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Toggl 2.0 End-User Guide

A step-by-step guide for Toggl 2.0 users including tracking and planning time, organizing projects and tasks, understanding reports, and managing account settings.

Welcome to Toggl 2.0! This guide is designed to help you get started with time tracking — and planning — in Toggl 2.0, whether you're new to time tracking or coming over from Toggl Track.

1. The Basics: How to Track Time

The Timer page is your main command center — open it from the Timer icon in the left navigation. There are a few ways to capture your time here.

Timer Mode (Real-Time Tracking)

This is the default mode, best for when you're about to start a task.

  • How to use: Type a description into the Timer bar at the top and click the play button.
  • Stop the timer: When you're finished, click the stop button.

Tip: You can add or update the task, project, and billable status while the timer runs or after you stop it.

Manual Mode (Adding Past Time)

Use this if you forgot to start the timer or want to log something after the fact.

  • How to use: Go to the Timer page, enter a description, start time, and end time, and save. Task and project are optional unless your workspace admin has made them required.

Tip: Open the three-dot menu on a past time log in Log history and choose Continue to restart a timer with the same details — handy for recurring work.

Calendar Mode (Planning Ahead)

Every time log can represent something you already did (logged) or something you've scheduled (planned) — shown together on one Calendar.

  • How to use: Click an empty slot to create a time log for that time, or click and drag to block out a range.
  • Tip: Connect your Google or Outlook calendar so your meetings show up alongside your tracked and planned work.

Timesheet Mode (Premium and above)

If your admin has turned on Timesheet Approvals, a Timesheet view (the grid icon next to Calendar) lets you review and fill in your logged time for a whole period at once, then submit it for approval.

  • How to use: Fill in any missing time for the period and click submit. Your approver can request changes or approve it; once approved, the period locks and you can't edit it yourself.
  • See Timesheet Approvals in Toggl 2.0.

2. Organizing Your Time

To get useful reports later, you need to categorize your time — not just that you worked, but what you worked on.

Projects

Projects are the main container for related work — dates, estimates, billable rates, and fixed fees all live here.

  • Create a Project: Go to the Projects tab in the left sidebar.
  • Assigning: Type the project name in the Timer bar to select it while tracking.
  • Private by default: new projects are visible only to their members and workspace admins. Whoever creates one automatically becomes its Project Manager; everyone else added defaults to Project User. See Private Projects and Tasks in Toggl 2.0.
  • Recurring projects: if a project repeats on a schedule (weekly, monthly, and so on), it can be set to recur instead of being rebuilt each time — ask your admin if this is set up for work you do regularly. See Set Up a Recurring Project in Toggl 2.0.

Tasks

Tasks are a piece of work inside a project, with more structure built in than a simple to-do.

  • What you can set: A task can have an assignee, dates, a time estimate, priority, and status, and it's what your Timeline and Calendar views are built on.
  • Personal to-dos: A task doesn't need a project at all — it can stand alone as a personal to-do.

Tags

Tags add an extra layer of context. In Toggl 2.0, they live on tasks and projects, not on the time log itself.

  • Why this matters: You'll only see a tags option on a time log once it's linked to a task — because the tag is really being added to the task, not the log.

Custom Fields

On Premium and above, your admin can set up Custom Fields — structured, predefined categories (like a billing code or region) on projects and tasks, separate from Tags. If your workspace uses them, you'll see them on the Project page or in the task modal, and can fill them in the same way you would a Tag. See Project-Level Custom Fields and Task-Level Custom Fields.

Clients (Optional)

Clients group your projects together.

  • Freelancers and small teams: Use this for actual clients.
  • Note: A project can only have one client, and clients can't be linked directly to a time log — that connection happens through the project.

3. Analyzing Your Data (Reports)

Once you've tracked time for a few days, the Reports section becomes useful.

Summary Report

  • Best for: A high-level overview — "How much time did I spend on this project this week?"
  • Features: Charts and graphs breaking down time by project or client.
  • See Summary Report in Toggl 2.0.

Time Logs Report

  • Best for: Reviewing specific entries or billing.
  • Features: A line-by-line list of every time log, filterable by date, project, or task, with the option to bulk-edit several entries at once.
  • See Time Logs Report in Toggl 2.0.

Workload & Utilization (New in Toggl 2.0, Premium and above)

Beyond the Summary and Time Logs reports, Toggl 2.0 adds two team-level views built from your Availability settings (see below): the Workload Report shows daily hours logged per person against their work-hours capacity, flagging overtime in red; the Utilization Report shows what percentage of that capacity was spent on billable, logged work against a target your admin sets. Only Managers and Admins see other members' data in these reports. See Utilization and Workload Reports in Toggl 2.0.

4. Goals

Set recurring time targets for yourself — tied to a project, task, tag, or client — and Toggl 2.0 tracks your progress automatically from matching time entries as you work, no manual updates needed.

  • At least goals (e.g. "at least 5 hours of billable work every day") or Less than caps (e.g. "less than 5 hours of meetings a week").
  • Live in the Goals widget on your Timer page, and on a full Goals page with stats, streaks, and archived history.
  • You can have up to 4 active goals at a time; archive one to free a slot.
  • Goals are personal — only you see yours, and there are no team or shared goals.
  • Available on web and desktop; mobile support isn't there yet.

See Goals in Toggl 2.0.

5. Key Concepts & Settings

Organizations & Workspaces

  • What they are: The Organization sits above the Workspace. Clients, projects, tasks, tags, and time logs all live at the workspace level.
  • Warning: Workspaces are silos — if you're tracking time in the wrong workspace, it won't show up in another workspace's reports, so check which one is active before you start.

Desktop, Mobile & Browser Extension

You don't have to keep a browser tab open to track time.

  • Desktop (Mac/Windows): Includes an Auto-tracker (keyword-based automatic start/stop), a Desktop Activity Timeline, Global Shortcuts, Smart Suggestions, and Idle Detection.
  • Mobile (iOS/Android): For logging and adjusting time on the go.
  • Browser Extension: Start and stop timers from inside tools you already use — GitHub, Jira, Asana, Notion, Slack, Trello, and others. See Toggl 2.0 Browser Extension.

6. Managing Your Account

Keep your account secure and up to date from your Profile Settings.

Log In Options

You have a few ways to log in and keep your account secure:

  • Google or Apple Sign-In: Link your account for one-click access.
  • Passkeys: Log in with FaceID, TouchID, or your device PIN instead of a password.
  • Two-Factor Authentication: Available from your Profile Settings.

Resetting Your Password

Go to the password reset page, enter your email, and follow the link. If you use Google or Apple Sign-In, you won't have a separate password to reset unless you set one up.

Updating Personal Details

Head to your Profile page to update your full name and timezone.

Availability: Time Off, Work Hours, and Public Holidays

Set your own availability from Settings so the Timeline (and, on Premium, the Workload and Utilization reports) reflect your real capacity (see Availability Settings: Time Off, Work Hours, and Public Holidays):

  • Time off: add a start and end date under Settings → Availability → Time Off, and you'll show as unavailable on the Timeline for that period.
  • Work hours: set your total weekly hours and a schedule (no schedule, standard 8-hour, or custom per day) under Settings → Availability → Work Hours.
  • Public holidays: detected automatically from your IP address — no setup needed.

Time Tracking Reminders

On Premium and above, your admin can set up email reminders if your logged time falls short of a target — a threshold (e.g. "less than 40 hours") and a deadline ("by end of the day" or "by end of the week"). See Time Tracking Reminders and Project Alerts.

7. Quick Tips for Success

  • Start simple: A time log only needs a start time — add project, task, or description later if you're not sure yet.
  • Use Log/Plan together: Block out your day ahead of time, then convert planned blocks into logged time as you go.
  • Use Continue for recurring work instead of retyping the same entry.
  • Try Countdown or Pomodoro timer modes if a fixed work interval suits you better.
  • Keep task names consistent across projects so Timeline filters and reports stay comparable.
  • Learn the shortcuts: S starts/stops the timer, F opens Focus mode, Shift + ? shows all shortcuts.