Reclaim.ai
The AI that takes your to-do list and slots it into the free gaps on your calendar, by itself.
By Thiago Lourenço Martins
An intern whose only job is fitting your to-do list into your calendar
Reclaim.ai is a tool (free, with paid per-seat plans) that connects to your Google Calendar or Outlook Calendar and starts scheduling your tasks, habits and breaks into the open gaps in your week, automatically. Think of it like handing your sticky-note list to an assistant who knows your calendar by heart and slots each item into the first open slot — without asking you every time, and without running over a meeting that was already booked. Today the tool is made by Reclaim.ai, part of the Dropbox group.
Your to-do list lives in one place. Your calendar lives in another
You write down what you need to do in a task app, a note, a notebook. And you book meetings straight on the calendar. The two worlds don't talk to each other — so it falls on you, every Sunday night or every Monday morning, to try to fit one into the other by hand.
That's how much more time per week Reclaim.ai itself claims teams gain by automating that fit. It's their own stat, not ours — but the logic holds up: every minute you spend reorganizing your calendar is a minute that didn't go toward actual work.
Who uses Reclaim, and for what
Walks out of every meeting with a new list of follow-ups. Creates a Task for each with P2 priority, and Reclaim finds a slot across the whole team's week without opening anyone's calendar by hand.
Lives call to call and never has time to prep proposals properly. Sets up a "Prep proposals" Habit Monday through Friday — Reclaim defends that block even when the meeting calendar fills up.
Works solo and keeps pushing admin work (invoices, budgeting) to the end of the month. A weekly "Finance" Habit makes sure that gets on the calendar before it snowballs.
From connected calendar to your first task scheduling itself
- Create your account and connect your calendar
Go to app.reclaim.ai/signup and sign in with your Google or Microsoft account. That same login is what authorizes Reclaim to read and write to your Google Calendar or Outlook Calendar.
- Open the task creator
From anywhere inside Reclaim, click the "+ New Task" button in the upper right corner.
or hit the "C" key — works from anywhere in the app - Fill in the Duration
Say how much total time the task needs. If it's a big one, check "Split Up" to break it into smaller blocks, choosing the minimum and maximum length of each block.
- Add the Due Date and click Create
Reclaim goes into your calendar and looks for the first open slot that still meets that deadline.
- Let it run
The task shows up on your Google Calendar or Outlook as a normal event. If the week gets messy — new meeting, cancellation — it reschedules on its own.
- Reschedule your own way when needed
Dragged the task to a different time by hand? It locks in place. Want to hand control back to the AI? Delete the event straight from your native calendar — Reclaim recreates it and finds another slot.
A ready-to-paste text for the Task creator
Prepare the quarterly results presentation for leadership — uninterrupted focus block, Critical priority, due Friday at 5pm. If it doesn't fit in one sitting, split into 45-90 minute blocks across the week.
Paste this text into the title (or notes) when you click "+ New Task". In the fields next to it, you're the one who sets the P1 priority, the due date, and turns on "Split Up" — the text just reminds you to decide those three things before creating the task.
Wins and pitfalls from digging into the priority engine
Do this
- Connect directly to the Google Calendar or Outlook you already use — no calendar migration, no duplicate events.
- Use the "C" keyboard shortcut to open the task creator from anywhere in the app — faster than hunting for the button.
- Set up Habits (there are 130+ ready-made templates) to reserve time for routines, not just one-off tasks — that's where "breathing room" actually survives a packed week.
Avoid
- Assuming Reclaim will run over your meetings — every event already on the calendar is set to Critical (P1) by default. That also means it won't free up space on its own: you need to manually lower an event's priority if you want that slot back.
- Expecting a mobile app — there's none on the App Store or Play Store; on mobile it's the browser (installed as a shortcut) or the Google Calendar/Outlook app directly.
- Staying on the free plan expecting a full month view — Lite's scheduling range is just 1 week. To plan further out, you need a paid seat.
There's a Portuguese-language tutorial to go deeper
* Independent suggestion, picked for content quality. We have no relationship or sponsorship with this channel. Video is in Portuguese.
Test it with one real task, right now
Connect your Google Calendar or Outlook to Reclaim and create a Task for something you've genuinely been putting off. Set the real duration, mark High priority, and a deadline within 2 days.
You'll know it worked if, less than a minute after clicking Create, that block already shows up on your calendar — without you picking the time.
What I think after a week of letting the AI decide
rating 4.1 of 5
What surprised me most after setting up a handful of tasks and a Focus habit was what Reclaim doesn't try to do: it doesn't invent meetings, doesn't overwrite real commitments, and that builds a kind of trust other "smart calendar" tools don't earn right away. The priority logic (P1 to P4) is simple to grasp and works as advertised. On the other hand, paying per seat in USD to roll it out to a whole team adds up for anyone converting to another currency, and not having a native mobile app feels dated in 2026 — even though the browser shortcut works reasonably well. If you already live with a packed Google Calendar or Outlook, it's worth testing the free plan before deciding whether to pay.
Tested and checked against official sources on July 18, 2026.
What's in its favor
- The Lite plan is free forever, not just a short trial — it already unlocks Focus Time, Habits, Buffer Time and Smart Meetings, not just the bare basics
- Runs inside the Google Calendar or Outlook you already use — events show up like any other appointment, no new app to learn from scratch
- The priority system (P1 Critical to P4 Low) is clear and, by default, respects everything already on your calendar — it never overwrites a real meeting without you saying so
- Integrates with Slack, Asana, Jira, Todoist, Linear, ClickUp and Google Tasks — if you already track work in another app, it gets imported and scheduled on its own
Where it struggles
- No native app for iOS or Android — Reclaim confirms this itself in its help center; on mobile it's the browser or the Google Calendar/Outlook app
- The free plan only sees 1 week of schedule ahead, is limited to 1 user, and unlocks just 1 calendar sync — anyone who wants more needs a paid seat
- Billing is USD-only, per seat ($10 to $22/month depending on the plan) — there's no local-currency pricing
- The entire interface — menus, settings, help center — is in English; only the text you type yourself can be in another language
Does it fit the shape of your week?
Worth it if you…
- Already live with a Google Calendar or Outlook packed with meetings, with never enough room left for real work — Reclaim exists to defend that time
- Manage a small team and want to stop manually reshuffling everyone's calendar every time a meeting moves
- Already use Todoist, Asana, Jira, ClickUp or Linear for tasks and wish they'd show up on the calendar by themselves, without copying hour by hour
Think twice if you…
- Only use your phone day to day and rely on native apps — there isn't one here, just a browser shortcut
- Work solo, with few commitments, and already handle your own schedule fine in your head — the payoff of an auto-scheduler is smaller
- Need pricing locked in your local currency, with no exchange-rate exposure — Reclaim's paid plans are USD-only
From the free Lite plan to one that scales a whole team
Yes, there's a permanent free plan — Lite, for 1 user, with Focus Time, Habits, Buffer Time, Smart Meetings and Meeting Quality already unlocked. To bring in the whole team, paid plans are billed per seat, in USD.
$0 — free forever, 1 user, 1-week scheduling range, 1 calendar sync, 1 scheduling link, limited integrations.
$10/seat/month (billed annually) or $12 billed monthly — for small teams, with extra syncs and links.
$15/seat/month (annual) or $18 monthly — the most popular tier, for large teams, with extra admin controls.
$22/seat/month — annual billing only (no monthly option); enterprise-grade features and support, by request.
One detail: USD prices, official from the pricing page as of July 2026 (subject to change) — Reclaim applies roughly a 29% discount on annual billing vs. monthly.
Questions from people who haven't connected their calendar yet
Is Reclaim.ai actually free?
There's a permanent free plan called Lite — no trial period, no catch. It's for 1 user, with a 1-week scheduling range, 1 calendar sync, and Focus Time, Habits, Buffer Time and Smart Meetings already unlocked. For teams, paid plans start at $10 per seat/month, billed in USD.
Do I need to enter a credit card?
To sign up for the Lite plan, you just connect your Google or Microsoft account — no card required to stay on the free plan. A card is only needed if you decide to move to a paid plan or try the team features trial.
Does it work in Portuguese or Spanish?
Only partially. The interface — menus, help center, emails — is entirely in English. But the titles and descriptions of your own tasks and habits can be written in any language, since you're the one filling that field; the scheduling algorithm works off duration, deadline and priority, not the language of the text.
Does it work on mobile?
There's no native app on the App Store or Play Store — Reclaim confirms this itself in its official help center. On mobile, you use it through the browser (added to your home screen), or simply through the Google Calendar or Outlook app: tasks Reclaim scheduled show up there normally, since under the hood it's all calendar events.
Will Reclaim overwrite my real meetings?
No — that's basically the whole point of the tool. Every event that was already on your Google Calendar or Outlook before you installed Reclaim is automatically set to Critical priority (P1), and nothing Reclaim schedules afterward can overwrite that, unless you manually lower that event's priority yourself.
What happens if I move a task by hand?
It locks in place. If you drag a task to a different time in the Planner or directly on your calendar, Reclaim treats that as your decision and won't move it again. To hand control back to the AI, just delete the event from your native calendar — Reclaim recreates the task and finds a new time on its own.
If your problem isn't really this one
If the mess is more about notes and projects than a packed calendar, Notion AI keeps everything in one place — task list included, just without auto-scheduling for you
Want to connect your calendar to bigger automations, like creating a task whenever a specific email arrives? Zapier is the glue between Reclaim and the rest of your apps
Reclaim's most commonly cited direct competitor — another "AI calendar," also priced per seat, but without a permanent free tier
If your to-do list is short and you already manage it fine by hand, Google Tasks inside Calendar itself does the job at no cost and no learning curve
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