---
title: Understanding User Roles & Licenses in Sortly
description: When you bring your team into Sortly, not everyone needs the same level of access.
---
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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
When you bring your team into Sortly, not everyone needs the same level of access. Sortly offers different user roles and requires a license (user seat) for each person who logs in.
This guide covers what a license is, the roles available, and how to manage them.
Advanced
Premium
Ultra
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 (or user seat) gives a person permission to log in and use Sortly.
- The number of licenses in your plan determines how many users you can invite
- 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
Here's what each role can do and who it's best suited for.
Role
Description
Best for
Plan
Owner
Full control of inventory, users, permissions, billing, and account settings.
Primary account administrator.
All Plans
Admin
Accesses all folders, invites and manages users, assigns roles. Cannot manage billing.
Operations or IT leads helping run the account.
All Plans
Team Member
Works only in assigned folders, with Edit or View-only rights.
Day-to-day users who need limited access.
All Plans
Custom Role
Fine-tuned permissions at folder and item level. Only one per account.
Organizations needing stricter compliance or security rules.
Premium & Enterprise
Limited Access
Scans, moves, and updates quantities. Cannot edit item details or run reports.
Field staff or warehouse workers.
Enterprise only
---
### Permission comparison
A quick 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 (Ent. 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 extra nuance worth spelling out.
#### Custom Role
Define specific permissions such as:
- Add, edit, delete, clone, or move items and folders
- Show or hide prices
- Control access to item fields (name, quantity, photos, and more)
A Custom Role cannot exceed the permissions granted by an Admin or Owner.
#### Limited Access
Built for staff who scan, move, and update quantities without needing full system access.
⚠️ Available only on Enterprise plans and must be enabled by your Customer Success Manager. It's billed at a lower cost than full-access seats.
---
### Managing users and permissions
#### Adding users
1. 1Go to Settings, then Manage Team
2. 2Select Invite User
3. 3Enter their email, assign a role, and set folder access
4. 4They'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 the item and folder level
### 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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