---
title: The New Toggl Data Organization Guide
description: How the new Toggl organizes Clients, Projects, Tasks, Tags and Custom Fields, what changed from Toggl Track, and how to set up a structure for your team.
---

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# The New Toggl Data Organization Guide

## How the new Toggl organizes data, what changed from Toggl Track, and how to design a structure that fits your team.

Your setup in the new Toggl isn't just about tracking time. It's about making your reporting meaningful, your planning reliable, and your team adoption smooth. The new Toggl brings planning and time tracking into one place, and offers flexible ways to categorize work to match how your team operates.

A clear data structure:

- Gives you confidence in reporting, billing, and capacity planning.
- Makes it easier to scale and train others.
- Keeps your Timeline, Board, and Calendar views meaningful — not just your reports.

This guide outlines how the new Toggl organizes data, what changed from Toggl Track, and how you can design your own structure intentionally based on how you work.

 🧠 Core Concepts

The new Toggl gives you flexible building blocks to structure your team's work and time:

**Clients**, **Projects**, **Tasks** (and **Subtasks**), **Tags**, **Custom Fields**, and **Descriptions**. A **Time Log** carries the project, task, tags, and description; Custom Fields live on Projects, Tasks, or Members, and reports categorize logged time through those linked objects. Together, these tell you who the work was for, what it was, and how it should be reported.

You decide what each of these represents. Your structure should reflect how your organization works and what insights you're trying to extract.

> What these data objects represent may differ depending on your team structure. For example, an internal IT department may treat *Client* as a cost center, while an agency might use it for actual customers.

### ⚙️ Data Structure

The simplest way to picture it: a **Time Log** is a **paper**, a **Task** is an **envelope** that holds papers (and, unlike in Track, can sit loose outside any folder as a personal to-do), a **Project** is a **folder** that holds envelopes and papers, and the **Workspace** is the **drawer** that holds it all. **Clients** are labels stuck on folders — at most one per folder.

Here are different possible ways to structure your data:

![Diagram of possible ways to structure your data in Toggl](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/01-data-structure-diagram.png)

> **Key Rules:**
> 
> - Clients are never linked directly to Time Logs, only through Projects.
> - Projects can only have one Client.
> - A Time Log can carry a project, a task, both, or neither — only a start time is required by default.
> - Tasks can live inside a project or stand alone; subtasks are one level deep.
> - Tags are flat, and can sit on Time Logs, Tasks, and Projects.
> - Billable status defaults from the task or project, and can be changed per Time Log.

### 🔄 What's different from Toggl Track

- **Time object**  
  *Toggl Track:* Time Entry (logged time only)  
  *The new Toggl:* Time Log — logged **or** planned time (Unified Time Model)
- **Tasks**  
  *Toggl Track:* Subdivision of a project, used for reporting  
  *The new Toggl:* Planning objects with assignee, dates, estimate, priority, status; can be personal to-dos; one level of subtasks
- **Tags**  
  *Toggl Track:* Time entries only  
  *The new Toggl:* Time Logs, Tasks, and Projects (logs inherit task tags)
- **Billable status**  
  *Toggl Track:* Per time entry, defaulted from the project  
  *The new Toggl:* Defaults from the task or project; can be changed per Time Log
- **Clients**  
  *Toggl Track:* Own management screen  
  *The new Toggl:* No Clients screen — created from a project's Client field
- **Extra structure**  
  *Toggl Track:* N/A  
  *The new Toggl:* Custom Fields, Statuses, Milestones, Recurring Projects

### ⏱️ Time Logs

A Time Log is the unit of time in the new Toggl — the equivalent of a Time Entry in Toggl Track. Think of it as a sheet of paper with the details of the work done.

The big difference from Track: a Time Log can represent **logged time** (work that already happened) or **planned time** (work you've scheduled). Both appear in the same Calendar: Split view always shows them side by side, and the standard view can combine matching planned and logged time into one tile.

**Key Notes:**

- Required by default: a **start time** only.
- Project and Task are **optional** — a Time Log can carry a project, a task, both, or neither. A description alone is enough to log time.
- On **Premium and above**, admins can make Project, Task, Description, or Tags mandatory via **Required fields**. They're enforced when time is logged; planned-only entries can stay incomplete until they're converted to logged time.
- **Billable status defaults from the task or project** the Time Log is attached to, and can be changed on the individual Time Log.
- Tags can be added directly to the Time Log (see Tags below).
- Reporting and billing are easier with consistently categorized Time Logs.

![Planned and logged time logs in the Toggl Calendar](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/02-time-log-planned-vs-logged.png)

> Because Time Logs don't have to sit on a project, time can exist in a workspace in the new Toggl with no Client attached. If Client-level reporting matters to you, make **Project** a required field (Premium and above).

### 👥 Client

An optional grouping label attached to a Project, used to pull related projects together in lists, filters, and reports. Think of Client as the label stuck on a folder.

**Key Notes:**

- Clients can be associated with multiple Projects, but each Project can only have one Client.
- Clients are never tied directly to Time Logs. The relationship runs through Projects — so time only rolls up to a Client if it sits on a Project carrying that Client.
- **There is no Clients page or Clients screen in Admin settings.** A Client is created inline from the **Client** field on a project, and is then available to every other project in the workspace.
- A Client is a grouping label, not a contact record — no addresses or billing details are stored on it.

### 📁 Project

The main container for related work. You can think of it as a folder that holds tasks and time logs.

**Key Notes:**

- Projects can only have one Client.
- Start/end dates, time estimates, billable rates, fixed fees, and other settings are set at the project level.
- Projects without dates still appear in reports and keep a Timeline row with their tasks, but won't show a project bar. Capacity comes from dated, assigned tasks and planned time.
- Whether new projects start **Private** or **Shared** depends on the workspace: 
    - **Shared** by default in new or empty workspaces.
    - **Private** by default in workspaces in the new Toggl that already had data at the October 13 rollout.
    - Always **Shared** in workspaces without the private-projects entitlement.
  
  Admins can change the default for new projects and tasks in **Admin settings → Workspace setup → Default visibility**, and, where private projects are available, you can switch an individual project between Private and Shared when creating it or later. Whoever creates a project becomes its **Project Manager**; others added default to **Project member**.
- Projects can be set to **recur** (Weekly, Work week, Two-week, Monthly, Quarterly, or Yearly), with each period getting its own budget and a rollover policy for unused time or overruns. After two completed periods, a **Suggested estimate** appears for the next one (unless those periods varied too much).

### 🧩 Task & Subtask

Tasks are pieces of work, usually inside a project. In the new Toggl they're much more than a reporting subdivision: they're what the **Timeline**, **Board**, **Calendar**, and **capacity planning** are built on.

**Key Notes:**

- A Task can have an assignee, start/end dates, a time estimate, a priority, and a **Status** (e.g. To do / Doing / Done — shown as columns on the Board view).
- Unlike Toggl Track, a Task can **stand alone as a personal to-do** with no project.
- A Task belongs to at most one Project.
- **Subtasks** sit one level under a task and are **flat** — a subtask can't have its own subtask.
- Subtasks are independent by default. With **Sum subtask totals** enabled, estimates, logged time, and assignees roll up into the parent task; status never does.

> Core tasks are included on the Free plan (in Toggl Track, Tasks are Starter and above). Advanced task features, such as private tasks and multiple assignees, require a paid plan.

### 🏷️ Tags

Flat, flexible labels for extra categorization — activity type, billing status, location, work category, and so on. Think of them as colored bookmarks that help you group similar work.

**Key Notes:**

- Tags can be attached to **Time Logs, Tasks, and Projects** (in Track, only to time entries).
- A Time Log **inherits its task's tags** by default. You can unlink it into its own point-in-time copy, or give a Time Log tags of its own with no task attached.
- Tags are **not** inherited from a Project.
- A Time Log can have multiple Tags. Tags are not hierarchical.
- When you group a report by Tag, a time log with two tags is counted under each tag, so tag totals can add up to more than the time logged. Group by Client, Project, or Task for true totals.
- They appear as filters in Reports and the Timeline, show as a column in the Timesheet view, and work with the timer.
- Whilst optional, tags are a powerful tool when their use is standardized across a team.

### 🧾 Custom Fields *(Premium and above)*

Admin-defined metadata for consistent, reportable categorization — billing codes, cost centers, region, compliance categories. Where Tags are flexible and anyone can apply them, Custom Fields are curated and structured.

**Key Notes:**

- Can be attached to **Projects, Tasks, and Members**.
- Values are filterable in Reports. Member-level fields (e.g. role, seniority, cost tier) also filter the Members list and Timeline capacity.
- Use Custom Fields when the value must be consistent for finance or compliance; use Tags for lighter, ad-hoc grouping.

### 📝 Description

Free-text explanation of what someone worked on. Think of it as the headline written on each sheet of paper.

**Key notes:**

- Enough on its own to log time (by default).
- Best used with standardized phrasing.
- Can be made a required field (Premium and above).
- Searchable and filterable in Reports.

### 🗃️ Workspace

The shared environment where work and time live. All your Clients, Projects, Tasks, Tags, and Time Logs belong to a Workspace. Think of it as the drawer holding all your folders, envelopes, and papers.

**Key Notes:**

- Most organizations use one Workspace; multiple Workspaces are available on Enterprise.
- Access is role-based: **Admin, Manager, Member, Time Tracker,** and **Guest** (Guest is Starter+). **Custom Roles** are Enterprise-only.
- **Teams** (the same Teams as in Toggl Track) let you assign sets of people to projects or reports at once. A **Team Lead** has full access to their team's data and approval rights, without needing a full admin role.

### 🏢 Organization

The administrative layer above the Workspace — same as in Toggl Track. Organizations handle billing, subscription, and account ownership. Think of it as the filing cabinet that holds the drawers.

**Key Notes:**

- Admin-level controls and ownership settings live here.
- One user account (the same login as Toggl Track) can belong to several Organizations.

 🧱 Data Structure in Action

![Example time log showing how the data structure fits together](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/03-data-structure-in-action.png)

> **Custom Fields** *(Premium and above)* live on the project, task, or member, not on the time log itself, so they don't appear in the Log Time window.

Here’s an example of a time log with a **subtask** that is **non-billable**:

![Example time log on a non-billable subtask](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/04-time-log-with-subtask-non-billable.png)

Before you build your structure, keep the new Toggl's core rules in mind:

- **Only a start time is required:** Project, Task, Description, and Tags are optional unless an admin makes them required (Premium and above). Required fields apply when time is logged, not to planned-only entries.
- **Projects can only have one Client:** If you use the Client field, each Project connects to just one.
- **Clients are linked through Projects:** Time Logs don't connect to Clients directly.
- **Tasks are flexible:** They can sit in a project or stand alone, with one level of subtasks.
- **Tags are flat:** They can be used on Time Logs, Tasks, and Projects.
- **Billable defaults from the task or project:** Set it there, and change it on an individual Time Log when needed.

These rules keep your structure simple and scalable, whatever your use case.

 📚 Data Categorization and Design

### 1️⃣ Define what each object means in your context

The new Toggl is designed with flexibility in mind. You decide what **Clients**, **Projects**, **Tasks**, **Tags**, and **Custom Fields** represent in your organization.

- **Client** — External client, internal department, district. *Examples:* (1) Acme Inc, (2) Marketing Dept, (3) District A
- **Project** — Campaign, deliverable, retainer, internal function. *Examples:* (1) Q3 Social Campaign, (2) Onboarding, (3) Monthly Retainer (recurring)
- **Task** — Milestone, phase, sub-service, assignable piece of work. *Examples:* (1) Wireframes, (2) QA Review, (3) Launch
- **Subtask** — A smaller step within a task (one level deep). *Examples:* (1) Homepage Wireframe, (2) Cross-browser QA, (3) Launch Checklist
- **Status** — Workflow stage on the Board. *Examples:* (1) To do, (2) In review, (3) Done
- **Tag** — Billing status, activity type, stakeholder, location. *Examples:* (1) Invoiced, (2) Support, (3) NYC
- **Custom Field** — Billing code, cost center, region, member seniority. *Examples:* (1) GL-4010, (2) EMEA, (3) Senior

### 2️⃣ Naming Conventions

Use naming formats that are intentional, consistent, and searchable. Standardized names keep reports accurate and make projects and tasks easy to find on the Timeline and Board.

**Naming Convention Ideas for Projects**

**If you're using the Client field:**

The Client–Project relationship shows automatically in reports, so keep project names focused on the work itself.

> Website Redesign | Q3 Social Campaign | Brand Refresh | Annual Audit

**If you're not using the Client field:**

Include context directly in the project name.

> **External Work:** Acme Inc - Website Redesign | Acme Inc - Brand Refresh
> 
> **Internal Work:** Marketing Dept - Q3 Campaign | Sales Dept - CRM Rollout

**If your finance team uses internal codes:**

Build them into Client or Project names — or, on Premium and above, store them in a Custom Field for cleaner filtering.

> Acme Inc. (AI489289)

**Naming Convention Ideas for Tasks**

> **By phase:** Discovery | Development | QA | Launch
> 
> **By work type:** Research | Design | Review | Revision
> 
> **By milestone:** Kickoff | Draft | Client Review | Final Delivery

**Naming Convention Ideas for Tags**

> **By billing status:** Invoiced | Paid | Write-off
> 
> **By work category:** Meeting | Research | Execution | Review
> 
> **By location or team:** Remote | On-site | Team A | Team B

> Billable status is its own setting (defaulting from the task or project), so you don't need a "Billable / Non-billable" tag.

### 3️⃣ Using Descriptions as a Reporting Tool

Descriptions aren't just notes — they're another way to categorize work. Since a description alone is enough to log time in the new Toggl, consistent phrasing matters even more.

Multiple Time Logs with the *Account Management* description can be grouped together in Reports. You can:

- Require standardized phrases for recurring work.
- Review description patterns weekly or monthly to keep reporting clean.

> **Example**  
> Standardized Phrasing: Account Management  
> Descriptions to steer away from: Acct Mgmt, Account Mgmt, Client Account Management, Acct Management, etc.

### 4️⃣ Decide what's required

The new Toggl is more permissive than Toggl Track by default. Decide up front which fields your reporting depends on, and on **Premium and above** turn them on in **Admin settings → Required fields**. They're enforced when time is logged, so planned-only entries can stay incomplete:

- **Project** — if you report or bill by Client or Project.
- **Task** — if you need phase-level or capacity reporting.
- **Description** — if you rely on description-based grouping.
- **Tags** — if every time log needs a category such as activity type or funding.

### 5️⃣ Start with a Pilot Setup

Before rolling out the new Toggl to the whole team, you can:

- Set up 2–3 clients/projects (with dates, so they show as bars on the Timeline).
- Create a few tasks with assignees and statuses.
- Track and plan time for one week.
- Adjust naming or structure as needed.

Once your structure is settled, admins can bulk-import clients, projects, tasks, tags, members, time logs, and Custom Field values from a CSV where the importer is available (it's currently in beta) — including exports from Harvest, Clockify, ClickUp, Asana, or Teamwork. Teams can be imported too. Toggl Track data comes in through its own dedicated importer.

### 🚀 Structuring Your Data for Your Type of Team

The new Toggl's structure adapts to many industries and internal workflows. Here are examples of how different organizations might set things up.

Each example includes a Custom Field you could add, and you can filter Reports by its values.

#### Creative Agency

Time log example:

![Creative agency time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/05-creative-agency-time-log.png)

How it appears in reports:

![Creative agency example as it appears in reports](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/06-creative-agency-report.png)

📕 **How to read this example**

- **Client** — Who the work is done for. *Example:* DRV Design
- **Project** — The specific initiative the work belongs to. *Example:* Website Redesign
- **Task** — The activity or phase of the initiative, assigned and scheduled on the Timeline. *Example:* Creative Briefing
- **Tag** — Additional context or milestones. *Example:* Invoiced
- **Custom Field** *(Premium+)* — Project-level field for the contract type. *Example:* Retainer
- **Billable / Non-billable** — Defaults from the task or project — whether this time counts toward client billing. *Example:* Billable
- **Description** — Short summary of what was done. *Example:* Outlining the homepage layout

🧭 **When to use this structure**

This structure works best for agencies that:

- Bill clients for services and deliverables.
- Need to plan and track work across multiple projects or campaigns.
- Want visibility into which phases consume the most time — planned vs. actual.
- Report on billable work.

#### Internal work at an agency

Time log example:

![Agency internal work time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/07-agency-internal-time-log.png)

How it appears in reports:

![Agency internal work report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/08-agency-internal-report.png)

- **Client** — Internal team the user is a part of. *Example:* Design Team
- **Project** — Type of internal work being tracked (can be set to recur monthly). *Example:* Internal Activities
- **Custom Field** *(Premium+)* — Project-level field for the internal cost center. *Example:* CC-Design-01
- **Billable / Non-billable** — Defaults from the project; can be changed on the time log. *Example:* Non-billable
- **Description** — A short summary of what was done. *Example:* Weekly planning call

🧭 **When to use this structure**

- Separate client work from internal operations.
- Track non-billable time like team meetings and admin.
- Understand internal vs. client time, and how it affects team capacity.

#### Public Sector

Time log example:

![Public sector time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/09-public-sector-time-log.png)

How it appears in reports:

![10-public-sector-funding-source-report.png](https://docs.toggl.com/hs-fs/hubfs/kb-images-lisa/data-organization-quickstart/10-public-sector-funding-source-report.png.png?width=670&height=454&name=10-public-sector-funding-source-report.png.png)

📕 **How to read this example**

- **Client** — The jurisdiction, agency, or department the work is for. *Example:* City of Riverside
- **Project** — The specific initiative or funded program. *Example:* Downtown Revitalization
- **Task** — The execution stage or phase of work. *Example:* Planning
- **Custom Field** *(Premium+)* — Project-level field for the funding source, kept consistent for audit. *Example:* Federal Grant
- **Tag** — Scope or priority level. *Example:* High Priority
- **Billable / Non-billable** — Whether the time is billable to a grant, contract, or funding source. *Example:* Billable
- **Description** — Short summary of what was done. *Example:* Hosted forum on green space

🧭 **When to use this structure**

This structure works best for public sector organizations that:

- Manage multiple initiatives across jurisdictions or departments.
- Track time against specific funding sources like federal grants, state budgets, or donations.
- Report on how resources are allocated across programs and compliance requirements.
- Separate work by priority or funding type for audit and accountability.

#### Consulting Firm

Time log example:

![Consulting firm time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/11-consulting-time-log.png)

How it appears in reports:

![Consulting firm report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/12-consulting-report.png)

📕 **How to read this example**

- **Client** — The consulting recipient or customer. *Example:* North Logistics
- **Project** — The specific consulting deliverable, with dates, estimate, and fixed fee or rate. *Example:* CRM Implementation
- **Task** — The phase of the deliverable. *Example:* Discovery
- **Tags** — The type of work or internal category. *Example:* Research
- **Custom Field** *(Premium+)* — Project-level field for the engagement type. *Example:* Fixed fee
- **Billable / Non-billable** — Whether the time counts toward client billing. *Example:* Billable
- **Description** — Short summary of what was done. *Example:* Questionnaire for HubSpot CRM

🧭 **When to use this structure**

This structure works best for consulting firms that:

- Work with multiple clients on engagements or deliverables.
- Track billable hours across clients, projects, and tasks.
- Want visibility into which activities consume the most time.
- Report on project progress, budget vs. actual, and profitability.

#### SaaS Product & Engineering Teams

Time log example:

![SaaS product and engineering time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/13-saas-time-log.png)

![Board view of the User Profile Redesign project with task status columns](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/14-saas-board.png)

The Board view above shows the User Profile Redesign project, where each column is a task status (i.e. Todo; In Progress; Blocked; In Review; Done). The Frontend Dev task from the time log sits in the In Review column, with its project, client, and UX tag on the card.

📕 **How to read this example**

- **Client** — The internal business unit or product line the work supports. *Example:* Product Team
- **Project** — The feature rollout, initiative, or maintenance work. *Example:* User Profile Redesign
- **Task** — The item or type of development work. *Example:* Frontend Dev
- **Status** — Where the task sits on the Board. *Example:* In Review
- **Tags** — The area or activity type. *Example:* UX
- **Custom Field** *(Premium+)* — Task-level field for capitalizable (CapEx) vs. operating (OpEx) work. *Example:* CapEx
- **Billable / Non-billable** — Whether the time is billable to an external client. *Example:* Non-billable
- **Description** — Short summary of what was done. *Example:* Updated profile page buttons

🧭 **When to use this structure**

This structure works best for SaaS and engineering teams that:

- Build and maintain internal products rather than client deliverables.
- Work across multiple product lines, business units, or departments.
- Need visibility into time spent on features, bugs, or maintenance.
- Run work through a Board and report on progress and team capacity.

#### Customer-Facing Teams (Sales, CSMs, TAMs)

Time log example:

![Customer-facing team time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/15-customer-facing-time-log.png)

How it appears in reports:

![Customer-facing team report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/16-customer-facing-report.png)

📕 **How to read this example**

- **Client** — The organization receiving the work. *Example:* Orion Labs
- **Project** — The initiative being supported. *Example:* Renewal
- **Task** — The specific activity related to the initiative. *Example:* Planning and Strategy
- **Tags** — Additional context that helps categorize the work. *Example:* Churn Risk
- **Custom Field** *(Premium+)* — Project-level field for the account tier. *Example:* Enterprise
- **Billable / Non-billable** — Whether the time is billable to an external client. *Example:* Billable
- **Description** — A short summary of what was done. *Example:* Prepped Deck + Docs

🧭 **When to use this structure**

This structure works well for teams that:

- Manage ongoing client relationships.
- Track activity across the customer lifecycle: onboarding, adoption, renewal, and more.
- Want visibility into time across accounts and touchpoints like retention, expansion, or account health.
- Bill for consultative or project-based support.

#### Internal CS work

Time log example:

![Internal customer success work time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/17-internal-cs-time-log.png)

How it appears in reports:

![Internal customer success work report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/18-internal-cs-report.png)

- **Client** — The internal group the work supports. *Example:* CS Team Internal
- **Project** — The operational area or initiative. *Example:* CS Operations
- **Task** — The type of internal enablement or support work. *Example:* Product Knowledge
- **Custom Field** *(Premium+)* — Member-level field for the person's role. *Example:* CSM
- **Billable / Non-billable** — Internal work not charged to customers. *Example:* Non-billable
- **Description** — Short summary of what was done. *Example:* Updated internal handbook

🧭 **When to use this structure**

- Capture internal effort that supports customer work (enablement, documentation, process).
- Report on customer-facing (billable) vs. internal (non-billable) time.
- Get visibility into team readiness: training, content updates, improvements.

#### Professional Services Teams

Time log example:

![Professional services time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/19-professional-services-time-log.png)

How it appears in reports:

![Professional services report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/20-professional-services-report.png)

📕 **How to read this example**

- **Client** — The external organization receiving the service. *Example:* Hillcrest Co
- **Project** — The accounting period or engagement — a good fit for a quarterly recurring project. *Example:* Q2 Bookkeeping
- **Task** — The specific service or workflow step. *Example:* Tax Filing
- **Custom Field** *(Premium+)* — Project-level field for the service line. *Example:* Tax
- **Tags** — Urgency, service type, or status. *Example:* High Priority
- **Billable / Non-billable** — Whether the work is billable to the client. *Example:* Billable
- **Description** — Short summary of what was done. *Example:* Collected tax documents

🧭 **When to use this structure**

This structure is ideal for Professional Services teams that:

- Do client-specific work with clear deliverables (bookkeeping, consulting, audits).
- Need visibility into time per client, service line, or reporting period.
- Track both high-level projects and detailed service tasks.
- Require accurate billable hour reporting for invoicing and profitability.

#### Legal Professionals (Law Firms)

Time log example:

![Law firm time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/21-legal-time-log.png)

How it appears in reports:

![Law firm report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/22-legal-report.png)

📕 **How to read this example**

- **Client** — The organization receiving legal support. *Example:* RID Properties
- **Project** — The matter or case. *Example:* M&A Diligence
- **Task** — The type of legal work completed. *Example:* Research and Briefing
- **Custom Field** *(Premium+)* — Project-level field for the matter or billing code. *Example:* MTR-2291
- **Tags** — The practice area. *Example:* Corporate
- **Billable / Non-billable** — Whether the time counts toward client billing. *Example:* Billable
- **Description** — Short summary of what was done. *Example:* Reviewed company financials

🧭 **When to use this structure**

This structure fits legal teams that:

- Work across distinct matters or cases that need clear time allocation.
- Track billable hours for accurate client invoicing.
- Need reporting across practice areas, clients, and matter types.
- Coordinate across specialized teams.

#### NGOs

Time log example:

![NGO time log example](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/23-ngo-time-log.png)

How it appears in reports:

![NGO report](https://docs.toggl.com/hubfs/kb-images-lisa/data-organization-quickstart/24-ngo-report.png)

📕 **How to read this example**

- **Client** — The partner organization the NGO is supporting. *Example:* Community Partners
- **Project** — The program or initiative. *Example:* Water Access Program
- **Task** — The specific activity completed for the program. *Example:* Report Writing
- **Tags** — Program focus area or urgency. *Example:* Health, High Priority
- **Custom Field** *(Premium+)* — Project-level field for the grant or donor. *Example:* Water Fund 2026
- **Billable / Non-billable** — Operational activity, not linked to billable work. *Example:* Non-billable
- **Description** — Short summary of what was done. *Example:* Monthly field results

🧭 **When to use this structure**

This structure works well for NGOs and non-profit teams that:

- Deliver work across community programs, grants, and initiatives.
- Support multiple organizations and need visibility into where time goes.
- Categorize work by program theme (health, education, environment) or urgency.
- Build reports for donors, leadership, and community partners.

 🔗 Related resources

- [Data Structure in the new Toggl](https://docs.toggl.com/data-structure-in-toggl-2.0?hsLang=en)
- [The new Toggl Vocabulary](https://docs.toggl.com/toggl-2.0-vocabulary?hsLang=en)
- [What is the new Toggl and main differences with Track](https://docs.toggl.com/what-is-toggl-2.0?hsLang=en)
- [Tasks in the new Toggl](https://docs.toggl.com/tasks-in-toggl-2-0?hsLang=en)
- [Set Up a Recurring Project](https://docs.toggl.com/set-up-a-recurring-project-in-toggl-2-0?hsLang=en)
- [Project-Level Custom Fields](https://docs.toggl.com/project-level-custom-fields?hsLang=en) · [Task-Level Custom Fields](https://docs.toggl.com/task-level-custom-fields?hsLang=en)
- [Universal CSV Importer](https://docs.toggl.com/universal-csv-importer?hsLang=en)
- [Importing Data from Toggl Plan and Toggl Track](https://docs.toggl.com/importing-data-from-toggl-plan-and-toggl-track-to-toggl-2-0?hsLang=en)

- [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)

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