How to Capture Meeting Minutes in ClickUp

ClickUp gives you simple, repeatable ways to capture meeting minutes so your team never loses track of decisions, tasks, or next steps. This how-to guide walks you through building a clear system using templates, Docs, and tasks.

Below you will learn how to prepare for meetings, take structured notes, and turn discussions into action items, all within one organized workspace.

Step 1: Plan Your Meetings in ClickUp

Before you document minutes, set up a reliable structure for every meeting. This keeps agendas and notes consistent from week to week.

Create a Meeting List in ClickUp

Start by creating a dedicated List to store all meeting tasks and notes:

1. Create a Space for your team or department.
2. Add a Folder called “Meetings & Reviews” or similar.
3. Inside the Folder, create a List named “Team Meetings” or “Client Meetings.”

This lets you keep recurring meetings and one-off sessions in one place so notes are always easy to find.

Use a Meeting Minutes Task Template

Next, turn a single task into a reusable meeting minutes template:

1. Create a new task named “Meeting Minutes Template.”
2. In the task description, add key sections, for example:

• Meeting title and date
• Attendees
• Agenda
• Discussion notes
• Decisions
• Action items

3. Add custom fields if needed, such as Meeting Type, Priority, or Client.
4. Save it as a task template to reuse for future meetings.

This mirrors the structure from the original meeting minutes article while adapting it to a practical task-based workflow.

Step 2: Build a ClickUp Meeting Agenda

A clear agenda keeps meetings focused and makes your minutes effortless to capture.

Outline Agenda Topics in ClickUp

For each new meeting, create a task from your template and update the details:

1. Set the task name to the meeting title.
2. Change the due date to the meeting date and time.
3. Fill in the Agenda section before the meeting starts.

Common agenda sections include:

• Review of previous action items
• Updates from each team member
• New topics or issues
• Decisions needed
• Next steps and follow-ups

Sharing this agenda in advance helps attendees arrive prepared and keeps your minutes aligned with the planned structure.

Attach Files and Context

To keep everything in one place, attach relevant information directly to the meeting task:

• Upload slide decks or reports.
• Link to related tasks or Docs.
• Add links to tools or dashboards you will review.

When you start taking minutes, you will have all the context accessible in a single view.

Step 3: Take Live Meeting Minutes in ClickUp

During the meeting, record minutes in a structured format so it is easy to scan and follow afterward.

Capture Notes in the Task Description

Use the task description to record details in real time:

1. Update the attendees list.
2. Follow the agenda headings while you type notes.
3. Highlight key decisions under a separate section.

Short, concise bullet points make your minutes easier to review. Avoid long paragraphs and focus on clear facts, owners, and outcomes.

Convert Notes to Action Items

The most important part of meeting minutes is assigning and tracking action items. Inside ClickUp you can turn each follow-up into work that will not be forgotten:

1. For every decision or task, add a checklist item or a subtask.
2. Assign each item to an owner.
3. Set realistic due dates.

Action items might include:

• Sending a summary email to stakeholders
• Updating a project plan
• Creating a new task for a feature request
• Scheduling the next review meeting

Because they live in your workspace, these items appear in personal to-dos and team views, not just in static notes.

Step 4: Use ClickUp Docs for Long-Form Minutes

For recurring or complex meetings, you may want long-form minutes in addition to the task-level notes.

Create a Reusable Meeting Minutes Doc

You can create a Doc and pair it with your meeting tasks:

1. Create a new Doc in your Meetings Space.
2. Add a simple template with headings such as:

• Meeting information (date, time, attendees)
• Agenda
• Discussion
• Decisions made
• Action items and owners

3. Save the Doc as a template so you can spin up a new page for every session.

Then, link the Doc back to the meeting task to keep everything connected.

Collaborate on Minutes in Real Time

Docs support real-time collaboration, so multiple attendees can contribute to minutes during the call:

• Assign comments to clarify unclear points.
• Tag team members so they notice specific updates.
• Use headings and bullet lists to keep the content scannable.

After the meeting, your Doc becomes a permanent record of decisions, giving your team a reliable reference over time.

Step 5: Share and Store ClickUp Meeting Minutes

Once your minutes are complete, make sure they reach everyone who needs to stay informed.

Share Minutes With Stakeholders

There are several ways to share meeting minutes effectively:

• Share the task link with internal team members.
• Provide a read-only Doc link to external stakeholders, if allowed.
• Post a summary in your communication tool and link back to the source task or Doc.

Summaries should highlight the decisions made and assigned action items so people can skim quickly.

Organize a Meeting Minutes Archive

Over time, you will build a history of meeting notes. Keep them organized so you can find any decision later:

1. Use consistent task naming, such as “Weekly Marketing Meeting – YYYY-MM-DD.”
2. Apply tags like “client meeting,” “retrospective,” or “planning.”
3. Group tasks by List or Folder so similar meetings stay together.

This structure supports quick search and gives new team members an easy way to review past discussions.

Step 6: Improve Your Meeting Minutes Process

Once you have a basic workflow, refine it to match your team’s habits and the suggestions from the original meeting minutes resource.

Customize Templates for Different Meeting Types

Different types of meetings need different kinds of notes. Create variations of your templates for:

• One-on-one meetings
• Project kickoffs
• Sprint planning and retrospectives
• Client check-ins
• Executive reviews

Each template can have unique sections for goals, risks, metrics, or feedback, based on what you need to capture.

Review Minutes at the Start of Each Meeting

Use last session’s minutes to open the next meeting:

1. Scan previous decisions and confirm status.
2. Review overdue action items.
3. Update owners and deadlines as needed.

This loop keeps accountability high and ensures important topics do not get lost between sessions.

Additional Resources for Better Meeting Minutes

For more examples of structured note-taking approaches, explore the original guide on meeting minutes templates. It offers sample layouts and ideas you can adapt to your own workflows.

If you need help implementing a broader productivity or documentation system around your meetings, you can also consult resources like Consultevo for guidance and optimization strategies.

By combining clear templates, structured tasks, and collaborative Docs, your team can turn every meeting into a reliable source of decisions, accountability, and progress inside your workspace.

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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