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What is 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.

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Light and dark mode

Tracking Time and Managing Data in List and Calendar View

The app offers two views; List and Calendar, and both allow users to add/edit time entries directly in them.

List view

List-view can display each time entry individually or it can group entries with the same description and project together.

This behaviour can be controlled by enabling/disabling the “Group similar time entries” option on the Profile page. For more details about time entry grouping please open the Timer Page article.

List view

Using the Timer

Tracking time with the desktop agent is as simple as it could possibly be.

Fill in the details of what you’re doing in the “What are you doing?” field, and click on 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, just click on the timer and edit the description, project, tags, duration, start/stop times and the date. On paid plans, you can also mark the entry as “Billable” or not.

You can also enter details via your keyboard, using the tab button to move through fields and spacebar to make a selection.

Editing time entries in List-view

Editing your time entries in the desktop app is very simple – just click on the entry you wish to edit and a small popup window will appear so you can edit the fields you wish to change. Once you’re done editing, click "Save" to save your changes.

Editing time entries in list view

To continue a time entry, just click on 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.

Manual Mode

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.

Calendar view

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 scrollwheel.

Calendar view

Time entries are shown as “pills”, color-coded to match the project they belong to on the left side of the calendar view. Information relating to your time entries is displayed while hovering over the item.

At the far right of the Calendar view is the column for your Timeline activity. You can hover over these pills to see what apps you were using during that time period.

The 3-dot control at the top right allows you to hide calendar events (external calendar integrations coming soon) and disable Timeline recording.

Adding time entries in Calendar view

Add time entry in calendar view

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. Resize a pill to change the duration of the time entry.

Edit time entry calendar view
Add projects

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 on 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 quickly create a project with that name.

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 if this project is private or not. More on creating Projects here.

Once done, click "Create project" and this project will be saved for future use.

Add project popup

Syncing Data

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, navigate to the Menu bar, and click Account > Sync.

If the sync is unsuccessful, please contact 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 as this will delete all unsynced time entries.

Managing Preferences

To edit the settings of your desktop app, just click on the Settings cog in the top right corner of the Toggl Track app and choose Preferences. You can also access this by right-clicking the Toggl Track icon inside the system tray or by using a keyboard shortcut Ctrl+, (Control and comma).

From this Settings menu, you can also start/stop/continue time entries, initiate sync, go to webapp reports and more.

Note: When you log out, only the following preferences are stored: Proxy settings, Reminder settings, Idle Detection settings.

Settings

Preferences are divided into 5 tabs and shown one section at a time. This is what you’ll see.

1. Preferences – General tab

General

Light/Dark mode

You can choose if you want to use the app in light mode, dark mode, or have it respect your Windows settings.

Set up Shortcuts

You can set up custom shortcuts for showing/hiding the app, for continuing the latest time entry, or stopping a currently running timer:

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 select the one you want to have as default:

Use time tracking helpers

Idle notification

Get notified of the time that you’ve been inactive/away from the keyboard. The notification will popup after an X number of minutes as set in your preferences.

When the notification displays, you can decide whether you want to keep the time or discard it.

The popup 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: Discards 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.

General Tab

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.


Toggl Window Settings

  • Run Toggl Application on Windows login: Enabling this feature will start the Toggl Track app every time you log into Windows automatically.

  • 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.

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

Reminders

Use this tab to set reminders to track time for yourself. You can choose how often you want to reminded, the window of time you wish to be reminded during, and the days of the week the reminders should be active on.

5. Preferences - Pomodoro

pomodoro

Enable or disable Pomodoro mode from this tab. You can set how long each interval will be, as well as wether you want to track breaks as well 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

Proxy

Users that need to use a proxy to connect to Toggl Track can enter the settings as needed in this tab.

Keyboard Shortcuts (check shortcuts)

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 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 open running entry in edit popup. This can also be used to immediately edit an Entry created with Ctrl-N.

  • Ctrl-W minimize the app to the tray

  • F5 - sync data

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