Sites
1. What it is
Sites lets your organisation build internal web pages — department homepages, onboarding guides, knowledge centres, executive portals — without leaving the platform. Each page is assembled from section types (hero banners, FAQ accordions, team member lists, policy links, and dozens more). Several of those sections pull live data from other apps, so the page stays current.
- Enablement: Sites requires a licence. An admin enables the app from Admin → Apps → All Apps, and it appears in the sidebar once enabled.
- What it is not: Sites is not a public website builder. Pages are for signed-in people in your organisation, scoped by the audience rules you set. Public share links exist, but they are off until an admin turns on Public share links.
2. Standing it up
- Go to Admin → Apps → All Apps, find Sites, and enable it.
- Open Sites → Admin → Settings and review the defaults. Most features are on by default, including Ask AI for readers and “In short” summaries. Turn off anything you are not ready for.
- Decide who may create sites. Who can create a site? (under Permissions) defaults to Managers and above. Admins and Sites app admins can always create sites, whatever it is set to.
- Create the first site: click New site, give it a name, and pick a Category. Then add at least one page from the site’s Manage › Pages.
- Add members. The creator is automatically the owner. Add editors (create, edit and publish pages, and change the site’s settings) or viewers (read the site while it’s a draft or limited to an audience) from the site’s Manage › Members.
- Publish the site. Until you publish, only members can see it. After publishing, everyone in the organisation can read it — unless you narrow the site’s Audience under Manage › Members, or restrict individual pages.
Publishing the site does not publish its pages. Each page is published on its own, or in bulk from the page list. A site with no published pages shows nothing to people who are not members.
3. How it fits together
Sites and pages. A site is the container. It has a name, a category, a navigation bar and members. Pages live inside a site, and each page is an ordered list of sections. A site holds up to 100 pages by default, and your organisation can have up to 50 sites.
The Pages panel. In the page editor, Pages on the left lists every page of the site: its menu as a tree, then the pages that are not in the menu. Open a page by clicking it. Drag a page, or use its ⋮ menu, to move it up or down, put it under another menu item, or add it to or take it out of the menu. The menu’s order is the site’s page order. A new page stays out of the menu until you place it, except the first page of a site, which starts the menu. Labels, links and the menu’s look are set in Navigation.
Example: a “Facilities” site (category: Department) might contain three pages — “Welcome” (hero + quick links + team members), “Office Policies” (policy links + FAQ accordion), and “Floor Map” (rich text + image gallery).
Section types. There are over 50 section types. Most are static: the author fills in the content (rich text, numbered steps, data table, image gallery, FAQ accordion, timeline, file downloads). Others are live and read platform data each time the page is opened. Policy Links pulls published policies from Policy Hub. Team Members shows people from the org chart. Form Embed shows a platform form. Calendar Events lists upcoming events. Job Listings pulls from Job Board. Org Chart draws a department hierarchy. Wiki Article shows one published Wikis page in place.
Categories. A category (Team, Department, Location or site, Company-wide, Project or initiative, Knowledge base) groups sites on All sites. It does not affect who can read anything. Admins can rename, add or remove categories in Sites → Admin → Settings → Categories.
All sites. Every site you can open, grouped, each as a tile with its icon, its description and how many pages it has, how many sites are inside it and when it was last updated. A site’s icon takes the site’s own color, or its category’s color when it has none. Member and Following chips mark your sites. The search above the tiles matches every word you type in a site’s name or description, so “store handbook” finds “Store Operations Handbook”.
Page types and presentation. Each page has a Type — Content, News, Wiki, Announcement or Landing — that classifies it in search and filtering. Its Presentation sets width and spacing: Utility (full width, compact), Balanced (standard width and spacing), Editorial (generous spacing), Executive (narrow, generous spacing) or Campaign (full-bleed hero). A page uses the site default unless its author picks one in Page settings.
Member roles. Each site member has one of three roles:
- Owner — everything an editor can, plus members, the site’s audience, public sharing, and moving the site to Trash. A site must keep at least one owner.
- Editor — create, edit and publish pages, manage page settings, and change the site’s settings and navigation.
- Viewer — can read the site while it’s a draft or limited to an audience. Viewers see published pages only — not drafts — and cannot edit.
Admins and Sites app admins can do everything an owner can, across all sites.
Audience rules. By default a published site and its pages are visible to everyone. When Audience restrictions is on, an owner can narrow the whole site, and an editor can restrict a page to specific departments, locations, roles, job titles, job families, groups or people. A restricted page with no rules is visible to admins only. With Per-segment sections on, rules can also be set per section, so different readers see different parts of one page. Site members and admins always pass the site’s audience.
Page approvals — available versus required. These are two different switches, and admins often confuse them.
- Page approvals makes approval available. An editor can send a page to a named approver, who approves it, asks for changes or rejects it. A page still waiting for approval cannot be published. A page never sent for approval can still be published.
- Require approval before publishing makes approval mandatory. No page goes live — by hand, in bulk, on a schedule or through the AI assistant — until it is approved. Admins and Sites app admins can still publish without approval.
Nobody approves a request they sent, admins included. Whoever asked — or the page’s author — can Withdraw request while it is waiting.
Who can approve a page? (under Permissions) sets who may act as an approver. It defaults to Anyone with access to Sites. The Approvals tab in the sidebar shows the pending queue, badged with how many requests are waiting for your decision — for admins and Sites app admins every request someone else sent, otherwise the pages sent to you (they are under Assigned to me). Site owners and editors also see their sites’ other pending pages under All pending, marked with who they are waiting for, but those are not counted. Requests you sent yourself are never counted; they are under Sent by me.
Self-maintaining content. Policy Links, Team Members, Contact Cards, Org Chart, Form Embed, Calendar Events, News Feed and Wiki Article sections are bound to live platform data. While Self-maintaining content is on, a nightly scan compares each bound section with what it held at publish time. If a linked policy was unpublished, a person left, or a form was deleted, the page is flagged and an update is staged. The owner applies it to the page’s draft and then publishes it, or dismisses it. Nothing changes on a published page until a person publishes it.
“In short” summaries. While “In short” summaries is on, AI writes a one- or two-sentence summary and topic tags for each page when it is published. Readers see the summary above the page, marked “Written by AI”. It appears only on the published page, and only while it describes the current published version. A page where any section has its own audience never shows one, because one summary cannot match what each reader sees. Authors control it per page from the “In short” card in Page settings (see §4).
Content expiry. When Content expiry is on, a published page is archived automatically once its expiry date passes. The page’s author is told seven days before; if the author has left, the site’s owners are told instead.
Saved pages and follows. People save pages for quick access from the Saved & following tab. When Site follows and page watches is on, people can follow a site to hear about newly published pages, or choose Get page updates on a page to hear when it is updated.
Translations. When Multi-language translations is on, editors can have AI translate a page into other languages, and readers get a language switcher. A translation can be verified by a person, and is marked Needs Update when the source page changes. A translation carries its own “In short” summary, which an editor can type or correct in the translation editor. Readers of a translated page see that language’s summary or none — never the original’s. A summary a person typed is not marked “Written by AI”.
4. Running it
Choosing a starter
Open Site resources → Starter sites to browse ready-made layouts. Each card identifies a Single page or a Multi-page site with its page count. Preview a site to try its navigation in desktop or phone view. All pages also includes pages outside its menu.
Creating a page
- Open a site and click New page on its home (or choose Manage › Pages and click New page there).
- Optionally pick a page starter, then give the page a title and a Type (Content, News, Wiki, Announcement or Landing). Click Create draft page.
- Add sections. The Sites AI agent can draft a page from a plain-language description, or you can add sections yourself from the section gallery.
- Preview the page in the split-screen editor, then publish.
Importing content
From the page list’s ⋮ menu (Manage › Pages, then ⋮), choose Import a document or web page. Then pick what to build it from: upload a file (.md, .txt, .html, .pdf or .docx, up to 2 MB), give the address of a public web page (or of a PDF or Word document online), or paste text or markdown. The source is a guide to content and style, not a layout to copy. AI rebuilds it from the site’s own sections in your company theme, keeps its facts exact, and brings its key images into the Asset Library. The result is saved as a draft for you to review. Leave the title blank to name the page from its content.
Choose A page per topic for a long source such as a handbook: each topic becomes its own draft. On a site that has no menu yet, the first starts it and the rest go beneath it; otherwise they wait under Not in the menu in the editor’s Pages panel until you place them. A page that needs a sign-in, or one on your company’s own network, can’t be read from its address. Paste its text instead, or use the Chrome extension from the open page. You can also ask the Sites AI to “make a page from” a link, a document in the Asset Library, or text you paste into the chat.
A page imported from a web address remembers its source. Refresh from source in the page’s ⋮ menu re-reads it. If something needs to change, it prepares an update: a banner on the page says an update is waiting, its review screen lists what changed, and you apply it to the page draft or dismiss it. While Self-maintaining content and Import a document or web page (AI) are both on, the sources of published pages are also checked weekly. An update is never applied on its own. A page captured with the Chrome extension is a snapshot of what your browser showed, so it is not refreshed.
Controlling a page’s “In short” summary
Open the page, choose Page settings from its ⋮ menu, and find the “In short” card. It shows the summary readers currently see.
- Show “In short” on this page hides or shows the summary on this page only. The summary is still written while it is hidden, because it also fills a missing link preview and search snippet.
- Write it again asks AI for a fresh summary (the button reads Write it now when the page has none). The current summary stays until the new one arrives, usually in a minute or two. The button is disabled, with the reason shown, while the page is unpublished or “In short” is turned off for your organisation.
Site owners, editors, admins and Sites app admins can use this card. To edit a translation’s summary, open that translation and change its In short field.
Approving pages
Open Approvals from the sidebar. All pending and Assigned to me show pages waiting for a decision — choose Approve, Request changes or Reject on the row, or open the page to read it first. Sent by me lists the pages you sent that are still waiting, came back, or were approved and are not published yet, with the approver’s note. Approving doesn’t publish a page: an approved page stays there until someone publishes it — Approved — ready to publish with a Publish button when you can publish it, otherwise when it’s scheduled to publish or who will publish it. Pages that came back also show on your Dashboard under Sent back to you, and approved pages you can publish under Ready to publish.
Bulk publishing or archiving
From the page list, select pages with the checkboxes, then choose Publish or Archive from the bulk action bar. Pages that still need approval are skipped during a bulk publish (unless you are an admin or Sites app admin), and the confirmation message says how many.
Viewing analytics and exporting
Go to Sites → Admin → Analytics. It shows views over time, the most-read pages, pages nobody is reading, and Content health (pages going stale or flagged for review). The AI reach card shows how often Ask AI retrieved a Sites page, how many people that reached, and which pages were retrieved most.
From the sites list, admins can choose Export CSV to download all sites, or the current filtered set.
5. Settings
All settings are at Sites → Admin → Settings, grouped into cards.
| Setting | Where | Default | What it changes |
|---|---|---|---|
| Enable Sites AI agent | AI agent card | On | The AI agent that drafts and manages pages from conversation |
| Allow the AI assistant to make changes | AI agent card | On | When off, the assistant can still answer and search but cannot create, edit, publish, move or delete |
| Analytics | Features | On | View tracking and the Analytics page |
| Name individual viewers in analytics | Features | Off | Adds a Top viewers list naming who read each page |
| Page comments | Features | On | Threaded comments on pages |
| Multi-language translations | Features | On | AI page translations and the reader’s language switcher |
| Version history | Features | On | Version snapshots of each page |
| Scheduled publishing | Features | On | Set a future publish time on a draft page |
| Saved sections | Features | On | Save and reuse section designs across pages |
| SEO & sitemap | Features | On | Link-preview tags and a per-site sitemap for signed-in users |
| Public share links | Features | Off | Lets site owners create a link that opens a site’s everyone-visible pages without a login |
| Page approvals | Features | On | Makes approval available; does not make it mandatory |
| Require approval before publishing | Features | Off | No page goes live until it is approved; admins and Sites app admins can still publish |
| Audience restrictions | Features | On | Restrict sites and pages to specific people or groups |
| Per-segment sections | Features | On | Show or hide individual sections by audience |
| Ask AI for readers | Features | On | Readers ask a page or site a question, answered only from content they may see |
| “In short” summaries | Features | On | AI writes a summary and tags on each publish; readers see it as “In short” above the page. Authors can hide it or write it again for each page from the “In short” card in Page settings |
| Related pages | Features | On | A “Related pages” section at the foot of each page |
| Site follows and page watches | Features | On | Following sites and watching pages |
| Stock image search / AI image generation | AI & images | On | Image sources when editing sections |
| Import a document or web page (AI) | AI & images | On | The import screen and the weekly source check |
| Default page presentation | Site defaults | Balanced | Presentation for sites and pages that use the default |
| Content governance | Content management | On | Flags pages due for review and shows Content health on Analytics |
| Knowledge gap report | Content management | Off | Records, without names, searches and questions that found nothing |
| Self-maintaining content | Content management | On for new organisations | Flags pages when linked data or an imported source changes, and stages a refresh. Organisations set up before 4 September 2026 start with it off until an admin turns it on |
| Content expiry | Content management | Off | Archives published pages once their expiry date passes |
| Default expiry period (days) | Content management | 365 | Expiry for a page published without its own date, while Content expiry is on |
| Review pages every (days) | Content management | 180 | When an unrepublished page counts as going stale |
| Max sites / Max pages per site | Limits | 50 / 100 | Caps on sites and on pages per site |
| Max upload size (MB) | Limits | 25 | Largest file an editor can upload |
| Who can create a site? | Permissions | Managers and above | Which people may create sites |
| Who can approve a page? | Permissions | Anyone with access to Sites | Which people may act as approvers |
| Page published, New comment and @mention, Page updated, Content expiry, Site member added, Approvals and refresh requests | Notifications | On | Each notification type Sites sends |
Export and import between domains
Company admins and Sites app admins can use Sites → Admin → Settings → Export & Import to copy one, selected, or all sites as a ZIP. Browse, search, filter and sort the export table to choose sites, or explicitly choose All sites. Selections are retained across pages and filters, and the form shows how many sites and pages will be included. The destination review shows the package totals and updates the selected totals as you choose sites, then creates new drafts with copied files and remapped page links. The completed import reports the sites and pages actually created. Existing destination content and app settings stay unchanged. Source-specific connections and restricted audiences are reviewed in Finish setup; saved templates and translations remain private until explicitly released. Public sites receive a new share link after publication. See the Sites FAQ for limits, privacy and recovery.
6. More help
- Sites FAQ — specific setup and operating questions, limits and troubleshooting
- Ask AI — the assistant answers questions about Sites from these articles.