Run Team Meetings in ClickUp

Using ClickUp to plan, run, and follow up on team meetings keeps agendas, notes, and action items organized in one shared workspace. This guide walks you through setting up a repeatable meeting system from the original ClickUp help documentation.

Why manage meetings in ClickUp

When your team runs meetings inside ClickUp, everyone sees the same information in real time. Agendas, decisions, and follow-up work stay connected to tasks, Docs, and comments instead of being scattered across tools.

Benefits include:

• Clear agendas so attendees know what to prepare.
• Shared notes that stay linked to related work.
• Action items turned into tasks during the meeting.
• Easy tracking of who is responsible for each follow-up.
• Historical record of decisions made in past meetings.

Choose a ClickUp location for meeting work

Before you start, decide where your recurring meetings will live in ClickUp. Using a consistent structure makes future meetings easy to find and copy.

Common setup options:

• Workspace-wide meeting Space: One Space dedicated to company-wide or cross-functional meetings.
• Team or department Space: Each department has its own meeting Folder and Lists.
• Project-based meetings: Meeting tasks live inside the project where the related work is tracked.

Within your chosen Space or Folder, create separate Lists to organize different types of meetings, such as:

• Weekly team sync
• 1:1 meetings
• Leadership or stakeholder meetings
• Project standups or retrospectives

Create a ClickUp task for each meeting

Every meeting should have its own task in ClickUp. This task becomes the hub for the date, agenda, notes, and follow-up work.

Steps to create the meeting task in ClickUp

1. Create a new task in the appropriate List.
2. Name it with the meeting title and date, for example: Weekly Marketing Sync – Feb 10.
3. Add the meeting date and time using the task start and due date fields.
4. Assign the task to the meeting owner or facilitator.
5. Add a description that includes the purpose of the meeting and any context attendees need.

You can also add a custom field to track the meeting type, status, or cadence if your plan includes custom fields.

Build a reusable ClickUp meeting agenda

A consistent agenda format helps your team move quickly. In ClickUp, you can store your agenda directly in the task or in a linked Doc.

Option 1: Use the task description in ClickUp

For simple meetings, keep the agenda in the task description:

1. Open the meeting task.
2. Use headings and bullet points to outline topics.
3. Add timeboxes or owners next to each agenda item.
4. Include a dedicated section for decisions and parking lot items.

Example structure:

• Updates and wins
• Metrics and blockers
• Priority topics
• Decisions and next steps

Option 2: Use a ClickUp Doc for rich agendas

For more complex meetings, attach a Doc to the task:

1. Open the meeting task.
2. Click to add or create a Doc.
3. Use headings, tables, and callouts to organize the agenda.
4. Mention teammates or link tasks directly in the Doc content.

Docs let you collaborate live during the meeting while keeping everything linked back to the meeting task in ClickUp.

Save your ClickUp meeting template

Once you have a format you like, turn it into a task template so you do not have to rebuild the structure every time:

1. Open your completed meeting task or a sample task.
2. Click the menu to save it as a template.
3. Choose which parts to include, such as description, subtasks, custom fields, and attachments.
4. Name the template clearly, for example: Weekly Team Meeting Template.

Next time you schedule a meeting, create a task from this template in ClickUp to instantly reuse your preferred layout.

Prepare the agenda before the meeting in ClickUp

Preparing ahead makes the live session smoother and more focused.

1. Review last meeting: Open the previous meeting task to check unresolved items.
2. Draft the agenda: Add proposed topics to the new meeting task or Doc.
3. Invite input: Ask teammates to add agenda items as comments or directly in the Doc.
4. Attach relevant work: Link related tasks, Docs, or views so everything is accessible during the meeting.

You can also set a reminder or due date in ClickUp so the owner remembers to finalize the agenda before the meeting.

Run your live meeting using ClickUp

During the meeting, keep the ClickUp task or Doc open so everyone can follow along.

Capture notes in ClickUp while you talk

Select one person to be scribe or let everyone co-edit the agenda Doc. As you move through topics:

• Record key points under each agenda item.
• Highlight decisions so they stand out.
• Note owners and timelines for any follow-up work.

Because notes live inside ClickUp, your team can easily find them later alongside the tasks they reference.

Create action items as tasks in ClickUp

When the team agrees on follow-up actions, convert them into tasks immediately:

1. From the meeting task or Doc, create new tasks for each action item.
2. Assign an owner and due date for every new task.
3. Use task relationships or comments to link them back to the meeting task.
4. Optionally add subtasks if a follow-up includes multiple steps.

This ensures that nothing discussed during the meeting is lost and every commitment is visible in ClickUp.

Follow up after the meeting in ClickUp

Once the meeting ends, use the same task to close the loop and share outcomes.

Summarize outcomes in ClickUp

Within the meeting task or Doc:

• Add a short summary at the top that captures the main decisions.
• List any open questions or risks.
• Mark completed topics so readers can scan quickly.

Update the task status to reflect the meeting state, for example: Scheduled, In Progress, or Completed, depending on how you organize statuses in ClickUp.

Share notes and next steps

Share the meeting task link with attendees and stakeholders so they can review notes and action items:

• @mention people in comments if specific follow-up is required.
• Use notifications so task owners know they have new responsibilities.
• Include the meeting task link in calendar invites or recap messages.

Because all information is centralized in ClickUp, people can revisit decisions and context without searching through email threads.

Use views to track meeting tasks in ClickUp

Once you hold several recurring meetings, customize views so you can track them efficiently.

• List view: See upcoming and past meeting tasks in date order.
• Calendar view: Visualize when meetings happen across the month or week.
• Board view: Organize meetings by status, such as planned, in progress, and done.
• Table view: Review custom fields like meeting type, owner, or priority.

Filters and groups help you focus on just your own meetings or a single team’s schedule inside ClickUp.

Refer to the original ClickUp documentation

This article is based on the official help center instructions. For the original step-by-step guide, visit the ClickUp team meetings help article.

Get more help optimizing ClickUp

If you want expert help designing meeting workflows, automation, or reporting around ClickUp, you can explore additional productivity and consulting resources at Consultevo.

With a clear structure, templates, and consistent follow-up, your team meetings in ClickUp can become predictable, actionable sessions that directly drive work forward.

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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