How to Use ClickUp for AI Meeting Notes

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How to Use ClickUp for AI-Powered Meeting Notes

ClickUp makes it simple to capture clear, organized meeting notes with the help of built-in AI, so your team can focus on the conversation instead of scrambling to write everything down.

This step-by-step guide walks you through setting up AI meeting notes, using templates, and turning messy conversations into structured, actionable summaries.

Why Use ClickUp for Meeting Notes?

Traditional note-taking tools often leave you with scattered documents and no clear follow-up. Using an AI-enabled workspace solves this by centralizing meeting details in one place and connecting them to tasks, deadlines, and owners.

With AI meeting notes you can:

  • Capture key decisions and action items in real time
  • Generate clean summaries from rough notes
  • Standardize meeting formats with reusable templates
  • Share notes instantly with attendees and stakeholders

Step 1: Create a Workspace for Meeting Notes in ClickUp

Start by organizing where your meetings will live so notes are easy to find later.

  1. Create or open a dedicated Space for meetings (for example, “Team Meetings” or “Client Reviews”).

  2. Add a Folder for recurring sessions, such as “Weekly Standups” or “Project Kickoffs.”

  3. Inside that Folder, create one List per team, project, or meeting type.

Structuring your workspace first ensures every note is attached to the right team and project.

Step 2: Add a ClickUp Doc for Each Meeting

Docs act as your central place to capture and store notes.

  1. Open the relevant List for your meeting.

  2. Create a new Doc and name it with the date and meeting title.

  3. Share the Doc with attendees so they can follow along or contribute.

Using one Doc per session keeps everything clear and lets you quickly search past discussions.

Step 3: Use a ClickUp Meeting Notes Template

Templates help you standardize how every meeting runs, making it easier to compare outcomes and track follow-up work.

A basic meeting notes template might include sections like:

  • Meeting details: date, time, attendees, owner, and goal
  • Agenda: topics and time boxes
  • Discussion notes: bullet points under each agenda item
  • Decisions: what was agreed and why
  • Action items: owners and due dates

To reuse a structure, save your Doc as a template so each new meeting starts with the same format.

Step 4: Turn On AI in ClickUp Docs

To get the most from AI meeting notes, enable the built-in assistant directly inside Docs.

  1. Open the meeting Doc you just created.

  2. Access the AI assistant from the Doc toolbar or within the text editor.

  3. Confirm that AI is enabled for your Workspace according to your plan and permissions.

Once activated, the AI assistant can summarize, rewrite, expand, or extract information from your raw notes.

Step 5: Capture Raw Notes During the Meeting

As the meeting runs, focus on capturing concise, structured bullet points rather than perfect sentences.

Use these tips:

  • Type short, direct bullets for each agenda item
  • Mark important comments with labels like “Decision:” or “Action:”
  • Tag people where possible so owners are already visible
  • Separate sections clearly so AI can recognize the structure

Do not worry about grammar or formatting; the AI assistant can clean this up later.

Step 6: Use ClickUp AI to Summarize the Meeting

After you have a page of rough notes, turn them into a polished summary with a prompt tailored to meeting work.

  1. Select the text you want summarized in the Doc.

  2. Open the AI assistant and choose a relevant writing or summarization tool.

  3. Ask the assistant to produce a structured recap, such as:

    • Key decisions
    • Major discussion points
    • Risks or open questions
    • Next steps and owners

In a few seconds you will have a clean summary that is easier to scan and share.

Step 7: Extract Action Items with ClickUp AI

Turning talk into tasks is where an AI-powered workspace shows its full value.

  1. Highlight the notes section where action items appear.

  2. Use the assistant to extract tasks or to rewrite them as clear, actionable statements.

  3. Convert these bullets into tasks inside your List, assigning owners and due dates.

This reduces the chance of follow-up work slipping through the cracks after the meeting ends.

Step 8: Share and Reuse Meeting Notes

Once your meeting summary is ready, distribute and reuse it to keep everyone on the same page.

  • Share the Doc link in your communication tools or calendar event
  • Attach the Doc to related tasks or projects
  • Copy or adapt the template for the next session

Over time, your workspace becomes a searchable knowledge base of decisions and outcomes.

Best Practices for AI Meeting Notes in ClickUp

Keep Your ClickUp Templates Consistent

Use the same agenda and section structure across recurring meetings so the assistant can recognize patterns and perform better summarization.

Use Clear Labels in Your Notes

Mark items with consistent tags like “Decision,” “Action,” or “Risk” to help the AI find and group related information quickly.

Review Every AI Summary Before Sharing

Always scan the generated text to confirm:

  • Key decisions are accurate
  • Action items have correct owners
  • Dates and numbers are not misinterpreted

A quick review ensures your notes remain trustworthy.

Learn More About Using ClickUp AI for Meetings

For a deeper walkthrough of meeting note workflows, including examples and screenshots, review the original guide on how to use AI for meeting notes.

If you want help implementing a full productivity and documentation system around your workspace, you can also work with optimization specialists like Consultevo to design meeting workflows, templates, and automation.

Start Improving Your Meetings with ClickUp

By combining structured Docs with AI, you can capture every important detail from your meetings, summarize it in minutes, and convert decisions into actionable tasks.

Set up a dedicated meeting Space, build a repeatable template, enable AI in Docs, and let your assistant handle the heavy lifting so your team can stay focused on outcomes rather than manual note-taking.

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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