(Premium) Onboarding Guide for Toggl Track Admin

This guide walks Premium admins through setting up Toggl Track for their team: sign-in, workspace settings, members and licenses, projects, approvals and reports. Each section ends with a checklist you can work through. Follow the links for full details on each feature.
Topics covered in this guide

• Logging in
• Workspace settings
• Members, roles and licenses
• How your team tracks time
• Data structure
• Projects
• Timesheet approvals
• Reports
• Invoices
• Time off, Goals and integrations
• Toggl AI (Beta)
• Getting help

👋 Logging in

Your team can sign in to Toggl Track with any of these:

• Email and password
• Google or Apple
• A passkey
• Single Sign-On (SSO). On Premium, an admin can set up SSO under Settings > Single Sign On. Once SSO is enabled, users click Company login (SSO) on the login page, enter their work email and finish signing in with your identity provider. How to log in with SSO.

Turning SSO on with automatic user creation means anyone from your domain who signs in through SSO gets added to your workspace and takes a license. Read Advanced SSO settings before you enable it.

✍️ Logging in checklist 📝

• Decide which sign-in method your team should use and tell them.
• Sign in to your own account with that method.

⚙️ Workspace settings

Regular members only see their own profile settings. As an admin, open Settings under Admin in the left sidebar. The tabs are General, Alerts, Reminders, Billable rates, CSV import, Data export, Single Sign On, Activity and Audit Log. Managing workspace settings.

Team member rights

Under Settings > General > Team member rights, choose whether Admins or Everyone can:

• See team activity
• Create projects and clients
• Create tags
• See billable rates

Project & billing defaults

• Set your workspace currency and default hourly rate.
• Choose whether new projects are Billable or Non-billable by default. If you won't use billable rates, pick Non-billable.
• Choose whether new projects are public or private by default.
• Turn on Enforce billable time entries on billable projects if every entry on a billable project must be billable.

Time entry settings

• Default mode: choose Show start and end times or Hide start and end times. If you hide them, people enter a duration only.
• Timesheet view: show or hide the Timesheet view on the Timer page.

Time entry and timesheet restrictions

• Required fields: make Project, Task, Tag and/or Description mandatory on new time entries. We recommend at least Project.
• Max tags per time entry: limit how many tags a single entry can have.
• Lock time entries: stop members from adding, editing or deleting entries on or before a date you choose. Admins can still change locked entries. You move the lock date yourself, so set a routine for it, for example at every month-end close.

Domain-based access

Lets people with your company email domain join the organization. Every person who joins takes a license (see Members below), so only turn this on if that's what you want.

Alerts

Under Settings > Alerts, set alerts that email the right people when a project with a time estimate or fixed fee reaches a set percentage (50% to 150%).

Reminders

Under Settings > Reminders, set tracking reminders for individuals or whole Teams, for example 8 hours a day or 40 hours a week. People who miss the target get an email, or a Slack message if they've connected Slack.

Billable rates

Rates can be set for the workspace, project, member, project member and task. Open Billable rates from the left sidebar (or Settings > Billable rates) to set the workspace default. On Premium, you can also change rates without rewriting past reports. Billable rates.

✍️ Workspace settings checklist 📝

• Set Team member rights.
• Set your currency, default billable status and default workspace rate.
• Choose which required fields to enforce.

🌟 (Optional) Recommended checklist 🌟

• Set up an alert for projects with estimates or fixed fees.
• Decide on a tracking target (for example 40 hours a week) and create a reminder for it.
• Lock time entries up to your last closed period.

📚 Extra tips 💡

• If you don't have a specific use for tags, let everyone create them. You may learn how people categorize their own work.
• Team activity (most active users, activity by user) is under Settings > Activity. Where did the Team Activity page go?
• The Audit Log (Settings > Audit Log) shows who changed which data and when, going back one year. Audit Log.

👪 Members, roles and licenses

Click Members in the left sidebar. The page has three tabs: Members, Workspaces and Teams. Managing organization and workspace members.

Inviting members

Click Invite Members. You can paste several email addresses at once. To see pending invites, filter to Invited. Invites expire after 30 days, and only an admin can resend one.

Licenses

Toggl Track bills per license, not per active user:

• Each new member gets a license automatically, charged pro rata.
• If you deactivate or delete a member, their license stays on your subscription as a vacant license, and you keep paying for it. You can give a vacant license to a new member at no extra cost.
• To stop paying for a vacant license, go to Subscription > ⋯ > Manage Licenses and lower the total. On an annual plan, do this before your renewal date.

Understanding licenses in Toggl Track.

Roles

Click the role in the Access Rights column, or use ⋯ > Edit. Track has six roles:

Teams (formerly User Groups)

On the Teams tab, group people (for example "All staff" or "Finance"). You can then add a whole Team to projects, reminders, approvals and report filters instead of picking people one by one.

Rates, costs and work hours

On the Members page you can set each member's billable rate, labor cost and work hours. The Workload and Profitability reports use these figures.

Admin Console (Beta / rolling out)

The Admin Console is being rolled out to organizations in phases. If yours has it, organization admins will see a banner on the Members page or an Admin Console link at the bottom of the sidebar. It manages members, workspaces and Toggl tools in one place. Introduction to the Admin Console.

✍️ Members checklist 📝

• Invite your team and give each person the right role.
• Add billable rates, labor costs and work hours if you'll use them.

🌟 (Optional) Recommended checklist 🌟

• Create Teams that match how your company is organized and add members to them.
• Decide who else should be an organization admin.
• Check your license count on the Subscription page regularly.

📚 Extra tips 📚

• Deactivate rather than delete people who leave. Their data stays easy to find, and you can reactivate them later. Deleting is permanent. Neither one removes the license.

⏰ How your team tracks time

Tell your team

• Your tracking target (for example 35 hours a week) and why you're tracking time.
• Which fields are required (project, task, tag, description).
• Which apps to use:
• • Web app: Timer page with list, calendar and timesheet views
  • Browser extension (Chrome, Firefox, Edge)
  • Desktop apps for macOS and Windows
  • Mobile apps for iOS and Android
• Whether you prefer timer mode (live tracking) or manual mode (adding entries afterwards).

✍️ Tracking time checklist 📝

• Share your tracking target and the reason for tracking.
• Share required fields, preferred apps and timer or manual mode.

📚 Extra tips 📚

• People who forget to start the timer can turn on their own reminders in the desktop apps and browser extension.
• People who leave timers running can turn on idle detection in the desktop apps and browser extension.
• People can connect their Google or Outlook calendar to the calendar view and turn meetings into time entries.

🏷️ Data structure

You decide what a Client or Project means for your business. Some teams use a project for each engagement. Others call projects "cases".

• Clients can have many projects. Time entries connect to a client only through a project.
• Projects are the main structure. Each project can have one client. Rates, estimates and fixed fees are set at project level.
• Tasks are sub-projects. Each task belongs to one project and can have its own rate and estimate. Tasks group data more reliably than free-text descriptions.
• Time entries hold the time. They link to a project and task.
• Tags add extra labels to an entry, often used to mark time as "invoiced" or "paid".

✍️ Data structure checklist 📝

• Decide which of these you'll use and agree on naming conventions.

📚 Extra tips 📚

• If you don't work on a project basis but want to see time per client, you can use client names as project names.

📔 Projects

Open Projects from the left sidebar. Managing projects.

Public vs. private

• Public: anyone in the workspace can track time to the project and see everyone's time on it in reports.
• Private: people must be added before they can track time. Members only see their own time in reports.

Teams on projects

Open a project, go to the Team tab and add individuals or whole Teams. To add many people to a private project, adding Teams is fastest.

Project managers

Give a member manager rights on a specific project without making them an admin. Go to Team tab > hover the member > Give manager rights. You can also do this for many projects at once with bulk edit on the Projects page.

Estimates, fixed fees and recurring projects

• Time estimates: set a manual or task-based estimate. Combine it with Alerts.
• Fixed fee: for flat-rate or retainer work.
• Recurring projects: estimates that reset each period.

Project Dashboard

On Premium, open any project and go to the Dashboard tab to compare progress against the estimate or fee and see forecasts. Only project managers and admins can see it. Project Dashboard.

Templates and archiving

• Project templates: create new projects with rates, estimates, tasks and members already set.
• Archive finished projects. It keeps project lists short for your team and helps the app load faster.

✍️ Projects checklist 📝

• Decide whether to use public projects, private projects or both.
• Add tasks where you need more detail.
• Set project, project member and task rates where needed.
• Set a routine for archiving finished projects.

🌟 (Optional) Recommended checklist 🌟

• Create a project template.
• Assign project managers.
• Set up recurring or fixed fee projects if you need them.

📚 Extra tips 📚

• If you add people to a project through a Team, you can't remove one person on their own. To do that, add them individually instead.
• Removing someone from a private project keeps their past time in reports.

✔️ Timesheet approvals

On Premium, members can submit their time each week for approval. Approved timesheets are locked.

1. Make sure Approvals is enabled in Settings > General > Approvals settings.
2. Open Approvals in the left sidebar, click the settings cog, then Setup Timesheets for Members.
3. Choose the members, the approvers (admins, other users or a whole Team), the start date and a reminder day and time.
4. To add a second approval step, click Add approver level (multi-layer approvals).

How to set up timesheet approvals · Reviewing your team's timesheets

📊 Reports

Open Reports from the left sidebar. Reports, Insights and Analytics are now one place. New Reports FAQ.

Report tabs

• Summary: totals with charts, grouped in two levels (for example Project, then Task).
• Detailed: every time entry, line by line.
• Workload: who worked on what, over time, compared with their work hours. This replaces the old Weekly report.
• Profitability: revenue, cost, profit and profitability. This replaces Insights. Add billable rates and labor costs first.
• My Reports: your saved reports plus custom reports with up to 10 charts each (bar, donut, line, table, pivot table and more). This replaces Analytics dashboards. You can pin reports to the sidebar.

Filters, grouping and rounding

• Filters sit next to the date picker. They support AND/OR logic, so you can filter by members, Teams, clients, projects, tasks, tags, billable status, description and more.
• Rounding is at the top of the page. You can round each entry or round grouped totals.

Auditing your data

Use time audits to find entries without a project or very short entries. To find people or projects with no tracked time, open the report settings cog and turn on Show Groups without Tracked Time.

Adding and editing your team's time

• In the Detailed report, admins can add time entries for team members and edit any field on an entry.
• To change many entries at once, select them and click Edit selected. You can change the project, description, date or billable status, delete entries, or merge projects.
• To add a lot of time at once, use a CSV import.

Saving, sharing, scheduling and exporting

• Click Save and Share to save a report with its filters. You can share it internally or through a public link, and lock the dates on a public link if needed.
• On Premium, you can schedule a saved report to be emailed daily, weekly or monthly.
• Use Export to download PDF, CSV or Excel files. Saving, sharing and scheduling · Exporting data.

✍️ Reports checklist 📝

• In your first two weeks, open Summary, Detailed and Workload.
• Try filters and groupings.
• Save one report you'll check often.

🌟 (Optional) Recommended checklist 🌟

• Run a time audit for entries without a project.
• Export a Detailed report to CSV.
• Schedule a saved report to your inbox.
• Build a custom report in My Reports and pin it to the sidebar.
• After a month or two of data, open Profitability.

🧾 Invoices

Create invoices from your tracked time:

• From the Summary or Detailed report, click Export > Create Invoice. Summary gives one line per project. Detailed gives one line per entry.
• From any chart in My Reports, use ⋯ > Create invoice.

Filter the report first so only the time you want to bill is included. On the invoice you can edit the details, add custom charges and tax, and use your own logo. Previous invoices are on the Invoices page in the sidebar. From there you can download, duplicate, delete or send them to QuickBooks Online.
Track has no "paid" status for invoices. A common workaround is to tag billed entries as "invoiced" and filter them out next time.

🌴 Time off, Goals and integrations

• Time Off Management (paid add-on): time-off requests, approvals, balances and policies. It's billed per assigned seat. Each organization can try it free for 30 days, once.
• Goals: recurring time targets (for example "at least 5 billable hours each weekday") that show on the Timer page. Each person can have up to 4 active Goals.
• Integrations: connect tools such as Slack, Asana, QuickBooks Online and Zapier from Integrations in the sidebar.

✨ Toggl AI (Beta)

AI Insights is in Beta and only available to selected customers. If your organization has it, a Toggl AI button appears in the sidebar. You can ask questions about your time data in plain language, such as "Which clients went over budget last month?", and get answers as text, charts or CSV files. Answers can be wrong, so check them before you rely on them. It's free while in Beta. AI Insights (Beta).

💬 Getting help

Anyone on your team, admin or member, can contact Toggl Track Support. Click the ? (Help) icon at the bottom left of the web app, then Chat with support. The same menu has keyboard shortcuts, links to the desktop and mobile apps, and the community.

Updated on: 11/02/2026