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🚀 Structuring Your Data for Your Type of Team

Toggl Track’s structure is adaptable to many industries and internal workflows. Here are some examples of how different organizations might structure their data, depending on their scope of activity.

Creative Agency

📸 Time entry example 1:

📊 How it appears in reports

📕 How to read this example

Data object How it’s being used Example
Client Who the work is done for DRV Design
Project The specific initiative the work belongs to Website Redesign
Task The activity or phase currently from the initiative Creative Briefing
Tag Additional context or milestones Invoiced
Billable / Non-billable Shows whether the time counts toward client billing Billable
Description Short summary of what was done Outlining the homepage layout


🧭 When to use this structure

This structure works best for agencies that:

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

 

📸 Time entry example 2:

📊 How it appears in reports

📕 How to read this example

Data object How it’s being used Example
Client Internal team the user is a part of Design Team
Project Type of internal work being tracked Internal Activities
Billable / Non-billable Shows whether the time counts toward client billing Non-billable
Description A short summary of what was done Weekly planning call

🧭 When to use this structure This structure works best for agencies that:
    • Need to separate client work from internal operations.
    • Track non-billable time like team meetings, administrative tasks, and more.
    • Want to understand how much time goes toward internal activities vs. client deliverables.
    • Report on team capacity and availability.

 

Public Sector

📸 Time entry example:

📊 How it appears in reports

📕 How to read this example

Data object How it’s being used Example
Client The jurisdiction, agency, or department the work is for City of Riverside
Project The specific initiative or funded program being worked on Downtown Revitalization
Task The execution stage or phase of work Planning
Tag Funding source, scope, or priority level Federal Grant
Billable / Non-billable Shows whether the time is billable to a grant, contract, or funding source Billable
Description Short summary of what was done Hosted forum on green space

🧭 When to use this structure This structure works best for public sector organizations that:
    • Manage multiple initiatives across different jurisdictions or departments.
    • Need to 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 level or funding type for audit and accountability purposes.

Consulting Firm

📸 Time entry example:

📊 How it appears in reports

📕 How to read this example

Data object How it’s being used Example
Client The consulting recipient or customer North Logistics
Project The specific consulting deliverable CRM Implementation
Task The phase of the deliverable being worked on Discovery
Tags The type of work or internal category Research
Billable / Non-billable Shows whether the time counts toward client billing Billable
Description Short summary of what was done Questionnaire for HubSpot CRM

🧭 When to use this structure This structure works best for consulting firms that:
    • Work with multiple clients on engagements, projects, or deliverables.
    • Need to track billable hours across different clients, projects, and tasks.
    • Want visibility into what types of activities consume the most time.
    • Report on project progress and profitability.
    • Bill clients based on the amount of hours worked.

 

SaaS Product & Engineering Teams

📸 Time entry example:

📊 How it appears in reports

📕 How to read this example

Data Object How it’s being used Example
Client The internal business unit, department, or product line the work supports Product Team
Project The feature rollout, initiative, or maintenance work being tracked User Profile Redesign
Task The item or type of development work Frontend Dev
Tags The area or activity type UX
Billable / Non-billable Shows whether the time is billable to an external client Non-billable
Description Short summary of what was done 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.
    • Track work across multiple product lines, business units, or departments.
    • Need visibility into how much time goes toward features, bugs, or maintenance.
    • Report on progress, team capacity, and initiatives being worked on.

 

Customer-Facing Teams (Sales, CSMs, TAMs)

📸 Time entry example 1:

📊 How it appears in reports

📕 How to read this example

Data object How it’s being used Example
Client The organization receiving the work Orion Labs
Project The initiative being supported Renewal
Task The specific activity related to the initiative Planning and Strategy
Tags Additional context that helps categorize the work Churn Risk
Billable / Non-billable Shows whether the time is billable to an external client Billable
Description A short summary of what was done Prepped Deck + Docs

🧭 When to use this structure This structure works well for teams that:
  • Manage ongoing client relationships and need to categorize work.
  • Track activity across the customer lifecycle: onboarding, adoption, renewal, and more.
  • Want visibility into how time is allocated across accounts, touchpoints, and other customer-facing activities like retention, expansion, or general account health.
  • Bill for consultative or project-based support, and need to distinguish internal planning vs. client work.


📸 Time entry example 2:

📊 How it appears in reports

📕 How to read this example

Data object Purpose Example
Client The internal group the work supports CS Team Internal
Project The operational area or initiative being worked on CS Operations
Task The type of internal enablement or support work Product Knowledge
Billable / Non-billable Indicates this is internal work not charged to customers Non-billable
Description Short summary of what was done Updated internal handbook

🧭 When to use this structure This structure is a good fit for customer-facing teams that:
    • Need to capture internal effort that supports customer work (enablement, documentation, process maintenance, and more).
    • Require reporting between customer-facing time (billable) and internal operation time (non-billable).
    • Track time spent on enablement, documentation, and process improvements that support customer-facing work.
    • Want better visibility into team readiness such as training, content updates, improvements, and more.

 

Professional Services Teams

📸 Time entry example:

📊 How it appears in reports

📕 How to read this example

Data Object How it’s being used Example
Client The external organization receiving the service Hillcrest Co
Project The accounting period or engagement being worked on Q2 Bookkeeping
Task The specific service or workflow step being performed Tax Filing
Tags An additional layer of categorization or indicator of urgency, service type, or status High Priority
Billable / Non-billable Shows if the work is billable to the client Billable
Description Short summary of what was done Collected tax documents

🧭 When to use this structure This structure is ideal for Professional Services teams that:
    • Work on client-specific work with clear deliverables (bookkeeping, consulting, audits, etc).
    • Need visibility into time spent 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 analysis.

 

Legal Professionals (Law Firms)

📸 Time entry example:

📊 How it appears in reports

📕 How to read this example

Data Object How it’s being used Example
Client The organization receiving legal support RID Properties
Project The matter or case being worked on M&A Diligence
Task The type of legal work completed Research and Briefing
Tags The practice area the work falls under Corporate
Billable / Non-billable Shows whether the time counts toward client billing Billable
Description Short summary of what was done 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.
    • Must track billable hours for accurate client invoicing.
    • Need reporting that shows how time is distributed across practice areas, clients, and matter types.
    • Support internal coordination across specialized teams.

 

NGOs

📸 Time entry example:

📊 How it appears in reports

📕 How to read this example

Data Object How it’s being used Example
Client The partner organization the NGO is supporting Community Partners
Project The program or initiative the work contributes to Water Access Program
Task The specific activity completed for the program Report Writing
Tags The program focus area or urgency indicators Health, High Priority
Billable / Non-billable Shows this activity is operational and not linked to billable work Non-billable
Description Short summary of what was done 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, initiatives, and need a clear way to organize time by project.
    • Support multiple organizations and need clear visibility into where time is allocated.
    • Need to categorize work by program theme (health, education, environment) or urgency.
    • Build reports and metrics for donors, internal leadership, community partners, and need reliable time data to support that.