How to Run Meetings in ClickUp
Using ClickUp to capture meeting minutes gives your team a single organized place to plan agendas, take notes, assign action items, and track decisions in real time. This step-by-step guide shows you exactly how to set up a simple, reusable workflow so every meeting is documented and nothing falls through the cracks.
Why Use ClickUp for Meeting Minutes
Instead of scattered notes in emails, docs, and chat messages, you can centralize everything in one workspace. Meeting notes become living records that tie directly to tasks, sprints, and projects.
Based on the capabilities described in the ClickUp meeting minutes overview, the platform helps you:
- Standardize agendas and formats with templates
- Collaborate in real time with shared docs
- Assign clear owners and due dates to action items
- Track progress in boards, lists, and dashboards
- Search decisions and discussions in one place
Prepare Your Workspace in ClickUp
Before you start capturing minutes, set up a simple structure so everyone knows where to find agendas and notes.
Create a Space for Meetings in ClickUp
- Log in and create a new Space dedicated to meetings (for example, “Team Meetings”).
- Add a Folder inside the Space for each team or project: “Product Meetings,” “Sales Meetings,” “Leadership Meetings,” and so on.
- Within each Folder, create a List named “Meeting Minutes” where all recurring notes and tasks will live.
This structure lets you scale easily as more teams and processes adopt ClickUp for their meetings.
Set Up User Roles and Permissions in ClickUp
To keep your minutes organized and secure, configure access correctly:
- Give meeting organizers edit access to Lists and Docs.
- Allow attendees to comment, suggest edits, and complete tasks.
- Restrict sensitive leadership or HR meetings to specific members.
Clear permissions ensure that anyone who needs to read or update minutes in ClickUp can do so without compromising private information.
Build a Meeting Minutes Template in ClickUp
Templates save time and keep every meeting consistent. You only need to build the structure once, then reuse it for weekly or monthly sessions.
Create a Meeting Minutes Doc Template
- Open your Meetings Space and create a new Doc.
- Name it “Standard Meeting Minutes Template.”
- Add sections such as:
- Meeting Title and Date
- Attendees and Roles
- Objectives
- Agenda Items
- Discussion Notes
- Decisions Made
- Action Items and Owners
- Next Meeting Details
- Format headings with consistent styles so they are easy to scan.
- Save the Doc as a template within ClickUp so any team can reuse it.
Whenever you schedule a new session, simply create a Doc from this template so your ClickUp meeting minutes look the same every time.
Add Task Templates for Action Items in ClickUp
To avoid forgetting follow-ups, link the Doc to actionable tasks.
- In the same List where your minutes live, create a new task named “Meeting Action Item Template.”
- Add custom fields such as Priority, Department, and Meeting Date.
- Configure checklists for “Next Steps” if needed.
- Save the task as a template and name it clearly for future use.
Now, every time you record decisions in ClickUp, you can spin up consistent tasks in seconds.
Run the Meeting and Capture Notes in ClickUp
Once your structure and templates are ready, use them during live meetings to keep everything aligned.
Set the Agenda in ClickUp Before the Meeting
- Create a new Doc from your meeting minutes template.
- Fill in the meeting title, objectives, and time box for each agenda item.
- Tag relevant tasks or projects that will be discussed.
- Share the Doc link with attendees ahead of time so they can propose topics.
Preparing inside ClickUp helps everyone arrive knowing what will be discussed and what decisions you expect to make.
Take Live Notes in ClickUp Docs
During the meeting, use collaborative editing to keep notes tidy and structured:
- Assign one person as the note taker, but allow others to add clarifications or links.
- Capture key points under each agenda item instead of full transcripts.
- Highlight or bold final decisions so they stand out.
- Use comments to capture side discussions without cluttering the main narrative.
Because Docs are integrated into your workspace, everyone sees updates instantly in ClickUp.
Create Action Items and Assign Owners in ClickUp
- While discussing next steps, create tasks directly from the Doc or from the List in another browser tab.
- Use your action item task template so fields and checklists are consistent.
- Assign each task to the correct owner with a realistic due date.
- Link each task back to the meeting Doc in the description or via relationships.
This workflow keeps tasks and notes tightly connected in ClickUp, making follow-up much easier.
Organize and Track Meeting Minutes in ClickUp
Once meetings are over, the real work begins. Your system should make it easy to review past discussions and track open items.
Use Views to Track Meeting Tasks in ClickUp
Configure different views in your Meeting Minutes List to stay on top of commitments:
- List view: See all action items sorted by due date.
- Board view: Move tasks through stages such as To Do, In Progress, Blocked, and Done.
- Calendar view: Visualize tasks across weeks and months to avoid overload.
These views let you filter by assignee, priority, or status directly within ClickUp, so each team can run focused reviews.
Link Recurring Meetings in ClickUp
- Create a recurring task for your weekly or monthly meeting.
- Attach the latest meeting minutes Doc to the task.
- Include links to previous minutes so patterns and long-running topics are easy to spot.
- Add a checklist to the recurring task for preparation steps such as sending the agenda and confirming attendees.
With this approach, every instance of a recurring meeting is traceable in ClickUp, along with its history of decisions.
Share and Distribute Minutes from ClickUp
After the meeting, you need to make sure everyone receives the summary and knows what they own.
Share Meeting Docs in ClickUp
Use share controls to distribute minutes without copying and pasting:
- Share Docs with your workspace members so they can comment and react.
- Generate public links when you need to share notes with external stakeholders.
- Restrict edit rights to the facilitator while letting others propose changes via comments.
This keeps a single source of truth and avoids outdated duplicates outside ClickUp.
Notify Stakeholders of Action Items in ClickUp
- Mention owners in task comments to call attention to new assignments.
- Use notifications and automations to alert people when due dates are approaching.
- Summarize major decisions in a short comment on the Doc and tag key leaders.
Because everything stays inside ClickUp, stakeholders can click directly from a summary into the related tasks and documentation.
Improve Your Meeting Process with ClickUp
Once your system is running, regularly review how it performs and refine it.
- Adjust your template if sections are rarely used or missing.
- Add custom fields you frequently need for reporting.
- Create dashboards to visualize meeting workload, completion rates, and overdue items.
- Use goals and targets to track long-term commitments made in recurring meetings.
Over time, you will build a searchable library of decisions, agendas, and outcomes in ClickUp that supports better cross-team collaboration.
Next Steps
To deepen your skills, review the official guidance on meeting notes and templates from the ClickUp meeting minutes resource. If you need broader productivity or implementation consulting beyond this how-to, you can also explore specialized support from agencies such as Consultevo.
By standardizing your templates, linking notes to tasks, and using focused views, you can turn every meeting captured in ClickUp into clear, trackable outcomes for 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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