Emails and notifications from Toggl
This guide lists every email and in-app notification Toggl can send you, from the Daily Brief morning summary to admin-configured reminders, scheduled report emails and timesheet approval emails. It is for every Toggl user who wants to control what lands in their inbox or notification center, and for admins setting up team-wide reminders and alerts. By the end you will know which notifications exist, who controls each one, and where to turn them on or off.
Toggl sends two kinds of notifications: ones you control in your own Profile Settings, and ones an admin configures for the whole workspace. This guide covers both.
Notifications you control
These are personal preferences set in Profile Settings > Preferences. Open Profile Settings from your profile menu in the sidebar.
Email notifications
Two toggles sit under Email notifications in Preferences:
| Setting | What it does |
|---|---|
| Email me when a timer runs over 8 hours | Sends you an email if a running timer passes 8 hours, so you can stop it or correct it. |
| Email me a daily brief every weekday morning | Sends the Daily Brief email (described below). |
The Daily Brief
Every weekday morning, Toggl sends you a Daily Brief email that recaps yesterday's tracked time and lays out today's plan. It is sent at 8:00 in your local time.
Yesterday's summary includes your total tracked time and a per-project breakdown.
Today's plan lists your planned time blocks and connected calendar events in chronological order, with a NEXT UP marker for what is coming next. If you have not connected a calendar, this section prompts you to connect one instead.
Reconcile nudge: if a planned block from yesterday was never logged, the brief asks "Did it happen?" — clicking it opens the calendar with a prefilled log popover so you can save the entry in one click. If more than one block went unlogged, the link takes you to that day on the calendar instead.
The Daily Brief is only sent when there is something to show — tracked time from yesterday or a plan for today. If neither exists, no email is sent. It is also skipped if you have already tracked time today by the time the email would go out.
The Daily Brief is on by default. Turn it off in Profile Settings > Preferences > Email notifications.
In-app notifications
Three toggles sit under In-app notifications in Preferences:
| Setting | What it does |
|---|---|
| Notify me about task assignments | Shows a notification when a task is assigned to you. |
| Notify me when I'm added to projects | Shows a notification when you are added to a project. |
| Notify me about in-app project alerts | Shows a notification when a project alert threshold is crossed. |
These are separate from the admin-configured reminders — see Time tracking reminders and project alerts for those.
Notification center
The notification center is a bell icon in the sidebar that collects your in-app notifications in one tray. It has two tabs:
- Notifications — task assignments, project additions, workspace invitations.
- New releases — product updates, when available.
You can filter by Unread or Read, mark all as read, and open notification settings from the gear icon.
If you decline a workspace or organization invitation, Toggl asks you to confirm first. After declining, you can only join if an admin invites you again.
Notifications an admin configures
These are workspace-level settings managed in Admin Settings. The people who receive them cannot turn the admin-configured ones off individually — only the admin who set them up can change or remove them.
Time tracking reminders
Available on Premium and Enterprise.
Time tracking reminders email team members when their logged time falls below a threshold the admin defines. Set them up in Admin Settings > Tracking & Rates > Alerts and Reminders.
The admin chooses:
- Recipients: teams or individual members. When you pick a team, whoever is in the team when the reminder is checked gets it.
- Frequency: daily or weekly
- Hours threshold: the minimum tracked time expected
If the threshold is not met, the recipient receives an email reminder. Reminders are checked at the end of each day or week (based on the rule's period) in the recipient's local timezone, and respect each member's beginning-of-week setting.
Deleting a reminder asks for confirmation first. Once it's deleted, team members stop getting that reminder by email.
For the full walkthrough, see Time tracking reminders and project alerts.
Project alerts
Available on Starter and above.
Project alerts email the right people when tracked time passes a defined threshold on a project. Two alert types are supported:
- Time estimate — alerts when tracked time reaches a percentage of the project's time estimate
- Fixed fee budget — alerts when total cost reaches a percentage of the fixed fee budget
Fixed fee budget alerts are only available to people who can see the project's fixed fee.
Admins can set alerts at two levels:
- Workspace level — applies to every project. Set in Admin Settings > Tracking & Rates > Alerts and Reminders. Choose the threshold and recipient (project manager, workspace admins, all project members, specific teams, or individual members).
- Per project — set on a specific project's overview page. Project managers can customise these.
Alert emails are sent immediately when a threshold is reached. Deleting an alert asks for confirmation first. No more emails go out for that alert. Changes to workspace-level defaults apply to new projects only — existing projects keep their current alert configuration.
If a project has no project manager, alerts set to go to the project manager have no recipient. Add a team or individual members as recipients for those projects.
For the full walkthrough, see Time tracking reminders and project alerts.
Timesheet approval emails
Available on Premium and Enterprise.
Timesheet approvals generate automatic emails at each step of the workflow. You do not configure these individually — they are part of how approvals work. See Overview of the Approvals page and Setting up timesheet approvals for the full setup.
| Event | Who gets an email |
|---|---|
| A member submits their timesheet, or an admin submits it on their behalf | The approvers on that member's setup. For an on-behalf submission, the email names the admin who acted and the member whose timesheet was submitted. |
| An admin submits, resubmits or withdraws a member's timesheet on their behalf from Approvals | The member whose timesheet it is |
| An approver requests changes | The member whose timesheet was returned |
| An approver withdraws an approval | The member, so they can edit and resubmit |
| A timesheet is approved | No email is sent |
Admins can also turn on submission reminders for a timesheet setup. The toggle Remind members to submit their timesheet sends a reminder email before the timesheet is due. Reminders are sent by email only.
Scheduled report emails
Available on Premium and Enterprise.
Admins, managers and members can schedule a saved report they created to be emailed daily, weekly or monthly at a chosen hour. Set it up from Share on the report, in the Schedule tab, or from Reports > Shared reports > Shared by me. The email contains a link to the report, not an attachment, and the numbers are current when the recipient opens it.
Recipients can be you only, specific people, teams, or everyone in the workspace who has access to the report. The send hour uses each recipient's own timezone. If someone loses access to the report, or leaves a team it was sent to, their emails stop automatically. To stop receiving a scheduled report, ask the person who scheduled it.
For the full walkthrough, see Scheduling report emails in Toggl.
Quick reference: who controls what
| Notification | Who controls it | Where to change it |
|---|---|---|
| Daily Brief | You | Profile Settings > Preferences > Email notifications |
| Timer over 8 hours | You | Profile Settings > Preferences > Email notifications |
| In-app task assignments | You | Profile Settings > Preferences > In-app notifications |
| In-app project additions | You | Profile Settings > Preferences > In-app notifications |
| In-app project alerts | You | Profile Settings > Preferences > In-app notifications |
| Time tracking reminders | Admin | Admin Settings > Tracking & Rates > Alerts and Reminders |
| Project alerts | Admin | Admin Settings > Tracking & Rates, or per-project |
| Timesheet approval emails, including on-behalf emails | Automatic (part of approvals) | See timesheet approval setup |
| Timesheet submission reminders | Admin | Timesheet setup > Reminder toggle |
| Scheduled report emails | The person who scheduled the report | Share > Schedule on the report, or Shared by me |
Common questions
Can I stop the admin-configured reminder emails?
Not individually. Time tracking reminders and project alerts are set by an admin for the whole workspace or for specific projects. If you are receiving one you do not want, ask your workspace admin to adjust or remove the rule.
Why am I not getting a Daily Brief?
The Daily Brief is only sent when there is something to show — tracked time from yesterday or a plan for today. If neither exists, no email is sent. It is also skipped if you have already tracked time today by the time the email would go out. Check that the toggle is on in Profile Settings > Preferences > Email notifications.
Do approvers get an email when a timesheet is approved?
No. Approvers get an email when a member's timesheet is submitted, whether the member or an admin submitted it. Members get an email when changes are requested, when an approval is withdrawn, or when an admin submits, resubmits or withdraws their timesheet for them. No email is sent on approval.
What is the difference between in-app project alerts and email project alerts?
In-app project alerts show in your notification center when a project alert threshold is crossed — you can turn these on or off in Profile Settings. Email project alerts are sent by email and are configured by an admin — you cannot turn those off individually.