---
title: "Set up your New Toggl: Importing from Track & Live Sync"
description: This guide walks a workspace admin through bringing Track data into the new Toggl and keeping the two in sync.
---
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# Set up your New Toggl: Importing from Track & Live Sync
## This guide walks a workspace admin through bringing Track data into the new Toggl and keeping the two in sync.
Which tool should I use?
The most common mistake is mixing up the import and the live sync. They do different jobs, and the sync does not copy your history.
| You want to... | Use | What it does |
| --- | --- | --- |
| Bring your existing Track history into the new Toggl | Track importer | Copies one Track workspace into one new Toggl workspace. Can be re-run safely. |
| Keep Track and the new Toggl updated while both are in use | Live sync (after the import) | Copies new changes from the moment it's on. Never back-fills old data. |
| Bring data from Harvest, Clockify, Asana, a spreadsheet, etc. | Universal CSV Importer | Imports projects, tasks, members and time entries from any CSV. |
| Add new projects or tasks in bulk to a workspace that already has data | Universal CSV Importer | Matches existing records by name and adds what's missing. |
### How the import and sync work
**The import** copies one Track workspace into one workspace in the new Toggl. Each time you run it counts as one **import run**, and Data import keeps a list of your runs. A run goes through four stages:
1. **Choose the source and scope.** You pick the Track workspace and the **scope**:
- **Whole workspace:** everyone's time, plus members, rates, project members and groups, and workspace settings such as working hours and approvals.
- **My data:** only your own time, and the clients, projects and tasks you used.
For a whole-workspace import, you also choose whether to add members as they are in Track.
2. **Review import.** A preview of what will be copied: counts for each type of data, how clients, projects, tasks and time entries will map, and any warnings. Nothing is copied yet.
3. **Start import.** The copy runs in the background, and you can follow its progress.
4. **Import complete.** A summary screen with alerts about things to check or switch back on. From here, and later from Data import, you can:
- Download the **import log**, a file that lists every copied item and what happened to it.
- Use **Delete imported data** to remove what that run brought in.
- 
### **Live Sync**
**Live sync** is a separate setting you turn on after the import. It keeps copying new changes between Track and the new Toggl, in the direction you choose:
- **Track → Toggl (one-way):** changes made in Track are copied to the new Toggl.
- **Toggl → Track (one-way):** changes made in the new Toggl are copied to Track.
- **Two-way:** changes are copied both ways.
Sync only copies changes made after it's turned on. It never copies your history: that's what the import is for.
Rule of thumb: **import first, then turn on sync**. If only part of the team moves to the new Toggl, use one-way sync from Track to Toggl. Only use two-way sync if people will actively log time in both products.
### Good to know
- **Same login.** The new Toggl uses the same Toggl account as Track.
- **No extra purchase.** A paid Track subscription already includes the matching Toggl plan. Inviting members uses seats on that subscription, and the importer warns you before it adds any.
- **Track is still available today** and customers can keep using it for now.
### Before you start
1. **Check you have the right access.**
- **Whole-workspace import:** you need to be a Toggl organization admin and have admin access to the Track workspace. To bring rates and labour costs across, you also need permission to see workspace rates and member labour costs in Track. Without it, the import fails.
- **Personal import (your own data only):** no Track admin access needed.
2. **No clean-up needed in Track.** Archived clients, projects and tasks are imported and keep their archived state in the new Toggl. Don't delete anything in Track just to prepare for the import.
3. **Check how many workspaces you have.** The importer copies one Track workspace per run. If you have several, run it once per workspace, starting with a pilot workspace. Pair each Track workspace with **one** new Toggl workspace: sync sends Track changes to every new Toggl workspace linked to that Track workspace.
4. **Make sure your new Toggl subscription plan supports what you use.**
- Private projects need a plan that allows them. On Free, private Track projects arrive hidden from other members.
- Approvals need a compatible plan and permissions. Only weekly schedules, and monthly schedules that begin on the 1st, are supported.
5. **Note what won't come across** (see the tables below) so you can rebuild it in the new Toggl.
### Run the import: Step-by-Step
- Go to **Admin settings → Connections → Data import** and click **New import**. You can also start from the top banner or the **Import data** button in the sidebar.
- Choose **Toggl Track** as the source and pick the Track workspace under **Source workspace**.
- Choose the scope: **Whole workspace** or **My data** (see **How the import and sync work**).
- For a whole-workspace import, choose **Add members as they are in Track** or **Leave member activation unchanged**. If you leave them unchanged, their time still comes over, but they won't have access to the new Toggl until you invite them.\[Image 04: the members option screenshot (Screenshot 2026-10-28 at 17.50.23.png in the Notion guide).\]
- Click **Review import** and check the preview: counts per item type, how clients, projects, tasks and time entries will map, and any warnings. Check the seat warning if you're adding members.
- Click **Start import** and leave it to run. You can follow progress per item type. Large workspaces can take a while. The importer goes back through your whole history, to 2006 if needed, including across long gaps.
- When it finishes, read every alert on the **Import complete** screen. Each one names something you need to check or switch back on in the new Toggl.
- **Download the import log.** It gives each row a result, such as `created`, `linked_existing`, `restored`, `activated`, `invited` or `skipped_focus_origin`. The rows to look at are the ones marked `warning` or `conflict`. Keep the log, because Support will ask for it if something looks wrong.
### Check the result
1. Compare total hours for the same date range in Track and the new Toggl (Summary report, all members, with archived projects included). Use the same timezone in both.
- *Note: a timer that's still running in Track can make the totals disagree.*
2. Spot-check a few projects with tasks, a recurring project, and a former team member's time.
- *Note: descriptions over 400 characters are cut to 400 in the new Toggl, so those entries' text won't match Track, even though the hours do.*
3. Check that workspace and project alerts, tracking reminders, required fields, working hours, timesheets and approvals came across.
- *Note: tracking reminders that were sent by Slack in Track arrive as email, push and in-app reminders.*
4. If something is missing, see "Common hurdles" below. Re-running the import is safe.
### Turn on live sync (optional)
1. Go to **Admin settings → Connections → Toggl Track sync**, or use **Sync settings** on the Import complete screen.\[Image 06: Area.gif, the GIF showing the sync settings. Use the one you made for the Notion guide.\]
.gif?width=670&height=455&name=Area%20(2).gif)
2. Pick a direction:
- **Track → Toggl (one-way):** the safest choice while part of the team stays in Track. Changes in the new Toggl stay in the new Toggl.
- **Toggl → Track (one-way):** for teams that have moved to the new Toggl but still report from Track.
- **Two-way:** only if people actively work in both. The last edit wins, with no warning.
➡️ Know what sync does in the direction you picked:
- **Deletes are copied** in that direction too. With Track → Toggl on, deleting an entry in Track deletes it in the new Toggl, unless the entry falls inside the new Toggl's lock date (see the table at the end).
- **Running timers** aren't copied until they're stopped.
- **Rates, labour costs and fixed fees** are copied when they change, including edits and deletions, but only from Track to the new Toggl. Changes made in the new Toggl aren't copied back to Track.
- With Toggl → Track, people who have never been in the Track organization don't get a Track copy of the time they log in the new Toggl.
3. Remember that sync only copies changes made after you turn it on. It never fills in history, so run the import first.
4. To stop syncing, set it to **No sync**. Data already copied stays in both products.
### Common hurdles and how to fix them
#### "I turned on sync but my old data isn't there."
Sync never back-fills. Run the importer first, then turn sync on. Also check that you're logged into the product you think you are: check the top left corner to see if it says Track or Toggl.
#### Hours or entries look missing after the import
Check these in order:
- **Imported during signup?** The signup import defaults to **My data**: only your own time, and the clients, projects and tasks you used. The current signup screen includes archived ones, but some accounts may still see an older version that leaves out archived clients, projects and tasks. It doesn't add other members or bring workspace-wide rates, project members and groups, working hours, approvals, saved reports or templates. For everything, run the import from **Admin settings → Connections → Data import** with **Whole workspace**.
- **Archived projects:** they come over archived, so include archived projects in your report filter.
- **Former members:** check that their time is in the import log.
- **Failed or partly failed import** (shown as the import's status): open the log and look at the rows marked `warning` or `conflict`. Re-run the import; it picks up where data is missing without duplicating what's already there. If rows still fail, send the job ID and log to Support.
#### Recurring projects look wrong
Recurring projects are imported as recurring templates, and new recurring projects created in Track later also sync as recurring. A task added in Track later goes onto the template, then is copied into a period when time for that task syncs into it, including periods that already existed. Archived periods are skipped. Monthly projects starting on the 29th to 31st are handled correctly.
- Projects with a custom or irregular schedule still import as normal, non-recurring projects.
#### Something from Track didn't carry over
See the tables below. Rebuild those items by hand in the new Toggl, or ask your Customer Success Manager for more help.
#### I want to redo the import
- **To bring in missing or updated data:** just run the import again. Nothing is duplicated, but the screen warns that data from the previous import may be overwritten, including tag edits made in the new Toggl.
- **Clients and projects** are refreshed from Track, and deleted ones are restored.
- **Tasks already in the new Toggl aren't generally refreshed**, so a task renamed in Track keeps its old name. A deleted task is restored, and can gain a missing project.
- **Time entries already in the new Toggl keep their hours, description, owner, project and task.** Deleted ones are restored unless they're locked, Track's tags replace the current tags, and a project or task is added only if the entry has neither. To update an entry that's already in the new Toggl, turn on Track → Toggl or two-way sync and save the entry again in Track. Its hours and description update, and its project only changes if that save changes the project or task. Turning sync on doesn't update existing entries by itself.
- **To clear out imported data and start again:** set sync to **No sync**, then use **Delete imported data** on **every** import run, newest first (Admin settings → Connections → Data import). Deleting only the last run leaves data from earlier runs in place. Deleting can't be undone, so only do this for an intentional reset.
- **What's removed:** that run's time entries, saved views and alerts; clients, projects, tasks and tags that nothing else uses; and approval setups and timesheets that belong only to that run.
- **What stays:** members, rate history (deleting a project closes some project member rates), imported project templates, and anything still in use elsewhere. So it isn't a complete return to how things were before the import. Check these by hand before importing again.
#### Duplicates appeared
These usually come from importing from both Plan and Track. Projects with a number added to the name are usually created by sync collisions. Turn sync off and contact Support. Don't delete the duplicates by hand while sync is on, because deletes are synced too.
#### Two-way sync changed data in Track
With two-way sync on:
- Edits made in the new Toggl overwrite entries in locked or approved Track periods.
- Deletes are synced both ways. The exception is a Track change to an entry inside the new Toggl's lock date, which is skipped.
- Editing a long description in the new Toggl writes the shortened 400-character version back to Track.
- A Track edit that keeps the project but drops the task clears the task on ordinary projects in the new Toggl. That's what a bulk edit does on a Track plan without tasks. On recurring projects, the task is kept.
If Track is your source of truth for payroll or approvals, use one-way sync from Track to Toggl.
#### I can't turn sync off
You need admin rights in the new Toggl organization. If the Track org has been closed, **Track sync** stays in Admin settings. Its workspace picker is disabled ("You don't have access to a Toggl Track workspace in this organization") and so is the direction control. Ask Support to turn sync off.
#### Private projects are hidden
On plans without private projects, imported private projects can't be seen by other members. Use the bulk **Make public** action on the Projects page.
### What the import doesn't carry over (as of November 2026)
A whole-workspace import does copy:
- Full billable rate and labour cost history, at workspace, member, project and project member level.
- Each project's current fixed fee.
- The workspace's time entry lock date, if your plan and permissions allow it. If the new Toggl workspace already has a lock date, it isn't overwritten.
The gaps are below:
| Item | What happens | Action to take |
| --- | --- | --- |
| Task-level billable rates | Skipped, with a warning | Entries use project or member rates. Set rates at project level |
| Historical fixed fees | Only the current fee comes over | Note these in your own records |
| Custom reports | Not imported (saved reports are) | Rebuild as saved views |
| Invoices | Not imported | |
| Goals | Not imported | Re-create in the new Toggl |
| Integrations | Not imported | Reconnect each integration in the new Toggl |
| Task alerts and Slack approval reminders | Not imported (workspace and project alerts and tracking reminders are) | Re-create in the new Toggl |
| Descriptions over 400 characters | The new Toggl keeps the first 400 characters; Track keeps the full text. | Keep long notes in Track, and avoid editing those entries in the new Toggl while syncing back to Track |
#### What live sync doesn't carry over
| Item | What happens | Workaround |
| --- | --- | --- |
| Existing history | Sync only copies changes made after it's turned on | Run the import first. |
| Running timers | Copied only once they're stopped | Stop the timer, or wait. |
| Descriptions over 400 characters | Cut to 400 characters in the new Toggl | Keep long notes in Track. |
| Members | Adding, removing or changing a member isn't synced | Manage members in each product. |
| Tags | Tags on time entries sync; changes to tags on their own (renames, deletes) don't | Update tags in both products. |
| Project teams and members | Not copied by sync | Re-run the import, or assign in the new Toggl. |
| Rates, labour costs and fixed fees edited in the new Toggl | Only synced from Track to the new Toggl, never back to Track | Make rate and fixed fee changes in Track while you're syncing. |
| Time entries in a locked period in the new Toggl | With Track → Toggl sync, creating, editing, restoring or deleting an entry that falls inside the new Toggl's lock date is skipped. Removing the lock later doesn't replay the skipped change. | Make the change by hand in the new Toggl, or finish Track edits before setting the lock date. |
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