PARALLAX + TOGGL TRACK INTEGRATION

Customer Guide

TABLE OF CONTENTS

-----------------

1. Overview

2. Getting Started

3. Working with Clients

4. Working with Projects

5. Managing Team Assignments

6. Timesheet Sync

7. Configuration Settings

8. Troubleshooting

1. OVERVIEW
 

WHAT IS THE TOGGL INTEGRATION?

The Parallax-Toggl integration connects your project planning in Parallax with

time tracking in Toggl Track. This allows your team to:

• Log time in Toggl's easy-to-use time tracker

• Automatically sync that time back to Parallax

• Keep project budgets, rates, and timelines synchronized

• Maintain Parallax as your single source of truth for project data
 

HOW IT WORKS

PARALLAX → TOGGL (Project Setup)

When you create or update projects in Parallax:

→ Project details sync to Toggl (name, timeline, budget)

→ Team assignments sync to Toggl (who's on the project)

→ Rates sync to Toggl (if Assignment Level Budgeting is enabled)

TOGGL → PARALLAX (Time Tracking)

When your team logs time in Toggl:

← Time entries automatically sync to Parallax

← Team members are auto-matched by email address

← Parallax updates actual hours, costs, and revenue
 

WHAT GETS SYNCED

✓ Project names, timelines, and budgets

✓ Client information

✓ Team member assignments

✓ Billing rates (optional)

✓ Time entries from Toggl to Parallax

✓ Project status (active/archived)

 What does not Sync

✗ Time entries from Parallax to Toggl (one-way sync)

✗ Toggl tags or tasks

✗ Manual changes made in Toggl back to Parallax

IMPORTANT PRINCIPLE

Parallax is the source of truth for project data (budgets, rates, timelines).

Toggl is the source of truth for time entry data.

Changes made directly in Toggl may be overwritten when Parallax syncs updates.

2. GETTING STARTED

STEP 1: GET YOUR TOGGL API TOKEN
 

1. Log into Toggl Track (https://track.toggl.com)

2. Go to your Profile Settings

3. Scroll to the "API Token" section

4. Copy your API token (long alphanumeric string)

IMPORTANT:

• Treat this token like a password. Keep it secure.

• The Toggl account used here becomes the "creator" of all Parallax-provisioned

  projects in Toggl

• RECOMMENDATION: Use a non-billable admin account (not a billable team member)

• Reason: Parallax cannot create project assignments for the project creator,

  so this person cannot have their time/rates managed through the integration

STEP 2: CONFIGURE THE CONNECTION IN PARALLAX

1. In Parallax, go to Organization Settings → Integrations

2. Select "Toggl Track"

3. Enter your Toggl API token

4. Enter your Toggl Workspace ID (found in your Toggl URL)

5. Click "Validate Connection"

If successful, you'll see: "Successfully connected to Toggl"
 

STEP 3: CONFIGURE ORGANIZATION SETTINGS (PX Support Team)

Two settings control how Parallax sends data to Toggl:

ASSIGNMENT LEVEL BUDGETING (True/False)

• FALSE: Only project-level budgets sync to Toggl

• TRUE: Project budgets + per-person rates sync to Toggl

TIMESHEET HOURS SOURCE (Sold/Current)

• SOLD: Send original sold/budgeted hours

• CURRENT: Send fluid budget based on current plans

IMPORTANT: These are super-admin settings and are not accessible to end users.

To request changes to these settings, contact your Customer Success Manager.

See Section 7 for detailed explanation of these settings.

STEP 4: SET UP YOUR CLIENTS (Optional)

If you have existing clients in Toggl:

1. Manually map them to Parallax clients

2. This ensures projects reference the correct client

If you're starting fresh:

1. Provision new Toggl clients from Parallax

2. Parallax creates them automatically in Toggl
 

YOU'RE READY!

Once connected, you can start provisioning projects and syncing time.

3. WORKING WITH CLIENTS

PROVISION NEW TOGGL CLIENT FROM PARALLAX

When to use: You're setting up a new client

Steps:

1. Create the client in Parallax (or use existing client)

2. Click "Provision Toggl Client"

3. Parallax creates the client in Toggl automatically

4. Client is now linked between both systems

What gets sent: Client name

CONNECT TO EXISTING TOGGL CLIENT

When to use: You already have clients in Toggl

Steps:

1. From the Parallax client page, click "Connect to Toggl Client"

2. Select the Toggl client from the list

3. Parallax links the two clients

What happens: The connection is stored, but no data is modified in Toggl

VIEWING CLIENTS IN TOGGL

From any Parallax client, click "View in Toggl" to open Toggl's client page

in your browser.

4. WORKING WITH PROJECTS

PROVISION NEW TOGGL PROJECT

When to use: Starting a new project

Steps:

1. Create a Project Offering in Parallax

2. Click "Provision Toggl Project"

3. Parallax creates the project in Toggl with all details

4. Team assignments are created automatically

What gets sent to Toggl:

• Project name (from Project Offering)

• Client (must be mapped first)

• Timeline (start and end dates)

• Budget hours (controlled by Hours Source setting)

• Billable flag (based on billing model)

• Fixed fee (for Fixed Bid/Retainer projects)

• Team assignments (people on the project)

• Rates (if Assignment Level Budgeting is enabled)

Result: Your team can immediately start tracking time in Toggl

IMPORTANT NOTES ABOUT PROJECT CREATION:

Project Creator Becomes Project Manager:

• The Parallax user who set up the Toggl integration becomes the project creator

• This person is automatically assigned as the Project Manager in Toggl

• Parallax CANNOT create a project user assignment for the Project Manager

• RECOMMENDATION: The person who sets up the integration should NOT be a

  billable resource who needs to track time

Public vs Private Projects:

• Toggl projects can be "public" (anyone can log time) or "private" (requires

  explicit assignment)

• Parallax ALWAYS adds team members as explicit project users in Toggl

• This happens even for public projects to ensure full integration

• This ensures proper assignment tracking and rate management

For more on Toggl access rights: https://support.toggl.com/access-rights-and-privileges

CONNECT TO EXISTING TOGGL PROJECT

When to use: You have an existing Toggl project with historical time data

Steps:

1. From Parallax Project Offering, click "Connect to Toggl Project"

2. Select the Toggl project from the list

3. Parallax links the two projects
 

What happens:

• The existing Toggl project is NOT modified

• Time entries start syncing from Toggl to Parallax

• Team members must be added manually in Toggl (or synced separately)
 

When to choose this: Migrating from standalone Toggl or preserving history
 

UPDATING PROJECTS

When you update a Project Offering in Parallax:

• Project name change → Syncs to Toggl

• Timeline change → Syncs to Toggl

• Budget change → Syncs to Toggl

• Billing model change → Updates billable flag and rates in Toggl

• Archive project → Archives Toggl project (team can't log new time)

• Reactivate project → Reactivates Toggl project

Changes sync automatically when you save in Parallax.

VIEWING PROJECTS IN TOGGL

From any Project Offering, click "View in Toggl" to open the project's

dashboard in Toggl.

5. MANAGING TEAM ASSIGNMENTS

ADDING TEAM MEMBERS

When you add someone to a Project Offering in Parallax:

1. Parallax creates the assignment in Toggl automatically

2. Team member can now track time to that project in Toggl

3. Rates are sent if Assignment Level Budgeting is enabled

Requirements:

• Project must be connected to Toggl

• Team member's email must match between Parallax and Toggl

UPDATING TEAM MEMBER RATES

When you change someone's rate or plan in Parallax:

• If Assignment Level Budgeting = TRUE: Rate updates sync to Toggl

• If Assignment Level Budgeting = FALSE: No update sent (project-level only)

Rate changes take effect immediately in Toggl.

REMOVING TEAM MEMBERS

When you remove someone from a Project Offering:

• Parallax removes them from the Toggl project

• Historical time entries remain intact

• Team member can still see their past time in Toggl reports
 

EMPLOYEE AUTO-MAPPING

Team members are automatically matched between Parallax and Toggl by email:

First time someone logs time in Toggl:

1. Parallax looks up the email address

2. Finds matching Parallax employee

3. Links them automatically

4. Time entries start syncing

No manual setup required!

IMPORTANT: Email addresses must match exactly in both systems.

6. TIMESHEET SYNC
 

HOW TIME SYNCING WORKS

Your team logs time in Toggl → Parallax automatically imports it

WHAT SYNCS:

• Date of time entry

• Duration (hours)

• Project

• Team member

• Billable flag

• Description/notes
 

SYNC FREQUENCY:

Parallax syncs time entries from Toggl on two automatic schedules:

HOURLY SYNC (Automatic):

• Runs every hour throughout the day

• Imports recent time entries (last few days)

• Quick incremental updates

• Keeps Parallax up-to-date during the workday

NIGHTLY SYNC (Automatic):

• Runs once per night (after business hours)

• More comprehensive sync of recent time data

• May look back further in time

• Ensures nothing was missed

MANUAL SYNC OPTIONS:

You can also trigger sync manually at two levels:

ORGANIZATION-LEVEL MANUAL SYNC:

• Location: https://app.getparallax.com/settings/integrations

• Syncs ALL projects and offerings across your entire organization

• Scope: Every connected Project Offering in Parallax

• Use when: Setting up new integration, troubleshooting org-wide issues, or

  after making configuration changes

• Sync logic: Similar to NIGHTLY sync (comprehensive)

PROJECT-LEVEL MANUAL SYNC:

• Location: From any Project page in Parallax

• Syncs all Project Offerings for that specific project

• Scope: Only the selected project and its offerings

• Use when: Troubleshooting a specific project, after connecting a new offering,

  or when project data seems out of date

• Sync logic: Similar to HOURLY sync (recent incremental updates)
 

WHEN TO USE MANUAL SYNC:

• Data seems out of date or missing

• Just connected a new project or offering

• After changing configuration settings

• Troubleshooting sync issues for specific projects

WHEN TIME APPEARS IN PARALLAX

After your team logs time in Toggl:

1. Parallax syncs time entries (usually within minutes/hours)

2. Time appears in Parallax timesheets

3. Marked as "From Toggl" (has Toggl icon)

4. Parallax updates project actuals, costs, and revenue

IF SOMEONE ISN'T ASSIGNED TO THE PROJECT

When a team member logs time to a Toggl project:

• If they're NOT in the Parallax Project Offering

• Parallax adds them automatically (passive assignment)

• Time still syncs correctly

This allows flexible time tracking without pre-assigning everyone.

EDITING SYNCED TIME ENTRIES

Time entries synced from Toggl:

• Can be viewed in Parallax

• Cannot be edited in Parallax (read-only)

• Must be edited in Toggl if changes needed
 

IMPORTANT: Changes made in Toggl to already-synced entries may not update

in Parallax. Delete and re-enter if corrections needed.
 

DUPLICATE PREVENTION

Parallax tracks which time entries have been synced to prevent duplicates.

The same Toggl time entry won't be imported twice.

WHAT DOESN'T SYNC

✗ Toggl tags (if you use them)

✗ Toggl tasks/subtasks

✗ Time entries created in Parallax (don't go to Toggl)

✗ Updates to already-synced time entries

7. CONFIGURATION SETTINGS

Two organization-level settings control how Parallax sends data to Toggl.

These settings affect ALL projects in your organization.

⚠️ SUPER-ADMIN SETTINGS(CSM) 

These settings are configured at the super-admin level and are not accessible

to end users through the Parallax interface. To view or change these settings,

contact your Customer Success Manager.

SETTING 1: ASSIGNMENT LEVEL BUDGETING

Location: Super-Admin Configuration (not user-accessible- CSM Team)

Options: TRUE or FALSE
 

WHEN FALSE (Project-Level Budgeting):

• Parallax sends project-level hours budget to Toggl

• No per-person rates sent to Toggl

• Toggl shows total project budget only

• Simpler setup, less granular tracking

WHEN TRUE (Assignment-Level Budgeting):

• Parallax sends project-level hours budget to Toggl

• PLUS per-person rates sent to Toggl

• For Time & Materials: Bill rate per person

• For Fixed Bid: Calculated effective rate per person

• More granular rate tracking in Toggl

Choose FALSE if: You manage rates in Parallax only

Choose TRUE if: You want Toggl to show per-person rates

SETTING 2: TIMESHEET HOURS SOURCE

Location: Super-Admin Configuration (not user-accessible)

Options: SOLD or CURRENT

SOLD:

• Send original sold/budgeted hours to Toggl

• Toggl shows the contracted budget

• Best for fixed-scope projects
 

CURRENT:

• Send fluid budget based on current plans to date

• Toggl budget updates as you adjust plans in Parallax

• Best for evolving projects

Choose SOLD if: Your budgets are fixed contracts

Choose CURRENT if: Your budgets adjust based on actuals
 

CONFIGURATION MATRIX
 

IMPORTANT NOTES:
 

• These settings do NOT affect timesheet sync (time always syncs from Toggl)

• Changes to settings should trigger re-sync of all projects

• Hours budget is always sent at project level (Toggl doesn't support

  per-person hour budgets)

REQUESTING SETTING CHANGES

These settings should be determined during initial integration setup and should

remain consistent for all projects.

TO REQUEST A SETTING CHANGE:

1. Contact your Customer Success Manager

2. Explain which setting you need changed and why

3. Be aware that changing mid-project may cause inconsistencies

4. After CSM makes the change, run org-level manual sync

   (Settings → Integrations → Manual Sync)

5. This re-syncs all projects with the new configuration
 

BEST PRACTICES:

• Determine correct settings during implementation

• Keep settings consistent across all projects

• Avoid changing settings mid-project when possible

• If you must change, coordinate with CSM and plan timing carefully

8. TROUBLESHOOTING

PROBLEM: Time entries aren't syncing from Toggl

CHECK THESE:

□ Is the Project Offering connected to Toggl?

□ Does the team member's email match in both systems?

□ Is time logged to the correct Toggl project?

□ Is the time entry completed (not a running timer)?
 

SOLUTION:

1. Verify project connection (check for Toggl icon in Parallax)

2. Verify email addresses match exactly

3. Trigger manual sync:

   • For single project: Use project-level sync from Project page

   • For all projects: Use org-level sync at Settings → Integrations

4. Check Toggl to confirm time entry exists

PROBLEM: Team member isn't auto-mapping

CHECK THESE:

□ Is the email address identical in both systems?

□ Is the team member active (not archived) in Toggl?

□ Has the team member logged time yet?
 

SOLUTION:

1. Compare email addresses (case-sensitive, no typos)

2. Update email in one system to match the other

3. If previously mapped to wrong person, clear old mapping

4. Have team member log time again to trigger mapping

PROBLEM: Budget in Toggl doesn't match Parallax

CHECK THESE:

□ Which "Hours Source" setting is active (Sold vs Current)?

□ Did someone manually edit budget in Toggl?

□ Has the project budget been updated recently in Parallax?
 

SOLUTION:

1. Check your Hours Source setting

2. Avoid manual edits in Toggl (Parallax will overwrite)

3. Trigger manual sync:

   • For single project: Use project-level sync from Project page

   • For all projects after setting change: Use org-level sync

4. Verify budget is set correctly in Parallax

PROBLEM: Rates aren't showing in Toggl

CHECK THESE:

□ Is Assignment Level Budgeting set to TRUE?

□ Is the billing model Time & Materials or Fixed Bid (not Internal)?

□ Is there a rate set in the Parallax plan?

SOLUTION:

1. Check Assignment Level Budgeting setting in Org Settings

2. Verify billing model is not Internal or Time Off

3. Ensure rate is non-zero in Parallax plan

4. Trigger manual assignment sync

PROBLEM: Can't create assignment for specific team member

CHECK THESE:

□ Is this person the one who set up the Toggl integration?

□ Is this person the Project Manager in Toggl?
 

SOLUTION:

• Parallax cannot create project user assignments for the project creator/manager

• This is a Toggl limitation (see: https://support.toggl.com/access-rights-and-privileges)

• Workaround: Set up integration using a non-billable admin account

• If already set up with billable user: Consider reconnecting with different account

PROBLEM: Can't connect to Toggl

CHECK THESE:

□ Is the API token correct and not expired?

□ Is the Workspace ID correct?

□ Do you have permission to the Toggl workspace?

SOLUTION:

1. Get a fresh API token from Toggl Profile Settings

2. Verify Workspace ID from Toggl URL

3. Confirm you're invited to the workspace in Toggl

4. Re-validate connection in Parallax

PROBLEM: Connection was working, now it's not

CHECK THESE:

□ Was the Toggl API token regenerated?

□ Was someone removed from the Toggl workspace?

□ Was the Toggl project deleted?
 

SOLUTION:

1. Get new API token and update in Parallax

2. Verify team members still have workspace access

3. Check if Toggl projects still exist

4. Disconnect and reconnect affected projects if needed

PROBLEM: Duplicate time entries appearing

This shouldn't happen due to duplicate prevention, but if it does:

SOLUTION:

1. Check if time was entered in both systems

2. Delete duplicates (keep the Toggl-synced ones)

3. Remind team to use Toggl only for time entry

4. Contact Parallax support if duplicates persist

GENERAL TIPS

• Use Toggl for time tracking, Parallax for project planning

• Don't manually edit synced data in Toggl (Parallax will overwrite)

• Email addresses must match exactly for auto-mapping

• Trigger manual sync if data seems out of date

• Check sync logs in Parallax for detailed error messages

GETTING HELP

If you've tried these solutions and still have issues:

1. Verify your Toggl account is active and has correct permissions

2. Contact Parallax support with:

   • Description of the issue

   • Project/team member names affected

   • Screenshots if helpful

   • Any error messages from sync logs

BEST PRACTICES

DO:

✓ Set configuration settings before creating projects

✓ Use Toggl for all time entry

✓ Keep email addresses consistent between systems

✓ Let Parallax manage project budgets and rates

✓ Archive projects in Parallax when complete

DON'T:

✗ Manually edit project data in Toggl (Parallax will overwrite)

✗ Create time entries in Parallax for Toggl projects

✗ Change team member emails without updating both systems

✗ Delete projects in Toggl (disconnect in Parallax first)

✗ Edit already-synced time entries in Toggl (may not update)

WORKFLOW SUMMARY

1. Set up integration (one time)

2. Configure organization settings (one time)

3. Map or provision clients (as needed)

4. Create Project Offering in Parallax

5. Provision or connect Toggl project

6. Team tracks time in Toggl

7. Time automatically syncs to Parallax

8. Parallax updates actuals, costs, revenue

9. Manage project budgets/rates in Parallax

For technical details and API references, see the internal documentation files.