Knowledge Hub has two levels of administration:
Site Admins who look after individual Sites.
Product Admins who have organisation-wide oversight.
Site Admins
You become a Site Admin automatically when you create a Site. You can also be given Site Admin by another Site Admin or a Product Admin.
Structure your Site
Give your Site a clear name and purpose. People should understand what it's for before they start adding content.
Use folders to reflect how the team actually works - not to recreate an org chart or filing system. If a Site is getting unwieldy, split it into child Sites rather than adding more folders.
When creating a child Site, you can copy across parent members, folders or tasks as a starting point.
Manage members
The most important decision you'll make as a Site Admin is who has access and what they can do.
Role | What they can do |
Site Admin | Manage the Site, members and structure |
Contributor | Add and update documents, tasks and comments |
Viewer | Read and download content |
Guest | Access the Site from outside your organisation (see Guest access) |
Review membership regularly. Remove people who no longer need access - don't leave them on a Site just because they were involved at the start.
Keep content tidy
Store important files in the Site, not in personal storage.
Avoid duplicate copies of the same document.
Use comments for document discussion rather than separate messages.
Remove or archive content that's no longer useful.
Use the activity feed
The activity feed gives you a view of what's happening in your Sites without having to check every document. Use it to spot recent changes, follow up on work and understand how the Site is being used.
Product Admins
Product Admins have visibility across all Sites and users in the organisation. Use this access to support Site Admins - not to replace them.
What Product Admins can do
View all Sites and their members.
Search and filter users across the organisation.
Change a user's role on a Site.
Remove a user from a specific Site or from all Sites.
Add themselves as a Site Admin when a Site needs support (use sparingly).
Review organisation-level activity and storage.
When to step in
Product Admin access is most useful when:
A Site has lost its owner and needs a new Admin.
A user changes team and needs to be removed from multiple Sites.
A Site needs an administrative intervention that the Site Admin can't resolve.
You need a broader view of how Knowledge Hub is being used.
Removing a user from all Sites is a broad action - use it carefully.
Activity and storage
Organisation-level activity helps you understand how Knowledge Hub is being used across Sites. Storage information can help with conversations about large uploads, duplicated content and future capacity.
Activity is still role-aware at the organisation level - it's not an unrestricted audit log.
Responsibility summary
Role | Responsible for |
Site Admin | Day-to-day usefulness and access of their Sites |
Contributor | Keeping content and tasks current |
Viewer | Using information without changing structure |
Product Admin | Organisation-wide support when issues cross Site boundaries |