Forecasting in reports

Before you start

Forecasting in reports is available on Premium and Enterprise plans.

The reports continue to follow your existing access permissions. Team-level data is visible only to people who can view it, and draft values appear only to people who can view draft projects.

Choose a date range that includes today or a future date. A range that ends before today is treated as historical and shows logged results only.

What the forecast layers include

Toggl keeps three types of work visually separate.

Logged

Logged is time that has already been tracked. It is the actual part of the report.

Scheduled

Scheduled means work that is planned or recurring.

In the Workload and Utilization reports, it can include:

Estimates on tasks in active, non-draft projects
Upcoming recurring work that has not been created as a new period yet
Planned calendar events

For estimated work, Toggl subtracts time that has already been logged and carries the unfinished estimate forward from today. Past and overdue task slices do not add forecast time. Planned calendar events count from today onwards.

In the Profitability report, the scheduled forecast uses the most accurate information available for each task:

A task estimate
A project estimate when the task has no estimate
Recent daily usage when no estimate is available

This fallback is evaluated task by task, so the same project can use estimates for some tasks and recent usage for others.

Draft

Draft means tentative work from draft projects that you have permission to see. Draft values are shown with a hatched pattern and an approximate marker, ~, so they are not mistaken for confirmed work.

Turn forecast layers on or off

Open Reporting.
Select Workload, Utilization, or Profitability.
Choose a date range that includes today or future dates.
Select the Display preferences gear icon.
Under Showing, turn Scheduled and Draft on or off.

Both layers are on by default. The Showing summary reflects your selection:

All work — Logged, Scheduled, and Draft
Logged + Scheduled — confirmed work without drafts
Logged + Draft — actuals plus tentative work
Logged only — tracked time without forecast layers

Changing a layer updates the report totals, chart, and relevant breakdown table. CSV exports also follow the selected layers.

The forecast controls do not appear in the Summary or Time logs reports.

Read the forecast in charts and tables

Forecast styling is consistent across the three reports:

Solid values represent logged work.
Outlined or lighter values represent scheduled work.
Hatched values represent draft work.
A ~ before a number means that the value includes tentative draft work.
A vertical marker identifies the current period, such as Today, This week, This month, This quarter, or This year.

Hover over a chart period to see its Logged, Scheduled, and Draft components.

Workload forecasting

The Workload report shows how logged and upcoming work compare with team capacity.

The summary cards show:

Logged time against capacity
Scheduled time
Draft time
Forecast capacity, remaining capacity, or time over capacity

Forecast capacity is calculated as:

Forecast capacity = Capacity − Logged time − Remaining scheduled time − Draft time

Capacity already accounts for public holidays and overlapping time off.

The Scheduled card shows the full scheduled amount. The forecast-capacity calculation uses only the remaining scheduled amount after tracked time has been deducted. This prevents double-counting, but it also means the Scheduled card can be higher than the amount subtracted from capacity.

The chart highlights future periods that are Underbooked or Overbooked. For past periods, excess logged time is shown as Overtime.

When either forecast layer is on, the breakdown becomes a per-member table with Capacity, Scheduled, Draft, Logged, and Variance. Turn both layers off to return to the historical period-by-period view. You can sort the table by member.

Utilization forecasting

The Utilization report compares actual or upcoming work with available capacity and your utilization target.

When forecast data is present, the main value changes to Forecast utilization:

Forecast utilization = (Remaining scheduled time + Draft time) ÷ Capacity

Only the layers you have enabled are included. Logged utilization is not added back into this headline: the forecast represents remaining upcoming demand. If no forecast contributes, the report shows achieved utilization from logged billable time.

The chart and tooltips show how far the forecast is below or above the utilization target. Utilization cannot be calculated for a person who has no working hours set.

When either forecast layer is on, the member breakdown shows Scheduled, Draft, Billable time, and Total. Turn both layers off to return to the historical period-by-period view. You can sort the table by member.

Profitability forecasting

The Profitability report combines actual financial performance with projected revenue and labour cost.

The Revenue, Cost, Profit, and Margin cards continue to show actual values first. When forecast data exists, a second Forecast value appears beneath the actual value. A forecast containing draft work is marked with ~.

The trend chart separates:

Actual revenue and cost
Scheduled revenue and cost
Draft revenue and cost
Actual profit and Forecast profit

The profit line is solid for actuals and dashed for the forecast. Hover over a period to see Revenue and Cost split into Logged, Scheduled, and Draft components.

Forecast totals add revenue and labour cost from the selected layers to actuals, then recalculate Profit and Margin. For fixed-fee projects, future days within the active project dates are prorated daily.

The breakdown table keeps its actual Revenue, Cost, Profit, and Margin columns and adds a separate, sortable Forecast profit column. This column appears only when Project is one of the selected breakdown levels.

When the Draft layer is on, draft projects you are allowed to see also become available in the Profitability report's Project filter.

ℹ️ The Which projects need attention? table uses scheduled forecasts and logged data only. Draft work does not affect which projects appear there, even when the Draft layer is on.

For the complete revenue, cost, fixed-fee, and margin calculations, see Profitability Reports.

Export and share forecast reports

CSV exports match the layers visible in the report:

Workload exports can include Scheduled, Draft, Logged, Capacity, and Variance.
Utilization exports can include Scheduled, Draft, Billable time, and Total.
Profitability exports include Forecast profit when that column is available.

Explicit Scheduled and Draft choices are preserved when a report is shared. If a recipient changes a report control, Toggl opens their own version of the view rather than changing the shared report.

Improve forecast accuracy

Forecasts are calculated from data already in Toggl; they are not AI predictions. For more useful results:

Add estimates and assignees to upcoming tasks.
Keep recurring projects and tasks up to date.
Set accurate working hours, public holidays, and time off.
Add billable rates, labour cost rates, fixed fees, and project dates for profitability.
Add estimates to draft projects if you want tentative work reflected.

Frequently asked questions

Why do I not see the forecast controls?

Check that you are viewing the Workload, Utilization, or Profitability report and that your workspace is on Premium or Enterprise. The controls are not available in Summary or Time logs. Your access permissions may also limit the data shown.

Why is my forecast empty?

Make sure the selected range includes today or future dates and that the underlying work has estimates, recurring periods, planned calendar events, or visible draft-project estimates. A past-only range has no forecast portion.

Why can I not see draft work?

You must have permission to view draft projects. In Profitability, draft projects appear in the Project filter only while the Draft layer is on. Workload and Utilization include permitted draft totals but do not offer draft projects in their Project filter.

Why is Forecast profit missing from the breakdown table?

Add Project as one of the breakdown levels. Forecast profit is available only when the forecast can be attributed to a project.

Does forecasting use AI?

No. It is a deterministic calculation based on tracked time, estimates, recurring work, planned calendar events, rates, fees, dates, and—where Profitability has no estimate—recent usage.

Do draft projects affect the projects-needing-attention list?

No. The Which projects need attention? table evaluates scheduled work only and does not include draft work.