Hey there! If you’re like me, juggling multiple projects and tracking time with Toggl Track, you know how crucial it is to have all your data in one place. That’s where Airtable comes in handy. In this guide, I’ll walk you through setting up an automation using Make (formerly Integromat) to log your previous day’s Toggl time entries into Airtable daily. This setup should take about an hour and is perfect for those with an intermediate skill level.
Introduction
Integrating Toggl Track with Airtable allows you to consolidate your time tracking data, making it easier to analyze and manage your projects. By automating this process with Make, you can save time and reduce manual data entry errors. Let’s dive into the step-by-step guide to set this up.
Step-by-Step Guide
1. Set Up Your Airtable Base
First, create an Airtable base to store your Toggl time entries.
- Create a New Base: Log in to your Airtable account and create a new base named “Toggl Time Entries.”
- Design Your Table: Within this base, create a table with the following fields:
Entry ID(Single line text)Description(Single line text)Project(Single line text)Start Time(Date and time)End Time(Date and time)Duration(Number)User(Single line text)
These fields will correspond to the data we’ll fetch from Toggl.
2. Connect Toggl Track to Make
Next, we’ll set up a connection between Toggl Track and Make.
- Log In to Make: If you haven’t already, sign up and log in to your Make account.
- Create a New Scenario: Click on “Create a new scenario” and add the Toggl module.
- Set Up the Toggl Module: Choose the “List Time Entries” action. You’ll need to connect your Toggl account by entering your API token, which you can find in your Toggl Track profile settings.
3. Configure the Toggl Module
Now, let’s configure the Toggl module to fetch the previous day’s time entries.
- Set the Date Range: In the module settings, set the “Start Date” and “End Date” to the previous day. You can use Make’s date functions to dynamically set these dates.
- Specify Workspace: If you have multiple workspaces, select the appropriate one.
- Filter Entries: Optionally, you can filter entries by project, user, or other parameters.
4. Connect Airtable to Make
Now, let’s set up the connection to Airtable.
- Add the Airtable Module: In your scenario, add the Airtable module and choose the “Create a Record” action.
- Connect Your Airtable Account: You’ll need to enter your Airtable API key, which you can find in your Airtable account settings.
- Select Base and Table: Choose the “Toggl Time Entries” base and the corresponding table you created earlier.
5. Map Toggl Data to Airtable Fields
With both modules set up, it’s time to map the data from Toggl to Airtable.
- Map Fields: In the Airtable module, map the fields from the Toggl module to the corresponding Airtable fields:
Entry ID→idDescription→descriptionProject→project.nameStart Time→startEnd Time→stopDuration→durationUser→user.name
Ensure that each field is correctly mapped to capture all necessary data.
6. Schedule the Scenario
To automate this process daily:
- Set Up Scheduling: In the scenario settings, set the schedule to run daily at a specific time, preferably early in the morning to capture the previous day’s entries.
- Activate the Scenario: Once everything is set up, activate the scenario to start the automation.
Optional Enhancements
Here are a few quick-win ideas to enhance your setup:
- Handle Duplicates: Add a filter to check if an entry with the same
Entry IDalready exists in Airtable to prevent duplicates. - Include Tags: If you use tags in Toggl, map them to a field in Airtable for more detailed reporting.
- Notify on Failure: Set up a notification (e.g., email or Slack) if the scenario fails, so you’re promptly informed of any issues.
By following these steps, you’ll have a robust automation that logs your Toggl time entries into Airtable daily, streamlining your workflow and keeping your data organized. Happy automating!
