Getting Started with Sortly: A Quick Start Guide

Add Items

Adding items to Sortly is simple, whether you're on the web or using the mobile app. You have three options: adding items individually, scanning a code, or using the Bulk Import feature for multiple items.

On the web, go to the Items tab or a folder and click Add Item. Enter details like name and quantity, plus optional info like price, images, and variants. Click Add and the item is added to your inventory.

On the mobile app, from the Items tab, tap the + icon and choose Add Item. Enter the item's details, then tap Save in the upper right corner.

To add items by scanning, tap the + icon from the Items tab and select Add Item via Scan. Scan the code and Sortly will auto-populate the details when available. Otherwise, enter them manually and save.

For adding items in bulk, use the Bulk Import feature with Sortly's template or your own Excel file to import multiple items at once.

Cloning or duplicating items is easy too: you can duplicate individual items or entire folders from the desktop or mobile app, then customize the details as needed.

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Organize with Folders

Use folders to group items by location, category, or any custom classification. Once your folders are set up, you can track item movement by moving items between folders, which mimics real-life inventory management. You can then generate reports to see where items are and when they were moved.

For tracking inventory, create folders and subfolders based on locations, categories, or other classifications. For example, if you're managing inventory for specific jobs, create an Available Inventory folder plus a separate folder for each job. For items moving between locations or warehouses, set up a folder for each location or store.

For asset or consumption tracking, instead of moving items between folders, update quantities and specify a reason for each change, such as consumed, sold, or restocked. Adding a transaction note captures additional detail about the change. Transaction notes can be viewed in the Reports tab.

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Manage your Team

To add a user, go to Settings > User Access Control > Manage Team. Click Invite User, enter their details and role, then click Send Invite. Users accept the invite by email.

For team members, set folder-level permissions from the folder settings by selecting Manage Team and adding or editing access. Additional user seats can be added through Manage Team > Add Seat.

To share inventory with customers, add them as team members, or export a report if login access isn't needed.

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Custom Fields

Custom fields let you track unique item or folder details beyond Sortly's default options, such as serial numbers or notes. The number of fields available varies by plan. You can choose from field types like text boxes, numbers, checkboxes, and more, and create, edit, or delete custom fields from the web or mobile app.

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Create Labels

Create QR code and barcode labels for your items, with your choice of size and details. Print them using a regular printer or a specialized single-label or thermal printer. Sortly guides you through the process step by step on both web and mobile, and lets you print labels individually or in bulk. If you ever need to reprint labels, you can easily adjust the size and information first.

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Stay Updated with Alerts

Set up alerts for things like low stock or upcoming expiration dates, from your computer or phone. Manage alerts for individual items or for groups of items at once, and customize who gets notified.

On your computer, set alerts while editing an item or from the folder level. On your phone, select the item and choose Set Alert.

You can also set reminders for important dates, like when products expire or need maintenance, by adding custom fields to your items and setting up alerts based on those dates.

Manage Alerts is a control center where you can see all your alerts in one place, adjust who gets notified, and tweak the criteria for when alerts trigger.

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Advanced Search

Advanced Search helps you find exactly what you need in your inventory, without any hassle. With it, you can:

• 🔎 Search with precision: dig into your inventory using filters like folder location, tags, price, quantity, and custom fields.
• ✅ Create custom lists: build lists of items based on specific conditions.
• 📊 Export data easily: export your search results as PDF or CSV for analysis or sharing.

Advanced Search is available only on the web version of Sortly.

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Generate Reports

Sortly has two main types of reports: inventory-based and transaction-based. Each has its own strengths for tracking everything from item changes to stock levels.

Inventory-based reports:

• Activity History: see who's made changes to your items, folders, and tags.
• Inventory Summary: get a quick snapshot of your inventory's quantity, value, and location.
• Low Stock: spot items running low so you can restock before it's too late.
• User Activity Summary: track how your team interacts with your inventory.

Transaction-based reports:

• Transactions: keep tabs on every movement and change in your inventory.
• Item Flow: track how item quantities change over time.
• Move Summary: see how items move from one location to another.
• User Activity Summary: review team members' actions over time.

To access these reports, go to the Reports tab. Filter and sort your data to get exactly what you need, then export as CSV or XLSX for further analysis.

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Download the Sortly Mobile App

Track inventory on the go and know exactly what you have, where it is, and who has it, all from your phone or tablet.

App overview: a simple, user-friendly interface makes organizing your inventory a snap. Navigate between sections like Dashboard, Adding Items, Search, and Alerts with ease.

Barcode/QR code scanning: save time and reduce errors by scanning barcodes and QR codes to add items. Item details are filled in automatically.

Alerts and notifications: set up alerts for quantity and date thresholds, and get push notifications for timely reminders.

App system requirements: the app is available for iOS 18.5 or above and Android 12 or above.

Download and installation: search for "Sortly: Inventory Simplified" in the App Store or Google Play Store, then follow the instructions to download and install it on your device.