How to use RECLAIM
RECLAIM is an operational intelligence tool that surfaces where your team's time actually goes, identifies the administrative tax eating your capacity, and tells you exactly where to redirect effort.
What RECLAIM does
Most ops teams have no idea where capacity actually goes. RECLAIM connects your calendar and uses AI to quantify the administrative overhead that blocks real work — then tells you what to do about it.
Capacity Audit
Paste a description of your team's current workload. The AI diagnoses your administrative tax %, identifies risk signals, and outputs a prioritized action plan.
Calendar Intelligence
Connect Google Calendar to get real meeting load data — no self-reporting. See admin tax calculated from actual events, category breakdowns, and focus time patterns.
Ops Brief
Every audit generates a 3–4 sentence leadership brief you can copy directly into your weekly standup, Slack, or exec update.
Getting started — step by step
From zero to your first audit in under 5 minutes.
Create your account
Go to getreclaimapp.com and click "Get started free" or "Log in". Sign up with your email — no credit card required. You'll get a confirmation email; click the link to activate, then log in.
Connect Google Calendar (optional but recommended)
Unlocks real dataGo to Settings → Connected Tools → Google Calendar → Connect. You'll be asked to authorize read-only access to your calendar. Once connected, RECLAIM syncs the last 28 days of events and automatically calculates your meeting load, admin tax, and focus time blocks.
Run a Capacity Audit
From the Dashboard, scroll to the audit form. If your calendar is connected, the text box is pre-filled with a summary of your calendar data — just add any context the calendar doesn't capture (big projects, team pressures, deadlines). Then click "Run Capacity Audit →".
Read your results
In 30–60 seconds you'll see: your Administrative Tax % (the share of team time on low-ROI work), a Capacity Gap summary, three Risk Signals, three Reallocation Recommendations each with estimated hours reclaimed per week, an Administrative Tax Breakdown by activity, and a ready-to-copy Weekly Ops Brief.
Copy the ops brief
Click "Copy for leadership" on the Weekly Ops Brief card. Paste it directly into your Slack, Google Doc, or executive update. It's written to be sent as-is — no editing required.
Re-run monthly
Capacity patterns shift as projects start and end. Run a new audit each month to track your admin tax trend over time. Free users get 1 audit per month. Early Access members get 10 audits per month. Pro members get unlimited audits plus a weekly ops brief every Monday. Need more audits? Early Access members can buy a top-up pack of 10 additional audits for $15 anytime from your dashboard.
Understanding your results
Every audit returns 7 outputs. Here's what each one means.
Administrative Tax %
The percentage of your team's total working hours going to low-ROI administrative work — status reports, redundant meetings, manual coordination. Below 25% is healthy. 25–45% warrants attention. Above 45% is critical.
Capacity Gap
A 1–2 sentence description of the biggest mismatch between where time is going and where it should be going. This is the core finding of the audit.
Risk Signals (×3)
Operational risks rated High / Medium / Low severity, each with a one-sentence impact statement. These are the fires that will burn if you don't act.
Reallocation Recommendations (×3)
Specific actions ranked by priority (Immediate / This week / This month), each with an estimated hours-per-week reclaimed. These are your to-do list.
Weekly Ops Brief
3–4 sentences written for a leadership audience. Covers state of the team, top risk, and recommended action. Copy it directly into your exec update.
Admin Tax Breakdown
A breakdown of which activities are consuming capacity, each with a % and an automatable flag. Purple bars = activities that can be reduced or automated.
AI Confidence
How reliable this analysis is based on the detail you provided. Above 75% is solid. Below 50% usually means more context would help — try adding team size, active projects, and specific pain points.
Google Calendar integration
The calendar integration is optional but makes your audits significantly more accurate — replacing self-reported estimates with data from your actual schedule.
What data does RECLAIM access?
Read-only access to your primary Google Calendar. RECLAIM reads event titles, start/end times, and attendee counts from the last 28 days. It never reads email content, meeting descriptions, or attachments.
What shows up in the Calendar Insights panel?
Four metric cards (meetings per week, admin tax %, focus blocks per week, busiest day), a time breakdown bar chart by meeting category, and any risk signals detected from your actual calendar data.
How are meetings categorized?
RECLAIM classifies events into: Standup, Sync/Review, 1:1 Meetings, Planning, Recruiting, Company-wide, External/Vendor, Learning, Focus Time, Large Meetings (8+ people), and Operational. Classification uses the event title and attendee count.
Does this affect what the AI sees during an audit?
Yes. When your calendar is connected, the audit form is pre-filled with a plain-text summary of your calendar data, and the AI uses that data as context alongside anything you type. This means recommendations are grounded in your actual schedule, not just your description of it.
How do I disconnect?
Go to Settings → Google Calendar → Disconnect. This immediately deletes all synced event data from RECLAIM's database.
What's included in each plan
All plans include the full audit experience. Early Access and Pro unlock more audits, history, and future modules.
| Feature | Free $0 forever | Early Access $19 one-time | Pro $29/month |
|---|---|---|---|
| Capacity audits per month | 1 | 10 | Unlimited |
| All 7 audit outputs | ✓ | ✓ | ✓ |
| AI confidence score | ✓ | ✓ | ✓ |
| Copy ops brief to clipboard | ✓ | ✓ | ✓ |
| Google Calendar connection | ✓ | ✓ | ✓ |
| Calendar Insights panel | ✓ | ✓ | ✓ |
| Admin tax from real calendar data | ✓ | ✓ | ✓ |
| Meeting category breakdown | ✓ | ✓ | ✓ |
| Weekly ops brief (every Monday) | — | — | ✓ |
| Audit history | Session only | Last 30 audits | Full history |
| All future modules | — | ✓ | ✓ |
| Priority support | — | ✓ | ✓ |
| Price | Free forever | $19 one-time | $29/month |
Early Access
$19 one-time
10 audits/month · all future modules · limited to 35 spots
Get lifetime accessTips for better audit results
Describe your team, not yourself
RECLAIM is designed for team-level capacity analysis. Include your team's size, roles, and active projects — not just your personal schedule. The more organizational context you give, the more actionable the output.
Connect your calendar before running an audit
The AI performs better when it has real calendar data to anchor against. Self-reported estimates tend to undercount meetings and overcount focus time. Your calendar doesn't lie.
Name specific bottlenecks
Instead of "we're busy", try "the director is in back-to-back reviews every Monday and Tuesday and no one else has authority to unblock the team". Specificity generates specific recommendations.
Mention upcoming pressure
If there's a board meeting, a launch, or a headcount review coming up, mention it. RECLAIM will factor it into the risk signals and adjust the ops brief tone accordingly.
Use the confidence score as a quality signal
Below 60% usually means the input was too vague or too short. The audit will still run, but recommendations will be more generic. Add team size, industry, and a few concrete pain points to push it above 75%.
Common questions
What is administrative tax?
Administrative tax is the percentage of your team's working hours consumed by low-ROI coordination work — status meetings, manual reporting, approval chains, duplicate communication. It's the hidden cost of process overhead. Industry benchmarks put healthy teams at 15–25%. Most ops teams run at 35–55% without realizing it.
How is the 1 audit/month free limit counted?
One audit = one time you click "Run Capacity Audit" and get a result. The counter resets on the 1st of each month. Audits that return an error (network failure, etc.) don't count against your limit.
Is my data private?
Yes. Your calendar data and audit inputs are never shared with other users or used to train AI models. Calendar data is stored in your Supabase account. You can delete everything at any time from Settings → Google Calendar → Disconnect.
Does RECLAIM write anything to my calendar?
No. RECLAIM only has read-only access to your Google Calendar. It cannot create, edit, or delete events.
Can I use RECLAIM without connecting my calendar?
Yes. The calendar connection is optional. Without it, you'll describe your team's workload manually in the audit text box. Results will still be high quality — connecting the calendar just adds precision and removes the need for self-reporting.
What's the difference between the Ops Brief and the Risk Signals?
Risk Signals are structured data — three individual risks, each with a severity rating and one-sentence impact. The Ops Brief is a narrative — a 3–4 sentence human-readable summary written for leadership consumption. The brief incorporates the risk signals but synthesizes them into a single coherent message.
How do I get the Early Access lifetime deal?
Go to getreclaimapp.com/pricing and click "Get lifetime access — $19". You'll be taken to a Stripe checkout page. Once payment is confirmed, your account is automatically upgraded to 10 audits per month. The offer closes permanently when all 35 spots are filled.
What if I need more than 10 audits in a month?
You can buy a top-up pack of 10 additional audits for $15 from your dashboard. Top-ups are added instantly and expire at the end of the current month.
What is the strategy session?
A 90-minute 1:1 video call with the founder to review your capacity audit results, identify your top 3 process changes, and build a 30-day implementation plan. A written action plan is delivered within 24 hours. Available to anyone on any plan at $299. Book at calendly.com/initiaops/30min.
Ready to run your first audit?
Connect your calendar, describe your team, and get a full capacity breakdown in under 60 seconds. No credit card required.