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, including those joining an enterprise that already has billing set up.

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

• 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: An existing longer trial (for example, a 30-day referral trial) is not shortened by joining or creating a team; the team trial applies only if it gives you more time.

• Enterprise teams with trials disabled: The invite dialog omits the "2-week Flow Pro trial" message, and users who join become billable immediately regardless of any existing trial.

• Students on the free Student plan: They 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?

Eligible users who create a team — during onboarding or from Settings afterward — receive a trial and see a Flow Pro Teams celebration screen confirming unlimited words for 2 weeks, plus:

• 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, continue using Flow free on your own or upgrade your team to a paid plan.

What happens when a team's trial expires?

A 3-day grace period follows the trial, during which an admin must add billing information to keep the plan active. Admins without an active subscription see three prompts:

• One-time pop-up: On the admin's first app launch after the trial ends, showing the deadline. Click Add billing info to open the Payment Summary, review charges, and continue to checkout.

• Persistent sidebar banner: Remains for the rest of the grace period with an Add billing info button. Both pop-up and banner disappear once the grace period ends.

• In-page trial banner: Above the members table on Settings → Team, with an inline Add billing info link.

Admins with an active subscription see no grace period notifications or billing prompts.

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

Yes. A Rejoin team option appears in Settings → Team in the desktop app; rejoining is not available on mobile. If your team trial was already used and you rejoin a team that doesn't have billing set up, you have 24 hours for an admin to add a payment method before you are removed again.

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.

An Enterprise trial includes all Pro features — 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 without billing set up can upgrade two ways:

• From the All Plans comparison: Open Settings → Plans and Billing, click Upgrade to Enterprise, review charges in the Payment Summary, then click Continue to Payment. This button appears only for trial members on a team without billing information.

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

After paying 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?

The seat count includes all active team members and pending invitations, excluding IT admins, who are always free. A drop in billed seats usually means an IT admin was reclassified and removed from the billable total. New users are billed starting on the next renewal date after their 2-week trial ends. The minimum seat count at checkout is 1.

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

• Active: Members currently being billed.

• Trialing: Members in their free 2-week trial — not yet billed, but 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 then conversion: Every new user gets a 2-week free trial when added, then converts to a paid seat on your plan.

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

• True-up invoice: Seats added between true-up dates generate an add-on invoice, 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 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: No immediate charge. 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 charge 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?

Upgrade to Pro in Settings → Plans and Billing routes you to the team billing flow, which covers all seats on your team. A personal Pro plan purchased outside this flow does not fund your team — your teammates' trials keep counting down and expire uncovered.

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

The Upcoming charges card in the admin portal lists every scheduled charge separately with its own date — a proration for seats added mid-cycle appears with a different date than your annual renewal.

• Renewal date: When your current subscription period ends — not the date your invoice is due. On Net 30 or another invoicing term, your payment due date falls later than the renewal date shown.

• No upcoming charges: The card displays "No upcoming charges."

• Loading: The card is visible to all subscribers; an indicator appears briefly while billing data loads.

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

Cost Centers let an Enterprise split one or more teams away from 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 available.

• How to create one: From the Cost Centers tab, select the team to break out and complete checkout. The team moves into the new cost center once checkout completes.

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

• Viewing cost centers: The 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 one — a different admin must start checkout.

What happens when my subscription is cancelled?

Cancellation is scheduled for the end of your current billing period, so you keep full access to all paid features until that date. Unused days are not refunded.

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

• Billing page notice: Displays a "Subscription Cancelled" warning with the date your access ends.

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

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 and is then responsible for paying for each new user when their trial expires. To hand off billing, assign another teammate the admin role and have them add the payment method.

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.

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

• IT admin (Enterprise only): Management-only role. IT admins 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. They are always free and never count toward your billed seat total.

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

The team creator is automatically assigned a management role. Users invited during and after team creation default to member; admins can set the admin role when sending an invite, but only if billing info is already set up.

Enterprise invitations expire after 7 days by default; an admin must send a new one. An invited user already part of another enterprise may need to leave it 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. Signing in to the desktop app with an IT admin account shows a message that your seat type does not include access to Flow for dictation.

To dictate, change your seat type: from the blocked screen, click Go to Admin Portal to upgrade. The app unlocks automatically once your seat type updates — no sign-out required.

Billing, compliance settings, seat management, and SSO remain fully accessible in the Admin Portal regardless of seat type.

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

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 the invite.

A confirmation dialog explains the change: 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. Both Enterprise and Pro Team admins can use it.

When 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.

How do I invite new members using an invite link?

Team admins can generate a shareable invite link in the desktop app (Settings → Team) or the admin portal (Team page). Copy and share it — new users who sign up through the link are automatically added to your team.

Is my invite link unique to me?

Yes. Each admin gets a unique link, and whoever joins through yours is recorded as invited by you. The team code in the link is shared across all admins on the team, so new members always join the correct team regardless of which 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?

At the 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?

Click the Accept invite button in the sidebar to join; pending invites are also in Settings → Team. Clicking Accept Invite in a team invite notification opens the invite acceptance prompt directly, or Settings → Team if no pending invite is found.

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. Existing users on your email domain appear in a list so you can invite them all in one click.

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

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

What is the Team Consolidation screen I see during onboarding?

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

• Review coworkers from your domain already on a Flow team — they are pre-selected — and deselect anyone you don't want to include.

• Add additional email addresses to invite.

• Join or create the team directly from this screen, or click Skip for now 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, a Team Picker screen appears during onboarding. Select one team to join before continuing — Flow needs to know which of your enterprise's teams you belong to before activating your account.

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

• Cost-center grouping: With cost-center billing, teams are grouped by cost center with a contact name for each group — reach out to that contact if you're unsure which to choose.

• Only one team in your enterprise: No Team Picker appears — Flow joins you 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.

New users with the same email domain are added on their next login — not immediately at sign-up — and are notified by email. 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 on any email domain, and a team can span multiple domains — invite users from each of your company's approved domains to the same team. For a complex multi-domain setup or 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, and a warning appears when you try to create a team in the desktop app or web interface. Your organization likely already has an existing agreement or requires a custom enterprise setup. Contact sales at wisprflow.ai/talk-to-sales to get set up with the right plan.

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

An admin must approve your request.

• Resending a request: Once every 5 minutes. Sooner, and Flow shows a message asking you to wait.

• Declined requests: You see a message that your request was declined. Contact your admin directly if you believe this was an error.

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

Yes. 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?

A welcome notification appears in the desktop app shortly after your next dictation completes, so it doesn't interrupt active dictation. Its content depends on your situation:

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

• Existing subscriber joining a billed team: Confirms your personal subscription is now covered by the team plan and highlights team insights, team dictionary, and team snippets.

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

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

When a team admin upgrades you, a welcome screen appears the next time you open the app. It appears once — dismiss it to continue using Flow. It includes:

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

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

• Confetti animation: A short celebratory animation.

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

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

The tour highlights three sidebar items — Insights, Dictionary, and Snippets — with a brief explanation of each. Use Back and Next to move between steps and Done to finish, or close the tour at any time with the X or Escape.

What page do I see after completing checkout?

A confirmation page tailored to the plan you bought:

• Flow Pro: Unlimited words across platforms, prioritized support, Command Mode for editing, early access to new features, team collaboration, and support for 100+ languages.

• Flow Enterprise: 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, plus paying Pro users in pre-trial enterprises and users with past-due enterprise subscriptions.

• iOS and Android: Active and trialing enterprise subscriptions only; past-due status removes access.

Outside 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 — active-user trends, desktop app usage, and ROI — are Enterprise-only. Pro admins can preview the page, but most data is blurred with sample content and an Upgrade to Enterprise prompt. The Words Dictated card stays fully accessible; filters (date range, app, user) and Export are disabled.

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 Leaderboard tab: your own word counts and stats are visible, but other members' data is hidden on the podium, in the leaderboard table, and in share or history views. Hovering over hidden entries shows an Upgrade to view tooltip. Upgrade to Enterprise from Settings → Plans and Billing to see the full leaderboard.

Why did I receive a weekly leaderboard notification?

Every Monday, Wispr Flow sends enterprise users their previous week's team leaderboard rank. Top-5 finishers receive a celebratory notification and everyone else a smaller summary; both include a See leaderboard button that opens Insights → Leaderboard.

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 an IP allowlist so only users connecting from an approved IP address range can access team data. To manage it, open the admin portal, go to Organization settings, and find the Network access section, where you can enable the allowlist, add or edit approved ranges, or disable it.

• Supported formats: IPv4 and IPv6 CIDR ranges, one per line or comma-separated.

• Self-lockout protection: Your current IP address is shown, and Save stays disabled until it is included in the ranges you've entered.

• Disabling the allowlist: Requires a confirmation step.

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

Yes. Enterprise admins can view team membership history on the Audit Logs page: open the admin portal and select Audit Logs from the sidebar. It records four event types: members added, members removed, join requests approved, and join requests rejected.

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

Why don't my team members see the Notetaker feature in the app?

Notetaker (meeting recording) is a beta feature. A member may not see it for three reasons:

• Not yet in the beta: Notetaker rolls out gradually; members who haven't received it won't see it in the app.

• Plan restriction: Business-plan accounts do not have Notetaker by default. Access can be enabled for specific accounts by Wispr — contact your account team to request it.

• Windows: Notetaker is available on Mac only.

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

Notetaker requires Cloud Sync to be active. If Cloud Sync is unavailable, the Flow Bar explains why recording is blocked and offers next steps:

• Cloud Sync turned off by the user: A Turn on Cloud Sync option to enable it themselves.

• Cloud Sync disabled for the team by an admin: A Manage Cloud Sync option, which opens the relevant settings.

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

• Organization privacy settings block Notetaker: A Request access button, followed by an "Access requested" confirmation.

All messages 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.