This article covers:
What is the Toggl Track desktop app?
Toggl Track for Windows is a native Windows application that can be installed on your computer. It works seamlessly with the web version of Toggl Track, syncing data on the fly. The desktop app also works offline; it stores data locally and sends it to the Toggl Track server once you're back online.
Please note you need Windows 10 (1903) or higher to use this app.
Tracking Time and Managing Data in List and Calendar View
The app offers List and Calendar views, allowing users to add/edit time entries directly in them.
List-view can display each time entry individually or group entries with the same description and project together.
Using the Timer
Tracking time with the desktop agent is as simple as it can be.
Fill in the details of what you're doing in the "What are you doing?" field, and click the pink "play" button to start the timer. Use @ to enter Projects and # to enter tags in the description field. More shortcuts here.
If you start the timer first and wish to add the details later, click on the timer and edit the description, project, tags, duration, start/stop times, and date. You can also mark the entry as "Billable" or not on paid plans.
You can also enter details via your keyboard, using the tab button to move through fields and the spacebar to make a selection.
Editing time entries in List-view
Editing your time entries in the desktop app is very simple – click on the entry you wish to edit, and a small popup window will appear so you can edit the fields you want to change. Once you've finished editing, click "Save" to save your changes.
To continue a time entry, click the play button next to the time entry that appears when you hover over one.
If you do not wish to start a timer, you can create a manual time entry instead. Use the toggle button on the top left of the Description field to move to manual mode, or use the shortcut CTRL + D.
Once in Manual mode, you can similarly enter the time entry details, and instead of starting a timer, the time entry will be saved with your chosen start/end time.
The Calendar view shows your tracked time in a vertical view side-by-side with timeline data. You can switch to the calendar view at the top of the main app window and navigate between specific dates. To zoom in and out within the Calendar view, use CTRL + and CTRL - or CTRL & mouse scroll wheel.
Please note: You must first enable an integration with an external Google or Outlook calendar using the Track web app.
Time entries are shown as "pills" on the left side of the calendar view. Information relating to your time entries is displayed while clicking on the pill.
Next to them, you will see your calendar events. Hovering over an imported calendar event will reveal its details. You can right-click on a calendar event to copy it as a time entry with its original duration or start a running timer based on that event.
The column for your Timeline activity is at the far left of the Calendar view. You can click on these pills to see what apps you were using during that period of time.
The 3-dot control at the top right allows you to show/hide calendar events and enable/disable Timeline recording.
Adding time entries in Calendar view
To add a new entry, double-click on the corresponding area in the timeline to create a new entry and add details. The default duration for a time entry created in such a way is one hour. You can immediately change that and click "save" in the edit view.
You can also right-click on an existing calendar event and either Copy as a Time Entry to create a matching time entry or Start from Event to start a timer.
You can also create a time entry related to your timeline activity by clicking on one of your timeline pills and clicking copy as time entry.
Editing time entries in Calendar view
To edit a time entry, click on it, and a popup will open where you can edit details. Click save after you enter your changes. You can also drag and drop an existing time entry to a different time of the day or resize a pill to change the duration of the time entry.
You can also right-click on existing Time Entries, and either start a new time entry after it, Split, Continue, Pin it, Delete it, or create a shortcut from it.
When choosing to split a time entry, you'll be shown a new popup that allows you to decide where that split occurs.
Time Entry Suggestions
List view will show suggestions based on previously copied calendar events. The more calendar events you copy, the higher the chance to show the suggested time entries.
Time entry suggestions look like this:
To add a suggestion click the "Add" button. Clicking "Dismiss" will clear the suggestion from your List view.
You can turn off Time Entry Suggestions via the preferences page:
Adding Projects in the Desktop app
Projects can be added while creating or editing time entries, including currently running timers.
Click on the Folder icon in the Time entry area or the edit time entry popup and select "Add New Project". If you type in a project name that does not exist in your workspace, you will see that the "Create Project" button shows you an option to create a project with that name quickly.
A popup will open where you can define the project name, color (customizable colors available on paid plans only), workspace, and client. You can also choose whether this project is private or public - more on creating Projects here.
Once done, click "Create project" to save this project for future use.
Toggl Track syncs all your entries back to the web automatically. However, if there is an issue with the app connecting to our server, you may have unsynced entries. Such entries are denoted with a red icon.
You will see a warning next to your entry in the form of a red exclamation mark or a refresh icon at the bottom right corner of the affected time entry in List-view. If this happens, click the cog icon at the top right-hand corner of your Windows Desktop app and then click the Sync option in the menu.
If the sync is unsuccessful, please get in touch with our Support team by using the chat menu in the bottom right corner of this page, or email us. Please do not log out of the Desktop App; this will delete all unsynced time entries.
To edit the settings of your desktop app, click on the Settings cog in the top right corner of the Toggl Track app and choose Preferences. You can access this by right-clicking the Toggl Track icon inside the system tray or using a keyboard shortcut Ctrl +, (Control and comma).
From this Settings menu, you can start/stop/continue time entries, initiate a sync, go to webapp reports, and more.
Note: When you log out, only the following preferences are stored: Proxy settings, Reminder settings, and Idle Detection settings.
Preferences are divided into eight tabs and shown one section at a time. This is what you’ll see.
1. Preferences – General tab
You can choose if you want to use the app in light mode, dark mode, or have it respect your Windows settings.
Set default Project
You can choose a default project which will be selected every time you start a timer without a project. The search box will allow you to search existing projects from your workspace and choose the one you want to have as default.
Time entries display style
Choose between compact and detailed.
Compact: Tags will not be shown.
Detailed: The tags will show as a separate line if they exist.
If a time entry has no tags, there will be no difference between the compact and the detailed mode.
Toggl Window Settings
Run Toggl Application on Windows login: Enabling this feature will automatically start the Toggl Track app every time you log into Windows.
Keep Toggl on top of other windows: If this feature is enabled, the Toggl Track app will always be on top of other windows you have open.
Stop timer automatically
If this feature is enabled your running timer will be stopped automatically if your computer is put to sleep or shuts down.
Time editing settings
You can choose what happens when you edit the start time of a time entry. You can select if you wish to modify the duration or change the end time automatically.
When start time of an entry is changed, modify: Duration or End time
The default mode for creating a new Time entry: Timer or Manual.
2. Preferences - Reminders
Remind me to track time
Use this tab to set reminders to track time for yourself. You can choose how often and the window of time you wish to be reminded. You can also set the days of the week the reminders should be active.
Get notified when you've been inactive/away from the keyboard. The notification will pop up after the idle time you've set in your preferences.
When the notification displays, you can decide whether to keep the time or discard it.
The pop-up has four options for you to choose from:
Keep idle time: Ignores idle time and adds it to the currently running time entry.
Discard idle time: Discard idle time and stops the running timer from when you went idle.
Discard idle and continue: Discards the idle time but starts a new time entry that matches the previously running timer so you can resume work.
Add idle time as new time entry: Stops previously running timer and adds idle time as a new time entry.
3. Preferences - Calendar & Timeline
Record activity to the timeline on the calendar view.
Sync local activity
Choose whether your timeline data remains locally or sync it to the webapp.
Choose the increments you'd like to snap the time entries you create or move via the calendar view.
Initial location snapping is used to round the entry start/end time during drag-to-create and drag-to-move
Duration snapping is used to round the entry duration during drag-to-create and drag-to-move
See your calendar events and quickly convert them to Time Entries. You can set this up by clicking on the "Calendar Settings" link on the page or heading to the External Calendar section on the webapp
4. Preferences - Shortcuts
Set up shortcuts
Aside from the built-in keyboard shortcuts mentioned in this article, the Toggl Track app for Windows allows you to set up global keyboard shortcuts. The user can define these shortcuts, which will work when the app is out of focus; you'll find these settings on the Shortcuts tab of the app's preferences. You can set up the following shortcuts:
Show/Hide Toggl track
Continue/Stop a timer
To record a new Global shortcut, click the Record Shortcut field and input the key combination.
To clear a previously recorded shortcut, click the corresponding field and hit the Backspace or Delete keys.
You can also select how the start shortcut should behave when the timer is running.
You can select whether to ignore the shortcut if you already have an entry running or stop the running timer and start a new entry.
You can turn on the @ and # shortcuts, which can be used to set a project and tag to your time entry quickly.
You can create a desktop shortcut icon for your favorite time entries from the bottom of the preferences menu; these shortcuts allow you to;
Start a new empty time entry
Continue the latest time entry
Stop the running entry
5. Preferences - Pomodoro
Enable or disable Pomodoro mode from this tab. You can set how long each interval will be, whether you want to track breaks, and how long they will be.
When the Pomodoro notification shows up, clicking Continue at the end of a break cycle restarts the last time entry you were using. Clicking Continue at the end of a work cycle continues the running time entry.
6. Preferences - Proxy
Users that need to use a proxy to connect to Toggl Track can enter the settings as required in this tab.
7. Preferences - Autotracker
The Toggl Track app for Windows has an Autotracker feature, which allows you to set up keywords to receive time-tracking notifications or automatically start entries when you open an application that matches the keyword set.
This feature also allows you to receive notifications or start tracking a time entry at a user-defined time of the day.
After enabling the Autotracker, you'll be able to click the Add rule button; you can then choose between one of the two conditions:
When app comes to the foreground: Allows you to define a keyword to automatically trigger the feature when a window with a matching name becomes active.
At certain time of the day: This configuration allows you to add a rule to automatically trigger the autotracker feature at a certain time of the day; this feature will automatically create an entry with a previously defined description and project.
Both conditions of the Autotracker feature have additional settings:
Trigger also when timer is running: When this feature is on, autotracker will trigger when you currently have a running entry; if the feature is off, autotracker will not activate when you have a running time entry.
Start a Time Entry without asking: When this setting is Off, the feature will send you a notification asking if you want to start a new entry; when the setting is set to On, it will start a time entry automatically.
8. Preferences - Account
This section shows the account you're logged in with and allows you to log out.
Clicking "My Account" will take you to the profile settings page on the webapp
Toggl Track desktop app sports several keyboard shortcuts for fast time entry.
While entering a description, you can use @ to enter Projects and # to enter tags.
Ctrl-N creates a new time entry and displays the Toggl Track window
Ctrl-D changes between the timer and manual mode
Ctrl-S stops a running time entry
Ctrl-O continues a previous time entry
Ctrl-E opens the running entry in the edit popup. It can also be used to edit an Entry created with Ctrl-N immediately.
Ctrl-W minimizes the app to the tray
F5 - sync data
Additionally, you can create desktop shortcuts from existing time entries on List and Calendar view, right-click the entry in question, and choose to Create desktop shortcut.
After selecting this option, you'll see a Desktop Icon appear on your Desktop with the Time entry and Project name included; opening the shortcut will start tracking the entry.
Continue entries from the Taskbar Icon
You can now continue favorites, recent, and frequently used time entries from the Windows Taskbar icon (right-click on the icon to show the available options)
Continue entries from the Windows Taskbar Preview
When hovering your mouse over the Toggl Track taskbar icon, you'll see three buttons at the bottom of the preview, allowing you to stop the running entry, continue the latest entry, or add a new one.
Import/Export of data
You can now Import and Export CSV files directly from the Toggl Track app for Windows. To access these features, click on the app's settings button and select Export/Import
To export time entry data from the app, select the corresponding Workspace and include a Date Range for the export (Please note that the export through the app is limited to the last two months of data; if you need to export data from further back, use the Detailed report CSV export instead).
The export feature is an excellent tool for exporting unsynced entries; if you experience any syncing issues, you can use this feature to export the unsynced entries and then import them to your Workspace via the CSV Import on our web application.
If JSON format has been chose, you can also export your app configuration data from this page. App configuration data is not available via CSV export.
To import time entries, simply click the Import tab on the window, select the appropriate workspace, and browse for the CSV file from your computer.
Need more help or have suggestions for improvements? Contact our support team via chat using the purple chat button in the bottom-right corner.