How to Use ClickUp AI Meeting Notes

ClickUp offers powerful AI features that listen to conversations, capture details, and turn them into organized notes you can use right away. This how-to guide walks you through setting up AI note-taking, using it during calls and meetings, and turning your transcripts into clear, shareable action plans.

The steps below are based on the capabilities showcased in the product walkthrough and blog article at this ClickUp AI notes page.

Why Use ClickUp for AI Meeting Notes

Before jumping into the setup, it helps to understand what AI-driven notes can do for your workflow.

• Capture every detail from calls, meetings, and presentations
• Summarize long discussions into short bullet points
• Highlight decisions, blockers, and next steps automatically
• Create tasks directly from your notes
• Share clear summaries with teammates in seconds

By using ClickUp as a single hub for AI notes, your transcripts, summaries, and tasks stay together in one place instead of scattered across different tools.

Getting Started With ClickUp AI Notes

The core workflow starts with capturing the conversation, processing it with AI, and then using the results to move work forward. Follow these steps to get set up.

Step 1: Prepare Your Workspace in ClickUp

To keep AI notes organized, create a simple structure inside your workspace.

1. Create a Space dedicated to meetings or client work.

2. Inside that Space, add a Folder called something like “Meeting Notes” or “Call Summaries”.

3. Create Lists for different teams, projects, or clients.

4. Use Docs or tasks inside those Lists to store the AI-generated notes.

This basic setup makes it easier to find and reuse your AI transcripts later.

Step 2: Capture Conversations for ClickUp AI

ClickUp AI works best when it has a complete, clear record of your meeting. You can feed the AI with:

• Recorded customer calls
• Team meetings and standups
• Project kickoff discussions
• Sales demos and discovery calls

Make sure you have consent to record and that your recording tool produces a usable audio or text file. Then, store or link those recordings and transcripts in your workspace so they are ready for AI processing.

Step 3: Open the AI Notes Experience in ClickUp

Once your workspace is organized and your recordings are ready, you can begin using AI to create structured notes.

1. Open the Space, Folder, or List where you want to keep your notes.

2. Create a new Doc or open an existing one used for meeting documentation.

3. Access the AI tools from within the Doc or relevant area in ClickUp, depending on your plan and feature availability.

4. Choose an option to summarize or process existing content, such as a transcript pasted into the Doc.

This sets the stage for transforming raw conversations into clean notes.

How ClickUp AI Turns Transcripts Into Notes

With your conversation content ready, you can now generate clear, usable notes in just a few steps.

Step 4: Add or Paste the Transcript

AI performance depends on the quality of the text you provide. To prepare your transcript:

1. Paste the full transcript from your call or meeting into a Doc or note field.

2. Make sure speaker labels, if available, are kept in place to help the AI track who said what.

3. Remove any obviously irrelevant text you do not want summarized.

Once the transcript is in place, you are ready to run the AI note-taking process inside ClickUp.

Step 5: Generate a Summary With ClickUp AI

The AI features are designed to extract the most important parts of the discussion.

1. Highlight the transcript or position your cursor in the Doc, depending on the AI option available.

2. Trigger the AI assistant from the toolbar or menu.

3. Select a command or prompt dedicated to summarizing content, meeting notes, or action items.

4. Wait a few moments for the AI to produce a structured output.

The AI will typically generate:

• A brief summary or recap
• Key topics covered
• Important decisions made
• Open questions and risks

You can then refine or extend these outputs as needed directly within ClickUp.

Step 6: Highlight Decisions, Action Items, and Risks

To turn your notes into a plan, focus on extracting clear follow-ups.

1. Use AI to specifically pull out action items by prompting it to list tasks, owners, and due dates where possible.

2. Ask the AI to identify decisions made during the call and add them under a “Decisions” heading.

3. Request a list of blockers or risks discussed so the team can address them proactively.

4. Organize the results in separate sections in your Doc or task description.

This structure makes it easy to quickly scan what matters most after each meeting.

Turning ClickUp Notes Into Tasks and Projects

Once AI has created a clear record of the meeting, the next step is acting on it.

Step 7: Convert AI Notes Into Tasks

Inside ClickUp, you can take the items identified by AI and turn them into executable work.

1. Review the action item list produced by AI.

2. Highlight each action item and use ClickUp options to convert it into a task or subtask.

3. Assign the task to the right team member.

4. Add due dates, priorities, and custom fields as needed.

5. Link these tasks back to the original meeting Doc for easy reference.

This closes the loop between the conversation and the work that follows.

Step 8: Organize Notes Across Projects in ClickUp

As you create more AI-generated notes, keep them easy to find.

• Create a standard naming convention, such as “Client – Date – Meeting Type”.
• Tag each Doc or task with project names, client labels, or team tags.
• Use folders and lists to separate internal meetings from client calls.
• Pin important Docs so your team can access them quickly.

Over time, this structure builds a searchable, AI-powered knowledge base inside ClickUp.

Sharing and Collaborating on ClickUp AI Notes

Clear notes are only useful when everyone who needs them can see them and contribute.

Step 9: Share Summaries With Stakeholders

Use the built-in sharing and collaboration features to keep people aligned.

1. Share the meeting Doc or task with relevant teammates.

2. Use comments to highlight critical decisions or open questions.

3. Mention stakeholders directly so they are notified.

4. Export or copy the AI-generated summary into email or chat when needed.

This avoids manually rewriting notes in multiple tools and keeps ClickUp as the single source of truth.

Step 10: Iterate and Improve Your AI Prompts

The more you refine how you use AI inside ClickUp, the better your results will be.

• Experiment with prompts like “summarize for an executive update” or “list only technical blockers”.
• Adjust your transcript formatting so speakers and sections are clear.
• Create a reusable prompt template for recurring meetings.
• Review AI outputs with your team and refine your approach over time.

This ongoing improvement ensures your AI notes stay relevant and actionable.

Next Steps With ClickUp and AI

Using AI meeting notes is just one way to streamline your workflow. You can connect these notes directly to goals, dashboards, and automations inside ClickUp to build a complete productivity system.

If you need help implementing a full workspace strategy around AI notes, consider working with productivity and systems specialists such as Consultevo, who focus on building efficient, scalable setups.

For more detail about how AI listening and note-taking work inside the platform, explore the official overview and examples on the ClickUp AI notes blog. Combine these capabilities with a clear workspace structure, and you will have reliable, searchable, and actionable notes after every conversation.

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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