How to Use ClickUp AI Notetaker for Meetings

ClickUp makes it simple to capture, organize, and summarize meeting notes so your team never loses important decisions, ideas, or next steps again.

This step-by-step guide walks you through setting up the AI Notetaker, running it during live calls, and turning your notes into clear action items.

What You Need Before Using ClickUp AI Notetaker

Before you start recording meetings, make sure your workspace and account are ready to use the AI Notetaker features.

• An active ClickUp workspace with permission to create tasks and docs
• Access to ClickUp AI features (according to your plan and settings)
• A supported meeting platform where you can invite guests via link

If you are unsure whether your workspace supports these options, check your plan details or contact your workspace admin.

How to Enable ClickUp AI Notetaker

Once your workspace is ready, turn on the AI Notetaker so it can join and capture your calls.

1. Sign in to your ClickUp account using your usual login method.

2. Open your workspace settings from your avatar or sidebar navigation.

3. Locate the AI or integrations area where meeting tools and automations are managed.

4. Review available AI Notetaker options and make sure they are toggled on for your workspace or specific spaces.

5. Confirm any permissions required so the AI Notetaker can access meetings via invite links.

After enabling the feature, you can begin scheduling sessions and inviting the AI Notetaker as a guest to your calls.

How to Invite ClickUp AI Notetaker to a Meeting

The main workflow is inviting the notetaker to your meeting just like a regular participant.

1. Create a new calendar event or meeting in your preferred video platform.

2. Copy the meeting link or invitation details from your meeting provider.

3. Open ClickUp and go to the area where you manage meetings, tasks, or docs related to that session.

4. Paste the meeting link into the appropriate field to invite the AI Notetaker, or select an option to have ClickUp join automatically.

5. Save your settings so the notetaker is added as a participant when the meeting starts.

When the call begins, the AI Notetaker will join, record the conversation, and begin generating structured notes for you.

Running a Call with ClickUp AI Notetaker

During a live session, you can guide the tool so it captures the most useful information for your team.

Best Practices for Using ClickUp During Meetings

• Start with a clear agenda in a ClickUp doc or task description.

• Label sections such as goals, decisions, risks, and action items so the AI can summarize more accurately.

• Call out key decisions and next steps verbally so they are picked up in the transcript and summary.

• Keep one person responsible for checking that the AI Notetaker is present and recording.

These simple habits help the system produce clean, useful results that are easy to review later.

What ClickUp AI Notetaker Captures

Based on the capabilities highlighted on the ClickUp AI Notetaker overview, you can expect it to capture:

• Key discussion points and themes
• Decisions made during the meeting
• Questions that need follow-up
• Suggested action items with owners and due dates where possible

This information is then turned into a structured summary you can store, edit, and share inside your workspace.

How to Access and Review ClickUp Meeting Notes

After the call ends, you will receive automatically generated notes that you can refine and share.

1. Open ClickUp and navigate to your Meetings, Docs, or tasks section associated with the event.

2. Locate the entry that corresponds to your completed meeting.

3. Open the AI-generated notes or doc created for that specific call.

4. Skim the summary at the top for a quick overview of the conversation.

5. Scroll through the detailed sections to confirm accuracy and add manual edits where needed.

Once the notes are reviewed, you can link them to tasks, projects, or documentation pages so the information remains accessible.

Turning ClickUp Meeting Notes into Action Items

The main value of the AI Notetaker is converting conversations into clearly tracked work.

Creating Tasks from ClickUp Notes

Use the generated summary and action items section to quickly create tasks:

1. Highlight an action item in the ClickUp doc or transcript.

2. Use the built-in option to create a task directly from the highlighted text if available.

3. Assign an owner, due date, and priority for that new task.

4. Attach the original meeting notes to the task so context is always available.

Repeat this process for each significant follow-up, so nothing is forgotten after the call.

Organizing ClickUp Notes Across Projects

To keep your workspace tidy and searchable, organize notes using:

• Folders or spaces by team, client, or project

• Tags to mark recurring meeting types, such as weekly sync or client review

• Relationships between docs and tasks so you can move from notes to work items in a single click

Structured organization makes it easier to find previous discussions when you need to reference them later.

Improving Meeting Quality with ClickUp AI

Beyond simple capture and transcription, using AI during your calls can improve the way your team collaborates.

• Shorter meetings because you do not need to pause for manual note-taking.

• Better alignment since everyone shares the same written record of decisions.

• Faster onboarding for new teammates through access to past meeting summaries.

• Clearer accountability by turning every decision into a documented action item.

When everyone trusts that discussions are recorded accurately, they can focus more on problem-solving and decision-making.

Tips for Managing Privacy and Compliance in ClickUp

Any time you record and summarize calls, it is important to address privacy and compliance expectations.

• Always inform participants that a notetaker is joining and that the call may be recorded or transcribed.

• Follow company policies for storing and sharing meeting notes inside your ClickUp workspace.

• Limit access to sensitive docs using permissions and roles.

• Regularly review retention settings to remove outdated or unnecessary information.

These practices help keep your documentation aligned with legal and organizational requirements.

Next Steps for Mastering ClickUp AI Notetaker

Once you are comfortable inviting the AI Notetaker, reviewing summaries, and creating follow-up tasks, you can explore more advanced workflows.

• Build meeting templates with predefined sections for agenda, notes, and decisions.

• Set up automations that trigger when a meeting doc is created, such as notifying attendees or creating draft tasks.

• Standardize naming conventions so all meetings related to a client or project are grouped logically.

To further improve your overall work management and documentation processes, you can also learn additional strategies from specialized resources like Consultevo, which focuses on optimizing digital workflows and tools.

By combining thoughtful meeting habits with the AI Notetaker features in ClickUp, your team can reduce manual note-taking, maintain accurate records, and move from discussion to execution with far less friction.

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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