Overview of the Tasks page
This guide is for anyone who plans or works on tasks in Toggl: members checking what’s on their plate, and managers and admins organising work for a team. It explains the parts of the Tasks page: the list and board views, the built-in views and saved views, filters and grouping, archived tasks, and the ways to add and import tasks. Once you’ve read it, you’ll know how to find the tasks you need, change how they’re shown, and which article covers each step in detail.
The Tasks page shows every task you can access in the workspace, across all projects, in one place. Open Tasks in the sidebar, under Plan. It’s included on every plan, Free included, and works in the web and desktop apps. The mobile app has its own, simpler Tasks tab. Toggl 2.0 is now called Toggl, and this page hasn’t changed. Guests don’t see it. They work with tasks inside the projects they’ve been added to.
The page opens on My tasks, which lists the tasks assigned to you, grouped by date, with the highest priority first. The header says Tasks · List or Tasks · Board. Click the view name, or use the list and board icons in the toolbar, to switch between the two. Toggl remembers which view, filters and grouping you used last, and opens them the next time you click Tasks.
What’s on the page
| Element | What it shows or does | Learn more |
|---|---|---|
| Add task | The button at the top right opens the full task form. Press N to open it from anywhere on the page. | Working with tasks |
| View picker | The first button in the toolbar. Switch between the built-in views (My tasks, Today, Upcoming, Pipeline, Unplanned, Done and Archive) and your own saved views. Choose Save as new view to keep your current setup. | Saved views in Toggl |
| Filter | Narrow the tasks by assignee, project, client, status, priority, tag, team or date. On Premium and Enterprise, you can also filter by task custom fields. | Task-level custom fields |
| Group by | In List view, group by status, priority, project, assignee, billable, date or tag, or by a custom field. You can stack several levels. In Board view, columns are grouped by status or by date. | — |
| Sort by | Sort by Manual, Name, Project, Priority, Status, Date or Estimate. | — |
| List view / Board view | Switch between a table of tasks and a kanban board with one column per status (or per date). Drag a card to another column to change its status. | — |
| Search | Find tasks by name. | — |
| Import tasks | The AI icon in the toolbar, or press I. Create several tasks at once from a photo of a to-do list, a short prompt, or pasted notes. | Importing tasks |
| Display preferences | The cog icon. Turn Calendar events on or off, show or hide Completed tasks (Board view), turn on Show drafts if you can see draft projects, and choose which columns or card details are shown under Visible properties. On the board, Visible statuses chooses which status columns appear. | Draft projects |
| Task list | One row per task, with the task’s tags shown next to its name. Columns: Project, Billable, Priority, Status, Estimate, Logged, Dates, Assignee, plus any task custom fields. Subtasks are nested under their parent task. Click a row to open the task. | Working with tasks |
| Bulk toolbar | Appears when you tick one or more tasks. Edit, archive or delete up to 100 tasks at a time. In the archived view, it offers Unarchive instead of Archive. | Bulk editing projects and tasks |
The Billable column appears only for roles that can see billable status.
The built-in views
| View | What it shows |
|---|---|
| My tasks | All open tasks assigned to you, grouped by date (Overdue, Today, Tomorrow, later dates and No date). This is the default. |
| Today | Your tasks that are due today or overdue. |
| Upcoming | Your overdue and upcoming tasks, sorted by end date. |
| Pipeline | Your tasks on the board, in one column per status. |
| Unplanned | Your tasks that have no dates yet. |
| Done | Your tasks with a done status and an end date in the last 30 days. Only shown if your workspace has a done status. |
| Archive | Archived tasks. The header changes to Tasks · Archived. |
The built-in views are starting points, not saved views. Change the filters, grouping or sort, then choose Save as new view to keep the result. You can pin a saved view to Favorites in the sidebar.
What you can do here
- Create a task. Click Add task at the top, or press N, to open the full task form. Use the Add task row at the bottom of the list, or press A, to type a task inline. Press Enter to save it, or Ctrl+Enter (Cmd+Enter on Mac) to open the full form. When the list is grouped, each group has its own add option, and the new task picks up that group’s values. See Working with tasks.
- Add details as you type. In the task name, type + to pick a project, # to add a tag, P1 to P3 to set priority, or type a date to set a due date.
- Import several tasks at once. Choose Import tasks, then Photo (png, jpg or jpeg), Prompt or Text. Click Review Tasks, check and edit the list, and set a priority, project or tag for all of them with Apply to all tasks. Then click Add [number] tasks to create them. See Importing tasks.
- Plan on the board. Switch to Board view and drag cards between status columns as work moves along.
- Find a cut of your work. Combine filters, grouping and sort, and save the result as a view. See Saved views in Toggl.
- Edit many tasks at once. Tick tasks to change project, estimate, priority, tags, assignee, billable status or status in bulk. See Bulk editing projects and tasks.
- Archive finished work. Open a task’s ⋯ menu and choose Archive task, or archive several at once from the bulk toolbar. See Bulk archive and delete.
- Restore an archived task. Open Archive in the view picker, then choose Unarchive task from the task’s ⋯ menu, or Unarchive from the bulk toolbar.
To see every shortcut, press ?. Shortcuts work only while Enable keyboard shortcuts is on in your profile settings. See Keyboard shortcuts.
Who can do what
| Action | Who can do it |
|---|---|
| Open the Tasks page | Everyone except guests |
| Create, import and edit tasks | Workspace admins and managers; members for their own tasks; project managers in the projects they manage |
| Bulk edit tasks | Workspace admins and managers |
| Archive and unarchive tasks | Workspace admins and managers |
| Delete tasks | Workspace admins and managers; members for tasks they can manage |
| See the Billable column and group by billable | Roles that can see billable status, on plans with billable rates (Starter and above) |
| Show draft projects’ tasks | Roles that can see draft projects |
| Use task custom fields in filters, grouping and columns | Premium and Enterprise |
The Time tracker role can view tasks and track time on them, but can’t create or change them.
On Starter and above, new tasks are private by default. A private task can be seen only by its assignees, the members of its project, and workspace admins. See Private projects and tasks. On Premium workspaces, admins can make some task fields required. See Required fields for tasks and time logs.
Common questions
Why do I only see my own tasks?
The Tasks page opens on My tasks, which is filtered to tasks assigned to you. To see everyone’s tasks, open Filter and remove the Assignee filter, or set it to other people or a team. You’ll still see only the tasks your role gives you access to, and private tasks stay hidden unless you’re on them.
Why don’t completed tasks show in the list?
List view hides tasks in a done status unless you filter by status. Choose Done in the view picker to see your tasks completed in the last 30 days, or add a Status filter for your done statuses. In Board view, completed tasks show in their status column. You can turn them off with Completed tasks under the cog icon.
How do I find and restore an archived task?
Open the view picker and choose Archive. Open the task’s ⋯ menu and choose Unarchive task, or tick several tasks and click Unarchive. If a task belongs to an archived project, unarchive the project first. Archived tasks still appear in reports. See Bulk archive and delete.
Why can’t I archive or bulk edit tasks?
By default, archiving and bulk editing are open to workspace admins and managers. Members can create and edit their own tasks one at a time. If you need to archive tasks, ask an admin.
Why is Group by greyed out?
Grouping isn’t available when more than 1,000 tasks match your filters. Narrow the filters, for example by project, assignee or date, and Group by comes back.
Next step: Overview of the Timeline page