Whisp
Documentation

Admin Guide - Team Management & Billing

Complete guide for team owners and administrators to manage teams, handle billing, and organize team workspaces.

Getting Started as a Team Owner

Prerequisites

  • ✅ A Whisp account (free)
  • ✅ An active Team subscription ($15/seat/month)
  • ✅ A payment method (credit/debit card)
Important Workflow
  1. First: Subscribe to the Team plan
  2. Then: Create your organization/team
  3. Finally: Invite team members

You cannot create a team without an active Team subscription.

Setting Up Your Team

Step 1: Subscribe to Team Plan

1

Navigate to billing

Go to Billing → Upgrade
2

Select Team Plan

Choose Team Plan at $15/seat/month. Minimum 2 seats required.
3

Complete checkout

Enter payment information and subscribe.
Pricing Examples
  • 5 seats × $15 = $75/month
  • 10 seats × $15 = $150/month

Step 2: Create Your Organization

1

Go to Teams

Navigate to Teams in the navigation
2

Create team

Click Create Team and fill in:
  • Organization Name: Your team/company name
  • Description: What this team is for (optional)
3

Confirmation

You're automatically set as the Owner with an assigned annotation color.

Step 3: Invite Your First Members

  1. From the team dashboard, click Settings
  2. Click Invite Member
  3. Enter email address and select role (Member or Admin)
  4. Click Send Invitation
Invitation Details: Invitations expire in 7 days and can be resent if needed. Recipients must sign up/sign in with the exact email used.

Managing Team Members

Member Roles & Permissions

PermissionOwnerAdminMember
View team projects✅✅✅
Create team projects✅✅✅
Invite new members✅✅❌
Manage billing✅❌❌
Delete organization✅❌❌

Best Practices for Invitations

  • Double-check email spelling
  • Communicate with invitees ahead of time
  • Set expectations about role responsibilities
  • Have invitees check spam folder if email doesn't arrive

Removing Team Members

To remove a member:

  1. Go to Teams → [Your Team] → Settings
  2. Find the member in the list
  3. Click Remove (trash icon)
  4. Confirm the action
What happens when a member is removed:
  • They immediately lose access to team projects
  • Their annotations remain visible to the team
  • Their seat becomes available for new members

Billing & Subscriptions

Understanding Per-Seat Billing

How it works:

  • You pay $15 per seat per month
  • Billing is automatic via Stripe
  • You can increase/decrease seats anytime
  • Changes are prorated
Example Scenario
  1. Start with 5 seats: $75/month
  2. Day 15: Add 3 more seats
  3. Prorated charge for remaining ~15 days
  4. Next month: Full $120 charge (8 seats × $15)

Managing Your Subscription

Access the Stripe Customer Portal:

  1. Go to Teams → [Your Team] → Billing
  2. Click Manage Billing
  3. You'll be redirected to Stripe's secure portal

What you can do in the portal:

  • Update payment method
  • View invoice history (PDF downloads)
  • Change seat count
  • Update billing email
  • Cancel subscription

Increasing Seats

1

Open Stripe Portal

Click Manage Billing on the billing page
2

Update subscription

In Stripe Portal, click Update subscription
3

Increase quantity

Increase the number of seats and confirm the new price
4

Immediate effect

Changes take effect immediately with prorated billing

Canceling Subscription

Warning: Canceling your subscription will:
  • Disable team project creation
  • Retain read-only access until period end
  • Remove team management features
  • Not delete existing data (preserved for 30 days)

Best Practices

Team Setup

✅ Do:

  • Start with conservative seat count (you can always add more)
  • Assign clear roles based on responsibilities
  • Set up team projects before inviting members
  • Communicate team guidelines and workflows

❌ Don't:

  • Over-purchase seats (wastes money)
  • Make everyone an Admin (security risk)
  • Forget to remove departing members (wastes seats)
  • Share Owner credentials

Troubleshooting

Invitation Issues

Problem: Invitation not received

Solutions:

  • Check spam/junk folder
  • Verify email address spelling
  • Resend invitation
  • Confirm recipient's email matches invitation

Problem: "No seats available"

Solutions:

  • Check current seat usage in Billing
  • Increase seats via Stripe Portal
  • Wait a few minutes for webhook to process
  • Remove inactive members to free up seats

Billing Issues

Problem: Payment failed

Solutions:

  • Check card expiration date
  • Verify sufficient funds
  • Update payment method in Stripe Portal
  • Contact your bank if card is blocked
  • Try a different card
Need More Help?
For general feature usage, check the User Guide. For technical support, email support@whisp.app