Email app settings and configuration

Quick answer

Go to Settings & Apps > Emails and use the tabs to connect your sending address, manage signatures, create templates, and configure incoming reply behavior. Available on the Team plan and above.

Who can do this

• Company Admin or Company Owner role is required to enable the Emails app and change company-wide settings.
• Any team member can connect their own sending address and manage their personal signatures.
• The Emails app requires a Team, Elite, or Trial plan.

Setting up email addresses for sending

Uku can send emails using either a shared Uku address or your own connected email address.

1. Go to Settings & Apps and click the Emails app card.
2. Open the Send emails tab.
3. Choose between:

• Use the Uku address — emails are sent from a shared Uku address. No setup required.
• Connect your email address — emails are sent from your own address, so clients see your real email in the From field.

Connecting a personal or company email

Click one of the provider buttons:

• Gmail — opens the Gmail OAuth flow. Sign in and grant Uku permission.
• Office 365 — opens the Microsoft OAuth flow. Sign in and grant Uku permission.
• SMTP — for Microsoft Exchange or any other mail server. Enter host, port, security settings, and credentials manually.

Once connected, the address appears in the list with its sender name and reply-to address. Each address has a visibility setting (private, or shared with specific members or the whole team). You can mark one address as your personal default (shown with a star), and Company Admins can set a company default used as a fallback.

After connecting an address, use the Send test email button to verify the connection before going live.

Reconnecting after an expired OAuth token

Gmail and Office 365 connections can expire. If an address shows a red error chip, open it and click Reconnect to go through the OAuth flow again.

Email-to-task: forwarding emails into Uku

Uku can automatically create a task from any email you forward to uku@getuku.email.

To enable: go to the Settings tab inside the Emails app. Under Incoming emails, turn on Allow email to task. Forwarding any email to that address creates a new task populated with the email subject and body, assigned based on the forwarding address matched to a team member.

Client reply handling

Three independent toggles in the Incoming emails section of the Settings tab control how client replies are routed back into Uku:

• Allow client replies — a client reply to an email sent from their client profile is added to Client Communication and creates a new task.
• Allow project replies — a client reply to a project email is added to Project Communication and creates a new task.
• Allow task replies — a client reply to a task email is added directly to that same task.

Turn on Email copy to receive a copy in your own inbox whenever a client replies. Turn on Allow only contacts (under Limitations) to accept replies only from email addresses listed as contacts under the relevant client — this reduces noise from auto-replies or spam.

Email signature management

Signatures appear at the bottom of emails sent from Uku. Each signature has a name, content sections, optional logo, and social media links.

Creating a signature

1. Open the Signatures tab inside the Emails app.
2. Click Add to create a new signature.
3. Fill in the signature name and content.
4. Set Access to Only me (private) or Everyone (shared).
5. Mark Set as default to use this signature automatically when composing emails.
6. Click Send test email to preview how the signature looks before saving.

Company Admins can edit shared signatures (those with Everyone access). Deleting a signature is permanent and will affect any email templates that reference it.

Email templates

Templates let you pre-write message bodies for common situations — invoice reminders, onboarding emails, status updates. Templates support dynamic placeholders that are filled in automatically when the email is sent.

Creating a template

1. Open the Templates tab inside the Emails app.
2. Click Add to open the template editor.
3. Write a subject and body. Use the Placeholders panel to insert dynamic values (client name, task title, period, assigned member, signature).
4. Attach files if needed.
5. Click Send test email to verify the output before saving.

Templates are shared across the company. Company Admins and Company Owners can create, edit, and delete templates. Company Members can view and use templates but cannot delete them.

Troubleshooting

Emails not reaching clients

Check the Mailbox (left navigation) for delivery status. Common causes: invalid recipient email address, expired OAuth token (look for a red chip on the address in the Emails app — reconnect it), or invalid SMTP credentials.

Emails sent from the Uku fallback address

A Warning status in Mailbox means the email was delivered but Uku had to fall back to its own shared address. The connected address failed authentication at send time — reconnect or reconfigure the address in the Emails app.

Client replies not appearing in Uku

Check that the relevant reply toggle is enabled in the Settings tab. If Allow only contacts is on, verify the client’s reply address is listed as a contact under their client profile.

SMTP connection errors

Common issues: wrong port or security setting (try port 465 with SSL, or port 587 with TLS/STARTTLS), app password required instead of your regular password (common with Gmail and Outlook when 2FA is on), or firewall restrictions. Use Send test email inside the address settings to get an immediate error response.