Tool Settings - Admin Configuration Made Easy in Toggl Work

Toggl Work FAQ
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:hammer_and_wrench: Tool Settings - Admin Configuration Made Easy in Toggl Work

If you’re an admin in Toggl Work, you’ll find all your core settings in one place: Tool Settings.

This is where you control your instance’s structure - from user roles and teams to cost centers, exportable data, and audit history.

Let’s walk through each section together. :backhand_index_pointing_down:

:gear: Where to Find Tool Settings

You’ll find Tool Settings in the left-hand sidebar - right at the bottom, just above “Admin Console.”

Look for the gear icon labeled Tool Settings.

Once you click on it, you’ll see 5 main sections:

  1. General

  2. User Roles

  3. Teams and Approvers

  4. Data Export

  5. Audit Log

Let’s go through them one by one.

:wrench: 1. General - Currency & Formatting

This tab gives you access to your workspace’s base settings, such as:

  • Currency (set during onboarding — can’t be changed later)

  • Currency formatting (can be updated anytime)

:light_bulb: Currency formatting controls how amounts appear across the app. For example:

€1.000,00 vs $1,000.00

:busts_in_silhouette: 2. User Roles - Who Has Access to What

Here you can view and manage all the users in your organization:

  • See who’s an Admin vs a regular Member

  • Filter by:

    • Name

    • Role

    • Status (active / inactive / invited but not joined)

Use the dropdown in the top-right corner of the table to quickly sort the list.

:pencil: This is the fastest way to audit permissions across your workspace.

:people_holding_hands: 3. Teams & Approvers - Build Your Internal Structure

This is where you:

  • Create teams

  • Assign approvers (who validate expenses for that team)

  • Define cost center codes tied to your internal accounting

When you’ll visit this area for the first time, you’ll have to create a team:

  1. Click “+ New Team” (top right)

  2. Fill in:

    • Team name

    • Select members from your existing users

    • Choose an approver (usually the team lead or manager)

    • Add a cost center code (based on your internal company structure)

:brain: Note: Users must already exist in your Toggl Work instance to appear in the dropdown lists.

Click Create Team, and your new setup will appear in the table.

To edit or delete a team, use the three-dot menu at the end of the row:

  • Edit → reopens the original form

  • Delete → removes the team from your org

:outbox_tray: 4. Data Export - Download What You Need

Need raw data for analysis or finance? This tab is your go-to.

You can export up to 41 different fields related to:

  • Expenses

  • Submitters

  • Trips

  • Categories

  • Cost centers and more

Filters available:

  • Submitter

  • Team

  • Trip

  • Category (e.g. Fitness, Internet, Subscriptions, Education…)

Once filtered, you can:

  • Select specific fields (or just click “Select All Fields”)

  • Click “Export to Email” (bottom right)

You’ll instantly receive a download link in your inbox — simple as that.

:bar_chart: Perfect for audits, finance reports, team reviews, or year-end summaries.

:magnifying_glass_tilted_right: 5. Audit Log - Track All Workspace Activity (Live History)

This section gives you a full overview of user activity inside your workspace.

When you click on Audit Log, you’ll land on a table that shows:

  • The event that occurred (e.g. “Expense approved”, “Invoice deleted”)

  • The user who performed the action

  • The date and time it happened

:stopwatch: By default, you’ll see activity from the last 7 days, but you can change that.

:compass: Filter Views

There are a few ways to filter your view in the Audit Log:

  1. By type of log

    • Click Expense Log or Workspace Log (top-right)

    • This switches between actions tied to specific expenses, or broader workspace-level events (e.g. settings changes)

  2. By date

    • Use the calendar picker at the top-left of the table

    • Quick filters include:

      • Today

      • Past week

      • Past month

      • Past year

    • Or just pick a custom date range manually

  3. By user

    • Use the User filter to narrow activity down to a specific person

    • Great for investigating specific changes or actions across the org

:receipt: See Why an Expense Was Rejected

In some cases, you can click on an individual event to get more details - such as the reason a submitted expense was rejected.

This opens a preview window showing any additional notes or justification added during the review.

:brain: Why Use the Audit Log?

It’s the perfect tool for:

  • Finance or compliance teams needing traceability

  • Admins double-checking who changed what

  • Reviewing approval flows and expense history

  • Keeping your operations secure and transparent

TL;DR — What You Can Do in Tool Settings

In summary, the Tool Settings area allows you to:

  • Define formatting preferences for currencies

  • Manage user roles and permissions

  • Build teams and assign expense approvers

  • Add cost center tracking

  • Export detailed data reports

  • Track all workspace activity via audit logs

Whether you’re a finance lead, operations manager, or just getting started with Toggl Work - this section is the backbone of your admin setup.

Toggl Work 101