Assign members to teams and departments

Available on: Web (Wispr Flow admin portal, for authorized Enterprise admins); Mac (Settings → Account → Team; Team Picker).

Assign new members when inviting them, or move existing members between teams. The admin portal calls teams departments: groups of members whose billing follows the cost center they belong to.

Before you start

The portal's Team page is titled Organization when there is more than one department. On Mac, Settings → Account → Team offers an Admin portal button; assignments, role changes and removals all happen in the portal.

The structure is Organization → Cost center → Department → Member. A cost center groups departments under its own subscription. Each department belongs to one cost center, and each member can have one active department per organization; members inherit their department's cost center and cannot be assigned to one directly.

Every organization has a default General department for members not assigned elsewhere. Its name is reserved, and it cannot be renamed or deleted. New members can also stay unassigned while awaiting team selection.

Note: With directory sync (SCIM), add and remove people through your identity provider — manual invite, revoke and remove controls are hidden and blocked. SCIM uses email, name and directory user ID, assigns the Member role, and does not map identity-provider groups to Flow departments.

Assign a department when inviting people

Only admins add users directly; other members can request an addition. The role dropdown appears only when the organization has billing information: choose Member, Admin or IT Admin. IT Admin manages members, billing and settings without dictation access or a paid seat and is excluded from seat caps. Without live organization billing, members are treated as admins regardless of the requested role.

The Assign to a department dropdown requires multiple departments, department management access and separately enabled invitation assignment. Nothing is preselected; leaving it empty invites the person without a department.

Open Team in the admin portal.
Enter one or more email addresses.
Choose a role if the dropdown is shown.
Select a department if the assignment dropdown is available.
Click Add.
Complete any billing confirmation; invitations send once it is confirmed.

Invitations are subject to seat caps and expire after 180 days. You cannot invite yourself or someone who belongs to another organization. If some invitations fail, check the per-email results and retry the addresses left in the input; if the whole batch is rejected, nothing is sent and all addresses remain.

Move existing members

Move members one at a time. You need organization-admin permission or admin permission on the destination department.

Warning: Read the confirmation carefully. In Members, the trash icon removes someone from the organization. Member-row trash moves a person; department-header trash deletes the department.

Open the department's member list in the admin portal.
Click the trash icon on the member's row.
Choose the destination department under Move to.
Click Save.

The default destination is General in the same cost center; cross-cost-center moves must be selected explicitly because they shift the seat between subscriptions. Moving members or deleting a department never removes people from your organization, leaves total billed seats unchanged and triggers no prorated charges.

A moved member keeps their organization role, but their Team role resets to Member. An organization admin or the cost center's billing owner can restore Admin using the Team role dropdown. Your own team role is read-only, and General has no Team role dropdown. Organization Admin, Superadmin and IT Admin roles also count as department admins; before demoting a department's last admin while other members remain, promote another member.

There is no bulk reassignment tool and no CSV import for team assignments. CSV exports report assignments only; editing an exported spreadsheet does not change Flow.

Create a department with several members

Creating a department moves you there and lets you select up to 500 active members from your own cost center. Names must be unique within the organization, including names of deleted departments.

Open department creation in the admin portal; in the No departments state, click Create a department.
Enter a department name of up to 120 characters.
Choose a cost center if your organization has more than one; otherwise it is selected automatically.
Select the members to move.
Choose a Successor admin if you are your current department's only admin and other members remain; if no eligible successor is left, deselect someone from the members moving.
Click Create department.

Reassign members before deleting a department

Deletion requires an organization admin or the cost center's billing owner. Each member's destination defaults to General in the same cost center.

Click the department-header trash icon.
Choose a Move to destination for every member.
Click Delete once every destination is set.

If any move fails, the department is not deleted; retry. Empty departments need no reassignment.

When members choose their own team

An invitation naming a still-active department places the member there directly and updates seats immediately, and already-assigned members never see the Team Picker. Team selection is required for a member with a billable role, non-read-only access and no active department when the organization has live billing and at least one team — this can apply after onboarding is complete, and multiple teams are not required.

Select one team in the desktop Team Picker.
Click Join team to complete assignment and continue.

The picker has no create-team, skip or back option. If no teams appear, contact your organization admin; you cannot continue until a team is available or selection is no longer required. For “Couldn't load your teams.”, click Try again; for “Couldn't join that team. Try again.”, retry joining. The separate domain-matching Request to join prompt is optional, offers Continue without joining, and appears only when team selection is not required.

Note: A member awaiting team selection adds no organization seat until they select a team, and an existing personal subscription stays active while waiting and after joining through the picker. A granted 14-day team trial starts when the person is added to the organization, so waiting consumes trial days.

Trial and personal-subscription exceptions

For direct placement into a team with live organization billing, an active personal subscription is canceled as part of joining.

Without an active personal subscription, someone who has already used a team trial and joins an organization without live billing gets a 24-hour billing grace instead. A disabled team trial makes a new joiner immediately billable; otherwise an existing longer trial is preserved, but the team trial counts as used. For organizations on a pilot, the pilot end replaces the standard 14-day end. See Team plans, trials and seat billing for trial eligibility and billing confirmations.

Remove a member or revoke an invitation

Only admins see removal and revocation controls. You cannot remove yourself, the organization's last admin or its last billable member; blocked attempts show an error notification.

Open Members on the portal's Team or Organization page.
Click the member's trash icon or the pending invitation's X icon.
Confirm Remove in Remove Member, or Revoke in Revoke Invite.

The seat becomes reusable for the current billing period. Unless your organization preserves contracted seats, an unused seat is removed at the next cycle and is not charged. To restore access, send a fresh invitation.

Still stuck?

Contact support if you cannot reach your organization's departments in the admin portal or team selection still fails after retrying. Include your organization, platform, the affected members or departments, the change you intended and what you tried.