Reclaim.ai

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Build me automatic scheduling that replaces Reclaim — and know why this is ALMOST.

Placing a task in a free slot is easy. What is hard is **rescheduling that survives a real calendar**: a meeting appears, everything downstream moves, and it must move without churning — because a calendar that rearranges itself every ten minutes is one nobody trusts. That stability, not the placement, is the product.

STACK
- Node 20+ with Fastify, server-rendered HTML
- SQLite through better-sqlite3, WAL mode
- A worker for the rescheduling pass
- Caddy in front

THE DATA MODEL
- users: id, email, timezone, working_hours_json, calendar_connections_json
- habits: id, user_id, title, duration_minutes, frequency_json, window_json, priority, is_flexible, min_chunk_minutes, max_chunk_minutes
- tasks: id, user_id, title, duration_minutes, due_at, min_chunk_minutes, max_chunk_minutes, priority, status, completed_minutes, project_id, external_ref
- placements: id, task_id_or_habit_id, starts_at_utc, ends_at_utc, calendar_event_id, version, placed_at, locked_at, is_defended — the block written into the calendar
- placement_history: id, placement_id, old_start, new_start, reason, at — append-only, and the record of every move
- busy_blocks: id, connection_id, starts_at_utc, ends_at_utc, source_event_id, is_all_day, transparency, fetched_at — intervals only, never event details

THE STABILITY RULES, WHICH ARE THE PRODUCT
- Never move a block that starts within a short horizon — an hour, or two. Somebody has already planned around it
- Never move a block more than a set number of times. After that it is locked and reported as needing a decision, rather than shuffled again
- Move the smallest set of blocks that resolves the conflict, not everything downstream. A stable schedule with a slightly worse arrangement beats an optimal one that changed
- Prefer moving later over earlier, and prefer the same day over a different one
- Every move recorded with a reason, and shown to the user as 'this moved because that appeared'. Unexplained movement is what makes people delete this kind of tool
- A pinned block never moves at all, ever

PLACEMENT
- One pure function: working hours minus busy blocks minus existing placements, then apply the window, the chunk sizes and the priority, and return candidate slots
- Chunking: a three-hour task placed as three one-hour blocks if that is what fits, with a minimum chunk below which it is not worth starting
- Buffers before and after meetings, as their own placements, because that is what makes the day survivable
- Habits are recurring and flexible within a window — exercise sometime between seven and nine, three times a week — and they yield to tasks with a deadline
- Deadline pressure raises priority as the due date approaches, so a task quietly slipping is placed before it becomes impossible
- Report honestly when something does not fit. 'Not enough time before Friday' is the most useful output this tool produces, and the temptation is to squeeze rather than say it

CALENDARS
- Two-way with the major providers, read-only ICS for anything else
- Incremental sync with the provider's token plus a full reconcile on a schedule, because incremental sync drifts
- Recurring events expanded properly, with exceptions and moved instances. A wrongly expanded weekly meeting means a year of wrong scheduling
- All-day events are dates, not midnight instants, and a transparent event does not block
- Blocks written as real events so colleagues see the time is taken. That visibility is half the value
- Every write carries a version, and a conflicting change from the calendar wins — the calendar is the source of truth about what is happening, and this tool is a proposer

TIME
- Every instant in UTC, working hours as local times with a named zone
- Both daylight-saving transitions in the test suite, and a week spanning one

TASKS FROM ELSEWHERE
- Adapters pulling tasks with a duration and a due date from the trackers you use, matched by external identifier, never by title
- One-way by default; writing completion back is optional

OPERATIONS
- .env: DATABASE_PATH, BASE_URL, ENCRYPTION_KEY, SESSION_SECRET, provider credentials
- Migrations on boot, each once; nightly backup off the machine
- Health endpoint reporting sync age and the number of blocks moved today — that second number is the health of the whole system

WHAT MATTERS MOST
The stability rules and honest infeasibility. Build the move limits before the placement is clever, and let it say a thing does not fit rather than quietly moving your evening.