Timeline View

Make sure tasks have dates

Tasks only appear on the timeline if they have a start and end date. If a task isn't showing up, open it and add the relevant dates. Each task can also have an estimate (in hours), which feeds directly into capacity calculations for each team member.

Drag unplanned tasks to the Timeline 

• To view all unplanned tasks, open the Unplanned Tasks sidebar 
• Drag tasks to the Timelne to schedule them 

Switch between grouping modes

The timeline can be grouped three ways depending on what you need to see:

• By People — shows each team member's lane with their tasks and how much of their capacity is taken up. Useful for workload balancing and spotting who is over- or under-scheduled. If a member is assigned to a team, you'll see their team below their name. 
• By Project — shows all tasks organized by project. 
• By Tags — organizes tasks by custom tags.

You can also add milestones for a quick overview of key delivery dates.

Understand capacity at a glance

When grouped by people, each lane shows a capacity percentage — how much of a team member's available time is already accounted for. It's calculated by starting from their Work Hours setting and subtracting everything already using up that time:

• Their working schedule: no schedule, standard 8-hour, or a custom pattern set per day. Weekends aren't counted as work days under the no-schedule or standard 8-hour presets — only a custom schedule can add weekend hours.
• Task estimates already assigned to them for the period - when a task has multiple assignees, this uses each person's actual split (even or custom), not an even cut of the full estimate.
• Logged Time Off and Public Holidays.
• If they've connected a Google or Outlook calendar, their scheduled meetings and events.

Use task estimates consistently. When estimates are filled in, the capacity indicators become meaningful and the timeline becomes a reliable planning tool rather than just a visual list.

Customize your view

Adjust zoom level

You can adjust the zoom level to match your planning horizon:

• Week — ideal for day-to-day task scheduling and daily capacity checks
• Month — good for a rolling overview of team workload
• Quarter — useful for longer project planning and spotting future bottlenecks

Capacity percentages and indicators adjust automatically as you zoom in or out if the capacity is set to match zoom level.

Factor in meetings and calendar events

If your team has connected their Google or Outlook Calendar, their meetings and events appear directly on the timeline. This means if someone has a heavy meeting day, you'll see that their available capacity is reduced — before you assign them more work.

Use filters

Filter by member, team, project, client, status, priority, tags, team, privacy, or task-level custom fields to focus on exactly what you need. 

Timeline grouping

Grouping changes how scheduled work is organised in the Timeline, so you can review it by person, project, or tag. Changing the grouping does not change your tasks or projects.

Group your workspace Timeline

1. Open Timeline.
2. Select Group by.
3. Choose People, Projects, or Tags.

The Timeline uses People the first time you open it. After that, Toggl remembers the last grouping you used for each workspace in your current browser.

Switching the grouping keeps your active filters applied. If you save the Timeline as a saved view, the grouping is saved with the view too.

Choose a grouping

People

Choose People to compare workload and capacity across the team. Each person has a separate lane containing their scheduled tasks.

Dated tasks without an assignee appear in the No assignee lane. This lane is hidden when you apply a person-related filter, such as a member or team filter, because unassigned work cannot match that filter.

Projects

Choose Projects to review who is working on each project and find work that still needs an assignee.

Projects appear as collapsed groups. Select a project row or its chevron to expand it. Each expanded project shows:

• One row for each person with scheduled work on that project in the current date range and filters. Project membership alone does not add a person to the group.
• A No assignee row, shown first, for scheduled project work that is not assigned to anyone.
• The person’s capacity, time off, and public holiday information.

The No project group stays at the top of the Timeline. Tasks without a project appear there, and you can expand the group by person in the same way as a project group.

Recurring projects appear as one project group, with the individual periods shown as numbered bars.

Toggl remembers which project groups you expanded for each workspace in your current browser. You can keep up to 25 project groups expanded at once. If you expand another, the project you opened least recently collapses.

Tags

Choose Tags to organise scheduled tasks by tag.

Tasks without a tag do not have an Untagged lane, so they are not shown in the Tags grouping. Switch to People or Projects, or add a tag to the task, to include them in a grouped view.

Teams

You can now group the Timeline by teams to get a clearer view of capacity across your organization.

• View teams listed vertically, with unassigned people under No Team
• Tasks that haven't been assigned will sit on a dedicated "No assignee" row
• See aggregated team capacity for your selected time period
  • Hover capacity indicators for clearer context on under- and over-capacity
  • See team membership directly for people in one team, or via hover for people in multiple teams
• Compare individual capacity alongside team totals

Work with expanded project groups

If you have permission to manage tasks, you can drag a scheduled task from one person’s row to another person’s row within the same project group to reassign it. Project headers and rows in other project groups are not valid drop targets. To move a task to another project, open the task and change its project.

If a project has a start and end date, its header contains a duration bar. If you have permission to manage projects, drag either edge of the bar to change the project’s dates. This changes the project dates only; it does not move or resize its tasks.

Capacity shown on a person’s row is calculated across all their projects in the workspace, not only the project group you have expanded. If the same person appears under several projects, each row shows the same overall capacity for the selected period.

Grouping in a project Timeline

When you open the Timeline tab inside a project, you can group it by People or Tags. Projects is not available because the Timeline is already scoped to one project.

A project Timeline opens grouped by People each time. A recurring project template’s Timeline supports People grouping only.

To group work across several projects, open the workspace Timeline under Plan → Timeline.

Troubleshooting

Why is a task missing? Check that the task has a start and end date that overlap the visible date range, then review your active filters. In the Tags grouping, also check that the task has a tag.

Why is a person missing from an expanded project? A person appears only when they have scheduled work on that project that matches the current date range and filters. Being a project member is not enough on its own.

Why can’t I see the No assignee lane? A person-related filter can hide unassigned work. Clear the member, team, member tag, or member custom-field filter to show it again.

Why isn’t Projects available under Group by? You are probably viewing the Timeline inside a project. Open Plan → Timeline to use the Projects grouping across the workspace.