How to Replace Webex with ClickUp Step by Step
ClickUp helps teams replace limited video conferencing tools like Webex by centralizing chat, docs, tasks, whiteboards, and goal tracking in one platform. This step-by-step guide walks you through how to move from a Webex-focused workflow to a more complete collaboration system.
Why Use ClickUp Instead of Relying Only on Webex
Traditional video meeting tools were built for calls, not for managing entire projects. According to the Webex alternatives comparison, teams often outgrow tools that only handle video conferencing.
By learning how to configure ClickUp properly, you can:
- Attach meetings to tasks, docs, and goals
- Reduce scattered chats and emails
- Track action items and owners after every call
- Collaborate in real time on notes, whiteboards, and workflows
Prepare Your Workspace for ClickUp
Before migrating from Webex to a new workflow, plan how your team will use ClickUp for meetings and collaboration.
Step 1: Map Your Current Webex Usage
List the ways you currently use Webex, such as:
- Recurring team standups
- Client demos and onboarding calls
- Internal project syncs
- Training sessions and webinars
For each type of meeting, identify what usually happens before and after the call, including agendas, notes, decisions, and follow-up tasks.
Step 2: Decide How ClickUp Will Replace Each Piece
Use this simple mapping process to connect your old workflow to a new one:
- Meeting invites → tasks or calendar items in ClickUp
- Agendas → ClickUp Docs with templates
- Screenshares and brainstorming → ClickUp Whiteboards
- Chat follow-ups → assigned comments on tasks
- Post-meeting action items → new or updated tasks in ClickUp lists
Document this mapping so your whole team understands how to use the new system.
Set Up ClickUp for Meetings and Collaboration
Once you have a plan, configure your workspace so everyone can quickly move from Webex to ClickUp.
Create a ClickUp Space for Meetings
- Create a new Space dedicated to meetings and communication.
- Inside that Space, create folders such as “Team Meetings,” “Client Calls,” and “Projects.”
- Within each folder, create lists for recurring meeting series, like “Weekly Product Sync” or “Customer Success Reviews.”
This structure makes it easy to find agendas, notes, and tasks related to every call.
Build Meeting Templates in ClickUp
To keep calls consistent, create templates that your team can reuse.
Task Templates for Each Meeting Type
- Create a sample task in the appropriate list.
- Add custom fields such as “Meeting Type,” “Owner,” and “Meeting Date.”
- Include a checklist for pre-meeting prep and post-meeting follow-up.
- Save it as a task template in ClickUp so anyone can apply it.
ClickUp Docs for Agendas and Notes
- Open Docs in your workspace and create an “Agenda + Notes” template.
- Add sections for goals, discussion topics, decisions, and action items.
- Use headings, bullet lists, and tables for clarity.
- Save the document as a template and link it to your meeting task templates.
Run Your Meetings with ClickUp at the Center
Instead of treating video calls as isolated events, connect every meeting to work managed in ClickUp.
Step 1: Create or Open the Meeting Task in ClickUp
Before each call:
- Create a new task using your meeting template.
- Set the date and time, and assign an owner.
- Attach or create the related agenda doc.
- Add any reference tasks, docs, or files that will be discussed.
Step 2: Capture Notes and Decisions in ClickUp
During the call, keep the meeting task and doc open to capture:
- Key discussion points
- Decisions made and who made them
- Risks or blockers that surfaced
This ensures your meeting record lives in ClickUp rather than in scattered email threads.
Step 3: Turn Discussion into Action in ClickUp
At the end of the meeting, convert outcomes into trackable work:
- List all action items in the meeting doc.
- Turn each action into a task or subtask in ClickUp.
- Assign owners, due dates, and priorities.
- Link those tasks back to related projects and goals.
This workflow keeps accountability clear and makes it simple to review progress in later meetings.
Use ClickUp Views to Replace Ad-Hoc Webex Follow-Ups
After replacing Webex-centric habits, use views and dashboards to keep everyone aligned.
Board and List Views for Meeting Tasks
Within your meetings Space, configure views such as:
- List view to see every past and upcoming meeting with dates and owners.
- Board view to move meetings through stages like “Scheduled,” “In Progress,” and “Completed.”
- Calendar view to visualize meeting load by day, week, or month.
These views let you quickly scan what has happened, what is planned, and what is late.
Dashboards for Leadership Using ClickUp
Set up dashboards so leaders can monitor activity without digging into every list.
- Add widgets for upcoming meetings and overdue follow-up tasks.
- Include charts that show tasks created and completed after meetings.
- Highlight top priorities by assignee, client, or project.
Dashboards turn meeting operations inside ClickUp into real-time, visual reports.
Roll Out ClickUp to Your Team
Migration only works when everyone knows how and why to use the new system.
Train Team Members on the New ClickUp Process
- Run an internal session that walks through your new meeting Space, templates, and views.
- Show how to open the correct task before each call.
- Demonstrate how to capture notes and convert them into tasks in ClickUp.
- Clarify expectations for owners, due dates, and status updates.
Record this training and store the link inside a shared doc or onboarding list so new teammates can learn the process quickly.
Audit and Improve Your ClickUp Setup
After a few weeks, review how your meetings are running:
- Check if templates need clearer sections or simpler fields.
- Consolidate lists or folders that feel redundant.
- Refine dashboards to highlight the most important metrics.
Iterate until your team feels that ClickUp has fully replaced your previous Webex-dependent workflow.
Next Steps: Optimize ClickUp and Your Tech Stack
Once your meetings and collaboration are running through ClickUp, you can explore further optimizations:
- Integrate other tools used by your team.
- Automate routine work triggered by meeting tasks.
- Standardize more templates for projects, sprints, and client work.
If you need strategic help designing a complete work management system around ClickUp and your other tools, consider working with a specialist consultancy like Consultevo.
By following these steps, you replace a Webex-centered process with a structured, action-focused workflow powered by ClickUp, giving your team a single source of truth for meetings, tasks, and collaboration.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
“`
