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Automate Zoom + ClickUp with GAIA

Post Zoom meeting action items to ClickUp tasks automatically

Zoom meetings produce action items, but those commitments only move work forward if they're captured in the project management tool your team actually uses. For teams on ClickUp, that means someone has to manually translate meeting notes into tasks — a step that often gets deprioritized.

GAIA eliminates that step by parsing Zoom meeting summaries and creating ClickUp tasks automatically. Each action item gets the right assignee, due date, and list placement so your ClickUp workspace reflects every commitment made on the call.

4 things you can automate

Everything GAIA can do when Zoom and ClickUp are connected.

Create ClickUp tasks from Zoom meeting action items

GAIA processes the Zoom meeting summary and creates a ClickUp task for each action item. Assignees and due dates from the meeting are applied, and a link to the Zoom recording is attached.

Post meeting summaries to ClickUp docs

After a Zoom call, GAIA creates a ClickUp Doc with the full meeting summary, attendee list, and decisions. Teams have a searchable record of every meeting in the same tool they use for tasks.

Route action items to the right ClickUp list

GAIA maps action items to ClickUp lists based on keywords or assignees in the meeting notes. Engineering tasks go to the dev list; marketing tasks go to the campaigns list automatically.

Update ClickUp task status based on Zoom follow-up calls

When a follow-up Zoom call closes out an open ClickUp task, GAIA marks it complete and posts a note with the call summary. Task history stays connected to the conversations that drove it.

How to set it up

Connect Zoom and ClickUp to GAIA in three steps.

1
Connect Zoom and ClickUp to GAIA
Authorize GAIA with your Zoom account and ClickUp workspace. Map Zoom meeting series to the ClickUp spaces, folders, and lists where tasks should be created.
2
Configure task creation and routing rules
Define how GAIA infers assignees, due dates, and priority from meeting context. Set keyword-based routing rules to place tasks in the correct ClickUp list automatically.
3
GAIA turns every Zoom call into ClickUp tasks
After each Zoom meeting, GAIA creates tasks in ClickUp with full context. Your team leaves every call with a complete, tracked to-do list ready to execute.

Frequently Asked Questions

Yes. You can configure separate ClickUp space and list mappings for each recurring Zoom meeting or meeting type. Each meeting series routes to its own ClickUp destination.

Yes. If an action item in the meeting summary has sub-steps, GAIA can create a parent task with subtasks. You can enable or disable subtask creation in GAIA's ClickUp settings.

If no action items are found, GAIA creates a summary-only ClickUp Doc rather than tasks. You receive a notification so you can manually add tasks if the meeting contained implicit commitments.

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4 things you can automate

Everything GAIA can do when Zoom and ClickUp are connected.

Create ClickUp tasks from Zoom meeting action items

GAIA processes the Zoom meeting summary and creates a ClickUp task for each action item. Assignees and due dates from the meeting are applied, and a link to the Zoom recording is attached.