Unexpected absences (such as illness, vacation, or other leave) can cause disruption in workflows and risk missing deadlines. Timely and proper task reorganization ensures that client service is not affected and important tasks are not left undone.

Uku offers several effective tools to quickly get an overview of the absent employee’s responsibilities and delegate them to other team members.

1. Setting Priorities

Before reassigning tasks, identify which ones are the most important.

Sort tasks by due date to see the ones with the nearest deadlines.
Use the “Important” filter to highlight critical work.

Read how to mark tasks as important.
Group tasks with the “Overdue” status.

👉 This way, you’ll first get a clear overview of what needs immediate attention and what can wait.

2. Finding Tasks in the Dashboard

Filter tasks by employee name

Open the Dashboard.
Set the desired time period (e.g., the employee’s week of absence).
Use the “User” filter and select the absent employee’s name.
Add a “Task status” filter if needed, e.g., “To Do”.

👉 You will now see the selected employee’s tasks for that period. If certain tasks are still not appearing, review the applied filters for accuracy and consider removing unnecessary ones to ensure visibility.

Grouping by topic:

Use the “Group” function in the Dashboard (e.g., TSD, Statistics).
Filter by the absent employee’s name.
Select the topic-related tasks and delegate them to a replacement.

Read more about Uku Dashboard. If filtering does not display the expected tasks, double-check the selected filters and consult the troubleshooting guide on task visibility.

3. Managing Tasks in the Dashboard

Once tasks are filtered, you can decide what to do with them:

Postpone – if you know when the employee will return, extend the deadlines.
Delegate – if tasks must be completed sooner, assign them to other team members. Make sure to verify that delegated tasks are visible to the new assignee by checking their task list filters.

Troubleshooting Task Visibility Issues

If tasks do not appear as expected during the reorganization process, consider the following steps:

Review Applied Filters:
- Check for filters set by status, assignee, project, or date.
- Remove unnecessary filters to broaden the task list view.
Verify Assignee Filters:
- Ensure that the task list is set to display tasks assigned to the correct user, especially after task reassignment.
Communicate Changes:
- When tasks are reassigned or filters adjusted, communicate this to all relevant team members to avoid confusion.

For persistent issues, consult the Uku support team for expert assistance.

4. Delegating individual tasks from the client profile:

Open the client profile.
Select the required tasks.
Mark them and delegate to the substitute.

5. Using the Calendar to Reorganize Tasks

The Calendar provides a visual overview of workload distribution and helps place tasks on suitable days.

Filtering employee tasks in the Calendar:

Open the Calendar view.
Use the grey background filters.
In the “Users” filter, select the absent employee.

Moving tasks in the Calendar:

Drag and drop a task from one day to another.
Uku automatically updates the task’s start date.
Make sure the new date matches the deadline.

⚠️ Note: In the Calendar, tasks can only be moved one by one. Bulk actions are not available there.