Migrate from Toggl Plan to Microsoft Project

Toggl Plan Projects map directly to Microsoft Project project files or Project Online projects. We preserve project name, client association (mapped to a Project Summary Task or custom Project Summary field), archived status, and segment tag. Each Toggl Plan Project becomes a standalone Microsoft Project file (.mpp) or a Project Online project, and we keep the same project start and target dates where available. Archived projects migrate in a separate phase with an archive subfolder designation in the destination naming convention.

Toggl Plan Tasks map to Microsoft Project Tasks. Task name, status (todo/in-progress/done), due date, start date, and time estimate in minutes migrate to Task Name, Status, Finish, Start, and Duration fields respectively. Toggl Plan's subtasks map to Microsoft Project summary tasks with the parent-child relationship preserved via WBS hierarchy. Task assignment in Toggl Plan is direct user-to-task; in Microsoft Project it is Resource-to-Task, so we resolve the Toggl Plan assignee to a pre-provisioned Microsoft Project Resource before task import.

Toggl Plan exports recurrence as a pattern-level rule on the task, not as individual task instances. Microsoft Project does not preserve a recurrence rule as a single object—repeating tasks are either stored as individual task instances or managed via custom recurrence-label fields. During scoping, we ask the customer whether they want full instance expansion (each recurrence generates a separate Microsoft Project task) or a single task with a recurrence label field and a note. Full expansion is the default for projects with fewer than 50 recurring tasks; label-only migration is used for high-frequency recurrence counts.

Toggl Plan Milestones (named deadline markers with a target date) map directly to Microsoft Project Milestone tasks. We preserve the milestone name and target date; the milestone is created as a Microsoft Project task with zero duration and marked as a Milestone task. If the destination does not support milestones at the project level, we convert them to summary tasks with zero duration.

Toggl Plan Tags are flat labels applied to tasks across the workspace. Microsoft Project supports enterprise custom fields (Text1 through Text30, or Outline Codes) that can serve as tag containers. We map tag names to a Text custom field on Task, preserving all tag values. If the customer uses tag colors for status differentiation, we map color metadata to a second custom field (Flag1 or Text2) for visual reference in the destination.

Toggl Plan Segments are workspace-level categorization labels for tasks or projects. Microsoft Project has no native Segment equivalent, so we map Segment values to a Project-level and Task-level Text custom field (e.g., ProjectSegment__c or Text10) created during schema setup. If the customer uses Segments for project grouping, we discuss whether they want a separate Microsoft Project file per Segment or a single project with Segment as a task filter.

Toggl Plan Clients are associated with Projects. Microsoft Project does not have a native Client object. We map Client name to a custom Project-level text field (e.g., ClientName__c) or create a top-level Project Summary Task labeled with the Client name if the customer prefers visible grouping. The customer chooses the representation during scoping.

Toggl Plan Teams are groupings of users whose schedules appear together on the same timeline. We map each Toggl Plan Team to a Microsoft Project Resource Group (or a named Resource Pool entry). Individual team members become Resources within that Resource Group, with their display name, email, and availability preserved from the Toggl Plan user profile. Resource calendars in Microsoft Project reflect the user's default availability unless the customer provides a custom calendar.

Toggl Plan Users (name and email) map to Microsoft Project Resources. We resolve by email match against the provisioned Resource list. Any Toggl Plan User without a matching Resource in the destination is held in a reconciliation queue for the customer's project admin to provision before task assignment migration. Role differences (Workspace Owner, Admin, User) do not map to Microsoft Project's resource-level permission model and are not carried over.

Toggl Plan stores task estimates in minutes. We preserve the numeric estimate and convert it to Microsoft Project Duration units (days or hours based on the customer's default calendar setting). The estimate is applied as a fixed Duration on the Task, not as a planned work value, unless the customer has configured Microsoft Project for task-type scheduling. We flag this distinction during scoping.

The Toggl Plan Taskbox is a personal holding area for tasks not yet assigned to a project or team. It is an ephemeral workspace state rather than a persistent data object. Microsoft Project has no equivalent container. We do not migrate Taskbox contents as part of the migration scope. If the customer requires preservation of Taskbox items, we export them as a separate CSV and deliver it for manual entry in the destination.

Toggl Plan does not expose attachment data through its CSV export or API V5 endpoint. File attachments to tasks are not included in any accessible export path and cannot be migrated. We flag this gap during scoping and advise the customer to export attachments manually from Toggl Plan before the migration window if preservation is required.