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Using a Handheld Scanner with Sortly

A Bluetooth handheld scanner pairs with Sortly to speed up inventory tasks. On the mobile app, you can do everything: search for items, link barcodes and QR codes, and perform Quick Actions like editing, moving, and updating quantities. On the web version, you can search and link codes only.

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This article covers Bluetooth handheld scanners paired to a separate mobile device or computer. Not sure which scanner type you have? See What kind of scanners can I use with Sortly?

Handheld scanner features: mobile app vs. web

What your handheld scanner can do depends on whether you are using the Sortly mobile app or the web version.

Task
Mobile app
Web version
Search for items by scanning a code
Yes
Yes
Link a barcode or QR code to an item
Yes
Yes
Quick Actions (update quantity, move, edit, clone, add/remove tags, delete)
Yes
No

Before you start

You only need to pair your scanner once. Once connected via Bluetooth, it stays active until you turn it off. Follow your scanner manufacturer's instructions to pair it with your mobile device or computer before opening Sortly.

⚠️ Make sure your scanner is set to US Keyboard mode. Check your scanner's manual for a setup barcode labeled "US Keyboard" or "US ASCII" and scan it once to configure your device. If this is not set correctly, your scanner will not work with Sortly.
💡 If you are scanning QR codes, make sure you are using a 2D scanner. 1D scanners can only read standard barcodes.

Using your scanner with the mobile app

Once your scanner is paired to your mobile device, you need to enable Bluetooth Scanning in Sortly once. It stays on until you turn it off, so you will not need to do this every time.

✅ To enable Bluetooth Scanning, tap the gear icon from the scanner screen in any section of the app and turn on Enable Bluetooth Scanning. Once on, it applies across the entire app.

Searching for items

  1. 1Tap Search in the bottom navigation bar

  2. 2Tap the scanner icon in the bottom right of the search bar

  3. 3Scan the barcode or QR code to find the item

💡 You can also tap the search bar to activate it first, then scan a code directly without going through the scanner icon.

Linking a barcode or QR code to an item

  1. 1Open the item and tap Edit

  2. 2Scroll down and tap Link QR / Barcode

  3. 3Scan the code to link it to the item

Using Quick Actions

Quick Actions let you instantly update items by scanning their barcode or QR code. Available actions include updating quantity, moving items, editing, cloning, adding or removing tags, and deleting.

  1. 1Go to the Items tab and tap the scanner icon in the top right

  2. 2Select the Quick Action you want to perform

  3. 3Scan the item's barcode or QR code to perform the action

💡 You can add more Quick Actions by tapping the + button and swiping between them at the bottom of the screen. See Quick Actions on the Sortly Mobile App for the full guide.

Using your scanner with the web version

On the web version, your handheld scanner works anywhere you see a search bar in Sortly. That includes folder pages, advanced search, reports, Pick Lists, and Stock Counts. Click any search bar and scan to search. You can also link barcodes and QR codes to items from the item edit screen.

⚠️ Quick Actions are not available on the web version. To use Quick Actions with your scanner, use the Sortly mobile app instead.

Searching for items

Click any search bar in Sortly on the web and scan the item's barcode or QR code. This works across folder pages, advanced search, reports, Pick Lists, and Stock Counts.

Linking a barcode or QR code to an item

  1. 1Open the item you want to update and click Edit

  2. 2Scroll down to the QR & Barcode field

  3. 3Click Scan any QR/Barcode using scanner to link

  4. 4Scan the code with your handheld scanner to link it to the item

Frequently Asked Questions

Why can't I use Quick Actions on the web version?
Quick Actions are only available on the Sortly mobile app. To use Quick Actions with your handheld scanner, pair your scanner to your mobile device and use the Sortly app instead.
Do I need to reconnect my scanner every time I use Sortly?
No. Once your scanner is paired via Bluetooth, it stays connected until you turn it off. You also only need to enable Bluetooth Scanning in Sortly once, that setting remains on until you manually turn it off.
How do I make sure my scanner is configured to work with Sortly?
Your scanner needs to be set to US Keyboard mode. Check your scanner's manual for a setup barcode labeled "US Keyboard" or "US ASCII" and scan it once to configure your scanner.
Can I use a 1D scanner?
1D scanners can read standard barcodes but not QR codes. If you need to scan QR codes, you will need a 2D scanner.
Why does my keyboard disappear when I use the handheld scanner?
When Bluetooth scanning is enabled, the scanner replaces the on-screen keyboard. To bring it back, perform the keyboard-activate action on your scanner (usually a double-tap or multi-tap of the scan trigger). Check your scanner's manual for the exact method.
I enabled Bluetooth Scanning in Sortly but my scanner is not working. Why?
Enabling Bluetooth Scanning in Sortly does not pair your scanner with your device. It only activates the feature once your scanner is already connected. Go to your device's Bluetooth settings and confirm the scanner is paired and connected first, then try again.
How do I turn off Bluetooth Scanning?
Bluetooth Scanning stays on across the app until you turn it off. Tap the gear icon and toggle Enable Bluetooth Scanning off.
Why is scanning opening the camera instead of using my scanner's built-in reader?
This happens with smart scanners that do not have a built-in camera. The Sortly app defaults to the device's camera scanner in that case. Make sure your smart scanner has a built-in camera, or use a standard Bluetooth handheld scanner paired to your phone instead.