Also see: Example of how Teams and Boards work in Sortd
Sortd is a Chrome extension that works with any number of Gmail or Google Workspace accounts. To explain how it all fits together here's what happens when you sign up and add team members...
1. Signing up and creating an account
After you install Sortd, when you open Gmail you will be prompted to sign into Sortd and give it permission to access your mail. After that step Sortd will automatically create a Sortd account for you (which we call a Team), and the Gmail account that you are signed into will become the Admin of that account.
Every Sortd account comes with a Personal board, (which has nothing to do with the Team), and an additional board is created underneath the team when you sign up. So immediately after signing up and selecting a template board your setup will look like this:
Logged into Gmail with youremail@yourdomain.clom
∟ Your Personal board (private, cannot be shared)
∟ Team (usually something like "Jon's Team")
∟ Team board 1 (can be shared)
Members:
YOUR BILLING ACCOUNT:
- 1 x user @ $15/month (assuming you are on Business but plan dependent) = $15/month
At this point you are the only person using Sortd, and if you don't add team members then you are essentially a 1 person Team, but the Team board can be shared.
2. Inviting team members / sharing a board
Let's say you now share Team board 1 with a coworker - this is what you and your coworker will each see:
Logged into Gmail with youremail@yourdomain.clom
∟ Your Personal board
∟ Team X (usually something like "Jon's Team")
∟ Team board 1
Members:
- youremail@yourdomain.com (admin)
YOUR BILLING ACCOUNT:
- 2 x users @ $15/month = $30/month
Logged into Gmail with coworker@yourdomain.clom
∟ Coworker's Personal board
∟ Team X (usually something like "Jon's Team")
∟ Team board 1
Members:
- youremail@yourdomain.com (admin)
COWORKER'S BILLING ACCOUNT:
- $0 (since they are a member of Team X, which you created and invited them to)
In summary
- Each of the 2 users here still log into their own Gmail account
- Team board 1 is accessible from both accounts and looks identical in each
- Anything added to Team board 1 will be shared
- Everything is billed to the Team X admin's account
3. Adding a shared Mailbox
When you add a shared mailbox to Sortd, it's very similar to adding a coworker to the board - the only difference is that you don't actually need to log into the shared mailbox. Once it has been set up, Sortd will connect to the mailbox and automatically add emails to the board.
Key Sortd concepts
Teams
Sortd groups users into Teams. Teams can have one or more boards, with all or some of the members of the Team having access to each board. A subscription is linked to a Team. This means that a user can belong to multiple Team's, with each Team having a different Subscription and consequently different functionality and boards. Users, tasks and boards cannot be shared across teams, as each team is an atomic unit.
Subscriptions
Sortd currently provides 3 different subscription plans which provide different levels of functionality:
- Starter which is free,
- Essentials, and
- Business.
The Business plan includes all the functionality available in Sortd, while Essentials has some limits and features disabled. The Starter plan is fairly limited.
View the Sortd Pricing page for more information on the features and limits that apply to each plan.
Monthly vs Annual Billing
Sortd provides for both monthly and annual billing. Annual billing provides a 20% discount on the usual monthly amount.
It is important to note that Sortd does not allow annual plans to be changed to monthly plans, unless the the annual plan is cancelled first. This may change in the future, but as Sortd does not provide refunds, we would encourage you to discuss why you want to do this with us, before cancelling and starting a new monthly based subscription.
Cancelling
Cancelling a subscription will still allow you to access all the features of your paid plan until the end of your billing cycle. I.e. if you get typically get billed on the 12th of the month and you cancel on the 25th, you will still have full access until the 11th of the following month. Similarly for annual plans.
The Personal Board
Each user has their own personal board. The personal board is private and no email or tasks created on it can be shared. It is also limited in other ways, in that one cannot create Automation's or set up Custom Fields/Properties on the personal board.
The limits on numbers of tasks and lists on the personal board is dependant on the subscription of the Team you belong to. If you have multiple Teams with different subscriptions, your personal board will inherit the limits of the highest subscription. I.e. If you are a member of two teams, one with a Business plan and one with an Essentials plan, your personal board will inherit the limits of the Business plan.
Sign up and Trial
Each user who sign's up to Sortd will have a new Team created and will start out with a 14 day trial of the Sortd Business plan. During the trial the user will have full access to all the Business Plan functionality. At any time during or after the trial the user may choose to activate a paid subscription of either the Essentials or Business Plan. Alternatively the user can cancel their trial and revert to the Starter plan. Once the trial expires the user can either continue on the free Starter plan or upgrade to a paid subscription.
Multiple Teams
A user can belong to multiple teams, but tasks cannot be shared across teams (though individual tasks can be moved). If a user creates a new Team, that Team will be created with a 14 day trial.
Adding and Removing Users from a Team
When you add additional users to your Team you will be billed for each additional user according to the price of the subscription you have signed up for. Your credit card will only be billed between 24 and 48 hours after you make the change, so as to allow you to add more users, should you wish, without being billed for each new user immediately (and having lots of incremental charges on your credit card). Should you remove a user from your team and subsequently add another user at a later date (within the same billing period) you will not be billed for that user as you will have a credit balance to the value of 1 user.
If you remove a user from your team and do not replace that user with another user, your bill will only reflect the reduced number of users at the next invoice period. Unfortunately Sortd does not offer refunds, but any credit balance you have will be applied to the next invoice.
Note: Sortd does not currently support the concept of Read Only or View Only users, and as such each person who is a member of the Team is billed for at the full rate.