Allow for only a single meeting bot to join a call
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Ken Claassen
If many people from the same ClickUp Workspace join a single call then a single Notetaker should join on the behalf of that team vs multiple notetakers for each individual.
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Micah Vick
Alex Lashkov Here’s some feedback on the bot deduplication beta.
This was for an internal recurring meeting on Google Meet using the Shared/Workspace bot type.
The main thing I was wondering about/requesting is whether there could be a way for recurring meetings to remember the AI Notetaker setting across all future instances of the recurring meeting.
Right now, if I change the setting for one meeting instance, it only applies to that individual occurrence. So every week before our recurring internal meetings, I have to manually go into the planner view and change the setting again for that specific meeting.
I may just be overlooking a setting somewhere, but I could not find a way to apply the Shared/Workspace bot preference permanently to the recurring meeting series as a whole.
Operationally, this definitely feels like something that should persist automatically for recurring meetings instead of needing manual adjustment every time.
Other than that, the feature has been working great so far.
Alex Lashkov
Micah Vick: hey! You are not overlooking, it is not yet imlemented, but it is almost done - we will enable recurring meetings support soon. When toggled on a recurring meetings it will ask if you want to apply the Notetaker selection to the whole meeting series or just do it for the single meeting.
Jessica Brady
We are in desperate need of this. We have more notetakers than people in meetings. When working with customers we don't need 8 notetakers in the meeting. I'm getting the "YOU GUYS REALLY LOVE THAT NOTETAKER" when there is are multiple people in a meeting. It is also often confusing who is on the meeting and who isn't when its a large meeting. One is plenty- but if you ask everyone to turn it off, it doesn't work on a recurring basis, it is manual to turn off each meeting and then someone is left having to share the notes. Love the feature, but it is lacking majorly in these areas.
Alex Lashkov
Jessica Brady we are close to the beta here. How big is your workspace in terms of the users using notetaker?
Jessica Brady
Hi Alex Lashkov Not positive, I don't see that I have access to see who is set up. Let's say between 20-30 that use the Notetaker. Another 10 or so to be added in the next couple weeks.
Vitor Soller
Alex Lashkov Hello, Alex! Is there a forms to apply to beta for this functionality? We hope to use this soon!
Alex Lashkov
Vitor Soller: we will start with some Business+ workspaces for the closed beta first. If you are on Biz+ or higher, I can easily include you right in the first wave!
Vitor Soller
Alex Lashkov Hey, so happy to hear about it!
Yes, we are. How can we apply, please?
Alex Lashkov
Vitor Soller just email me with your ws email at alashkov@clickup.com and I will make sure you are included
Alex Lashkov
Merged in a post:
AI Meeting Notes
Clarissa Rathburn
We have noticed as a company that during meetings we love to utilize the AI meeting notes taker, however multiple people are bringing in their note taker and the ones who don't bring one in are having to ask to be forwarded copies of the notes. It would be awesome to be able to have one company wide note taker that automatically sends out notes to everyone.
Brendan W
Merged in a post:
Feature Request – Prevent Multiple AI Notetakers from Joining the Same Meeting
Gabe Rotman
Our team loves using the AI Notetaker, but we’ve run into an issue: when multiple team members have the Notetaker enabled for the same meeting, several Notetakers join at once, which clutters the attendee list and spams the meeting with introduction messages. This is especially disruptive for larger meetings and creates confusion for participants.
We’d love to see a feature where ClickUp automatically detects if an AI Notetaker is already present in a meeting and prevents additional Notetakers from joining, or at least prompts users before joining if another Notetaker is already there.
Thank you for considering this improvement!
Alex Lashkov
Merged in a post:
AI Notetaker – Multiple bots join same meeting and consume duplicate hours
J
John Landry
We recently enabled ClickUp AI Notetaker and are encountering a structural issue that appears to be a product limitation rather than user error.
When multiple ClickUp users who have AI Notetaker enabled attend the same calendar meeting, ClickUp launches multiple AI Notetakers into the same meeting. Each instance consumes billable Notetaker hours, even though the meeting content is identical.
Our requirement is simple and reasonable:
One AI Notetaker per meeting, regardless of how many licensed users are present.
There does not appear to be any workspace-level, meeting-level, or organizer-level control to enforce this behavior. User-level auto-join settings do not solve the problem without restricting access for other users.
This creates uncontrolled usage and cost leakage in normal group meetings and is a blocker to broader adoption.
Dimitri Weslosky
Hey Alex Lashkov - Any update on the timeline so far?
Alex Lashkov
Dimitri Weslosky responded in another thread, but TL;DR is that we are doing final customer research testings, these efforts usually uncover some UX/UI things we want to fix before launching a beta. But this is already weeks ahead, not months. Coming along!
S
Sebastian Bustamante
Hi Alex Lashkov , any update on this, I would also like to have access to the beta version as we really need this
Alex Lashkov
Sebastian Bustamante: if your ws in on Biz+ plan, ping me at alashkov@clickup.com, and I will make sure you are in for the closed beta
Alex Lashkov
Merged in a post:
Automatically share notes with Workspace
Tobias Giesen
We would like the option to automatically share the meeting notes with everyone in our workspace so that you don't have to manually share the meeting with others every time.
Alex Lashkov
Merged in a post:
AI Notetaker Sharing Settings
R
Ready Home Services
It would be nice to have the ability to edit my notetaker settings so that any new notes can be automatically shared to the workspace. Right now I am only using the Notetaker for team meetings and would like the entire team to have access to them. Ideally there would be a feature to choose which notes are shared on the front end. My solution would be to build out the Docs Hub to have folders and create a way for AI notes to be automatically shared to different folders. The folders could be the way that permissions are managed.
Alex Lashkov
Ready Home Services we are working on that kind of sharing right now!
Alex Lashkov
Merged in a post:
AI Notetaker Settings
Cassie Douglas
Creating more permissions and setting for the AI Notetaker so multiple notetakers do not enter a meeting.
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