Are you an admin on a Toggl Track Organization on the Premium plan? This onboarding guide takes you through all the steps and information you need to get your team started with using Toggl Track!

Topics Covered In This Guide:

You have several options for logging into your Toggl Track account.

If you decide to enable SSO for your workspace, users will receive an invite to their email containing a link. They will be asked to enter their email address, then click on a button. Once they click on this button, they will be redirected to your organization’s identity provider, where they will sign in. Once they sign in there, they will be redirected back to Toggl Track and be logged into the web app.

After that, they can use this page to sign in via SSO: https://accounts.toggl.com/track/sso-login/

✍️ Logging In Checklist 📝

As a regular user, the only settings your team will have access to are their Profile Settings.

As an admin, there are far more settings to explore and set up across the workspace.

You can decide who (either admin or everyone in your workspace) is able to see team activity, create projects and clients, create tags, and see billable rates. You can also set if new projects are private or public by default.

You can also choose to hide start and end time fields in manual mode, if all you want users to enter is a duration.

We will dive into billable rates shortly. For now, if you already know you are not going to be using billable rates, select “non-billable” so that new projects will default to being set up as non-billable.

Consider setting up required fields to ensure all of the data in your workspace is categorised, which will lead to more efficient reports.

Take a look at locking time entries, which prevents users from editing past time entries.

You can set up alerts to notify different team members when certain projects with a time estimate reach a certain percentage of that estimate.

This is perfect for keeping track of your progress!

Consider setting up reminders to notify an entire user group (e.g. all staff) to track a certain number of hours per day/week (we will discuss user groups in more detail in the next section).

There are five different levels of billable rates you can set for the hourly rate of your work in time tracking data. You can start by setting up the billable rate for the entire workspace, which will be the default setting.

✍️ Workspace Settings Checklist 📝

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Head on over to the Members page by clicking on Organization in the left sidebar > Members.

From here, you are able to manage all of the team members in your organization. You can also edit their profiles.

You can easily invite new team members on this page, including adding multiple team members in bulk by copy and pasting their email addresses all at once.

To see users who are invited, switch from “show active” to “show invited” in the top left dropdown.

You can choose to invite new users as admin or members.

To understand the differences between the two, first start by understanding what a regular user can do.

Then, learn about what a workspace administrator can do.

If you decide to make a user a workspace admin, you will have three options to choose from:

Each option contains different access rights and role restrictions, offering a high degree of flexibility to suit your team’s needs.

Beyond this page, you also have the option to make a user an organization administrator, who has enhanced access rights beyond a workspace admin.

Additionally, if you are looking for a role in-between a regular member and an admin, there is another role called project manager which we will take a look at further in the Projects section.

A great way to save time and easily manage your team is by using user groups.

To set up and edit a user group, follow these steps.

You can set up multiple groups that make sense for your team. For example, you might have one user group for ‘all staff’ and another for your accounting team.

When adding a new team member to the workspace, consider adding them to a user group(s) instead of adding them to all the projects or workspaces.

You can save a lot of time by adding user groups to projects and report filters, as opposed to individually selecting users for these purposes.

By heading over to Organization > Workspace > Select Workspace > Members page, you can also set an individual billable rate for each workspace member.

Furthermore, you can also set an individual labor cost on this page for each team member.

✍️ Members Checklist 📝

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When team members track their time, they will see the project-client-task lists you have set for them to track their time against.

As an admin, the most important elements to communicate to your team about tracking their time are:

✍️ Tracking Time Checklist 📝

You have the flexibility to organize your data into different categories, such as projects, clients, tags, and so on.

It's important to note that these labels are entirely up to you. You can define what constitutes a 'Client' or a 'Project' based on your needs.

When keeping track of your time, the following elements can be added:

Here’s a visual breakdown of the different data elements in Toggl Track and their relationship to one another:

✍️ Data Elements Checklist 📝

When creating projects, you have the option to make each one public or private.

There are several important differences between the two, which we highly recommend reading about.

Here are a few important takeaways:

You can see a list of all of your projects by clicking on Projects along the left sidebar. This will provide you with an at-a-glance look at all projects and their corresponding clients, time status, timeframe, billable status and assigned team.

Furthermore, you can click on an individual project to view the project dashboard and visualize project performance and identify trends.

Learn more about managing projects, including how to edit them.

User groups make it super easy to quickly add multiple people to a private project.

After you’ve created a new project, click on the Team tab > add member. You will see a pop up allowing you to select individual team members or entire user groups to the project, thereby saving ample time.

You can swiftly find specific projects by using the filters at the top of the Projects Page.

For instance, if you are looking for all projects that are assigned to a certain client, or projects that certain team members are working on, or even all non-billable projects, then you can use filters to quickly find these.

Additionally, there is a special role called Project Manager that you can assign to team members in order to give them more access to a specific project.

This is particularly useful if you do not want a team member to be an admin, yet you do want them to be more heavily involved in a specific project.

If you would like an extra level of hierarchy to your projects, then tasks are a great feature to utilize.

It is helpful to think of them as sub-projects and a way to break down your projects further.

You can set billable rates both on the project level, and, even more granularly, on the project member or task level for each project.

Otherwise, your default billable rate (or non-billable status) will be automatically applied to the project settings.

In case you need to change any billable rates later on, as part of our Premium Plan, you can indeed update billable rates without changing past reports to ensure accurate historical data.

You can set a goal for how long your Projects should take to complete and track their progress. This allows you to monitor actual hours vs the estimate. When paired with "Alerts", you can trigger emails to relevant users based on hours tracked.

If you have any projects that repeat at a set interval, you can set up repeating estimates with our recurring projects feature.

If you have any projects where you bill a flat amount for the total project or per period (like when you have a project on retainer), then you can track your progress by adding a fixed fee rate.

In order to ensure optimal performance with using Toggl Track, we highly recommend archiving projects as soon as you no longer need them.

Project templates allow you to create many similar projects quickly.

Projects created using an existing Template have settings such as Billable Rates, Estimates, Tasks and Members already applied. Another time saving win!

✍️ Projects Checklist 📝

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From the left sidebar, click on Analytics at the top. You can also pin important Charts and Dashboards to the sidebar for easier access.

You can use Analytics to provide real-time insights to monitor the overall progress of your teams, projects, and resources, including:

Check out this short video to learn how to get started with Analytics:

Navigate to the Charts tab to create/customize Charts based on your requirements.

You can select charts from templates (such as a summary table and weekly pivot table) or even create a new chart based on your selected filters.

Data in charts can be displayed in the following graph formats:

Once you've created your charts, use Dashboards to create custom views with your preferred Charts.

The preset Dashboards available mirror our existing Report formats. On the Dashboards tab, you can view all existing Dashboards, as well as create new ones.

The Totals Widget added to the top of each Dashboard shows you:

If you are an organization admin, you can share your organization's charts and dashboards in many different ways:

✍️ Analytics Checklist

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Head back over to the left side back > Approvals page.

Gain more confidence when billing your clients for time or improving internal processes by setting up an approval workflow for team members.

Admins can choose which users need timesheet approvals and who amongst the admins will approve those entries.

When enabled, this feature turns grouped (by period) time entries into Timesheets, which can be submitted for review, approval or rejection, and have an audit log for when the last review was done and by who.

You can access Reports along the left sidebar.

You can explore the summary, detailed and weekly reports in the web app.

Do note that each of these types of reports are also available in Analytics.

Highlights of each include:

We will offer ways to interact with reports below.

The easiest way to ensure you are seeing what you want in reports is by utilizing filters.

Along the top bar you will see options to filter by User, Client, Project, Task, Tag, Billable flag and Description.

For example, if you would like to only see the time added by a specific team, click on the Members filter and select the appropriate user group.

Both the Summary Report and the Weekly Report have options to group the data.

Using these data grouping options allows you to break down the data further.

For example, in the Summary Report, you could choose to group by project (primary grouping) and task (secondary grouping).

If you would like to identify time entries that are out of place, for instance projects with less than X minutes of tracked time, you can use the audit feature to do so.

You can even use it to identify users who have not tracked any time.

This is a very valuable feature that you can take advantage of in both the Summary and Detailed reports.

Keep in mind one of the features we discussed much earlier in this guide: you can lock time entries to prevent regular users from editing their past time entries.

This is particularly helpful when generating reports because it ensures accurate historical records.

Here is an incredibly useful feature: the admin in your workspace can add time entries for other team members from the Detailed Report page.

If you realize you need to quickly add time entries for other users in bulk, you can use the csv import as well.

From the Detailed report, you also have the ability to edit the data directly.

You can change a time entry’s assigned user, project or client, billable status, tag(s), duration, date and modify the description, as needed.

A handy way to edit multiple time entries at once is to bulk edit these, again from the Detailed Report.

You can also use this to bulk delete time entries or even merge projects.

You can save any report for quick access in the future and even share them with your clients.

This way, you do not have to set up the same filters, groupings and parameters every single time you want to run the same report. Win!

In the top right corner of the Report page, you will see the option to export your data.

You can export any type of report and different file types are available depending on the report type.

Exporting time entries is best achieved by exporting from the Detailed Report.

You can also download a report to share with a specific client.

You can save a report and schedule it to be sent directly to your email—saving you more time when it comes to routine reports you need daily, weekly or monthly.

Furthermore, you can select custom report recipients for each one.

Check out all of your saved reports on the Saved Reports page.

You can create and manage PDF invoices based on your tracked hours from the Summary Report page.

Learn how to customize and manage invoices, including custom charges, and access rights. Additionally, you have the option to remove the Toggl logo and add your own.

'Insights' is a set of tools designed to give you info about data trends and the profitability of your projects and team members.

You can view:

✍️ Reports Checklist 📝

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Our Support Team are excellent for responding to urgent requests.

Everyone in your team—no matter if they are admins or regular users—can always contact Toggl Track Support.

For that we have several options: