Team Consolidation and Team-Aware Onboarding in Wispr Flow
Last updated: October 12, 2026
Available on: Mac and Windows desktop
For work-email signups, Flow uses invitations, organization membership and coworkers on your domain to determine whether you join a team, choose a team or department, create a team or continue solo.
Follow the path shown for your account
When setup shows Join your team or Pick your team, it omits optional invitation, consolidation and referral steps. Notetaker-only setup keeps applicable join or team-selection screens, but omits invitation, consolidation, referral and trial pages.
Warning: Joining a billed team immediately cancels and refunds a separate active personal Stripe subscription. Cancellation does not apply while you await team selection, when the organization has no active billing, or when your subscription pays for the organization itself. Completing the team picker does not trigger this cancellation either. Past-due personal subscriptions are not cancelled; trial and grace eligibility rules apply instead.
If you pay for personal Pro, review the Join the team! notice before accepting an invitation to a team without billing information. It warns that you will become an admin and your billing information will be used for the team. Creating a team without billing information can also make you its payer.
Join your team
This appears when a team matches your email domain but you are not a member, or while Flow confirms a team-plan subscriber's membership. When the team name is known, the heading is Join the {teamName} team!
Click Request to join, or Continue without joining to stay solo.
Requests use your signed-in email; the recipient and message cannot be edited. Setup continues without waiting for approval. Flow confirms auto-acceptance or shows We've sent your request! You'll get an email when you're added. Admins are notified of join requests.
Pressing Enter continues without requesting, even when Request to join has keyboard focus.
On Mac, where Settings → Team is available, check your request there or use Send request again, at most once every 5 minutes. Declined requests cannot be resent, and after removal your admin must re-invite you — contact your admin in both cases. Public-email domains cannot request domain-based joining.
Pick your team
Team selection is required for billable organization members without an active team membership when the organization has active billing and at least one active team. Non-billable IT Admins are excluded. The screen has no skip, back or dismiss option; it can return later without repeating onboarding.
If a notification says Pick your team to finish joining., opening the picker is not enough:
Select exactly one team.
Click Join team. Successful joining advances setup.
Rows show team names and active member counts. With cost-center billing, they also show a billing contact; teams spanning multiple cost centers are grouped by cost center. Contact your enterprise admin means no billing owner is listed, not that the team is unselectable.
For Couldn't load your teams., click Try again. Joining stays unavailable while loading, after a loading error, with an empty list or before selection. If the list stays empty, contact your enterprise admin. Couldn't join that team. Try again. leaves you on the picker; retry joining.
Joining is rejected if you no longer belong to the organization, already have a team there, or the selected team is missing, disbanded or in another organization.
Accept an invitation
The invitation in Flow's main window names the organization, not a department. If several invitations are pending, Flow shows the one expiring soonest; the invitation card is hidden once you belong to an organization.
Review the organization name.
Choose Accept invite to join, or Decline to remove the invitation.
Acceptance shows You've successfully joined the team!; declining shows Invitation declined. An invitation to a still-active team in that organization assigns you directly. Organizations with zero or one active team also assign you automatically, creating a General team if needed.
In a multi-team organization, an invitation without a team—or targeting a disbanded or moved team—joins you to the organization without a team assignment. Complete the picker when team selection is required.
Accepted invitations cannot be reused. Disbanding an organization invalidates outstanding invitations and join requests.
Required or optional organization prompts
A required-join prompt, shown for some organizations with a verified domain, offers only joining or signing out; pending approval does not dismiss it.
Choose Request to join or Sign out, or use Refresh to check membership. The required prompt has no close control, and you cannot use Flow until you join.
The optional organization prompt instead offers Not now and no Sign out button.
Invite your teammates
Existing organization members may see this invitation step; non-admins get an email-only form. Work-email team leaders whose domain has no existing team may also get an email-only invitation step instead of Referral. Personal-email signups keep Referral on this optional setup path.
If coworkers already use Flow on your domain but no team exists, the consolidation screen preselects those coworkers, excluding you. Add new teammate lets you enter additional recipients.
Email-only forms start with three fields; Add another appears once all three are filled. Invalid addresses show Must be a valid email address; your own address shows Can't be your own email address. Both block submission. Blank fields and duplicate addresses are ignored.
Review any preselected coworkers, deselecting anyone you do not want to invite.
Enter invitee email addresses.
Click Continue, or Finish when the existing-team invitation page is the last setup page.
For an existing team, invitations send now; one message reports successful and failed counts, not individual addresses. Skip for now continues without inviting. For a new team, continuing with no selected or entered emails also skips creation; no team is created.
Create a team during setup
With at least one recipient, new-team setup continues to Create a team name.
Warning: Auto-add all future @domain users appears when a domain is available and defaults to checked. Eligible future signups on that domain join automatically and add a seat to your plan; the restrictions below still apply.
Enter a team name.
Review the auto-add setting.
Click Create team. Invitations send only after creation succeeds; creation errors send none.
The name is prefilled from your domain unless it includes a subdomain. A blank name shows Please enter a team name. Back returns to invitations; the creation step has no skip button.
Success shows Team created! with invited and failed counts. Onboarding invitations use the Member role; invitees are emailed and added on their next login. By contrast, creating a team in Settings → Team on Mac, where available, sends Admin invitations and preselects detected coworkers other than you.
For Your domain requires sales-assisted onboarding. Please reach out to sales., contact sales assistance. The onboarding error has no sales link; you remain on the creation step with no team or invitations. Other creation failures show Failed to create team: {error}.
Public-email domains and their subdomains, listed university domains, and unapproved domains containing .gov, .edu, .mil, .int or .ac.in—including country variants—cannot be linked to the team. These restrictions alone do not block desktop team creation: the team is created without a linked domain, so domain auto-add is unavailable.
Automatic joining and role changes
Eligible invitations and domain-based joins can be accepted automatically without a click, including the applicable personal-subscription cancellation described above.
Domain requirements: Auto-add must be enabled and the domain still associated with the organization. It excludes people already in an organization, people previously removed by an admin from that organization, and organizations with a revoked sales-led pilot.
Directory-managed organizations: Add users through your identity provider instead. Auto-add is unavailable, and pending invitations are removed rather than automatically accepted.
Billing requirements: With active team billing, eligible users join automatically. Without it, personal subscribers keep pending invitations; people without a subscription need an unused team trial or their invitation is dropped. If organization billing previously ended, auto-add is skipped and invitations remain pending for explicit acceptance.
Role changes: Invitation acceptance and auto-add promote billable roles to Admin only when the organization has no Stripe billing history and no active pilot. IT Admin roles remain unchanged. Invite-link joiners always join as Member.
Share or replace an invite link
Only admins see Share your invite link. Joiners are recorded as invited by that admin. A link stops working when its admin leaves or loses admin access; ask a current admin to copy their own working link.
On Mac, where Settings → Team is available:
Open Settings → Team → Add new user.
Click Copy invite link under Share your invite link.
Add new user is hidden for directory-synced organizations. In other organizations, non-admins use Send request to contact admins rather than invite directly; only admins with team billing information see the Member/Admin selector. Team settings also offers an admin-portal action for admins and a contact-admins action for members.
Understand your trial and billing
Trial screens depend on referral, promotion, student and team eligibility. Follow the offer and remaining time shown in your account.
First team trial: First-time team joiners or creators without an active personal subscription receive 14 days, or until the organization's pilot end date, whether or not the team has billing—unless team trials are disabled. Joining preserves a longer existing trial, including a separately granted trial, subject to the disabled-trial exception below.
Disabled trials: With active organization billing, new members become immediately billable, even if they had a longer trial. Without active billing, disabling team trials neither grants nor removes a trial. Onboarding invitation screens hide the two-week offer. On Mac, where Settings → Team is available, its invite dialog also hides the offer.
Returning members: If you join a team without billing after using your team trial and have no active personal subscription, you may get 24 hours to add billing; a longer running trial is preserved. The separate three-day post-trial billing window starts at trial end and does not apply during an active trial or paid subscription. On Mac, where Settings → Team is available, Settings warns when a team trial was already used.
The 24-hour window does not guarantee eligibility to join. A team with no billing at all can refuse someone with a mobile subscription, or someone who has used their team trial and has no active personal subscription. These restrictions do not apply when the organization has active billing.
Trial-eligible team creators see a Flow Pro Team confirmation; the trial starts at creation, not on that screen. Existing organization members see the confirmation only when a trial was granted. Check Settings → Plans & Billing for your trial: teams with billing show the end date; teams without billing show Add billing info.
Still stuck?
If an Accept Invite notification opens Team settings instead of a confirmation, the invitation may no longer be pending — ask your admin to check or resend it.
Contact support if:
No team admins can receive your request.
Teams still fail to load after Try again.
Team creation keeps failing.
Accepting or declining an invitation fails.
Include your platform, device, email domain, the error you see and what you already tried.