--- title: Private Projects and Tasks in Toggl 2.0 description: Private projects and tasks in Toggl 2.0 --- [Skip to content](https://docs.toggl.com/private-projects-and-tasks-in-toggl-2-0#main-content) English Show submenu for translations [![logo-dark](https://docs.toggl.com/hs-fs/hubfs/logo-dark.png?width=223&height=85&name=logo-dark.png)](https://docs.toggl.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Go to Toggl](https://focus.toggl.com/) [Go to Toggl](https://focus.toggl.com/) How can we help you? - There are no suggestions because the search field is empty. 1. [Toggl 2.0 Knowledge Base](https://docs.toggl.com/?hsLang=en) 2. [Using Toggl, page by page](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en) 3. [Projects](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#projects) # Private Projects and Tasks in Toggl 2.0 ## This guide explains how private projects and tasks work in Toggl 2.0, where all new projects and standalone tasks are private by default. It covers who can see private content based on workspace roles, how privacy is inherited by tasks and subtasks, and what non-members see in shared views. It also walks through how to create and update private projects and tasks, manage project members and roles, and notes considerations around imports and capacity calculations. #### Overview By default, all new tasks and projects in Toggl 2.0 are created as private. Private projects and tasks restrict visibility to specific project members and workspace admins only. This matters for teams handling: - Confidential initiatives - HR matters - NDA-protected client work - Executive planning Instead of spinning up separate workspaces, private projects and tasks let you: - Protect sensitive project details from unauthorized viewers - Keep confidential tasks visible only to assignees and admins - Control exactly who can view and participate in specific projects #### Feature Availability Private projects and tasks are available on all paid plans. --- #### Default States To take the most secure approach, new projects and standalone tasks are set as private by default. Access is restricted until someone explicitly makes it public. Tasks assigned to a project always inherit the project’s privacy setting. Subtasks always inherit from their parent task. | Item | Default State | | --- | --- | | New project | **Private** | | New task (no project) | **Private** | | New task (with project) | **Inherits from project** | | Subtask | **Inherits from parent task** |   --- ### Workspace Roles and Permissions #### Workspace Roles | Role | Description | | --- | --- | | **Organization Admin** | Can see and manage all private projects, even those they are not members of. They are effectively treated as super-users for private project content. | | **Workspace Admin and Manager** | Can see and interact with the project and its tasks according to their project role. | | **Project manager** | All users who create a private project are automatically treated as project managers. Can manage project members, change project settings, and see everyone’s time entries on the project in the Summary and Time Logs reports. | | **Project Member** | Can see and interact with the project and its tasks according to their project role. | | **Guest** | Limited access. |   **Non-members** cannot see private project details. Tasks belonging to private projects appear in shared views (such as the timeline) in a **masked state** – the task name, client, and other sensitive fields are hidden and replaced with a lock icon and the label “Private.” Only the date range and estimate duration remain visible.   | Element | What Non-Members See | | --- | --- | | Task name | Hidden – replaced with a lock icon and the word “Private” | | Client name | Hidden (nulled) | | Project name | Hidden | | Assignees | Hidden | | Date range | **Visible** | | Estimate duration | **Visible** |   --- ### How to Set Up a Private Project #### Creating a New Private Project 1. Click on +Project to open the **project modal** 2. In the **Privacy** section, a segmented control offers two options: - **Private**  – “Only visible to project members” - **Public**  – “Visible to everyone in the workspace” - **Private is selected by default**. 3. Add users or teams who should have access. - The **Project User** role is assigned by default. 4. Save the project.   ### Changing an Existing Project’s Privacy Privacy can be changed after creation from the **Project Modal**: 1. Open the Project page 2. Under the Overview tab, edit the privacy setting 3. A **confirmation dialog** appears, you need to confirm or cancel the change ![Existing project privacy setting](https://docs.toggl.com/hs-fs/hubfs/Knowledge%20Base%20Import/Existing%20project%20privacy%20setting-1.png?width=670&height=579&name=Existing%20project%20privacy%20setting-1.png) **Important:** Making a project shared permanently removes admin member assignments from that project. If you later switch it back to private, you will need to manually re-add those admins. --- ### How to Set Up a Private Task #### Creating a New Private Task 1. Open the **task creator** form. 2. In the task toolbar, an icon indicates the current privacy state. 3. Click the icon to open a menu with two options: - **Private** - **Shared** 4. When the feature is enabled, **Private is selected by default** for standalone tasks. 5. If the task is assigned to a project, the privacy toggle is **disabled** and the task inherits the project’s privacy. ### Changing a Task’s Privacy **Standalone tasks (no project):** - Use the person/group icon menu in the task toolbar to toggle between Private and Shared. **Tasks assigned to a project:** - The privacy setting is locked and inherited from the project. To change it, change the project’s privacy, move the task to a different project or remove the project from the task altogether. --- #### Managing Members on Private Projects ### Adding Members Add members and teams from the Project Share Modal, or from the project’s Members page. Members can also be invited by email. New members are assigned the **Project User** role by default. ### Removing Members Removing a member from a private project triggers a **confirmation dialog** (except for workspace admins, who skip confirmation). Removing a guest user from any project also triggers confirmation. If you remove, demote, or leave as the only Project Manager, a confirmation dialog appears. You can pick a new project manager (Assign and continue), or continue without one. A project can exist without a project manager; workspace admins can still manage its members. ### Changing Member Roles Members can be promoted to Project Manager or demoted to Project User from the share modal, or from the Access column on the project’s Members page. Team roles can only be changed from the share modal; the Members page shows them read-only. Changing a workspace admin to a non-admin role is flagged as a downgrade. #### Private tasks and capacity On the Timeline, capacity is still calculated based on task estimates, including private tasks. --- #### Import Considerations When importing data into Toggl 2.0, note that **private projects are imported as shared projects**. After import, you will need to manually set the desired projects to private and configure their members. - [Getting started](https://docs.toggl.com/getting-started?hsLang=en#main-content) - [Start here](https://docs.toggl.com/getting-started?hsLang=en#start-here) - [Quickstart Guides](https://docs.toggl.com/getting-started?hsLang=en#quickstart-guides) - [Set up your Workspace](https://docs.toggl.com/getting-started?hsLang=en#set-up-your-workspace) - [Toggl Guides for Toggl Track and Toggl Plan users](https://docs.toggl.com/getting-started?hsLang=en#toggl-guides-for-toggl-track-and-toggl-plan-users) - [Using Toggl, page by page](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#main-content) - [Timer](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#timer) - [Reports](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#reports) - [Projects](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#projects) - [Tasks](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#tasks) - [Timeline](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#timeline) - [Members](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#members) - [Approvals](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#approvals) - [Time Off](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#time-off) - [Profile Settings](https://docs.toggl.com/using-toggl-page-by-page?hsLang=en#profile-settings) - [Admin Settings & Security](https://docs.toggl.com/admin-settings-security?hsLang=en#main-content) - [Workspace Setup](https://docs.toggl.com/admin-settings-security?hsLang=en#workspace-setup) - [Tracking & Rates](https://docs.toggl.com/admin-settings-security?hsLang=en#tracking-rates) - [Single Sign-on](https://docs.toggl.com/admin-settings-security?hsLang=en#single-sign-on) - [Subscription & Billing](https://docs.toggl.com/subscription-billing?hsLang=en) - [Toggl Apps](https://docs.toggl.com/toggl-apps?hsLang=en#main-content) - [Mobile](https://docs.toggl.com/toggl-apps?hsLang=en#mobile) - [Desktop](https://docs.toggl.com/toggl-apps?hsLang=en#desktop) - [Browser Extension](https://docs.toggl.com/toggl-apps?hsLang=en#browser-extension) - [API & Integrations](https://docs.toggl.com/api-integrations?hsLang=en) - [Troubleshooting & FAQs](https://docs.toggl.com/troubleshooting-faqs?hsLang=en#main-content) - [My Toggl Acount](https://docs.toggl.com/troubleshooting-faqs?hsLang=en#my-toggl-acount) - [Common Questions](https://docs.toggl.com/troubleshooting-faqs?hsLang=en#common-questions) Copyright © 2026. 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