Customize ClickUp AI Notetaker

The AI Notetaker in ClickUp helps you automatically record, transcribe, and summarize your meetings, and you can customize how it behaves for every workspace and meeting host. This guide explains how to adjust default behavior, control recording options, and manage sharing so the tool always fits your workflow.

All instructions here are based on the official product documentation, so you can confidently adapt AI Notetaker to your team without guesswork.

Overview of ClickUp AI Notetaker customization

AI Notetaker settings in ClickUp are controlled at two levels:

• Workspace level: Admins decide whether the assistant automatically offers to join new events for specific hosts.
• Host level: Individual users can choose how AI Notetaker behaves for their own calendar events.

You can also turn the feature off, switch to manual recording, or make it join only certain meetings.

Access AI Notetaker settings in ClickUp

To customize AI Notetaker in your workspace, you first need to open the main settings area.

1. Log in to your workspace in ClickUp.
2. Open the sidebar and go to your settings area where AI Notetaker options are available.
3. Locate the AI or AI Notetaker section to review available controls.

If you are a workspace owner or admin, you will see workspace-level controls. Regular members will see host-level options that affect only their own events.

Configure default behavior for ClickUp AI Notetaker

Workspace admins can set how AI Notetaker behaves by default for each meeting host. These options define when the assistant will join and record meetings.

Choose how ClickUp AI Notetaker joins meetings

For every host in your workspace, you can choose from several behaviors. These options may appear in a dropdown or selection list.

• Automatically offer to join: AI Notetaker suggests joining all newly created events for that host.
• Join only specific events: It joins only meetings that match your filters or manual selections.
• Never automatically join: The assistant does not offer to join unless manually started by the host.

Use these options to avoid unnecessary recordings while still covering critical calls such as client meetings, demos, or internal reviews.

Enable or disable ClickUp AI Notetaker per host

For each host, you can toggle AI Notetaker on or off.

1. Locate the host in your AI Notetaker settings.
2. Use the toggle or checkbox to enable or disable the assistant for that person.
3. Save your changes so future meetings follow the new behavior.

Disabling the assistant for specific hosts can be helpful when some team members never need their sessions recorded.

Control recording preferences in ClickUp AI Notetaker

Recording preferences control what happens when the assistant joins a meeting.

Set automatic recording and transcription

Depending on your workspace configuration, you may be able to define if meetings are recorded and transcribed automatically.

• Turn automatic recording on to capture video or audio and generate transcripts without manual actions.
• Turn automatic recording off to require a manual start inside the meeting.

These settings help you balance convenience with privacy and compliance requirements.

Choose which meetings ClickUp AI Notetaker should record

You can refine which events the assistant joins and records, for example:

• Only external or client-facing calls.
• Only meetings with a specific title pattern or calendar.
• All meetings for certain hosts, while others remain manual.

Use filters and host-level controls to limit recordings to the sessions that matter most to your team.

Manage sharing and permissions for ClickUp AI Notetaker

By default, meetings recorded by AI Notetaker are stored in your workspace, and you can control who can see or manage those recordings.

Set default sharing options in ClickUp

Within your AI Notetaker configuration, you can typically define how new recordings are shared:

• Private to the host: Only the event owner can see the recording and notes initially.
• Shared with participants: All invitees to the event may receive access to the summary or notes.
• Shared with specific spaces or teams: Notes may appear in designated spaces, lists, or folders inside ClickUp for better visibility.

Adjust these settings to match your organization’s confidentiality and collaboration policies.

Control access and deletion

Workspace roles and permissions govern who can view, export, or delete AI Notetaker recordings and summaries. Admins can typically:

• Restrict who can delete recordings.
• Limit who can change global AI Notetaker settings.
• Decide which members can share recordings externally.

Review your workspace permission scheme so AI Notetaker usage aligns with your governance standards.

Best practices for using ClickUp AI Notetaker

To get consistent value from AI Notetaker, define some basic practices for your team.

Standardize meeting types in ClickUp

Encourage hosts to use clear and consistent naming for recurring meetings. This makes it easier to:

• Filter which events the assistant should join.
• Quickly identify important recordings and notes.
• Organize follow-up tasks from meeting summaries.

Standardization also improves search and reporting inside your workspace.

Inform participants about recording

Before using AI Notetaker widely, create a short template message that hosts can share at the start of each call. It should cover:

• That the meeting is being recorded and summarized.
• How the notes will be used or shared.
• Who to contact with privacy or access questions.

This helps you stay transparent and compliant with regulations and company policies.

Use ClickUp tasks and docs with AI Notetaker

The biggest benefit comes when you connect meeting output to work management. After a recording is processed, hosts can:

• Create tasks directly from action items in the summary.
• Attach transcripts or key decisions to existing tasks or docs.
• Share highlights with stakeholders who did not attend.

This ensures decisions and next steps are captured and tracked in one place.

Troubleshooting and further resources

If AI Notetaker is not joining events, not recording, or behaving differently from your expectations, first review your host-level and workspace-level settings. Confirm that:

• The correct host is enabled.
• The default behavior is set as intended.
• Recording and sharing options are not restricted by permissions.

For a full breakdown of every available option, visit the official documentation at Customize AI Notetaker. You can also explore expert implementation guidance and optimization strategies at Consultevo if you need deeper support.

By aligning these settings with your workflow, you can turn every important conversation into actionable work, while keeping control over how ClickUp AI Notetaker records, shares, and manages your meeting data.

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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