Team Trips - How to Use Team Trips in Toggl Work (Admin View)

Ready to bring a bit of structure to your team’s travels? Whether it’s a group offsite or a solo work trip, Team Trips helps you keep everything in one place - from dates and destinations to team members and related expenses.

Let’s walk through how it all works, step by step.

:door:Where to Find Team Trips

Just like Team Members, the Team Trips section lives in your Team space, in the left-hand sidebar.

Click on Team Trips, and you’ll land on a page showing all the trips that have been created in your workspace.

:detective: If this is your first time here, you’ll probably see an empty screen - no worries, let’s fix that.


:plus: Creating a New Trip

To create a new trip:

  1. Click the “New Trip” button in the top right corner (look for the little :plus: icon).

  2. Fill in the following details:

    • Trip Name

    • Destination

    • Start and End Dates

    • Purpose: choose between a Solo Trip or a Team Trip

If you’re creating a Team Trip, you’ll get the option to invite team members later on.

Click Create Trip, and just like that — your trip is added to the list!


:clipboard: What the Trip Table Shows

Back on the main Team Trips page, the table will now show all your trips (past and upcoming). For each trip, you’ll see:

  • Trip name

  • Destination

  • Number of travelers

  • Start and end dates

  • Total expenses linked to that trip

You can also filter trips by:

  • Traveler

  • Trip type (Solo or Team)

  • Or just search by name if you’re looking for something specific


:hammer_and_wrench: Editing or Deleting a Trip

Need to make changes to a trip? You’ve got two ways to do it:

  1. Click anywhere on the trip row to open its full details

  2. Or click the three-dot menu on the right side of the row, then select:

    • Edit - to update the name, destination, dates, or type (Solo vs. Team)

    • Delete - to remove the trip entirely


:busts_in_silhouette: Inviting Travelers to a Team Trip

If you created a Team Trip, you need to invite people to join it.

Here’s how:

  1. Open the trip by clicking on its row

  2. Click the “Invite Travelers” button in the top right

  3. You’ll see a list of all users already added to your Toggl Work instance

  4. Select the teammates you want to invite, and click Invite

That’s it! Each traveler will get an email letting them know they’ve been added to the trip.

:warning: Make sure your teammates are already added to your Toggl Work workspace before inviting them to a trip - otherwise they won’t show up in the list.


:money_with_wings: Reviewing Trip Expenses

If you (or someone else) already submitted expenses linked to this trip, you’ll see them right on the trip page.

To review them:

  • Click “Review Trip Expenses” in the top right

  • You’ll be able to approve or reject each expense that’s been submitted for this trip

It’s a great way to keep budgets under control and everything organized in one place.


:compass: TL;DR - Team Trips Recap

With Team Trips in Toggl Work, you can:

  • Create and manage team or solo trips

  • Invite travelers from your existing workspace

  • View all trip details at a glance

  • Track related expenses and approve them in one click

  • Keep everything travel-related tidy and transparent

:speech_balloon: Help & Feedback

In case you need any assistance, reach out in the community. That is also where we’d love to hear your thoughts on Toggl Work - we read all comments and build the product with them in mind.