Premium plan Onboarding Guide for Toggl 2.0 Admin

We recommend clicking through the linked articles for more detail, and working through the checklist at the end of each section to get the most value out of your Premium subscription.

Topics covered: Logging in · Workspace settings · Data structure · Members · How to track time · Capacity planning · Projects · Integrations · Timesheet Approvals · Reports & Insights · Help

Logging In

You have a few options for logging into Toggl 2.0: email and password, Google/Apple sign-in, or passkeys. On Premium, you can also enable Single Sign-On (SSO) for your workspace, so your team authenticates through your own identity provider instead of a Toggl-specific password.

✍️ Checklist: Decide which login method your team should use, try logging in yourself first, and decide whether to enable SSO.

🌟 Optional: If your organization already has an identity provider set up for other tools, it's usually worth enabling SSO from day one rather than adding it later once everyone has passwords set.

💻 Toggl 2.0 MCP/CLI: Comfortable working from the command line or an AI assistant? Admins can also use the Toggl 2.0 MCP server or CLI to set up and manage their workspace by connecting tools like Claude Desktop, Cursor, or a terminal to create projects, tasks, and more. Entirely optional — the rest of this guide covers the web app.

Workspace Settings

Roles

Toggl 2.0 has six workspace-level roles: Tool Admin, Manager, Member, Time Tracker, and Guest (plus Organization Admin at the org level). See User Roles in Toggl 2.0.

Admins and Managers can archive, delete, and edit any project in the workspace.
Regular Members can do the same for tasks, but not for projects.
Time Tracker has the same access as Member, but without the ability to manage tasks.
Guests are limited to the specific projects they're invited to — more on this under Members below.

Enterprise organizations can also request Custom Roles (e.g. Finance Viewer, Project Coordinator) configured by Toggl's Customer Success team. See Custom Roles in Toggl 2.0.

Billable Rates

Premium gives you all four levels of granularity: workspace (default), workspace member, project, and project member — a unique rate for one person on one specific project — with the most specific rate always winning. Rates carry start and end dates, so history is preserved when a rate changes partway through. See Billable Rates in Toggl 2.0.

Workspace Currency

Every workspace has a workspace currency — the default for new billable rates, labor costs, and fixed fees, and what reports and project dashboards consolidate into. Set it from Settings → Toggl 2.0 Settings → Workspace Currency; new workspaces start in USD, with a one-click option to switch to your region's currency. If rates or costs are set in a mix of currencies, the Shown in switcher — available on Reports and project dashboards — converts everything into one currency for display, using the exchange rate for each amount's own date; this only changes what's shown, not the stored data. See Workspace Currency and Currency Switcher.

Required Fields

Make Tags or Project mandatory on tasks, and Project, Task, or Description mandatory on time logs — applies workspace-wide, including subtasks and the browser extension. Turn it on before the workday starts, not partway through: existing tasks missing a newly-required field will block time logs until it's added. See Required Fields for Tasks and Time Logs in Toggl 2.0.

Time Tracking Reminders

From Settings, create a reminder by setting a threshold ("track less than X hours") and a deadline for reaching it ("by end of the day" or "by end of the week"), then choose recipients. Anyone who hasn't logged enough time by that deadline gets an email nudge. You can run multiple reminders at once, each with its own threshold, deadline, and recipients — useful for building a time-tracking habit across a team that's still getting used to it.

Project Alerts

Set a time-estimate or budget threshold — at the workspace level or per project — and choose who's emailed: the project manager by default, a Team, or individual members. See Time Tracking Reminders and Project Alerts.

Availability settings

Availability settings tell Toggl 2.0 when someone is actually able to work, which keeps the Capacity planning features realistic and feeds the Utilization and Workload reports below (see Availability Settings: Time Off, Work Hours, and Public Holidays):

Time off: added from Settings → Availability → Time Off, with a start and end date. Once added, the person shows as unavailable on the Timeline for that period. Need team-wide approvals, policies, or accrual balances instead? See Time Off Pro below.
Work hours: set from Settings → Availability → Work Hours — total weekly hours plus a no schedule, standard 8-hour, or custom daily schedule. Admins can set this on behalf of a team member from that member's page. Capacity math uses whichever schedule is set (e.g. a 6-hour Friday is planned against 6 hours, not 8); note that weekends aren't counted as work days under "no schedule" or the standard 8-hour preset unless you switch to a custom schedule.
Public holidays: detected automatically from IP address and factored into capacity the same way time off is.

The Time Off above is a free, personal log included on Premium (you log your own days off, no approval step). Time Off Pro is a separate paid add-on layered on top: approval workflows (a Team Lead approves their own team's requests, an Admin/Owner can approve anyone's), accrual balances, custom categories/policies, and team-wide visibility for managers. Billed per seat assigned; available as a one-time 30-day trial per organization or a subscription that appears as a separate line on your existing invoice. See Time Off Pro.

Labor Costs

Set by member or project, labor costs feed your profitability reporting — the gap between what you bill a client and what the work actually costs you internally. See Labor Cost in Toggl 2.0.

Fixed Fee Projects

For work billed as a flat amount rather than hourly — retainers or fixed-scope engagements — set a fixed fee instead of relying purely on hourly billable rates. See Project Fixed Fees in Toggl 2.0.

✍️ Checklist: Decide on workspace roles, set your default billable rate, turn on required fields if you want consistent data, set up a reminder or alert, add work hours for anyone on a non-standard schedule, and set labor costs if you plan to track profitability.

🌟 Optional: Turn on required fields before anyone starts a new time log (not mid-day), and add time off for any upcoming leave so both the Timeline and Workload report reflect it.

Members

Toggl 2.0 shares an Admin Console with Toggl Track and Toggl Work, so you manage your Organization, workspaces, and members in one place rather than per-product. See Introduction to the Admin Console.

Inviting Members

Invite people individually from the Members page, or bulk-import via an Excel template (name, email, and role per workspace/product) from the Admin Console.

License-Based Billing

Toggl bills per license, not per seat: your org can't have more active users than licenses, but can hold more licenses than users. Removing someone from a workspace doesn't automatically reduce your bill — an admin has to separately remove their license from the Admin Console to stop being charged for them. See Understanding Licenses in Toggl 2.0.

Organization vs. Workspace Roles

Organization Owners and Organization Admins manage the Admin Console itself; granting someone Organization Admin automatically adds them to every workspace as an admin. Day-to-day access within a single workspace is Admin / Manager / User / Guest — or a Custom Role on Enterprise. Running separate teams or clients out of one Organization? Enterprise also supports multiple workspaces under a single subscription.

Teams

Group members into Teams to bulk-assign them to projects or filter reports, instead of adding people one by one. Assign a Team Lead to a Team from the Admin Console for someone who needs visibility across the group without a full workspace-admin role.

Bulk-Editing Members

From the Admin Console, select multiple members at once to add or remove them from workspaces or Teams, add or remove tags, set work hours or labor cost (Premium), or set a billable rate — all in a single action. Member pickers across the app (Projects, Tasks, Timeline, Reports, Approvals, Time off) can filter to show Active, Inactive, or both, so deactivated members don't clutter your lists but their historical data stays reportable.

Guest Role

Invite clients or external collaborators as Guests — they don't count toward your paid seat limit. A Guest sees nothing until added to a specific project; from there they can view it, create and manage their own tasks, and leave notes on others' tasks, but can't track time, see billing or estimate data, access Reports, or edit anyone else's tasks. See Guest Role in Toggl 2.0.

✍️ Checklist: Invite your team, assign roles, set up Teams, and invite any clients as Guests.

🌟 Optional: Assign a Team Lead to any Team that needs oversight without a full Admin or Manager role, and set labor cost for anyone whose time should feed profitability reports.

Data Structure

Toggl 2.0 organizes work through Clients, Projects, Tasks (and Subtasks), Tags, and Time Logs — see Data Structure in Toggl 2.0 (now includes the categorization guide) and Vocabulary for the full picture.

Importing Data

Bring in existing data from any CSV — your own spreadsheet or an export from another tool — via the Universal CSV Importer. See Universal CSV Importer.

Custom Fields

Custom Fields are admin-curated metadata for consistent, reportable categorization — distinct from freeform, user-applied Tags, though both can be used side by side. Available types: Select, Multi-select, Text, Number, Date, Checkbox, and Members.

A few ways teams put them to work:

Funder or Grant (project-level): report time across multiple funding sources for compliance and audit purposes, instead of stretching the Client hierarchy to fit.
Billing Code or Cost Center (project-level): attach the financial classification directly to the project, instead of exporting to Excel to map project names by hand.
P&L Category (task-level, e.g. CapEx, OpEx, G&A): classify time for financial reporting that feeds systems like NetSuite, instead of spreadsheet formulas that need updating by hand.
Ticket or Change Request ID (task-level): match Toggl data back to Jira, Zendesk, or another system of record.

Set fields up from Settings → Custom Fields → New field, at the project or task level. Anyone with view access can see and filter by them, including in the Project list, Reports, and Dashboards. See Project-Level Custom Fields and Task-Level Custom Fields.

✍️ Checklist: Decide which data elements you'll use, your naming convention, and whether any structured metadata belongs in a Custom Field (project- or task-level) rather than a Tag.

🌟 Optional: Keep option lists short and admin-curated, and give each field a single clear purpose rather than overloading one field to cover two things.

How to Track Time

The Timer page is where your team tracks time day to day: a Timer bar at the top to start a new entry or see what's running, and Calendar or Log history views below to review and create entries. A time log can carry a description, task, project, tags, and a billable flag (independent of its task or project, though it inherits their setting by default), plus start/end time and date — any combination works, so pick the level of detail that fits your team.

Ways to log time: on the web, desktop (Mac and Windows), browser extension, or mobile (iOS and Android) — via a real-time timer, starting one from a task, manual entry after the fact, clicking into Calendar view, continuing a past log, filling out your Timesheet view for the whole period (see Timesheet Approvals below), or straight from the browser extension while working in tools like Jira or Asana, without switching tabs.

🌟 The desktop app also offers Smart Suggestions (one-click logging of recurring work) and automated time tracking (detects the apps and sites you're using and suggests entries) for anyone who wants a lighter-touch workflow.

Communicate to your team:

Your tracking target and why you're tracking time.
Preferred platform: web, desktop (Mac/Windows), browser extension, or mobile (iOS/Android).
Which way(s) of logging time and timer mode you'd like them to use.
Any required fields you've turned on.

See Time Tracking in Toggl 2.0 and Using the calendar integration in Toggl 2.0 for the full rundown of each mode.

✍️ Checklist: Share your tracking target, required fields, and preferred platform with your team.

Timesheet Approvals

Admins can set up an approval workflow: choose which members need timesheet approvals, and who reviews them. See Timesheet Approvals in Toggl 2.0.

As the approver, your available action depends on the timesheet's status:

Pending Review → Approve, or Request Changes (you can also flag specific time entries).
Changes Requested → Approve, or edit the request further.
Non-Submitted → Approve only — useful if a member is out and didn't submit. There's no "Request Changes" option at this stage, since nothing's been submitted yet to request changes to.
Approved → Withdraw, which sends it back to Non-Submitted.

Submitted and approved periods lock — members can't edit their own entries in that period anymore. If something still needs fixing, an admin can override the lock, with a warning before they do.

✍️ Checklist: Decide which members need timesheet approvals and who will review them.

🌟 Optional: Run through one full approval cycle yourself (submit, request changes, resubmit, approve) before rolling it out, so you can explain the flow to your team firsthand.

Capacity planning

Beyond the availability settings covered above, the Timeline is Toggl 2.0's main tool for capacity management.

Timeline View

Toggl 2.0's central view for capacity management and visual planning — see who's scheduled to do what and when, filterable by member, project, or task. It shows scheduled/planned work, not tracked time entries — for actual logged time, use the Reports. Time blocks and milestones can be added for planning chunks of work and marking key delivery dates. It's also what the Capacity percentage described below is calculated against. See Timeline View in Toggl 2.0.

On the Timeline, a member's capacity percentage takes into account availability and subtracts hours already committed to assigned tasks with estimates, and — if they've connected a Google or Outlook calendar — their scheduled meetings and events. This is distinct from the available-capacity figure the Utilization and Workload reports use, which is based on work hours minus time off and public holidays only. See Using the calendar integration in Toggl 2.0.

Projects

Creating and Duplicating

Click Add Project, name it, and optionally create a new client in the same step. If you already have a similar project, duplicate it instead — this copies its tasks, subtasks, estimates, priorities, and billable flags, though not its time entries.

Project Templates

Save a project's members, tags, billing rates and estimates, fixed-fee settings, and task list (with assignments and durations) as a reusable template. Dates and timeline structure are intentionally left out, so you set those fresh each time you use one. See Project Templates in Toggl 2.0.

Public vs. Private

New projects and standalone tasks are private by default — visible only to project members and workspace admins. A task inherits its project's privacy; a subtask inherits its parent task's. Non-members see private tasks in shared views (like the Timeline) as a masked "Private" entry with a lock icon: name, client, and assignees are hidden, but dates and estimate duration still show. Switching a project from private to shared removes its admin member assignments (re-add them if you switch back). See Private Projects and Tasks in Toggl 2.0.

Project Roles

Whoever creates a private project automatically becomes its Project Manager, and every private project needs at least one. Everyone else added defaults to Project User. Promote or demote members between the two roles from the project's share modal; removing the last Project Manager prompts you to assign a new one first.

Estimates

Set a fixed total time estimate at the project level, or let it roll up from individual task estimates. On a task, switch to daily mode to assign hours per day instead of one total — useful for uneven weekly workloads. The total updates automatically as you adjust daily allocations. See Daily task estimates in Toggl 2.0.

Monitoring Progress

The Projects view gives you a Time Status indicator per project at a glance: green if on track, red if over the estimate, or just total time tracked if there's no estimate set. Variance shows the gap between estimate and actual. The list can also be filtered and grouped by Client, Billable status, or a Custom Field (e.g. Region, Industry, Budget Owner) — or left as a flat list — and sorted, so you can focus on a specific slice of your projects.

Open an individual project's Project Overview page for the full detail — task list, Timeline, Board. Each project also has its own Project Dashboard tab: a time-budget chart with a forecast line, estimated/logged/remaining time and variance, a dynamically updated estimated completion date based on current tracking patterns, the project's start and end dates, and breakdowns by task, member, or status. Recurring projects get their own dashboard variant showing revenue, cost, margin, and time variance per period. See Setting Up and Monitoring a Project and Project Dashboards in Toggl 2.0.

Recurring Projects

For work that repeats on a schedule — a monthly retainer, a weekly maintenance contract — set a project to recur instead of rebuilding it each time.

Frequency and budget: pick a cadence (weekly to annually), a start day, and a per-period budget (time estimate, fixed fee, or both).
Rollover policy: Expire (fresh each period), Roll over everything (unused time and overruns carry to the next period), or Only deduct overruns.
Auto-close: periods can close and start the next one automatically, though the first period needs a manual start.
Smart Estimates (Starter and above): suggests a budget for the next period based on the last two completed ones, rounded up to the nearest quarter hour — accept, edit, or dismiss it.
Edits and end date: one-off tasks and template edits only apply to periods that haven't started yet; set an end period to stop the recurrence.

See Set Up a Recurring Project in Toggl 2.0.

Draft Projects

Model potential work before committing to it. Draft Projects are visible only to the project manager who created them and to admins — team members don't see them at all. A Show drafts toggle controls whether draft work appears on the Timeline and counts toward capacity; you can't track time against a Draft Project or its tasks until you publish it into a regular project. See Draft Projects.

Tasks

Multiple assignees per task (individuals or a whole Team). When a task has more than one assignee, its estimate can be split across them too: an even split by default, or a custom split giving each person an exact share in hours or percentages, for both total and daily estimates. Capacity on the Timeline reflects each person's real share of the task, not an even cut across everyone assigned. See Tasks in Toggl 2.0.

Archiving

Archive a project once it's no longer active — its tasks archive along with it. Archived items stay visible in reports and on the Timeline but can't be edited unless unarchived first. Admins and Managers can archive/delete/edit projects; regular Members can do the same for tasks (not projects); Guests can't, except tasks they're assigned to. See Bulk Archive and Delete in Toggl 2.0.

Bulk Editing

Select multiple projects to update client, privacy, members, billable status, fixed fee, or estimate at once — or multiple tasks to update project, estimate, priority, tags, assignee, billable flag, or status at once. "Select All" only selects what's visible on the current page. See Bulk Editing Projects and Tasks in Toggl 2.0.

Granular Timeline Zoom

Monthly and quarterly views, on top of the default weekly view, useful for longer-running or multi-phase projects.

✍️ Checklist: Set up a project template if you create similar projects often, decide on an archiving cadence, and try a bulk edit across a few projects or tasks.

🌟 Optional: Try the monthly or quarterly Timeline zoom on a longer project, and set milestones for key dates.

Integrations

Jira

Syncs your Jira projects, issues, and labels into Toggl 2.0 as projects, tasks, and tags — kept in sync automatically, one-way only (Jira → Toggl 2.0). Set up from the Admin Console under Integrations; optionally import users so issue assignments carry over. Once connected, the browser extension auto-fills the right project, task, and tags when you track time on a Jira issue. See Jira Integration in Toggl 2.0.

Asana

Syncs your Asana projects, tasks, and tags into Toggl 2.0 in real time, one-way (Asana → Toggl 2.0). Set up from the Integrations tab; inviting Asana members over is optional. If your organization already syncs Asana into Toggl 2.0 through Toggl Track, don't also connect Asana directly here — it'll create duplicate projects and tasks. See Asana Integration in Toggl 2.0.

Browser Extension

Track time without leaving your browser via the Toggl 2.0 browser extension. Its integrations panel adds a Track time button directly on pages for supported tools, auto-filling the item's name as a suggested time log. It syncs with the web app in real time. See Toggl 2.0 Browser Extension.

API

Toggl 2.0 has a public API for building integrations and automating workflows against tasks, time blocks, time entries, projects, and more. Generate a bearer token from your Profile Settings — one active token per account, shown only once, with a set expiration — and actions taken via the API follow your existing role-based permissions. See Toggl 2.0 Public API for full endpoint documentation.

✍️ Checklist: Install the browser extension if your team wants one-click tracking from tools like Gmail, Notion, or GitHub, generate an API token if you plan to build custom integrations, and connect Jira or Asana if your team manages work there — decide whether to import users/members so assignments carry over too.

🌟 Optional: Turn on auto-track for a frequently-used integration, and check the sync log after your first Jira/Asana import to confirm everything came through as expected.

Reports

Summary Report

Filter by time period, member, client, project, task, status, or priority. Overview metrics include total logged hours, billable time and amount, non-billable time, and average daily hours, plus a chart toggling between logged time and billable-vs-non-billable, and a breakdown table sortable by two dimensions at once. Custom Field values can be used as an extra filter and grouping dimension alongside the built-in fields. See Summary Report in Toggl 2.0.

Time Logs Report

A full, entry-by-entry view of tracked time. Sort by any column, filter (including by the time log's description, not just project/task/tag), and customize which columns show. Select entries to bulk-edit their project, task, billable status, duration, description, or start/end date. Time logs now carry their own tags too — inherited from the task by default, unlinked into an independent copy, or set with no task at all. See Time Logs Report in Toggl 2.0.

Profitability Report

Revenue, cost, profit, and margin — broken down by project, client, task, member, or tag — built from your billable rates and labor costs, with mixed currencies converted via the Shown in switcher. Set a margin target from Settings → Targets: Profitability flags any project below it (recurring-project dashboards check each period against it too), and forecasts revenue, cost, profit, and margin for ongoing periods based on task or project estimates. See Profitability Reports.

Utilization Report

Shows how much of your team's available capacity (from the work-hours settings above) went to logged, billable work against a target you set from Settings — summary totals, a target-vs-actual chart, and a daily breakdown table per member that flags anyone below target and marks days off. Only Managers and Admins see other members' data; it's most useful when tasks are marked billable, since that's what it measures against. See Utilization and Workload Reports in Toggl 2.0.

Workload Report

Shows how your team is tracking against weekly work-hours capacity — total/logged/remaining hours, a chart flagging overtime in red, and a daily breakdown per member with a weekly total against capacity (e.g. "17h of 10h"). Like Utilization, only Managers and Admins see other members' data.

Exporting

Every report type can be exported to CSV whenever you need the raw data outside Toggl 2.0.

Saved Views

Save a report's filters, sort, and column setup as a named view across any report type, so you don't have to rebuild it next time. This is a personal, in-app convenience — there's no public link or export to share a report with people outside your organization.

Rounding

Round the time shown on a report up, down, or to the nearest interval (from 1 minute to 4 hours), without touching the underlying time entries. Useful to pair with billable rates if you're rounding for client invoicing, so the billed total matches the report. See Rounding in Toggl 2.0.

✍️ Checklist: Run a Summary and a Time Logs report, try a bulk edit from the Time Logs report, set a utilization target, and check a project dashboard against its estimate.

🌟 Optional: Compare the Utilization and Workload reports for the same period — Utilization tells you efficiency against a billable target, Workload tells you raw hours against capacity.

Help

Everyone on your team — admin or not — can reach Toggl Support directly from the app.