Category: AI

In this guide, we will walk you through how to block off entire days and specific hours in Calendly and also How to Block Off Time for Specific Events in Calendly so you can stay organized and avoid conflicting meetings.

How to Block Off Entire Days in Calendly

Blocking off entire days can be useful when you want to take a break from meetings or need a personal day without having to manually mark each time slot as unavailable. To block off days in Calendly, go to Availability> List View > Add Date-Specific Hours, select the days to block, click the ‘X’, then click Apply.

Here’s a detailed step-by-step guide for this:

Step-by-Step Guide on How to Block Days on Calendly

• Navigate to the ‘Availability’ Tab: On the left sidebar of your dashboard, click on the “Availability” tab. This is where you can manage all your time and Availability settings in Calendly.
• Add Date-Specific Hours: Under the Availability tab, click on the “Add Date-Specific Hours” button. This option allows you to specify days or periods when you want to be marked as unavailable.
• Choose the Date(s) to Block: Choose specific dates you want to block off.
• Click on “X” to mark them unavailable: After selecting your dates, you can block off the entire day by clicking the “X” next to the available time slots. This will ensure no one can book you during that time.
• Click Apply: Once you have selected the date(s) and adjusted the time intervals, click the “Apply” button to save your changes.

Here are some screenshots showing how to block days on calendly ​to make it easier for you to understand.

Why Use Date Overrides?

Date overrides are a way to make sure you’re not available during specific periods. For example, if you’re going on vacation or have personal commitments, this feature allows you to completely block out those days without affecting your regular schedule.

Check out this comparison of “Reclaim AI vs Calendly.“

How to block off time in calendly

To block off time in Calendly, go to Availability> List View > Add Date-Specific Hours, select the time slots to block, click the ‘X’ to mark them unavailable, and then click Apply.

Step-by-step guide on How to make time unavailable in Calendly

• Navigate to the ‘Availability’ Tab: In your Calendly dashboard, click on the “Availability” tab on the left sidebar to access your time settings.
• Add Date-Specific Hours: Under the Availability tab, click the “Add Date-Specific Hours” button. This allows you to block specific time slots.
• Select the Date(s) and Time: A calendar will appear. Choose the date(s) for which you want to block off specific time slots. Then, select the time periods you want to make unavailable.
• Click the “X” to Mark as Unavailable: Once you’ve selected the desired time, click the “X” next to the available hours to mark them as unavailable.
• Click Apply: After blocking the time, click “Apply” to save your changes. Your selected time slots will now be unavailable for booking.

Check out this list of Calendly pros and cons.

How to Block Off Time for Specific Events in Calendly

Calendly also lets you block off specific time slots for certain events. This feature is helpful when you need to manage Availability for different types of meetings (like focusing on a personal project or conducting one-on-one sessions).

Step-by-Step Guide:

1. Go to the Event Type: From your Calendly dashboard, click on the Event Type you want to adjust. For instance, if you’re running multiple types of events (like consultations or team meetings), you can set different Availability for each.
2. Access Schedule Settings: Once inside the event page, click on “Schedule Settings” in the options menu.
3. Select Available Hours: Under schedule settings, locate the “Available Hours” section. This is where you can specify when you’re available for this particular event.
4. Set Date-Specific Hours: To block out time for a specific event, click on the “Date-specific hours” option. You will now be able to adjust the hours you’re available for this specific event, independent of your overall Availability.
5. Adjust Availability: Select the exact time slots you want to block for that event. For example, you could reserve the entire morning for focused work or set specific hours for meetings.
6. Save Changes: Once you’ve made the adjustments, Click on Apply to save the changes.

Benefits of Date-Specific Hours:

Date-specific hours are particularly useful when you want to customize your Availability based on specific events or circumstances. For example, you may only want to be available for client consultations between 2 p.m. and 4 p.m. on certain days or perhaps reserve mornings for project-focused work. This way, you can maintain flexibility without interrupting your overall Availability.

Read this comparison of Motion vs Calendly.

Why Blocking Off Days and Time in Calendly is Important

• Avoiding Overlaps: Even with the best planning, things can sometimes overlap. By blocking off specific days or hours, you can avoid double-booking and keep control over your calendar.

• Personal Time: Blocking off entire days lets you reserve time for personal activities, vacations, or sick days, so you don’t have to worry about clients or coworkers scheduling meetings during your time off.

• Focused Work: By blocking off specific hours, you ensure that you have uninterrupted time for deep work or important meetings that need your full attention.

If you’re comparing Reclaim AI and Calendly, you’re likely looking for the best scheduling and productivity tool that helps manage your meetings, tasks, and daily plans efficiently.

Both Productivity apps offer automated scheduling for meetings and tasks, but which one is right for you?

Reclaim AI automates both personal tasks and meeting scheduling, while Calendly is a dedicated meeting-scheduling app with more integrations.

In this detailed comparison of Reclaim AI vs Calendly, we’ll break down their key features, pros and cons, unique capabilities, pricing, and more to help you decide which tool best fits your needs.

Overview of Reclaim AI and Calendly

What is Reclaim AI?

Reclaim AI is an automated scheduling and Calendar management app that intelligently schedules your tasks, events, and meetings for you.

Reclaim AI is an excellent scheduling and collaboration tool for small teams and individuals working within smaller teams.

For instance, Reclaim AI combines your work calendar with your team members’ calendars to avoid scheduling conflicts.

For scheduling, Reclaim AI offers features like customized booking links, smart 1:1 meetings, personalized scheduling links, and more.

The “Habits” feature helps you balance work and personal time, even with a packed meeting schedule.

While it also handles meeting scheduling like Calendly, Reclaim’s standout feature is its ability to integrate with your existing calendar and automatically find the best time for meetings while factoring in your priorities, tasks, and personal focus time.

This app offers features like smart time blocking, personal calendar view, automated task management, and more.

Reclaim integrates with Google Calendar, Slack, and Zoom. Overall, Reclaim offers a more personalized scheduling experience, making it ideal for people who need to juggle meetings along with other tasks and time management.

What is Calendly?

Calendly is an automated meeting scheduling app that eliminates the need for back-and-forth emailing by allowing you to set their availability and share booking links.

Calendly is also one of the most popular meeting-scheduling apps around the World. This scheduling app offers features like customizable booking pages, personalized scheduling links, Time zone management for meetings, and automated meeting reminders.

You can create a booking page, set your available time slots, and sync it with your calendars. Calendly will automatically detect when you’re free and allow others to book meetings at convenient times.

Once you set up your availability preferences—such as work hours, meeting length, and buffer times between appointments—Calendly takes care of the rest.

It syncs with your calendar (Google, Outlook, or iCloud) to reflect your real-time availability; you can create different booking options for different needs, such as 1:1 meetings, group events, or interviews.

Also, Calendly has much wider integration options with business tools than Reclaim AI. It integrates with Google Calendar, Zoom, Google Meet, Microsoft Teams, Stripe, PayPal, and more.

So, which is better: Reclaim AI or Calendly?

• If you need straightforward, no-fuss meeting scheduling, Calendly is a solid choice.
• If you want a more integrated, AI-powered solution that can handle both meetings and task management, Reclaim might be the better option.

Pros and Cons of Reclaim AI and Calendly

Pros of Using Reclaim AI

• This app AI automatically schedules tasks, events, and meetings and adjusts them based on your preferences. (Check SkedPal vs. Reclaim AI for the more personalized auto-scheduling app.)
• Reclaim AI offers automation of scheduling for recurring meetings (calendly doesn’t.)
• Reclaim excels at automated time-blocking; it’ll find the best time slots for your tasks, events, and meetings by analyzing your calendars and time-blocking them.
• This app helps you prioritize and automate scheduling your habits—like lunch, workouts, medication, and more—by fitting them into your schedule automatically.
• Reclaim supports unlimited calendar syncs, while Calendly limits it to 6 calendars.
• This app dynamically adjusts time blocks in your schedule in real time as new tasks or events arise. (Calendly doesn’t.)

Cons of Using Reclaim AI

• Reclaim AI relies heavily on Google Calendar sync, with limited integrations compared to Calendly.
• Reclaim AI has a Steep learning curve due to advanced automation features.
• This app has limited project management features. (Check out Motion vs Reclaim, for that matter.)

Pros of Using Calendly

• Calendly offers wider integration support with external business tools (Zoom, Stripe, Salesforce) than Reclaim AI.
• This meeting scheduling app offers a user-friendly and intuitive interface.
• Calendly offers highly customizable booking pages with a built-in branding tool.
• This app offers automated reminders to reduce no-shows with email/SMS notifications.
• It offers automated time zone adjustment for meeting scheduling.

Cons of Using Calendly

• Calendly offers limited task management features (it focuses only on meetings). Unlike Reclaim, which automates both tasks and meetings.
• It does not offer AI for task scheduling, prioritization, or project management features. (Check Motion vs Calendly, for that matter.)
• Calendly users sometimes complain about scheduling glitches.
• Calendly does not offer automated scheduling for recurring meetings, unlike Reclaim, which is a big drawback.

Unique Features of Reclaim AI to Calendly

Automated Task Management

Reclaim AI automatically schedules tasks based on priority, deadlines, and habits. It’ll analyze both your work and personal calendar for existing tasks, events, or meetings to automatically schedule your day for you.

If a high-priority task is delayed, Reclaim AI dynamically reschedules it for the best available slot.

Smart Time Blocking

Unlike Calendly, which primarily focuses on meeting scheduling, Reclaim AI intelligently blocks time for tasks, meetings, and deep work sessions.

This scheduling app ensures you have dedicated focus time throughout the day.

Reclaim AI offers dynamic time blocking, which means if tasks change, deadlines shift, or, let’s say, a meeting runs longer than expected, this app will dynamically readjust all your time blocks.

For more personalized time-blocking apps, check out Flowsavvy vs SkedPal.

Habit Scheduling

Automated habit scheduling is one of the standout features of Reclaim AI. With the habits feature of Reclaim, you can set up time blocks for recurring events like lunch, daily workouts, reading, and more.

The AI will adjust these habits around your existing calendar. Reclaim will automatically schedule and prioritize these recurring events over lower-priority tasks.

Unique Features of Calendly to Reclaim AI

Automated Time Zone Adjustment

Calendly has a slight edge over Reclaim when it comes to time zone handling, as Reclaim’s time zone adjustment is more manual.

Calendly automatically adjusts for time zones based on the user’s location, and it shows the correct time for both the host and the invitee, which can be especially useful when scheduling across different zones or for international meetings.

Extensive Integrations

Calendly offers more third-party integrations than Reclaim AI, including CRM tools (Salesforce, HubSpot), video conferencing (Zoom, Google Meet), and payment processors (Stripe, PayPal).

In Calendly, you can collect payments directly from the scheduling links you share. In Calendly, you can collect payments directly from the scheduling links you share.

Summary of the Comparison between Reclaim AI and Calendly

Key Feature Comparison Between Reclaim AI and Calendly:

Automated Meeting Scheduling

Reclaim AI Uses AI to automatically schedule meetings by analyzing user priorities, task deadlines, habits, and availability.

It dynamically adjusts schedules, ensuring that meetings do not conflict with high-priority tasks or habits.

If priorities change, Reclaim AI automatically reschedules meetings to optimize productivity. Reclaim also has automated recurring meeting scheduling, which is one thing that Calendly does not offer.

Calendly is a dedicated automated meeting scheduling app. You can set up a booking page for meetings, choose your available time slots, and sync it with your calendars.

Calendly will then automatically detect your availability and let others book meetings at times that work for both of you, just like in Reclaim.

Additionally, this app offers Time zone detection and automatic adjustments, round-robin scheduling, Customizable booking pages, Payment collection through Stripe/PayPal, workflow, and reminders (with advanced plans).

Overall, in terms of automated meeting scheduling, there is a tie between Reclaim AI and Calendly as both apps offer advanced features.

Booking Page

Reclaim AI does not offer a dedicated booking page. Instead, it integrates meetings directly within the user’s calendar, automating scheduling without requiring external booking links.

Calendly, on the other hand, offers highly customizable booking pages. Users can set availability, meeting types, and buffer times.

Youcan personalize these pages using built-in branding, too, with branding elements, such as company logos and custom messaging, making it ideal for client-facing professionals.

Time Blocking

Reclaim AI excels at automated time blocking. It offers smart time blocking, which automatically allocates optimal time slots for tasks, meetings, and habits.

It automatically schedules deep work sessions, focus time, and other tasks as time blocks based on your priorities and availability.

Also, when you set up meeting preferences or leave time for “focus” or “work” blocks, Reclaim will automatically block those time slots in your calendar to prevent double-booking.

However, if Reclaim feels too automated and you need a similar dynamic time-blocking app with more manual flexibility, check out this Flowsavvy review.

Calendly‘s time blocking, on the other hand, is limited to setting availability for meetings. While users can define when they are free, it does not optimize or dynamically adjust schedules for non-meeting tasks like deep work or daily routines.

Calendar Management

Reclaim AI acts as a full-fledged calendar automation tool, managing meetings, tasks, and habits seamlessly. Unlike other calendar management apps (like Sunsama vs Reclaim), this app is highly automated.

Reclaim’s calendar management helps you stay on track by automatically optimizing your time. It syncs with Google Calendar (and others like Outlook) to detect when you’re free, then blocks off time for meetings, deep work, and personal tasks—no need for constant manual updates.

Also, Reclaim offers unlimited calendar syncs, while Calendly limits you to sync up to 6 calendars.

However, one paint point of Reclaim AI is that Sometimes Reclaim can over-automate in Google Calendar, blocking time for events or focus sessions you haven’t planned yet (check out how you can remove Reclaim from Google Calendar in that case.)

Calendly Primarily focuses on managing availability for meeting scheduling. It syncs with external calendars to prevent double bookings but does not offer automated task scheduling or extensive calendar optimization like Reclaim AI.

Check out this comparison between Reclaim AI and Akiflow.

Team Collaboration

Reclaim AI excels at team collaboration through shared task scheduling and intelligent workload distribution.

Reclaim will sync with all your team’s calendars to find the best time slot to automatically schedule a meeting or team task in your calendar to avoid conflict.

It ensures team members have sufficient time for meetings, deep work, and personal priorities, reducing scheduling conflicts and keeping a work-life balance.

Check out our comparison of Reclaim AI vs Trevor AI.

Calendly also excels at team collaboration features. It includes features like round-robin scheduling (where meeting assignments rotate between team members), group scheduling (allowing multiple participants to choose a time), and collective availability tracking (so teams can share their free time).

Ease of Use

Reclaim AI has a simple user interface. However, compared to other auto-scheduling app like Flowsavvy vs Reclaim, the higher level of automation makes Reclaim harder to get a hang of, especially for users unfamiliar with smart scheduling tools.

However, once you figure them out, the need for manual scheduling is significantly reduced.

Calendly is extremely user-friendly and has a simple interface. Setting up availability and sharing booking links is intuitive, making it accessible for professionals of all skill levels. The focus on meetings rather than task scheduling ensures ease of use.

Integration

Reclaim AI‘s integration options are Limited to Google Calendar, restricting its flexibility for users who rely on Outlook, Apple Calendar, or third-party productivity tools.

However, with the latest update, Reclaim is going to support Outlook calendar as well.

Calendly offers extensive integrations, including CRM tools, video conferencing, and payment processors. It integrates with Google Calendar, Outlook, Zoom, Microsoft Teams, Salesforce, Stripe, HubSpot, and PayPal.

These integrations make Calendly a great option for businesses requiring seamless scheduling across multiple platforms.

Pricing of Reclaim AI and Calendly:

Reclaim offers a free forever plan; paid plans start at $8 per month per seat.

Calendly has a free plan with basic features, and paid plans begin at $8/month per user (billed annually).

Final Verdict: Reclaim AI or Calendly?

Choose Reclaim if you need smart time management, calendar syncing across multiple platforms, and automated task scheduling without manual input.

Choose Calendly if you’re focused on seamless meeting booking, client scheduling, and advanced integrations like payment collection and group scheduling.

Read our review on the hidden gem for ADHD task management: “BeforeSunset AI Review.”

Todoist doesn’t currently provide a native way to display completed tasks in the Today view directly alongside unfinished tasks, which is what many users are looking for.

While you can see completed tasks in the project view or activity log, it’s not quite the same as having them right there in your daily to-do list.

Todoist doesn’t natively support this feature. You can use IFTTT or Zapier to create custom workflows to export completed tasks to Google Sheets.

This way, you can build a custom “Today” view that includes both completed and pending tasks for that day.

In this guide, we’ll show you How to See Completed Tasks in Todoist.

How do you keep completed tasks visible in Todoist?

Click on Inbox, then go to the View section on the right side and select “completed tasks.” Todoist will keep the completed tasks visible in your task inbox.

Read more: Motion vs Todoist.

Using IFTTT to send completed tasks to Todoist

IFTTT (If This Then That) connects various services with simple triggers and actions. Here’s how you can set it up to send completed Todoist tasks to Google Sheets:

• Sign in to IFTTT: Go to IFTTT and sign in or create an account.
• Connect Todoist to IFTTT: Search for Todoist in the IFTTT app directory.
• Connect your Todoist account to IFTTT by following the prompts to authenticate.
• Set up the “This” Trigger: Click on Create to start making a new applet.
• Select Todoist as the “This” service.
• Choose the “Task completed” trigger. This means every time you mark a task as completed in Todoist, the applet will fire.
• Set up the “That” Action: Choose Google Sheets as the “That” service.
• Select the “Add row to spreadsheet” action. This will add a new row to your chosen Google Sheet every time a task is completed.

You can customize the row with details like the task name, completion date, priority, etc.

• Configure Google Sheets: Choose the Google Sheet where the data will go.

Set up the columns you want to include (for example: Task Name, Project, Completion Date).

• Activate the Applet: Once everything is set up, save and activate the applet.

Every time you complete a task in Todoist, a new row will be added to the specified Google Sheet.

Example:

• Task: “Complete API integration”
• Google Sheet Row: Complete API integration | 2025-01-20 | Medium

Learn more: How to create recurring tasks in Todoist.

Using Zapier to push completed Todoist tasks into Google Sheets:

Zapier is another tool for automating workflows between apps, similar to IFTTT, but often with more advanced options. Here’s how you can set up a Zap to push completed Todoist tasks into Google Sheets:

• Sign in to Zapier: Go to Zapier and sign in or create an account.
• Create a New Zap: Click on Create Zap to start a new automation.
• Set up the Trigger (Todoist):App: Search for and select Todoist.
• Trigger Event: Choose “New Completed Task.” This triggers when a task is marked as completed in Todoist.
• Connect Todoist Account: Authenticate your Todoist account with Zapier.
• Test the Trigger: Zapier will fetch recent data from Todoist to make sure it’s working. You can test by completing a task in Todoist.
• Set up the Action (Google Sheets):App: Search for and select Google Sheets.
• Action Event: Choose “Create Spreadsheet Row.” This will add a row to your Google Sheet whenever a task is completed in Todoist.
• Connect Google Sheets Account: Authenticate your Google Sheets account with Zapier.
• Set Up Spreadsheet: Choose which sheet you want to add the data to. You’ll need to specify the columns in your sheet (for example, Task Name, Completion Date, etc.).
• Map Todoist Data to Google Sheets: You can map Todoist task details (like task content, due date, priority, and completion time) to columns in your Google Sheets.
• For instance, you can map Task Content → Google Sheet column “Task Name.”
• Completion Date → Google Sheet column “Completed At”
• Test and Turn On Your Zap: Zapier will allow you to test the Zap by adding a task in Todoist and checking if it appears in the Google Sheet.

Once you’re satisfied, turn on the Zap. From now on, each completed task in Todoist will create a new row in your Google Sheet.

Example:

• Task: “Complete API integration”
• Google Sheet Row: Complete API integration | 2025-01-20 | High

Learn more: “How to assign a single task to multiple people in Todoist.“

How to view completed tasks for the day within Todoist using the Productivity view.

• Go to the “Productivity” view: Click on your avatar (profile picture) in the top left corner of Todoist. This will open the Productivity view, which shows a summary of your productivity, including completed tasks.
• View Today’s Completed Tasks: In the “Daily” tab of the Productivity view, you’ll be able to see a summary of how many tasks you’ve completed today.
• Access the Full List of Completed Tasks: To see the full list of completed tasks, click on the completed task count within the Productivity view. This will show you a detailed list of all tasks completed today.
• Alternative Access: You can also access your completed tasks through the Activity Log option. This option can be found either within a specific project or in your profile.

Key Points:

• Productivity View: Accessible by clicking your avatar in the top-left corner.
• Daily Tab: Shows a count of how many tasks you’ve completed today.
• Full List: Clicking on the completed task count lets you view all the tasks you finished.

This method allows you to track your progress throughout the day and review what you’ve accomplished directly within Todoist without needing third-party tools.

Check out: Todoist vs Trello.

While Todoist doesn’t natively support assigning a task to multiple people at once, you can work around this limitation by using shared projects, labels, and filters. In this tutorial, I’ll show you how to assign a single task to multiple people in Todoist and make sure the tasks show up on their “Today” page.

Step 1: Create a Shared Project in Todoist

To assign a task to multiple people, you need a shared project where all team members can access it.

1. Open Todoist.
2. In the left sidebar, click on the “+ Add Project” button.
3. Give your project a name (e.g., “Team Tasks”) and click Create Project.
4. After creating the project, invite your team members by clicking on the three-dot menu in the top-right corner of the project and selecting Share Project. Add the members you want to collaborate with.

Step 2: Add task in the shared project

Now that you have your shared project set up, it’s time to add the task.

1. Go to the shared project in Todoist.
2. Click on the “+ Add Task” button.
3. Enter the task description (e.g., “Complete marketing report”).
4. To assign the task to a specific team member, click on the assignee icon (the person icon) and choose a team member.
5. Important: This will assign the task to only one person, but you’ll need to use filters for the others.

Check out this comparison between Motion vs Todoist.

Step 3: Use Filters to Include Tasks for Other Members

Since Todoist doesn’t allow you to assign the same task to multiple people, you can use filters to ensure everyone sees tasks assigned to them in the shared project.

1. Create a Filter for each member of the team to see tasks in the shared project. Example:
   • Assigned to you: Create a filter that shows only tasks assigned to a specific team member. To do this, click on the filters section (located on the left sidebar), then click “+ Add Filter”.
   • Name your filter (e.g., “My Tasks – Team Tasks”).
   • Set the filter query to show tasks assigned to that specific team member and from the shared project. Example filter query: assigned to: @YourUsername & #TeamTasks Replace @YourUsername with the team member’s username and #TeamTasks with the project name.
2. Save the filter and repeat the process for each team member, adjusting the filter to include their username.
3. Once you’ve created the filters, team members can easily check their “Today” view or favorite their custom filters to view the tasks assigned to them in the shared project.

Step 4: Viewing and Managing Tasks in Todoist

Now, each team member will be able to see the tasks assigned to them in the shared project, filtered by their personalized filter. Here’s how they can manage tasks:

1. Go to the “Today” view to see tasks due today.
2. Alternatively, use the filter you created for easier access to only their tasks.

This method will make it so the same task appears for each team member in their “Today” feed, without cluttering up your own task list.

Learn more: How to create and view recurring tasks in Todoist.

Why You Can’t Assign a Task to Multiple People in Todoist

Todoist follows the concept of a Direct Responsible Individual (DRI), meaning that every task has one clear person responsible for completing it. This ensures accountability and avoids confusion about who’s in charge of the task.

Alternatives to Assigning Tasks to Multiple People in Todoist

1. Split Tasks into Sub-Tasks: For larger tasks, break them down into smaller, manageable sub-tasks and assign each one to a different team member. This way, you can track individual progress while still working towards the completion of a bigger task.
2. How to create sub-tasks:
   • • Right-click the task and select Add Task Below.Press Ctrl + → to turn it into a sub-task.Assign the sub-task to the relevant person.
   Note: Sub-tasks can only be created inside a project, not in the Today/Upcoming views or filtered views.
3. Use Comments to Alert Others: You can assign a task to one person but still involve others by using comments. Tag team members in the comments to notify them about the task’s progress or updates.
   • How to use comments:
     • Hover over the task and click the speech bubble icon.
     • Write a comment and select Change to notify specific team members.
     • Click Add Comment to post it.
4. Duplicate Tasks: If multiple people need to handle the same exact task, you can duplicate it. This allows you to assign the duplicated task to others without altering the original task.
   • How to duplicate a task:
     • Right-click the task and select Duplicate.
     • A copy of the task will be created, and you can assign it to other team members.

Check out: Todoist vs Google tasks.

Conclusion

While Todoist doesn’t allow direct assignment of a task to multiple people, using shared projects and filters effectively lets you manage tasks for multiple team members. Each member can filter tasks assigned to them within a shared project and view them in their Today feed, making it a manageable workaround for team collaboration.

Read more: Todoist vs Trello.