Sortly's role permissions let Owners and Admins on Premium and Enterprise plans control who can access and edit items and folders. This article covers the available roles, how to configure a Custom Role with granular permissions, setting alerts for Custom Roles, and inviting users with the Enterprise-only Limited Access Role.
Role Overview
Here's an overview of the different user roles available on the Premium and Enterprise plans:
| Role |
Access |
| Owner |
Full access to all folders and settings. Can manage Role Permissions, users, billing, and integrations. |
| Admin |
Access to all folders, with limited settings access (cannot update billing or manage the subscription). Can assign Role Permissions and invite users as a Team Member, Limited Access Role, or Custom Role (Premium & Enterprise only). |
| Team Member |
Access to single or multiple folders, with Edit or Read-Only access per folder. Cannot configure settings, invite users, or manage permissions. |
| Custom Role |
Flexible, role-based access with fine-grained control over folders, item actions, and sensitive data. Ideal for teams that need more control than a standard Team Member role. |
| Limited Access Role |
Scan-only or quantity-update access, optimized for mobile devices and scanning hardware. Ideal for technicians, warehouse staff, delivery drivers, and other field users. |
Custom Role
When permissions are enabled, Custom Role users can add, edit, delete, clone, and move items and folders, and hide or show prices. Unless explicitly granted, they cannot access folders outside their assigned scope, view hidden pricing or restricted data, or perform any action not enabled by an Admin or Owner.
Limited Access Role
| Action |
Available to Limited Access Users? |
| Move items |
Yes |
| Update quantities |
Yes |
| View and use assigned Pick Lists |
Yes |
| Create Pick Lists |
Yes |
| Edit a Pick List |
Yes if they're the current assignee, or the creator (regardless of current assignee) |
| Assign a Pick List |
Yes if they're the creator, or the current assignee |
| View saved addresses |
Yes |
| Edit item details (name, image, notes) |
No |
| Manage folders or account settings |
No |
| Create or modify saved addresses |
No |
| Generate reports |
No |
⚠️ The Limited Access Role is available only on Enterprise plans, and must be enabled by your Customer Success Manager before it can be assigned.
Learn more ➝ Enterprise Limited Access User Role
Configuring Custom Role
To access and manage these role permissions, go to Settings → User Access Control → Manage Permissions.
Name the Custom Role and choose which permissions it should have for Folders and Items. Selecting the main checkbox (e.g. Add Folders) also grants edit access to:
- Name
- Tags
- Notes
- Photos
- QR & Barcodes
- Custom Fields
To restrict access further, uncheck the main box and choose individual fields instead. For example, a user could be allowed to Add Folders but only view the Folder Name and Tags:
💡 To set custom permissions for Items, first uncheck both Add Folders and Add Items — otherwise the user gets full edit access. Once unchecked, you can grant or restrict individual fields: Name, Quantity, Min Level, Price, Tags, Notes, Photos, QR & Barcodes, and Custom Fields.
Hidden Prices
To hide prices entirely, remove the checkmarks from Add Folders and Add Items, scroll to the Price field, select Hidden from the dropdown, then save and confirm.
Custom Role Alerts
Assign alerts to Custom Roles to make sure the right people are notified at the right time.
-
1Navigate to the item and click the bell icon
-
2Select the alert type and Custom Role recipient
Configuring Limited Access Role (Enterprise Only)
The Limited Access Role is designed for team members who need basic inventory access, like scanning or quantity updates, without full account permissions.
To invite someone as a Limited Access user:
1Go to your Manage Permissions settings in Sortly
2Click Invite User
-
3Under User Seat Type, choose Limited Access, then Limited for the Role
4Complete the rest of the invitation process and send
Learn more ➝ Enterprise Limited Access User Role
Frequently Asked Questions
Are Custom Roles available on all plans?
No, Custom Roles are only available on the Premium and Enterprise plans.
Can I add more than one Custom Role?
No, only one Custom Role can be created per account at this time.
Who has access to Role Permissions?
Owners (all plans) and Admins (Premium & Enterprise) can configure Role Permissions and invite users with role-specific access.
How can I restrict Admins from managing team permissions?
Owners can go to Manage Permissions and uncheck the Manage Users box to remove Admin access to team and folder permissions.
Are there any additional costs for Role Permissions?
No, Role Permissions are included in the Premium and Enterprise plans at no extra cost.
Are there limitations on what Admins can do?
Yes. Admins cannot:
- Assign or promote themselves or others to the Owner role
- Assign other Admins
- Add or delete seats from the Manage Team page
- View or manage any billing details