Team Consolidation and Team-Aware Onboarding in Wispr Flow

Signing up with a work email? Flow routes you to the right onboarding flow based on whether your domain already has a team, whether you're invited to one, or whether you're starting solo. This guide explains each path and what to expect on screen.

What it is

Team-aware onboarding tailors signup based on your team status and the role you pick during onboarding. Flow detects whether your email domain has an existing team, an active enterprise account, or no team at all, and routes you to the matching path so you land in the correct team structure from the start.

When to use it

You'll encounter team-aware onboarding when you:

• Sign up for Wispr Flow for the first time with a work email.

• Sign up with an email domain that already has a team you're not part of.

• Accept a team invitation sent by a teammate or admin.

How it works in Flow

Overview

After you create your account, Flow checks your team status and the role you select, then routes you to the appropriate path automatically. You don't choose the path manually.

Key behaviors

• Orphan Join Team path: Shown when your email domain has a team you're not a member of. You can request to join, or click "Continue without joining" to proceed as a solo user. Orphan users still see the personal Flow Pro trial screen but skip the Trial Extension screen. If a team admin has auto-accept enabled, your request is accepted immediately and you'll see a different success toast.

• Existing enterprise path: Admins and members go through standard onboarding, with the Invite Team screen near the end. The personal Flow Pro trial and Trial Extension screens are replaced by Flow Pro Team (if eligible), since billing runs at the team level.

• Solo user path: Shown when no other users from your domain are on Flow. You proceed through the standard personal Flow Pro trial onboarding. Eligible independent founders may be routed through Team Invite Onboarding instead of the Referral page.

• Permissions screen: Always shown on macOS. On Windows, it appears only if microphone permission has not already been granted.

• Invite Team page: Admins see a shareable invite link; members don't. The page has a "Skip for now" button — invites are optional.

• Flow Pro screen position: If you're eligible to claim a referral, Flow Pro appears before the Referral page. If you're creating a team, it appears after team creation so it can show the correct team celebration.

• Trial celebration screens: The Flow Pro, Flow Pro Team, and Trial Extension celebration screens appear only if you're eligible for a new trial. Otherwise, they're skipped.

• Invite roles: Teammates invited during onboarding are added as members. Manage roles from the Wispr admin portal — open it using the admin button in Team settings.

• Notification helper text: The "Team members will be notified" helper text appears on the Create Team Name screen when at least one teammate email was entered on the previous step.

• Accept Invite from notifications: Tapping Accept Invite on a team invite notification opens Flow's Hub window with a confirmation dialog showing Accept and Decline buttons. If no pending invitation is found, Flow opens Team settings instead. Other team-invite notifications may show a "See what's changed" button instead.

• Create Team confirmation: A success toast confirms how many teammates were invited and notes any failures (e.g., "Team created! Invited 3 users. Failed to invite 1 user."). You can resend failed invites later from Team settings.

• Flow Pro Team trial celebration: After you create a team during onboarding, the celebration screen highlights team perks — individual trials for each member, team insights, and shared context. This replaces the personal Flow Pro trial screen for users on team billing.

Best practices

• Sign up with your work email so Flow can detect existing teammates and route you correctly.

• Use "Skip for now" on the Create team screen if you're not ready — you can set up a team later from Settings.

• Invite teammates in batches during onboarding to unlock the Flow Pro Team trial celebration.

• Watch for the success toast after team creation and resend any failed invites from Team settings.

Examples

FAQs

Limitations and notes

• Team-aware onboarding is available on Mac and Windows desktop only.

• Enterprise admins and members do not see personal Flow Pro trial or Trial Extension celebration screens during onboarding, since billing runs at the team level.

• The "Accept Invite" confirmation dialog only appears if a pending invitation exists. If the invite has expired or was already used, Flow falls back to Team settings.

• Team creation is blocked for certain email domains that require sales-assisted onboarding. Affected users see a specific error toast.

• Enterprise admins can disable the team trial offer in enterprise settings, hiding the "2 weeks of Pro" message on the Invite Team page.