How Do I Use the Admin Portal to Manage Users and Billing?
Available on: Web (admin.wisprflow.ai)
If you need to add a teammate, change someone's role, set up billing, or control organization settings — the Admin Portal is where you do it. Most tasks take under 2 minutes.
How to access the Admin Portal
Go to admin.wisprflow.ai and sign in with your admin credentials.
Use the left sidebar to navigate between Users, Settings, and Billing.
How to add users
Note: If your organization uses SCIM, manual user management is disabled. Manage users through your identity provider instead.
Add users manually
Use this method to invite specific people one at a time.
Click Users in the left sidebar.
Click Add user in the top right.
Enter the user's email and select their role (Admin, IT Admin, or Member) from the dropdown.
Click Send invite. The user appears in your list with Status "-" and Role "Pending" until they accept.
If the email already belongs to a team member or has a pending invitation, you'll see a duplicate notification and the invite won't be sent. You can re-send invitations at any time.
Note: Non-admin team members cannot send invitations directly. When a non-admin clicks Add user, a request is sent to team admins instead.
Add users via invite link
Use this method to add many people without inviting each one.
Go to the Team page in the Admin Portal.
Click the button to copy your invite link.
Share the link with anyone you want to add.
Anyone who signs up through the link is added to your team automatically — no approval required. Each admin has a unique link, but all links share the same underlying team code. The invite link is also available in the desktop app under Settings → Team.
Add users automatically by company email
Use this method to let anyone with your corporate email domain join automatically.
When creating a new team in Settings → Team, if your email uses a corporate domain, a checkbox appears: "Automatically add new users with a [domain] email to my team." This is enabled by default.
Once the team is created, this setting cannot be changed from the desktop client. Users with public email domains (Gmail, Yahoo, etc.) do not see this option.
Add multiple users at once
Use this method during initial team creation to invite a batch of teammates.
The team creation flow walks you through three steps: add members, name your team, then confirmation. On the first step, you can enter multiple email addresses at once. If Wispr Flow detects other users already on your email domain, they'll appear in a table so you can invite them all in one click.
Outside of onboarding, users are added one at a time through the Add user dialog. If an email belongs to someone already on another team, you'll see "User already in enterprise" and that invite won't be sent.
Important: Enterprise plans may have a contractual seat cap, and pending invitations count toward it. If you exceed your cap, you'll see an error showing how many seats are available. Contact support to increase your cap.
How to assign and change roles
Available roles
Member: Standard Wispr Flow user with full dictation access.
Admin: Can manage users, billing, and organization settings, with full dictation access.
IT Admin: Can manage team members and enterprise settings, but cannot use Wispr Flow dictation. IT Admin seats are always free and never count toward your billed seat total.
Change a member's role
Click Users in the left sidebar.
Find the member you want to update and click the role dropdown next to their name.
Select the new role: Admin, IT Admin, or Member.
Confirm the change in the dialog that appears. The new role takes effect immediately.
Note: Admins and superadmins can change their own role (for example, switching between Admin and IT Admin) directly from the Team member table. You cannot change your own role to Member — another admin must make that change to prevent accidental loss of admin access.
Important: When changing a member to or from the IT Admin role, read the confirmation dialog carefully. IT Admin changes affect both product access and your paid seat count.
How to understand your seat usage
The Team page shows a seat usage summary at the top: {paid} of {total} billed seats in use across {N} members. Click Show breakdown to see how your members are counted toward billing.
Every member falls into exactly one of these four categories:
Paid seats: Active members who are currently billed.
Trialing: Members in their free 2-week trial. They are not billed yet, but convert to a paid seat when the trial ends.
Invited: Members with a pending invitation. They count toward your seat total once they accept.
IT Admin: Never billed (see Available roles above).
How to remove users
Click Users in the left sidebar.
Click the user you want to remove to open their details.
Click Delete user (or Revoke invite for pending invitations).
Confirm the removal. The user disappears from your list and your seat count updates immediately.
Note: When a user joins an enterprise team, any existing individual Stripe subscription they have is automatically cancelled and refunded.
How to manage organization settings
Enterprise admins can control settings for the entire organization from Settings → Organization. These controls override individual user preferences.
Data controls
The Data Controls section enforces data and privacy settings across your team:
Context Awareness: Controls whether Wispr Flow can read on-screen context to improve transcription. Set to Available (users can toggle it themselves) or Disable for all users (turns it off everywhere and locks the toggle).
Zero Data Retention: Enforces zero data retention (ZDR) across your organization.
Local data storage policy: Controls how local data is stored — store normally, auto-delete after 24 hours, or never store.
SOC2 report access: Provides your organization's SOC2 report.
HIPAA BAA: Sign a HIPAA Business Associate Agreement for your organization.
Note: Signing the HIPAA BAA in-app requires the Organization Name, Authorized Representative Name, Title, and Email of the signer, plus agreement to the BAA terms.
Network access
The Network access section lets you restrict which IP addresses can access your team's data. When an IP allowlist is enabled, only users connecting from an approved IP address or range can authenticate.
Enable allowlist: Turn on IP-based access restrictions for your organization.
Configure allowed ranges: Enter IPv4 or IPv6 address ranges (one per line or comma-separated). Your current IP address is shown to help you avoid locking yourself out — Wispr Flow blocks you from saving a list that doesn't include it.
Range limits and formatting: You can configure up to 64 CIDR ranges. Wildcard CIDRs (0.0.0.0/0 and ::/0) are not accepted — to allow all traffic, disable the allowlist instead. Entries with host bits set (e.g., 192.168.1.5/24) are automatically normalized to the network address. Changes can take up to 30 seconds to take effect for already-signed-in users.
Disable allowlist: Turning off the allowlist removes the saved configuration. The lockout safeguard still applies — your current IP must be covered by the existing list before you can disable it.
Note: Users blocked by the allowlist are signed out and shown a "Your network isn't allowed" screen. See the FAQs below for the full user experience.
Important: If you get locked out (for example, the allowlist is locked by Wispr support), contact Wispr support — Wispr administrators are the recovery path for IP allowlist changes.
Usage settings
The Usage section controls what team members see on the Usage dashboard:
Hide team leaderboard: When enabled, the Leaderboard tab is hidden for everyone in the organization, including admins. This applies regardless of team size or domain.
How to manage cost centers
Note: The Cost Centers tab is only visible to admins of Enterprise organizations with per-cost-center billing enabled. Contact support if you believe your organization should have access.
Cost centers let enterprise admins give individual teams their own separate billing, rather than having all teams roll up into the enterprise's default bill. Each cost center has its own Stripe subscription at your enterprise's negotiated price.
To view your cost centers, go to the Team page in the Admin Portal and click the Cost Centers tab. The tab shows each cost center's name, plan tier, and seat count.
Break a team into its own cost center
Go to the Team page and click the Cost Centers tab.
Select the team you want to move into its own cost center.
Complete the Stripe checkout that appears. Your enterprise's negotiated price is applied automatically — you do not choose a plan.
Confirm the checkout. The team is immediately moved into the new cost center with its own billing.
Important: If you are already the billing owner of another cost center within the same enterprise, you cannot initiate this process — a different admin must complete the checkout instead.
How to view team insights and usage
The Insights page at admin.wisprflow.ai/usage gives admins a view of how their team is using Wispr Flow. Use the tabs across the top to switch between different views.
Note: Some Insights features are only available on the Enterprise plan. Pro plan admins see a preview of team-wide data (such as active-user trends, desktop app usage, and ROI) blurred behind an Upgrade to Enterprise prompt. The Words Dictated card is fully accessible on all plans. Date range, app, user, and team filters — as well as the Export button — are disabled on Pro and show an upgrade prompt when clicked.
Impact tab
The Impact tab surfaces the business value your team is getting from Wispr Flow. Use the Team filter to narrow results to a specific team. It includes:
Minutes Saved: Total time your team has saved by dictating instead of typing, calculated against a 40 WPM typed baseline. Hover the info icon on the card for details about how this is calculated.
Money Saved: Estimated ROI based on total minutes saved per month across your whole team. Use the salary-rate slider to adjust the calculation for your team's average compensation.
Prompt Quality: A measure of how much better your team's dictations are compared to typed prompts, shown as a multiplier (e.g., "2.2x" means dictated prompts are 2.2 times higher quality than the typed baseline).
Auto-Formatting: Breakdown of how often Flow automatically formats text for your team.
Edits Made: How often team members edit Flow's output after dictation.
Features Used: Adoption of specific features — Dictionary, Snippets, and Styles — across your team.
Dictionary items: How many words have been added to the team dictionary, broken down by auto-learned vs. manually added.
Team Members table
The Team Members table on the Usage dashboard includes a WPM column showing each user's lifetime average dictation speed. Users who haven't dictated yet show "—" rather than "0 WPM," and those rows are grouped at the bottom when you sort by WPM in either direction.
Percent-change indicators
Metrics on the Usage dashboard (such as words dictated, team members, and desktop apps used) show a percent change compared to the equivalent prior period. The comparison updates automatically based on your selected time filter — for example, "Last month" compares to the month before, and "Last 30 days" compares to the previous 30 days. The label next to each indicator (e.g., "from last month" or "from previous 30 days") reflects the active filter so you always know what's being compared.
Filtering usage data
Use the filter bar on the Overview tab to narrow data by date range, app, user, or team. The Team filter is searchable — type to find a specific team quickly, just like the User and App filters. A few things to know about the App filter:
Clear filter is pinned at the top of the list for quick access.
Category limits: Each app category shows up to 20 apps. If there are more, a "+N more" row appears at the bottom of that category.
Search: Searching collapses categories with no matching apps so you can find what you need faster.
Auto-expand: Selecting a category or any app within it automatically expands that category's sub-list.
Exporting usage data
You can download your team's usage data as a CSV from the Overview tab. Click the download icon to open the Export usage data dialog. From there you can:
Set export filters independently from the page filters — adjust the date range, app, user, and team without changing what's displayed on the page.
Choose which columns to include in the export: User, User email, Department, App type, and Apps.
Download the CSV with a descriptive filename that reflects the filters you applied.
Every export includes a Date column as the first column and shows one row per day per dimension combination, sorted chronologically. This means you'll always see a daily breakdown of activity rather than a single totals row.
Note: If your export covers too much data, a notification will prompt you to narrow your date range or filters before downloading.
How to manage billing
Click Settings → Billing in the left sidebar.
Click Manage Subscription to open the billing portal.
From the billing portal, you can:
Update or change your subscription plan.
Add or update payment methods.
View and download invoices.
Note: Any team member can view the billing page, but making changes requires admin access.
Billing during a trial
If you add billing information during an active trial, the Payment Summary modal shows $0 billed today and tells you when your first charge will occur (e.g., "Billed in X days for Y seats").
If your trial has already ended, the modal shows the actual charge due today with a note that billing starts immediately at checkout.
Switch to annual billing
Toggle your plan to Annual in the Payment Summary modal during checkout.
Click Save with Annual. Your new billing cycle starts immediately at the discounted annual rate.
What happens when your trial ends
When your trial expires, admins who haven't set up a paid subscription have a 3-day grace period to add billing information before the team loses access to plan features. Add billing information before the grace period expires to keep access.
During the grace period, you'll see these prompts to add billing:
In-app trial banner: While your trial is still active, a banner appears above the members table in Settings → Team if billing isn't set up. Click Add billing info to enter your payment details without leaving the page.
One-time pop-up modal: The first time an admin without a subscription opens the app after the trial ends, a modal prompts them to add billing info. The Add billing info button opens the Payment Summary directly.
Persistent sidebar banner: A banner stays visible in the sidebar throughout the grace period. Both the modal and banner disappear once a subscription is active or the grace period expires.
Non-admin members: Non-admins see a softer banner on the Home page asking them to contact their admin. They do not see the Add billing info button.
Common issues
Prompt Quality card showed unexpectedly low percentages (e.g., "2%" instead of "200%")
The Prompt Quality card on the Impact tab was displaying incorrect percentages — for example, showing "2%" when the actual improvement was 200%. This has been fixed. The card now shows improvement as a multiplier (e.g., "2.2x"), making it easier to compare against the typed-prompt baseline.
Usage dashboard charts showed incorrect date labels for partial weeks
Chart tooltips and x-axis labels on the Usage dashboard could display incorrect dates for partial weeks at the start or end of the selected period — for example, a "This month" filter starting May 1 might have shown "Apr 26" on the chart. This has been fixed. Chart labels now correctly reflect the actual dates within the selected filter range.
Billed seat count decreased unexpectedly
A recent update corrected how IT Admin seats are counted. IT Admins were previously included in the billed seat count in some cases — they are now always excluded. If you see a lower billed seat count than before, this is expected and accurate. No action is needed.
FAQs
How do I add another license (seat) to my team?
You don't increase seat quantity directly. Instead, invite the new user from Users → Add user. They start a 14-day free trial, and once that trial ends they're automatically added to your account as a billed seat.
If the Add user option isn't available, check that your role is Admin (not Member), and make sure you haven't hit your contractual seat cap. Contact support to raise the cap.
How does the IT Admin role affect seats and product access?
IT Admin is a management-only seat type. IT Admins can manage team members and enterprise settings, but cannot use Wispr Flow dictation or Pro features. IT Admin seats are always free. To use Wispr Flow for dictation, change the role to Admin or Member, or purchase an individual subscription.
Why am I blocked from using the desktop app as an IT Admin?
IT Admin is a management-only seat type, so dictation is not available. To use Wispr Flow for dictation, go to the Admin Portal and upgrade your seat to a type that includes product access (such as Member). The block clears automatically once you upgrade — no need to sign out and back in.
Can users change their email address?
No. Email addresses cannot be changed. To use a different email, cancel the existing subscription and create a new account. You can update your first name, last name, and profile picture (up to 5 MB) from the Account settings page.
Warning: Creating a new account results in data loss. Contact support if you need billing adjustments during the transition.
How do I upgrade to Enterprise without contacting sales?
Team members on a trial who haven't set up billing can upgrade directly:
Open the desktop app and go to Settings → Plans and Billing.
Select Enterprise from the plan dropdown, choose your billing cycle, and click Continue to Payment.
Enter your payment information. Your upgrade takes effect immediately.
If the plan selector isn't visible, the modal defaults to Pro. After completing Stripe checkout, click Finished paying? Click to refresh in the Payment Summary modal to update your subscription status.
You can also start billing setup directly from the trial banner in Settings → Team by clicking Add billing info.
Why do I see blurred data on the Insights page?
Team-wide insights — including active-user trends, desktop app usage, and ROI — are available on the Enterprise plan. If you're on a Pro plan, these metrics appear as a blurred preview with an Upgrade to Enterprise prompt. The Words Dictated card remains fully visible on all plans. To unlock the full Insights page, upgrade your plan to Enterprise.
How do I accept a team invite?
If you've been invited to a team, a card appears in the sidebar of the desktop app. Click Accept invite to join. You can also manage your team membership at any time from Settings → Team.
After accepting, you'll see a notification shortly after your next dictation confirming you've joined the team. The message reflects your billing situation — for example, whether you're starting a new 2-week trial or your existing subscription has been rolled into the team plan.
How do I rejoin my team after trial expiration?
If you were removed after the 3-day grace period:
Go to Settings → Team in the desktop client.
Click Rejoin team. You'll see a confirmation message when successful.
Warning: Add billing information within 24 hours of rejoining, or you'll be removed from the team again.
What happens when my subscription is cancelled?
A warning banner appears on the Billing page showing when your subscription ends. You keep access until that date, and any invoices during this period show a renewal amount of $0.
How do I join an existing team on my domain?
Go to Settings → Team in the desktop client.
Click Request to join team. An admin must approve your request before you're added.
After clicking, the button changes to "Your request has been sent" and cannot be clicked again until 5 minutes have passed. Some teams have auto-accept enabled, in which case you join immediately. The "Other users on your domain" list shows a maximum of 500 users. If an admin declines your request, you'll see a message asking you to contact your admin directly.
Important: If you have an active Pro subscription and the team has no billing information, you may become the payer for the team.
How are users sorted in the dashboard?
Active members are sorted by role (admins first), then alphabetically by email. Pending invitations are sorted alphabetically by email and listed below active members. The sort order is fixed — column headers are not clickable. Active members in a trial show "In trial, ends [date]" (e.g., "In trial, ends Jan 5").
What does a team member see when I upgrade them?
When you upgrade a team member to Flow Pro or Flow Enterprise, they see a one-time celebratory modal the next time they open the app, showing their new plan name and what's included.
Flow Enterprise members are then taken through a short guided tour highlighting key team features — Insights, Dictionary, and Snippets — in the sidebar. They can move through the tour with the Back and Next buttons, or dismiss it with the X button or the Escape key. No action is required on your end.
What do my users see if they're blocked by the IP allowlist?
When a user opens the desktop app from a network that isn't on your approved list, they are signed out automatically and shown a "Your network isn't allowed" screen. It displays your organization's name and explains that Wispr Flow is only available on approved networks. Dictation is paused while they are blocked.
From that screen, the user has two options:
Retry: Restarts the sign-in process. Use this after switching to an approved network.
Sign Out: Returns to the normal login screen.
Once the user is on an approved network and signs in again, access is restored normally.
Why can't I set up a new cost center for my team?
If you are already the billing owner of another cost center within the same enterprise, you are blocked from initiating a new one. This is by design — a different admin who doesn't already own a cost center must complete the checkout instead. If no other admin is available, contact support.
Limitations and notes
The Admin Portal is web-only, available at admin.wisprflow.ai.
Data Controls (Context Awareness, ZDR, local storage policy, SOC2, HIPAA BAA) are available on the Enterprise plan only.
Network access (IP allowlist) is available on the Enterprise plan and is currently rolling out in stages. If your organization is on Enterprise and doesn't see it yet, contact support to request access.
Team-wide Insights (Overview and Impact tabs, filters, and Export) are available on the Enterprise plan. Pro plan admins can see the Words Dictated card and a blurred preview of other metrics.
Cost Centers are available on Enterprise plans with per-cost-center billing enabled. An admin who already owns the billing for another cost center in the same enterprise cannot create an additional one — a different admin must do so.
If your organization uses SCIM, manual user management is disabled — manage users through your identity provider.
Email addresses cannot be changed once an account is created.
The "Other users on your domain" list shows a maximum of 500 users, and join requests can only be resent once every 5 minutes.
Still need help?
Reach out to our support team if:
You need to increase your enterprise seat cap or enable the IP allowlist for your organization.
You're locked out of your admin account or can't access the Admin Portal.
You need billing adjustments after changing accounts or plans.
You need to enable per-cost-center billing for your enterprise or have questions about cost center setup.
Include your team name and what you've already tried. Most admin issues are resolved in one reply.