How to activate and set up Uku's Emails app
TL;DR: Activate the Emails app from the App Store, then connect your company email addresses (Gmail, Microsoft 365, or custom SMTP) so you can send automated emails to clients directly from Uku.
Who can do this
Administrators can activate the Emails app, manage all email settings, and pre-populate company-wide server defaults.
All members can add their own email addresses once the app is activated.
Activate the Emails app
Navigate to App Store.
Open the Email app.
Select Activate.
By default, emails are sent from info@getuku.com. To send emails from your company's own email addresses, you need to connect them to Uku.
If you connect the Emails app to your mailbox, emails sent from Uku will also appear in the sent mail folder of your mailbox.
Connect your company email address
Open the Emails app settings.
Select Connect your email address.
Select your service provider:
For Gmail or Microsoft 365, select the corresponding icon and follow the on-screen instructions. Uku will fill in the connection fields automatically.
For another email server, select the link below the provider icons and fill in the fields manually.
Select Send test email to verify the connection.
If the test email arrives correctly, select Save.
Understanding the email settings fields
The personal fields must be filled in by each member individually.
The company-specific fields apply to all members. Your IT staff can help fill these in. An administrator can pre-populate them by filling in the fields and enabling Set as the company's default server.
The reply address does not have to match the sender's email. You can route all replies to a different address, such as a general company email.
Email address access levels
Everyone (company-wide)
All members of the company can use these email addresses. For example, you can give everyone access to a company general email such as info@accountingfirm.com.
Member (personal)
Personal email addresses can only be used by the person who added them. Administrators can change and delete personal email settings but cannot send from other people's email addresses.
Client member (client-specific)
If you want to send mail to different clients from different addresses, set up client-specific email addresses.
Add an email address in the App Store and select Client user from the settings.
Open the client profile and navigate to the Email addresses for communication section.
Select + Add.
Pick an email from the dropdown menu. Only client-member addresses appear in this list. If you cannot find a suitable address, add a new one by selecting the email service provider icon or link and following the instructions.
Once you have added a new address, select it from the dropdown menu. You can select multiple emails.
To change email settings, select the pen icon. You can set a client's default address here. Once set, you can choose Client's default when filling in the From field, and Uku will send the email from that default address.
Sender options for client tasks
When sending an email under a client's task where a client default address has been set, the following sender options are available:
Email addresses added to the client
Your company's shared email address
The client's default address
Important: If you choose Client's default, make sure you have set one address as the client's default in the client profile's Email addresses for communication section.
If no client default email address is set, Uku delivers emails from the client's default member's address. If that is also not specified, Uku will not send the email.
Related links
Troubleshooting
My email integration stopped working
Gmail integration stops working if it has not been used for 6 months or the password has changed.
Microsoft integration stops working if it has not been used for 90 days or the password has changed.
Both integrations may also stop working due to a system reset of the application or administrative changes to your Google or Microsoft account.
Emails are not being sent to a client
Ensure the client has a default email address configured, or that the sending member has a personal email address set up. If neither is specified, Uku cannot deliver the email.
I cannot find my email address in the client dropdown
Only addresses configured as Client user appear in the client email dropdown. Verify that the email address access level is set to Client user in the App Store settings.
Test email did not arrive
Double-check the SMTP server settings (host, port, encryption). Confirm with your IT team that the email server allows third-party app connections. For Gmail, ensure that access for less secure apps or an app-specific password is configured.