include tools such as:
* Google Tasks
* Todoist
* Asana
* ClickUp
* Jira
* Linear
This can be useful if you already manage your tasks in another application but want Reclaim to automatically find calendar time to complete them.
What Can You Use Reclaim.ai For?
Reclaim.ai can be useful for:
* AI calendar management
* Automatic time blocking
* Task scheduling
* Protecting focus time
* Managing recurring routines
* Meeting scheduling
* Calendar synchronization
* Managing multiple calendars
* Creating scheduling links
* Work-life balance
* Team scheduling
* Automatically reorganizing busy schedules
Is Reclaim.ai Free?
Yes.
Reclaim currently offers a Free plan for individual users.
The Free plan includes core scheduling features such as AI scheduling agents, Focus Time, Habits, Buffer Time, Smart Meetings, task recommendations, Calendar Sync, and a Scheduling Link, although some features have usage limits.
Reclaim also offers paid plans:
* Starter — $12 per seat/month
* Business — $18 per seat/month
* Enterprise — Custom pricing
Paid plans provide higher limits, additional integrations, longer scheduling ranges, more Calendar Syncs and Scheduling Links, and additional team and business capabilities.
Pricing and plan features may change over time.
Tips for Better Reclaim.ai Scheduling
For better results:
* Set accurate working hours before scheduling tasks.
* Give important tasks realistic deadlines.
* Use priorities to tell Reclaim what matters most.
* Use Focus Time for uninterrupted work.
* Use Tasks for work that needs to be completed before a deadline.
* Use Habits for recurring routines.
* Connect the calendars that affect your real availability.
* Review your schedule regularly when you first start using Reclaim.
* Avoid creating unnecessarily rigid scheduling rules.
* Let flexible events move when your calendar changes.
Is Reclaim.ai Worth Trying?
Reclaim.ai can be useful for professionals who spend too much time manually reorganizing tasks, meetings, and calendar blocks.
Instead of planning every part of your workweek manually, you can define your priorities, deadlines, routines, and availability and let Reclaim automatically find appropriate time for them.
The combination of Tasks, Focus Time, Habits, Smart Meetings, Scheduling Links, and automatic rescheduling makes Reclaim particularly useful for people with busy or frequently changing calendars.
Because Reclaim offers a free plan, you can test its scheduling system with your own calendar before deciding whether a paid plan makes sense for your workflow.
Related BuyVista Guides
Reclaim.ai Review
Read our complete Reclaim.ai review to learn more about its features, pricing, pros, cons, and who the platform is best for.