Invite your team
This guide is for Organization Owners and Admins who want to add people to their Toggl workspace. It covers the ways to send invitations, how to pick a role, what the invited person does next, and what happens to licenses and the Free plan cap. You will be able to invite one person or many, and resend or revoke an invitation that is still pending.
To invite people to Toggl, open Members in the sidebar, under Manage, click Invite members, enter one or more email addresses, pick a role and click Invite members. Only Organization Owners and Organization Admins can invite people. Each invited person receives an email and joins the workspace when they accept.
Before you start
- Who can invite. Organization Owners and Admins. Workspace Admins and Managers cannot invite people. See User roles in Toggl. If you don’t see the Invite members button, your role does not allow inviting.
- Licenses. Each member uses a license, and your subscription is updated when people join. Guests do not count toward the paid seat limit. See Understanding licenses.
- Free plan. The Free plan has a member cap. If an invitation would go over it, Toggl blocks it and suggests upgrading. During a trial you can invite an unlimited number of people. See Toggl plans: what’s included.
Invite people by email
- Open Members in the sidebar, under Manage.
- On the People tab, click Invite members.
- In Email addresses, enter one or more email addresses. The field is labelled “Add one or more emails…”.
- Under Toggl role, click Pick a role and choose a role. The same role applies to everyone in this invitation. To give different roles, send separate invitations.
- Click Invite members.
When it works you see “Members successfully invited”. You can change roles later in the members table.
| Role | What it is for |
|---|---|
| Workspace Admin | Can access all data in the workspace |
| Manager | Can manage teams and projects, but not users, integrations or workspace data |
| Member | Can manage their own tasks, planned time and time tracking |
| Guest | An external party with access limited to a specific project |
The list can also include other roles such as Time Tracker. For exactly what each role can do, see User roles in Toggl.
Hover over the information icon next to the Invite members title to see how the invitation affects licenses and billing.
Other places to invite
- Sidebar card. In a workspace where you are the only member, the sidebar shows an “Invite your team to collaborate” card. Click it to open the same form.
- Onboarding checklist. The checklist step Invite team members opens the same form.
- From a project. On a project, click Invite. The form is titled “Invite your team to work on [project name] with you”. Add emails separated by commas and click Send invites, or click Search existing members instead to add people who are already in the workspace. Invitees get access to the project right away. Tip: you can only do this if your role allows managing the project and inviting people.
- Admin Console. If your organization also has a Toggl Track workspace, use the Admin Console to invite people, set roles for each Toggl tool, or import a list of members from an Excel file. See Introduction to the Admin Console.
- Imports and integrations. The Universal CSV importer can add people from a file, and integration sync (for example Jira or Asana) can invite members from the connected tool.
What the invited person sees
- They receive an invitation email and click the link.
- They sign in, or create an account with the invited email address.
- If they have pending invitations, Toggl shows Accept invitation to proceed. They click Accept invitations.
- They land in the workspace with the role you chose. Guests see only the projects they are added to: see Quickstart for guests.
Manage pending invitations
On the Members page, people who have not accepted show an invite icon and a greyed-out name, and the Status filter has an Invited option.
- Resend an invitation. Open the ⋯ menu at the end of the row and choose Resend invitation.
- Resend to many people. Select the rows, then choose Send invites in the bulk actions bar. People who already joined and deactivated members are never emailed. See Bulk actions on the Members page.
- Revoke an invitation. Open the ⋯ menu and choose Revoke invitation. This removes the person from the organization and frees their seat.
- Change the role of a pending person from the Role cell in the table.
Common questions
Why can’t I invite more people?
On the Free plan the organization has a member cap, and an invitation that goes over it is blocked. Upgrade your plan, or revoke an invitation that is no longer needed. If the message says a user already exists in the organization, one of the addresses has already been invited or has already joined.
Why can’t I see the Invite members button?
Only Organization Owners and Admins see it. Ask an owner or admin to invite people or to change your role.
Does inviting someone cost money?
Each member uses a license, and your subscription is updated accordingly. Guests do not use a paid seat. Check Understanding licenses and your Billing settings.
An invited person says they never got the email. What now?
Ask them to check spam, confirm the address is correct on the Members page, then use Resend invitation.
Next step: Bring your data into Toggl: which importer to use