FAQs for Flow Pro team and Flow Enterprise plans

How does the free trial work?

Members who join a team or enterprise get a 2-week free trial, and so does anyone who creates a team during onboarding.

• Trial indicator: The sidebar shows "Your trial ends in N days" for Pro/Team plans or "Your Enterprise Trial ends in N days" for Enterprise plans. After checkout with a promo code, it shows "Pro" instead. For paid team members who are mid-trial, the countdown reflects the team's actual trial end date.

• Creating a team during onboarding: Setting up a team as part of signup grants a Pro trial, even though solo desktop signups start on the free tier.

• First charge timing: If any team member still has trial days remaining when you add billing, your first charge is deferred until the earliest trial expires. Otherwise, you are charged immediately.

• Longer trials are preserved: If you already have a longer trial in progress (for example, a 30-day referral trial), joining or creating a team will not shorten it. The team trial only applies if it gives you more time.

• Enterprise teams with trials disabled: The invite dialog does not show the "2-week Flow Pro trial" message. Users who join move to billable status immediately, regardless of any existing trial.

• Students on the free Student plan: Students with a free Student plan do not see the Pro trial offer, trial countdown, or trial-related messages. The free Student plan is separate from the standard Pro trial.

What is the Flow Pro Teams trial, and what does it include?

When you create a team during onboarding, a Flow Pro Teams trial celebration screen appears. Creating the team is what grants the trial — solo signups who skip this step start on the free tier instead. The screen confirms you and your team get unlimited words for 2 weeks, along with team-specific perks:

• Individual trials for teammates: Each teammate you invite gets their own 2-week trial.

• Team insights: See how your whole team is using Flow.

• Shared context: Team-level settings that improve transcription accuracy for everyone.

After the trial ends, you can continue to use Flow for free on your own or upgrade your team to a paid plan.

What happens when a team's trial expires?

When a team's trial ends, there is a 3-day grace period before the team loses access to plan features. An admin must add billing information during this window to keep the plan active.

Admins without an active subscription see several prompts during the grace period:

• One-time pop-up: The first time an admin opens the app after the trial ends, a window prompts them to add billing info and shows the deadline. Click Add billing info to open the Payment Summary, review charges, and continue to checkout.

• Persistent sidebar banner: After the pop-up is dismissed, a banner stays in the sidebar throughout the grace period with an Add billing info button. Both the pop-up and the banner disappear once the grace period ends.

• In-page trial banner: A banner also appears directly above the members table on the Settings → Team page, with an inline Add billing info link.

Admins who already have an active subscription do not see grace period notifications or billing prompts.

Can I rejoin a team after being removed when the trial expired?

Yes. Members removed after a trial expired can rejoin from the desktop app.

• Rejoin option: A Rejoin team option appears in Settings → Team.

• 24-hour window: After rejoining, you have 24 hours to add billing information before being removed again.

• Desktop only: Rejoining is not available on mobile.

How do I start an Enterprise free trial?

1. Follow the same signup flow as a standard trial.

2. Add your payment information to upgrade to an Enterprise free trial.

During an Enterprise trial, you have full access to all Pro features — including Command Mode, Wispr Lens, and unlimited dictation — plus team features such as Team Dictionary and Team Snippets.

How do I upgrade from an Enterprise trial to a paid Enterprise plan?

Team trial members who haven't set up billing can upgrade in two ways:

• From the All Plans comparison: Open Settings → Plans and Billing, then click Upgrade to Enterprise. Review charges in the Payment Summary, then click Continue to Payment to proceed to checkout. This button only appears for trial members on a team that does not yet have billing information.

• From the trial plan card: Click Add billing info to open a checkout flow where you can choose between Pro and Enterprise plans and between annual or monthly billing before confirming.

After completing payment in your browser, return to the app. Your subscription status updates automatically. If it doesn't, click Finished paying? Click to refresh.

How many users are billed?

When you add billing information, the seat count includes all active team members and pending invitations — excluding IT admins, who are always free and never count toward billed seats. If your billed seat count drops after a change, it usually means an IT admin was reclassified and removed from the billable total.

New users are billed for their seat starting on the next renewal date after their 2-week trial ends. Members who have accepted an invitation but are still trialing count as trialing seats — not billed seats — until their trial expires.

For Enterprise plans with true-up billing, new seats added mid-cycle generate a prorated add-on invoice for the days remaining until the next true-up date. The minimum seat count at checkout is 1, even if there are no other active members or pending invitations.

The Plans & Billing card in Settings shows your total seat count. When some members are still trialing, it displays a breakdown — for example, 70 active · 6 on trial. The Team tab displays a one-line summary above the member list showing all non-zero categories — for example, 70 active · 6 trialing · 4 invited — which always sums to the total member count shown in the tab title.

• Active: Members currently being billed.

• Trialing: Members in their free 2-week trial — not yet billed, but will convert to a paid seat when the trial ends.

• Invited: Pending invitations — count toward seats once accepted.

• IT admin: Management-only accounts — always free, never billed regardless of trial status.

How are additional users charged, and what is the true-up process?

True-up is the prorated billing for new users added between invoices.

• Trial period: Every new user gets a 2-week free trial when added to the team.

• Conversion to paid: After their trial ends, they convert to a paid seat on your plan.

• Billing timing: You are billed for new seats on your next renewal date (monthly plans) or at the start of the next calendar month (annual plans).

• True-up invoice: When seats are added between true-up dates, an add-on invoice is created for those seats, prorated for the days remaining until the next true-up date.

The true-up cycle is configured per enterprise. Contact your account team to confirm your team's specific schedule and payment terms.

When I set up billing during my trial, am I charged immediately?

It depends on your team's status:

• Trial days remaining: You are not charged immediately. The billed-today amount is $0, and your first charge occurs after the earliest trial period ends.

• No trial days remaining: You are charged immediately. The checkout summary shows "Billed today" with the actual charge amount for all active seats and pending invitations.

I'm a team member — why should I use "Upgrade to Pro" in the app instead of purchasing a plan on my own?

When you click Upgrade to Pro in Settings → Plans and Billing, Flow routes you to the team billing flow, which covers all seats on your team. This is the correct way to fund your team's plan.

Purchasing a personal Pro plan outside of this flow does not fund your team — your teammates' trials continue to count down and eventually expire without being covered. Always use the in-app Upgrade to Pro button to cover your entire team.

How do I see what I'll be charged next?

The Upcoming charges card in the admin portal shows all charges scheduled for your account. Each charge is listed separately with its own date — for example, a proration charge for newly added seats mid-cycle appears with a different date than your annual renewal charge.

• Multiple charges: If you have both a proration (for seats added between billing cycles) and an upcoming renewal, they are shown as separate line items, each with the date they will be charged.

• No upcoming charges: If nothing is scheduled, the card displays "No upcoming charges."

• Loading: The card is visible to all subscribers. If your billing data is still loading, an indicator appears briefly before the charges display.

What are Cost Centers, and how does per-cost-center billing work?

Cost Centers let an Enterprise split one or more teams away from the enterprise's shared billing into their own separate billing account. Each cost center is billed independently.

• Who can set one up: Enterprise admins on plans enabled for per-cost-center billing. A Cost Centers tab appears on the Team page in the admin portal when this feature is available for your enterprise.

• How to create a cost center: From the Cost Centers tab, select the team you want to break out and complete checkout. The team is moved into the new cost center once checkout is complete.

• Pricing: The new cost center automatically inherits your enterprise's negotiated price — you do not choose a plan during checkout.

• Viewing cost centers: The Cost Centers tab shows each cost center's seat count and plan tier.

• Who is blocked from initiating: An admin who is already the billing owner of another cost center in the same enterprise cannot create an additional cost center. A different admin must start the checkout instead.

What happens when my subscription is cancelled?

When you cancel your subscription, access is not cut off immediately. Your cancellation is scheduled for the end of your current billing period, so you keep full access to all paid features until that date.

• Warning banner: A banner appears in the admin portal showing when your subscription ends.

• Billing page notice: The billing page displays a "Subscription Cancelled" warning along with the date your access will end.

• Invoice update: Your next invoice shows a $0 renewal amount for the cancelled subscription.

• No refund for remaining time: Cancellation takes effect at the end of the paid period — unused days are not refunded, but you retain access for the time you've already paid for.

Can I change my credit card?

Yes. Update your credit card at any time in the admin portal. Changes apply to future charges and upcoming billing cycles.

Can another team member pay on my behalf?

Yes. After a team is created, any user with the admin role can add billing information. That admin is then responsible for paying for each new user when their trial expires.

If you don't want to manage billing, assign another teammate the admin role and have them add the payment method instead.

Do you support ACH billing?

Credit card payments are preferred. ACH billing is supported in special cases — contact support or sales if your team requires ACH.

Who is the plan admin, and what roles does Flow support?

Flow has three roles: Super admin, Admin, and Member. On Enterprise plans, admins and super admins can also be assigned as IT admin — a management-only role.

• Super admins and admins: Full access to the admin portal, including billing, user management, and settings. Only admins and super admins can directly invite new users.

• IT admin (Enterprise only): A management-only role. IT admins can manage seats, SSO, billing, organization settings, and compliance features (such as Zero Data Retention and HIPAA), but cannot use the Wispr Flow desktop app for dictation. IT admins are always free and never count toward your billed seat total.

• Members: No access to admin portal controls. Members can ask admins to invite specific users by sending a contact-admin request.

The user who creates the team is automatically assigned a management role. Users invited during initial team creation are added as members, and invitations sent after team creation also default to member. Admins can change the role to admin when sending an invite, but only if billing info is already set up.

Enterprise invitations expire after 7 days by default. If an invitation has expired, the admin needs to send a new one. If an invited user is already part of another enterprise, they may need to leave their current enterprise before joining yours.

I'm an IT admin — why am I blocked from using the Wispr Flow desktop app?

IT admin is a management-only seat type. When you sign in to the Wispr Flow desktop app with an IT admin account, you see a message explaining that your seat type does not include access to Flow for dictation.

To use Wispr Flow for dictation, change your seat type. From the blocked screen, click Go to Admin Portal to upgrade. Once your seat type is updated, the app unlocks automatically — no sign-out or sign-in required.

All enterprise management surfaces — billing, compliance settings, seat management, and SSO — remain fully accessible in the Admin Portal regardless of your seat type.

How do I assign the IT admin role to a team member?

You can assign the IT admin role in two places in the admin portal:

• Existing members: Find the member in the member table and select IT admin from their role dropdown.

• New invitations: Select IT admin as the role when sending an invite to a new member.

When you assign or remove the IT admin role, a confirmation dialog explains what the change means: IT admins can manage the team, billing, and SSO, but cannot use Wispr Flow for dictation.

How do I remove myself as admin?

1. Assign another team member as an admin from the admin portal.

2. Ask them to log in to the admin portal and change your role to member.

Can admins hide the team leaderboard from other members?

Yes. Open the admin portal, go to Organization settings, and turn on the Hide team leaderboard toggle.

When this setting is on, non-admin members no longer see the Leaderboard tab on the Usage dashboard and do not receive weekly leaderboard rank notifications. Admins always retain full access regardless of this setting.

Both Enterprise and Pro Team admins can use this setting.

How do I invite new members using an invite link?

Team admins can generate a shareable invite link to bring new users onto the team. The link is available in two places:

• Desktop app: Settings → Team

• Admin portal: Team page

Copy your link and share it. When a new user signs up through the link, they are automatically added to your team.

Is my invite link unique to me?

Yes. Each admin gets their own unique invite link. When someone joins through your link, you are recorded as the person who invited them.

The team code in the link is shared across all admins on the same team, so new members always join the correct team regardless of which admin's link they used.

What happens if someone signs up with an incomplete or unrecognized invite link?

If the admin portion of the link is missing or unrecognized, the new user still joins the correct team — they just won't be attributed to a specific inviting admin. Team membership is not affected.

What happens if my team is full when someone tries to use an invite link?

If your team has reached its seat limit, the invite link does not allow additional members to join until more seats become available. Contact your account team to increase your team's seat count.

I received a team invite — how do I accept it?

When you receive a team invite, an Accept invite button appears in the sidebar. Click it to join the team. You can also find pending invites in Settings → Team.

If you receive a notification about a team invite, clicking Accept Invite in the notification opens the invite acceptance prompt directly. If no pending invite is found, the app opens Settings → Team instead.

How does team creation work?

Creating a team takes you through a 3-step wizard in Settings → Team:

1. Add members — enter the email addresses of people you want to invite.

2. Name your team — give your team a name. You can change this anytime.

3. Done — your team is created and invites are sent.

If Flow detects existing users on the same email domain as you, they appear in a list during setup so you can invite them all in one click.

What is the Team Consolidation screen I see during onboarding?

If your email domain already has an existing Wispr Flow team, you may see a Team Consolidation step during onboarding. It lets you:

• Review coworkers from your domain who are already on a Flow team — they are pre-selected for you.

• Deselect any teammates you don't want to include.

• Add additional email addresses to invite.

• Join or create the team directly from this screen.

Click Skip for now if you'd prefer to set up a team later.

Why am I being asked to pick a team during onboarding?

If your organization has multiple teams and you haven't been assigned to one yet, you'll see a Team Picker screen during onboarding. Select one team to join before you continue using Wispr Flow.

• Why it's required: Your enterprise administrator has set up multiple teams, and Flow needs to know which one you belong to before activating your account.

• Can I skip it? No — the Team Picker has no skip or back option.

• Cost-center grouping: If your enterprise uses cost-center billing, teams are grouped by cost center with a contact name shown for each group. If you're unsure which group to choose, reach out to the contact listed for that group.

• Only one team in your enterprise: You won't see the Team Picker — Flow joins you to your team automatically.

Can new users with my email domain be automatically added to my team?

Yes. When creating a new team, or later in Settings → Team, enable Auto-add all future @[domain] users. This checkbox is on by default during team creation.

When enabled, new users who sign up with the same email domain are added to your team on their next login — not immediately at sign-up. They are notified by email when they are added. To monitor recent auto-joins, open Settings → Team and look for the +N joined this month indicator.

Can I have teammates who use a different email domain than I do?

Yes. Admins can invite teammates regardless of their email domain, and Flow supports teams that span multiple email domains. Invite users from each of your company's approved domains to the same team.

If you have a complex multi-domain setup or need domain-level controls, contact support or your account team.

Why am I seeing a warning when trying to create a team?

Some enterprise email domains are blocked from self-serve team creation. If your domain is blocked, you see a warning when you try to create a team in the desktop app or web interface.

This is a standard restriction — your organization likely already has an existing agreement or requires a custom enterprise setup. Contact the sales team at wisprflow.ai/talk-to-sales to get set up with the right plan.

I requested to join a team — what should I expect?

When you request to join a team, an admin needs to approve your request.

• Resending a request: You can resend a join request once every 5 minutes. If you try sooner, Flow shows a message asking you to wait.

• Declined requests: If an admin declines your request, you see a message saying your request was declined. Contact your admin directly if you believe this was done in error.

I'm a Pro subscriber joining a team — will my billing change?

Yes. If you are currently paying for a Pro subscription and you join a team, your personal Pro subscription is replaced by the team plan. Flow shows a warning before you confirm so you can review the billing impact.

What notification do I see after accepting a team invite?

After you accept a team invite, a welcome notification appears in the desktop app. What it shows depends on your situation:

• New to Flow (no prior subscription or trial): The notification highlights your 2-week trial, along with the Teams features now available to you — team insights, team dictionary, and unlimited words.

• Existing subscriber joining a billed team: The notification confirms that your personal subscription is now covered by the team plan, and highlights the Teams features you've gained — team insights, team dictionary, and team snippets.

The notification includes the name of the person who invited you and your team name. If you were added automatically (for example, via a domain rule), it shows "Your teammate" instead of a specific name.

To avoid interrupting active dictation, the notification is held until shortly after your next dictation completes.

What is the welcome screen that appears when I'm upgraded to Flow Pro or Flow Enterprise?

When a team admin upgrades you to Flow Pro or Flow Enterprise, a welcome screen appears the next time you open the app. It includes:

• Plan badge: The Wispr Flow logo with a "Pro" or "Enterprise" label indicating your new plan.

• Welcome message: A brief description of what's included in your plan.

• Confetti animation: A short celebratory animation to mark the upgrade.

• Explore team features button: For Enterprise upgrades, a button that launches a short guided tour of Insights, Dictionary, and Snippets.

The welcome screen appears once — dismiss it to continue using Flow normally.

What is the guided tour that appears after upgrading to Flow Enterprise?

The tour highlights three items in the sidebar — Insights, Dictionary, and Snippets — with a brief explanation of each.

• Navigation: Use the Back and Next buttons to move between steps, and Done to finish the tour.

• Dismiss: Close the tour at any time by clicking the X or pressing Escape.

What page do I see after completing checkout?

After completing your purchase, you land on a confirmation page tailored to the plan you bought.

• Flow Pro: Highlights what's included in your plan — unlimited words across platforms, prioritized support, Command Mode for editing, early access to new features, team collaboration, and support for 100+ languages.

• Flow Enterprise: Highlights your Enterprise benefits — unlimited words across platforms, dedicated support, advanced admin and security controls, usage dashboards, IT admin seats, and team collaboration.

What should I do if I'm blocked from using Flow as an Enterprise user?

If you see an error notification that you are not recognized as part of your enterprise:

1. Click the Refresh button in the notification to re-sync your enterprise membership. If Flow unlocks, you're done.

2. Contact your IT admin to confirm your account is added to your organization's Enterprise plan if the block remains.

Why can't I access Team Dictionary or Team Snippets?

Team features such as Team Dictionary and Team Snippets are available to:

• Desktop: Users in active or trialing enterprises. Paying Pro users in pre-trial enterprises and users with past-due enterprise subscriptions also keep access.

• iOS and Android: Only active and trialing enterprise subscriptions grant access. Past-due status removes access.

If you are not part of an enterprise account, you see introductory screens about team features on the Team tab in Dictionary and Snippets.

If you believe you should have access, refresh your account data or contact your IT admin to verify your enterprise membership.

I'm a Pro admin — why is the Insights page showing blurred data?

Team-wide Insights — including active-user trends, desktop app usage, and ROI — are available on Enterprise plans only. As a Pro admin, you can preview the Insights page, but most data is blurred with sample content and an Upgrade to Enterprise prompt.

The Words Dictated card remains fully accessible on Pro. Filters (date range, app, user) and the Export button are disabled until you upgrade.

To unlock the full Insights page, upgrade to Enterprise from Settings → Plans and Billing.

I'm on a Pro Team plan — can I see the team Leaderboard in Insights?

Pro Team members see a limited view of the Leaderboard tab in Insights. You can see your own word counts and stats, but other team members' data is hidden on the podium, in the leaderboard table, and in any share or history views. Hovering over hidden entries shows an Upgrade to view tooltip.

To see the full leaderboard with all team members' stats visible, upgrade to Enterprise from Settings → Plans and Billing.

Why did I receive a weekly leaderboard notification?

Every Monday, Wispr Flow sends enterprise users a notification showing where they ranked on their team leaderboard during the previous week. Top-5 finishers receive a celebratory notification, and everyone else receives a smaller summary. Both include a See leaderboard button that opens the Insights → Leaderboard tab.

To stop receiving them, go to System settings and turn off the Team leaderboard updates toggle.

Can I restrict which networks are allowed to access my team's data?

Yes. Enterprise admins can set up an IP allowlist to limit authenticated access to specific networks. When enabled, only users connecting from an approved IP address range can access your team's data.

To manage the IP allowlist, open the admin portal, go to Organization settings, and find the Network access section. From there you can enable the allowlist, add or edit approved IP ranges, or disable it.

• Supported formats: IPv4 and IPv6 CIDR ranges. Enter one range per line or separate them with commas.

• Self-lockout protection: Your current IP address is shown so you can confirm it's covered before saving. The Save button stays disabled until your current IP is included in the ranges you've entered.

• Disabling the allowlist: A confirmation step is required before the allowlist can be turned off.

Can I track membership changes and join request decisions for my team?

Yes. Enterprise admins can view a full history of team membership activity on the Audit Logs page. To access it, open the admin portal and select Audit Logs from the sidebar.

The Audit Logs page records four types of events:

• Members added

• Members removed

• Join requests approved

• Join requests rejected

Each entry shows the timestamp, the action taken, who performed it, who it affected, and the method used (for example, invitation, SCIM provisioning, or removed by admin). You can filter the log by date range (up to 92 days), event type, the person who performed the action, or the person it affected. Results are paginated.

Why was a team member blocked from starting a meeting recording (Notetaker)?

Meeting recording with Notetaker requires Cloud Sync to be active. If a member tries to start a recording and Cloud Sync is unavailable, the Flow Bar displays a message explaining why recording is blocked, along with next steps. The message and available actions depend on the situation:

• Cloud Sync is turned off by the user: The member sees a Turn on Cloud Sync option to enable it themselves.

• Cloud Sync is disabled for the team by an admin: The member sees a Manage Cloud Sync option, which opens the relevant settings.

• A HIPAA Business Associate Agreement (BAA) is in effect: Admins see a Manage BAA option; individual members see a See options link.

• Organization privacy settings block Notetaker: The member sees a Request access button. After submitting, an "Access requested" confirmation appears so they know it was received.

All messages include a link to Wispr Flow's Privacy policy. To allow members to use Notetaker, enable Cloud Sync in your organization's settings and confirm your privacy configuration permits it.