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n8n + Reclaim AI: Auto-Schedule Your Tasks and Meetings in 15 Minutes
Most productivity tools tell you what to do. They rarely tell you when to do it — and they never move things around when your day changes. That gap is exactly where n8n and Reclaim AI meet. Together, they create a self-managing calendar that pulls tasks from your tools, sends them to Reclaim, and lets AI find the best time slot automatically.
If you manage tasks across Notion, Todoist, Trello, or a spreadsheet, you can push them directly into Reclaim.ai — an AI calendar that schedules tasks, habits, and meetings automatically in Google Calendar and Outlook — so nothing falls through the cracks.
What You Will Build
In about 15 minutes you will have a workflow that:
- Triggers when a new task is created in your project tool (Notion, Todoist, Airtable, etc.)
- Formats the task data into the shape Reclaim AI expects
- Sends it to Reclaim AI via API, creating a scheduled time block in your calendar
- Optionally posts a Slack or email confirmation so your team stays informed
What You Need Before You Start
- n8n — self-hosted (free) or on n8n Cloud. Get it from n8n, which offers open-source workflow automation with 400+ integrations.
- A Reclaim AI account — free plan works for this tutorial.
- A task source — Notion, Todoist, Airtable, Google Sheets, or any app n8n can read.
- Your Reclaim AI API key — found under Settings → Integrations → API in your Reclaim dashboard.
Step 1: Create a New Workflow in n8n
Open n8n and click New Workflow. Give it a name like Task → Reclaim AI. Choose your trigger node based on where your tasks live:
- Notion trigger — fires when a database page is created or updated
- Todoist trigger — fires when a task is added
- Schedule trigger — polls a Google Sheet every 15 minutes for new rows
For this guide, we use the Notion trigger set to fire on new database entries.
Step 2: Map Your Task Fields
Add a Set node after the trigger to clean up and rename the fields. Reclaim AI's task creation endpoint expects at minimum:
title— the task namedue— deadline in ISO 8601 format (e.g.2025-08-01T17:00:00Z)duration— estimated time in minutes (e.g.60)priority— one ofp1,p2,p3, orp4
Use n8n's expression editor to pull these values from the Notion trigger output. For example, set due to {{ $json["properties"]["Due Date"]["date"]["start"] }}.
Step 3: Send the Task to Reclaim AI
Add an HTTP Request node with these settings:
- Method: POST
- URL:
https://api.app.reclaim.ai/api/tasks - Authentication: Header Auth — key
Authorization, valueBearer YOUR_API_KEY - Body: JSON — paste or map the fields from your Set node
A minimal JSON body looks like this:
{
"title": "{{ $json.title }}",
"due": "{{ $json.due }}",
"duration": {{ $json.duration }},
"priority": "{{ $json.priority }}"
}Click Test step. If successful, you will see the new task appear in your Reclaim AI dashboard within seconds, already queued for scheduling.
Step 4: Add an Optional Slack Notification
Want your team to know a task has been scheduled? Add a Slack node at the end of the workflow:
- Connect it to the HTTP Request node's success output
- Set the message to something like: ✅ Task "{{ $json.title }}" has been sent to Reclaim AI for scheduling.
- Point it to your team's
#planningchannel
Step 5: Activate and Test
Toggle the workflow to Active. Go to Notion (or your task tool) and create a test task with a due date and a time estimate. Within moments, n8n fires, the HTTP request posts to Reclaim, and Reclaim AI drops a time block into your Google Calendar or Outlook at the smartest available slot — respecting your working hours, existing meetings, and priority levels.
Pro Tips to Get More Out of This Workflow
- Use an IF node to filter: only send tasks tagged "auto-schedule" to Reclaim, leaving manual tasks untouched.
- Add a deadline buffer: subtract 24 hours from the due date using n8n's date functions so Reclaim always finishes the task a day early.
- Sync status back: use a second workflow triggered by a webhook from Reclaim to update the Notion task status to "Scheduled" when Reclaim confirms a time slot.
- Batch meetings: pair this with Reclaim's Smart Meetings feature to let attendees find times automatically — no more back-and-forth emails.
Why This Combination Works So Well
n8n handles the data plumbing — connecting your existing tools without you having to write a full integration. Reclaim AI handles the calendar intelligence — deciding when tasks fit best given your energy, focus blocks, and meetings. Neither tool does the other's job, which is why combining them is more powerful than any all-in-one scheduler.
The workflow you just built runs silently in the background. Every new task you log gets a time slot. Every deadline is defended. You spend zero extra minutes on scheduling.
If you want to stop manually juggling tasks and calendar blocks, you can get started via Reclaim.ai — an AI calendar that schedules tasks, habits and meetings automatically in Google Calendar and Outlook — to keep your day organised without the mental overhead.