Managing Projects

Here's how you can remove, edit or archive existing Projects in your workspace

Veljko avatar
Written by Veljko
Updated over a week ago

What are projects?

Projects are a key component of how time entries are categorized in Toggl Track. This guide covers editing, archiving, and deleting projects, as well as managing project members.

Organizations on the Free plan are limited to 5 active projects at a time.

Editing Projects

To edit a project, go to the Projects page on the left-side menu on the Toggl Track web app. Once you are there you can use filters to locate the project you need.

Your Project list can be sorted by Project name and Client by clicking on the column headers at the top.

The screenshot below shows how the Projects page looks like:

Editing projects

You can click on a Project on the list to open it, or use the 3-dot control. The 3-dot control also allows you to go directly to the Summary Report filtered for that Project, archive it, or delete it.

Editing options for Projects

Once the Project page is open you can click on the Edit project button in the top-right corner to make further changes. Here, you will be able to:

  • Edit the Project name

  • Change the project color

  • Add or change the Client it belongs to

  • Make it public or private

  • Set a Project Timeframe (start and end dates)

  • Edit the Project Time Estimate (available only to users on paid plans)

  • Edit the Project-specific billable rate (available only to users on paid plans)

  • Add a fixed fee for the whole project (available only to users on Premium or Enterprise)

Additional options for editing projects:

You can also, via the 3-dot control next to the Save button, do the following:

  • Set it as a template (available on paid plans)

  • Archive Project

  • Delete Project

Project template, archive project, delete project

Main project page (project dashboard)

On the main Project page, you can:

Can I change the project color?

While Free plans can choose from 14 available Project colors, paid plans can pick any color from a HEX code color picker.

Managing Project Members

How can I add members to a project?

Project members can only be added to private projects. Everyone in the workspace has access to all Public projects. Read more about access rights here.

To add a new project member, click on the Add Member button on the Project Team tab. At this time, you can set a billable/cost rate (paid plans only) or make them a project manager if you wish. The team view for a project is shown in the screenshot below:

Team view showing members of a private project

Setting a billable rate, labor cost and project manager role:

Users' rates and roles can be adjusted from the Project Team tab as well by clicking on the appropriate field. Use the 3-dot control to remove a user from a project if they no longer need access to it. This will prevent them from being able to track time on it in the future.

Bulk editing projects

To bulk edit projects go to the Projects page using the Toggl Track web app and click on Bulk edit.

Once you select the projects you'd like to modify, choose whether you want to edit, archive or delete the projects. You may select all projects displayed on the current page (up to 50 projects). Making a multi-page selection isn't possible. The screenshot below shows how bulk editing looks like:

What can I edit in bulk for projects?

After selecting the projects you want to edit and clicking on "Edit" an overlay will appear allowing you to bulk edit team members, clients (an existing one or create a new one), change rates, modify privacy setting,s or change colors

Once you are done with your selection click on the "Save" button to apply the edits in bulk. 

The edits you choose to apply will be applied to all projects in bulk and override previous values for the elements you chose to edit. 

Archiving projects

Archiving projects is a better way of clearing up your workspace of existing projects you no longer use than deleting them or if you are on the Free plan and need to create new projects. An archived project can be restored at any time should you need to restore it.

To archive a project

  • Locate it on the "Projects" page,

  • Hover over the project you'd like to archive

  • Click on the three dots on the right and then click on Archive.

Restoring archived projects

Viewing archived projects:

To restore an archive project use the "Active" filter on the "Projects" page and select "Archived".

Restoring projects

You can use the rest of the filters to pinpoint the project you need, once you locate it, hover over the Project that you want. On hover, three dots will appear on the right side, click on it and then click on Restore.

Deleting Projects

Once you locate the project you'd like to delete on the "Projects" page hover over it and click on three dots on the right side. Click on Delete and confirm the action.

What happens to time entries allocated to a deleted project?

When deleting a project, you have two options to decide what to do with the Time Entries allocated to it:

- To delete all Time Entries associated with the project.
- To delete the Project but leave the Time Entries associated with it, simply removing the Project from the Time Entries.

Bulk delete

To bulk delete projects:

  • Go to the Projects page

  • Click on the Bulk edit button

  • Select the Projects you need to delete.

  • Click on the "Delete" button:

After clicking "Delete", a popup with a confirmation dialog will show up as shown in the screenshot below:

What to keep in mind when deleting projects?

  • Deleting projects will result in all time entries previously allocated to those projects will not be without projects. They will be categorized and most likely impossible to find using filters in reports.

  • Before deleting, especially in bulk, we advise you to export a detailed report into a CSV file so that you can backup your data and are able to import it back into your workspace should you make a mistake.

If you still have any questions about managing projects, feel free to contact our Support team via email or by clicking on the blue icon in the bottom right corner of this page. 

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