How to Use ClickUp to Run Better Meetings

ClickUp can replace scattered meeting tools by giving your team one place to organize agendas, capture notes, and track action items from every conversation.

This step-by-step guide shows you how to turn your workspace into a streamlined hub for meetings, inspired by what people look for in Fellow alternatives such as agenda templates, clear action items, and async collaboration. By the end, you will have a reusable system you can roll out to your entire team.

Why Use ClickUp for Meeting Management?

Teams searching for alternatives to Fellow want more than simple note-taking. They need a full work hub where meetings connect directly to tasks, projects, and goals. That is exactly where ClickUp stands out.

• Centralizes meeting notes, tasks, and docs
• Links every action item to owners and due dates
• Supports async status updates when live meetings are not needed
• Scales from one-on-ones to company-wide reviews

The original comparison of Fellow app alternatives highlights how important it is to connect meetings with execution. You can build that connection directly inside your workspace with a few repeatable steps.

Step 1: Set Up a ClickUp Space for Meetings

Start by creating a dedicated area in ClickUp so meeting information is always easy to find and standardize.

Create a Meetings Space in ClickUp

1. Open your workspace sidebar.
2. Click + Space to add a new Space.
3. Name it something clear like Team Meetings or Leadership Meetings.
4. Choose your default views (List, Board, Calendar) and click Create.

This Space becomes the home for one-on-ones, weekly team syncs, project reviews, and cross-functional check-ins.

Organize Folders and Lists in ClickUp

Next, mirror the meeting structure your team already uses so adoption is easy.

• Create a Folder for each broad category of meetings, such as One-on-Ones, Team Meetings, and Client Reviews.
• Inside each Folder, add Lists for specific teams or topics, for example:

• One-on-Ones → Manager <> Direct Reports
• Team Meetings → Product Weekly, Marketing Weekly
• Client Reviews → Quarterly Business Review

Every meeting instance will become a task inside the relevant List in ClickUp, keeping everything searchable and neatly organized.

Step 2: Build a Reusable Meeting Template in ClickUp

Templates make your meeting system consistent and fast to use. Instead of starting from scratch each week, your team can spin up a structured agenda in a few clicks.

Create a Meeting Task Template in ClickUp

1. In the appropriate List, click New Task.
2. Name it Meeting Template (for example, Weekly Team Meeting Template).
3. Add standard fields and sections you want for every meeting.

Common elements to include in your ClickUp meeting template:

• Custom Fields for meeting type, owner, and importance
• Start and Due Dates to match the meeting time
• Assignees for the facilitator and note-taker
• Subtasks for preparation, running the call, and post-meeting follow-up

Design the Agenda and Notes Layout in ClickUp

Inside the task description, build a simple structure your team can follow every time.

Example layout you can paste into a ClickUp task description:

• 1. Objectives
  What must we achieve by the end of this meeting?
• 2. Agenda
  – Topic 1: Owner, timebox
  – Topic 2: Owner, timebox
  – Topic 3: Owner, timebox
• 3. Discussion Notes
  Use bullets for decisions, ideas, and open questions.
• 4. Decisions
  List final decisions clearly so they are easy to review later.
• 5. Action Items
  Create linked tasks in ClickUp for every follow-up.

When the layout is ready, convert the task to a template:

1. Open the task menu.
2. Select Save as Template.
3. Give it a clear name like Weekly Team Meeting.
4. Share it with the right users or teams.

Step 3: Run Live and Async Meetings in ClickUp

Once your structure is in place, you can use ClickUp to support both live calls and async check-ins, similar to what teams seek in alternatives to Fellow.

Schedule and Prepare Meetings with ClickUp

1. Create a new task from your meeting template for each upcoming session.
2. Set the date and time to match your calendar event.
3. Assign the facilitator and note-taker.
4. Invite attendees to add topics in the agenda section before the call.

Attach related docs, links, or files so all context is available inside one ClickUp task instead of spread across different tools.

Capture Notes and Decisions During the Meeting

During the call, keep the meeting task open in ClickUp and update it in real time.

• Type notes under each agenda item.
• Highlight key decisions in the Decisions section.
• Turn follow-ups into tasks directly from the meeting description.

After the meeting, share the task link with attendees so they can quickly review what was decided and what they own.

Use ClickUp for Async Status Meetings

Not every meeting needs to be live. Many teams that compare Fellow and similar tools want solid async routines. You can achieve this with recurring tasks or Docs.

• Create a recurring task called Weekly Async Update.
• Add a checklist or headings for each teammate.
• Ask team members to drop updates, blockers, and priorities before a set deadline.
• Only schedule a live meeting when async updates reveal issues that require deeper discussion.

Step 4: Track Action Items from Meetings in ClickUp

Meeting notes are only valuable when follow-ups actually happen. Connecting action items to your broader workspace keeps execution on track.

Create and Link Tasks from Meeting Notes

1. As you review the Action Items section, create new tasks for each follow-up.
2. Assign each task to an owner with a realistic due date.
3. Use tags like from-meeting or qbr-follow-up so they are easy to filter later.
4. Link the tasks back to the meeting task using relationships so context is always one click away.

Your team can then manage these items in any ClickUp view, including Lists, Boards, and Calendars.

Build Dashboards to Monitor Meeting Outcomes in ClickUp

To understand whether your meeting system is working, build a simple dashboard.

• Use a task list widget filtered by tag or custom field for meeting-related work.
• Track how many action items are overdue versus completed.
• Add charts for completion rate by owner or team.

This makes it clear whether your meetings are driving results or just generating more talk.

Step 5: Improve Your ClickUp Meeting System Over Time

As your team grows, refine your structure so it stays efficient and easy to use.

Gather Feedback on Your ClickUp Meeting Templates

• Ask meeting participants what parts of the agenda are most useful.
• Remove sections that nobody uses.
• Add prompts that help people prepare better, such as links to metrics or project dashboards.

Because every meeting template in ClickUp is editable, you can iterate without disrupting existing notes.

Align ClickUp Meetings with Company Goals

Make sure every recurring meeting connects directly to strategic work.

• Link meeting tasks to key projects, epics, or goals.
• Review goal progress as part of your standard agenda.
• Archive recurring meetings that no longer serve a clear purpose.

This approach turns your workspace into a true operating system instead of just another note tool.

Next Steps: Extend Your ClickUp Setup

Once your basic system for meetings is running smoothly, expand it with automations, forms for collecting agenda topics, and integrations with your calendar or chat tools.

If you want expert help building a scalable workspace, implementation specialists at Consultevo can assist with custom templates, workflows, and training so your team gets more value, faster.

By following these steps, you can confidently replace point solutions with a structured meeting framework inside ClickUp that keeps agendas, notes, decisions, and action items all in one place.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

Get Help

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