Personalize the Practice Management Software According to Your Firm's Needs
You can set up the company account according to your needs. One user can also have several business accounts. For example, create separate accounts for branches in different cities, which you can configure differently.
To set up a company account, select the Settings menu and the business whose settings you want to change from the top edge.
Company Overview
Clicking on the company name will open a new window where you can view your company's information and settings across different tabs.
The tab displays key company details, including:
Country
Time zone
Company language
Registration details
If any details have changed or you wish to modify regional settings:
Click "Edit Company".
Enter the required information.
Add a company logo by clicking "Add Logo".
Set the language and time zone for using Uku.
Don't forget to save the changes!
Subscription and Plan Details
On this tab, you can see:
The current subscription plan
Whether the plan is billed monthly or annually
The number of employees using Uku
The validity period of the subscription
To change the plan or add users, click "Change Plan".
Invoices and Calendar
On the "Invoices" tab:
Invoices for the Uku subscription are generated automatically.
Each invoice can be downloaded separately in PDF format.
On the "Calendar" tab:
You can add company events.
Added events will appear in the calendars of all employees.
Security
On the "Security" tab, you can define login methods:
Email and password
Google, Microsoft, or Xero account authentication
To change the login method:
Enable the relevant option.
Connect the account.
Agreements
Users can see their current Flextime agreement under their profile. The Flextime agreement shows the expected number of working hours per week or month.
Read more about Flextime.
By default, users are assigned the company-wide agreement. Administrators can modify agreements for individual users.
Enter the working hours agreement, including:
Start and end dates of the agreement.
Expected office hours.
If you wish to apply a special agreement (e.g., part-time work on specific dates), select "Customize" and enter the agreed working hours and dates.
Note! If you want to change an individual employee's agreement, do so from their personal profile.
Budgeting and Employee Costing
If the company uses the Budgeting feature, you can define:
The default sales price and cost price for employees.
When managing the budget, the hours spent will be multiplied by the respective sales price.
You can track actual costs and profits.
Settings
Task settings
Disable Uku's task templates
Enables Uku's plans and leaves visible only your companies plans.
Set the estimation as the time, if the exact value is not entered
Each task can be assigned an estimated time. Sometimes you forget to track time for a task. In this case, the estimated time is set as the time.
Checklist must be completed to finish the task
It is reasonable to add a checklist for large tasks. This way, all stages can be written under the task, and the task can be marked as done only when all the stages have been ticked off.
Disable topic management for members
To keep a uniform line in the report, it is good for the employer to add the topics of the tasks themselves and to prohibit other members from adding them. This way, employees have to choose from among the topics already added by the administrator.
Disable time edit for members
Turn on this option if you want employees to measure time only with a stopwatch and not to change time entries afterward.
Allow time entries in future
Allows members making time entries in the future, like adding an end time before the event has ended.
Show all dependent tasks in the calendar
When enabled, users can see all tasks in their calendar.
When disabled, users will see dependent tasks only when the first task in sequence is marked as completed.<<
Show only personal time entries for member
When enabled, employees will only see their own time entries (under Reports – Time).
Administrators can view all users' time entries.
Lock time entries
Locks time entries for users, admins can still change time entries.
You can select between 2 options:
Lock time entries weekly- at 23:59 every Sunday
Lock time entries monthly- at 23:59 on the last day of the month.
Client settings
Disable adding new clients for members
To ensure that all customer profiles are filled in correctly and that some customers are not created twice, it would be good if only administrators had this right.
Only administrators can edit documents
To make maintaining a uniform line in the company easier, you can deny the normal user from editing documents. It also eliminates overwriting documents.
Allow digitization of client documents
When enabled, a "Digitization of client document" field and a digitization email will be displayed on the client card.
Read about digitazation here.
Owner settings
Disable editing company settings for members
Only the owner can change company settings. Otherwise, administrators can also change the settings.
Disable personal clients for members
None of the members can add clients under their personal accounts. Neither can you add time entries to a personal account. When this setting is active, tasks and time entries from the personal account will be hidden.
Calendar
Show members birthday in the Calendar.
Show contact birthdays in the Calendar.
The above settings help keep the company's account in order and correct.
What is set up under the company account applies to all clients, tasks, and templates created under the company.
In addition to the general settings of the company account, it is also worth setting up the Apps you use. You can read about the different App settings here:
Anti-money laundering settings