Automated calendar time-blocking and focus planning for teams
Reclaim.ai is an automated calendar assistant that fills free time with prioritized tasks and protected focus blocks; ideal for busy knowledge workers and small teams who want to reclaim hours each week. It centralizes Google and Microsoft calendars, auto-schedules tasks, and offers team pooled availability. Pricing includes a functional Free plan and paid Personal/Team tiers starting around $8/month per user, with Enterprise options available.
Reclaim.ai is an automation and workflow tool that automatically finds time in your calendar to schedule tasks, routines, and focused work. It combines calendar integrations, smart priorities, and rules to ensure meetings and tasks don’t fragment your day, distinguishing itself with flexible goal-setting and automatic task shifting. Reclaim.ai serves busy individual contributors, managers, and small teams who need protected focus time and predictable schedules. The product offers a usable Free tier plus paid Personal and Team plans (paid tiers start at roughly $8/month), making the automation & workflow capabilities accessible to individuals and organizations.
Reclaim.ai is a calendar-first automation tool founded to help people reclaim time otherwise lost to ad hoc meetings and context switching. Positioning itself at the intersection of calendar automation and personal productivity, Reclaim centralizes multiple calendars, applies user-defined rules, and auto-blocks time for tasks, routines, and habits. Its core value proposition is simple: spend less time scheduling and more time doing by letting an algorithm place work into real available slots while respecting meeting constraints, working hours, and priorities.
The product’s feature set emphasizes automated time blocking, task syncing, and team-aware scheduling. Smart Time Blocking automatically finds open slots for tasks and places recurring focus blocks; users can define goals in hours/week and Reclaim attempts to allocate that time across available days. Task Sync connects external task sources such as Todoist or Asana and imports tasks with due dates so they can be scheduled into the calendar. Buffering and constraints let you reserve travel or prep time around meetings, and Pooled Availability enables teams to expose collective free periods for meetings without manual coordination. Reclaim also supports custom rules (e.g., never schedule meetings before 9am) and work hours per calendar to honor individual preferences.
Pricing is tiered with a Free plan for basic scheduling and single-user automations. Paid Personal plans unlock unlimited smart blocking, task syncs, and advanced rules; typical Personal pricing is advertised around $8/month per user (approximate, depending on billing cadence and promotions). Team plans are billed per user and add pooled availability, team-wide templates, admin controls, and shared work hours; Team pricing is higher and often offered as a per-user monthly fee or annually discounted rate. Enterprise options include SSO, centralized billing, and custom SLAs, which are quoted on request. Free-to-paid upgrade pathways exist for individuals moving into team seats.
Real-world users include product managers using Reclaim to protect eight-plus hours of weekly deep work by auto-blocking sprint planning and backlog grooming, and sales managers using pooled availability to reduce meeting scheduling friction across distributed teams. Individual contributors rely on Reclaim to slot tasks imported from task managers into free calendar windows, while operations teams use rules and templates to standardize team-wide meeting patterns. If you want a calendar-driven scheduler with team-aware pooling, Reclaim compares closely to Clockwise and Motion, but emphasizes task syncs and goal-based blocking as its differentiators.
Three capabilities that set Reclaim.ai apart from its nearest competitors.
Current tiers and what you get at each price point. Verified against the vendor's pricing page.
| Plan | Price | What you get | Best for |
|---|---|---|---|
| Free | Free | Basic smart blocking, single-user automations, limited integrations | Individuals testing auto-scheduling features |
| Personal | Approx $8/month | Unlimited smart blocks, task syncs, advanced rules, single user | Solo professionals wanting protected focus time |
| Team | Approx $8–12/user/month | Pooled availability, templates, admin controls, per-user billing | Small teams coordinating meetings and focus time |
| Enterprise | Custom | SSO, centralized billing, SLAs; custom seat pricing | Large organizations needing security and compliance |
Copy these into Reclaim.ai as-is. Each targets a different high-value workflow.
Role: You are Reclaim.ai scheduling assistant. Goal: create a reusable rule that automatically protects 8 hours per week of uninterrupted deep work. Constraints: schedule 90-minute blocks, prefer mornings between 09:00–12:00 local time Monday–Friday, do not split blocks across days, avoid scheduling on days with >3 meetings, treat this as high priority that can preempt optional events but not confirmed all-day events. Output format: provide an explicit Reclaim rule configuration as bullet fields: Goal name, weekly target, block length, preferred windows, priority, preemption policy, max blocks per day, blackout conditions. Example: "Goal name: Deep Work; Weekly target: 8h; Block length: 90m."
Role: You are Reclaim.ai assistant configuring team pooled availability. Objective: create a pooled booking link for a 30-minute demo meeting across a 4-person sales pod. Constraints: meeting lengths allowed = 30 or 45 minutes, preferred booking window 10:00–16:00 weekdays, avoid lunchtime 12:30–13:30, use round-robin assignment, include 15-minute buffer before/after meetings, only offer if at least one rep has 2 consecutive free blocks. Output format: list of pool settings as labeled fields, suggested booking link text copy, and one-sentence instructions for embedding link in email or Calendly.
Role: You are Reclaim.ai scheduling strategist. Input: a list of tasks with estimates and priorities (user will paste). Constraints: map tasks into daily focus blocks up to 4 hours/day, prefer contiguous 60–120 minute blocks, schedule high priority tasks first, allow lower-priority tasks to be scheduled in remaining windows or deferred to the next day; respect meetings and personal calendar events. Output format: return a JSON array where each object = {date, start_time, end_time, task_name, minutes_assigned, priority, rule_used}. Example input snippet: [{"task":"API design","estimate":180,"priority":"P0"}].
Role: You are Reclaim.ai for a people manager optimizing calendar predictability. Objective: reserve three 2-hour heads-down blocks per week that are resilient to changing 1:1s and team meetings. Constraints: blocks should be scheduled on non-consecutive days, be deferrable only when a meeting with 'All-Hands' or 'Director' in the title is added, allow up to 2 meeting overlaps per week but not on the same day, respect existing recurring 1:1s. Output format: provide a Reclaim rule JSON and a short escalation policy (2–3 lines) explaining when the rule yields to meetings and when it reschedules automatically.
Role: You are Reclaim.ai expert strategist for engineering teams. Multi-step task: (1) ingest a sprint backlog (user will paste ~10 items with story points) and a developer's weekly capacity (hours). (2) propose a Reclaim plan that reserves sprint planning, backlog refinement, and daily coding focus blocks across the sprint (2 weeks). Constraints: prioritize tickets by priority label, aim for contiguous 3–4 hour coding blocks, allocate 10% buffer each day for interrupts, schedule planning meetings only in the sprint start week, and allow swapping lower priority tickets if capacity shortfalls appear. Output format: provide (A) mapping table of ticket -> scheduled blocks (date, start, duration), (B) Reclaim goal rules for planning/refinement/coding, and (C) fallback rescheduling policy. Example: show mapping for 2 sample tickets.
Role: You are Reclaim.ai automation architect for a distributed sales team. Objective: design pooled booking and routing rules that minimize conflicts and respect rep capacity/timezones. Inputs: team roster with timezones and weekly capacity (user will supply). Requirements: prefer nearest-timezone rep if available, use weighted round-robin when multiple available, auto-fallback to 'next available' across timezone boundary, enforce daily max meetings per rep, add 10-minute buffers, and create escalation for urgent enterprise bookings. Output format: produce (1) Reclaim rules JSON for pool + routing priorities, (2) two few-shot examples showing how an inbound booking is routed to Rep A vs Rep B, and (3) suggested booking message templates for customers and internal owners.
Choose Reclaim.ai over Clockwise if you need task-to-calendar syncing and goal-based time allocation.
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