How to Use ClickUp for AI Zoom Note Taking

ClickUp helps you turn chaotic Zoom calls into clear, shareable notes so your team can focus on the conversation instead of scrambling to write everything down.

This step-by-step how-to guide walks you through using AI note takers with your video meetings and then organizing the results in a single ClickUp workspace.

Why Use ClickUp With AI Zoom Note Takers

AI note takers can automatically record, transcribe, and summarize Zoom meetings, but the real power appears when you organize those outputs inside ClickUp. Instead of having scattered transcripts and documents, you can centralize everything in one place and link action items to real work.

Based on the tools reviewed in the Zoom AI note taker comparison, the workflow below will help you get the most from any assistant you connect to your calls.

Plan Your Meetings in ClickUp

Before you start recording and capturing AI notes, set up a clear structure for your meetings inside ClickUp. This makes it easier to attach notes, tasks, and follow-ups afterward.

Create a Meeting Space in ClickUp

1. Create a new Space dedicated to meetings, such as “Team Meetings” or “Client Calls.”

2. Inside that Space, add a Folder for recurring sessions like “Weekly Standups,” “Project Reviews,” or “Customer Demos.”

3. Create separate Lists for each meeting type, time slot, or client account so your notes remain organized and easy to search.

Set Up Meeting Templates in ClickUp

Templates ensure every Zoom call follows a consistent structure and that AI-generated notes have a clear place to live.

1. Create a new task and name it with your meeting format, such as “Weekly Product Sync.”

2. Add custom fields for details like meeting date, host, attendees, Zoom link, and recording URL.

3. In the task description, build an agenda outline, including sections like:

   • Objectives

   • Discussion topics

   • Decisions

   • Action items

4. Save this task as a template so you can reuse it for every future Zoom session.

Connect Your AI Note Taker to Zoom

Use your preferred AI meeting assistant to record and summarize calls. The source comparison page explains that most of these tools follow a similar setup process.

Authorize the AI Note Taker

1. Sign up for your chosen AI note taker tool.

2. Connect it to your Zoom account through the tool’s integration or marketplace app.

3. Grant permissions so the assistant can join meetings, access audio, and create transcripts.

Configure Recording and Summaries

To make the results easier to manage in ClickUp, adjust basic settings in your AI note taker:

• Choose whether the assistant joins all calls automatically or only those you invite it to.

• Enable call recording, transcription, and AI summaries for each Zoom meeting.

• Turn on key features such as speaker identification, chapters, decisions, and action item extraction.

Capture Zoom Notes and Import Them to ClickUp

Once your assistant is configured, you can start using ClickUp to store and organize meeting outputs.

Run Your Zoom Meeting

1. Schedule your Zoom call and include the AI note taker bot as an invitee if needed.

2. Use your ClickUp agenda template to guide the discussion.

3. Confirm the AI bot has joined, is recording, and is generating notes in the background.

Collect AI Summaries and Transcripts

After the meeting, your AI tool usually sends an email or dashboard link containing:

• Full transcript

• Short and long summaries

• Highlights, decisions, and risks

• Lists of action items and owners

Copy or export this information so you can move it into ClickUp.

Organize AI Meeting Notes in ClickUp

Centralizing your AI outputs in ClickUp ensures nothing gets lost and all insights are directly linked to work.

Create a Meeting Task in ClickUp

1. Open the correct List in your meetings Space.

2. Use your meeting template to create a new task for the Zoom call you just completed.

3. Fill in custom fields with the date, attendees, and the link to the Zoom recording and AI notes.

Add Summaries, Decisions, and Links

Inside the meeting task, structure your imported notes clearly:

• Paste the high-level AI summary at the top of the description.

• Add a section for decisions and copy over each decision from the AI output.

• Add another section for risks or open questions.

• Paste the full transcript below these sections or attach it as a file if it is very long.

Turn AI Zoom Notes Into Action in ClickUp

The most important part of this workflow is turning AI insights into work items your team can track and complete.

Create Tasks From Action Items

1. Review the AI-generated list of action items and owners.

2. For each item, create a new task or subtask in the appropriate List or project.

3. Assign each task to the right person, add due dates, and apply priorities or tags.

4. Link the new tasks back to the original meeting note task using relationships or task links.

Use ClickUp Views to Track Follow-Ups

Once action items are converted into tasks, you can monitor them with views:

• Board view to visualize status across “To Do,” “In Progress,” and “Done.”

• List view to sort follow-ups by assignee, due date, or priority.

• Calendar view to see deadlines that came out of specific Zoom meetings.

Improve Collaboration With ClickUp Docs

For recurring discussions, you can expand beyond tasks and use Docs to build a knowledge base from Zoom notes.

Build a Meeting Notes Doc Hub

1. Create a new Doc for a team, project, or client.

2. Add a section for each recurring Zoom meeting, embedding links to the related tasks.

3. Paste cleaned-up AI summaries and key insights into each section.

4. Use comments and assigned comments in the Doc to clarify details or ask for updates.

Best Practices for Using ClickUp With AI Note Takers

To keep your setup efficient and your workspace tidy, follow these guidelines:

• Use consistent naming for meeting tasks so they are easy to search by date, team, or topic.

• Agree on a standard structure for notes: summary, decisions, action items, and transcript.

• Review AI-generated notes quickly after each Zoom call to correct names, dates, or sensitive content.

• Regularly archive old transcripts while keeping summaries and decisions visible in ClickUp.

Scale Your Process With Consulting and Training

If you need help designing a full workflow that connects AI assistants, Zoom, and project management, you can work with specialists who streamline these systems for teams.

For example, Consultevo helps organizations implement AI-driven meeting processes and configure workspaces so that ClickUp becomes the central hub for decisions and execution.

Next Steps

By combining AI Zoom note takers with a structured workflow in ClickUp, you can capture every important detail, convert insights into tasks, and keep your team aligned across projects.

Use the steps above to design your Space, connect your AI assistant, and consistently turn Zoom conversations into organized, actionable work.