task-backlog-scheduling

Purpose

This document answers whether Reclaim.ai provides a backlog view of tasks that you can schedule, and details how to manage and view unscheduled tasks.

Answer: Yes, Reclaim Provides a Backlog View

Yes, Reclaim.ai provides multiple ways to view and manage your task backlog, including unscheduled tasks that you can then schedule.

Task List Views & Filters

Reclaim provides flexible task filtering on the Tasks page and in the Planner sidebar under the ‘Tasks’ tab.

Available Task Filters

Filter	Description
Open	All tasks not explicitly marked done, including unscheduled tasks (this is your backlog view)
Scheduled	Tasks that have upcoming time blocks scheduled on your calendar
Done scheduling	Tasks where Reclaim has allocated all the time you specified
Marked done	Tasks you’ve checked off as completed

The “Open” filter serves as your backlog view, showing all tasks that haven’t been completed, including those not yet scheduled.

Additional Sorting Options

You can sort your task list by:

Due date - Upcoming deadlines
Start date - When tasks are scheduled to begin
Priority level - Critical, High, Medium, Low
Smart scheduling order - The sequence Reclaim will schedule them
Scheduling hours - Working, Personal, or Custom Hours

Why Tasks Remain Unscheduled

You may find some tasks in your “Open” view aren’t yet scheduled because:

Later due dates - Tasks with deadlines further out wait for higher-priority items
Lower priority - Higher-priority tasks get scheduled first
Insufficient calendar availability - Not enough free time blocks available
Reclaim is actively trying - The AI is working to find optimal slots

Example: A High-priority task due in 2 weeks might schedule after a Medium-priority task due in 2 days, even though it has higher priority.

Scheduling Tasks from the Backlog

Method 1: Use “Up Next” Feature

Up Next lets you prioritize specific tasks to be scheduled ASAP, even if they have lower priority or later due dates.

How to use Up Next:

Open the Planner
In the right sidebar under the Tasks tab, find the Up Next field (dashed outline)
Drag and drop a task into Up Next, or click the ↗ upward arrow icon on the task
Reclaim schedules Up Next tasks ahead of most other tasks (except Critical Habits and Smart Meetings)

To remove from Up Next:

Drag the task back to your regular task list, or
Click the ↘ downward arrow icon

Pro tip: You can set tasks to automatically go to Up Next by default in your task settings.

Method 2: Adjust Task Properties

Modify task settings to help Reclaim schedule it sooner:

Increase priority - Higher priority = scheduled sooner
Shorten due date - Closer deadlines get priority
Adjust min/max duration - More flexible chunk sizes = easier to fit
Expand scheduling hours - Allow scheduling during more time blocks

Method 3: Manual Scheduling on Planner

Create or schedule tasks at specific times:

Click or drag a time directly on the Planner
Tasks created this way automatically lock in place
Gives you precise control over when to work on specific tasks

How Reclaim Auto-Schedules Tasks

Reclaim uses AI to intelligently schedule tasks based on:

Priority level - Higher priority tasks scheduled first
Due dates - Tasks with approaching deadlines prioritized
Calendar availability - Free time around meetings and commitments
Duration requirements - How much time the task needs
Min/Max chunk settings - Preferred work session lengths
Scheduling hours - Working, Personal, or Custom Hours preferences

Priority Scheduling Order

When events have the same priority level:

Smart Meetings scheduled first
Habits scheduled second
Tasks scheduled third (by soonest due date)

Creating Tasks

Quick Create

Click + New Task button (upper right)
Keyboard shortcut: C (from anywhere in app)
Fill out: Title, Duration, Due Date, Priority, Scheduling hours
Click Create

Task Properties

Property	Description
Title	Task name
Priority	Critical, High, Medium, Low (determines scheduling order)
Duration	Total time needed (minimum 15 minutes)
Due Date	Deadline (default: 3 days from creation)
Min/Max Duration	Chunk sizes for breaking up work sessions
Scheduling Hours	When Reclaim can schedule this task

From the Planner

Click or drag a time slot directly on the calendar
Task auto-locks to that time
Perfect for tasks that need specific time slots

Project Management Integrations

Reclaim integrates with popular PM tools to automatically sync your backlog:

Asana
ClickUp
Jira
Linear
Todoist
Google Tasks

Benefits:

Tasks automatically import from your PM tool
Priority levels sync over
Reclaim schedules imported tasks by priority and deadline
Keep managing your backlog where you’re comfortable

Viewing Your Backlog Workflow

Recommended workflow for managing your task backlog:

View all unscheduled tasks: Use the Open filter on the Tasks page
Sort by priority or due date: Identify what needs attention
Move urgent items to Up Next: Get them scheduled ASAP
Adjust properties: Modify priority, due date, or duration as needed
Let Reclaim auto-schedule: AI handles the rest based on your calendar
Manual override when needed: Drag specific tasks to exact time slots on Planner

Key Insights

✅ Backlog view exists: The “Open” filter shows all tasks, including unscheduled ones

✅ Flexible scheduling: Choose between AI auto-scheduling or manual placement

✅ Up Next feature: Prioritize specific tasks from your backlog to schedule immediately

✅ Integration-friendly: Import tasks from your existing PM tools

✅ Smart filtering: Sort and view tasks by status, priority, due date, and more

Common Questions

Q: Why isn’t my task scheduling?

Check if you have enough calendar availability
Verify the due date isn’t too far out
Consider increasing the priority level
Try moving it to Up Next for immediate scheduling

Q: Can I see only unscheduled tasks?

Use the “Open” filter, which includes unscheduled tasks
Sort by “smart scheduling order” to see what Reclaim plans to schedule next

Q: How do I schedule a task for a specific time?

Drag it directly onto the Planner at your desired time
This locks the task to that time slot