Manage users and billing in the Admin Portal

Last updated: October 30, 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 under Settings → Billing. Organizations with departments use the name Organization instead of Team.

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.

Free IT Admin seats are an Enterprise feature. 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 satisfies 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; invite links, resend controls and remove/revoke controls are hidden, and the Approve button on join requests does not complete. 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 Emails to add.
Choose Admin, IT Admin or Member if offered.
Select a department if the optional Assign to a department picker appears; no department is selected automatically.
Click Add.

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. If you have a Department tab, the invite form and Invite Link are on Members.

A contractual seat cap applies only if configured. It counts billable members and pending billable invitations once each, excluding IT Admins and their invitations, and also applies to invite-link and SCIM additions; updating an existing SCIM member needs no new seat. Cap errors report the cap, seats in use and seats available. An over-cap batch sends nothing and keeps the addresses for retry; a blocked SCIM addition adds no user and consumes no seat.

Note: If Invite Link appears on Team, admins can Copy it. Share the complete personalized link only with intended teammates: it attributes joins to you and admits Members without approval, even without billing. 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.

On a self-serve Pro organization, single and bulk invitations that request a Dictation seat are rejected with "Dictation seats aren't available on the Pro plan" — invite those people on a bundle seat instead.

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 Add 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 actual 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, or Join requests for organizations with departments.

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

Admins can email a pending or failed invitation again instead of revoking and re-adding anyone. The invitation keeps its role, team and seat type, its expiry is refreshed to 180 days, and a failed invitation returns to pending. Resend controls appear for admins only, and are hidden in SCIM-managed organizations.

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 (N) 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.
Click the trash icon (Remove member), or the X on an invitation (Revoke invite).
Confirm with Remove in Remove Member, or Revoke in Revoke Invite.

"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.

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 tab in Settings and no billing card on the portal home page; the billing page address opens Settings → Organization instead. Contact your sales or customer-success representative, or support, for plans, seats and invoices.

Open Settings → Billing.
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 a single readable line on your invoice, named after the product and dated, 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, or "Flow Growth Dictation to Flow Growth Bundle upgrade, Nov 6 (prorated)".

When you're charged: on your next invoice — the renewal on monthly plans, or the monthly invoice for pending items on annual plans.
Discounts and tax: any subscription coupon and applicable tax apply to these lines.
Rounding: 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, usually within a few seconds. If it takes longer, 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.

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. The organization's default seat type and any pending Dictation invitations change to bundle, and new Dictation-seat invitations are rejected.

Organizations not on self-serve billing keep the sales-assisted path and see no Switch to Pro card.

Current plans and sales-managed changes

Organizations with an active or past-due Growth subscription see a disabled Current plan card with no price or toggles, alongside Talk to sales; existing customers keep their rate. A legacy Team subscription uses the Pro card as its current-plan card, with the price hidden.

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, so no price is shown.

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, audit logs, managed deployment and free IT Admin seats 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 automatically during onboarding, and additional ones cannot be created. 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.