Manage users and billing in the Admin Portal

Last updated: November 13, 2026

Available on: Web, at admin.wisprflow.ai

Sign in with your organization's admin account to invite, change roles and remove people on Team, and manage seats, plans and invoices on Billing in the left sidebar.

Roles and permissions

Role	Billable?	Access
Member	Yes	Dictation; no admin changes or billing view.
Admin	Yes	Dictation plus member, billing and company-settings management.
Superadmin	Yes	Organization-wide admin access; cannot be assigned in the Admin Portal.
IT Admin	No	Member, billing, SSO and settings management; no dictation or product access.

Non-admins can view the roster but cannot change roles, remove members, or revoke or resend invitations; a Member's invite submission sends admins a request, not an invitation.

Role changes and removals, including directory removals, must leave at least one admin-level user (Admin, Superadmin or IT Admin) and one billable user (Member, Admin or Superadmin). An IT Admin meets the admin minimum but not the billable minimum, so an organization with one Admin and IT Admins cannot change that Admin to IT Admin.

Note: With SCIM, use your identity provider for invitations, approvals and removals; the Invite new users section shows only its heading and a SCIM notice, and resend and remove/revoke controls are hidden. The Approve button on join requests does not complete, though admins can still change roles and deny requests. SCIM adds Members only from your organization's verified email domains, and removing someone from a directory group does not remove them from Flow — delete the directory user or group instead. See SCIM setup.

Invite teammates

The role defaults to Member and applies to the whole batch; the role picker appears only with a subscription. Direct invitees in billable roles become Admin automatically only when the organization has never had billing set up and has no active pilot — even canceled or incomplete billing history prevents this. IT Admin invitations keep their role.

Open Team → Members.
Paste addresses or copied name-and-email lists into the invite row's email field, Add emails, separated by commas.
Choose Admin, IT Admin or Member if offered.
Click Send invites, which stays disabled until you enter at least one valid email address.

A successful batch shows "Successfully invited N users" and clears the field. Unreadable pasted entries stay in the text field with an error summary; valid addresses become separate entries.

A contractual seat cap applies only if configured. It counts billable members and pending billable invitations once each, and also applies to invite-link additions. Cap errors report the cap, seats in use and seats available. An over-cap batch sends nothing and keeps the addresses for retry.

Note: Use Copy invite link in the Invite new users heading to copy your personalized link; if your browser blocks clipboard access, the link appears below the row so you can select and copy it by hand. Share it only with intended teammates: new people who join with it are added as Members, without approval and even without billing, and joins are attributed to you. Invalid links, inactive organizations and prior manual removals prevent joining. If the admin who generated a link is removed or changed to a non-admin role, the link shows "Invite link not found or inactive"; any current admin can copy their own link instead.

Invitation errors

Before sending, errors identify the address: "You cannot invite yourself", "User already in team", "User already invited" or "Please enter a valid email". A single invite to someone in another organization shows "User is already in an enterprise" rather than a billing prompt. Mixed batch results group addresses as "Invited", "Skipped your own email", "Already on your team", "Already belongs to another team", "Already invited" or "Couldn't be invited", with individual reasons.

Only addresses marked "Couldn't send the invite email" or "Something went wrong" return to the input. A single invitation can show "Invited {email}" even when its email failed to send, and a sending error already has an invitation on file, so clicking Send invites again reports "Already invited" — resend that invitation instead.

Single-invite billing prompts

Single invitations and join-request approvals can require billing confirmation before proceeding; multi-address invitations skip these per-person dialogs.

No active or trialing team subscription: the prompt can offer Use {email}'s billing info or Add billing info; see Existing individual subscriptions for the subscription outcome.
Active or trialing subscription: Add user confirms a paid seat and Not Now closes without inviting.
Mobile subscription: someone with an App Store or Google Play subscription cannot join a team without live billing.

Approve or deny a join request

Requests appear on the portal home page under Team requests.

Select Approve or Deny beside the requester.
Complete any billing prompt when approving.

"Request approved" or "Request denied" confirms completion and removes the request; approved people appear in the member list. A failed denial shows "Could not deny request. <reason>".

Resend an invitation

Resending emails a pending or failed invitation again instead of revoking and re-adding anyone. The invitation keeps its role and team, its expiry refreshes to 180 days, and a failed invitation returns to pending.

Find the invited person under Team → Members; pending and failed rows show when the invite was last emailed, such as "Last sent 3 days ago".
Click the mail icon (Resend) on their row, or Resend pending invites in the Invite new users heading, which appears when pending invitations exist, to choose from every pending and failed invitation.
Select the invitations to send in the Resend invites dialog — all start selected — then confirm with the button showing the count, such as Resend 3 invites.

Search by name or email to narrow the dialog; the select-all checkbox then applies only to the matching invitations. Expired invitations aren't listed, and the confirm button is disabled when nothing is selected. After a bulk resend, a results panel lists any invitations that couldn't be resent. Each invitation can be emailed once per minute; clicking again within that minute reports the invitation as already resent.

Change a role

You cannot edit another Superadmin's role. Your own dropdown offers Admin and IT Admin; another admin must change your role to Member.

Warning: Switching someone to IT Admin removes their dictation access and their paid seat; switching away restores both. A role change can succeed before the billed seat quantity updates.

Find the member under Team → Members.
Select Admin, IT Admin or Member in their role dropdown.
Confirm with Change role when switching to or from IT Admin; Member ↔ Admin changes apply without confirmation.

"Updated role" confirms the change; a rejection keeps the previous role. Membership-minimum conflicts show "Cannot remove or downgrade the last admin of the enterprise" or "Enterprise must retain at least one billable user (admin or member)". Other rejected changes show "Failed to update user".

Remove a member or revoke an invitation

You cannot remove yourself; your row has no remove control.

Warning: Manual removal blocks Rejoin, invite-link joins and domain auto-add in this organization until an admin sends a new direct invitation. Revoked never-accepted invitations, automatic trial and directory removals, and team disbanding do not create this block.

Find the person under Team → Members, or open their member detail page.
Click the trash icon (Remove member) on their row, Remove under "..." on their detail page, or the X on an invitation (Revoke invite).
Review the Remove {name}? dialog, which warns that the person loses access to your organization immediately and, where available, shows their recent usage, such as "They last used Flow 2 days ago and have dictated 12,400 words."
Confirm with Remove, or Revoke in Revoke Invite; Cancel closes the dialog without changes.

"Removed user" or "Revoked invitation: Your billing plan will be updated next cycle" confirms completion, the row disappears and seat counts update; a blocked removal shows an error explaining the restriction. Removal ends organization membership, updates signed-in apps and reassesses folder/file access and calendar policies. You can invite a removed person again later with a new direct invitation.

Freed capacity can be reused this billing period, including under a seat cap. Unless your organization preserves contracted seats, unused seats are removed and not charged next cycle; seat reductions add no charge, and preserved contracted seats do not reduce automatically.

Understand your seat count

On Team, select Show breakdown. The Members tab and summary include joined members and pending invitations, not just billed seats.

Category	Meaning
Paid seats	Active and billed.
Trialing	"Free for 2 weeks, then billed"; excluded from paid seats.
Invited	"Counts when accepted"; unbilled before acceptance.
IT admin	Always free; includes trialing IT Admins.

A subscription-wide trial shows 0 billed seats. An inactive subscription replaces the summary and breakdown with "Your subscription is inactive, please reactivate". Otherwise, minimum team-seat billing applies.

Seat quantity updates as people join and become billable. Billed seats can exceed seats currently in use because paid capacity remains reusable this cycle: refilling it adds no charge, while additional seats beyond it incur prorated charges. Seats added shortly before a renewal are billed, prorated, in the new term. Sales-led pilot additions have no mid-pilot prorated invoice; self-serve trials do not have that exemption.

Warning: Without a subscription, members are removed after their trial and a following 3-day grace period, and the team is disbanded if none remain; their pending invitations are deleted and pending join requests rejected. Admins receive a warning email one day before a teammate's trial ends when there is no billing information, and a grace-period email — use Add billing info before the displayed deadline.

Trial eligibility and billing dates

Eligible first-time team joiners receive a 14-day trial unless trials are disabled in Settings → Organization; pilots use their end date instead. A longer existing trial is preserved unless trials are disabled with live team billing, which makes the joiner immediately billable.

With trials disabled and no live team billing, no new full trial is granted and the existing trial is not rewritten. Someone who already used a team trial gets a 24-hour billing window when joining without live billing, even with trials disabled; this does not shorten a longer existing trial. With live billing and an expired team trial, they receive no new trial and are immediately billable.

On a billed team, expired trials become paid seats. Prorated new-seat charges are scheduled for the next renewal or the first of the next month, whichever comes sooner.

Warning: Disabling team trials also immediately ends current members' ongoing team trials, without a grace period; this cannot be undone.

Existing individual subscriptions

A Pro subscriber who joins a team that has no billing information may become the team's payer. Joining without live team billing does not automatically convert their personal subscription into team billing; contact support for help transitioning an individual subscription.

Warning: An active individual paid subscription billed through Stripe is canceled after the person joins a team with live billing, with a prorated refund for unused time to the original payment method; no refund is due if nothing remains. They receive no new team trial. Without live team billing, or while they are still choosing a team, the personal subscription remains intact.

A past-due personal subscription does not receive this automatic cancellation and refund. If cancellation fails, a personal subscription can remain active after joining; contact support using the route below.

Manage billing and invoices

Billing is admin-only; other users see "You must be an admin to view team billing information."

Note: Organizations invoiced directly through sales have no Billing entry in the sidebar and no billing card on the portal home page; the billing page address opens Organization settings instead. Contact your sales or customer-success representative, or support, for plans, seats and invoices.

Select Billing in the left sidebar.
Select Manage Subscription if subscribed, or Add billing info if you have no subscription.

Manage Subscription opens Stripe in a new tab, where you can update the payment method, view and download invoices, or cancel at period end. Change plans on the Billing page, not in Stripe.

How seat changes appear on your invoice

On self-serve plans, each mid-term seat change is one dated line named after the product, with the number of seats and a prorated per-seat price covering the rest of the term — for example "Flow Growth Bundle seat added, Nov 6 (prorated)" at 2 × $22.35. You're charged on your next invoice: the renewal on monthly plans, or the monthly invoice for pending items on annual plans. Any subscription coupon and applicable tax apply to these lines, and per-seat prices round down to the cent, so a total can differ by a cent or two.

Choose or change a plan

Growth purchase cards appear only when prices are available for both options and both billing cycles, and your organization has no active or past-due subscription or qualifies for a lower-tier, self-serve upgrade; sales-led and unrecognized plan tiers keep their current-plan view. Solo users must create or join an organization to buy Growth.

Choose Dictation only or Dictation and Notetaker, which includes Unlimited Notetaker. Monthly and Annual are offered where available; active or past-due annual subscriptions hide the cycle toggle. Priced cards show a per-user monthly amount, Annual is billed annually, and checkout currency depends on your location.

Note: Buying Growth requires accepting the Master Services Agreement (MSA) and Data Processing Addendum (DPA), linked on the Growth card and in its billing and upgrade dialogs. Pro purchases and billing-cycle switches use the Terms of Service only.

Add billing information

During an active trial, $0 is due today and the first charge follows the first member's trial end; after the trial, checkout charges immediately.

Choose Annual or Monthly in the Add billing information dialog.
Review the subtotal, seat count and charge date.
Select Continue to Payment.

If you see "Couldn't start checkout. Try again.", select the button again. If pricing shows "Unable to load pricing. Please refresh.", refresh the page; purchasing is disabled until pricing is available.

Switch your organization to annual billing

Organizations on a self-serve monthly plan (Team or Growth) can move to annual billing themselves using Save with Annual on the Billing page.

Confirm a saved payment method is on file — the switch charges the annual term straight away. Without one, the portal shows "Add a payment method before switching to annual billing."
Select Save with Annual and confirm.

The plan shown on the Billing page updates to the annual price and term; if it takes longer than a few seconds, the change still completes — reload the page to see it. Switching from annual back to monthly isn't offered, and organizations with multiple billing groups aren't supported.

Upgrade an existing subscription to Growth

Active and trialing subscriptions switch in place without checkout. If your organization is already on Pro, its card is marked Current plan and cannot be selected.

Choose Dictation and Notetaker or Dictation only on the Growth card.
Select Upgrade.
Tick the MSA and DPA agreement checkbox to enable the confirmation button.
Select Upgrade to Growth.

The plan changes immediately at the Growth price for your currency, option and billing cycle. If the upgrade also changes your billing cycle, the unused remainder of the period you already paid for is credited against the new charge. Success shows "Successfully switched to Growth plan"; a failed switch shows its reason or "Failed to switch plan".

Switch from Growth to Pro

Self-serve organizations on an active, trialing or past-due Growth subscription see a Switch to Pro card in the current-plan view and can downgrade without contacting sales. Confirm in the dialog to apply the change. Organizations not on self-serve billing keep the sales-assisted path and see no Switch to Pro card.

Takes effect immediately: there is no refund or credit for the rest of the current billing period, and your next renewal bills at the Pro price.
Billing period stays the same: an annual subscription stays annual — annual-to-monthly switches are refused. Any scheduled cancellation is cleared and your purchased seat capacity is preserved.
All seats become Pro bundle seats: members on Dictation-only seats gain Notetaker.

Sales-managed plans and changes

Organizations with an active or past-due Growth subscription see a disabled Current plan card alongside Talk to sales; existing customers keep their rate. A legacy Team subscription uses the Pro card as its current-plan card.

If you bought the dictation-only option, select Add Notetaker on the Growth with Notetaker card to open Talk to Sales; Growth options are not switched self-serve.

Sales-led organizations use Talk to sales instead of a Growth upgrade. Enterprise plans are sold dictation-only, with Notetaker optional and addable to the plan. Enterprise contracts, custom legal terms, invoicing and PO billing go through sales. SCIM and managed deployment are Enterprise offerings, not Growth offerings. Growth and Enterprise plans have training on your team's data turned off for everyone.

Upcoming charges and payment status

Upcoming charges appears only with a subscription. Renewal and prorated new-seat charges are billed separately on their listed dates, which can differ; dates use UTC and amounts use the invoice currency. If neither has an amount due, the card shows "No upcoming charges." Cancellation at period end shows no renewal and preserves access until the end date in the ⚠️ Subscription Cancelled banner.

Warning: If payment is past due, select Update Payment where offered, or Manage Subscription in Growth's disabled Current plan view, to open Stripe in a new tab before the access deadline in ⚠️ Payment Past Due. Plan changes remain unavailable while payment is past due.

Note: Each organization has exactly one billing account, created the first time a billing action happens — starting checkout, redeeming a promo code or referral credit, or opening Manage Subscription — and additional ones cannot be created. A billing account created by hand in the Stripe dashboard is never linked just because the email matches: enter its Stripe Customer ID in the admin portal to link it. For separate team subscriptions and seats, or negotiated-contract pricing, contact sales or support before moving a team.

Still need help?

Network restriction: For "Your network isn't allowed", switch to an approved network and select Retry, or contact your admin. Retry and Sign out return to the sign-in form.
Expired session: "Your session expired. Please sign in again." means you have been signed out; sign in again.
Sales-assisted onboarding: If Flow requires this for your domain, contact your sales or customer-success representative, or sales if you have neither, instead of creating a team yourself.
Billing or admin access: Contact support to raise a seat cap that is blocking invitations, and for billing adjustments, a locked admin account, unavailable controls, or "Failed to find your subscription. Please contact support."

Use Help at the bottom of the sidebar to email support@wisprflow.ai, with the subject "Request for Help" prefilled. Include your team name, admin email, platform and the action you were trying to complete.