How Do I Use the Admin Portal to Manage Users and Billing?

Last updated: April 30, 2026

Available on: Web (admin.wisprflow.ai)

The Admin Portal lets you add or remove team members, assign roles, control organization settings, and manage billing — all from one dashboard. Most tasks take under 2 minutes.

How to access the Admin Portal

  1. Go to admin.wisprflow.ai and sign in with your admin credentials.

  2. 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.

  1. Click Users in the left sidebar.

  2. Click Add user in the top right.

  3. Enter the user's email and select their role (Admin, IT Admin, or Member) from the dropdown.

  4. 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.

  1. Go to the Team page in the Admin Portal.

  2. Click the button to copy your invite link.

  3. 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

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

During initial team creation, you can enter multiple email addresses at once. 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

You can assign or change a team member's role directly from the member table.

  1. Click Users in the left sidebar.

  2. Find the member you want to update and click the role dropdown next to their name.

  3. Select the new role: Admin, IT Admin, or Member.

  4. Confirm the change in the dialog that appears.

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.

Available roles

  • Member: Standard Wispr Flow user with full dictation access.

  • Admin: Can manage users, billing, and organization settings, and has full dictation access.

  • IT Admin: Can manage users, billing, and SSO settings, but cannot use Wispr Flow dictation. This is a management-only seat type and affects your paid seat count differently than a standard Member or Admin seat.

How to remove users

Note: If your organization uses SCIM, manual user removal is disabled. Manage users through your identity provider instead.

  1. Click Users in the left sidebar.

  2. Click the user you want to remove to open their details.

  3. Click Delete user (or Revoke invite for pending invitations).

  4. 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: Data Controls are available on the Enterprise plan only.

Usage settings

The Usage section controls what team members see on the Usage dashboard:

  • Hide team leaderboard: When enabled, non-admin members no longer see the Leaderboard tab. Admins always retain access.

How to manage billing

  1. Click Settings → Billing in the left sidebar.

  2. 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

  1. Toggle your plan to Annual in the Payment Summary modal during checkout.

  2. 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.

  • 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. It includes an Add billing info button that 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.

Warning: The grace period lasts 3 days after your trial ends. Add billing information before it expires to avoid losing access.

FAQs

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, billing, SSO, settings, and compliance (including ZDR and HIPAA), but cannot use Wispr Flow dictation or Pro features. The role still uses a paid seat, but is counted differently than a standard Member or Admin seat — the confirmation dialog shown when assigning the role explains the specific impact before the change takes effect. 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 Wispr Flow 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:

  1. Open the Hub and click Plans and Billing.

  2. Select Enterprise from the plan dropdown, choose your billing cycle, and click Continue to Payment.

  3. 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.

How do I rejoin my team after trial expiration?

If you were removed after the 3-day grace period:

  1. Go to Settings → Team in the desktop client.

  2. 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?

Follow these steps from the desktop client:

  1. Go to Settings → Team in the desktop client.

  2. 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. 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.

Warning: 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" status with the trial end date (e.g., "Ends Dec 5").

What does a team member see when I upgrade them?

When you upgrade a team member to Flow Pro or Flow Enterprise, they'll 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 will then be 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.

Still need help?

Reach out to our support team if:

  • You need to increase your enterprise seat cap

  • You're locked out of your admin account or can't access the Admin Portal

  • You need billing adjustments after changing accounts or plans

Include your team name and what you've already tried when reaching out. Most admin issues are resolved in one reply.