How to set up the Team plan in Web Text Expander: step-by-step guide

The Team plan gives everyone on your team Web Text Expander Plus and a shared set of shortcuts that you manage from one dashboard. Setup takes about ten minutes. This guide covers each step in order: buying seats, creating your team account, inviting members, adding team shortcuts, choosing who sees them, and what your teammates need to do on their side.

Step 1: Choose your seats and pay

Open the Web Text Expander for teams page. In the Team plan card:

1. Set How many seats? One seat is one team member. The minimum is 2 seats.
2. Enter your work email. Your receipt and the team setup link are sent there, and it becomes the login for your team dashboard.
3. Check the Total per month and click Continue to payment.

You're taken to our secure checkout page. Your email is already filled in, and the order summary shows the seat count and monthly price. Enter your payment details and confirm the subscription.

Step 2: Name your team and set a password

Right after payment you land on the team setup page. Type your Team name (for example, your company or department), create a Password and click Continue to dashboard. Your team account is created and you're signed in straight away.

We also send an email with the subject "Your Web Text Expander Team plan is active". If you closed the setup page by accident, click finish here in that email to get back to it. The link is unique to your purchase.

Step 3: Sign in to the team dashboard

Next time, open webtextexpander.com/team and sign in with the email you used at checkout and the password you just created. Tick Remember me to stay signed in on this computer.

The dashboard has three sections in the sidebar: Team (your members), Shortcuts (shortcuts shared with the team) and Distribution (who gets which shortcuts). A new team starts empty, and the top of the Team page shows how many of your seats are in use.

Step 4: Invite your team members

Click Invite a team member (or Invite once your list isn't empty) and fill in:

• Role: leave it as User for people who only use the extension. Click What can each role do? to see the options.
• Name and Email address: use the email your teammate will sign in to the extension with, usually their work email.
• Subteam (optional): a group such as Support or Sales. Subteams let you give different groups different shortcuts (see Step 6). Type a new name to create one, or pick an existing one from the suggestions.

The three roles work like this:

• User: uses the extension under your team's subscription and appears in the member list. No dashboard access.
• Manager: signs in to the dashboard to invite and remove regular users. Can't manage the subscription or other admins and managers.
• Admin: full access, including the subscription and inviting other admins and managers.

Click Invite. Their Plus access is ready right away, and they get an email titled "Get started with Web Text Expander" that explains how to install the extension and sign in. Managers and admins get an email with a link to set their own dashboard password instead.

Repeat for everyone on your team. As people start using the extension, the list shows how many shortcuts and symbols each person has expanded. Switch between Last 30 days, Last 3 months and All time, click a column header to sort, and change someone's subteam directly in the Subteam column.

Step 5: Add your team shortcuts

Open Shortcuts in the sidebar. Shortcuts you add here are shared with your members and appear in their extension, ready to use. To add one:

1. Click Add new shortcut (or Add your first shortcut on an empty page).
2. Under Shortcut, type the trigger, for example hi//. Ending triggers with a character like // stops them from expanding by accident (see our guide to good shortcuts).
3. Under Expands to, type the text. You can use bold, italics, lists and links.
4. Click Add category, type a name such as Support and press Enter. Categories keep the list organized and control who gets which shortcuts.

When you're done, click Save shortcuts in the top-right corner. Nothing is shared until you save.

Step 6: Choose who sees which shortcuts

Open Distribution. By default the setting Share all shortcuts with everyone decides what members get:

• On: every member gets every team shortcut. This is the simplest option for small teams.
• Off: each subteam only gets the categories you assign to it.

To share by subteam, turn the setting off. For each subteam, click Assign category and pick the categories it should get. In the example below, Support gets the Support and General shortcuts, while Sales gets Sales and General. Click Save changes.

Step 7: What your team members do

Each member needs to do this once. You can forward them this section or rely on the invitation email, which has the same steps.

1. Install Web Text Expander for Chrome or Firefox.
2. Open the extension's options page and click Sign in in the top-right corner.
3. Enter the same email address the invitation was sent to, accept the terms and click Continue.
4. Open the verification email and click the link to confirm the address.

Once the email is confirmed, the account menu shows Team Plus, and all Plus features are unlocked.

The team's shortcuts appear under Team shortcuts on the options page, marked Team and Read-only. Only admins and managers can change them in the dashboard. Members can still create their own personal shortcuts next to them. The example below is a member of the Sales subteam, so they get the General and Sales shortcuts but not the Support ones.

Step 8: Change seats or manage your subscription

Admins can manage billing from the dashboard. Click the arrow next to your email at the top of the sidebar and choose Manage subscription. In the same menu, Change password updates your dashboard password.

Enter the new number under Available seats and click Update subscription. You'll see the new seat count before you confirm. If you're reducing seats, remove members first: the seat count can't go below the number of members on your team. To stop the plan, click Cancel subscription. Your team keeps access until the end of the current billing period.

Frequently asked questions