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.
In this article
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
User roles overview
Here's what each role can do and who it's best suited for.
Permission comparison
A quick side-by-side of specific permissions by role.
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.
Managing users and permissions
Adding users
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1Go to Settings, then Manage Team
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2Select Invite User
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3Enter their email, assign a role, and set folder access
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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