When you bring your team into Sortly, not everyone needs the same level of access. To keep your account secure and flexible, Sortly offers different user roles and requires a license (user seat) for each person who logs in.
This guide explains:
What a license is
The different user roles available
How to manage roles and permissions
What is a License (User Seat)?
A license (or user seat) gives a person permission to log in and use Sortly.
• Every user needs a license.
• The number of licenses in your plan determines how many users you can invite.
• You can add or remove seats at any time in Manage Team.
• Some license types (such as Limited Access) are only available on Enterprise plans.
👉 Think of a license as your “slot” for a user, and the role defines how much access they have.
User Roles Overview (Quick Reference)
Here’s a simple summary of the different roles in Sortly:
| Role | Description | Key Limitations |
|---|---|---|
| Owner | Full control of inventory, users, permissions, billing, and account settings. | None (has all privileges). |
| Admin | Can access all folders, invite/manage users, and assign roles. | Cannot manage billing or promote others to Owner. |
| Team Member | Access only the folders you assign. Can have Edit or View (read-only) rights. | Cannot manage account settings or users. |
| Custom Role | Fine-tuned permissions at folder and item level (e.g. add/edit/delete items, hide prices, control fields). | Bound by permissions assigned; only one custom role per account. |
| Limited Access (Enterprise only) | For warehouse/field staff: scan items, move stock, update quantities, use pick lists. | Cannot edit item details, run reports, manage users, or create addresses. |
Detailed Role Comparison Chart
For a side-by-side view of what each role can and cannot do, use the chart below:
| Role | Folder Access | Billing Access | Manage Users | Edit Items | Use Pick Lists | Custom Access | Plan |
|---|---|---|---|---|---|---|---|
| Owner | All folders | ✅ | ✅ | ✅ | ✅ | ✅ | All Plans |
| Admin | All folders | ❌ | If Enabled (Ent. Only) | ✅ | ✅ | Limited | All Plans |
| Team Member | Assigned folders | ❌ | ❌ | If Enabled | ✅ | ❌ | All Plans |
| Custom Role | Assigned folders | ❌ | ❌ | If Enabled | ✅ | ✅ | Premium & Enterprise |
| Limited Access | Assigned folders | ❌ | ❌ | ❌ | ⚠️ Limited | ❌ | Enterprise only |
Role Details
Owner
Can: Manage everything — settings, billing, integrations, users, roles, and inventory.
Best for: Primary account administrator.
Admin
Can: Access all folders, invite/manage users, assign roles and permissions.
Cannot: Update billing or change subscription.
Best for: Operations or IT leads who help manage the account.
Team Member
Can: Work only in the folders they are assigned. Rights can be Edit or View-only.
Cannot: Manage users, roles, or global settings.
Best for: Day-to-day users who need limited access.
Custom Role
-
Can: Define highly specific permissions such as:
Add / Edit / Delete / Clone / Move items or folders
Show/hide prices
Control access to item fields (name, quantity, photos, etc.)
Cannot: Exceed permissions granted by Admin/Owner.
Best for: Organizations needing stricter compliance or security rules.
Limited Access (Enterprise Only)
-
Can:
Scan items
Move items
Update quantities
View/use Pick Lists
Cannot: Edit item details, create or edit addresses, generate reports, manage team or account settings.
Best for: Field staff or warehouse workers.
Note: Available only on Enterprise plans and billed at a lower cost than full-access seats.
Managing Users & Permissions
Adding Users
Go to Settings → Manage Team.
Select Invite User.
Enter their email, assign a role, and set folder access.
They’ll receive an email invite to join.
Removing Users
Remove a user anytime from Manage Team.
This frees up the license so you can assign it to someone else.
Setting Permissions
Use Manage Permissions to control what each role can do.
Team Members: Assign Edit or View-only at the folder level.
Custom Role: Configure detailed permissions at item and folder level.
Limited Access: Fixed permissions, not customizable.
Learn More
Want more detail on managing users, roles, and permissions? Check out these related articles: