Company account and seats for your team

Every paid Flino plan runs through the company account, even if you only need a single seat. There you buy seats on the Pro or Team plan, invite your employees by email, and manage everything under Company account in the left navigation. Owners and administrators see this menu item; employees find their details under Settings → Your access.

Important to understand: a company account is a licensing layer above the workspaces. Every person works in their own workspace with their own offers, contacts, sequences, and mailbox; a seat unlocks the paid plan. Employees do not see colleagues or other people’s offers. On the Team plan, owners and administrators can read the workspaces of all seat holders in the team view. A person always belongs to only one company account.

Roles

Role	May
Owner	everything: invite and remove employees and administrators, assign seats, maintain the company defaults, hand over workspaces of former employees, change seats and billing, change the plan, cancel the subscription, set the contact person. There is exactly one owner per company account.
Administrator	Team plan only: invite and remove employees, assign and revoke seats, maintain the company defaults, hand over workspaces of former employees, change seats and billing interval, invoices and payment method, team view. No plan change, no cancellation, no inviting, appointing or removing administrators.
Employee	uses Flino through their seat. Sees neither Company account nor Billing.

An employee always has a seat. Owners and administrators can have one but do not need to: managing requires no seat; only someone who writes offers and sends follow-ups takes one. An administrator without a seat does not count towards the purchased seats. For example, a team lead as owner, seven sales reps and one administrator who only manages need eight seats in total. A company account on the Pro plan has only an owner and employees.

Buy a plan

As long as you do not belong to a company account, the company account page shows the Buy a plan card:

1. Enter the Company name (e.g. “Muster GmbH”). As an individual, your own name or the name of your business is enough.
2. Choose the Plan: Pro or Team.
3. Choose Billing: Monthly or Annual.
4. Set the number of Seats (1 to 100). The card shows the price per seat and the net total; current conditions are also on flino.com/pricing.
5. Go to checkout: you land in Stripe Checkout and enter the billing address, optionally with a VAT ID.

You can start the same purchase on the Billing page with Buy Pro or Buy Team. After payment you see “Purchase successful. Your company account is set up and seat 1 is yours.” and your company account appears on the page (reload the page if needed). You automatically become the owner and take seat 1 yourself; your workspace runs on the purchased plan right away, including the monthly offer and AI voice quota.

Anyone who is already an employee or administrator of a company account cannot buy one of their own. If you already are an owner, you change seats and plan in your existing company account.

Set up your team: the order

Owners and administrators do the setup. This gets your team started fastest:

1. Save the company defaults. Salutation and email language only apply as starting values when someone joins, so set them before you invite.
2. Invite employees, plus an administrator if needed. Only the owner invites administrators.
3. The invitees accept and connect their own mailbox under Settings → Email, see Connect Gmail or Connect Microsoft 365. Only then does Flino send their follow-ups.
4. Check: the Employees tab lists every person with role and seat, the Invitations tab everything not yet accepted.

Company defaults

Owners and administrators see the Company defaults card on the company account page. It contains:

• Company, street, postal code, city and country: this company information appears in the imprint below the emails of every employee with a seat. Employees cannot change it themselves; every change applies to everyone right away.
• Salutation for new employees (formal “Sie” or informal “Du”) and Email language for new employees (German or English), each also with “No default”. Both are starting values when someone joins; employees can change them afterwards.

As long as the defaults have not been saved, the card is prefilled with the owner’s imprint. Check the details and click Save company defaults. Flino then reports how many employees the details were applied to.

Invite employees

1. Click Invite employee.
2. Enter the Email address, First name and Last name. The Phone number is optional; it is added to the person’s profile when they accept, if it has no number yet. Only the owner of a company account on the Team plan also chooses the Role (employee or administrator); everyone else invites employees. For an administrator the switch Uses Flino personally (takes a seat) appears, which starts off. If the company account holds workspaces of former employees, you can promise one of them under Takes over the workspace of, see Former employees and handover.
3. Send invitation. The person receives an email in German with the subject “Einladung zu Flino von [company name]”. The text depends on the role and mentions that an account can be created directly from the link.

Every employee needs a seat, and an open invitation also holds one. If none is free, the dialog shows “No seat is free right now. Every employee needs one.” With Buy a seat you raise the seat count in the subscription directly.

The invitation link is valid for 7 days and bound to the invited email address. In the Invitations tab you can Resend open invitations (with a new link, valid for another 7 days) or Revoke them. If the person still belongs to another company account, the invitation shows “Can only accept after leaving their current company account.”

The most common pitfall: the invited person must register or sign in with exactly the email address the invitation went to. If they are signed in with a different address, they see “You are signed in as … This invitation is for a different email address.” With Sign out and continue with another account they switch accounts.

Accept an invitation

The link opens the Accept invitation page. Anyone not signed in chooses Register or I already have an account; after signing in, Flino accepts the invitation automatically. Open invitations are tied to the email address, not to the browser tab: as long as an invitation to your confirmed address is open, Flino shows the notice Invitation from [company] in the app with Accept invitation and Later. That helps if, for example, you signed in via the confirmation link in a new tab.

After acceptance: “Welcome! You are now part of the company account.” Administrators continue with Go to company account, employees with Go to your access.

Joining with existing data

If your workspace already has offers or contacts, Flino asks before you join (Before you join): “You already have … offers and … contacts. When you join, [company] can see this data, and it then belongs to the company account.” You have two options:

• Got it, join: your data comes along and then belongs to the company account.
• Join with an empty workspace: your current data stays private, the company never sees it. You start with an empty workspace and get your data back when you leave the company account. Running sequences in it are paused and its mailbox disconnected.

Cancel leaves the invitation open. With an empty workspace no notice appears. If the person is to take over the workspace of a former employee, Flino sets their current data aside privately in the same way (Set aside privately and take over).

One company account per person

• Anyone who is already an employee or administrator in another company account cannot accept: “You already belong to the company account … Ask your administrator there to remove you before you accept this invitation.”
• Anyone who owns a company account must first cancel it and let it end. Support helps with handing it over to someone else.

If someone is invited as an administrator and the company account is not on the Team plan, the person joins as an employee. The confirmation says so.

What a seat does

• The person’s plan is lifted to the company account’s plan if their own plan is lower. A Free user with a Pro seat uses Flino as Pro. Anyone already at the same level or higher keeps their plan.
• The plan’s offer and AI voice quota comes with the seat into the person’s workspace. It applies per seat and is not shared with other seats, see Billing.
• Visibility: employees only see their own workspace. On the Team plan, owners and administrators can read the offers, contacts, activity, and emails of all seat holders in the team view; they cannot send or act on an employee’s behalf. Every seat holder sees a note about this under Settings → Your access.

Manage

The card shows the seats at the top: “[X] of [Y] in use”, below it how many are free and how many invitations are pending. The Employees tab lists all people with role and seat; the current contact person carries the Contact person badge. You open actions via the ”…” menu in the row:

Action	Who	Note
Assign seat	owner, administrators	for people without a seat
Revoke seat	owner, administrators	only for administrators and the owner’s own seat; an employee always has a seat. For your own seat Flino asks first (“Revoke your own seat?”).
Make administrator / Remove as administrator	owner only	making someone administrator requires the Team plan
Make contact person / Reset contact person	owner only	on administrators
Remove from company account	owner, administrators	see below

Suspending no longer exists. You change plan, seat count, and billing interval in the Subscription card below, see Billing.

Contact person

By default the owner is the employees’ contact person. The owner can appoint an administrator instead. Employees see the contact person’s name and email address under Settings → Your access, and the quota notices point to them.

Remove employees

The owner can remove administrators and employees; an administrator can remove employees only. Nobody can remove the owner or themselves. Before removal, a dialog lists the consequences:

• The person’s running sequences are paused immediately and their mailbox is disconnected.
• The seat becomes free; the number of paid seats stays the same.
• Offers, contacts, and companies stay with the company account. You find them in the Former employees tab and can later hand them over to a successor, who restarts the sequences, see Former employees and handover.
• The person loses all access to this data immediately and gets an empty workspace, or their own private one back if Flino set it aside when they joined.

If the person has their own paid subscription in their workspace, they need to cancel it first, otherwise it would keep running in the archive. Flino says so when you try to remove them.

For an administrator without a seat, only the management access ends; their workspace stays unchanged.

Former employees and handover

As soon as someone has been removed, owners and administrators see the Former employees tab. It lists the workspaces of removed employees with the date “Archived on …”. Offers, contacts, companies, and sequences stay there until you hand them to a successor. There are two ways:

• To someone already in the company account: click Hand over on the workspace, choose the person under To, and confirm with Hand over. The person needs a seat, and their current workspace must be empty; it is set aside and comes back when they leave the company account.
• To a new person: invite them and choose Takes over the workspace of … in the invitation dialog. The workspace then shows “Promised to an invitation”. Here, too, the person needs a seat.

The new person gets the offers, contacts, companies, sequences, and files. They restart paused sequences themselves after connecting their own mailbox. Offers already sent via Gmail are followed up only with Gmail, offers sent via Outlook only with Outlook.

Your access: what employees see

Employees do not see the Company account and Billing menu items; the direct address leads to the dashboard. Everything they need to know about their access is under Settings → Your access:

• the plan, e.g. “Pro via company account Muster GmbH”,
• how many offers are left this month,
• Your contact person with name and email address,
• the Company account visibility note: owners and admins can view the offer and email data in the team view.

Owners and administrators see this tab too as soon as they belong to a company account.

Frequently asked questions

All seats are occupied, now what? Buy a seat with Buy a seat in the invitation dialog or with Change seats in the subscription card. Alternatively, free up a seat: revoke an open invitation, revoke an administrator’s seat, or remove an employee. The message when assigning reads “All seats are taken.”

Does an administrator need a seat of their own? Only if they write offers and send follow-ups themselves. Managing needs no seat, and then they do not count towards the purchased seats either. Leave the switch Uses Flino personally (takes a seat) off when you invite them.

What happens to the offers of an employee who leaves the company? If you remove them from the company account, their offers, contacts, and companies stay with the company account in the Former employees tab. From there you hand them over to a successor, see Former employees and handover.

Can I change the number of seats, switch plans, or cancel the company account? Yes, all yourself in the company account’s subscription card. Owners and administrators change seats and billing interval; only the owner changes the plan or cancels. More seats take effect immediately; fewer seats, a smaller plan, or cancellation take effect at the end of the paid period. You cannot reduce below the number of occupied seats plus open invitations.

Do employees see each other’s offers? No. Every employee only sees their own workspace. On the Team plan, owners and administrators see the offers and pipeline of all seat holders in the team view.

Can I leave as an employee myself? No. The owner or an administrator of the company account removes you.

Can I hand the company account over to someone else? Not in the app. Contact support for a handover.

What happens when an invitation expires? After 7 days the link becomes invalid (“This invitation is invalid or has expired.”). Simply resend the invitation from the Invitations tab.