Tasks & Workflows

Add and edit a task

Create tasks with the + button or magic buttons, fill in required and optional fields, add checklists, and create tasks from templates — the complete guide to adding and editing tasks in Uku.

Bookmarks

Bookmarks save your current view — filters, columns, sort order, grouping, and active tab — so you can return to any configured view with one click. Available on all major list and report pages.

Bulk actions on the dashboard

Select multiple tasks on the Dashboard and apply changes to all at once — delegate users, postpone deadlines, log time, mark tasks as done, archive, or delete in a single action.

Calendar settings — what to show on your calendar

Configure which items appear on your Uku calendar — tasks, vacations, holidays, tax dates, birthdays, company events, and remote work — and choose how to group or display each type.

Client workflow templates

Create and apply client workflow templates — upload from Excel, build manually, clone existing templates, combine tasks from multiple sources, and set recurrence start dates per frequency.

Create tasks from email

Forward any email to uku@getuku.email and Uku automatically creates a task assigned to the matching team member.

Dashboard — how to use and set it up

The Dashboard is your personal daily task view in Uku — filter, sort, group, reorder, archive, and save views as bookmarks so today's work and historical tasks are always one click away.

Dashboard Later and Catch up tabs

The Later tab lets you park tasks out of your main view without deleting them. The Catch up tab surfaces tasks with unread comments or Client Portal messages so nothing slips through.

Effectively use your dashboard

Daily dashboard habits for accountants — review tasks each morning, postpone what does not fit, use topics to group related work, and set estimated times so your calendar reflects realistic workload.

Filters and grouping

Filters and grouping let you organize and narrow down tasks across Uku views — use them on the Dashboard, Calendar, Report, Monitoring, and Billing, then save your view as a bookmark.

Follow tasks

Following a task lets you receive notifications about comments, status changes, and updates without being assigned to the task — use the Follow checkbox in any task's Members section.

Magic buttons

Magic buttons let you create a new task and start the timer with a single click — ideal for logging unexpected work like phone calls or emails. Set up to 8 shortcuts (4 company-wide, 4 personal).

Manage task visibility and prevent unwanted past tasks

Avoid incorrectly dated tasks by always reviewing the Repeats from date before confirming a client workflow. Delete any tasks already generated for past periods.

Mark tasks as important

Use the flag icon to mark tasks as important, then filter your dashboard to show only flagged tasks so you can prioritize the most critical work.

Postpone tasks

Reschedule tasks in Uku by dragging them in the Calendar view, editing dates in the task detail view, or using bulk actions to postpone multiple tasks at once.

Recurring tasks from client dates

Bind a recurring task's start date to a date-typed client custom field so the task shifts automatically when the client's deadline changes.

Restore deleted tasks

Use the Audit Log to find and restore deleted tasks — Team plan users can restore tasks deleted today, Elite plan users can restore tasks from up to 100 days ago.

Set a task's due date

Pick a due date for a single (one-time) task using the calendar, with optional time-of-day. For recurring tasks, due-date configuration is part of the recurrence pattern — see the recurring tasks guide.

Set up and manage recurring tasks

Add a recurring task to a client's Workflow, configure weekly/monthly/quarterly/yearly recurrence with due-date rules, link start dates to client date fields, and remove the recurrence when no longer needed.

Task audit log and copying tasks

The audit log shows a full change history for a task — who changed what, and when. Copying a task duplicates all fields and checklist items to a new task. Audit log requires Elite plan.

Task billing settings

Set when a task becomes billable — task start date, due date, completion, or a custom date — from the task's More menu.

Task checklists

Add checklists to tasks to break work into trackable sub-steps. Checklists support multiple groups, drag reordering, inline timers, and converting items to standalone tasks.

Task placeholders

Placeholders automatically insert period names (months, quarters, years) into recurring task titles — set them up once in a client Workflow or template, and Uku fills in the right value each time the task runs.

Task settings

Task settings control how tasks behave across your company — including template visibility, time estimation defaults, checklist enforcement, topic management, and time entry restrictions.

Task statuses

Task statuses (Active, Done, Delayed, Overdue, Later) are automatically assigned by Uku and help you filter and monitor your task list across the Dashboard, Report, and Calendar.

Task view overview

The Uku task view is split into two panels — Task Content for managing task details, and Communication for viewing emails, comments, and Client Portal messages — all in one place.

Topics

Topics are labels that group and categorize tasks — use them to filter your dashboard, generate detailed reports, control which tasks appear on invoices, and set billable defaults per topic.

Update client tasks from template changes

Push template changes to all client workflows that use it — open the Bulk Update panel, choose clients, tasks, and fields, set the regeneration date, and confirm.

Using task dependencies

Create connected workflows where the next task only appears on your dashboard once the previous task is marked done — useful for sequential processes like client onboarding or multi-step filing.

What are custom fields and how to use them?

Custom fields let you track additional data (numbers, text, choices) on tasks and client cards — create them in Settings & Apps, then enable them on individual tasks or view them in reports.

Your calendar

Plan your week, reschedule tasks by dragging between days, create tasks from the calendar, and configure which events and team information appear in your personal calendar view.