How to Use ClickUp to Organize AI Meeting Notes

ClickUp can act as the central hub for all your AI-generated meeting notes, even when you use specialized transcription tools like Notta or Otter. By setting up a clear workspace, you can compare tools, store transcripts, and turn conversations into actionable tasks.

This step-by-step guide shows you how to build a simple, scalable system inside ClickUp to manage AI notes efficiently.

Step 1: Understand Your AI Note-Taking Workflow

Before you configure ClickUp, map out how you currently capture and use meeting notes from AI tools. The comparison of Notta and Otter in the source article highlights features that directly affect your workflow, such as accuracy, collaboration, and export formats.

Clarify these points first:

• Which meetings you record (internal, client, webinars)
• Which AI transcription tool you prefer for each use case
• Who needs access to the transcripts and summaries
• How quickly you must turn notes into tasks or deliverables

Having this mapped out will help you design a ClickUp structure that matches your real process, instead of forcing your team to adapt to a messy workspace later.

Step 2: Create a Dedicated ClickUp Space for AI Notes

Next, build a dedicated Space in ClickUp that will store and organize all content coming from your AI note tools.

1. Create a new Space and give it a clear name, such as “AI Meeting Notes” or “Transcripts Hub”.

2. Choose a simple color and icon so team members can identify it quickly.

3. Restrict or open permissions depending on who should access sensitive call notes.

Inside this Space, you can group content based on the tools you use and the type of meetings you run.

Step 3: Build ClickUp Folders for Each AI Tool

To mirror the differences between tools like Notta and Otter, create separate Folders in ClickUp. This makes it easier to compare quality, accuracy, and collaboration for each vendor while keeping your data organized.

• Folder 1: Notta AI Notes
• Folder 2: Otter AI Notes
• Folder 3 (optional): Experiments / Other AI Tools

Within each Folder, you’ll create Lists for recurring types of meetings, so you can quickly find transcripts and actions.

Step 4: Set Up ClickUp Lists for Meeting Types

Each Folder should contain Lists that reflect your main meeting categories. This structure keeps AI notes consistent and browsable over time.

Create Lists such as:

• Client Calls
• Internal Team Meetings
• Sales Demos
• Product Research Interviews
• Webinars and Events

For example, in the “Notta AI Notes” Folder, you might have a “Client Calls” List where each task corresponds to a single recorded session with a transcript linked from your AI tool.

Step 5: Design a ClickUp Task Template for AI Transcripts

A robust task template in ClickUp helps you capture the same essential details every time, no matter which AI note-taker you use.

Essential Fields in Your ClickUp Template

Create a task template called “AI Meeting Note” and include these elements:

• Title format: [Client/Team] – [Purpose] – [Date]
• Description sections:
  • Meeting overview
  • Key decisions
  • Action items
  • Risks and blockers
• Custom fields:
  • Tool used (Notta, Otter, Other)
  • Meeting type
  • Owner / facilitator
  • Follow-up deadline
• Attachments: AI transcript file or share link

Once your template is ready, save it so your team can create consistent tasks in ClickUp with a single click.

Optional ClickUp Enhancements

You can further refine the template with:

• Tags for language, department, or region
• Checklists to track follow-ups after each meeting
• Recurring task schedules for repeating sessions

Step 6: Import or Attach AI Notes into ClickUp

Now that you have the structure in place, bring your AI transcripts and summaries into ClickUp.

1. Open the appropriate List based on the meeting type and tool.

2. Create a new task using your “AI Meeting Note” template.

3. Paste the AI-generated summary into the description, under the “Meeting overview” or “Key decisions” sections.

4. Attach the full transcript file or link from your AI platform.

5. Fill out custom fields with the tool name and meeting type.

Keeping both the summary and the full transcript together in ClickUp helps teammates quickly scan the key points or dig into details when necessary.

Step 7: Turn AI Notes into Actionable ClickUp Tasks

The biggest benefit of using ClickUp as a central hub is the ability to convert passive notes into concrete, assigned work.

Extract Action Items from AI Notes

Review each transcript and follow this quick process:

1. Scan AI summaries for tasks, deadlines, or commitments.

2. For each action item, create a subtask in the same ClickUp task, or link out to a separate task in another List (for example, a delivery or sprint board).

3. Assign each action to the right owner and set a due date.

4. Use priorities or custom fields to indicate urgency and impact.

By treating AI notes as the starting point for execution, you prevent important decisions from getting lost inside long transcripts.

Step 8: Compare AI Tools Using ClickUp Views

Because your workspace separates Notta and Otter notes into different Folders, you can use ClickUp views and fields to understand which tool performs better for your needs.

Build ClickUp Views for Analysis

Create custom views inside your AI Space to compare performance:

• Table or List view: Filter by “Tool used” to see tasks created from each platform.
• Calendar view: Visualize when certain tools are used most frequently.
• Dashboard: Add widgets to track the number of meetings, follow-up completion rates, and average time to complete tasks after each meeting.

This structured setup makes it easier to evaluate which note tool aligns with your workflow, accuracy expectations, and collaboration needs, reflecting the key points highlighted in the original Notta vs. Otter comparison.

Step 9: Standardize Team Processes with ClickUp Docs

Once your workflow is running smoothly, document your standards inside ClickUp so everyone on the team follows the same steps.

1. Create a ClickUp Doc called “AI Meeting Notes Playbook”.

2. Outline when to use each AI tool (for example, Notta for webinars, Otter for internal standups).

3. Describe how to create tasks from meetings, attach transcripts, and assign follow-ups.

4. Link this Doc at the top of your AI Space using pinned or favorite items.

Clear documentation keeps your system consistent as your team scales or as you experiment with new transcription technologies.

Step 10: Improve Your System with Expert Help

As your use of AI meeting tools grows, you may need deeper analytics, automations, or integrations that extend beyond this starter workflow. Consider working with optimization specialists who understand work management platforms and AI ecosystems.

For advanced consulting on systems, automation, and AI workflows that complement ClickUp, you can explore services from Consultevo, which focuses on process-driven optimization.

Next Steps

By creating a dedicated Space, structured Folders, and repeatable templates, ClickUp becomes the central operating system for your AI meeting notes. You can compare tools, organize transcripts, and transform long conversations into focused, trackable tasks that move work forward.

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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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