Microsite Admin Overview

What is a Microsite Admin?

A Microsite Admin is a administrative role designed to allow organizations, partners, or internal teams to independently manage a specific microsite within your Knowledge Anywhere LMS, while keeping specific data, content, and certain settings isolated from other microsites. This role enables day‑to‑day administration at the microsite level without granting full global administrative access.

Microsites themselves allow organizations to create separate learner portals, each with its own URL and branding while still connecting back to a single, central LMS platform. This makes it possible to serve different audiences (customers, partners, regions, franchises, etc.) from one system.

Who Assigns the Microsite Admin Role?

Only Global Admins can assign the Microsite Admin role. The role appears alongside other admin types, applied through the learner profile the same way all admin roles are given.

An LMS must already have at least one additional site after their main site before the Microsite Admin becomes available. When the Microsite Admin role is assigned, that user becomes associated with that microsite they're associated with.

How Microsite Admin Access Is Controlled

Microsite Admin access permissions are automatically restricted based on the admin’s site association. This means:

Microsite Admins can only view and manage learners, content, and settings tied to their assigned microsite.
They cannot access or modify data belonging to other microsites or the main site.
Site associations are read‑only for Microsite Admins and are managed by Global Admins through the user profile.

What a Microsite Admin Can Do

Within their assigned microsite, a Microsite Admin can perform many core administrative tasks, including:

Learner management: add and manage learners, including manual creation and imports that are restricted to their microsite.
Group management: create and manage groups that belong to their microsite, with the site automatically applied.
Registration codes: view, create, and manage registration codes associated only with their microsite.
Content assignment: assign courses and learning paths that have been explicitly associated with their microsite. Content created by a microsite admin is automatically associated with their microsite.
Reporting: run reports that are automatically filtered to show data for their microsite’s learners and content.
Site‑level settings: manage certain branding and portal appearance settings specific to their microsite.

Content created by a Microsite Admin is automatically associated with their microsite, ensuring it remains properly scoped.

What a Microsite Admin Cannot Do

Microsite Admins are intentionally restricted to prevent cross‑site impact. They cannot:

Assign or remove admin roles.
Access learners, groups, or reports from other microsites.
Manage multiple microsites.
Manage or edit content that has not been associated with their microsite by a Global Admin.
Change global LMS settings or configurations (EX: SAML settings, custom fields).
Download Scorm content.

Global Admins can always adjust microsite‑level restrictions and coordinate other all-encompassing settings like custom fields, and course due/renewal dates.

Content Distribution and Site Associations

Microsites work in tandem with Site Associations, which controls which content is available to which microsite(s). Global Admins associate courses, learning paths, groups, and resources with one or more microsites using an Admin Access or equivalent association setting.

With site associations:

Microsite Admins only see and manage content assigned to their microsite
Content can be shared across multiple microsites when needed
Unintended overlap between customer, partner, or internal catalogs is prevented

Global Admins can view and manage these associations centrally, ensuring consistent management across all microsites.

Note: Associations do not restrict the content to Learners. Site Associations only affect Microsite Admin access.

When to Use the Microsite Admin Role

The Microsite Admin role is ideal when:

Partners or customers need autonomy to manage their own learners and training.
Different audiences require separate branding, catalogs, or reporting.
Administrative responsibilities should be delegated without exposing global data or settings.

For more information on the Microsite admin role and Microsites, please reach out to support@knowledgeanywhere.com.