ClickUp: How to Run Better Video Meetings

ClickUp can be the central hub that keeps your video meetings organized, documented, and connected to real work, even when you use other tools for audio and video calls. Instead of jumping between disconnected apps, you can turn discussions into tasks, notes, and follow-ups in one place.

This step-by-step guide shows you how to manage meetings with popular Zoom alternatives while keeping everything aligned inside ClickUp.

Why Connect Video Meetings With ClickUp

Most teams rely on multiple tools to collaborate remotely. The original comparison of Zoom alternatives at ClickUp's Zoom alternatives guide highlights how different apps excel at webinars, internal calls, or online courses. ClickUp complements these tools by providing structure for planning, tracking, and improving meetings.

When you connect your video workflow with ClickUp, you can:

• Plan agendas and share documents before calls
• Capture decisions and assign owners during the meeting
• Track follow-up work after the meeting ends
• Report on outcomes and reduce meeting overload

Choose the Right Zoom Alternative for ClickUp Workflows

Before building your process, decide which meeting platform fits your team. The source overview compares many options, including tools focused on webinars, online classrooms, team collaboration, and secure calls.

Use these quick guidelines to choose the best fit to pair with ClickUp:

• For large webinars: Choose platforms that support big audiences, Q&A, and recording.
• For remote teams: Pick tools with stable video, screen sharing, and breakout rooms.
• For education or training: Select apps with whiteboards, chat, and file sharing.
• For sales and client calls: Look for calendar integration and simple guest access.

Once you select a primary meeting app, you can build a repeatable ClickUp workflow around it.

Set Up a ClickUp Space for Meetings

Creating a dedicated structure in ClickUp keeps every meeting, note, and action item easy to find. Use this simple hierarchy.

Create a ClickUp Space for Collaboration

1. Create a new Space named something like Meetings & Collaboration.
2. Define high-level Folders, for example:
   • Team Meetings
   • Client Meetings
   • Webinars & Events
   • Workshops & Training
3. Inside each folder, create Lists for specific recurring series, such as:
   • Weekly Sprint Review
   • Monthly All-Hands
   • Customer Demos

This structure turns ClickUp into a searchable, long-term record of all your calls, even if you change video platforms later.

Build a Reusable ClickUp Meeting Template

Use a meeting task template to keep every session consistent.

1. In a meeting List, create a new task called Meeting Template.
2. Add custom fields for key information, for example:
   • Date and time
   • Host
   • Video link
   • Type of meeting (standup, review, client call)
3. Use the task description for a structured agenda with sections like:
   • Purpose
   • Agenda items
   • Decisions
   • Action items
4. Convert this task into a Template in ClickUp so you can reuse it for each new session.

Plan Video Meetings in ClickUp

Once your structure is ready, plan meetings directly from within ClickUp so the video link, context, and preparation work stay connected.

Step 1: Schedule the Meeting

1. Create a new task from your meeting template for each upcoming call.
2. Set the due date and time to the exact meeting time so it appears in the Calendar view.
3. Add relevant assignees or watchers so everyone gets notified.

Step 2: Add Your Video Meeting Link

When you schedule a call in your chosen Zoom alternative, copy the invite link and place it in ClickUp:

1. Paste the video URL into the custom field Video link.
2. Also add it at the top of the description so participants can join quickly.
3. Include dial-in details or passcodes if your platform requires them.

Step 3: Prepare the Agenda in ClickUp

A clear agenda keeps your call focused and short.

• List each agenda item as a bullet or checklist in the meeting task.
• Mention team members under each topic so they know what to prepare.
• Attach relevant documents, slides, or spreadsheets directly to the task.

Share the task link in your calendar invite so guests can review the agenda in advance.

Run Live Meetings With ClickUp Open

During the call, keep the meeting task open in ClickUp so you can capture everything in real time.

Step 4: Take Notes and Capture Decisions

Use the task description or a dedicated subtask for notes.

• Record key discussion points under each agenda item.
• Summarize any decisions, including owners and due dates.
• Paste important links shared in the chat so they are not lost.

If your meeting platform supports recording, add the recording link to the same task when it becomes available.

Step 5: Turn Talking Points Into Tasks

One of the biggest benefits of ClickUp is turning chaotic conversations into actionable work.

1. For each action item, create a subtask under the meeting task.
2. Assign the right owner and set a clear due date.
3. Add short, specific descriptions so expectations are obvious.
4. Tag related projects or Lists if the work spans multiple areas.

This ensures nothing from your meeting is forgotten once everyone leaves the call.

Follow Up After the Meeting With ClickUp

After the call ends, use ClickUp to keep everyone aligned on next steps and outcomes.

Step 6: Share the Recap

Within a few hours of the meeting, send a quick recap powered by your ClickUp notes.

• Copy a brief summary of the purpose and main decisions.
• List the key action items with owners and deadlines.
• Include links to any documents and the meeting recording.

You can share this directly from ClickUp by commenting in the meeting task and @mentioning the attendees.

Step 7: Track Progress on Action Items

Use ClickUp views and features to monitor follow-through:

• List view: Review all meeting tasks and subtasks by due date.
• Board view: Move follow-ups from To do to In progress to Done.
• Dashboards: Build simple widgets that show overdue meeting actions or workload per person.

As the work completes, update the status of each subtask so the meeting task becomes a complete record of what happened and what was delivered.

Optimize Your Process Using ClickUp

Once your team has run several calls with this method, review what is working and what needs improvement.

• Adjust your meeting template based on recurring patterns.
• Trim or combine standing meetings that rarely generate action items.
• Add new custom fields if you need to track more information.
• Create automation rules in ClickUp to reduce manual work, such as auto-assigning tasks or setting default due dates.

If you want expert help refining your workflows and documentation, you can also explore consulting and implementation resources at Consultevo.

Bring Your Video Stack Together With ClickUp

Your team may switch from one Zoom alternative to another over time, but a solid meeting process in ClickUp will stay with you. By centralizing agendas, notes, recordings, and follow-up work in a single workspace, you turn every call into measurable outcomes instead of isolated conversations.

Use the structure above to create your own repeatable system, adapt it to your preferred video tool, and let ClickUp handle the organization, accountability, and visibility behind every meeting.

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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