The Limited Access role is designed for organizations that need to grant access to team members who interact with inventory in the field or warehouse but do not require full administrative functionality in Sortly.

Available only on Enterprise plans, this role is optimized for mobile and scanner-based use and allows users to perform essential inventory tasks such as scanning items, checking them in or out, and adjusting quantities—while restricting access to sensitive features like editing item details, generating reports, or managing settings.

Limited Access seats offer a cost-effective, secure, and streamlined way to involve a broader group of users—such as field staff or warehouse workers—without giving them full access. This helps organizations enforce data governance, reduce training time and errors, and control permissions, all while supporting efficient mobile workflows.

 

⚠️ Available only on Enterprise plans. Contact your Customer Success Manager to enable this role.

Jump to:

• Typical Users of the Limited Access Role
• What Limited Access Users Can and Cannot Do
• How to Add a Limited Access User
• FAQs

Typical Users of the Limited Access Role

This role is ideal for team members who regularly interact with inventory but do not need full system access. Examples include technicians, installers, foremen, site managers, project managers, warehouse clerks, warehouse managers, warehouse assistants, operations managers, construction workers, and delivery drivers.

These users are often:

• Receiving goods and re-stocking shelves

• Picking or removing items to fulfill an order

• Scanning inventory using barcodes or Bluetooth-enabled devices

• Updating item counts and associating items with jobs, sites, or projects

 

What Limited Access Users Can and Cannot Do

Access	Available to Limited Users?
View inventory items	✅ Yes
Scan and move items	✅ Yes
Update item quantities	✅ Yes
View Pick Lists	✅ Yes
Use saved addresses in Pick Lists	✅ Yes
Create Pick Lists	✅ Yes
Edit Pick Lists	✅ Yes If they are the current assignee, or the creator (even if assigned to someone else)
Assign Pick Lists	✅ Yes If they are the current assignee, or the creator (even if assigned to someone else)
Edit item properties (name, image, notes, etc.)	❌ No
Manage folders or categories	❌ No
Create or modify saved addresses	❌ No
Access or generate reports	❌ No
Manage team permissions or account settings	❌ No

 

How to Add a Limited Access User

To invite someone as a Limited Access user:

1. Go to your Manage Permissions settings in Sortly.

2. Click Invite User.

3. Under User Seat Type, choose Limited Access and then Limited for the Role.

4. Complete the rest of the invitation process and send.

 

FAQs

What is a Limited Access seat?

A Limited Access seat is a lightweight user role in Sortly for users who only need to perform basic inventory tasks like moving items or updating quantities, without editing item details or accessing reports.

 

Who should I assign a Limited Access role to?
This role is ideal for:

• Field technicians

• Warehouse and inventory staff

• Delivery drivers

• Facilities and custodial teams

What can a Limited Access user do in Sortly?

They can:

• • Move items

  • Update quantities

  • View and interact with Pick Lists

  • Create and assign Pick Lists if they are the creator or current assignee (even if the list is currently assigned to someone else)

  • Edit Pick Lists, under the same conditions

  • View saved addresses

⚠️ They cannot:

• • Edit item details (e.g., name, image, notes)

  • Run reports

  • Manage folders, team permissions, or account settings

  • Create or edit saved addresses

 

Can Limited Access users create or edit Pick Lists?

Yes!

Limited Access users can:

• Create Pick Lists
• Edit Pick Lists if:

  • • They are the current assignee, or

    • They are the creator (regardless of who it’s assigned to)

• Assign Pick Lists to themselves or others under the same conditions:

  • • They are the current assignee, or

    • They are the creator

 

Can a Limited Access user access saved addresses?
They can view saved addresses, but not add, edit, or delete them.

 

Does Pick List access change any of the user’s other permissions?
No. All other Limited Access permissions remain unchanged.

 

Can I assign Limited Access roles in any plan?
No. This role is only available on Enterprise plans and must be enabled by your Customer Success Manager.

 

Can Limited Access users use both the web and mobile apps?
Yes. They can access all available Limited role functions across platforms.

 

How is a Limited Access seat billed?
It is a lower-cost license compared to full-access seats. Contact your Customer Success Manager for pricing details.

 

Can I customize what Limited Access users can do?
Not at this time. This role has a fixed set of permissions. If you need more flexibility, consider using Custom Roles.