Use ClickUp AI Notetaker for Meetings

The ClickUp AI Notetaker helps your workspace automatically join meetings, record audio, and capture searchable transcripts so your team can focus on the conversation instead of manual note-taking.

This step-by-step guide walks you through enabling the feature, inviting the bot to calls, managing recordings, and sharing notes with stakeholders.

What the ClickUp AI Notetaker Can Do

The AI Notetaker in ClickUp acts as an assistant that participates in your virtual meetings and keeps track of what is said.

• Joins scheduled meetings from supported calendar integrations.
• Records audio and generates transcripts.
• Captures meeting summaries and action items.
• Makes recordings available from related tasks or Docs.

Use it for regular team meetings, client calls, and project reviews where accurate notes are critical.

Requirements to Use ClickUp AI Notetaker

Before turning on the ClickUp AI Notetaker, make sure your workspace and personal account meet these conditions.

Workspace and plan requirements in ClickUp

• You must be using a plan that includes AI features.
• The AI Notetaker feature must be available in your region.
• Workspace owners or admins control access to AI.

User permissions in ClickUp

• You need permission to use AI features in your workspace.
• You must have access to the Space, Folder, List, or task where the notes will be saved.

If you are unsure which plan you are on or whether AI is enabled, contact your ClickUp workspace admin.

How to Enable the ClickUp AI Notetaker

Once the feature is available, follow these steps to turn it on for your user account.

1. Sign in to your ClickUp workspace.
2. Open your personal or profile settings.
3. Locate the section for AI or AI Notetaker.
4. Enable the AI Notetaker toggle if it is off.
5. Review any prompts about permissions or data usage and confirm.

After you enable the feature, you can start inviting the AI Notetaker to supported meetings.

Connect Calendars and Meeting Tools to ClickUp

For the AI Notetaker to automatically join calls, you need to connect your calendar and meeting tools to ClickUp.

1. Open your ClickUp settings.
2. Go to the Integrations or Calendar section.
3. Connect your calendar provider, such as Google Calendar or Microsoft Outlook.
4. Authorize ClickUp to read your events and meeting links.
5. Confirm that your video conferencing tools, such as Zoom or Google Meet, are supported.

After your calendar is connected, ClickUp can detect upcoming meetings and allow the AI Notetaker to join based on your choices.

Invite the ClickUp AI Notetaker to a Meeting

You can invite the AI Notetaker to a specific meeting so it can record the conversation and generate notes.

From a calendar event linked to ClickUp

1. Open the meeting event that is synced with your ClickUp workspace.
2. Confirm that it has a supported video conferencing link.
3. Look for the option to add the AI Notetaker to that event.
4. Turn on or enable the bot for that meeting.
5. Save the changes to the event.

The AI Notetaker will attempt to join when the meeting starts. Make sure participants are aware that recording and transcription will occur.

From a task or Doc in ClickUp

1. Open the task or Doc that is related to your upcoming meeting.
2. Locate the meeting or recording panel within the ClickUp interface.
3. Select the option to schedule or attach a meeting.
4. Turn on the AI Notetaker so it will join at the scheduled time.
5. Confirm and save your settings.

This approach keeps the resulting notes tied directly to relevant tasks or project documentation.

Join the Meeting with the AI Notetaker

When the scheduled time arrives, the AI Notetaker joins as an additional attendee.

• Admit the AI Notetaker from the meeting lobby if required.
• Confirm that participants consent to recording, based on your organization’s policies.
• Conduct the meeting as usual while the bot records audio and prepares notes.

If the AI Notetaker cannot join due to host controls or platform restrictions, you may see an error or notification in ClickUp.

Access Recordings and Notes in ClickUp

After the meeting ends, the AI Notetaker processes your recording and makes notes available in your workspace.

Find meeting notes from related tasks

1. Open the task that was linked to the meeting.
2. Look for the meeting or recording section inside the task view.
3. Click the recording or transcript entry to open it.
4. Review the audio, transcript, and any generated summary.

Use these notes to update task descriptions, comments, and subtasks so your team can act on decisions quickly.

Find recordings from the AI Notetaker hub

1. Navigate to the area in ClickUp where AI Notetaker sessions are listed.
2. Browse meetings by date, title, or related tasks.
3. Select a session to view or listen to the recording.
4. Filter or search transcripts for specific topics or keywords discussed in the meeting.

This makes it easier to revisit important discussions without scrubbing through entire recordings manually.

Edit and Share ClickUp AI Notetaker Outputs

Once the AI Notetaker has generated notes, you can refine and distribute them to your team.

Edit transcripts and summaries

• Open the transcript and read through key sections.
• Correct names, technical terms, or sensitive details.
• Highlight important decisions or add commentary for context.

Editing ensures your ClickUp records stay accurate and easy to understand later.

Share notes with your team

1. Use task assignment or watchers to notify relevant teammates.
2. Share the recording or transcript link with stakeholders.
3. Convert important outcomes into action items or subtasks.
4. Post summaries as comments so everyone can see next steps.

For advanced workflow and process design around meeting records, you can also consult resources from Consultevo to align your ClickUp setup with your operating model.

Control Privacy and Permissions in ClickUp

Because the AI Notetaker records audio and creates transcripts, you should configure access carefully.

• Limit who can enable or manage AI Notetaker sessions.
• Restrict access to sensitive meeting notes to specific Spaces or Lists.
• Follow your company compliance and data retention policies.

Review your workspace permissions regularly so only appropriate team members can open or share meeting recordings.

Troubleshoot the ClickUp AI Notetaker

If the AI Notetaker in ClickUp does not behave as expected, use these common checks.

• Confirm your calendar and conferencing integrations are still connected.
• Check if the meeting link is valid and supported.
• Verify the host or platform is not blocking bots or external participants.
• Ensure AI Notetaker is enabled in your personal settings.
• Look for alerts or messages inside the meeting record in your workspace.

For full technical details, supported tools, and the latest behavior of the AI Notetaker, review the official guide on the ClickUp Help Center: Use AI Notetaker to take notes and record meetings.

Make the Most of the ClickUp AI Notetaker

The AI Notetaker can significantly reduce the time you spend capturing and organizing meeting notes when used correctly.

• Enable it for recurring project and sprint meetings.
• Attach sessions to tasks to keep work and context together.
• Regularly review and clean up recordings to keep your ClickUp workspace organized.
• Share polished summaries with stakeholders who could not attend.

By incorporating the AI Notetaker into your daily workflows, your team can stay aligned, reduce miscommunication, and keep a reliable record of important decisions across your ClickUp projects.

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

“`