Getting Started with Sortly: A Quick Start Guide

Welcome to Sortly! Whether you're overseeing inventory for your business operations or coordinating assets within a team setting, Sortly is your go-to solution for efficient organization and management.

This quick start guide will walk you through the essential steps to get up and running smoothly. πŸš€

βž• Add Items: It's easy to add items to Sortly, whether you're using the web or mobile app. You can add items individually, scan a code, or use the Bulk Import feature for multiple items.

πŸ“ Organize with Folders: Use folders to group items based on locations, categories, or custom classifications. Click "Add Folder" to create and name folders for systematic organization.

πŸ§‘β€πŸ’Ό Manage your Team: Collaborate effectively by inviting team members to your Sortly account. Assign roles and permissions for coordinated management.

πŸ“ Custom Fields: Tailor Sortly by adding custom fields to capture unique information such as serial numbers or custom notes.

πŸ–¨οΈ Create Labels: Enhance visual organization by creating labels for items or folders. Customize labels with logos, custom or default fields, and much more.

πŸ”” Stay Updated with Alerts: Set up alerts to know when inventory is low or important dates are approaching. Never run out of stock with low stock notifications and stay informed about expiration dates.

πŸ”Ž Advanced Search: Easily find items across folders using Sortly's advanced search. Enter keywords or filters to instantly see relevant results, saving time.

πŸ“Š Generate Reports: Gain insights into inventory management with comprehensive reports. Analyze stock levels, movement patterns, and usage trends to make informed decisions.

πŸ“² Download the Sortly Mobile App: Access inventory management on-the-go with the Sortly mobile app. Available for iOS and Android, easily add items, update inventory, and view details from your smartphone or tablet.

Add Items

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

On the web, navigate to the Items tab or a Folder and click "Add Item". Enter item details like name and quantity. You can also add additional information like price, images, and variants. Click "Add" and your item is added to your inventory.

On the mobile app, from the Items Tab, tap the "+" sign and choose "Add Item". Enter item details including name, quantity, and any other desired information. Tap "Save" in the upper right corner to add the item.

You can also add items by scanning: tap the "+" sign from the Items Tab and select "Add Item via Scan". Scan the code, and Sortly will auto-populate the details if available. Otherwise, enter them manually and save.

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

Cloning/Duplicating Items is easy, too: duplicate individual items or entire folders using the desktop or mobile app. Customize details as needed for efficient inventory management.

Organize with Folders

Once you've set up your folders, you can easily track the movement of items by moving them between folders. This mimics real-life inventory management. Then, you can generate various reports to gain insights into where your items are and when they were moved.

For tracking inventory, Sortly allows you to create folders and subfolders based on locations, categories, or other classifications. For instance, if managing inventory for specific jobs, you'd create folders for Available Inventory and separate ones for each job. Similarly, for items moving between locations or warehouses, set up folders for each location or store.

For asset or consumption tracking, instead of moving items between folders, you update quantities and specify reasons for changes (e.g., consumed, sold, restocked). Adding Transaction Notes captures additional details about quantity changes. Transaction Notes can be viewed in Sortly's Reports tab.

Manage your Team

To add a user in Sortly, navigate to Manage Team under Settings>User Access Control. Click "Invite User," enter their details and role, then click "Send Invite." Users can accept the invite via email.

For Team Members, set folder permissions by clicking on the folder settings, selecting Manage Team, and adding/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 reports if login access isn't desired.

Custom Fields

Sortly enables users to create custom fields to track unique item or folder details beyond default options. The number of fields varies by plan. Users can choose from various field types like text boxes, numbers, checkboxes, and more. Custom fields can be created via web or mobile, with options for editing or deleting.

Create Labels

Sortly makes it simple to create QR Code and Barcode labels for your items, letting you customize them with different sizes and details. You can print them easily using regular printers or specialized ones like single-label or thermal printers. Whether you're on the web or mobile, Sortly guides you through the process step by step. You can print labels individually or in bulk for multiple items, saving you time. Plus, if you ever need to reprint labels, Sortly makes it easy to adjust the size and info. 

Stay Updated with Alerts

Sortly makes it really easy to keep track of your inventory by setting up alerts for things like low stock or upcoming expiration dates. You can do this on your computer or phone, and it's super simple to manage alerts for individual items or for groups of items all at once. With Sortly's plans, you can set up alerts based on different conditions like when quantities are low or dates are approaching.

On your computer, you can set alerts while editing an item or from the folder level. On your phone, just select the item and choose "Set Alert". You can even customize who gets these alerts, making sure the right people are notified.

Plus, Sortly lets you set reminders for important dates, like when products expire or need maintenance. You can do all of this by adding custom fields to your items and then setting up alerts based on those dates.

To make things even easier, Sortly has a feature called Manage Alerts. It's like a control center where you can see all your alerts in one place and make changes if needed. You can adjust who gets alerts and tweak the criteria for when they're triggered.

Advanced Search

Our Advanced Search feature is like your personal assistant for managing inventory efficiently. It's packed with powerful tools that let you find exactly what you need in your inventory without any hassle.

With Advanced Search, you can:

πŸ”Ž Search with Precision: Dig deep into your inventory by using filters like Folder location, Tags, Price, Quantity, and even custom fields tailored to your needs.

βœ… Create Custom Lists: Build lists of items based on specific conditions, making it easier to manage your inventory.

πŸ“Š Export Data Easily: Seamlessly export your search results into PDF or CSV documents for analysis or sharing with others.

Advanced Search is available only on the web version of Sortly, so make sure you're using it to take full advantage of these features.

Generate Reports

In Sortly, you've got powerful reporting tools to keep your inventory in check. There are two main types: Inventory-Based and Transaction-Based reports. Each type has its own perks, letting you track everything from item changes to stock levels with ease.

Inventory-Based Reports

  • Activity History: See who's been tinkering with 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 on stock 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, just click on the Reports Tab. You can filter and sort your data to get exactly what you need. Plus, you can export reports into CSV or XLSX formats for further analysis.

With Sortly's reporting tools, staying on top of your inventory has never been easier.

Download the Sortly Mobile App

Sortly makes inventory tracking a breeze for businesses and teams, giving you the power to know exactly what you have, where it is, and who's got itβ€”all from your phone or tablet. 

App Overview: Sortly's got a simple, user-friendly interface that makes organizing your inventory a snap. Navigate through different 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 to your inventory. It automatically fills in item details, so you don't have to.

Alerts and Notifications: Set up alerts for quantity and date thresholds to stay on top of your inventory. Get push notifications for timely updates and reminders.

App System Requirements: Make sure your device meets the requirements to run Sortly smoothly. It's available for iOS 15.5 or above and Android 10 or above.

Download and Installation: Simply 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.

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