How Reclaim.ai uses 1Password to safeguard customer privacy and streamline operations

Reclaim.ai helps teams manage their most valuable resource: time. Harnessing the power of AI, Reclaim is a scheduling app that works behind the scenes to protect more “Focus Time” on your calendar, find the best time slots for tasks, habits, meetings, and breaks, and adapt your schedule when conflicts arise. Just as Reclaim helps users worldwide make the most of their day, the organization is always looking for tools that can save its team members time – without compromising security. 

That’s where 1Password comes in. Reclaim needed a way to store and manage sensitive credentials, provide secure access to apps, and stay SOC 2 compliant without compromising collaboration or efficiency. 

Outcomes

• Enabled frictionless collaboration by providing secure, streamlined access to login credentials. 
• Simplified reporting and auditing for SOC 2 and internal reviews.
• Saved time via streamlined onboarding and reduced risk with secure, simplified deprovisioning.
• Supported a smooth and secure M&A transition during Dropbox acquisition.

Challenges

Reclaim works with sensitive calendar information, and ensuring the privacy and protection of that data is the company’s foremost responsibility. Trust is essential to Reclaim’s brand and maintaining it requires more than a steady stream of product innovation – it also requires strong internal security practices. Reclaim needed a way to:

• Manage and store employee credentials in alignment with its strong privacy principles.
• Improve the speed and security of its onboarding and offboarding processes.
• Gain clear visibility into access controls to maintain the principle of least privilege for SOC 2 requirements and internal expectations.

Getting the right access, right away

As Reclaim’s customer base grew, internal teams needed to coordinate more closely to support integrations and customer-specific configurations. That meant giving people across engineering, operations, marketing, and customer support access to sensitive information like login credentials, configuration details, and billing tools. 

With 1Password Enterprise Password Manager, Reclaim uses shared vaults to provide employees with secure, role-specific access. Each department can access only the credentials relevant to their work, reducing risk without slowing anyone down. This approach keeps access tightly controlled while supporting the operational speed needed to onboard and support customers efficiently. By building secure access into daily workflows, the team ensures that sensitive data stays protected, without any added friction. 

“During onboarding for larger enterprise customers, we sometimes need to exchange sensitive information. We have strict policies around access to customer data and 1Password helps us enforce those in a way that doesn’t slow anyone down.”

Steven Arychuk, Head of Operations at Reclaim.

On- and off-boarding in two steps

Reclaim’s approach to onboarding mirrors its product philosophy: make the process smart, simple, and secure. 

Every new hire is provisioned with an email address and onboarded to 1Password on day one. From there, employees gain immediate access to the credentials and tools they need based on their role. There’s no need for manual handoffs or temporary workarounds. By embedding 1Password into the onboarding flow, the team ensures that access is fast, consistent, and tightly scoped from day one. 

The same simplicity extends to offboarding. When someone leaves, revoking their 1Password account also revokes their access to other work apps, minimizing risk and reducing the burden on IT and security teams. 

Patrick Lightbody, cofounder of Reclaim.ai, with colleagues

“Our internal onboarding process is boiled down to a simple two-step process. Once someone joins, we create an email address and send a 1Password invite – and then they’re usually good to go.”

Steven Arychuk, Head of Operations at Reclaim.

Visibility you can act on

Deep visibility into user access isn't just a compliance requirement for Reclaim – it's essential to reducing risk and maintaining a zero-trust strategy. “Privacy and data security are really part of who we are,” Arychuk explains.

Reclaim conducts quarterly reviews of access and permissions, including a close look at 1Password usage across different vaults and roles. 1Password’s built-in reporting gives the team a clear, actionable snapshot of their security posture without having to stitch together data from multiple tools. This makes it easier to respond to any misconfigurations, keeping the company audit-ready, SOC 2 compliant, and aligned with the principle of least privilege as it grows.

“On a regular cadence, usually quarterly, we check employee accounts and all the rules and permissions that have been set up for different groups. One part of that work is using 1Password to generate usage reports. It gives us a nice snapshot of what our security posture looks like.”

Steven Arychuk, Head of Operations at Reclaim.

Security that scales through change

In 2024, Reclaim was acquired by Dropbox. The transition introduced new systems and workflows, as well as a long list of vendors to update. The Reclaim team needed a secure, organized way to manage payment credentials across more than 160 services as part of the migration.

Using 1Password Enterprise Password Manager, Steven Archyuk’s team securely stored and accessed a shared company credit card issued by Dropbox. This allowed them to update billing information quickly and safely, without relying on insecure workarounds or manual processes. And because Reclaim and Dropbox were both already 1Password customers, Archyuk’s team could manage multiple accounts and credentials from a single device.

“Being able to access both Dropbox and Reclaim credentials from the same device and environment was extremely helpful. I’m not too sure how that would’ve worked out if we weren’t using the same password management solution.” 

Steven Arychuk, Head of Site Operations and Information Security at Reclaim.

By the time the dust settled, Reclaim had not only migrated its vendors but demonstrated that its internal security could withstand real-world complexity, without sacrificing speed, structure, or trust. 

To learn more

Ready to bring stronger password practices and smarter credential management to your team? 

• Check out the 1Password Launch Kit for tips and resources to help you roll out 1Password Enterprise Password Manager.
• Join 1Password at Work to further discuss how to get the most out of 1Password.