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How to Use ClickUp AI Note Taker

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How to Use ClickUp AI Note Taker

The ClickUp AI note taker helps you capture meeting discussions, create summaries, and turn conversations into action items without manual typing. This how-to guide walks you through every step, from setup to sharing polished notes with your team.

What You Need Before Using ClickUp AI Notes

Before you start, confirm a few basics so the ClickUp assistant can work smoothly in your workspace.

  • An active ClickUp workspace with the permissions to create tasks and Docs
  • Access to ClickUp AI features, depending on your plan and settings
  • A stable internet connection and a supported browser

Once you have these in place, you are ready to configure your environment for AI-powered note taking.

Step 1: Prepare Your ClickUp Meeting Workspace

Creating a consistent place for meetings in ClickUp makes your AI notes easier to find and reuse.

  1. Create a Meetings Space or Folder

    • Open your workspace sidebar.
    • Create a dedicated Space or Folder named something like “Meetings & Notes.”
    • Inside it, add Lists for recurring meeting types (e.g., “Weekly Standups,” “Client Calls”).

  2. Set Up a Reusable Meeting Doc Template

    • Create a new Doc in your meeting Space.
    • Add sections like:
      • Agenda
      • Attendees
      • Discussion
      • Decisions
      • Action Items
    • Save it as a Doc template so every meeting starts from the same structure.

Step 2: Start a Meeting and Open ClickUp AI

When your meeting begins, open your prepared Doc or task and let ClickUp AI handle the heavy lifting.

  1. Open the Right Doc or Task

    • Navigate to your planned meeting Doc or create a new one from your template.
    • Confirm the date, meeting title, and attendees in the header so the AI has context.

  2. Launch ClickUp AI in the Editor

    • In the Doc editor toolbar, click the AI icon to open ClickUp AI.
    • Choose a note-taking or meeting-related prompt from the AI menu or type your own instruction.

Step 3: Capture Live Notes with ClickUp AI

Use ClickUp AI as your live meeting scribe by feeding it context during or immediately after your call.

  1. Paste or Type Raw Meeting Content

    • Paste a call transcript from your meeting platform, or
    • Type rough bullet points and fragments during the conversation.
    • Keep the order chronological so the AI can understand the flow.

  2. Use AI Prompts to Structure Notes

    • Highlight your rough notes.
    • Open ClickUp AI and ask it to:
      • “Summarize these notes into key points.”
      • “Organize this into agenda, decisions, and action items.”
      • “Rewrite these notes clearly for stakeholders.”
    • Insert the generated content back into your Doc.

Step 4: Generate Meeting Summaries with ClickUp

Turn unstructured dialogue into a clear summary using the ClickUp AI summarization tools.

  1. Highlight the Full Discussion

    • Select all or part of your meeting content in the Doc.
    • Include both the agenda and main discussion points if you want a full summary.

  2. Ask ClickUp AI for a Concise Summary

    • Use a prompt such as:
      • “Create a concise executive summary of this meeting.”
      • “Summarize this for someone who did not attend.”
    • Choose a summary length (short, medium, or detailed) if options appear.
    • Insert the summary at the top of the Doc under a “Summary” heading.

  3. Refine Tone and Clarity

    • Highlight the summary and ask the AI to adjust tone, for example:
      • “Make this more formal.”
      • “Simplify this for a non-technical audience.”
    • Review the output and edit names, dates, or figures manually for accuracy.

Step 5: Turn Notes into ClickUp Tasks and Action Items

The real value of ClickUp AI note taking is converting decisions into actionable work right inside your workspace.

  1. Ask AI to Extract Action Items

    • Highlight your notes or transcript.
    • Use prompts such as:
      • “Extract all action items with owners and due dates.”
      • “List follow-up tasks from this meeting.”
    • Review the generated list for clarity and completeness.

  2. Create Tasks from the Notes

    • Turn each action item into a ClickUp task directly from the Doc by using the task creation features.
    • Assign each task to an owner.
    • Add due dates and priority levels.
    • Link the tasks back to the original meeting Doc for context.

  3. Use Checklists for Quick To-Dos

    • For small items, ask the AI to create a checklist instead of full tasks.
    • Embed this checklist inside the Doc or in a related task.

Step 6: Format and Clean Up ClickUp Meeting Notes

Polished notes are easier to scan and share. Use ClickUp AI and the editor to finalize formatting.

  1. Organize with Headings and Bullets

    • Add clear headings, such as:
      • Agenda
      • Key Discussion Points
      • Decisions
      • Risks and Blockers
      • Action Items
    • Break long paragraphs into short bullet lists.

  2. Use AI to Improve Readability

    • Highlight sections that feel messy or repetitive.
    • Ask ClickUp AI to “make this more concise” or “improve readability.”
    • Accept or adjust the suggested edits as needed.

  3. Check for Accuracy

    • Confirm names, decisions, figures, and deadlines.
    • Remove any confidential details that should not be shared broadly.

Step 7: Share and Reuse ClickUp Meeting Notes

Once your AI-generated notes are ready, share them with stakeholders and reuse them for future sessions.

  1. Share the Doc with Relevant Stakeholders

    • Adjust sharing permissions to allow viewing or commenting.
    • Send the Doc link to attendees immediately after the meeting.

  2. Attach Notes to Related Tasks and Projects

    • Link the meeting Doc to project tasks or milestones.
    • Reference the summary and decisions in status updates.

  3. Reuse the Structure for Recurring Meetings

    • Turn your Doc into a template if you have not already.
    • For recurring meetings, duplicate the template and let ClickUp AI populate summaries and action items each time.

Best Practices for AI Note Taking in ClickUp

To get consistent results from your ClickUp AI note taker, follow these practical tips.

Give ClickUp Clear Context

  • Include meeting type, date, and objective at the top of every Doc.
  • Mention whether you want decisions, risks, or action items emphasized.
  • Point out any specific stakeholders or teams to highlight.

Use Consistent Prompts in ClickUp

Standardize your prompts so your team gets predictable output from the AI assistant.

  • “Summarize this meeting in 5 bullet points.”
  • “List decisions, owners, and due dates.”
  • “Create follow-up email text for attendees.”

Review AI Output Before Sharing

  • Scan for missing context or misattributed comments.
  • Correct sensitive information and ensure the tone matches your audience.
  • Update any placeholder dates or names inserted by the AI.

Where to Learn More About ClickUp AI Note Takers

For deeper insights into how automated AI note takers compare and where the ClickUp solution fits, review the original guide on the ClickUp blog at this page about automated AI note takers.

If you want expert help implementing AI workflows and optimizing your ClickUp setup for productivity and search visibility, consider working with a specialist partner such as Consultevo.

By following these steps, you can use ClickUp as a powerful AI note taker that captures discussions, summarizes outcomes, and turns every meeting into organized, actionable work.

Need Help With ClickUp?

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

Get Help

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