Member profile

A member’s profile collects everything Uku holds about one person — contact details, work agreements, vacations, notification preferences, and permissions — organised into a set of tabs. This guide covers what each tab does and who can view or edit it.

• Company Members — open and edit their own profile only. They cannot view another member’s profile.
• Company Admins — view and edit every member’s profile (except the Company Owner record). They can edit vacation balances, approve or decline vacation requests, and manage permissions.
• Company Owner — full access. The Owner record itself is editable only by the Owner.
• What’s gated — Overview is always present. The Info and Notes tabs require the Workforce Management app; Agreements requires the Flextime app; Vacations requires the Vacations feature; BI Report requires the Elite plan with BI Analytics plus permission to view it.

You open any member’s profile from the Members page, or jump straight to your own from the profile menu in the navigation.

Path: Members → [member name]
Also: profile menu (your avatar in the navigation) → My profile

The Overview tab is always present — it’s the profile’s home. It holds the member’s personal details and, depending on who is viewing and their permissions, a Notifications section and a Permissions section. (Notifications and Permissions used to be separate tabs; they’re now sections within Overview.)

Personal information and identity:

• Avatar
• First name and Last name (shown as a single Name when you view another member)
• Email
• Phone
• Birthday
• Country and City
• Language, Timezone, and Regional format

On your own profile you can also pick a Default company and Default client, and connect your Google, Microsoft, or Xero login. These don’t appear when you open a colleague’s profile.

Members edit their own contact details here. Company Admins can edit other members’ profile fields with one exception: First name and Last name are self-service only — admins cannot change another member’s name. The member must update their own name via My profile → Edit, and the change is visible to all users immediately. Company Owner profile fields are editable only by the Owner themselves.

The member’s personal notification preferences — which events send an email or an in-app notification, plus snooze and quiet-hours settings.

This section appears only on your own profile. Notification preferences are personal, so you never see or change them on a colleague’s profile, even as a Company Admin.

Role and permission management for the member:

• Company role (the Administrator checkbox that makes someone a Company Admin)
• Team membership
• Specific permissions granted (such as Manage account, Confirm vacations, Manage billing)

Company Admins use this section to grant or revoke permissions. Members see their own Permissions section read-only — useful for understanding what they can and cannot do. For the full permission model, see Members and Teams permissions.

Custom member fields managed by the Workforce Management app — for example, employee ID, contract type, pay grade, certification, or any internal field your firm has configured.

Visible only when Workforce Management is enabled in Settings & Apps and the Allow member fields option is on. Field definitions are configured in Workforce Management settings.

Internal notes about the member, visible only to Company Admins. Use it for HR observations, performance discussions, or onboarding context — content stays private to admins regardless of who else can open the profile.

Visible only when Workforce Management is enabled with Allow member notes.

Work agreements and flextime configuration for the member:

• Agreement period (start and end dates)
• Daily or weekly contracted hours
• Flextime rules (whether overtime accrues to the flextime balance)

Click Edit agreements to add a new agreement or change an existing one. New agreements take effect from their start date — past time is not retroactively recalculated.

Visible only when the Flextime app is enabled.

Vacation and absence tracking for one member. The header summarises:

• Flextime bonus — current accrued flextime balance (when Flextime is enabled)
• Vacation available — remaining vacation days for the current period

The body lists upcoming vacations, history, and any pending requests, grouped by status.

Visible only when the Vacations feature is on — it’s part of the Workforce Management app, enabled in Settings & Apps → Workforce Management.

• Request — open a new vacation or absence request. Requires approval before it counts.

• Edit balance — manually adjust the available vacation days or flextime balance for this member. Use when a previous balance was wrong, or when carrying over days from a different system.
• View history — open a log of every change to the member’s balance with date, change amount, and the admin who made it.
• Approve / Decline vacation requests — see the section below.

A request becomes visible to approvers as soon as the member submits it. Decisions can be made in two places:

1. Members → Vacations tab (top-level list of all requests across the company) — open a request and click Approve or Decline, or use the bulk-action buttons after selecting multiple rows.
2. The member’s profile → Vacations tab — open the specific request inline and decide.

The approver must hold either the Manage account right (Company Admins and the Company Owner) or the team-level Confirm vacations right granted through a team. Without one of those rights, the Approve and Decline buttons are not shown.

When a request is declined, the member is notified by email and the request stays in their history.

A per-member view of BI Analytics — utilization, billable percentage, hours per category, and a time-by-client breakdown for that member.

The BI Report tab is plan- and permission-gated: the member’s company must be on the Elite plan with BI Analytics enabled, and the person viewing must hold the BI Analytics view permission. Company Admins and the Company Owner always have it; a Company Member sees the tab only when one of their teams grants the BI Analytics permission on its Permissions matrix. If BI Analytics isn’t in the company’s plan, the tab never appears.

You see the full version of your own profile and can edit your own details. A colleague’s profile shows less — and only Company Admins and the Company Owner can open one at all. Two things differ:

• Your notification settings are private. They appear only on your own profile (Overview → Notifications) — no one can see or change another member’s, and no one can change yours.
• The set of tabs can differ. Which tabs appear depends on the company’s apps, plan, and your permissions, so a colleague’s profile may show different tabs than yours — for example, BI Report shows only where BI Analytics is on and you’re allowed to see it.

Everything else — personal details, agreements, vacations, and the Permissions section — shows up once you have the rights to manage that member.

You are signed in as a Company Member. Only Company Admins and the Company Owner can open another member’s profile. Ask a Company Admin to grant you the Administrator role on the Members page if you need to manage other members.

The BI Report tab needs the Elite plan with BI Analytics enabled, and the viewer must hold the BI Analytics view permission. Check Settings & Apps → BI Analytics to confirm it’s enabled. Company Admins and the Company Owner always see it; a Company Member sees it only when one of their teams grants the BI Analytics permission. If BI Analytics isn’t part of the company’s plan, the tab won’t appear at all.

Personal notification preferences live under Overview → Notifications and show only on your own profile. There’s no way to view or change another member’s notification settings — each member manages their own.

The Vacations feature is not enabled for your company. Vacations is part of the Workforce Management app — a Company Admin can enable it in Settings & Apps → Workforce Management.

You need either the Manage account right (held by Company Admins and the Company Owner) or — for adjusting balances within your team — the team-level rights granted through a team. Open your own Permissions section (under Overview) to confirm what you have. If the Edit balance button is missing entirely, you do not hold the required right.

Same cause as above — approval requires Manage account or Confirm vacations. Members receive the team-level right when their team is granted Confirm vacations. Company Admins and the Company Owner always have it.

The Info and Notes tabs require the Workforce Management app. Even with the app enabled, Allow member fields and Allow member notes must be turned on in the app’s settings for the tabs to appear.