How to Use ClickUp for Productive Online Meetings

ClickUp helps you organize, document, and follow up on every meeting so your team never loses track of decisions, action items, or next steps.

This step-by-step guide shows you how to turn any online meeting into a structured, trackable workflow using built-in features inspired by the tools compared in the Google Meet alternatives overview.

Why Use ClickUp to Manage Online Meetings

Most video tools only handle live calls. ClickUp goes further by helping you:

• Prepare clear agendas before each call
• Capture notes and decisions in one place
• Assign owners and due dates on the spot
• Track follow-up work to completion
• Standardize recurring meeting formats with templates

Instead of hunting through chat logs or recordings, your meeting output lives in a structured workspace where everyone can find it.

Step 1: Plan Your Meetings in ClickUp

Start by creating a simple system to store all meeting-related items in ClickUp so your team knows exactly where to look.

Create a Space or Folder for Meetings in ClickUp

1. Create a new Space or Folder and name it something like “Team Meetings” or “Client Calls.”
2. Add separate Lists for recurring meeting types, such as:
   • Weekly Standups
   • Sprint Planning
   • Client Check-ins
   • Project Kickoffs
3. Choose a default view (List, Board, or Calendar) based on how you like to see upcoming sessions.

This structure keeps all your calls organized while allowing you to filter by project, team, or client.

Set Up Meeting Tasks in ClickUp

Next, create a task in ClickUp for each planned meeting.

1. Open the appropriate List and click to add a new task.
2. Name it using a consistent format, for example: “Client A – Weekly Check-in – Apr 15.”
3. Set the meeting date and start time using the task’s due date and time.
4. Add participants as assignees or watchers so they receive updates.

Each task now represents a single meeting, acting as the container for its agenda, notes, and action items.

Step 2: Build a Reusable Meeting Agenda in ClickUp

A clear agenda keeps your call focused. ClickUp lets you turn that agenda into a reusable template.

Use ClickUp Checklists for Agenda Topics

1. Open your meeting task.
2. Add a Checklist titled “Agenda.”
3. Create checklist items for each topic, such as:
   • Review last meeting’s action items
   • Project updates
   • Roadblocks and risks
   • Decisions needed today
   • Next steps and owners

During the call, you can check items off in real time to keep the meeting moving and visible to the whole team.

Create a Meeting Task Template in ClickUp

1. Open a well-structured meeting task with your preferred agenda and format.
2. Save it as a task template from the task menu.
3. Name the template clearly, like “Weekly Standup Template.”
4. Include fields such as:
   • Agenda checklist
   • Custom fields for meeting type or client
   • Default subtasks for follow-up steps

Next time you schedule a call, apply the template to create a ready-to-use meeting task in seconds.

Step 3: Capture Live Notes in ClickUp

Meeting value disappears if notes are scattered or lost. ClickUp gives you multiple ways to capture them in a shared, structured way.

Use ClickUp Docs for Meeting Notes

1. From your meeting task, attach or create a new Doc titled with the meeting name and date.
2. Add simple sections inside the Doc, such as:
   • Attendees
   • Agenda
   • Discussion Notes
   • Decisions
   • Action Items
3. Share the Doc so participants can collaborate in real time while the meeting runs.

Because the Doc is attached to the meeting task, anyone can find it later by searching in ClickUp.

Turn Notes Into Action Items in ClickUp

1. While taking notes in the Doc, highlight decisions or next steps.
2. Create tasks or subtasks directly from the Doc or inside the meeting task.
3. Assign each action item to an owner with a due date.
4. Tag tasks with a custom field like “From Meeting” so you can report on them later.

This ensures every decision or request captured during the call becomes trackable work inside ClickUp.

Step 4: Follow Up After Meetings Using ClickUp

After the call, use ClickUp to confirm what was decided and keep execution on track.

Share Summaries From ClickUp

1. Post a short summary as a comment on the meeting task or at the top of the linked Doc.
2. Include links to any newly created tasks or subtasks.
3. Mention key participants so they are notified automatically.

Because everything remains connected to the original meeting task, your team always has context for why a decision was made.

Track Meeting Action Items in ClickUp Views

1. Create a List or filtered view that shows all tasks tagged with your “From Meeting” label or custom field.
2. Use statuses to track progress from “Planned” to “In Progress” to “Done.”
3. Switch to a Calendar view to see when meeting-related work is due.

This makes it simple to answer questions like “Did we complete everything from last week’s call?” without digging through emails.

Advanced Tips for Managing Meetings in ClickUp

As your workflows mature, you can streamline more of your meeting operations inside ClickUp.

Automate Meeting Workflows in ClickUp

• Automatically create follow-up tasks when a meeting task moves to a specific status.
• Notify stakeholders when the meeting summary is posted.
• Apply different templates based on meeting type or client.

Automation reduces repetitive admin work and keeps your system consistent.

Use ClickUp With Other Tools

Although the call itself might happen in another app, ClickUp can act as the operational hub around those calls.

• Store the video conferencing link in a custom field or the task description.
• Paste recording URLs and transcripts into the meeting Doc after the call.
• Reference best-practice patterns from tools reviewed in the Google Meet alternatives comparison.

This setup lets you keep using your favorite calling platform while centralizing planning and follow-up in one workspace.

Improve Your Meeting System Beyond ClickUp

Once you have a working meeting process in ClickUp, you can refine it with help from workflow specialists or additional resources.

Consultants like Consultevo can help you design scalable processes, structure your Spaces, and align meeting tasks with broader project management practices.

By combining a solid meeting framework with the flexibility of ClickUp, your team can reduce wasted time, keep decisions visible, and ensure every call leads to concrete, trackable outcomes.

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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