Assign members to teams and departments

Invite people from the admin portal or Mac and Windows app, then help them complete team assignment. Removing members and changing roles happen in the admin portal; the desktop member list is read-only.

Before you start

Only admins add, remove or change members. Non-admin submissions send requests to admins, not invitations. Someone already belonging to another organization cannot be added, including through SCIM.

On Mac and Windows, open Settings → Account → Team. Existing team admins see Admin portal; non-admin members see Contact admins. People not yet on a team do not see Admin portal.

Invite people

1. Open the portal’s Team page, called Organization when there are multiple departments.

2. Enter one or more email addresses.

3. Choose a role if the dropdown is shown.

4. Select a department under Assign to a department, if shown for your organization with multiple departments.

5. Click Add.

The role dropdown appears only when the organization has a subscription; assignable roles are Member, Admin and IT Admin. Without any current or past organization billing, email invitees become Admins regardless of the requested role, except IT Admin. This promotion does not apply during an active pilot or if any billing record exists, including canceled or incomplete billing.

Without Assign to a department, the invitation has no selected department and Flow applies default placement. Resending without specifying a different team preserves the invitation’s selected team.

Only single-address invitations can show billing or eligibility confirmation—for missing billing information, a change in who pays, a previously used team trial, or an individual or mobile subscription. Multiple-address submissions do not show this dialog.

1. Complete any billing confirmation; invitations send once it is confirmed.

Admins can also use Copy beside Invite Link on this page. Link joiners always receive the Member role and new joiners receive the organization’s default seat.

If an invitation fails

Before sending, your own address, an existing member or an already-invited address stops the entire submission. Correct the flagged address; an invalid entry shows “Please enter a valid email”.

For partial failures, check the results panel. Only email-delivery failures or “Something went wrong” addresses remain in the input for retry; other rejected addresses appear only in the panel. An all-success batch shows a success notification. If the whole batch is rejected, nothing is sent and all addresses remain.

Assign members to departments

If your portal shows Department, admins can create, rename or disband departments and edit membership. To move members:

1. Open Department on the portal’s Team/Organization page.

2. Edit the department’s membership.

3. Choose a destination department for each member being removed from it.

4. Click Save; it remains unavailable until every removed member has a destination.

When members choose their own team

An invitation naming a still-active team in the same organization places the member there directly and updates seats immediately; already-assigned members never see the Team Picker.

New members can stay unassigned while awaiting team selection. On joining, this happens only in organizations with multiple active teams when no invitation targets a still-active team in that organization. The invitation is already accepted while the member waits.

Team selection is required for a member with a billable role, non-read-only access and no active team in that organization when it has live billing and at least one active team. It can apply after onboarding is complete—even with one team—without repeating the rest of setup.

1. Select one team in the desktop Team Picker.

2. 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.”, click Join team again. A billing-update failure does not undo a successful join.

The separate domain-matching Request to join prompt is optional, offers Continue without joining, and appears only when team selection is not required.

Seats, trials and personal subscriptions

• Seat caps: Billable members and pending billable invitations count toward configured caps; no configured cap means no limit. Invitations are not billed before acceptance. A member awaiting team selection consumes no organization seat until selecting a team.

• IT Admin: This role can manage the team, billing and SSO but cannot use dictation, holds no product seat and is never billed.

• Team trials: A 14-day trial requires no active personal subscription and no previously used team trial. It starts when the person is added to the organization, so waiting consumes trial days. Pilot trials end on the pilot end date; an existing longer trial is kept. After an eligible trial ends, the seat is billed at the next renewal.

• No live organization billing: A joiner who already used a team trial receives only a 24-hour billing-grace trial. After a team trial expires, there is a 3-day grace period; admins are emailed when it begins. Without live billing at its end, the member is removed and their invitations and join requests are cleared. With billing, the member joins the paid seat count.

• Personal subscriptions: An existing personal subscription stays active while waiting and after joining through the picker. Direct placement into a team with live organization billing cancels an active personal subscription, except when that same subscription funds the organization. Without live organization billing, the personal subscription stays active even after direct placement.

See Team plans, trials and seat billing for billing details.

Remove a member or revoke an invitation

You cannot remove yourself, the organization’s last admin or its last billable member; blocked attempts show an error notification.

1. Open Members on the portal’s Team/Organization page.

2. Click the member’s trash icon (Remove member) or the invitation’s X icon (Revoke invite).

3. Confirm Remove in “Remove <name>?” or Revoke in “Revoke Invite”.

Success shows “Removed user” or “Revoked invitation: Your billing plan will be updated next cycle”. The freed seat is reusable during 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.

For role changes, use the member-row dropdown instead. You cannot change your own role to Member; ask another admin. Switching to or from IT Admin requires confirmation because it removes or restores product access and paid-seat usage.

Still stuck?

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