Reclaim.ai Blog

Productivity tips, calendar hacks, & product updates from the Reclaim team.

How to Integrate Notion & Reclaim.ai with Google Calendar
March 21, 2022

A neverending to-do list and a busy calendar are two things professionals can always count on juggling throughout the workweek. Professionals are so busy only 53.5% of planned tasks get completed every week. Whether you’re working from home, in a hybrid work model, or full time in the office, you’re likely already using an assortment of apps to stay organized and productive across your tasks and projects. 

Notion in particular has taken the world by storm with its amazing workspace to create and organize all of your work in one place. And if you’re one of the millions of professionals manually managing your time through Google Calendar, you’re probably wondering how you can connect your Notion workspace right to your calendar to close the gap between your availability and to-dos. The answer is a free productivity app called Reclaim.ai. 

In this post, we show you how to integrate Notion with Reclaim.ai via Zapier to help you auto-schedule time for your tasks straight to Google Calendar.

What is Notion?

Notion is a powerful, database driven, note-taking software with advanced project management capabilities to help organize and manage all the chaos that goes into a highly productive teamFounded back in 2013, the app went viral on TikTok during the start of the pandemic as users – especially their GenZ ‘studytok’ fanbase – showcased how Notion helps them stay organized and on track with their goals. In the span of one year, Notion grew its userbase 5x, to the 20 million plus people using it worldwide in 2021.

Functioning as an all-in-one workspace for both individuals and teams – Notion users quickly come to rely on this digital hub for all of their notes, task lists, product roadmaps, a design repository, and literally anything else they need to stay on top of. Notion also makes it easy to collaborate in one place with a clean and intuitive view, and is widely loved for its ultra customizable LEGO-style building blocks, easy premade templates, and the ability to create and share your own templates across the Notion community.

What is Reclaim.ai?

Reclaim.ai is a free productivity tool for your Google Calendar that helps automatically block time for your tasks, regular routines, 1:1 meetings, and breaks around your already existing busy schedule. Time blocking is another productivity hack that went viral over the pandemic, and has certainly been here to stay as organizations have seen the incredible impact of encouraging their teams to prioritize their tasks around their actual time and availability. Shocking stuff!

And Reclaim not only helps you time block your tasks on Google Calendar, it automatically finds the best time for them by priority, before your deadlines, and keeps these events flexible so you can reprioritize your entire week in a single click. Reclaim is a must-have tool for anyone who’s juggling meetings and a jam-packed to-do list (maybe even a personal life!) and can help you save up to 40% of your workweek through smarter scheduling.

While both of these tools are designed to keep you organized and productive, Reclaim helps you connect your task list to your actual availability in your calendar, so you always make the time to get your work done.  

What are the benefits of integrating Notion with Reclaim?

So why should you plug all the awesome work you build in Notion into your calendar? Time blocking dedicated focus time for individual tasks on your calendar can actually boost your productivity up to 80%! Integrating Notion and Reclaim optimizes your schedule by letting your true availability dictate what you do (and do not) have time for every week.

Here are the top benefits of integrating Notion with Reclaim:

  • Defend time to work on your to-dos
  • Save time planning out your week
  • Auto-prioritize what to work on next
  • Communicate priorities through your calendar
  • Say no to more unnecessary meetings
  • Minimize interruptions during focus work
  • Reduce context switching & decision paralysis
  • Accomplish more goals every week!

Who knew that making time for your tasks could be so productive! Let’s take a look at how to set up the Notion + Reclaim task integration for your calendar.

How to set up the Notion & Reclaim integration

So how exactly can you connect Notion with Reclaim? While Reclaim is planning to launch a direct Notion integration later this year, you can build out the connection right away with a little help from Zapier and Google Tasks. Since Reclaim currently integrates with Google Tasks, connecting your Notion task list to Google Tasks via Zapier will automatically pull all of your to-dos right into Reclaim so you can schedule time for them on Google Calendar. 

And best of all, the integration works with both the free plan at Reclaim and the free plan at Zapier! This connection won’t cost you a thing 😎 

Here’s how to integrate Notion and Reclaim via Zapier:

  1. Sign up at Reclaim.ai (if you haven’t already).
  2. Create a free Zapier account.
  3. Enable the Google Tasks integration in Reclaim: Go to Settings > Integrations in Reclaim, find the Google Tasks integration, and click the “Connect Google Tasks” link. Learn more about this Reclaim integration here.
  4. Set up the Notion + Google Tasks integration via Zapier: Follow Zapier’s onboarding to connect your Notion account with Google Tasks (select the ‘Reclaim’ Google Tasks list when connecting).
  5. Share your Notion database with Zapier: Click on the “Share” button in the Notion database (aka task list) you want to integrate, then “Invite”. Select Zapier to enable the integration.
  6. Create a new Zap in Zapier, and set up your Trigger: Use this link to automatically apply the Notion to Google Tasks trigger, or set it up manually - for the Trigger, select Notion as the app and “New Database Item in Notion” as the trigger event. Set the relevant Notion database (aka your task list) as the Database value. 
  7. Set up your Zap’s Action: For the Action, select Google Tasks as the app and “Create Task” as the action event. Set the ‘Reclaim’ list as the Task List value, and ‘Title’ as the Title value to ensure the Zap pulls the Notion item title as the task title in Google Tasks for Reclaim to schedule. Link all relevant accounts through the set up process, and turn on the Zap!
  8. Schedule your Notion tasks: All new items in your shared Notion database will now be time-blocked right onto your calendar as Google Tasks via Reclaim. Note that syncing can take up to a few minutes.
  9. Invite your team: Invite your team so they can schedule their Notion task list to Google Calendar too! 

Want to customize the due date or how long you need for each task? Just add these details to the task title when creating in Notion, or add it to the Tasks later in Reclaim or Google Tasks! Reclaim uses natural language processing commands, so simply type in time formats like [2hrs] or [30m] if you want to schedule more or less than the 1 hour default, and [due April 1st at 10am] or [due next Friday] to set your deadline. You can also customize a [not before] date to make sure it doesn’t schedule before you want it to, and [type personal] or [type work[ to set what type of task you’re scheduling. And don’t worry about having obnoxious event titles cluttering up your calendar, Reclaim will strip away these details for you for clean task time blocks that aren’t a pain to read. 

Easy setup to keep you productive every day. If you have any trouble, shoot Reclaim a note at [email protected] or chat with support live right in the app. 

Be more productive every week

And that’s it! Now your new Notion to-dos will automatically flow through to Reclaim so you can auto-schedule time on your calendar and get more done every week. While we plan to add a direct Notion + Reclaim integration this year, in addition to our ClickUpAsana, Jira, Todoist, Linear, and Google Tasks (Monday.com, Trello, and more coming soon) – this Zapier connection is a quick and reliable way to start reaping the benefits of time blocking today, and maximize your Notion organization with the magic of Reclaim. 

We hope this tutorial has helped you set up your Notion and Reclaim integration, and as always, tweet us at @reclaimai to let us know how it’s working for you and if you have any questions about getting set up.

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Job Burnout: How to Fix at Your Workplace
September 21, 2021

Job Burnout: How to Fix at Your Workplace

Over two-thirds of employees have experienced job burnout recently, and more than 50% of all annual turnover results from burnout. See which signs to look for and how to prevent them at your company.
Top 5 Work Habits to Boost Productivity
September 14, 2021

Top 5 Work Habits to Boost Productivity

See the top 5 work habits to try to boost your productivity. If you’re seeking a promotion, trying to pivot your career, or just simply looking to step your game up in the workplace, this is for you.
Calendar Heroes: Chris Hunt, Staff Site Reliability Engineer at Stack Overflow
September 10, 2021

Calendar Heroes: Chris Hunt, Staff Site Reliability Engineer at Stack Overflow

Working on a team that is spread across 10 different time zones and our Calendar Hero, Chris Hunt lets us in on how he is able to do it. Check it out!
Durable Identity: Employee-Friendly SaaS for Life Changes
September 7, 2021

Durable Identity: Employee-Friendly SaaS for Life Changes

The average person changes jobs every 4.1 years, but you shouldn't have to re-sign up for every SaaS app that often. The future of work will be more durable - your identity will survive life changes.
Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity
August 31, 2021

Weekly Status Reports: 3 Steps to Reduce Meetings & Boost Productivity

"This meeting could’ve been an email.” We're all thinking it. Even 71% of senior managers feel their meetings are unproductive. Reduce meetings and boost productivity with weekly status reports.
The Best Time to Meditate? Prioritize Self-Care
August 26, 2021

The Best Time to Meditate? Prioritize Self-Care

The best time to meditate depends on your intention and your schedule. But no matter when you meditate, you can reap the benefits. The important thing is that you make time for this healthy habit.
Top 6 ADHD Organization Tools
August 24, 2021

Top 6 ADHD Organization Tools

Staying organized can feel like a constant battle for people with ADHD before you find your ideal rhythm and workflow. Here are the top ADHD organization tools to help you become more productive.
No-Meeting Days: Top 4 Advantages & How to Start at Your Company
August 19, 2021

No-Meeting Days: Top 4 Advantages & How to Start at Your Company

Are meetings consuming your workweek? 78% of people feel their meeting schedule is out of control - see how one no-meeting day a week can improve your productivity, team morale and prevent burnout.
Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman
August 17, 2021

Calendar Heroes: Ben Hutton, JSON Schema Specification Lead at Postman

Working as JSON Schema Specification Lead at Postman, Ben shares how he balances priorities while developing the JSON Schema strategy and it's tooling, and supports the open-source community.
Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite
August 11, 2021

Calendar Heroes: Shay Kingsbury, Program Manager | Go To Market at Hootsuite

Shay Kingsbury at Hootsuite shares how she balances priorities while leading merger and acquisition integration and Go To Market for Sparkcentral at the social media marketing and management platform.
Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages
August 10, 2021

Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages

Slack released a much-anticipated feature in June of 2021: scheduled sends for Slack messages. This, paired with some awesome Status syncing capabilities from Reclaim, can help you become a rockstar Slack communicator and role model for your team.
Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk
August 9, 2021

Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk

Michele Wiedemer at Synk shares how she balances priorities while developing the education training program for security champions and developers at the open source security platform.
Best Time to Exercise? Morning, Afternoon or Whenever
August 4, 2021

Best Time to Exercise? Morning, Afternoon or Whenever

Exercising for as little as 15 minutes a day can increase your lifespan by as much as 3 years, and you’ll sleep better and feel less stressed too. Here's how to optimize your workouts for the best time of day.
Make Time to Read: 5 Practical Tips for Busy People
July 28, 2021

Make Time to Read: 5 Practical Tips for Busy People

Reading has amazing benefits, and 35% of people want to do it more. It increases verbal intelligence, makes you a better leader, reduces stress, and fends off Alzheimer’s. Here are 5 tips to try out.
Calendar Heroes: Rohini Pandhi, Product @ Square
July 26, 2021

Calendar Heroes: Rohini Pandhi, Product @ Square

Rohini Pandhi, a Product Lead at Square, shares her style, tools and methodologies for balancing priorities while leading the product efforts for one of the top digital payment companies in the world.
15 Best Slack Apps for the Future of Work
July 22, 2021

15 Best Slack Apps for the Future of Work

Check out the top 15 Slack apps productive teams are using today to build and support the future of work at their organization across calendar management, project management, status updates, HR and team building.
Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge
July 19, 2021

Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge

Connor MacDonald at The Ridge shares his style, tools and methodologies for balancing priorities while leading the marketing vision for the brand that brought the world the first RFID-blocking wallet.
Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools
July 7, 2021

Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools

We get asked almost every day: what's the difference between Reclaim.ai and Clockwise? While we're both in the smart calendar space, there are some key differences to consider.
Naming Calendar Events: 5 Calendar Etiquette Tips
July 2, 2021

Naming Calendar Events: 5 Calendar Etiquette Tips

Need to create better calendar event titles to communicate context to your invitees, colleagues and incoming schedulers? Calendar communication starts with the first thing people see: the event title.
Lunch Breaks: 5 Ways to Improve Your Productivity
June 22, 2021

Lunch Breaks: 5 Ways to Improve Your Productivity

Want to improve your quality of work, energy level, and creativity? In this article, learn 5 ways in which taking a lunch will actually boost your productivity.
Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time
June 17, 2021

Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time

Learn the 5 key differences between effective vs. pointless meetings, and 3 tips to avoid unnecessary meetings getting booked on your calendar.
3 Ways to Find Work-Life Balance in the New Normal
June 10, 2021

3 Ways to Find Work-Life Balance in the New Normal

You want work-life balance, but work and life can't separate into equal halves. Forget balance, here are three ways to make work-life harmony a reality.
Reclaim just raised $4.8M in seed funding! 🎉
May 26, 2021

Reclaim just raised $4.8M in seed funding! 🎉

We're excited to announce that Reclaim has raised $4.8M in seed funding led by Index Ventures. Here's what comes next.
Pareto Principle: Using the 80/20 Rule for Priority Management
May 25, 2021

Pareto Principle: Using the 80/20 Rule for Priority Management

How to use the Pareto Principle 80/20 rule to block time for your priorities.
3 Single-Tasking Tips to Improve Your Focus
April 28, 2021

3 Single-Tasking Tips to Improve Your Focus

While you may think multitasking is a skill you can master, only 2.5% of people can do it effectively. Your brain performs best when “single-tasking”, focusing on only one thing at a time.
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