How to add a task plan?
Task plans organize your client work into recurring tasks. Whether you are onboarding new clients or adding services to existing ones, Uku gives you flexible options to build plans quickly.
TL;DR: Open a client profile, go to Plan, and choose one of three methods: apply a template, copy from another client, or create tasks manually. Use the Repeat tasks from selector to set when recurring tasks begin.
Who can do this
Any active member of a Uku company account
The client must already exist in Uku with a contact person and member assigned
What is a task plan?
A task plan is the complete set of recurring and one-time tasks needed to serve a client. It includes everything from monthly bookkeeping to annual tax returns, ensuring nothing falls through the cracks.
Tip: To standardize work processes within the company, add your templates under the company account so all employees can use them. This ensures consistency and lets you apply improvements to multiple clients at once.
3 ways to create a task plan
Method 1: Choose a template (Uku's or your company's)
Method 2: Copy from an existing client's plan
Method 3: Create a new task plan manually
Method 1: Add a task plan from a template
Step 1: Navigate to the client plan
Select Clients from the main menu.
Open the client to whom you want to add a work plan.
Select Plan from the client navigation menu.
Click Choose template.
Step 2: Select your template
Choose a suitable template from the template list. Options include:
Uku's pre-made templates — Industry-standard workflows built by accountants
Your company templates — Custom templates created for your practice
Combined templates — Use multiple templates together
Step 3: Set bulk start dates
Before confirming your plan, use the Repeat tasks from selector to set when recurring tasks should begin.
Available options:
Start of current month (default)
Start of next month
Start of current quarter
Start of next quarter
Custom date (calendar picker)
Which task types this affects:
Weekly recurring tasks start from the selected week
Monthly recurring tasks start from the selected month
Quarterly recurring tasks start from the selected quarter
Annual recurring tasks start from the selected year
Why use this:
Align tasks with the client's financial year
Start mid-year clients from the current period, not January
Schedule seasonal client tasks appropriately
Save time adjusting individual task dates
Step 4: Customize your plan
You can modify the template before confirming:
To add tasks:
Click + Add task
Select additional tasks from templates or create custom ones
To remove tasks:
Uncheck the checkbox next to any task you do not need
Tasks remain in the template for future use
To edit tasks:
Click on any task to modify its details
Adjust assignees, dates, checklists, or other properties
Step 5: Confirm the task plan
Click Confirm task plan to finalize.
After confirmation, all selected tasks appear on the client's profile and on assigned users' dashboards according to their start dates and recurrence patterns.
Method 2: Copy from an existing client plan
When to use this method
You have a similar client whose workflow you want to replicate
You are setting up multiple clients with identical services
You want to base a new plan on a successful existing one
Steps
Select Clients from the main menu and open the client to whom you want to add a work plan.
Select Plan from the client navigation menu and click Choose Template.
Choose Clients from the template source list.
Select the client whose task plan you want to copy.
Set the Repeat tasks from date for when tasks should begin generating.
Add or remove tasks as needed:
To remove a task, uncheck it
To add tasks, click + Add task
Click Confirm task plan.
Important: When copying a plan, you get the task structure but not the existing task history. The new client starts fresh with their own task instances.
Method 3: Create a task plan manually
When to use this method
The client has unique requirements that do not fit templates
You need just a few specific tasks
You are testing a new workflow before creating a template
Steps
Select Clients from the main menu and open the client to whom you want to add a work plan.
Select Plan from the client navigation menu.
Click Add task manually.
Fill out task fields:
Task title and description
Start and due dates
Recurrence pattern (if recurring)
Assigned user(s)
Topic, checklist items, custom fields
Click Add to save the task.
To add more tasks:
Select Plan, then Edit plan, then + Add task
Repeat the process for each task
Click Confirm task plan when finished
Adding tasks to existing plans
Adding tasks in bulk from templates
Go to the client's Plan tab.
Click Edit plan.
Select + Add tasks (plural — not "+ Add task").
Choose multiple tasks from your templates.
Use the Repeat tasks from dropdown to set when these new tasks begin.
Review your selections.
Click Confirm.
Adding individual tasks
Go to the client's Plan tab.
Click Edit plan.
Select + Add task (singular).
Fill in task details.
Set the individual start date and recurrence.
Click Add.
Repeat for additional tasks.
Click Confirm task plan.
Understanding start date defaults
If you do not set a start date when creating or adding tasks, the following defaults apply:
Monthly tasks start from the beginning of the current month
Quarterly tasks start from the beginning of the current quarter
Annual tasks start from the beginning of the current year
Weekly tasks start from the current week
Best practice: Always set start dates intentionally, especially for new clients joining mid-year, additional services starting later, seasonal work with specific timing, or tasks aligned to financial year ends.
After approving the plan
After the work plan is approved, the tasks transfer to the client's profile. You can verify that all correct tasks were added.
For recurring tasks:
Tasks generate on dashboards according to their start dates
Future occurrences are created automatically
Users receive tasks on their assigned dates
For one-time tasks:
Tasks appear immediately on assigned users' dashboards
No future occurrences are created
On the client profile:
All plan tasks are visible under the Plan tab
You can edit, add, or remove tasks at any time
Task history and time tracking accumulate over time
Keeping plans up to date
Editing existing plans
Plans are not permanent. Adjust them as client needs change:
Go to the client Plan tab.
Click Edit plan.
Make changes:
Add new tasks
Remove tasks (uncheck them)
Edit task details
Adjust recurrence patterns
Click Confirm task plan to save changes.
Updating plans from template changes
When you improve a template, push those changes to existing client plans:
Edit your template in Settings & Apps, then Tasks, then Templates.
Choose which clients should receive updates.
Select which tasks and task items to update.
Set when updates take effect.
Confirm changes.
Learn more: How to Update Client Tasks from Template Changes
FAQ
What is the fastest way to add a task plan to a new client? — Use a template. Select Choose template, pick your template, set the start date, and confirm. It takes under one minute for a complete plan.
Can I add multiple templates to one client? — Yes. When creating or editing a plan, you can select tasks from multiple templates to build comprehensive service plans.
What if I forget to set a start date? — Tasks default to the current month, quarter, or year. You can adjust start dates later by editing individual tasks or using bulk actions on the dashboard.
Do one-time tasks use the bulk start date feature? — No. One-time tasks use their individually set start dates. Bulk start dates only affect recurring tasks (weekly, monthly, quarterly, annual).
Can I change a plan after it is confirmed? — Yes. Click Edit plan to modify tasks, add new ones, or remove existing ones. Changes apply to future task generation.
What happens to tasks already on the dashboard if I edit the plan? — Existing dashboard tasks are not affected. Plan edits control future task generation. To change current tasks, edit or delete them from the dashboard.
If I copy a plan from another client, does their task history come with it? — No. You get the task structure (titles, recurrence, checklists) but not their completed tasks or time tracking. The new client starts fresh.
How do I remove a task from multiple clients at once? — Use the template update feature. Remove the task from the template, then push that change to selected clients.
Can I set different start dates for different tasks when adding in bulk? — Not in the bulk addition flow. The bulk start date applies to all selected tasks. For varied start dates, add tasks individually or adjust them after creation.
If I set start date to next quarter, when will tasks appear on dashboards? — Tasks generate according to their recurrence pattern starting from your selected quarter. Quarterly tasks appear at the start of that quarter, monthly tasks from the first month of that quarter, etc.
Troubleshooting
Template list is empty when creating a plan — Verify that templates have been added under Settings & Apps, then Tasks, then Templates. If templates exist but do not appear, check that they are published and visible to your role.
Tasks from the plan do not appear on the dashboard — Confirm that the plan was finalized by clicking Confirm task plan. Also check that the task start dates have been reached and that the assigned member is active.
Recurring tasks start from the wrong date — Review the Repeat tasks from setting used during plan creation. If incorrect, edit the plan, adjust the start date for affected tasks, and re-confirm.
Copied plan includes tasks the client does not need — After copying from another client, uncheck any tasks that do not apply before confirming. You can always edit the plan later to add or remove tasks.