How Do I Use the Admin Portal to Manage Users and Billing?
Last updated: September 10, 2026
Available on: Web (admin.wisprflow.ai). The desktop and mobile apps can invite users and approve join requests; all other admin tasks are web-only.
Add a teammate, change someone's role, set up billing, or update organization settings — the Admin Portal handles all of 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 move between Users, Settings, Billing, and Audit Logs.
Admin roles at a glance
Access differs by role, not by which app you open.
Role | Billable | What it can do |
Member | Yes | Full dictation; views team and billing pages but makes no admin changes. |
Admin | Yes | Full dictation, plus manages users, billing, and organization settings. |
Super Admin | Yes | Admin-level access org-wide; not assignable from the role dropdown. |
IT Admin | No | Manages members and enterprise settings from the web portal; no dictation. |
Only Admin, IT Admin, and Member are assignable from the role dropdown. Every enterprise must keep at least one billable-role user, so you cannot convert every member to IT Admin.
How IT Admin seats and access work
IT Admin seats are free and never count toward your billed seat total; only Admin, Super Admin, and Member consume a billable seat. Admin, Super Admin, and IT Admin all count as admin-level for policy exemptions.
Opening the desktop app as an IT Admin offers only Sign Out or Go to Admin Portal.
Where each role works
Web Admin Portal: All policy configuration — SSO, SCIM, data retention, IP allowlist, role changes, member removal, domain settings, billing, and audit logs. Members can sign in to view org details, members, and billing data; admin actions are admin-only.
Desktop app: Admins can invite users (when SCIM is not active), approve or deny join requests, and open the Admin Portal.
Mobile apps (iOS, Android): No admin management UI.
Access restrictions you can configure
You can't split access by client, but these Enterprise restrictions are available:
IP allowlist: Restricts authenticated access to approved IP ranges. See Network access.
SSO enforcement: Forces all sign-ins through your identity provider.
SCIM provisioning: Locks user creation and removal to your identity provider.
Change a member's role
Click Users in the left sidebar.
Find the member and click the role dropdown next to their name.
Select Admin, IT Admin, or Member.
Confirm the change in the dialog. The new role takes effect immediately.
Role changes and member management are blocked entirely when SCIM directory sync is active — your identity provider controls user management.
Important: Changing a member to or from IT Admin affects both product access and your paid seat count.
Note: You can change your own role between Admin and IT Admin, but not to Member — another admin must make that change, which prevents accidental loss of admin access.
How to add users
Note: When SCIM is active, Add User, batch-invite, and Approve/Deny buttons are hidden — provisioning happens only through your identity provider.
Add users manually (one at a time)
Click Users in the left sidebar.
Click Add user in the top right.
Enter the user's email and select a role (Admin, IT Admin, or Member). If your organization has departments, use the Assign to a department dropdown, or leave it unset to let the invitee choose during onboarding.
Click Send invite. The user appears with Status "—" and Role "Pending" until they accept.
If the email already belongs to a team member or has a pending invitation, a duplicate notification appears and the invite isn't sent. You can re-send invitations at any time.
Note: Non-admins cannot send invitations. When a non-admin clicks Add user, a contact-admin request goes to team admins.
Invite multiple teammates at once
Go to admin.wisprflow.ai/app/team and click Add user.
Type or paste plain (
name@example.com) or formatted ("Name" <name@example.com>) addresses, mixed as needed.Select a role for the whole batch. A department selection, if used, also applies to every invitee; leave it unset to let each one choose during onboarding.
Click Send invites. A results panel labels each address Invited, Already on your team, Already belongs to another team (cannot be invited), Already invited (pending invitation exists), or Couldn't be invited (sending error; restored so you can retry).
If the entire batch fails at once (for example, your seat cap is reached), all addresses are restored for retry.
Note: Non-admins cannot send bulk invitations; submitting multiple addresses sends a contact-admin request for each email.
Add users via invite link
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 joins your team automatically, no approval required. Your team has a single shared invite link, available to all admins and in the desktop app under Settings → Team.
Add users automatically by company email
During team creation, on the Name your team step, corporate-domain emails see a checkbox — "Automatically add new users with a [domain] email to my team" — enabled by default. Public email domains (Gmail, Yahoo, etc.) do not see this option. Once the team is created, this setting cannot be changed from the desktop client.
Admins can initiate and check domain verification from the portal.
Note: In multi-team enterprises, users added automatically by email domain are held at the Team Picker screen until they select a team. See the FAQ on unassigned members.
Add multiple users during initial team setup
Team creation has three steps: add members, name your team, confirmation. On the first step you can enter multiple email addresses at once; other users already on your email domain appear in a table so you can invite them all in one click.
Important: Enterprise plans have a contractual seat cap. If you've hit your cap, contact support to raise it.
How to understand your seat usage
Every member falls into exactly one of four categories:
Active: Currently billed.
Trialing: In a free 14-day trial; not billed yet. Converts to a paid seat when the trial ends on billed teams, or is removed from the team on unbilled teams.
Invited: Pending invitation; counts toward your seat total once accepted.
IT Admin: Never billed; excluded from your billed seat total and from the seat breakdown in the Plans card and Team tab.
The Plans card subtitle shows your seat count, plus active and trialing counts when there are trialing members. The Team tab shows a one-line breakdown of non-zero categories, for example 70 active · 6 trialing · 4 invited · 2 IT admin.
How to remove users
Click Users in the left sidebar.
Click the user to open their details.
Open the ⋯ More actions menu and select Remove member (or Revoke invite for pending invitations).
Confirm the removal. The user disappears from your list and your seat count updates immediately.
Members removed by an admin are blocked from rejoining; members removed automatically are not. Wispr support can remove a member on request even when SCIM blocks admin-initiated removal.
Important: When a Pro subscriber joins a team with no billing info on file, the Pro subscriber may become the team's payer. Contact support for help transitioning individual subscriptions.
Note: A removed user's desktop app updates their status automatically. If eligible, they can purchase an individual plan immediately from the app without restarting it.
How to manage organization settings
Enterprise admins control settings for the whole organization from Settings → Organization. These controls override individual user preferences.
Data controls
Context Awareness: Set to Available (users toggle whether Flow reads on-screen context to improve transcription) or Disable for all users (off everywhere, toggle locked).
Zero Data Retention: Enforces zero data retention (ZDR) org-wide and turns off usage-data sharing for all members, who see a notice such as "Your organization has disabled the use of your data for model improvement." ZDR can be locked by Wispr; once locked, admins cannot toggle it off.
Cloud sync policy: Disables cloud sync org-wide, independent of ZDR and HIPAA.
Local data storage policy: Store normally, auto-delete after 24 hours, or never store; enforcement differs by platform.
Scratchpad access: Enables or disables the Scratchpad notes feature for all members. When disabled, the sidebar entry, Flow Bar entry point, settings, and keyboard shortcut are hidden, open Scratchpad windows close, and note syncing stops. Re-enabling restores saved notes and the shortcut (unless a user rebound that key).
SOC2 report access: Provides your organization's SOC2 report.
HIPAA BAA: Sign or view a HIPAA Business Associate Agreement; signing in-app requires the signer's Legal Name. BAA status appears in the Hub with View signed BAA and Revoke BAA actions.
How the local data storage policy is enforced per platform
On iOS, Auto-delete after 24 hours or Never store data locally forces on and locks the "Automatically delete transcripts" toggle in Settings → Data & Privacy, showing "Required by your organization's data retention policy."
On desktop, Auto-delete after 24 hours removes Store normally from the member's dropdown, leaving 24-hour auto-delete or never store. Never store data locally disables the dropdown entirely ("This setting is managed by your organization.").
Connector access
Connector access controls which integrations members can use: Google Calendar, Gmail, Slack, and Notion. All connectors are enabled by default, and changes autosave immediately. The Gmail control also governs creating calendar events from within Flow.
Network access
With an IP allowlist enabled, only users connecting from an approved IP address or range can authenticate. Configure it in the web Admin Portal; enforcement applies to desktop and iOS sign-ins. Android enforcement is rolling out in stages and is not yet enabled.
Enable allowlist: Turns on IP-based access restrictions for your organization.
Configure allowed ranges: Enter one CIDR per entry (IPv4 or IPv6). Wildcard CIDRs and empty lists are rejected — to allow all traffic, disable the allowlist.
Look up your current IP: Your current IP appears in the portal so you can confirm it's covered before saving; saving without it covered locks you out.
Disable allowlist: Removes the saved configuration. Your current IP must be covered by the existing list before you can disable it.
Locked allowlist: Wispr can lock the IP allowlist so only Wispr support can modify it. If locked, you see: "IP allowlist is locked by an administrator and cannot be modified. Contact Wispr support to unlock."
Important: Support is the recovery path for IP allowlist changes — contact Wispr support if you're locked out or cannot reach an allowed network.
Usage, trial, and notification settings
Hide team leaderboard: In the Usage section, hides the Leaderboard tab for everyone in the organization, including admins, regardless of team size or domain.
Disable team trial: Prevents a 14-day trial from being granted to new joiners, who become immediately billable with no grace period; any existing personal trial they hold is unaffected. Contact support to change this setting.
Teammates Added digest: A daily email listing everyone who joined in the previous 24 hours by any method (domain auto-add, SCIM, or invite link), with team name and domain, number added, and each new member's name and email. Toggle it from Settings → Personal under Your information → New teammate notices; it's a per-admin preference and opting out affects only this digest.
Note: A member newly added to an enterprise may need to sign out and back in before org policies (such as enforced ZDR or privacy mode) take effect.
How to review audit logs
The Audit Logs section records activity across the organization in two tabs: Events and SIEM.
Events tab
The Events tab is a live, paginated table of audit events. Each row shows the actor, action, and target — for example, "removed member." Recorded events include member added, member removed, join request approved, and join request rejected.
Use the controls at the top of the table to:
Filter by date range to narrow results to a specific window.
Filter by event type using categorized event type selections. The table and export are disabled until at least one event type is selected.
Set page size to 20, 50, or 100 events per page, and load additional pages as needed.
Refresh manually at any time; the table also refreshes automatically.
Export results as CSV or JSON.
Note: Very large bursts of events sharing the same timestamp may be marked as truncated and not fully paginated. For older records, contact support.
SIEM tab
The SIEM tab configures audit-log streaming to your security information and event management system, and is visible only when your enterprise is eligible for streaming. Click Configure streaming (or Manage streaming if already set up) to open the hosted streaming configuration portal. If your organization is not eligible, visiting the SIEM tab redirects you back to the Events tab.
How to manage cost centers
Cost centers give individual teams their own separate billing instead of rolling up into the enterprise's default bill, each with its own subscription at your enterprise's negotiated price. To view them, go to the Team page and click the Cost Centers tab, which shows each cost center's name, status, seat count, and team count.
Note: The Cost Centers tab is visible only to admins of Enterprise organizations with per-cost-center billing enabled; contact support if your organization should have access. Cost-center grouping on the Team Picker appears only when your enterprise has more than one cost center.
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 checkout that appears. Your enterprise's negotiated price applies automatically — you do not choose a plan.
Confirm the checkout. The team moves into the new cost center with its own billing immediately.
Important: If you already own the billing for another cost center in the same enterprise, a different admin must complete the checkout. Enterprises on a negotiated contract cannot self-serve — contact sales. You also cannot break away a team if its source cost center has only one team.
How to view team insights and usage
The Insights page shows how your team is using Wispr Flow. Use the tabs across the top to switch views.
Note: Team-wide Insights (Impact and Overview tabs) are available to Enterprise admins only. Pro plan admins do not have access.
Impact tab
The Impact tab shows the business value your team gets from Wispr Flow and supports only the Team filter (not date, app, or user).
Minutes Saved: All-time time saved by dictating instead of typing. Hover the info icon on the card for calculation details.
Money Saved: Estimated ROI from total minutes saved across your team over the trailing 30 days. Use the salary-rate slider to match your team's average compensation.
Prompt Quality: How much better your team's dictations are than typed prompts, as a multiplier (e.g., "2.2x").
Auto-Formatting: How often Flow automatically formats text for your team, including edits made after dictation as a sub-category.
Dictionary items: Words added to the team dictionary.
Team Members table
The Team Members table on the Usage dashboard includes a WPM column showing each user's lifetime average dictation speed. Sort by clicking any column header: Name, Status, Department, Words, WPM, Last used, and Role. Role sorts alphabetically.
Percent-change indicators
Metrics on the Usage dashboard (words dictated, team members, desktop apps used) show a percent change against the equivalent prior period, updating with your selected time filter — "Last month" compares to the month before, "Last 30 days" to the previous 30 days.
Filtering usage data
Use the filter bar on the Overview tab to narrow data by date range, app, user, or team. The Team, User, and App filters are searchable.
User filter (multi-select): Scope charts and exports to several team members at once; with more than one selected, the label collapses to a count (e.g., "3 users").
App filter: Apps are grouped by category; select a whole category or individual apps.
Exporting usage data
Click the download icon on the Overview tab to open the Export usage data dialog, where you can:
Set export filters independently from the page filters — date range, app, user, and team — without changing the page display.
Choose which columns to include: User, User email, Department, App type, and Apps.
Download the CSV with a descriptive filename reflecting the filters you applied.
Every export starts with a Date column and is sorted chronologically — a daily breakdown rather than a single totals row. The team column is labeled Department.
How to manage billing
Click Settings → Billing in the left sidebar.
Click Manage Subscription to open the billing portal, where you can change your plan, add or update payment methods, and view and download invoices.
Note: Any team member can view the billing page, but making changes requires admin access.
Purchasing a Flow Growth or Enterprise plan
Team Pro admins can upgrade from the desktop app: in Settings → Plans & Billing, the "Upgrade to Flow Growth or Enterprise" card highlights SSO, SOC 2, and priority support. Clicking Upgrade opens the Admin Portal billing page (admin.wisprflow.ai), where you can complete your purchase or contact sales for Enterprise.
Team admins can also purchase Flow Growth directly from the Billing page. Choose your billing cycle with the Monthly/Annual toggle in the page title row before checkout; annual pricing shows as a per-month figure with a savings badge, and your selected variant carries through the payment summary and checkout. If your team is already on Growth, the Billing page shows a current-plan view with no price or billing-cycle toggle.
The plan cards show what each tier includes:
Pro: Unlimited dictations in 100+ languages in any app on Mac, Windows, iOS, and Android; learns your names and jargon; opt out of model training; centralized billing and user management; shared dictionary and snippets.
Growth/Business: Everything in Pro, plus org-wide model training control and HIPAA enforcement with a signed BAA.
Enterprise: Everything in Growth, plus custom commercial and legal terms; contact sales for pricing.
Solo users (not yet part of a team) who click Upgrade on the Growth plan are directed to Team settings first, since the Growth plan requires an organization. For Enterprise, a contact-sales card appears next to the Growth card; clicking it opens wisprflow.ai/talk-to-sales.
Note: If you don't see the plan cards, the Billing page works as before — contact support for assistance.
Plan labels in the app
Organizations on the self-serve Growth plan are labeled Growth in the sidebar plan pill, account modal, and any grace-period banners. Sales-led enterprise organizations show Enterprise.
Upcoming charges card
The Upcoming charges card shows your next renewal date and amount due. The Renewal date is when your current subscription period ends, not when a payment invoice is due; on extended payment terms, your invoice due date may fall later. If your subscription is canceled, no renewal date is shown and the amount displays as $0.
Billing during a trial
Adding billing information during an active trial shows a Payment Summary modal with $0 billed today and when your first charge occurs (e.g., "Billed in X days for Y seats"). In that modal you can toggle your plan to Annual, then click Save with Annual to start your new billing cycle at the discounted annual rate. If your trial has ended, the modal shows the actual charge due today and notes that billing starts immediately at checkout.
Switch to annual billing
From Settings → Plans and Billing, click Save with Annual on your plan card. You'll be taken to the billing portal (or the Admin Portal for team admins) to switch cycles.
What happens when your trial ends
When your trial expires, admins have a grace period (see the sidebar countdown, typically 3 days) to add billing information before the team loses plan features. Trial and grace-period messaging reflects your plan — for example, Growth organizations see "Your Growth Trial ends in N days" or "Your Growth trial has ended." During the grace period:
In-app trial banner: Appears above the members table in Settings → Team while the trial is active and billing hasn't been added. Click Add billing info to enter payment details without leaving the page.
One-time pop-up modal: Shown the first time an admin without a subscription opens the app after the trial ends; its Add billing info button opens the Payment Summary directly.
Persistent sidebar banner: Stays visible throughout the grace period. Both the modal and banner disappear once a subscription is active or the grace period expires.
Non-admin members: Do not see a grace-period banner; ask them to contact you, their admin, if they need help.
When a member's trial ends on an unbilled team, they are automatically removed and Wispr emails your team admins about the removal, so you can add billing and re-invite the member.
Grace period when rejoining a team without billing
A member who has already used their team trial and rejoins a team with no billing information on file gets a 24-hour grace period for an admin to add a payment method, and receives an in-app notification in the notification inbox. If billing is not added in time, the member is removed automatically.
Important: If your organization has disabled team trials, rejoining members are immediately billable — no grace period applies, and their existing personal trial is not affected.
Members removed by an admin
A member manually removed from an enterprise by an admin cannot rejoin on their own: the Rejoin button is unavailable and invite links won't re-add them. Either path shows: "You were previously removed from this enterprise. Contact your enterprise admin to be re-invited." To restore access, an admin must send a new direct invitation; accepting it lifts the block.
Note: Members removed automatically (for example, when a trial ends on an unbilled team) can still rejoin, auto-join, or accept invite links as normal.
FAQs
Can I restrict members to the desktop app only and admins to the web portal?
No. Differences are by role, not by client. The only exception is IT Admin, which is blocked from the desktop app as fixed role behavior, not a configurable policy. See "Where each role works" above.
How do I add another license (seat), and how are additional seats billed?
Add seats by inviting or adding members from Users → Add user; seat quantity updates automatically as people join and become billable. Billing depends on the member's status:
First-time team joiners: Receive a 14-day free trial, then convert to a billed seat on billed teams or are removed on unbilled teams.
Members who already used a trial: May become a paid seat immediately, or get the 24-hour grace period if your team has no billing on file.
Pending invitations: Don't become billed seats until accepted, but may count toward an enterprise seat cap.
If Add user isn't available, check that your role is Admin and that your organization hasn't reached its contractual seat cap.
I'm an IT Admin and can't dictate. How do I get access?
Change your role to Member or Admin in the Admin Portal, or purchase an individual subscription.
Can users change their email address?
No. 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 from the Account settings page.
Important: Creating a new account results in data loss. Contact support if you need billing adjustments during the transition.
What's the difference between Flow Growth and Enterprise?
Flow Growth is a self-serve team plan you can purchase directly from the Billing page. Enterprise is a contact-sales plan that adds features such as SCIM, MDM, audit logs, and free IT Admin seats. To inquire, use the contact-sales card on the Billing page or visit wisprflow.ai/talk-to-sales.
How do I accept a team invite?
A card appears in the desktop app sidebar; click Accept invite to join. You can also manage team membership from Settings → Team.
A notification confirms you've joined and reflects your billing situation — for example, that a new 14-day trial has started, or that an admin needs to set up billing within 24 hours.
How do I rejoin my team after trial expiration?
If you were removed after the grace period and the enterprise team is still active:
Go to Settings → Team in the desktop client.
Click Rejoin team. You'll see a confirmation message when successful.
If Rejoin team isn't available, the enterprise may have been disbanded, no longer has active billing, or an admin manually removed you — in which case ask your admin to send a new invitation.
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?
From the desktop client:
Go to Settings → Team.
Click Request to join team. An admin must approve your request before you're added.
The button then reads "Your request has been sent." Teams with auto-accept enabled add you immediately. If an admin declines, you will see: "Your previous join request was declined. Please contact your admin directly." Admins can approve join requests in bulk.
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?
On the Users page, active members sort by role (admins first), then alphabetically by email; pending invitations sort alphabetically by email below active members.
On the Usage → Team Members table, click any column header to sort. 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?
They see a one-time modal the next time they open the app, showing their new plan name and what's included. No action is required on your end.
What do my users see if they're blocked by the IP allowlist?
On desktop, opening the app from an unapproved network signs them out and shows a "Your network isn't allowed" screen, naming your organization if it's known and otherwise showing: "Your admin only allows Wispr on approved networks. Switch networks or contact your admin." On iOS, a full-screen blocked takeover appears with Retry and Sign Out options, naming the organization when known. Dictation is paused while blocked. The block clears automatically once you're on an approved network — Retry is a convenience, not a requirement. Sign Out returns to the normal login screen. Android enforcement is not yet enabled.
Why can't I set up a new cost center for my team?
If you already own the billing for another cost center in the same enterprise, a different admin who doesn't own a cost center must complete the checkout. If no other admin is available, contact support.
Can I revoke a signed HIPAA BAA for my organization?
Yes, through the Admin Portal. Contact support if the option isn't available.
What happens if a new member in a multi-team enterprise hasn't been assigned to a team?
During onboarding they're held at a Team Picker screen until they select one team, with no plan access until then. With cost-center billing and more than one cost center, the picker groups teams under cost-center headers. Members in a single-team enterprise are placed automatically.
Why can't I change connector access settings?
Connector access controls are editable only by admins on Enterprise plans. Non-admin members can view the current settings but cannot change them.
Can I assign new invitees to a department when sending invites?
Yes, for Enterprise organizations that have departments set up. An Assign to a department dropdown appears next to the role selector for both single and bulk invites. Leave it unset and invitees choose their team themselves during desktop onboarding. The dropdown is hidden when SCIM provisioning is active, since your identity provider manages department assignment.
What happens to members' Scratchpad notes if I disable Scratchpad for my organization?
Notes are not deleted. See Scratchpad access under Data controls for what members lose and what returns when you re-enable it.
Limitations and notes
The Admin Portal is web-only, at admin.wisprflow.ai. Role differences are enforced at the action level, not by client; IT Admin is the only role blocked from a surface (the desktop app).
Data Controls (Context Awareness, ZDR, local storage policy, Scratchpad access, SOC2, HIPAA BAA) are Enterprise-only.
Connector access controls are Enterprise-only; on plans below Enterprise, the toggles are visible but read-only.
Network access (IP allowlist) is Enterprise-only and rolling out in stages; contact support to request access.
Team-wide Insights (Overview and Impact tabs, filters, and Export) are available to Enterprise admins only.
Cost Centers require an Enterprise plan with per-cost-center billing enabled.
Audit Logs (Events and SIEM tabs) are Enterprise-only; for older records, contact support.
SCIM, MDM, audit logs, and free IT Admin seats are not included in Flow Growth.
Email addresses cannot be changed once an account is created.
The New teammate notices toggle in Settings → Personal → Your information is visible only to admins and does not affect billing emails.
All first-time team joiners receive a 14-day trial, whether or not the team has billing set up.
Still need help?
Reach out to our support team if:
You need to raise your enterprise seat cap, enable the IP allowlist, enable per-cost-center billing, or change the team trial setting.
You're locked out of your admin account, the Admin Portal, or your network by the IP allowlist.
You need billing adjustments after changing accounts or plans, or want to discuss an Enterprise plan.
Include your team name, admin email, and what you've already tried. Most admin issues are resolved in one reply.