How to use Sortly

SORTLY USER GUIDE

This guide provides detailed instructions for using Sortly, a cloud-based inventory management system. It is structured to help workers efficiently navigate its features for tracking, updating, and managing inventory data.

I. INTRODUCTION TO SORTLY

Sortly is an intuitive inventory management system designed for businesses and teams to organize and track their inventory efficiently.

Purpose of Sortly:

a. To provide a centralized platform for tracking inventory.

b. To streamline operations through QR codes and automated updates.

c. To enhance team collaboration and inventory visibility.

Key Features:

a. Easy-to-use dashboard for inventory tracking and updates.

b. QR code generation for labeling and instant access to item details.

c. Reports and analytics to monitor inventory trends and usage.

Platform Availability:

a. Accessible via desktop browsers.

b. Mobile apps available on iOS and Android.

II. SETTING UP YOUR SORTLY ACCOUNT

Before managing inventory, workers need access to their Sortly account.

Receiving an Invitation:

a. Your administrator will send an email invitation.

b. Open the link provided to join your organization’s Sortly workspace.

Creating Your Account:

a. Enter your email, set a password, and agree to the terms of use.

b. Complete your profile with your name and contact details.

Logging In:

a. Access Sortly’s website or the mobile app.

b. Enter your credentials and log in.

Configuring Notifications:

a. Enable email or app notifications for inventory updates.

b. Adjust preferences in the Settings section.

III. NAVIGATING THE SORTLY DASHBOARD

The dashboard is the central hub for all inventory activities.

Overview of the Dashboard:

a. Displays key metrics, such as total items and recent activity.

b. Provides quick access to folders, tags, and reports.

Key Sections:

a. Inventory: View and manage all inventory items.

b. Activity Log: Track recent actions performed by team members.

c. Reports: Access detailed analytics on inventory trends.

Customizing the Dashboard:

a. Use filters to focus on specific items or categories.

b. Adjust settings to display preferred metrics and views.

IV. ADDING AND MANAGING INVENTORY ITEMS

Sortly allows for seamless addition and updating of inventory records.

Adding New Items:

a. Navigate to the Inventory section and click Add Item.

b. Enter item details, including name, quantity, and description.

c. Attach photos or documents for reference.

Updating Existing Items:

a. Select the item you wish to update from the inventory list.

b. Edit fields such as quantity, location, or status.

c. Save changes to reflect updates immediately.

Deleting Items:

a. Select the item to be removed and click Delete.

b. Confirm the deletion to finalize the process.

Bulk Item Management:

a. Use the import feature to upload multiple items via CSV file.

b. Download templates from Sortly to ensure proper formatting.

V. ORGANIZING INVENTORY WITH FOLDERS AND TAGS

Efficient organization helps workers locate and manage items quickly.

Using Folders:

a. Group similar items into folders for easier navigation.

b. Create subfolders to further organize inventory hierarchically.

Applying Tags:

a. Add tags to categorize items by type, location, or status.

b. Use multiple tags for cross-categorization.

Searching with Filters:

a. Use the search bar and apply filters to find items quickly.

b. Combine tags and folders for precise results.

VI. GENERATING AND SCANNING QR CODES

Sortly’s QR code functionality simplifies tracking and updating inventory.

Generating QR Codes:

a. Select an item or folder and click Generate QR Code.

b. Print or save the QR code for labeling purposes.

Scanning QR Codes:

a. Use the Sortly mobile app’s built-in QR code scanner.

b. Access item details instantly by scanning the code.

Updating Items via QR Codes:

a. After scanning, edit fields such as quantity or location directly.

b. Save changes for immediate synchronization.

VII. USING SORTLY FOR CHECK-INS AND CHECKOUTS

Track item movement with Sortly’s check-in and check-out feature.

Checking Out Items:

a. Select the item to be checked out and click Check Out.

b. Enter details such as recipient name and quantity.

Checking In Items:

a. Use the Check In option to return items to inventory.

b. Verify quantities and update locations if necessary.

Tracking Movement:

a. Review the Activity Log for a history of check-ins and checkouts.

b. Filter logs by date or user to analyze trends.

VIII. ACCESSING REPORTS AND ANALYTICS

Sortly provides detailed insights into inventory usage and trends.

Generating Reports:

a. Navigate to the Reports section and select a report type (e.g., stock levels, activity logs).

b. Customize report parameters such as date range or tags.

Exporting Reports:

a. Export reports as PDFs or Excel files for sharing or archiving.

b. Ensure data security when sharing sensitive information.

Analyzing Trends:

a. Use visual charts and graphs to identify usage patterns.

b. Adjust inventory strategies based on analytics.

IX. TROUBLESHOOTING AND SUPPORT

Common Issues:

a. Cannot Add Items: Verify your permissions with the administrator.

b. Sync Errors: Ensure a stable internet connection and refresh the app.

c. Missing Data: Check filters and search settings in the dashboard.

Accessing Support:

a. Visit the Sortly Help Center.

b. Submit a ticket for specific issues or feature requests.

Reporting Problems:

a. Use the in-app Help option to contact support.

b. Provide detailed descriptions and screenshots to expedite resolution.

X. BEST PRACTICES FOR USING SORTLY

Maintain Accurate Data:

a. Update item records promptly after changes occur.

b. Double-check entries for accuracy.

Leverage QR Codes:

a. Use QR codes to simplify item tracking and updates.

b. Ensure QR labels are printed clearly and attached securely.

Organize Strategically:

a. Use folders and tags to categorize inventory logically.

b. Regularly review organization methods for efficiency.

Monitor Activity Logs:

a. Regularly check the Activity Log for unauthorized or unusual changes.

b. Use logs to identify training opportunities or system improvements.

Secure Access:

a. Use strong passwords and limit access to sensitive inventory data.

b. Enable user roles to control permissions effectively.

By following this detailed guide, workers can efficiently manage inventory using Sortly, ensuring accurate tracking and streamlined workflows.

IX. YOUTUBE GUIDE

Scan QR code or use link below to check video user guide on YouTube platform:

https://www.youtube.com/@Sortlyapp

Updated on: 18/12/2024