How to Use ClickUp With Fireflies.ai Meeting Notes

ClickUp can become a powerful meeting command center when you connect it with Fireflies.ai to capture, organize, and act on AI-generated meeting notes.

This how-to guide walks you step by step through using Fireflies.ai with your workspace so your conversations automatically turn into trackable tasks, comments, and documentation.

What You Need Before Integrating ClickUp and Fireflies.ai

Before you start, make sure you have the right accounts and permissions in place so the setup goes smoothly.

• An active Fireflies.ai account (free or paid)
• Access to your calendar (Google Calendar, Outlook, or similar)
• A workspace where you can connect apps
• Permission to authorize Fireflies.ai to access your work management tool

Once you have these basics ready, you can begin connecting your meeting assistant to your workspace.

How to Connect Fireflies.ai to ClickUp

The first major step is authorizing Fireflies.ai to access your workspace so it can push transcripts, summaries, and action items into your tasks.

Step 1: Open Fireflies.ai Integrations

1. Sign in to your Fireflies.ai account.
2. Go to the Integrations or Apps section from the main navigation.
3. Search the list of available integrations for your work management tool.

This integrations area is where you control how Fireflies.ai sends information into other systems and keeps everything in sync.

Step 2: Select the ClickUp Integration

1. Locate the option to connect with your workspace tool.
2. Click the integration card to open the setup screen.
3. Review the permissions Fireflies.ai will request, such as creating or updating tasks, adding comments, or attaching files.

These permissions let Fireflies.ai automatically drop meeting recaps, highlights, and action items right where your team works.

Step 3: Authorize Fireflies.ai to Access ClickUp

1. Click the button to Connect or Authorize the integration.
2. When redirected, sign in to your workspace account if prompted.
3. Confirm the requested permissions to finalize the connection.

After you approve access, Fireflies.ai is officially linked to your workspace and ready to start logging meeting insights into your projects.

How to Route Fireflies.ai Notes Into ClickUp Tasks

With the integration live, you can define where and how Fireflies.ai stores your meeting content so that the right teammates see it in the right place.

Step 4: Choose the Workspace and Space

1. Return to the integration settings inside Fireflies.ai.
2. Select the correct workspace if you belong to multiple workspaces.
3. Pick the Space, Folder, or List where you want meeting notes and tasks to appear.

Choosing a dedicated Space for recorded calls keeps your documentation organized and easy to search later.

Step 5: Configure How Meeting Data Appears in ClickUp

Next, customize what Fireflies.ai sends into your workspace so you see just the right level of detail.

• Decide whether each meeting should create a new task or update an existing task.
• Choose to include the full transcript, AI-generated summary, and key highlights.
• Toggle whether to send action items as checklist items or subtasks.
• Specify default task statuses, assignees, or tags for meeting-related work.

Thoughtful configuration prevents clutter and ensures that only relevant items land in your project views.

How to Capture Meetings With Fireflies.ai

Once the integration with your workspace is configured, you can start capturing meetings and using AI to turn conversations into structured work.

Step 6: Invite Fireflies.ai to Your Meetings

1. Connect your calendar inside Fireflies.ai if you have not already.
2. Turn on automatic joining for events that match rules you specify (such as specific titles or meeting organizers).
3. Alternatively, manually invite the Fireflies.ai bot to a call whenever you want it to record and transcribe.

When the bot joins, it records audio, generates a transcript, and prepares an AI summary that can flow into your workspace.

Step 7: Let Fireflies.ai Process the Meeting

1. After the meeting ends, wait for Fireflies.ai to complete transcription and analysis.
2. Review the AI summary, discussion topics, and identified action items inside Fireflies.ai.
3. Confirm that the content matches your expectations and make manual edits if needed.

This review step helps ensure that only accurate, high-quality notes are pushed into your workspace and attached to tasks.

How to Use ClickUp to Act on AI Meeting Notes

With your calls processed, you can leverage your workspace to transform those insights into concrete progress.

Step 8: Find the Tasks Created From Fireflies.ai

1. Open the Space, Folder, or List you chose earlier in your workspace.
2. Look for tasks named after your meeting title or created at the time your call ended.
3. Open a task to see the Fireflies.ai content attached or included in the description and comments.

Inside each task you should see the transcript link, meeting summary, and any checklists or subtasks created from action items.

Step 9: Organize and Prioritize Meeting Action Items

Now, use the productivity features of your workspace to manage next steps from each call.

• Assign owners to each action item or subtask.
• Set due dates and priorities based on urgency.
• Add custom fields to track follow-up requirements, meeting types, or client details.
• Move tasks through your workflow statuses as work progresses.

This turns every meeting from a static conversation into a live, trackable workflow.

Step 10: Collaborate on Meeting Notes Inside ClickUp

Collaborative features make it easy for everyone to stay aligned on what was discussed and what comes next.

• Use task comments to discuss key decisions.
• Mention teammates when you need their input or approval.
• Attach related documents, proposals, or spreadsheets for full context.
• Pin important comments or links to the top of the task for quick reference.

Because all notes and discussions are centralized, your team no longer has to hunt through email threads or scattered documents.

Best Practices for Using ClickUp With Fireflies.ai

To get consistent value from the integration, follow a few practical habits.

• Create a standard naming convention for meeting-related tasks.
• Use templates for recurring meeting types so tasks auto-populate with the right structure.
• Regularly audit the Space that stores meeting tasks and archive items that are complete.
• Encourage team members to skim AI summaries instead of full transcripts for faster reviews.

These practices keep your workspace streamlined while still preserving a complete history of your calls.

When to Consider Fireflies.ai Paid Plans

The original guide compares multiple Fireflies.ai pricing tiers, from free options to advanced business plans.

While the free tier is useful for testing basic transcription and simple workflows, you may want to explore paid plans if you:

• Run a high volume of client or internal calls each week.
• Need longer meeting recording limits and more storage.
• Want advanced AI features like deeper topic analysis and search.
• Have a larger team that needs shared access to recordings and notes.

Different pricing tiers also unlock richer integrations and management features, which can improve how you use your workspace to manage meeting outcomes.

For a detailed breakdown of the costs, features, and value at each level, review the full pricing comparison on the official guide at this Fireflies.ai pricing article.

Next Steps: Optimize Your ClickUp and AI Stack

Once you have Fireflies.ai and your workspace connected, you can further optimize your workflows with automation, templates, and additional integrations.

• Use automation rules to move or tag tasks created from meeting notes.
• Create views dedicated to meeting follow-ups so nothing falls through the cracks.
• Layer on additional apps for CRM, support, or analytics as needed.

If you want expert help designing scalable, AI-enhanced workflows across your tools, you can explore consulting resources such as Consultevo for strategy and implementation guidance.

By combining the organizational power of your workspace with Fireflies.ai, your team can turn every conversation into clear, actionable work, reduce manual note-taking, and keep all meeting outcomes in one centralized system.

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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