The Scenario
You are a team lead at a 12-person creative agency. The operations director sent a message at 9 AM: standardize all Toggl tags before the team starts billing for the new quarter. The current tag set is a mess — 40 tags accumulated over two years with duplicates, inconsistent casing, and names nobody remembers creating.
You also have a new taxonomy doc with 15 standardized tag names that should replace the chaos. The task: export the existing tags so you can see what you have, create the 15 new ones, and rename the 5 worst offenders, all before the team's first time entry goes in on Monday.
The bad version:
- Open Toggl, navigate to Tags
- Scroll through 40 tags, write them down in a sheet
- Manually create 15 new tags one by one
- For the 5 renames, click Edit on each, retype, save
- You create "Design Review" as a new tag only to find there was already a "design review" (lowercase) that you missed because the interface sorts case-sensitively.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your spreadsheet that reads and writes Toggl data — so the audit, the creation, and the renames can all happen from one session.
Open the SheetXAI sidebar and type:
Fetch all existing Toggl tags and list them in column A of this sheet with their tag IDs in column B. Then create a new tag in Toggl for each name in column C that does not already exist in column A (case-insensitive match). Write the new tag ID in column D after each creation. Flag any existing tag in column A that is a case-variant of a new tag from column C in column E.
SheetXAI pulls all 40 existing tags, checks the 15 new names against them, creates the ones that are genuinely new, and flags the duplicates. The audit and the creation happen in one pass.
What You Get
- Full existing tag list in columns A and B — every tag in the workspace with its ID
- 15 new tags created — only the ones that are genuinely new (no case-insensitive duplicates)
- Duplicate flags in column E — existing tags that are case-variants of your new names
- New tag IDs in column D — for cross-reference and follow-up renames
The case-insensitive deduplication prevents the "Design Review" / "design review" problem before it happens.
What If the Data Is Not Quite Ready
Tag audits surface more mess than expected. SheetXAI handles the extra cleanup in the same prompt.
When you want to rename outdated tags rather than just create new ones
You have 5 old tags in the taxonomy sheet that should be renamed, not duplicated.
Fetch all Toggl tags and write them into column A (name) and column B (ID). For each tag name in the Rename tab column A, find the matching tag in column B by ID (column B of Rename tab) and update its name to column C of the Rename tab. Write the update result in column D of the Rename tab.
When you want to see which tags have been used in actual time entries before deciding to keep them
Some of the 40 tags might have zero usage and could simply be deleted rather than renamed.
Fetch all Toggl tags and write them into this sheet with tag ID and name. For each tag, fetch the count of time entries that use it and write the count in column C. Flag any tag with a count of zero in column D as "Unused — consider deleting."
When the new taxonomy needs tags organized into groups
The new taxonomy has four categories of tags: "Phase," "Client Type," "Channel," and "Internal."
Fetch all existing Toggl tags and list them in column A with IDs in column B. Create new Toggl tags for each name in the New Tags tab that does not already exist. Prefix each new tag name with its category from the New Tags tab column B — for example, "Phase: Discovery" instead of just "Discovery." Write created tag IDs back into the New Tags tab column C.
When you need to do the full tag cleanup in one shot
Fetch existing, deduplicate, create new, rename old, flag unused — all in one prompt.
Fetch all Toggl tags into column A (name) and column B (ID). Create new tags for any name in the New Tags tab that does not exist in column A (case-insensitive). Rename the tags in the Renames tab by matching column A (old name) to column B (new name). Flag any existing tag not referenced in either tab and with zero time entries in column C of the main list as "Review for deletion." Write all results back into the appropriate columns.
The pattern: the tag audit and the correction run are one session, not two.
Try It
Get the 7-day free trial of SheetXAI and open a blank sheet, then ask it to pull your Toggl tag list and sync against your taxonomy. The Toggl integration is included in every SheetXAI plan. For related workflows, see how to export all Toggl projects into a sheet or the Toggl in Google Sheets overview.