Skip to content
  • There are no suggestions because the search field is empty.

Manage Permissions

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.

Premium
Enterprise

Role overview

Here's an overview of the different user roles available on the Premium and Enterprise plans:

Custom Role

Premium
Enterprise

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

Enterprise
⚠️ 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.

Manage Permissions settings page

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
Permissions detail example

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:

Field restrictions example
💡 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.

Setting the Price field to Hidden

Custom Role Alerts

Assign alerts to Custom Roles to make sure the right people are notified at the right time.

  1. 1Navigate to the item and click the bell icon

    Alert bell icon on an item

  2. 2Select the alert type and Custom Role recipient

    Selecting 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:

  1. 1Go to your Manage Permissions settings in Sortly

    Go to your Manage Permissions settings in Sortly.

  2. 2Click "Invite User"

  3. 3Choose Limited Access

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

    Choosing Limited Access as the User Seat Type

  4. 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