CSV import

 

In this article: CSV import file format, how to import data – usersprojects & clientstimetags, how to move data from one workspace to another.

 

What does it do?

CSV import allows you to mass import data (clients, projects, users, time entries, tags) from a file into Toggl with just a few clicks – so that the move from your previous system to Toggl would be as easy as possible. Import all your previous data into Toggl or just some, it’s up to you!
.screen-shot-2016-11-09-at-13-46-04

 

How does it work?

1. Go to Import and Export page once you click on “…More” on the left side menu (to have access to this, you must have administrator rights)
2. Upload the file with the required format (see below).
3. Toggl will tell you what it can and cannot import
4. If you are importing new users to your workspace, you can have invitation emails sent to them. Tick the box if you would like to. All imported users will be active automatically (if you have a Pro account, your next invoice will reflect this accordingly) regardless of whether you tick this box or not. They will receive a notification when they next log in to their Toggl account.
5. Confirm and import‘ if you are happy with it or go ‘back’ to edit the file and upload it again.
6. If needed, check the error log as well. This is how it looks like:

 

log2
 .

Required format:

The file must be in CSV format, values must be comma-separated, and the file must have UTF-8 encoding.The rest of the format is basically the same that the detailed report CSV export gives out:
1) Columns:
  • must have headersin English. The allowed headers are: User, Email, Client, Project, Task, Description, Billable, Start date, Start time, Duration, Tags
  • The order of the columns is not important
  • You can import one, all or a selection of columns – depending on what you want to import (see steps below)

2) Columns that you can import on their own (as long as they have the corresponding header):

  • Email (to import users)
  • Client
  • Project
  • Tags

 

3) Columns that must be with at least one other column:
  • User – must have Email to attach it to
  • Task – must have Project to attach it to
  • Description – must have Email, Start date, Start time, Duration
  • Billable – is a time entry flag only so must have at least Email, Start date, Start time and Duration attached also to be able to add a billable flag.

 

4) Time entries:
To import time entries, you must have at least (minimum) the following columns filled in:
  • Email (of the user whose time entry it is)
  • Start date in the format YYYY-MM-DD
  • Start time in the format HH:MM:SS
  • Duration in HH:MM:SS
  • Please note that End date and End time are not looked at. This gets calculated automatically within the system when you add your start time and duration.

Scroll down to view an example file for a time entry import.

 .

Examples of acceptable files:

  • All displayed files have been made in Open Office, saved in CSV comma separated format, and have UTF-8 encoding.
  • Be careful that your cells are formatted as TEXT, otherwise they often auto-format your dates and times into different formats.

 

A) I want to import only users:
CSV import 4

 

  • Email address is required to import a user
  • You can add the user name and they will be added with this name initially. However, if a user with this email address already has an account in Toggl and they’ve set a different name for themselves, this will change on your Team page automatically as well. User name is only indicative.

 

B) I want to import only a list of projects, some have clients, others don’t:
CSV import 1

 

C) I want to import time entries from my previous system, some of them are attached to particular projects, others are not*:
CSV import 5 (1)

 

  • Compulsory fields have been highlighted in light blue, you need at least Email, Start date, Start time, and Duration to import a time entry.
  • End date and end time are not counted in the import, Toggl will calculate it automatically based on start and duration.
  • The tags that I’ve added here get saved to my workspace and get attached to the specific entries also.
  • Here you can also determine whether a time entry is billable or not (a Pro feature). It is a boolean value, so the three acceptable formats are y or n, yes or no, 1 or 0.

 

Moving data between workspaces using CSV

The CSV import functionality can also help if you need to move data from one Toggl workspaces to another (e.g. from your personal workspace to your company workspace). What you need to do is:
  1. Generate a ‘Detailed report’ of all the data you wish to move (click here to see where you can do that)
  2. Export the report to CSV and save on your computer
  3. On your Import page, make sure you’re in your other workspace (change between workspaces from the tabs just below the Toggl logo at the top left)
  4. Import the file you just saved on your computer

Tip: you are able to move your data between Workspaces by choosing another Project label. When you’re editing your time entries on Detailed Reports page and pick a Project from another Workspace, your time entry will be moved under that Workspace also. This feature is also available with Bulk Edit.

 

Please note here:

  • The exported file is already in the correct formatting and so you don’t need to even open it before importing it back in – to avoid accidentally changing any of the formatting.
  • The key is that the users exist in both workspaces.
  • If you wish to move data between user accounts, make sure you change the email address in the exported file, and save it in the correct format before importing.

 



If you didn't find what you were looking for, please write to support@toggl.com and we are happy to help!


Was this article helpful?
Yes
No
Thanks for giving us thumbs up! Any feedback is still welcome! Thanks for the feedback! Any ideas what we could do better?

* Please leave your e-mail if you'd like us to get back to you :)

Thanks for your feedback! We're always working to help you better!
Oops! Something broke. We're working on fixing it. Sorry
TOP