On Starter and above, you can share a report with other people in your workspace: individual members, whole teams, or everyone in the workspace. On Premium and Enterprise, a workspace admin can also publish a link that anyone can open, including people who are not logged in and not in the workspace. In both cases the recipient sees the report through your eyes, with the same data you see, without rebuilding the filters.
This is useful when a report only makes sense with a specific set of filters applied, or when someone needs a number they cannot normally pull on their own.
How to share a report
- Open the report you want to share and set it up the way you want it seen: date range, filters, cog settings, currency, chart grouping, table grouping, and chart columns.
- Open the sharing options at the top of the report.
- Choose who you want to share it with: specific members, one or more teams, or everyone in the workspace.
- Confirm. The people you picked can now open the report.
What recipients see
Recipients see the report through the owner's eyes. They get the exact same data the owner would see, including data they would not normally have access to. Everything the owner set is carried over:
- Date range
- Filters
- Cog settings
- Currency
- Chart groupings
- Table grouping (for example, the Workload breakdown grouped by client or project)
- Chart columns
Two consequences worth knowing:
- Restricted report types become visible. A shared report can give a recipient access to a report type that is normally admin-only, such as Utilization. This is a deliberate override of the role rules described in User roles in Toggl 2.0.
- Shared reports are live. If the underlying time data changes, the report refreshes for the owner and for every recipient. It is not a snapshot.
Changing the settings reverts the view
If a recipient changes anything in the report settings, the report stops showing the owner's data and switches to showing the recipient's own data, under their own permissions.
This is intentional. It keeps the shared view limited to exactly what the owner chose to share, and stops recipients from using a shared report to explore data they are not entitled to see.
If a recipient needs a different cut of the data, ask the owner to share a second report set up that way.
Publish a public link
A public link lets someone open the report with no Toggl account and no seat in the workspace. This is on Premium and Enterprise, and only a workspace admin can publish it. Organization Admins and Tool admins can. Managers, Members, Time Trackers, and Guests cannot. On Starter, a workspace admin sees the choice locked.
The report has to be a saved view with a fixed date range. If the range is not fixed, publishing stops and asks you to update the view with one.
- Open the report and set it up the way you want it seen, including a fixed date range. If it is not saved yet, Share asks you to save it first (Save and share). If the saved view has unsaved changes, choose Update & share.
- Open Share at the top of the report.
- Under General access, open the menu. It starts on Only people you’ve added can view.
- Choose Anyone with the link can view.
- Copy link. That button shows only while the report is public. Anyone with the link can open the report.
You do not have to add someone from the workspace first.
To turn the link off, choose Only people you’ve added can view again. The old link stops working.
To keep the report public but kill a link that has spread, choose Reset link. The old link stops working immediately, and Copy link gives you the new one.
What a public viewer sees
They see the report through the owner’s eyes, including data they would not normally have access to. Filters, cog settings, currency, chart and table grouping, and chart columns are the ones the owner saved. The date range is fixed. When the underlying time data changes, the public report updates too.
They cannot change the date range, filters, grouping, or anything else, and they cannot export. Unlike someone the report was shared with inside the workspace, they cannot switch the report over to their own data.
If the link was turned off, reset, or the saved view was deleted, the page says the link is no longer active.
Current limits
- Dates are locked. Recipients cannot change the date range of a shared report. Letting them pick their own range is planned.
- No scheduled email delivery yet. Sending reports by email at scheduled times is planned.