Toggl: My Go-To Time-Tracking Software

Six Steps to Follow When Using Toggl

As a Virtual Assistant, keeping track of different projects for various clients and the actual Time spent on each project was becoming extremely difficult using only pen and paper.

The busier my schedule got, the harder it became to track my Time accurately, making billing challenging.

Then, my business coach introduced me to Toggl, which made my life easier.

This month, we’re highlighting one of my favorite tools: Toggl.

Toggl is a time-tracking app that helps you track the Time spent on client projects. You can use it online, on your mobile, or your desktop.

Toggl Plans and Pricing

  • The Free Plan offers Unlimited time tracking, Unlimited clients and tags, Exportable reports, Web, mobile, and desktop apps, Automated time tracking, Integration with 100+ tools, Google and Outlook calendar integration, and Six months of inactive data storage for up to 5 users.
  • The Starter Plan is $9/user/month. It offers everything in the Free Plan, Billable rates, Time rounding for reports, Save customized reports, Project time estimates and alerts, Tasks (sub-projects), Pre-populated project templates, and Unlimited inactive data storage.
  • The Premium Plan is $18/user/month and offers everything in the Starter Plan as well as Fixed fee projects, Timesheet approvals, Team time-tracking reminders, Scheduled report emails, Project forecasts and analysis, Team labor costs, Advanced Time-tracking data integrity, Native Jira and Salesforce integrations, and Single sign-on (SSO)
  • The Enterprise Plan offers custom pricing and features for unlimited users but you will have to contact Toggl to discover the cost. 

Here are six steps to follow when starting on Toggl:

Step 1: Set Up Your Account

  1. Visit Toggl’s Website: Go to toggl.com and click “Sign Up.”
  2. Create an Account: Sign up using your email, Google, or Apple ID.
  3. Set Up Your Workspace: Follow the prompts to create your first workspace.

Step 2: Create Your First Project

  1. Go to Projects: Click “Projects” in the left sidebar.
  2. Add a New Project: Click “New Project.”
  3. Fill in Details: Enter the project name, choose a color, and add a client if needed.
  4. Save the Project: Click “Create” to save it.

Step 3: Start Tracking Time

  1. Go to Timer: Click “Timer” in the left sidebar.
  2. Start a New Entry: Type a description of the task you’re working on.
  3. Select a Project: Choose the project from the drop-down menu.
  4. Start the Timer: Click “Start” to begin tracking Time.

Step 4: Manage Time Entries

  1. Pause or Stop: Click “Stop” to end the timer or “Pause” to take a break.
  2. Edit Entries: Click on a time entry to adjust times, change the project, or add tags.
  3. Add Manual Entries: Click “Add” to manually enter start and end times if you forgot to start the timer.

Step 5: Generate Reports

  1. Go to Reports: Click “Reports” in the left sidebar.
  2. Select Date Range: Choose the time period for your report.
  3. Filter Reports: Use filters to narrow down by project or client.
  4. View and Export: View the detailed report. You can then export it as a PDF or CSV file.

Step 6: Explore Advanced Features

  • Tags: Use tags to categorize tasks within projects.
  • Integrations: Connect Toggl with tools like Asana, Trello, or Slack.
  • Team Management: Invite team members, assign roles, and track progress.

Along with these six steps above, I found a few tips to follow for effective time-tracking:

  • Consistent Tracking: Start and stop the timer regularly. This is something that will take some time to get used to, but is so helpful once you get the hang of it. 
  • Detailed Descriptions: Use clear descriptions for each task. This tip really helps when you are creating an invoice. It gives you the itemized description of what you were working on at the time of tracking.
  • Regular Review: Check your reports regularly to find patterns and improve productivity. This is just wise advise. Thank you Google!

By following these steps, you’ll easily track your Time and boost your productivity with Toggl.

And, as usual, if you need help setting up Toggl, please don’t hesitate to contact me.

I’m always happy to help.