Automate Time Tracking & Reporting: Toggle Track + Airtable + Zapier

Updated at: 12/07/2025

Drowning in manual time tracking? This article shows you how to automate the entire process using Toggle Track, Airtable, and Zapier. We'll guide you through setting up a seamless system that automatically logs your time, organizes it in Airtable, and generates insightful reports – saving you valuable time and effort. Say goodbye to tedious spreadsheets and hello to automated efficiency!

Step-by-Step Instructions

  1. Time Tracking with Toggle Track

    • Track your time using Toggle Track. Create tasks, assign them to clients and projects, and start/stop the timer.

  2. Airtable Base Setup

    • Set up an Airtable base. Create a table (e.g., 'Task Log') with columns for Client, Date, Task, and Duration.

  3. Zapier Integration

    • Connect Toggle Track and Airtable via Zapier. Create a Zap that triggers when a new time entry is created in Toggle Track and creates a new record in your Airtable table.
    Connect Toggle Track and Airtable via Zapier. Create a Zap that triggers when a new time entry is created in Toggle Track and creates a new record in your Airtable table.
    Zapier Integration

  4. Field Mapping in Zapier

    • Map the fields in Zapier. Connect Toggle Track's time entry data (client, date, task, duration) to the corresponding columns in your Airtable table.
    Map the fields in Zapier. Connect Toggle Track's time entry data (client, date, task, duration) to the corresponding columns in your Airtable table.
    Field Mapping in Zapier

  5. Zap Testing and Activation

    • Test the Zap to ensure data is correctly transferring. Turn on the Zap to automate the process.
    Test the Zap to ensure data is correctly transferring. Turn on the Zap to automate the process.
    Zap Testing and Activation

  6. Creating Filtered Airtable Views

    • Create filtered views in Airtable. Duplicate your main Airtable view and create filters to show only data for specific clients, projects, or time periods.

  7. Sharing Filtered Views

    • Share filtered views. Generate shareable links for individual filtered views to share with clients, sponsors, or donors without granting them access to your entire Airtable base.
    Share filtered views. Generate shareable links for individual filtered views to share with clients, sponsors, or donors without granting them access to your entire Airtable base.
    Sharing Filtered Views
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Tips

  • Utilize tags in Toggle Track for more granular filtering and reporting in Airtable.
  • Consider grouping or sorting your Airtable data by date, month, or tags for enhanced analysis.
  • Embed Airtable views in other platforms (e.g., client dashboards, websites) for easy access and real-time updates.

Common Mistakes to Avoid

1. Incorrectly Configuring Zapier's Triggers and Actions

Reason: Mismatched fields between Toggle Track, Zapier, and Airtable can lead to incomplete or inaccurate data transfer, resulting in faulty time reports.
Solution: Double-check all field mappings in Zapier to ensure data is correctly transferred between the three apps, paying close attention to data types.

2. Failing to Test and Refine the Automation Regularly

Reason: Automated systems require ongoing monitoring. Changes in app interfaces or data structures can break the automation without regular testing.
Solution: Schedule regular tests of the Zapier automation to verify data accuracy and identify and fix any broken connections.

FAQs

What if I don't have a paid Toggle Track subscription? Can I still use this automation?
While Toggle Track's free plan offers basic time tracking, the full automation relies on its API, which requires a paid Toggle Track plan. The free plan won't integrate fully with Zapier to automate data transfer to Airtable. You might be able to manually copy and paste data, but it defeats the purpose of automation.