---
title: Toggl Data Organization Guide (Quickstart)
description: Set up Clients, Projects, Tasks, Tags and Custom Fields in Toggl so reporting, billing and capacity planning stay reliable. Includes examples by team type.
---
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# Toggl Data Organization Guide (Quickstart)
## The essentials of Clients, Projects, Tasks, Tags, Custom Fields and Descriptions, with setup examples by team type.
A clear data structure makes your Toggl reporting, billing, and capacity planning reliable, and keeps your Timeline, Board, and Calendar meaningful. This mini guide covers the essentials. For the full details, see [Data Structure and Categorization Guide in Toggl](https://docs.toggl.com/data-structure-and-categorization-guide-in-toggl-2.0?hsLang=en).
π§ Core Concepts
Toggl's building blocks are **Clients**, **Projects**, **Tasks** (and **Subtasks**), **Tags**, **Custom Fields**, and **Descriptions**. A **Time Log** carries the project, task, tags, and description; Custom Fields live on Projects, Tasks, or Members, and reports categorize logged time through those linked objects. You decide what each one represents for your team.
### βοΈ Data Structure
Think of a **Time Log** as a paper, a **Task** as an envelope, a **Project** as a folder, and the **Workspace** as the drawer. A **Client** is the label on a folder (at most one per folder).
This diagram represents various possible ways to structure your data:
> **Key Rules:**
>
> - Clients connect to Time Logs only through Projects, and a Project can have at most one Client.
> - A Time Log can have a project, a task, both, or neither. Only a start time is required.
> - Tasks can stand alone; subtasks go one level deep.
> - Tags are flat and can sit on Time Logs, Tasks, and Projects.
> - Billable status defaults from the task or project and can be changed per Time Log.
### β±οΈ Time Logs
The unit of time in Toggl. A Time Log can be **logged** (already happened) or **planned** (scheduled), and both appear in the same Calendar. Split view always shows them side by side; the standard view can combine matching planned and logged time into one tile.
- Only a **start time** is required; Project and Task are optional.
- On **Premium and above**, admins can require Project, Task, Description, or Tags. Required fields are enforced when time is logged; planned-only entries can stay incomplete until they're converted to logged time.
- **Billable** defaults from the task or project.
> If Client-level reporting matters, make **Project** a required field (Premium and above). Otherwise time can exist with no Client attached.
### π₯ Client
A grouping label on a Project.
- At most one Client per Project, and never tied directly to Time Logs.
- There's **no Clients screen**: create a Client from a project's **Client** field.
### π Project
The main container for tasks and time logs.
- Dates, estimates, rates, and fixed fees live here. Projects without dates won't show a project bar on the Timeline. Capacity comes from dated, assigned tasks and planned time.
- New projects default to **Shared** in new workspaces. Admins can change this in **Admin settings β Workspace setup β Default visibility**.
- Projects can **recur**, with their own budget each period.
### 𧩠Task & Subtask
What the **Timeline**, **Board**, **Calendar**, and **capacity planning** are built on.
- Tasks carry an assignee, dates, estimate, priority, and **Status** (the Board columns).
- A Task can stand alone as a personal to-do. **Subtasks** are one level deep and independent by default. With **Sum subtask totals** enabled, estimates, logged time, and assignees roll up; status never does.
- Core tasks are included on the Free plan.
### π·οΈ Tags
- Can sit on Time Logs, Tasks, and Projects. Time Logs **inherit their task's tags** (not the project's).
- Grouping a report by Tag counts a multi-tag log under each tag. Group by Client, Project, or Task for true totals.
### π§Ύ Custom Fields *(Premium and above)*
Admin-defined metadata for consistent, reportable categorization β billing codes, cost centers, region, compliance categories.
**Key Notes:**
- Can be attached to **Projects, Tasks, and Members**.
- Values are filterable in Reports. Member-level fields (e.g. role, seniority, cost tier) also filter the Members list and Timeline capacity.
- Use Custom Fields when the value must be consistent for finance or compliance; use Tags for lighter, ad-hoc grouping.
### π Description
- Enough on its own to log time. Standardize phrasing so reports group cleanly, and make it required if you rely on it (Premium and above).
### ποΈ Workspace & π’ Organization
- The **Workspace** holds all your data. Roles: **Admin, Manager, Member, Time Tracker,** and **Guest**. **Teams** let you add groups of people to projects or reports at once.
- The **Organization** handles billing, subscription, and account ownership.
𧱠Data Structure in Action
> **Custom Fields** *(Premium and above)* live on the project, task, or member, not on the time log itself, so they don't appear in the Log Time window.
Hereβs an example of a time log with a **subtask** that is **non-billable**:
π Data Categorization and Design
**1οΈβ£ Define what each object means for you**
- **Client** β External client, internal department, district. *Examples:* (1) Acme Inc, (2) Marketing Dept, (3) District A
- **Project** β Campaign, deliverable, retainer, internal function. *Examples:* (1) Q3 Social Campaign, (2) Onboarding, (3) Monthly Retainer (recurring)
- **Task** β Milestone, phase, sub-service, assignable piece of work. *Examples:* (1) Wireframes, (2) QA Review, (3) Launch
- **Subtask** β A smaller step within a task (one level deep). *Examples:* (1) Homepage Wireframe, (2) Cross-browser QA, (3) Launch Checklist
- **Status** β Workflow stage on the Board. *Examples:* (1) To do, (2) In review, (3) Done
- **Tag** β Billing status, activity type, stakeholder, location. *Examples:* (1) Invoiced, (2) Support, (3) NYC
- **Custom Field** β Billing code, cost center, region, member seniority. *Examples:* (1) GL-4010, (2) EMEA, (3) Senior
> Remember, all of the above data items are **fully customizable** to suit your needs. Further examples are in the final section of this guide.
**2οΈβ£ Use consistent naming**
- **Projects:** Website Redesign (with the Client field) or Acme Inc - Website Redesign (without it)
- **Tasks:** Discovery | Design | QA | Launch
- **Tags:** Invoiced | Meeting | Remote
- Billable is its own setting, so you don't need a "Billable" tag.
**3οΈβ£ Standardize descriptions:** use one phrase, such as *Account Management*, not variations like *Acct Mgmt*, so reports group cleanly.
**4οΈβ£ Decide what's required:** on Premium and above, turn on Project, Task, Description, or Tags in **Admin settings β Required fields**, based on what your reporting depends on.
**5οΈβ£ Pilot first:** set up 2β3 projects with dates and estimates, add a few tasks, and track and plan for a week before rolling out. Then bulk-import the rest from a CSV.
### π Structuring Your Data for Your Type of Team
Toggl's structure adapts to many industries and internal workflows. Here are examples of how different organizations might set things up.
Each example includes a Custom Field you could add, and you can filter Reports by its values.
#### Creative Agency
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β Who the work is done for. *Example:* DRV Design
- **Project** β The specific initiative the work belongs to. *Example:* Website Redesign
- **Task** β The activity or phase of the initiative, assigned and scheduled on the Timeline. *Example:* Creative Briefing
- **Tag** β Additional context or milestones. *Example:* Invoiced
- **Custom Field** *(Premium+)* β Project-level field for the contract type. *Example:* Retainer
- **Billable / Non-billable** β Defaults from the task or project β whether this time counts toward client billing. *Example:* Billable
- **Description** β Short summary of what was done. *Example:* Outlining the homepage layout
π§ **When to use this structure**
This structure works best for agencies that:
- Bill clients for services and deliverables.
- Need to plan and track work across multiple projects or campaigns.
- Want visibility into which phases consume the most time β planned vs. actual.
- Report on billable work.
#### Internal work at an agency
Time log example:
How it appears in reports:
- **Client** β Internal team the user is a part of. *Example:* Design Team
- **Project** β Type of internal work being tracked (can be set to recur monthly). *Example:* Internal Activities
- **Custom Field** *(Premium+)* β Project-level field for the internal cost center. *Example:* CC-Design-01
- **Billable / Non-billable** β Defaults from the project; can be changed on the time log. *Example:* Non-billable
- **Description** β A short summary of what was done. *Example:* Weekly planning call
π§ **When to use this structure**
- Separate client work from internal operations.
- Track non-billable time like team meetings and admin.
- Understand internal vs. client time, and how it affects team capacity.
#### Public Sector
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β The jurisdiction, agency, or department the work is for. *Example:* City of Riverside
- **Project** β The specific initiative or funded program. *Example:* Downtown Revitalization
- **Task** β The execution stage or phase of work. *Example:* Planning
- **Custom Field** *(Premium+)* β Project-level field for the funding source, kept consistent for audit. *Example:* Federal Grant
- **Tag** β Scope or priority level. *Example:* High Priority
- **Billable / Non-billable** β Whether the time is billable to a grant, contract, or funding source. *Example:* Billable
- **Description** β Short summary of what was done. *Example:* Hosted forum on green space
π§ **When to use this structure**
This structure works best for public sector organizations that:
- Manage multiple initiatives across jurisdictions or departments.
- Track time against specific funding sources like federal grants, state budgets, or donations.
- Report on how resources are allocated across programs and compliance requirements.
- Separate work by priority or funding type for audit and accountability.
#### Consulting Firm
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β The consulting recipient or customer. *Example:* North Logistics
- **Project** β The specific consulting deliverable, with dates, estimate, and fixed fee or rate. *Example:* CRM Implementation
- **Task** β The phase of the deliverable. *Example:* Discovery
- **Tags** β The type of work or internal category. *Example:* Research
- **Custom Field** *(Premium+)* β Project-level field for the engagement type. *Example:* Fixed fee
- **Billable / Non-billable** β Whether the time counts toward client billing. *Example:* Billable
- **Description** β Short summary of what was done. *Example:* Questionnaire for HubSpot CRM
π§ **When to use this structure**
This structure works best for consulting firms that:
- Work with multiple clients on engagements or deliverables.
- Track billable hours across clients, projects, and tasks.
- Want visibility into which activities consume the most time.
- Report on project progress, budget vs. actual, and profitability.
#### SaaS Product & Engineering Teams
Time log example:
The Board view above shows the User Profile Redesign project, where each column is a task status (i.e. Todo; In Progress; Blocked; In Review; Done). The Frontend Dev task from the time log sits in the In Review column, with its project, client, and UX tag on the card.
π **How to read this example**
- **Client** β The internal business unit or product line the work supports. *Example:* Product Team
- **Project** β The feature rollout, initiative, or maintenance work. *Example:* User Profile Redesign
- **Task** β The item or type of development work. *Example:* Frontend Dev
- **Status** β Where the task sits on the Board. *Example:* In Review
- **Tags** β The area or activity type. *Example:* UX
- **Custom Field** *(Premium+)* β Task-level field for capitalizable (CapEx) vs. operating (OpEx) work. *Example:* CapEx
- **Billable / Non-billable** β Whether the time is billable to an external client. *Example:* Non-billable
- **Description** β Short summary of what was done. *Example:* Updated profile page buttons
π§ **When to use this structure**
This structure works best for SaaS and engineering teams that:
- Build and maintain internal products rather than client deliverables.
- Work across multiple product lines, business units, or departments.
- Need visibility into time spent on features, bugs, or maintenance.
- Run work through a Board and report on progress and team capacity.
#### Customer-Facing Teams (Sales, CSMs, TAMs)
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β The organization receiving the work. *Example:* Orion Labs
- **Project** β The initiative being supported. *Example:* Renewal
- **Task** β The specific activity related to the initiative. *Example:* Planning and Strategy
- **Tags** β Additional context that helps categorize the work. *Example:* Churn Risk
- **Custom Field** *(Premium+)* β Project-level field for the account tier. *Example:* Enterprise
- **Billable / Non-billable** β Whether the time is billable to an external client. *Example:* Billable
- **Description** β A short summary of what was done. *Example:* Prepped Deck + Docs
π§ **When to use this structure**
This structure works well for teams that:
- Manage ongoing client relationships.
- Track activity across the customer lifecycle: onboarding, adoption, renewal, and more.
- Want visibility into time across accounts and touchpoints like retention, expansion, or account health.
- Bill for consultative or project-based support.
#### Internal CS work
Time log example:
How it appears in reports:
- **Client** β The internal group the work supports. *Example:* CS Team Internal
- **Project** β The operational area or initiative. *Example:* CS Operations
- **Task** β The type of internal enablement or support work. *Example:* Product Knowledge
- **Custom Field** *(Premium+)* β Member-level field for the person's role. *Example:* CSM
- **Billable / Non-billable** β Internal work not charged to customers. *Example:* Non-billable
- **Description** β Short summary of what was done. *Example:* Updated internal handbook
π§ **When to use this structure**
- Capture internal effort that supports customer work (enablement, documentation, process).
- Report on customer-facing (billable) vs. internal (non-billable) time.
- Get visibility into team readiness: training, content updates, improvements.
#### Professional Services Teams
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β The external organization receiving the service. *Example:* Hillcrest Co
- **Project** β The accounting period or engagement β a good fit for a quarterly recurring project. *Example:* Q2 Bookkeeping
- **Task** β The specific service or workflow step. *Example:* Tax Filing
- **Custom Field** *(Premium+)* β Project-level field for the service line. *Example:* Tax
- **Tags** β Urgency, service type, or status. *Example:* High Priority
- **Billable / Non-billable** β Whether the work is billable to the client. *Example:* Billable
- **Description** β Short summary of what was done. *Example:* Collected tax documents
π§ **When to use this structure**
This structure is ideal for Professional Services teams that:
- Do client-specific work with clear deliverables (bookkeeping, consulting, audits).
- Need visibility into time per client, service line, or reporting period.
- Track both high-level projects and detailed service tasks.
- Require accurate billable hour reporting for invoicing and profitability.
#### Legal Professionals (Law Firms)
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β The organization receiving legal support. *Example:* RID Properties
- **Project** β The matter or case. *Example:* M&A Diligence
- **Task** β The type of legal work completed. *Example:* Research and Briefing
- **Custom Field** *(Premium+)* β Project-level field for the matter or billing code. *Example:* MTR-2291
- **Tags** β The practice area. *Example:* Corporate
- **Billable / Non-billable** β Whether the time counts toward client billing. *Example:* Billable
- **Description** β Short summary of what was done. *Example:* Reviewed company financials
π§ **When to use this structure**
This structure fits legal teams that:
- Work across distinct matters or cases that need clear time allocation.
- Track billable hours for accurate client invoicing.
- Need reporting across practice areas, clients, and matter types.
- Coordinate across specialized teams.
#### NGOs
Time log example:
How it appears in reports:
π **How to read this example**
- **Client** β The partner organization the NGO is supporting. *Example:* Community Partners
- **Project** β The program or initiative. *Example:* Water Access Program
- **Task** β The specific activity completed for the program. *Example:* Report Writing
- **Tags** β Program focus area or urgency. *Example:* Health, High Priority
- **Custom Field** *(Premium+)* β Project-level field for the grant or donor. *Example:* Water Fund 2026
- **Billable / Non-billable** β Operational activity, not linked to billable work. *Example:* Non-billable
- **Description** β Short summary of what was done. *Example:* Monthly field results
π§ **When to use this structure**
This structure works well for NGOs and non-profit teams that:
- Deliver work across community programs, grants, and initiatives.
- Support multiple organizations and need visibility into where time goes.
- Categorize work by program theme (health, education, environment) or urgency.
- Build reports for donors, leadership, and community partners.
π Related resources
- [Data Structure in Toggl](https://docs.toggl.com/data-structure-in-toggl-2.0?hsLang=en)
- [Toggl Vocabulary](https://docs.toggl.com/toggl-2.0-vocabulary?hsLang=en)
- [Tasks in Toggl](https://docs.toggl.com/tasks-in-toggl-2-0?hsLang=en)
- [Planned vs. logged time in Toggl's Calendar](https://docs.toggl.com/planned-vs-logged-time-in-toggls-calendar?hsLang=en)
- [Project](https://docs.toggl.com/project-level-custom-fields?hsLang=en), [Task](https://docs.toggl.com/task-level-custom-fields?hsLang=en), and [Member](https://docs.toggl.com/member-level-custom-fields?hsLang=en) custom fields
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