Owners and Admins on the Premium and Enterprise plans can assign additional user role permissions to better manage users' access to Items and Folders in Sortly.
Jump to:
- Role Overview
- Configuring Custom Role
- Custom Role Alerts
- Configuring Limited Access Role (Enterprise Only)
- FAQs
Role Overview
Here’s an overview of the different user roles available on the Premium and Enterprise plans:
Owner
- Full access to all folders and settings
- Can add and manage Role Permissions, users, billing, and integrations
Admin
- Access to all folders
- Limited settings access (cannot update billing or manage subscription)
- Can assign Role Permissions and invite users as a Team Member, Limited Access Role, or Custom Role
⚠️ Note: Admin privileges for assigning permissions and inviting users are exclusive to Premium and Enterprise plans.
Team Member
- Access to single or multiple folders
- Can be assigned Edit or Read-Only access per folder
- Cannot configure settings, invite users, or manage permissions
Custom Role
- Ideal for teams needing flexible, role-based access and more control than standard Team Member roles
- Designed for tailored permissions across folders, item actions, and sensitive data
- Optimized for businesses requiring fine-grained access control
These users can (if permissions are enabled):
- Add / Edit / Delete / Clone / Move Items
- Add / Edit / Delete / Clone / Move Folders
- Hide or show prices
These users cannot (unless permissions are granted):
- Access folders outside of their assigned scope
- View hidden pricing or restricted data
- Perform any actions not explicitly enabled by an Admin or Owner
⚠️ Available on Premium and Enterprise plans.
Limited Access Role (Enterprise only)
- Ideal for technicians, warehouse staff, delivery drivers, and other field users
- Designed for scan-only or quantity update workflows
- Optimized for use on mobile devices or scanning hardware
These users can:
- Move items
- Update quantities
- View and use assigned Pick Lists
- Create Pick Lists
-
Edit a Pick List if they meet one of the following conditions:
They are the current assignee, or
They are the creator of the Pick List (regardless of current assignee)
-
Assign a Pick List to themselves or others, if:
They are the creator, or
They are the current assignee
- View saved addresses
These users cannot:
- Edit item details (e.g., name, image, notes)
- Manage folders or account settings
- Create or modify saved addresses
- Generate reports
Learn more ➝ Enterprise Limited Access User Role
⚠️ Available only on Enterprise plans. Contact your Customer Success Manager to enable this role.
Configuring Custom Role
To access and manage these role permissions, go to Settings → User Access Control → Manage Permissions.
You can name the Custom Role and choose what permissions you want it to have (for both Folders and Items).
If you select the main checkbox (e.g. Add Folders), the user can also edit:
Name
Tags
Notes
Photos
QR & Barcodes
Custom Fields
To customize the role further and restrict edit access, uncheck the main box and choose individual fields.
For example, a user might be allowed to Add Folders but only view the Folder Name and Tags:
Important: Custom Permissions for Items
To set custom permissions for Items within a role, you must first uncheck both Add Folders and Add Items.
If Add Folders or Add Items are checked, the user will automatically have full edit access for those areas.
-
Once unchecked, you can fine-tune access by granting or restricting specific fields for Items, such as:
Name
Quantity
Min Level
Price
Tags
Notes
Photos
QR & Barcodes
Custom Fields
This ensures you can tailor the role with precise access levels rather than granting full edit rights by default.
Note: If a user can Clone or Move Folders, they will also be able to Clone or Move Items.
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
Users can now assign alerts to Custom Roles to ensure the right people are notified at the right time.
- Navigate to the item, click the bell icon.
- Select the alert type and Custom Role recipient.
Configuring Limited Access Role (Enterprise Only)
The Limited Access Role is available only on Enterprise plans. It's designed for team members who need basic inventory access (like scanning or quantity updates) but not full account permissions.
To invite someone as a Limited Access user:
Go to your Manage Permissions settings in Sortly.
Click Invite User.
Under User Seat Type, choose Limited Access and then Limited for the Role.
Complete the rest of the invitation process and send.
🔒 Note: This role must be enabled by your Customer Success Manager before it can be assigned.
Learn more ➝ Enterprise Limited Access User Role
FAQs
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 (Enterprise only) 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 Enterprise Admins can do?
- They cannot assign or promote themselves or others to the Owner role
- They cannot assign other Admins
- They cannot add or delete seats from the Manage Team page
⚠️ Note: Admin privileges for assigning permissions and inviting users are exclusive to Enterprise plans.