Team Consolidation and Team-Aware Onboarding in Wispr Flow

Available on: Mac, Windows

Signing up with a work email? Flow routes you automatically based on whether your domain already has a team, whether you've been invited to one, or whether you're starting solo. Here's each path and what you'll see on screen.

Note: Onboarding is desktop-only. On a phone or tablet you're redirected to wisprflow.ai/get-started.

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 matching path.

Note: You can't switch paths during signup, but you can create or join a team anytime from Settings.

Key behaviors

Welcome / "How did you hear about us?" screen (Mac only): Appears first for new users. Returning users whose answer is already on file skip it and land directly on the intent screen.
Intent screen (Mac only): "How can Flow help you?" with the subhead "Select all that apply." asks whether you want dictation, the meeting notetaker, or both, and your answer determines which steps follow. Windows users never see this screen.
Notetaker path: A shorter tailored flow — how you record meetings, what would make notetaking better, privacy, permissions (including system audio), Connect Calendar, and Connect Apps — skipping the dictation growth steps such as referral, Flow Pro, trial extension, and team creation.
Both path: Standard dictation onboarding with the meeting questions and Connect Calendar added in; Connect Apps is not included. The flow ends on Home.
Dictation path: Choosing dictation only, or not seeing the intent screen, gives you today's standard onboarding, unchanged.
Connect Calendar screen: Connect Google Calendar or indicate that you use iCal, Outlook, something else, or none. Already-connected calendars show a checkmark. Skippable.
Connect Apps screen (Notetaker path only): Connect Slack, Notion, and Gmail. Already-connected apps show a checkmark. Skippable.
Join Team path (domain match): Shown when your email domain has a team you're not a member of and you're not yet in any enterprise. Request to join, or click "Continue without joining" to start solo on the free tier with a weekly word limit. If a team admin has auto-accept enabled, your request is accepted immediately and a confirmation toast appears.
Team Picker screen (multi-team enterprise): Shown when you're a pending member of an enterprise with multiple teams and haven't been assigned to one. Select exactly one team, then you land on the Notetaker page before onboarding completes. With cost-center billing, teams spanning more than one cost-center group are grouped under their cost-center name with a billing contact per group; teams in a single group render as a flat list, still with a billing contact per team row.
Single-team enterprise auto-join: If your enterprise has only one team, you're added automatically and no Team Picker appears.
Existing enterprise path: Admins and members go through standard onboarding with the Invite Team screen near the end. 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. New organic signups start on Flow Basic with an 8,000-word bonus for their first week rather than a Pro trial; trial eligibility is determined at sign-in based on referral status, promo codes, student status, or team/enterprise eligibility.
Permissions screen: Always shown on Mac. On Windows, it appears only if microphone permission hasn't already been granted.
Invite Team page: Admins see a shareable invite link; members don't. Invites are optional — use "Skip for now" to move on. Teammates invited during onboarding are added as members; manage roles from the Wispr admin portal, opened with the admin button in Team settings.
Flow Pro screen position: If you're eligible to claim a referral, Flow Pro appears before the Referral page. Completing team creation during onboarding replaces the Flow Pro page with Flow Pro Team. If you skip team creation and aren't otherwise trial-eligible, no Flow Pro celebration page appears.
Trial celebration screens: Flow Pro, Flow Pro Team, and Trial Extension screens appear only if you're trial-eligible (for example, via a referral, promo code, student status, team creation, or enterprise membership). Solo signups who don't qualify skip them, and they never appear on the Notetaker path.
Bonus-words messaging: A new solo user with the 8,000-word first-week bonus who reaches the 2,000-word weekly limit sees bonus-word messaging rather than a standard upgrade prompt.
Team welcome screen on desktop: Admin and Member users always see it when they first open the desktop app, even if they already answered "How did you hear about us?" on the web. Consumer users who answered on the web skip the equivalent desktop page.
Desktop Introduction screen: Skipped if you completed the introductory "works everywhere" testimonial during web signup; otherwise it appears on desktop as normal.
Notification helper text: "Team members will be notified" 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. If no pending invitation is found, Flow opens Team settings instead.
Create Team confirmation: A success toast confirms how many teammates were invited and notes any failures (for example, "Team created! Invited 3 users. Failed to invite 1 user.").
Auto-add domain users: An "Auto-add all future @domain users" checkbox appears on the team name step, enabled by default and visible only for organizational email domains (not personal domains like gmail or yahoo). It isn't available in Team settings for existing teams. When on, anyone signing up with a matching domain joins your team and adds a seat to your plan. A "+N joined this month" indicator in the team member view counts all new members regardless of how they joined.
Flow Pro Team trial celebration: Creating a team during onboarding or from Settings makes you eligible for a Pro trial and shows a celebration screen highlighting free trials for team members, team insights, and shared context.
Joining an enterprise with existing billing: You also receive a 14-day Pro trial.
Grace period when rejoining a team without billing: If your team trial was already used and the team has no payment method yet, you get a 24-hour grace period for an admin to add billing before you become billable.
Re-onboarding in the same session: If you sign out and a new user signs in during the same session, that user goes through the full landing and onboarding experience, including the post-onboarding product tour if applicable.
First desktop login for web signups: Flow evaluates your plan status at first desktop login. Qualifying new solo users who haven't yet dictated any words are moved to Flow Basic and receive a bonus of 8,000 extra words for their first week.

Important: The Team Picker screen can't be skipped or dismissed. In a multi-team enterprise with no team assigned, select one before you can access Flow.

Best practices

Sign up from a Mac or Windows computer — the full funnel isn't available on phones or tablets.
Sign up with your work email so Flow can detect existing teammates and route you correctly.
Use "Skip for now" on the Invite Teammates step (before Create Team) if you're not ready — you can set up a team later from Settings.
Create a team during onboarding to become eligible for the Flow Pro Team trial (not available on the Notetaker-only path).
Watch for the success toast after team creation to confirm which invites succeeded and which failed.
Review the billing impact before enabling "Auto-add all future @domain users" — each person who joins adds a seat to your plan.

Examples

Choosing "Meeting Notetaker" on Mac at signup

What happens: After the welcome screen, you see "How can Flow help you?" and select the meeting notetaker.

Result: A shorter tailored flow covering how you record meetings, privacy, permissions (including system audio), Connect Calendar, and Connect Apps. Growth steps like referral, Flow Pro, trial extension, and team creation are skipped.

Choosing "Both" (dictation and notetaker) on Mac at signup

What happens: After the welcome screen, you see "How can Flow help you?" and select both.

Result: Standard dictation onboarding with the meeting questions and Connect Calendar spliced in (Connect Apps is not included), ending on Home.

Signing up with a domain that has an existing team

What happens: Your email domain has a team you're not a member of, and you're not yet part of any enterprise.

Result: You land on the Join Team page. Request to join, or click "Continue without joining" to proceed as a solo user on the free tier.

Enterprise member not yet assigned to a team (multiple teams available)

What happens: Your account is linked to a multi-team enterprise via invitation, but you haven't been placed in a team.

Result: You see the Team Picker screen and must select one team before you can access Flow, then land on the Notetaker page before onboarding completes.

Existing enterprise member

What happens: Your account is already linked to an enterprise team.

Result: Standard onboarding with the Invite Team page near the end; personal trial screens are skipped.

Solo user on a personal domain

What happens: No other users on your email domain are on Flow, and you don't create a team during signup.

Result: Standard onboarding and the Referral page, then you start on Flow Basic with an 8,000-word bonus for your first week. Upgrade anytime from Settings → Plans and Billing.

Solo user who creates a team during onboarding or from Settings

What happens: You sign up on your own and choose to create a team — either as part of onboarding or later from Settings.

Result: You become eligible for a Pro trial and see the Flow Pro Team celebration screen, and each teammate you invite can also receive a trial.

New solo user signing in on desktop for the first time after web signup

What happens: You created your Wispr Flow account on the web but haven't yet opened the desktop app or dictated anything.

Result: Flow confirms your plan at login. Qualifying new solo users start on Flow Basic with a bonus of 8,000 extra words for their first week. Users with a referral, promo code, student status, or an enterprise/team plan keep their existing trial.

FAQs

Why am I redirected when I try to sign up on my phone?

The full signup flow ends with installing the Wispr Flow desktop app. On a phone or tablet you're sent to the mobile-friendly wisprflow.ai/get-started.

Why don't I see the screen asking what I want to use Flow for?

The "How can Flow help you?" intent screen is Mac-only and rolling out gradually. Without it, you go through the standard onboarding flow.

Why don't I see a Flow Pro personal trial screen?

New organic solo desktop signups start on Flow Basic with an 8,000-word first-week bonus instead. Trials are still granted to students, people who sign up through a referral link, team and enterprise members, users who create a team during onboarding or from Settings, and users who join an enterprise that already has billing. On the Notetaker path, trial and growth screens are skipped by design.

Can I skip creating a team during onboarding?

Yes. On the Invite Teammates step (before Create Team), click "Skip for now." If you enter emails and continue, the flow moves to Create Team and there is no skip there. You can always create a team later from Settings.

I answered "How did you hear about us?" on the web — will I see it again on desktop?

Admin and Member users still see the team welcome screen on desktop; it's separate from the attribution question and always shown to team users. Consumer users skip the desktop "How did you hear about us?" page.

Why did I skip the Introduction screen when I opened the desktop app?

You already viewed the introductory testimonial during web signup, so desktop skips it.

I tapped "Accept Invite" in a notification but nothing happened — what should I do?

With no pending invitation, Flow opens Team settings instead. Check whether the invite expired or was already accepted, then ask your team admin to resend it.

Limitations and notes

Team-aware onboarding is available on Mac and Windows desktop only. Phones and tablets (iPhone, iPad, Android, ChromeOS) are redirected to wisprflow.ai/get-started.
The welcome screen and intent screen ("How can Flow help you?") are Mac-only and rolling out gradually. Windows users always go through the standard dictation onboarding.
On the Notetaker path, team creation, referral, Flow Pro, and trial extension steps are not shown.
Trials already in progress continue to their original end date.
Team creation is blocked for certain email domains that require sales-assisted onboarding. Affected users see an inline sales banner with a link to talk to sales.
Enterprise admins can disable the team trial offer in enterprise settings. Members joining such enterprises become immediately billable.
On Windows, the Permissions page shows only the Microphone permission row. Accessibility permission does not exist on Windows.