How to Use ClickUp for Screen Sharing Sessions

ClickUp is not just a project management platform—it can be the central hub that organizes, documents, and optimizes every screen-sharing session you run with clients or teammates. This guide walks you through a practical process to plan, run, and follow up on screen-sharing calls using ClickUp alongside your favorite video conferencing tools.

We will build a repeatable workflow so every demo, training, or troubleshooting call is structured, documented, and easy to review later.

Why Organize Screen Sharing With ClickUp?

Modern teams rely heavily on screen-sharing tools for client meetings, internal training, agile ceremonies, design reviews, and IT support. Without a structured process, important decisions and action items easily get lost.

Using ClickUp as your operations layer around these calls helps you:

• Centralize agendas, notes, files, and recordings
• Standardize how your team runs demos or walkthroughs
• Track follow-up tasks and owners after each call
• Measure effort and outcomes over time with reporting

The screen-sharing software (like Zoom, Microsoft Teams, or Google Meet) handles the live call, while ClickUp keeps everything else organized before and after the session.

Step 1: Create a ClickUp Space for Screen-Sharing Sessions

Start by dedicating a Space in ClickUp to all screen-sharing activity so everything is easy to find later.

1. Create a new Space named something like Screen Sharing & Meetings.

2. Add folders for different purposes, such as:

   • Client Demos
   • Internal Training
   • Support & Troubleshooting
   • Product Walkthroughs

3. Set basic permissions so the right teams (Sales, Success, Support, Product) can access and collaborate.

This gives you a single home in ClickUp for all agendas, notes, and follow-up tasks related to screen shares.

Step 2: Build a Reusable ClickUp Task Template

Next, create a task template that you can reuse for every new screen-sharing session.

1. In your Screen Sharing Space, create a new task called Screen Share – Template.

2. In the task description, add clear sections such as:

   • Meeting Details: Date, time, call link, attendees
   • Objective: What success looks like
   • Agenda: Bullet-point list of topics
   • Live Notes: To be filled in during the call
   • Decisions: Final choices and approvals
   • Action Items: Tasks, owners, and due dates

3. Add custom fields to your ClickUp task template, for example:

   • Call Type (Demo, Training, Support, Internal)
   • Recording Link (URL)
   • Primary Stakeholder (Assignee or dropdown)
   • Priority or Impact level

4. Turn this task into a template and name it something like Screen Share Call – Standard.

Now, each time you schedule a new session, you can spin up a prepared ClickUp task in seconds instead of starting from scratch.

Step 3: Plan Each Screen-Sharing Call in ClickUp

For every upcoming session, use your template to prepare and align stakeholders.

1. Create a new task from the template and name it descriptively, such as Client X – Onboarding Screen Share.

2. Fill out the Meeting Details section with:

   • Video conference link from your chosen tool
   • Date, time, and time zone
   • Attendee list and their roles

3. Define a concise objective. For example: Show the client how to use dashboards to track marketing KPIs.

4. Draft a time-boxed agenda in ClickUp so the call stays focused. Typical agenda items:

   • 5 minutes – Introductions & context
   • 15 minutes – Live walkthrough or demo
   • 10 minutes – Q&A and clarifications
   • 5 minutes – Next steps and recap

5. Attach key files, links, or mockups directly to the task so you are ready to share your screen without hunting for assets during the call.

Share the ClickUp task link with internal collaborators so everyone has the same structure and context before the screen share.

Step 4: Use ClickUp During the Live Screen Share

While your conferencing or screen-sharing software handles the audio and video, ClickUp can be your live note-taking and collaboration surface.

Capture Live Notes in ClickUp Tasks

Keep the relevant task open in ClickUp during the call and take notes in the Live Notes section:

• Write down questions as they come up.
• Record important timestamps that you may want to revisit in the recording.
• Document feedback, feature requests, and issues.

If multiple team members are on the call, they can add comments or updates in real time, creating a shared record of what happened.

Convert Talking Points Into ClickUp Action Items

Any commitment made during the screen share should immediately become a trackable task in ClickUp.

1. Highlight an agreement or request in the notes.

2. Create a subtask or new task directly from that note.

3. Assign an owner, set a due date, and add necessary attachments.

This prevents action items from getting lost in emails or chat logs after the screen-sharing session ends.

Step 5: Store Recordings and Assets in ClickUp

Most screen-sharing tools let you record calls and export links or video files. Use ClickUp to keep them organized and easy to search later.

1. Copy the recording URL and paste it into the Recording Link custom field or the task description.

2. Upload any slides, screenshots, or shared documents to the task or related ClickUp Docs.

3. Tag the task with relevant labels such as Onboarding, Enterprise Client, or Bug Review so you can filter similar sessions later.

This way, anyone can quickly revisit what was shown and agreed upon in previous screen shares without digging through multiple apps.

Step 6: Follow Up and Report in ClickUp

After the call, your follow-up workflow should also live in ClickUp to maintain continuity.

Send a Recap Using ClickUp Docs

Create a ClickUp Doc to summarize:

• Call objective and what was accomplished
• Key decisions and open questions
• Action items with owners and due dates
• Links to recordings and important assets

Share the Doc with internal teams and, if appropriate, with the client. Because everything is connected to your tasks, updates stay in sync.

Track Outcomes Across Multiple Screen Shares

Use ClickUp views and dashboards to see patterns over time:

• List view to see all screen-sharing sessions by client or team.
• Board view to track status (Scheduled, Completed, Follow-Up Needed).
• Dashboard widgets to monitor volume, effort, and outstanding actions by owner.

This makes it easier to understand which types of screen-sharing sessions drive the most value and where your team might need better preparation or documentation.

Choosing the Right Screen-Sharing Software With ClickUp

The original guide on which this article is based compares popular screen-sharing tools, including Zoom, Microsoft Teams, Google Meet, and others. You can read the full comparison on the screen share software blog post to decide which platform works best for your use case.

Once you choose your primary meeting tool, integrate it into your workflow and continue to use ClickUp as the single source of truth for agendas, notes, decisions, and tasks.

Advanced Tips for Scaling Screen Sharing With ClickUp

Standardize Templates Across Teams

As more teams adopt this workflow, create tailored ClickUp task templates for different scenarios:

• Sales discovery calls and demos
• Customer onboarding walkthroughs
• Support troubleshooting sessions
• Internal sprint reviews and retrospectives

Each template can include recommended agendas, checklists, and fields relevant to that type of screen share.

Automate Routine Steps in ClickUp

Use automation features to reduce repetitive work around your screen-sharing process. Examples include:

• Automatically assigning tasks when a particular call type is selected.
• Setting default due dates for follow-up tasks after a session is marked complete.
• Notifying stakeholders in a specific channel when a high-priority call is scheduled.

Automation helps ensure every screen share gets the same level of follow-through without manual effort.

Next Steps

By pairing your preferred screen-sharing software with a structured workflow inside ClickUp, you transform one-off calls into repeatable, well-documented processes that drive real outcomes.

If you need expert help designing or optimizing this kind of workflow, you can find consulting and implementation support at Consultevo. Combine operational best practices with the flexibility of ClickUp, and every screen-sharing session can become an organized, trackable step in your larger projects and customer journeys.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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