Members and Teams

Members are the people on your team — your colleagues with a Uku login, not your clients — and teams are how you group them to filter, report, and grant permissions together. This guide covers adding and managing members and creating teams; for what each one is allowed to do, see Members and Teams permissions.

• Company Owners — full control over every member and team.
• Company Admins — add, edit, and deactivate members, manage teams, and approve vacations. Cannot modify the Company Owner account.
• Company Members — can see the member list and the teams they belong to, but can only open and edit their own profile.

Everything to do with members and teams lives on the Members page — the member list, your teams, and vacation requests.

The Members page has three tabs:

• Members — every member of your company, with name, email, access level, status, and quick actions.
• Teams — your teams, with name and member count.
• Vacations — vacation and absence requests (Company Admins and Company Owners only).

Narrow the list with the filter bar by status, company (on multi-company accounts), or custom fields. Use Search to find a specific member. Click Properties to show or hide columns.

New members are added and invited from the Members tab; they appear as Invited until they accept.

1. On the Members tab, click Add member (top-right).
2. Choose a status: Active (full access) or Limited (restricted, free seat).
3. Enter the member’s email, first name, and last name.
4. Optionally set an External ID and add them to one or more teams.
5. Check the Company Administrator box if they should be a Company Admin.
6. Click Save to send an invitation.

The new member shows an Invited status until they accept. Resend the invitation with the mail icon in their row. Your plan’s member limit is shown at the top of the list.

Every member is one of three access levels. The Edit member dialog sets them through a single Company Administrator checkbox, combined with the fixed Owner position. “Manager” is not one of them — people who say “manager” usually mean Company Admin.

Exactly one per company, with unrestricted access.

Anyone with the Company Administrator checkbox ticked. Company Admins manage the company — members, teams, settings, clients, and billing — and can do everything a Company Member can.

The default when the checkbox is unticked. A Company Member works on the tasks and clients they’re assigned to and tracks their time; any company-wide capability beyond that comes from their teams.

For the full breakdown of what each access level can do, see Members and Teams permissions.

A member’s access level is controlled by the Company Administrator checkbox — tick it for Company Admin, leave it clear for Company Member.

Path: Members → [member name] → Edit member

1. Open Members and click the member’s row to open the Edit member dialog.
2. Check or uncheck the Company Administrator checkbox (checked = Company Admin, unchecked = Company Member).
3. Click Save.

The Company Owner position can’t be changed here.

Status	Access	Seat
Active	Full access; invitation accepted	Paid
Invited (Pending)	Invitation sent, not yet accepted	Paid
Limited	In the system, no login access	Free until activated
Inactive	No access	No charge

When someone leaves or should lose access:

1. Open the member list and click the edit icon next to their name.
2. Change their status to Inactive.
3. Click Save.

Deactivating preserves their history — time entries, task assignments, and reports stay intact. The member loses access and no longer counts toward your member limit. Inactive members are hidden from the default list; switch the Status filter to find them.

Inactive members can’t be flipped back to Active — there’s no toggle, by design. To restore access, add them again as a new member with the same email address. They get a fresh invitation and sign up as if joining for the first time.

A team is a group of members. A team does three things: it grants permissions (every member gets everything the team is given), helps filter and scope work (tasks, dashboards, reports), and targets communications to a specific team. A member can belong to several teams at once, and their access is the sum of all of them.

Grouping members into a team lets you act on all of them at once — assign work, filter, grant access, or message the whole team instead of picking members one by one. Teams are used for:

• Permissions — granting a capability on a team gives it to every member of that team. See Members and Teams permissions.
• Filtering tasks and dashboards — most task views have a team filter.
• Reports — most reports and BI Analytics let you scope by team, so a member can pull a report for their own team without seeing the whole company’s data.
• Vacation approval — granting Confirm vacations to a team lets its members approve that team’s vacation requests without making them Company Admins.
• Bulk assigning members to clients — see Bulk assign clients to a member.
• Audience for communications — pick a team when sharing a workflow or sending a notification to target just that team.

Your teams live on the Teams tab of the Members page, each with its name and member count.

Path: Members → Teams

Click a team to open its page.

1. On the Teams tab, click Add team.
2. Enter a Team name (for example, Annual reports team, Tallinn office, Senior accountants).
3. Add members: click Add member under Members and pick one or many at once.
4. Click Save.

The team appears on the Teams tab and becomes available everywhere team filters are shown.

1. Open the team from the Teams tab.
2. Edit the Name, or add or remove Members (close a chip with the ×).
3. Use the Permissions matrix on the same page to grant team-level capabilities such as Confirm vacations. See Members and Teams permissions.
4. Click Save.

You can also add a member to teams from their profile: open Members, click their name, and pick teams in the Select teams dropdown of the Edit member dialog — faster when a new member belongs to several teams.

Some teams exist only to carry permissions — a Billing managers team that lets a few accountants manage invoices, say, and that you never assign tasks to. Because every team is assignable and filterable by default, a permission-only team would otherwise clutter the task-assignee dropdown, the client member list, and report filters. Switch on Hide the team on the team’s page to keep it granting its permissions while hiding it from every assignee and filter picker. Members keep every right the team grants — nothing about their access changes.

Only custom teams can be hidden; the system All users and Administrators teams can’t be, so the Hide the team switch is absent on them.

Path: Members → Teams → open the team

1. Open Members and go to the Teams tab.
2. Click the custom team to open its page.
3. Switch on Hide the team.
4. Click Save.

The change takes effect immediately. Switch Hide the team off the same way to bring the team back into pickers.

A hidden team disappears from every place where you pick or filter by a team — task assignees, client membership, workflow role pickers, member/task/report filters (including BI reports), member-type custom fields, and budget and vacation-delegate pickers. It still appears where you manage it: the Teams listing, the Edit member dialog, and a member’s profile (which still lists the rights the team grants), so a permissions audit stays complete.

Turning on Hide the team doesn’t clean up anything already assigned — existing task assignments, client memberships, and workflow roles stay valid; the team simply stops being offered as an option from then on.

When a member submits a vacation request, they choose the approver themselves — Uku doesn’t route it automatically. The Approver field lists the Company Owner, every Company Admin, and any member whose team is granted Confirm vacations. For the full flow, see Approve or decline vacation requests.

1. Open the team on the Teams tab.
2. Click the delete icon and confirm.

Deleting a team doesn’t delete its members — they remain in the company. Any permissions that team granted are removed from its members (unless another team also grants them). Filters and saved views that referenced the team fall back to “All members”. System teams can’t be deleted.

Click a member’s name to open their profile — personal details, agreements, vacations, permissions, and more, depending on your plan and apps. See Member profile.

Company Admins and Company Owners can export member and vacation data to CSV, or import vacation records, from the action menu (the three-dot icon, top-right of the Members page on desktop). Apply Status, Team, or date filters first to narrow what’s exported.

• Export members — the member list as currently shown.
• Export members with all fields — the same list with every available field.
• Export vacations / absences — members’ vacation and absence records.
• Import vacations / absences — bring vacation records in from a file.

Uku has three company access levels — Company Owner, Company Admin, and Company Member. “Manager” isn’t one of them; people usually mean Company Admin, set with the Company Administrator checkbox in the Edit member dialog.

The Company Owner can’t be reassigned from within Uku — the Edit member dialog has no owner control, and even the current owner can’t transfer the role themselves. To move ownership to another member (for example, when the owner leaves the firm), contact Uku support and we’ll arrange the transfer.

Most missing invitations are caused by spam filtering or sender-domain blocking on the recipient’s mail server.

1. Ask them to check their spam or junk folder and any filter rules that divert automated email.
2. If their company runs a mail server with quarantine tools, ask them to check whether Uku messages were flagged.
3. Have their email administrator add Uku’s sending domain to the company allowlist.
4. Click the mail icon in their row to resend.
5. If invitations still don’t arrive, contact Uku support.

Reset emails use the same delivery path as invitations, so the same checks apply: spam folder, filter rules, server-level quarantine, and sender-domain allowlist. Also confirm the email on the member’s profile matches what they type on the reset page — a single typo blocks delivery.

You need Company Admin or Company Owner access. Open Members, click the edit icon next to your name, and check the Company Administrator checkbox — if it’s not set, ask a Company Admin to grant it.

Inactive members are hidden from team counts on the Teams tab. Switch the Status filter on the Members tab to All or Inactive to see whether the missing member was deactivated.

Approving requires the Confirm vacations permission on one of the member’s teams, the Manage account right (Company Admins and the Company Owner have it), or being the Company Owner. Open the approver’s team, go to its Permissions matrix, and grant Confirm vacations to the team.

The team most likely has Hide the team switched on, which hides it from pickers by design while keeping its permissions active. Open Members → Teams, open the team, and switch Hide the team off. It still appears on the Teams listing while hidden, so you can always find it there.

The switch only shows on custom teams. The system All users and Administrators teams can’t be hidden, so the option is absent on them. Confirm you opened a team your firm created rather than a built-in one.

The All users and Administrators teams are managed automatically by Uku and protected from edits. You can still grant them permissions, but the name and roster are fixed.

Saved filters and bookmarks store the team’s ID. If the team was renamed, the filter still works; if the team was deleted, the filter falls back to “All members”. Re-create the team with the same name and re-apply it.