How to Use ClickUp for AI Meeting Notes

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How to Use ClickUp for AI-Powered Meeting Notes

ClickUp is more than a task manager; it can become your central hub for AI-powered meeting notes, action items, and project documentation. This how-to guide walks you step-by-step through setting up a simple, scalable workflow inspired by popular note taker tools so your team never loses an important decision again.

Using a structured workspace, custom fields, and AI features, you can replace fragmented note apps with one connected system that keeps your meeting summaries directly tied to tasks and projects.

Why Use ClickUp for Meeting Notes

Before setting things up, it helps to understand why building your process in ClickUp is so powerful compared to standalone note apps.

  • All notes live alongside your tasks and projects.
  • AI summarization speeds up documentation.
  • Comments and assignments keep owners and deadlines clear.
  • Views and filters make it easy to find past meetings.

This workflow is modeled after modern AI note takers described in tools like tl;dv and similar platforms in the original review at this in-depth guide, but rebuilt directly inside your workspace.

Step 1: Create a ClickUp Space for Meetings

Start by creating a dedicated Space so all meeting-related docs and tasks stay together.

  1. Open ClickUp and click the button to add a new Space.

  2. Name it something like Meetings & Notes or Client Meetings.

  3. Choose the default features you need: Docs, Tasks, and any integrations your team uses.

  4. Set privacy and sharing so all relevant teammates can access the Space.

Centralizing meetings in one Space keeps your structure consistent as your library of notes grows.

Step 2: Build a ClickUp Folder for Each Team or Client

Within your new Space, organize meetings by team, project, or client using Folders.

  1. Create a Folder for each department (e.g., Product, Sales, Marketing) or client account.

  2. Inside each Folder, you will later add Lists for recurring meeting types.

  3. Share specific Folders only with the people who need access to those conversations.

This layer of structure in ClickUp keeps your meeting notes easy to navigate, even for large organizations.

Step 3: Add ClickUp Lists for Meeting Types

Lists represent ongoing streams of meetings, such as weekly syncs or customer calls.

  1. Inside each Folder, create Lists like:

    • Weekly Team Sync
    • Customer Discovery Calls
    • Project Standups
    • Retrospectives

  2. Use clear naming so it is obvious which List holds which set of notes.

  3. Optionally, add a List specifically for One-Off Meetings that do not recur.

By using Lists in ClickUp this way, you create a consistent home for every type of conversation.

Step 4: Create a Meeting Notes Template in ClickUp

To keep every session structured, build a reusable template using tasks and descriptions or Docs.

  1. From any List, create a new task named Meeting Notes Template.

  2. In the task description, create headings such as:

    • Meeting title and date
    • Attendees
    • Agenda
    • Key discussion points
    • Decisions made
    • Action items
    • Follow-ups and next meeting

  3. Save this task as a template so it can be reused.

You can also create a ClickUp Doc template if you prefer long-form notes, then link that Doc to a task for tracking.

Step 5: Configure Custom Fields in ClickUp

Custom Fields make your notes easier to filter and report on.

  1. Open any List used for meeting notes and add fields such as:

    • Meeting Type (dropdown: Internal, Client, Sales, Support)
    • Recording Link (URL)
    • Meeting Owner (assignee field, if available)
    • Next Meeting Date (date field)

  2. Apply these fields to your Meeting Notes Template so they show for every new task.

  3. Use filters on these fields to find specific calls, such as all client meetings with recordings.

Using Custom Fields this way lets ClickUp act like a searchable database for all of your meeting history.

Step 6: Capture Raw Notes and Recordings in ClickUp

During a call, you can combine AI recordings and manual notes.

  1. Create a new meeting task from your template before the call starts.

  2. If you use an external AI meeting assistant or recorder, paste the recording or transcript link into the Recording Link field.

  3. Take brief live notes in the task description or linked Doc under the appropriate headings.

  4. Mention attendees in comments so they are notified of important updates.

By storing recordings and notes together in ClickUp, everyone knows exactly where to look after the meeting ends.

Step 7: Use ClickUp AI to Summarize Meetings

If your plan includes AI features, you can speed up the summarization process.

  1. Paste the transcript or long-form notes into the task description or Doc.

  2. Highlight the text you want to summarize.

  3. Use the AI tools in ClickUp (where available) to generate:

    • Short summaries
    • Key decisions
    • Bullet-point action items

  4. Edit the AI output for clarity and accuracy and save it under the appropriate sections.

This reduces the time it takes to turn raw transcripts into concise summaries similar to what specialized note taker tools provide.

Step 8: Turn Meeting Notes into Actionable ClickUp Tasks

Notes only matter if they lead to action. Turn every decision into a tracked task.

  1. Review the Action items section of your notes.

  2. For each action, create a new task or subtask directly from the meeting task.

  3. Assign each item to an owner, set a due date, and add any necessary checklists.

  4. Link tasks back to the original meeting note using relationships, so people can see the context.

Using ClickUp this way connects discussions to execution, so nothing falls through the cracks.

Step 9: Share and Collaborate on Meeting Notes in ClickUp

Collaboration features keep everyone aligned.

  1. Share the meeting task or Doc with all attendees.

  2. Ask participants to confirm decisions by adding comments or reactions.

  3. Use @mentions to request clarifications or additional details.

  4. Pin important notes or Docs in the relevant List or Folder.

This collaborative layer differentiates ClickUp from simple recording tools by making it easy to refine and agree on shared outcomes.

Step 10: Create Reusable ClickUp Views for Meetings

Finally, set up views that make it easy to revisit past calls and plan next steps.

  1. Add a Table View to see all meeting tasks with fields like date, owner, and meeting type.

  2. Create a Calendar View filtered only to meeting tasks.

  3. Use filters to show:

    • Client meetings from the last 30 days
    • Meetings with unresolved action items
    • Upcoming meetings without agendas

  4. Save these filtered views and share them with the team.

With these views set up, ClickUp becomes a living knowledge base of everything that has been discussed and decided across your organization.

Next Steps: Enhance Your ClickUp Meeting System

Once your basic workflow is running smoothly, you can iterate on it by:

  • Connecting your calendar tool to automatically create meeting tasks.
  • Embedding external recording tools in tasks or Docs.
  • Expanding Custom Fields for rating call quality or tagging topics.
  • Building dashboards that show meeting volume, follow-up completion, and trends.

For additional optimization ideas, you can explore workflow and automation strategies from specialists at Consultevo, then implement them inside your workspace.

By following these steps, you turn ClickUp into a complete system for capturing AI-assisted meeting notes, organizing them by project or client, and ensuring every insight leads to concrete action.

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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