---
title: Understanding User Roles & Licenses in Sortly
description: Learn what a Sortly license (user seat) is, the user roles available, how their permissions compare, and how to add and remove users.
---
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1. [Sortly Help Center](https://help.sortly.com/?hsLang=en)
2. [Getting started](https://help.sortly.com/getting-started?hsLang=en)
3. [Managing Users and Permissions](https://help.sortly.com/getting-started?hsLang=en#managing-users-and-permissions)
# Understanding User Roles & Licenses in Sortly
Give your team the right level of access by understanding how licenses and user roles work together. Sortly requires a license (user seat) for each person who logs in, and each person has a role that decides what they can see and change. This article walks you through what a license is, the roles available, how their permissions compare, and how to add and remove users.
Advanced
Ultra
Premium
Enterprise
In this article
1. [What is a license (user seat)?](https://help.sortly.com/understanding-user-roles-licenses-in-sortly#license)
2. [User roles overview](https://help.sortly.com/understanding-user-roles-licenses-in-sortly#roles-overview)
3. [Permission comparison](https://help.sortly.com/understanding-user-roles-licenses-in-sortly#permission-grid)
4. [Custom Role and Limited Access details](https://help.sortly.com/understanding-user-roles-licenses-in-sortly#role-details)
5. [Managing users and permissions](https://help.sortly.com/understanding-user-roles-licenses-in-sortly#managing-users)
6. [Frequently asked questions](https://help.sortly.com/understanding-user-roles-licenses-in-sortly#faq)
### What is a license (user seat)?
A license, also called a user seat, gives a person the ability to log in and use Sortly. The number of licenses in your plan sets how many users you can invite. You can add or remove seats anytime in Manage Team.
Some roles, like Limited Access, are only available on Enterprise plans.
💡 Think of a license as your slot for a user, and the role as how much access that slot gets.
---
### User roles overview
Every person on your team has one role. Here's what each role can do and who it suits.
#### Owner
Full control of inventory, users, permissions, billing, and account settings. Available on: All plans.
For example: The primary account administrator, such as the person who manages your Sortly plan and payments.
#### Admin
Access to all folders. Admins can invite and manage users and assign roles, but they cannot manage billing. Available on: All plans.
For example: An operations or IT lead who invites new staff and sets up what they can do, but does not handle the bill.
#### Team Member
Works only in the folders you assign, with View and Edit or View Only access in each one. Available on: All plans.
For example: A store manager who edits items in their own store's folder and can only look at the other stores.
#### Custom Role
Fine-tuned permissions at the folder and item level. Only one Custom Role can exist per account. Available on: Premium and Enterprise.
For example: Warehouse staff who update quantities and move stock between folders, but shouldn't delete anything or see what items cost. This also suits organizations with stricter compliance or security rules.
#### Limited Access
Scans, moves, and updates quantities. Cannot edit item details or run reports. Available on: Enterprise only.
For example: A delivery driver or warehouse worker who moves items and updates quantities in the field.
---
### Permission comparison
Here's a side-by-side of specific permissions by role.
Role
Folder access
Billing access
Manage users
Edit items
Use Pick Lists
Custom access
Owner
All folders
Yes
Yes
Yes
Yes
Yes
Admin
All folders
No
If enabled (Enterprise only)
Yes
Yes
Limited
Team Member
Assigned folders
No
No
If enabled
Yes
No
Custom Role
Assigned folders
No
No
If enabled
Yes
Yes
Limited Access
Assigned folders
No
No
No
Limited
No
---
### Custom Role and Limited Access details
These two roles have a few extra details worth knowing.
#### Custom Role
A Custom Role can do only what an Owner or Admin gives it. You can choose from permissions such as:
- Add, edit, delete, clone, or move items and folders
- Show or hide prices
- Access to item fields, such as name, quantity, and photos
For example, you could give warehouse staff the ability to update quantities and move stock, and leave out deleting and prices.
#### Limited Access
Limited Access is built for staff who scan, move, and update quantities without needing full system access. To learn more, see [Enterprise Limited Access User Role](https://help.sortly.com/enterprise-limited-access-user-role?hsLang=en).
⚠️ Limited Access is available only on Enterprise plans and must be enabled by your Customer Success Manager. It is billed at a lower cost than full-access seats.
---
### Managing users and permissions
#### Adding users
Need to bring someone onto your team? Invite them from [Manage Team](https://help.sortly.com/manage-team?hsLang=en).
1
Select Settings, then select User Access Control and Manage Team.
2
Select Invite User.
3
Enter the person's email.
4
Choose their role under User Role.
5
If they are a Team Member, choose their folders under Folders User Can Access.
6
Select Send Invite. The person gets an email invite to join.
#### Removing users
You can 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. For Team Members, you choose View and Edit or View Only for each folder. For a Custom Role, you set detailed permissions at the item and folder level. See [Manage Permissions](https://help.sortly.com/manage-permissions?hsLang=en) for the full steps.
### Frequently Asked Questions
Can I create more than one Custom Role?
No. Only one Custom Role can be created per account at this time.
Who can configure role permissions?
Owners on all plans, and Admins on Premium and Enterprise plans.
How do I enable Limited Access?
Contact your Customer Success Manager. It can't be self-enabled.
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