Admin Guide: Switching to Toggl from Toggl Track

Before you start

There is no forced migration or announced sunset date for Toggl Track. Whenever you're ready, you can bring your existing Toggl Track data into Toggl and explore the additional value it brings.

If your account has an assigned customer success manager, you can reach out to them to discuss the benefits and process of switching to Toggl. If you don’t have an assigned customer success manager but your account is larger or more complex, you can reach out to Toggl Support to discuss options for hands-on assistance.

Subscription costs

Try Toggl at no additional cost to your existing Toggl Track subscription. A paid Toggl Track organization receives the equivalent Toggl tier and licensed seat count at no additional charge while its Toggl Track subscription remains active:

Track Starter → Toggl Starter
Track Premium → Toggl Premium
Track Enterprise → Toggl Enterprise

Feature availability is not identical across the two products. Toggl Starter includes core time tracking, planning, project estimates, billable rates, alerts, and basic reporting. Workload, Utilization, Profitability, and labor-cost features require Toggl Premium or Enterprise.

Choosing a higher tier in Toggl or adding a paid module can change the subscription price. Changes to the organization’s shared subscription can also affect access across both products.

What stays the same

Everything you've built in Toggl Track — still here, and improving. Your timer, your projects, your history, your habits: all there. It's easy for a list of differences to read like Toggl is a different product end to end. It isn't — most of what your team already relies on carries over unchanged:

Same account, same login. Your existing Toggl account — password, Google/Apple sign-in, or passkeys — works as-is. No separate signup.
Same Organization → Workspace structure, with a shared Admin Console for managing members, Teams, licenses, and User Tags across products.
Same core objects. Clients, Projects, Tasks, Tags, and time entries are all still there, under the same names.
Same infrastructure and security: ISO 27001-certified, hosted on Google Cloud Platform, same backup practices.
Same desktop, mobile, and browser extension support — however your team already tracks time today, that carries over.
No forced move. Toggl Track keeps working as it does today.

What Toggl adds, in specifics

Here are the main benefits Toggl offers and how they are delivered in the product.

Planning and tracking, together. Your team's plan and their actual tracked time, side by side, instead of split across Toggl Track and a separate planning tool or spreadsheet someone maintains on the side. In Toggl 2.0, every time log can represent something you already did or something you've scheduled ahead of time, both shown on the same Calendar. Connect Google or Outlook and your meetings show up right alongside your tracked and planned work.
Every workload, profitability, capacity and billing answer — in Toggl, not spreadsheets. Project dashboards, utilization, workload, billable vs. non-billable, estimated vs. actual — ready to share with a client or your leadership team without touching Power BI first.
- Project Dashboards — a budget/forecast chart, variance, and breakdowns by task, member, or status. Recurring projects get their own dashboard variant, showing revenue, cost, margin, and time variance per period — useful for retainer work. Once two periods are completed, Estimate Suggestions will suggest budget for the next one based on actual tracked time, so a retainer's scope stays realistic as it renews.
- Workload and Utilization Reports — capacity vs. actual, tied into the same Availability settings that drive Timeline capacity.
- Profitability Reports — revenue, cost, and margin by project, client, task, or member, with a margin target and forecasting for ongoing periods.
- Equivalents of the Summary and Detailed report are also available.
"Can we take this on?" — answered. Stop scoping new work from memory or a spreadsheet. The Timeline view is what this runs on: schedule tasks across your whole team, and see in real time who has capacity, who's overbooked, and what saying yes to the next project actually does — with time off, work hours, and public holidays already factored in, plus connected calendar meetings, all in one view instead of a spreadsheet you're updating by hand. Capacity planning runs on that same data — more on this in "How Toggl 2.0's data structure differs from Toggl Track" below.
More control over your data structure, and your own metadata with custom fields. Admin-curated fields on Projects, Tasks, and Members, distinct from freeform Tags — built for consistent, reportable categorization that a naming convention or a parallel spreadsheet can't really hold up at scale. Attach billing codes, cost centers, department, or region to a project or task, or role, seniority, and cost tier to a member — instead of encoding them into names or mapping them by hand afterward. Project custom fields can be used to filter and group project lists, reports, and dashboards. Task custom fields can be used as filters in reports and task views. See Project-Level Custom Fields and Task-Level Custom Fields.
More automated time tracking. Less time tracking, more time doing. Toggl Track already has an Auto-Tracker (keyword-based automatic start/stop) and Idle Detection — the Toggl desktop app carries both over and adds Smart Suggestions: it learns from your tracking history and suggests the most likely task when you open the app, so logging recurring work takes one click.
Just ask. Toggl AI (beta) answers questions about your workspace data in plain language, and can act for you — log time, create a project, and more.

How Toggl 2.0's data structure differs from Toggl Track

If you know Toggl Track's data structure, most of Toggl will look familiar — but a few things shift:

Tasks carry more weight, even though they're still optional. In Toggl Track, Tasks are a feature some teams skip entirely. In Toggl 2.0, Tasks are one of the five core objects (Client, Project, Task, Tag, Time Log) and are what the Timeline, Calendar, and capacity planning are built on — worth looking into if you would benefit from those features.
Tags are applicable to more items. In Toggl Track, tags sit at the same level as time entries — they describe one time entry at a time. In Toggl 2.0, tags can live on Tasks, Projects, and Time Logs, covering broader categorization.
New: Subtasks. Toggl adds one level of Subtasks under a Task (flat — a Subtask can't have its own Subtask), with independent time, estimates, and status.
Planning. Toggl Track's time entries only record what already happened. Toggl adds planned time blocks and scheduled tasks alongside logged time. The Timeline view calculates capacity using task dates and estimates together with work hours, time off, public holidays, and connected calendar events.
A few other concepts have no Toggl Track equivalent: a Task can stand alone with no Project (a personal to-do), custom task statuses can be added to a Board view, and Milestones mark key delivery dates on the Timeline.

The Organization → Workspace relationship works the same way it does in Toggl Track — no change there.

See Data Structure and Categorization Guide in Toggl for the full breakdown.

Import first, then sync if you need it

Import is how you bring your existing Toggl Track data into Toggl — a one-time copy of your history. Live sync is a separate, optional feature, not another way to bring data over: it doesn't copy any existing history by itself, it just keeps new changes flowing between Toggl Track and Toggl going forward, which is useful if your team isn't moving over all at once. Most admins start with an import, then decide afterward whether to also turn on live sync.

Importing your Toggl Track data

Import is a one-time copy of your Toggl Track data — clients, projects, tasks, tags, time entries, and members. For the full field-by-field breakdown and step-by-step instructions, see Importing data from Toggl Plan and Toggl Track to Toggl 2.0.

A few things worth knowing upfront:

Workspace-level only — you can't pick individual projects to import.
Time data imports up to the first 30-month gap in your workspace's history.
Re-running the import doesn't remove anything already brought over.
Rates and costs. A full-workspace import includes billable-rate and labor-cost history at workspace, workspace-member, Project, and Project-member levels. Task-level rates and historical fixed-fee changes are not imported; only the current Project fixed fee is brought over.
You choose whether to activate Toggl Track workspace members during the import. If included, they're activated directly; if skipped, their data is still brought over, but they won't get Toggl access until an admin grants it later.

Keeping Toggl Track and Toggl in sync (optional)

See Live Sync between Toggl Track and Toggl for full details.

Turning it on: either from the Sync settings section on the completion screen right after running the importer, or anytime from Toggl Workspace settings — you don't need to have run an import first.

Choose a direction:

Toggl Track → Toggl (one-way): changes in Toggl Track flow into Toggl only.
Toggl → Toggl Track (one-way): changes in Toggl flow into Toggl Track only.
Two-way: changes in either product replicate to the other.

What syncs: projects, clients, tasks, and completed time entries — creating, editing, or deleting any of these on one side is reflected on the other, in whichever direction you chose.

What doesn't sync:

Workspace members. Inviting or removing someone in one product doesn't change membership in the other — manage users separately in each.
Standalone tags. Tags do not sync as independent objects. Toggl Track tags are created or matched in Toggl when a synced time entry uses them.

A few notes on behavior: sync only covers changes made after you turn it on (run the importer first if you want existing history in Toggl 2.0); it's event-driven with typically under 3 seconds of lag; editing the same field in both products uses last-write-wins, with no conflict warning; and deletes propagate to the other side. We recommend pairing each Toggl Track workspace with a single Toggl workspace to avoid unexpected overwrites.

After importing

Give your projects, tasks, and clients a quick check — a few structural things work differently in Toggl 2.0:

Tags can live on tasks and projects, not just the time entry — more flexible categorization than Toggl Track's entry-only tags. Add Toggl task or project tags separately when you want broader categorization.
Billable status can be set per time entry, independent of the task or project.
Re-add alerts and reminders manually — these don't carry over yet.
Check assignment and filters if tasks appear missing. Most Toggl Track projects use public access with tasks left unassigned to a specific person — access is controlled at the project level. Toggl 2.0's Timer and Tasks views default to showing only tasks assigned to you in order to make views less busy. This means that an imported task with no assignee could end up invisible to the person who's supposed to track time against it. Make sure your imported tasks have an assignee (or a Team assigned) so your team can find them.