{"id":27044,"date":"2026-02-09T03:27:12","date_gmt":"2026-02-09T03:27:12","guid":{"rendered":"https:\/\/www.insentragroup.com\/au\/?p=27044"},"modified":"2026-02-10T01:18:12","modified_gmt":"2026-02-10T01:18:12","slug":"designing-effective-multilevel-hub-site-information-architectures-in-sharepoint-online","status":"publish","type":"post","link":"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/modern-workplace\/designing-effective-multilevel-hub-site-information-architectures-in-sharepoint-online\/","title":{"rendered":"Designing Effective\u00a0MultiLevel\u00a0Hub Site Information Architectures in SharePoint Online"},"content":{"rendered":"\n<p>As&nbsp;organisations&nbsp;evolve&nbsp;their intranet strategies, many turn to SharePoint Online hub sites to&nbsp;organise&nbsp;large volumes of content, connect related sites and deliver consistent navigation and branding.&nbsp;&nbsp;<\/p>\n\n\n\n<p>With recent enhancements around&nbsp;<em>multilevel hub hierarchies<\/em>, staging an information architecture (IA) that scales with governance, usability, and maintainability in mind is&nbsp;essential.<\/p>\n\n\n\n<p>In this article, I will aim to unpack the key considerations you should think through when designing&nbsp;hub&nbsp;based&nbsp;IA in SharePoint Online including theme inheritance, permissions, navigation, search, and governance and offer actionable patterns you can&nbsp;apply based&nbsp;IA in SharePoint Online.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img fetchpriority=\"high\" decoding=\"async\" width=\"821\" height=\"785\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/Designing-Effective-MultiLevel-1.jpg\" alt=\"\" class=\"wp-image-27055\" title=\"\" srcset=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/Designing-Effective-MultiLevel-1.jpg 821w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/Designing-Effective-MultiLevel-1-300x287.jpg 300w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/Designing-Effective-MultiLevel-1-768x734.jpg 768w\" sizes=\"(max-width: 821px) 100vw, 821px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What Are Hub Sites and Why They Matter?<\/h2>\n\n\n\n<p>A SharePoint hub site is a container that connects multiple related sites into a logical grouping. Hub sites unify:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Navigation across associated sites<\/li>\n\n\n\n<li>Look&nbsp;and&nbsp;feel through theme&nbsp;inheritance and feel&nbsp;through theme inheritance<\/li>\n\n\n\n<li>Search aggregation across a common scope<\/li>\n\n\n\n<li>Consistent business context for users.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>By aligning related sites under a hub, organisations&nbsp;can&nbsp;make it easier for users to find relevant content and build scalable information architecture environments.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Hub Site Hierarchy Structure&nbsp;<\/h2>\n\n\n\n<p>Historically, SharePoint supported a flat hub model.&nbsp;&nbsp;<\/p>\n\n\n\n<p>Now, Microsoft allows a&nbsp;two-level&nbsp;hierarchy:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Parent hub<\/strong>&nbsp;\u2013 the top of the hierarchy<\/li>\n\n\n\n<li><strong>Child hubs<\/strong>&nbsp;\u2013 hubs associated to the parent&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>This design pattern enables regional or divisional structures (e.g., Europe \u2192 UK, Germany, France), while still centralising key experiences like corporate navigation.&nbsp;<\/p>\n\n\n\n<p>Here\u2019s&nbsp;the current structural limit:&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td style=\"color: #fff; background-color: #F35905;\"><strong>Element<\/strong>&nbsp;<\/td><td style=\"color: #fff; background-color: #F35905;\"><strong>Maximum<\/strong>&nbsp;<\/td><\/tr><tr><td>Child hubs under a parent hub&nbsp;<\/td><td>50&nbsp;<\/td><\/tr><tr><td>Sites associated to any hub&nbsp;<\/td><td>2,000 (total)&nbsp;<\/td><\/tr><tr><td>Hub hierarchy depth&nbsp;<\/td><td>2 levels&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>Designing hub hierarchies effectively requires planning to avoid exceeding limits while&nbsp;maximising&nbsp;usability.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Branding &amp; Theme Inheritance<\/h2>\n\n\n\n<p>One of the most visible benefits of hub sites is consistent look and feel. SharePoint Online&nbsp;supports&nbsp;theme inheritance so that base styles&nbsp;(colors,&nbsp;logos&nbsp;and&nbsp;fonts)&nbsp;are propagated to associated sites.&nbsp;<\/p>\n\n\n\n<p><strong>Key Considerations<\/strong>&nbsp;<\/p>\n\n\n\n<p>Theme Inheritance&nbsp;Behaviour:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>When a site is associated with a hub (parent or child), it inherits the hub theme<\/li>\n\n\n\n<li>If you change the theme at the hub level, all associated sites update automatically&nbsp;&#8211;&nbsp;helpful for corporate rebrands&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Overrides<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Site owners can override the hub theme at the site level if necessary<\/li>\n\n\n\n<li>Be cautious, excessive overrides lead to inconsistent visual experiences&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Multi-level&nbsp;Implications<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A child hub typically inherits the parent hub theme<\/li>\n\n\n\n<li>All sites associated under that child hub inherit its theme&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Best Practices<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Establish corporate branding tokens (colors, fonts, logos) and enforce them as the default hub theme<\/li>\n\n\n\n<li>Restrict permission to update themes to governance or design teams<\/li>\n\n\n\n<li>Communicate theme inheritance clearly to site owners to avoid visual fragmentation&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Permissions and Security Boundaries<\/h2>\n\n\n\n<p>Hub sites themselves do&nbsp;<em>not<\/em>&nbsp;enforce permissions on associated sites. In other words:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>A hub is not a security boundary<\/li>\n\n\n\n<li>Each site controls its own permissions<\/li>\n\n\n\n<li>Hub associations do&nbsp;<em>not<\/em>&nbsp;grant access&nbsp;<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img decoding=\"async\" width=\"896\" height=\"492\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/image.png\" alt=\"\" class=\"wp-image-27056\" title=\"\" srcset=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/image.png 896w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/image-300x165.png 300w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/image-768x422.png 768w\" sizes=\"(max-width: 896px) 100vw, 896px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Permission Scenarios<\/h2>\n\n\n\n<p><strong>Scenario A \u2014 Consistent Audience<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>All sites under a hub serve the same business group.&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Permissions can be standard (e.g., Owners, Members, Visitors) across sites&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Scenario B \u2014 Mixed Audiences<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Teams or divisions with varying sensitivity exist under one hub&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Permissions must be scoped specifically at site or library level&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Risks<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Overly permissive membership on one site does not imply access to another&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Users may expect hub association to imply access&nbsp;&#8211;&nbsp;this can confuse users&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>&nbsp;Recommendations<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use Azure AD groups or Microsoft 365 groups to manage user access consistently&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Standardise permissions templates across sites&nbsp;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Document security boundaries in IA planning artifacts&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Navigation Strategies&nbsp;<\/h2>\n\n\n\n<p>Navigation is among the strongest reasons to use hubs. Hub navigation provides a consistent mega&nbsp;menu across all associated&nbsp;sites.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"544\" src=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/blog-feb-graphic-2-1024x544.jpg\" alt=\"\" class=\"wp-image-27057\" title=\"\" srcset=\"https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/blog-feb-graphic-2-1024x544.jpg 1024w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/blog-feb-graphic-2-300x159.jpg 300w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/blog-feb-graphic-2-768x408.jpg 768w, https:\/\/www.insentragroup.com\/au\/wp-content\/uploads\/sites\/22\/2026\/02\/blog-feb-graphic-2.jpg 1224w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Planning&nbsp;Navigation<\/h2>\n\n\n\n<p><strong>Hub&nbsp;Navigation&nbsp;(Top link bar)<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Should reflect core business functions<\/li>\n\n\n\n<li>Keep it shallow (2\u20133 levels) for usability&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Regional\/Divisional Navigation&nbsp;(Site-specific menu)<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use child hubs to&nbsp;represent&nbsp;subsegments where needed<\/li>\n\n\n\n<li>Link back to parent navigation items&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Contextual Linking<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Avoid overcrowding navigation with too many links<\/li>\n\n\n\n<li>Use local site navigation for page&nbsp;level&nbsp;discovery<\/li>\n<\/ul>\n\n\n\n<p><strong>Governance<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Establish a navigation governance board to approve changes<\/li>\n\n\n\n<li>Balancing corporate links vs. local links is a political and design challenge&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Search &amp; Content Discovery<\/h2>\n\n\n\n<p>Hub sites help define search&nbsp;scopes&nbsp;users searching within a hub context typically see results aggregated from all associated sites.&nbsp;<\/p>\n\n\n\n<p><strong>How It Works<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>When users search from a hub site, SharePoint\u2019s search index prioritises associated sites<\/li>\n\n\n\n<li>This scoped search enhances relevance and reduces noise&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Considerations<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Managed properties and crawled metadata play big roles in filtering results<\/li>\n\n\n\n<li>Tagging content with consistent metadata values (e.g., content type, business unit) improves findability&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Best Practices<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Apply taxonomy and metadata standards across sites<\/li>\n\n\n\n<li>Configure query rules for hub scoped search<\/li>\n\n\n\n<li>Train users on hub search behaviour&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Content Organisation &amp; Metadata<\/h2>\n\n\n\n<p>A hub architecture should&nbsp;<em>reflect information needs<\/em>, not just org charts&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Content Architecture Patterns<\/h2>\n\n\n\n<p><strong>Taxonomy&nbsp;Driven&nbsp;Structure<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use hubs to&nbsp;represent&nbsp;taxonomy facets (e.g., Business Domains, Products)<\/li>\n\n\n\n<li>Organise sites by functional areas, not merely departments&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Metadata Standards<\/strong>&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Leverage term sets across hubs to unify tagging<\/li>\n\n\n\n<li>Plan metadata governance to prevent sprawl&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Governance &amp; Lifecycle Management<\/h2>\n\n\n\n<p>Hub&nbsp;architecture amplifies the need for strong governance:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Naming conventions<\/li>\n\n\n\n<li>Site provisioning controls<\/li>\n\n\n\n<li>Onboarding\/Offboarding processes<\/li>\n\n\n\n<li>Content lifecycle &amp; retention policies&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>Tools and Techniques&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>SharePoint site provisioning templates<\/li>\n\n\n\n<li>PowerShell\/SharePoint CLI automation<\/li>\n\n\n\n<li>PnP templates for site design and hub association<\/li>\n\n\n\n<li>Policy enforcement via M365 compliance tools&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Common Pitfalls &amp; Best Practices<\/h2>\n\n\n\n<p>Pitfalls&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td style=\"color: #fff; background-color: #F35905;\"><strong>Problem<\/strong>&nbsp;<\/td><td style=\"color: #fff; background-color: #F35905;\"><strong>Consequence<\/strong>&nbsp;<\/td><\/tr><tr><td>Uncontrolled site creation&nbsp;<\/td><td>Navigation chaos &amp; search noise&nbsp;<\/td><\/tr><tr><td>Multiple overrides of hub themes&nbsp;<\/td><td>Visual inconsistency&nbsp;<\/td><\/tr><tr><td>Hub association used as a security shortcut&nbsp;<\/td><td>Security gaps&nbsp;<\/td><\/tr><tr><td>No metadata standards&nbsp;<\/td><td>Poor search relevance&nbsp;<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Best Practices&nbsp;<\/h3>\n\n\n\n<p>\u2705&nbsp;Define hub purpose and rules before provisioning&nbsp;<br>\u2705&nbsp;Use&nbsp;<strong>group based&nbsp;permissions<\/strong>&nbsp;consistently&nbsp;<br>\u2705&nbsp;Govern navigation centrally&nbsp;<br>\u2705&nbsp;Standardise metadata &amp; search strategies&nbsp;<br>\u2705&nbsp;Educate site owners on architecture principles&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Summary&nbsp;<\/h2>\n\n\n\n<p>Designing an effective information architecture using multilevel hub sites in SharePoint Online&nbsp;isn\u2019t&nbsp;just about linking&nbsp;sites together &#8211;&nbsp;it\u2019s&nbsp;about:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Crafting meaningful navigation<\/li>\n\n\n\n<li>Enforcing brand consistency<\/li>\n\n\n\n<li>Designing scalable permissions<\/li>\n\n\n\n<li>Enhancing search and discovery<\/li>\n\n\n\n<li>Piloting governance across life cycles&nbsp;<\/li>\n<\/ul>\n\n\n\n<p>When done well, a hub architecture provides clarity, reduces cognitive load, and accelerates productivity. When done poorly, it creates fragmentation and confusion.&nbsp;<\/p>\n\n\n\n<p>The key is planning first, and technology second.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Ready to get started?&nbsp;<\/h3>\n\n\n\n<p>If&nbsp;you&#8217;re&nbsp;ready to:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Get a clear picture of your current maturity<\/li>\n\n\n\n<li>Build a practical roadmap to improve&nbsp;your information management maturity journey<\/li>\n\n\n\n<li>Unlock the full value of Microsoft 365 for your teams<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Reach out to&nbsp;Insentra<\/h2>\n\n\n\n<p>Whether&nbsp;you&#8217;re&nbsp;just beginning or stuck in \u201chub site chaos,\u201d we can help you move forward&nbsp;&#8211;&nbsp;strategically and sustainably.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">NEXT STEPS<\/h2>\n\n\n\n<p>If you would like\u00a0Insentra\u00a0to help you with any of these topics through your nominated Partner, please\u202f<a href=\"https:\/\/www.insentragroup.com\/au\/contact\/\" target=\"_blank\" rel=\"noreferrer noopener\">contact us<\/a>.\u202f\u00a0<\/p>\n\n\n\n<p>For more insights on Microsoft 365, SharePoint Online,\u00a0Teams\u00a0and more head over to the\u202f<a href=\"https:\/\/www.insentragroup.com\/au\/insights\/\" target=\"_blank\" rel=\"noreferrer noopener\">Insentra blog<\/a>.\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"<p>As&nbsp;organisations&nbsp;evolve&nbsp;their intranet strategies, many turn to SharePoint Online hub sites to&nbsp;organise&nbsp;large volumes of content, connect related sites and deliver consistent navigation and branding.&nbsp;&nbsp; With recent enhancements around&nbsp;multilevel hub hierarchies, staging an information architecture (IA) that scales with governance, usability, and maintainability in mind is&nbsp;essential. In this article, I will aim to unpack the key considerations&hellip; <a class=\"more-link\" href=\"https:\/\/www.insentragroup.com\/au\/insights\/geek-speak\/modern-workplace\/designing-effective-multilevel-hub-site-information-architectures-in-sharepoint-online\/\">Continue reading <span class=\"screen-reader-text\">Designing Effective\u00a0MultiLevel\u00a0Hub Site Information Architectures in SharePoint Online<\/span><\/a><\/p>\n","protected":false},"author":131,"featured_media":27058,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","footnotes":""},"categories":[19],"tags":[],"class_list":["post-27044","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-modern-workplace","entry"],"_links":{"self":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/27044","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/users\/131"}],"replies":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/comments?post=27044"}],"version-history":[{"count":13,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/27044\/revisions"}],"predecessor-version":[{"id":27076,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/posts\/27044\/revisions\/27076"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/media\/27058"}],"wp:attachment":[{"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/media?parent=27044"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/categories?post=27044"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.insentragroup.com\/au\/wp-json\/wp\/v2\/tags?post=27044"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}