How to Transcribe Audio in ClickUp
ClickUp users handle meetings, interviews, and brainstorming sessions every day, and turning that audio into clear text is essential for follow-ups, documentation, and collaboration. This guide walks you through a practical, step-by-step process to transcribe audio using AI tools inspired by the workflow outlined in the original ClickUp blog article on audio transcription with ChatGPT.
Why Use ClickUp for Audio Transcription Workflows
While transcription happens outside the core app, ClickUp provides the workspace to store recordings, notes, and transcripts in one organized system. You can centralize files, track tasks, and keep your team aligned around the content you capture in meetings or calls.
By combining AI tools for speech-to-text with ClickUp Docs and tasks, you can:
- Turn long discussions into searchable text
- Summarize key decisions and action items
- Share transcripts across teams and projects
- Build a knowledge base from recurring meetings
Step 1: Prepare Your Audio for ClickUp Workflows
Before generating a transcript, make sure your audio is in good shape. Clean source audio will dramatically improve AI transcription accuracy and reduce editing time.
Check and Clean Your Recording
Review the file you plan to use in your ClickUp workflow and verify:
- The recording format is common (MP3, WAV, M4A, or MP4 for video).
- Speakers are reasonably clear and not talking over each other constantly.
- Background noise is not overwhelming.
- Volume levels are consistent throughout.
If necessary, lightly edit or trim the file in your preferred audio editor to remove long silences or irrelevant segments before you continue.
Store the File Where You Can Reuse It
Decide where your audio will live long term:
- A cloud drive linked in a ClickUp task
- A shared folder referenced in a project doc
- A repository managed by your operations or enablement team
Keeping the file organized from the start makes it easier to revisit, re-transcribe, or create derivative content later.
Step 2: Choose an AI Speech-to-Text Tool for ClickUp Processes
The ClickUp blog explains that ChatGPT itself does not directly transcribe uploaded audio files. Instead, you use a dedicated speech-to-text tool and then bring the resulting text into your ClickUp workspace.
Popular options include:
- Native transcription inside meeting platforms (Zoom, Google Meet, Microsoft Teams)
- Standalone transcription apps and services
- AI tools that accept audio or video uploads and return text
Pick a tool that matches your budget, privacy needs, language support, and turnaround time. For repeatable workflows, document your chosen tool inside a ClickUp Doc so your team consistently follows the same process.
Step 3: Transcribe the Audio and Export the Text
Once your tool is selected, run the transcription and prepare the text for use with ClickUp and ChatGPT-style models.
Run the Transcription
- Upload or import your audio into the transcription tool.
- Select the correct language and speaker options, if available.
- Start the transcription process and wait for completion.
- Skim the result for major errors, such as badly misheard names or missing sections.
You do not need a perfect transcript yet, but you should ensure the content is complete and roughly accurate.
Export in a Format Friendly to ClickUp
Most tools allow you to export as:
- Plain text (.txt)
- Word document (.docx)
- Subtitle formats (such as .srt or .vtt)
For ClickUp, plain text or a simple document is usually best. Copy the result into your clipboard or download the file so you can paste it into a Doc or task description.
Step 4: Create a ClickUp Doc for the Transcript
The ClickUp blog highlights the importance of using AI models after you already have text. To keep everything organized, start by creating a dedicated Doc for each meeting or recording.
Set Up the Doc Structure
- Create a new Doc in the appropriate ClickUp Space or Folder.
- Name it clearly, such as “Client Demo – March 10 – Transcript”.
- Add simple headings like “Raw Transcript,” “Summary,” and “Action Items.”
This structure will allow you to keep the original text, AI-generated summaries, and follow-up notes together in one place.
Paste the Transcript into ClickUp
Under the “Raw Transcript” heading:
- Paste the full text from your transcription tool.
- Ensure paragraphs and timestamps (if any) are readable.
- Save the Doc and link it to the relevant task or project.
Now your audio has become searchable text inside ClickUp, ready for further processing.
Step 5: Use AI to Summarize and Refine Inside ClickUp Workflows
Once the transcript is in place, you can use ChatGPT-style models to enhance it, following the approach demonstrated in the ClickUp blog article.
Craft Effective Prompts from ClickUp Docs
Copy sections of your transcript from ClickUp into your AI tool and use prompts such as:
- “Summarize the main decisions and outcomes from this meeting.”
- “List all action items with owners and due dates if mentioned.”
- “Turn this discussion into a customer-facing recap email.”
- “Extract a bullet list of key risks and dependencies.”
Paste the AI output back into the “Summary” or “Action Items” sections of your ClickUp Doc to keep everything centralized.
Refine Language and Structure
Use AI prompts to improve clarity and readability:
- Ask for shorter paragraphs and clear bullet points.
- Request a version written for executives or for technical teams.
- Generate alternative titles for the ClickUp Doc to match internal standards.
This approach lets you maintain a polished, shareable record without rewriting the entire transcript by hand.
Step 6: Turn Transcripts into Actionable ClickUp Tasks
Transcription only delivers value when it leads to action. Transform insights from the transcript into structured work items in ClickUp.
Create Tasks from Meeting Outcomes
- Review the “Action Items” section of your ClickUp Doc.
- For each item, create a task or subtask with a clear title.
- Assign an owner, due date, and priority.
- Link the task back to the original Doc for full context.
You can also create task checklists summarizing follow-ups, making it easy for team members to see what is expected at a glance.
Use Custom Fields and Views
To manage transcription-derived tasks at scale in ClickUp, consider:
- Custom Fields for meeting type, client, or topic.
- Views filtering tasks created from transcripts.
- Dashboards tracking completion of follow-ups from key meetings.
This makes it simple to measure how efficiently your team is acting on the information captured during calls and sessions.
Best Practices for Reliable Transcripts in ClickUp
To keep your ClickUp-based transcription workflow efficient and accurate, follow a few ongoing best practices.
Improve Audio Quality at the Source
- Use good microphones and quiet rooms.
- Ask speakers to talk one at a time when possible.
- Record locally or with stable internet connections.
Better audio means fewer corrections later.
Standardize Your ClickUp Documentation Pattern
Create templates in ClickUp Docs for recurring meeting types, such as:
- Weekly team syncs
- Sales discovery calls
- Customer onboarding sessions
Each template can include sections for transcript, summary, and next steps so your team follows the same structure every time.
Learn More and Extend Your Workflow
To explore the original reasoning behind this process and see how AI fits into the picture, review the full discussion in the source article about using ChatGPT with transcription workflows. For strategic help designing scalable documentation and AI-driven processes alongside your ClickUp environment, you can consult experts at Consultevo.
By combining AI transcription tools with structured Docs, tasks, and templates, ClickUp becomes a central hub for turning spoken conversations into organized, actionable knowledge across your entire organization.
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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