A never-ending to-do list and a packed calendar are part of the job for most professionals. In fact, only 53.5% of the tasks they plan each week get completed. If you work from home, split time between home and office, or head in every day, you’re likely relying on a handful of tools to keep projects moving and priorities clear.

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 your calendar, you’re probably wondering how you can connect your Notion workspace right to it to close the gap between your availability and to-dos. The answer is a free productivity app called Reclaim.ai.

In this post, you’ll learn how to sync Notion tasks to Google Calendar with Reclaim.ai, so new Notion database items can automatically become Reclaim Tasks and get time-blocked onto your calendar.

What is Notion?

Notion is an all-in-one workspace that combines docs, wikis, and databases so teams can organize knowledge, track projects, and manage tasks in one place. Founded 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.

Notion is built around a block-based editor. Everything on a page is a “block,” including text, images, and databases, so pages can be shaped into dashboards, specs, meeting notes, or project hubs without much setup overhead.

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 an AI scheduling app that connects to Google Calendar or Outlook Calendar and automatically plans time for your work. It can schedule tasks, focus time, habits, breaks, and meetings around the events already on your calendar, then keep everything flexible as your week changes.

Reclaim uses priorities and due dates to place task time blocks when you’re most likely to finish them before a deadline. When conflicts appear (like a meeting moving or a new commitment popping up) Reclaim can reschedule to the next best time so your plan stays current without constant manual calendar shuffling. 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.

Notion is a strong place to capture and organize work. Reclaim is where that work turns into protected calendar time. So, when you connect them, new items in your Notion database can automatically become Reclaim Tasks, which helps your plan match your real availability. Reclaim then schedules task time blocks using availability, due dates, and priorities, and it can adjust those blocks as the week shifts.

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!

Next, we’ll walk through how to set up the Notion + Reclaim integration in Zapier so your Notion tasks time-block onto Google Calendar.

How to set up the Notion & Reclaim integration

So, how exactly can you connect Notion with Reclaim? You can build out the connection right away with a little help from Zapier.

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:

You can connect Notion to Reclaim using Zapier’s Reclaim AI app, which lets Zapier create Reclaim tasks directly from Notion database items. Reclaim connects to Zapier using an API key from your Reclaim Developer settings. Once connected, you can build a Zap that turns new Notion items into scheduled work time on your calendar.

Before you start

• Reclaim account: You’ll need an active Reclaim account.
• Zapier account: Any Zapier account that supports the Zap you’re building.
• Notion access: Zapier’s Notion integration requires permission to access the pages/databases you want Zapier to use.

1. Connect Reclaim AI to Zapier

1. In Zapier, go to the Apps page.
2. Search for Reclaim AI and select it.
3. On the Reclaim AI Zapier page, click Connect Reclaim AI to 8,000+ apps.
4. In the Zapier Editor page, select the Reclaim AI event and click Connect Reclaim AI.
5. Zapier will open a Connect an Account window and prompt you for an API Key.
6. In Reclaim, generate/copy your API key from Developer settings, paste it into Zapier, then click Yes, Continue to Reclaim AI.

Once this is complete, your Reclaim account is connected and ready to use in Zaps.

2. Create the Zap (Notion trigger → Reclaim AI action)

• Once Reclaim AI is connected, you can connect Notion quickly using this template.
• Trigger app: Notion
  
  • Trigger event: choose New Data Source Item (common for task databases).
  • Connect your Notion account, then select the database that holds your tasks.
  • Make sure Zapier has access to the database/page you’re using (Zapier requires access granted to the pages/databases you connect).
• Action app: Reclaim AI
  
  • Action event: Create Task (this is the primary standard action in the Reclaim AI Zapier app).
• Map Notion fields into your Reclaim task
  
  • Title / name: map to your Notion item’s Title (database “Name” property)
  • Notes/description: map from a Notion text field if you keep details there
  • Due date: map from your Notion date property if you use one (highly recommended for better scheduling)

Zapier will prompt you to test the trigger and the action to confirm the data flows through correctly.

3. Turn it on, then test with a real Notion task

1. Turn the Zap ON.
2. Add a new task to your Notion database.
3. Confirm that Zapier runs successfully and that a new task is created in Reclaim.

Reclaim’s Zapier app is designed to create tasks from other apps (Notion included), which then lets Reclaim schedule those tasks on your calendar based on your Reclaim settings.

Note: The Reclaim support team is unable to provide full troubleshooting support for custom Zapier workflows, including errors, Zap configuration issues, or other behavior specific to Zapier. For issues related to Zap setup or execution, Zapier’s Help Center is the best place to start.

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. In addition to our ClickUp, Asana, Jira, Todoist, Linear, and Google Tasks integrations (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.