Wave for Teams
Put your whole company on Wave Pro with one bill: buy seats, hand out license keys, and manage seats and billing from the team dashboard.
Wave for Teams is Wave Pro bought in bulk: one annual subscription covers a set number of seats, and each person on your team redeems a license key to turn Pro on for their own account. You get one invoice, a lower price per seat as the team grows, and a dashboard that shows who has redeemed a seat. Everything else works exactly as it does for an individual.
What a team account is (and isn't)
A team is a way to pay for Wave, not a shared workspace. Joining one doesn't connect anyone's recordings.
- Centralized: one bill, volume pricing, and a dashboard showing which seats are in use.
- Still private: each member keeps their own account, library, folders, chats, and settings. Teammates can't see each other's recordings, and there's no shared vocabulary or summary template.
If you want everyone to see the same recording, share it the way you would with anyone else — see sharing and exporting.
Buying seats
Teams are sold at teams.wave.co and billed annually per seat. Plans start at 5 seats, and the price per seat drops at 10 and again at 20; the calculator on the page shows the exact total for your size. You don't need a Wave account to buy.
The Order Confirmed! page lists Your License Codes and a View Invoice link. An email with the subject "Welcome to Wave for Teams — here's how to get your team set up" arrives right away with the same keys, the redeem steps for every platform, and a Manage your team button.
Handing out keys
Each key activates one seat and works once. Forward one key to each teammate — the welcome email is written so you can forward it as-is — and have them redeem it in Wave. The steps for phone, web, and desktop are in joining a team account. Redeem one yourself too.
A key that's been handed out but never entered stays unused. If someone says Wave is still asking them to upgrade, first check whether their key shows as Used in the dashboard.
Managing your team
The dashboard lives at teams.wave.co/account and is tied to the email you paid with. Enter it on the login page, click Send Magic Link, and open the link from your inbox. Nobody else on the team can sign in, even after redeeming a seat.
Team Information shows the administrator name and email. Licenses lists every key as Available or Used, and for used keys, when it was redeemed and by whom. The Subscription card shows the status (Active, Ending soon, Payment failed, or Subscription ended), how many seats are issued and in use, and the price per seat, with these actions:
- Add Seats — enter a number and click Continue to payment. The extra seats go through Stripe checkout at the per-seat price your new total qualifies for. The new keys are emailed to you ("Your N new Wave for Teams seats — license keys inside") and appear under Licenses. Added seats are billed as their own annual subscription from the day you add them.
- Manage Billing — opens the Stripe billing portal to change the card on file or download invoices.
- Cancel subscription — see below.
Renewals and failed payments
The subscription renews automatically each year and every seat renews with it, so nobody re-enters a key. If the renewal charge fails, you get an email with the subject "Your Wave for Teams renewal needs attention", the dashboard shows Payment failed, and your team keeps full access while Stripe retries over the next few days. Click Update payment method to fix the card before the retries run out.
Cancelling and restarting
Click Cancel subscription at the bottom of the Subscription card, then Yes, cancel. Your team keeps full access until the end of the current period, the status changes to Ending soon, and nothing more is charged. Change your mind before then with Keep my subscription.
When a team subscription ends, every member drops back to the free tier and unused keys are retired — no recordings are deleted. You'll get an email with the subject "Your Wave for Teams subscription has ended", and Restart subscription in the dashboard picks up where you left off: members who still hold a seat get Pro back without re-entering a key, and fresh keys are issued for the rest.
Removing or reassigning someone
Seats can't be moved from the dashboard yet. Use the chat below, or reply to any Wave for Teams email, with the key and who's leaving. We'll release the seat so the key can go to someone new, or move it straight to a teammate who already has a Wave account. The departing person's recordings stay in their own account — Wave can't hand a library to an admin — so ask them to export anything the company needs before they go.
FAQ
Not by default; a team only centralizes billing. If your company wants a manager to keep an eye on activity, we can flag one member as team admin on request. They get a team page in the web app listing each member's recent session titles and summaries, plus totals for sessions and minutes. Ask us in the chat below.
The magic link only goes to the email that paid. Ask the buyer to sign in, or if they've left the company, contact us and we'll move the billing email to you.
They can still redeem a key and the team seat takes over, but their personal subscription doesn't stop on its own. Have them cancel it (see managing your subscription). If they were paying on the web, contact us and we'll sort out the overlap.
Not while the subscription is active. An unused key stays valid, and a redeemed seat runs to the end of the current period and then renews with the subscription. Keys are only retired when the subscription that paid for them ends.
View Invoice on the confirmation page, or Manage Billing in the dashboard for every invoice on the account.
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