Starter 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 Starter subscription.

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

Logging In

You have a few options for logging into Toggl 2.0: email and password, or Google/Apple sign-in. Passkeys are also available, letting your team sign in with a device fingerprint, face ID, or PIN instead of typing a password each time.

✍️ Checklist: Decide which login method your team should use and try logging in yourself first.

🌟 Optional: If your team already signs into other Toggl products with Google or Apple, the same option carries over here — nothing new for them to set up.

💻 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.

Custom roles are available on the Enterprise plan.

Billable Rates

The Starter plan gives you three levels of billable rate granularity: workspace (the default), workspace member, and project — with the more specific rate always winning over the more general one. Set the workspace default from Settings; set a member rate from the Members page or a project rate from its page. Rates carry start and end dates, so history is preserved when a rate changes partway through a project.

The fourth, most granular level — a project member rate (a unique rate for one person on one specific project) — is a Premium-and-above addition. See Billable Rates in Toggl 2.0.

Workspace Currency

Every workspace has a workspace currency — the default for new billable rates, and what reports 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 are set in a mix of currencies, the Shown in switcher 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.

Project Alerts

Set a time-estimate or budget threshold on a project — or workspace-wide, so it applies to every project — and choose who gets emailed once it's reached: the project manager by default, a specific Team, or individual members. This is a simple way to catch scope creep before a project is significantly over budget. 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 (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, so no one gets scheduled against a day they're out. 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 also set this on behalf of a team member from the Members page. Capacity math uses whatever schedule is set (e.g. a 6-hour Friday is planned against 6 hours, not 8); weekends aren't counted as work days under a no-schedule or 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 — no manual setup needed.

The Time Off above is a free, personal log included on Starter and above — you log your own days off and see them on your profile, with no approval step. Time Off Pro is a separate paid add-on that turns this into a managed, org-wide system: approval workflows, accrual balances, custom categories/policies (vacation, sick, parental, etc.), and team-wide visibility for managers. It's billed per seat assigned, available as a 30-day trial. See Time Off Pro.

✍️ Checklist: Decide on workspace roles, set your default billable rate, set up a project alert if useful, and add work hours for anyone on a non-standard schedule.

🌟 Optional: Set member- or project-level billable rates for anyone whose rate differs from the workspace default, and add time off for any upcoming leave so the Timeline reflects it.

Members

Toggl 2.0 shares an Admin Console with Toggl Track, 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 — handy if you're onboarding more than a handful of people at once.

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 — workspaces, org-wide settings, and which Toggl products are active for the account. Granting someone Organization Admin automatically adds them to every workspace as an admin, so use it sparingly. Day-to-day access within a single workspace is the Admin / Manager / User / Guest breakdown covered above.

Teams

Group members into Teams so you can bulk-assign a whole group to a project or filter a report by them, 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, or set a billable rate (Starter and above) — all in a single action rather than editing each member individually. Member pickers across the app (Projects, Tasks, Timeline, Reports, Time off) can filter to show Active, Inactive, or both, so deactivated members don't clutter your lists but their historical data stays reportable.

User Tags

Tag members with things like employee ID or department for your own reference. These aren't yet available as a report filter, so treat them as organizational metadata for now rather than a reporting dimension.

Guest Role

Invite clients or external collaborators as Guests — they don't count toward your paid seat limit. A Guest sees nothing until you add them to a specific project; from there, they can view the project, 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 (individually or via bulk import), assign roles, set up Teams if you manage people in groups, and invite any clients as Guests.

🌟 Optional: Assign a Team Lead to any Team that needs oversight without a full Admin or Manager role.

Data Structure

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

✍️ Checklist: Decide which data elements you'll use and your naming convention.

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: a real-time timer, starting one from a task, manual entry after the fact, clicking into Calendar view, continuing a past log, or via the browser extension (start timers from other tools without switching tabs).

Members can track time on the web, the desktop app (Mac and Windows), the browser extension, or mobile (iOS and Android) — whichever fits how they work.

🌟 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.

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 and preferred platform with your team.

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, so you start with the same structure and a clean slate of tracked time.

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 of a template, so you set those fresh each time you use one — useful if you run similar engagements repeatedly but each has its own timeline. 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 to the project defaults to Project User. Promote or demote members between the two roles from the project's page; removing the last Project Manager prompts you to assign a new one before you can continue.

Estimates

Set a fixed total time estimate at the project level, or let it roll up automatically from the individual task estimates you've set underneath.

Monitoring Progress

The Projects view lists all your projects view at once, with a Time Status indicator per project at a glance: green if you're on track against the estimate, red if you're over, or just the total time tracked if there's no estimate set. Variance shows the gap between estimate and actual, a fast way to spot scope creep across many projects at once. The list can also be filtered and grouped, 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. See Setting Up and Monitoring a Project.

A per-project Project Dashboard tab — with a time-budget/forecast chart, estimated/logged/remaining time and variance, and breakdowns by task, member, or status — is available on Premium and above.

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. Pick a frequency (weekly to annually), a start day, and a per-period budget (time estimate, fixed fee, or both), plus a rollover policy. Periods can auto-close and start the next one automatically. Smart Estimates suggests a budget for the next period based on the last two completed ones. 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

Tasks also support multiple assignees, so more than one person can own a piece of work — you can assign individuals or a whole Team, and assigning a Team keeps a live link, so anyone added to that Team later is automatically added to the task too. 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. Capacity on the Timeline reflects each person's real share of the task, not an even cut across everyone assigned.

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 you unarchive them first. Admins and Managers can archive, delete, or edit projects; regular Members can do the same for tasks but not projects; Guests can't archive anything, except tasks they're assigned to. See Bulk Archive and Delete in Toggl 2.0.

Bulk Editing

Select multiple projects at once to update their client, privacy, members, billable status, fixed fee, or estimate — or select multiple tasks to update their project, estimate, priority, tags, assignee, billable flag, or status, all in a single action. Note that "Select All" only selects what's visible on the current page, not your entire list, so paginate through if you're bulk-editing a large set. See Bulk Editing Projects and Tasks in Toggl 2.0.

✍️ 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 duplicating an existing project as a starting point for your next one, and set milestones for any key dates coming up.

Integrations

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, and generate an API token if you plan to build against Toggl 2.0 or connect it to another tool.

🌟 Optional: Turn on auto-track for a frequently-used integration, and explore the API endpoint reference to see what's possible before committing to a specific integration.

Reports

Summary Report

Filter by time period, member, client, project, task, status, or priority. You'll get overview metrics (total logged hours, billable time and amount, non-billable time, average daily hours), a chart you can toggle between logged time and billable-vs-non-billable time, and a breakdown table sortable by two dimensions at once — useful for, say, hours by project broken down further by member. 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.

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 so you don't have to rebuild it next time — available across all report types. This is a personal, in-app convenience, not a way to share a report externally: there's no public link or export to 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. Choose whether rounding applies to each entry individually or to a group's total after entries are summed — the two can give different totals on a grouped report. 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, save one as a view, and try a bulk edit from the Time Logs report.

🌟 Optional: Export a Time Logs report to CSV and open it to see the raw data structure.