How to Use ClickUp to Run Better Online Meetings

ClickUp can’t replace a video conferencing tool on its own, but it can become the operating hub for every online meeting you run. By pairing ClickUp with a virtual meeting platform like the ones listed in the Join.me alternatives guide, you keep agendas, notes, and action items organized in a single place.

This step-by-step tutorial walks you through setting up a reusable meeting system so your team always knows what to prepare, what was decided, and who owns each task.

Step 1: Map Your Meeting Workflow in ClickUp

Before you build anything, decide how meetings should flow from start to finish. ClickUp lets you mirror that process so your team follows the same structure every time.

Define your meeting types in ClickUp

Most teams run several recurring meeting types, such as:

• Weekly team check-ins
• Client status calls
• Project kickoffs
• Retrospectives or post-mortems

Create a list of these meeting types and how often each should occur. This will guide the spaces, folders, and lists you build inside ClickUp.

Decide what you track for each meeting

For every meeting type, define which details you want to capture, such as:

• Objective and agenda
• Attendees
• Video conferencing link
• Notes and decisions
• Action items with owners and due dates

Planning this first ensures ClickUp reflects what you truly need, rather than becoming cluttered with unused fields.

Step 2: Create a Dedicated ClickUp Space for Meetings

Next, centralize all meetings inside a single ClickUp space so everyone knows where to go.

1. Create a new Space and name it something like Meetings & Calls.

2. Add folders for each major category, for example:

   • Internal Team Meetings
   • Client Meetings
   • Project Ceremonies

3. Within each folder, create lists for specific recurring meetings (e.g., Weekly Marketing Sync, Product Demo Calls).

This structure keeps your ClickUp workspace tidy while still allowing you to filter and search across all meeting tasks.

Step 3: Build a Reusable ClickUp Meeting Template

To avoid reinventing the wheel every week, turn your ideal meeting format into a ClickUp task template.

Design the meeting task layout

Create a new task called something like Meeting Template – Standard and add sections to its description such as:

• Objective: Why we are meeting
• Agenda: Numbered discussion points
• Notes: Key points and decisions
• Action items: Bullet list that will become tasks or subtasks

Use ClickUp’s rich text formatting to make these sections easy to scan.

Add custom fields for meeting details

Custom fields help you organize, filter, and report on meetings. Useful options include:

• Date & Time: When the meeting occurs
• Meeting Link: URL for your video conferencing tool
• Meeting Type: Dropdown (e.g., Weekly Sync, Client Call, Retro)
• Status: Planned, In Progress, Completed

Attach these custom fields to the list or folder, then populate them in the template task so they appear every time it’s used.

Save the task as a ClickUp template

1. Open the template task you created.

2. Click the task menu and choose the option to save as a template.

3. Give the template a clear name (for example, Standard Meeting).

4. Choose what to include: description, custom fields, subtasks, and checklists.

Now, anyone can spin up a fully structured meeting task in ClickUp with just a few clicks.

Step 4: Connect ClickUp with Your Video Meeting Tool

While ClickUp organizes the work around meetings, you still need a conferencing platform for screen sharing and audio/video. The source article on Join.me alternatives highlights many options that integrate well with task management.

To streamline access to your calls:

• Paste the video meeting URL into the Meeting Link custom field.
• Add the same link at the top of the task description for quick access.
• Include the link in subtasks if breakout discussions are needed.

When the meeting starts, team members simply open the relevant ClickUp task and click the link.

Step 5: Use ClickUp to Prepare Agendas

Preparation is what separates productive meetings from time wasters. Use ClickUp to gather agenda topics before the call.

Collect discussion items as subtasks

1. For each agenda item, create a subtask with a clear title, such as Review Q3 metrics or Decide on campaign channels.

2. Assign an owner so it’s clear who will lead each part of the conversation.

3. Estimate time for each topic to keep the meeting on schedule.

During the meeting, work through these subtasks in order. This keeps the meeting structured and makes it easy to convert decisions into follow-up work.

Share the ClickUp meeting task before the call

Send a link to the ClickUp meeting task in your calendar invite or chat message. Ask participants to:

• Review the objectives and agenda.
• Add comments or additional topics as subtasks.
• Attach files or links they plan to present.

This ensures everyone arrives prepared and aligned.

Step 6: Capture Notes and Decisions in ClickUp

During the call, use the existing meeting task as your live note-taking hub.

• Update the Notes section with bullet points instead of long paragraphs.
• Highlight decisions using bold text or a dedicated “Decisions” list.
• Mention teammates with comments to get quick clarification or input.

Because everything lives in ClickUp, you avoid scattered notes across documents, chats, and emails.

Step 7: Turn Action Items into ClickUp Tasks

At the end of the meeting, review all action items and convert them into accountable work.

1. Create tasks or subtasks for each action item under the same meeting task or in the relevant project list.

2. Assign each item to an owner and set realistic due dates.

3. Apply priorities so the most urgent tasks stand out.

This step is crucial: it transforms what was discussed into tracked, visible work that can be followed through to completion in ClickUp.

Step 8: Report on Meetings Inside ClickUp

Over time, you can use ClickUp views and filters to understand how meetings impact your projects.

• Filter tasks by the Meeting Type custom field to see all related sessions.
• Use a Calendar view to visualize upcoming and past meetings.
• Create dashboards that pull in meeting tasks, action item completion, and workloads.

This helps you spot patterns, such as which meetings generate the most follow-up work or where bottlenecks occur.

Step 9: Improve Your System with ClickUp Automations

Once your basic workflow is running smoothly, add automations to reduce repetitive work.

• Auto-change a meeting’s status to Completed when all subtasks are done.
• Notify owners when they are assigned new action items after a meeting.
• Create recurring tasks from your meeting template for weekly or monthly sessions.

Thoughtful automations free your team to focus on the meeting content instead of manual admin.

Next Steps: Optimize Your ClickUp Setup

Using ClickUp as the backbone of your online meeting process keeps discussions, decisions, and tasks in one unified system. Pair it with a reliable conferencing tool and you get the best of both worlds: structured collaboration and smooth communication.

If you want expert help optimizing your workspace, workflows, and templates, you can explore consulting and implementation services at Consultevo. With a well-designed setup, ClickUp becomes the central command center for every meeting your team runs.

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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