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HR teams handle a vast amount of critical information—from company policies and compliance guidelines to payroll, benefits, and onboarding documents. However, when employees struggle to find the right information, HR teams end up answering the same questions repeatedly, wasting valuable time and creating inconsistencies.

An HR knowledge base system solves this by centralizing information, making it easily searchable, and ensuring employees have instant access to accurate HR-related resources.

But it is only effective if it’s organized, up to date, and easy to navigate. This guide will walk you through best practices for creating a knowledge base that enhances employee experience, improves HR efficiency, and ensures compliance.

What is an HR knowledge base?

An HR knowledge base is a structured repository of HR-related information that employees can access for self-service. It serves as a single source of truth, reducing reliance on HR personnel for repetitive queries and ensuring that employees always have the latest, most accurate information.

Without a well-structured HR knowledge base software, companies face:

• Repeated queries: Employees frequently ask the same questions, leading to inefficiencies.
• Information silos: Important HR information is scattered across emails, shared folders, and PDFs, making it hard to find.
• Compliance risks: Outdated policies can lead to misunderstandings and potential legal issues.
• Poor employee experience: Employees get frustrated when they can’t find information easily.

A well-built knowledge base system resolves these challenges by offering structured, self-service access to HR-related documents, policies, and FAQs.

Key elements of an effective HR knowledge base

Without an effective HR knowledge base, employees waste valuable hours searching for information—time that could be spent on productive tasks. According to the 2022 Gartner Digital Worker survey, 47% of digital workers struggle to find the information they need to perform their jobs effectively. 

A 2021 report from Wakefield Research and Elastic aggravates this concern. The report finds that 54% of US office professionals admit that they spend more time searching for information than on sending emails. 57% of them rank it a top 3 problem to solve.

Therefore, an HR knowledge base program must be more than just a document repository. It needs to be organized, up to date, and easily searchable so employees can find what they need without frustration.

1. Organizing information for easy access

A well-structured knowledge base enables employees to locate critical HR information within seconds. Here's how to organize your content effectively:

• Create a logical hierarchy: Start with broad categories like "Company Policies," "Benefits & Payroll," and "Onboarding." Under each main category, implement targeted subcategories. For example, "Benefits & Payroll" should branch into specific sections covering health insurance details, retirement planning options, and compensation structures.
• Implement smart navigation: Enhance searchability by:
  
  • Developing a comprehensive tagging system (e.g., "Parental Leave," "Remote Work Policy")
  • Installing a prominent search bar with filtering capabilities
  • Adding breadcrumb navigation to show users their current location
  • Including a dynamic table of contents that updates as content grows
• Maintain consistent structure: Each document should follow a standard template with clear headings, bullet points for key information, and a summary section. Place the most frequently accessed information at the top level, reducing the number of clicks needed to reach essential content.

This organization ensures your HR knowledge base serves as an efficient self-service tool rather than becoming another obstacle for employees seeking information.

2. Keeping information up to date and accurate

Maintaining current, reliable content is crucial for HR knowledge base effectiveness and compliance. Implement these key maintenance practices:

• Regular content reviews Schedule quarterly audits of all HR documentation. Focus on time-sensitive content like benefits information, compliance requirements, and policy updates. Archive outdated materials while preserving historical records when needed.
• Clear ownership structure Establish a matrix showing which HR team members own specific content areas. Define update schedules and accountability measures for each section. Set up automated reminders for content reviews.
• Compliance verification Process Partner with legal teams to create a verification workflow for policy updates. Document review dates and approvals. Set up alerts for upcoming regulatory changes that may impact HR policies.

Include version history and last-update timestamps on all documents to help employees identify the most current information.

3. Making it easy to search and navigate

Implement these essential search features to help employees quickly locate HR information:

• Smart search infrastructure: Transform how employees find HR information through an intelligent search system that:
  
  • Deploys AI-powered search with auto-suggestions and typo correction
  • Enables filtering by date, content type, and department
  • Incorporates natural language processing to understand contextual queries
  • Tracks search patterns to optimize results
• Strategic content connections Create a web of related content through:
  
  • Internal links between related policies
  • "See also" sections highlighting connected topics
  • Quick links to frequently accessed documents
  • Breadcrumb navigation showing content hierarchy

Monitor search analytics to identify common queries and adjust content organization accordingly. Update metadata and keywords based on actual employee search behavior.

Building and enhancing your HR knowledge base

A strategic HR knowledge base transforms scattered information into an organized, accessible resource. It streamlines operations while ensuring compliance and employee satisfaction.

1. Define Goals and Strategy 

Establish clear objectives, such as:

• Automate responses to routine HR inquiries
• Enable employee self-service for common needs
• Maintain regulatory compliance through documentation control

Structure content around:

• Core company policies and handbooks
• Comprehensive benefits information
• Performance management guidelines
• Frequently asked questions from employee communications

Create content that directly addresses documented employee pain points and common queries from HR interactions. Focus on high-impact resources that solve real workplace challenges.

2. Build a cross-functional knowledge network

HR teams don’t always have all the answers. Collaborate with subject matter experts (SMEs) and key stakeholders to ensure comprehensive coverage:

• IT teams for security and software documentation
• Legal department for compliance verification
• Department heads for role-specific content
• External specialists for industry best practices

Establish quarterly review cycles with each expert group to maintain content accuracy and currency. Create automated reminders for scheduled reviews and updates.

3. Make it engaging and interactive

A knowledge base isn’t just about storing information—it’s about making it easy and engaging for employees to find what they need. If it's too dense or cluttered, employees might avoid using it altogether.

• Use explainer videos – Break down complex HR policies into short, digestible videos. Employees are more likely to watch a quick explainer than read through pages of policy documents.
• Provide step-by-step guides – For processes like payroll setup or leave requests, use screenshots or GIFs to walk employees through each step. Visual aids make information easier to follow and reduce confusion.
• Format FAQs smartly – Instead of long, static lists, use collapsible sections or chatbot-style Q&As to help employees find answers quickly without endless scrolling.

Additionally, interactive tutorials can kee learning engaging and ensure employees get the information they need effortlessly.

4. Encourage employee feedback and contributions

Your employees are the primary users of the knowledge base, so their feedback is crucial in keeping it relevant and useful. To ensure continuous improvement:

• Enable a feedback mechanism – Use thumbs-up/down ratings, comments, or quick surveys to understand which articles are helpful and where improvements are needed.
• Encourage employee contributions – Allow employees to suggest new FAQs based on common workplace queries, making the knowledge base more comprehensive and aligned with their needs.
• Empower HR teams with edit access – Ensure HR teams can quickly update or refine information to keep it accurate and up to date.
• Review and update regularly – Schedule monthly reviews of employee feedback to refine content, remove outdated information, and address any gaps.

By actively incorporating employee insights, your HR knowledge base will remain a reliable, user-friendly resource that evolves with your organization’s needs.

5. Promote and drive adoption

A well-structured HR knowledge base is only valuable if employees actively use it. To encourage adoption:

• Introduce it during onboarding – Ensure new hires are familiar with the knowledge base from day one by including it in onboarding sessions and training materials.
• Leverage internal communication channels – Share key articles in company newsletters, Slack channels, or HR emails to keep employees engaged and aware of its resources.
• Integrate it into daily workflows – Whenever employees ask HR-related questions, provide direct links to relevant knowledge base sections to reinforce usage.

By consistently promoting the knowledge base, you create a self-service culture where employees can easily find answers, reducing HR workload while improving efficiency.

Choosing the right HR knowledge base software

Not all knowledge base solutions are built to meet HR’s unique needs. To select the best one, consider the following key features:

• User-friendly interface – Employees should be able to navigate the knowledge base effortlessly without requiring special training.
• Customization options – Look for a solution that allows you to tailor categories, access controls, branding, and layouts to align with your company’s structure and policies.
• Advanced search & AI-powered recommendations – Employees should be able to find information quickly through intuitive search filters, keyword tagging, and AI-driven content recommendations.
• Seamless integration with HR & IT systems – The platform should work smoothly with payroll, compliance tools, HRIS (Human Resource Information Systems), IT service desks, and other enterprise applications.
• Robust content management – Version control, approval workflows, and role-based editing ensure that HR policies and FAQs remain accurate and up to date.
• Multi-channel accessibility – Employees should be able to access the knowledge base across multiple platforms, including desktop, mobile, and collaboration tools like Slack or Microsoft Teams.
• Security & compliance – Given the sensitive nature of HR information, ensure the platform offers strong encryption, role-based permissions, and compliance with data protection regulations.
• Analytics & feedback mechanisms – Insights on search trends, article performance, and employee feedback help HR teams refine content and improve the overall user experience.

By selecting a knowledge base that meets these criteria, you create a centralized, efficient, and user-friendly HR resource that enhances employee experience and streamlines HR operations.

A smarter approach to HR knowledge management

A well-structured HR knowledge base isn’t just an information hub—it’s a powerful tool that enhances employee experience, improves HR efficiency, and ensures compliance. By prioritizing organization, searchability, content accuracy, and engagement, companies can build a sustainable knowledge base program that truly adds value.

Need help streamlining your HR knowledge base? Contact us to learn how to simplify knowledge management for your organization.

You've just closed your Series A, and suddenly everything's moving at hyperspeed. New team members are joining weekly, and everyone's excited about the growth ahead. But beneath the surface, a critical challenge is emerging – your internal policies aren't keeping pace with your expansion. Documents are scattered across drives, approvals are lost in email threads, and new hires are struggling to find the information they need.

You're not alone. While clear, well-managed internal policies are the foundation of successful scaling, many fast-growing companies stumble when it comes to policy management. In this post, we'll explore seven common pitfalls that can derail your growth and show you how AllyMatter's purpose-built platform helps you avoid them.

Pitfall 1: Lack of Clarity and Specificity

When policies are vague or ambiguous, confusion reigns. Consider a common "work from home" policy that simply states "employees may work remotely when appropriate." Without clear guidelines on what constitutes "appropriate," you'll face inconsistent interpretation across teams and inevitable conflicts.

This lack of specificity doesn't just frustrate employees – it creates ripple effects across your organization, from decreased productivity to potential compliance risks. The challenge intensifies as you scale, with each new hire adding their own interpretation to unclear policies.

Pitfall 2: Insufficient Stakeholder Input

Creating policies in isolation is a recipe for failure. Imagine your IT team implementing new security protocols without consulting client-facing teams. The result? A policy that looks perfect on paper but creates significant friction in daily operations, potentially hampering client relationships and team productivity.

As organizations grow, the gap between policy creators and those affected by the policies often widens, leading to guidelines that don't reflect operational realities or address real-world challenges.

Pitfall 3: Poor Communication and Dissemination

Even the most well-crafted policies fail if they don't reach the right people at the right time. In fast-growing companies, critical updates often get buried in overflowing inboxes or lost in chat threads. When your sales team can't quickly find the latest pricing policy, or your support team is working from outdated customer service guidelines, the impact on your business is immediate and costly.

Pitfall 4: Absence of Training and Education

Distribution isn't enough – employees need to understand how policies apply to their specific roles. Without proper training, even straightforward policies can lead to confusion and mistakes. This is particularly crucial for compliance-related policies where misunderstandings can have serious legal implications.

Pitfall 5: Failure to Review and Update Regularly

As your company evolves, your policies must keep pace. Yet many organizations treat policy creation as a one-time event rather than an ongoing process. When your hybrid work policy still reflects pre-pandemic thinking, or your security guidelines haven't caught up with new threats, you're exposing your organization to unnecessary risks.

Pitfall 6: Inadequate Documentation and Record-Keeping

Poor documentation isn't just an administrative headache – it's a legal liability waiting to happen. Without clear records of policy acknowledgments and updates, you're vulnerable during audits and potential disputes. This risk multiplies as your organization grows and regulatory requirements become more complex.

How AllyMatter Solves These Policy Management Challenges

AllyMatter wasn't built just to store documents – it's designed specifically to help fast-growing companies overcome these common policy management pitfalls. Here's exactly how our platform addresses each challenge:

Clarity and Specificity

• WYSIWYG Editor with Templates: Our intuitive editor includes pre-built templates for common policies, ensuring consistency and completeness. Each template includes suggested sections and sample language that you can customize for your needs.

• Version Control with Change Tracking: Every edit is tracked and highlighted, making it easy to see how policies evolve and ensuring clarity about what's changed.

• Smart Document Organization: Build structured, hierarchical documentation with clear categories and tags, making it easy for employees to find exactly what they need.

Stakeholder Input and Collaboration

• Collaborative Review Workflows: Create custom approval flows involving multiple stakeholders, ensuring all relevant perspectives are captured before policies are finalized.

• Comment and Feedback System: Stakeholders can provide targeted feedback directly within documents, with threaded discussions to resolve questions or concerns.

• Role-Based Access Control: Granular permissions ensure the right people are involved at the right stages of policy development.

Effective Communication and Dissemination

• Smart Notifications: Automated alerts notify relevant team members when policies are updated, with confirmation tracking to ensure receipt.

• Centralized Access: A single source of truth for all policies, accessible through an intuitive interface that works on any device.

• Powerful Search: Advanced search capabilities help employees find relevant policies quickly, with filters for department, category, and status.

Training and Education

• Built-in Acknowledgment System: Track who has read and acknowledged each policy, with automated reminders for those who haven't.

• Version-Specific Training: Link training materials directly to policy versions, ensuring employees always have access to relevant guidance.

• Interactive Elements: Add quizzes, checklists, and interactive elements to policies to verify understanding.

Regular Reviews and Updates

• Automated Review Reminders: Set review schedules for policies, with automatic notifications when updates are due.

• Impact Analysis: Track which policies are most frequently accessed and where users might be struggling, helping you prioritize updates.

• Change Management Tools: Structured processes for updating policies, including approval workflows and automatic notification of affected employees.

Documentation and Record-Keeping

• Comprehensive Audit Trail: Every interaction with a policy is logged, from views to acknowledgments to approvals.

• E-Signature Integration: Secure, legally-binding signatures for policies that require formal acknowledgment.

• Automated Compliance Reports: Generate reports showing policy distribution, acknowledgment rates, and review status – perfect for audits and compliance reviews.

Beyond Features: The AllyMatter Difference

While individual features are important, AllyMatter's real value comes from how these capabilities work together to create a seamless policy management experience. Our platform is built for growing companies, with the flexibility to adapt as your needs evolve and the simplicity to get started quickly.

We understand that policy management isn't just about documents – it's about creating a foundation for sustainable growth. That's why we've designed AllyMatter to be more than just a repository. It's a dynamic system that helps you build and maintain the structure your growing organization needs.

Making the Transition

Ready to transform your policy management? Getting started with AllyMatter is straightforward, and we're here to help every step of the way:

1. Let our team migrate your existing policies with our white-glove migration service

2. Set up your organizational structure and user roles

3. Configure your approval workflows and notification preferences

4. Start managing policies more effectively immediately

Don't let poor policy management hold back your growth. Reserve your spot on the waitlist today, and our team of experts will reach out to schedule a personalized demo, showing you how AllyMatter can help your organization scale with confidence.

The true value of a knowledge management system lies in its ability to evolve as your organization’s needs change. As companies scale, the complexity of managing information grows, and the tools you initially choose may no longer be sufficient to support new demands. The key is finding solutions that allow for both the organization of vast amounts of knowledge and the flexibility to adapt to new challenges as they arise.

In the previous editions of this series, we’ve explored a wide range of knowledge base platforms, each offering distinct features and capabilities. In Part 5, we’ll dive into the final set of tools, focusing on platforms that are designed to handle the intricacies of larger, more established organizations. By analyzing these solutions, we’ll guide you in selecting the knowledge management system that best fits your organization’s future growth, ensuring that your documentation remains streamlined, accessible, and scalable in the long term.

Our Analysis Scope

We cast a wide net when surveying knowledge base solutions, including dedicated documentation platforms and broader tools that offer knowledge base functionality. This article is part 5 of our four-part series analyzing global knowledge bases. Our core filter was straightforward: does the tool allow teams to create, organize, and share internal documentation?

This inclusive approach covered:

• Standalone knowledge base platforms
• Wiki-style tools
• Documentation features embedded in larger workplace solutions

We included specialized documentation tools as well as broader collaboration platforms, tracking everything from simple document repositories to advanced systems with workflow automation and AI capabilities. This broad perspective provides context about where each tool fits in the wider knowledge management landscape.

The resulting analysis covers everything from focused documentation tools like Slab and Outline to more comprehensive platforms like Confluence and ClickUp, which include knowledge base features as part of their broader offerings. Rather than making assumptions about what you need, we lay out what each platform offers so that you can match capabilities to your requirements.

Understanding Our Analysis

For each platform, we gathered key information across several dimensions to help guide your decisions:

Feature Alignment

We assess the feature set of each platform to see how closely it matches core knowledge base needs. Some tools focus primarily on documentation, while others bundle knowledge base capabilities into a broader toolkit. Recognizing this helps you avoid paying for unneeded features or ending up with an overly complex solution.

Content Quality Support

We evaluate how each platform supports content creation and maintenance, including its editing interface, template systems, and tools for keeping documentation up to date. We also examine how well each platform organizes content—an essential factor when your documentation expands beyond basic needs.

Pricing Structure

We look at base costs, per-user fees, and any significant pricing tier jumps. We pay close attention to how pricing scales and whether features like Single Sign-On (SSO) require premium tiers—often a hidden cost in many solutions.

Technical Implementation

We review:

• Whether the solution is open source
• Available integrations
• Browser extension availability
• AI capabilities
• Design quality and user interface
• Sharing and collaboration features

We also provide general notes on unique features, limitations, and specific use cases where each tool shines or might fall short. Rather than making direct recommendations, we present this information so you can determine which features align with your needs and growth trajectory.

Knowledge Base Tools – Global List

Here’s part 5 of the list of tools that can serve as the backbone of a knowledge base in your organization.

Knowmax

Knowmax is a knowledge management platform tailored for contact centers and support teams. It offers features like decision trees, articles, and visual guides for quick and consistent customer service.

Key Information

• Open Source? No, Knowmax is proprietary.
• Standalone KB Tool? Yes, designed to be a dedicated knowledge management system.

Why You Might Like It

• Decision trees for troubleshooting and guided resolutions
• Visual guides enhance step-by-step support instructions
• Analytics to identify usage patterns and performance improvements
• Omnichannel—content accessible via chatbots, web, mobile

Potential Considerations

• Focus on contact center might be more specialized than general KB needs
• Pricing can be enterprise-focused but is not publicly available
• Limited project management or extensive wiki features

HappyFox

HappyFox is a help desk and customer support platform that includes a knowledge base feature to provide self-service support. Articles can be organized by category, and the platform integrates with ticketing for context-based resolutions.

Key Information

• Open Source? No, HappyFox is proprietary.
• Standalone KB Tool? Not purely—part of a help desk suite but can be used to host a KB.

Why You Might Like It

• Unified ticketing + KB for consistent support experiences
• User-friendly editor and drag-and-drop organization
• Analytics to see which articles help deflect tickets
• Branding options for a customized knowledge center

Potential Considerations

• Focused on external customer support—limited purely internal features
• Cost can escalate with help desk seat licensing. Pricing is based on a per agent basis.
• Less suitable for complex internal documentation or large wikis

Docmost

Docmost is a documentation and knowledge sharing tool that focuses on a clean, minimal interface and easy organization of topics. It offers real-time collaboration, tagging, and version control to maintain a dynamic repository.

Key Information

• Open Source?  Docmost is open source and is offered under a GNU Affero General Public License.
• Standalone KB Tool? Yes, it’s designed as a knowledge base/documentation platform.

Why You Might Like It

• Minimal, clean UI for distraction-free writing
• Collaboration with inline comments and shared editing
• Tag-based organization to help users find content quickly
• Version history to track changes over time

Potential Considerations

• Less known than major KB vendors—fewer integrations might be available
• Pricing - Free to use. 
• Lacks specialized features (like workflow approvals or advanced analytics)

MadCap Software

MadCap Software specializes in technical communication and content development tools. Its flagship product, MadCap Flare, is used to create online help, manuals, and knowledge bases with single-sourcing and multi-channel publishing capabilities.

Key Information

• Open Source? No, MadCap is proprietary.
• Standalone KB Tool? Yes, MadCap Flare can produce comprehensive documentation portals.

Why You Might Like It

• Single-sourcing: Author content once, publish to multiple formats (HTML, PDF, etc.)
• Robust authoring environment with conditional content and variables
• Advanced features like topic-based authoring, snippets, and CSS styling
• Integration with source control (Git, Subversion) for team workflows

Potential Considerations

• Steep learning curve for new authors and advanced features
• Desktop-based software—collaborative editing requires additional setup
• Pricier compared to simple web-based KB solutions. Starts at $234 per user per month when billed annually but that is for Authors. 

Typemill

Typemill is a lightweight, flat-file CMS designed for documentation and websites. It uses Markdown files and offers a clean UI for editing and organizing content, making it suitable for small-to-mid-sized knowledge bases.

Key Information

• Open Source? Yes, Typemill is open source but do read the license before implementing.
• Standalone KB Tool? Yes, but you must self-host the generated site.

Why You Might Like It

• No database required—flat-file storage simplifies hosting
• Minimalist editor for Markdown content
• Customizable themes for a polished look
• Version management through Git or manual file backups

Potential Considerations

• Setup requires hosting and some technical skill
• Fewer plugins/extensions compared to larger open-source CMSs
• Less suited for enterprise or multi-team collaboration
• Additional plugins are charged. The ‘Maker’ and ‘Business’ Licenses are 22 and 122 Euros per year. 

Apryse

Apryse (formerly PDFTron) provides document processing and collaboration solutions, focusing on PDF editing, annotation, and digital workflows. While it’s not a traditional KB platform, organizations can store documentation and collaborate on documents within Apryse’s environment.

Key Information

• Open Source? No, Apryse is proprietary.
• Standalone KB Tool? Not really—primarily a document processing/SDK platform, but can host docs.

Why You Might Like It

• Advanced PDF manipulation for forms, annotations, conversions
• Collaboration features like real-time marking and commenting
• Cross-platform SDKs for integrating doc workflows into apps
• Security features (redaction, encryption) for sensitive docs

Potential Considerations

• Not built for a typical knowledge base structure
• Pricing and licensing complexities for SDK usage
• Requires development if you want custom integrations or workflows

Heretto

Heretto is a content management system for structured authoring, particularly using DITA (Darwin Information Typing Architecture). It’s popular in technical writing teams needing advanced capabilities for structured documentation.

Key Information

• Open Source? No, Heretto is proprietary.
• Standalone KB Tool? Yes, though specialized for structured (DITA) documentation.

Why You Might Like It

• DITA-based structured content for consistency and reuse
• Single-sourcing across multiple outputs and channels
• Collaboration features for teams of technical writers
• Workflow with content reviews, approvals, and versioning

Potential Considerations

• Requires knowledge of DITA and structured authoring practices
• Overkill if you just need simple KB pages or articles
• Higher cost typically targeting enterprise-level documentation teams

Elium

Elium is a knowledge-sharing platform for teams and organizations, offering a central library of documents, wikis, and discussions. It supports rich media content, tags, and permission controls, aiming to foster collaborative knowledge building.

Key Information

• Open Source? No, Elium is proprietary.
• Standalone KB Tool? Yes, it’s designed as a dedicated knowledge-sharing solution.

Why You Might Like It

• Modern, intuitive UI to encourage user engagement
• Tagging and filtering for quick content discovery
• Version history and editorial features for team collaboration
• Integration with tools like Slack, Microsoft 365, and Google Workspace

Potential Considerations

• Less known than major players, so fewer third-party integrations
• Pricing depends on team size and feature requirements. Starts at 18 Euros per user per month for a minimum of 10 users. Offers a corporate and enterprise plan as well.
• Not specialized for developer docs or complex workflows

LabiKnow

LabiKnow is a platform focused on delivering in-app guides, tooltips, and a knowledge base for SaaS products. It aims to reduce support tickets by providing just-in-time help to users within the application interface.

Key Information

• Open Source? No, LabiKnow is proprietary.
• Standalone KB Tool? Yes, it can serve as a KB, especially for customer-facing SaaS support.

Why You Might Like It

• In-app guidance for onboarding and feature discovery
• Knowledge base integration with tooltips and widgets
• Analytics on user engagement with help content
• Non-technical setup with a visual editor for tooltips and guides

Potential Considerations

• Primarily external, SaaS user focus—less for internal usage
• Pricing starts at $39 per month. Has $159 and $399 per month plans available
• Limited advanced documentation capabilities outside in-app help

LayupLabs.ai

LayupLabs.ai (also referred to as “Layup Labs”) appears to be a platform offering AI-driven solutions for content and knowledge management. (Note: Public info is limited, so please verify details.)

Key Information

• Open Source? No.
• Standalone KB Tool? Possibly, depending on how their AI-based knowledge management is structured.

Why You Might Like It

• AI-driven approach to organize or generate documentation
• Potential integrations with existing knowledge repositories
• Focus on automation could reduce manual content creation overhead
• Could be specialized for certain industries or content types

Potential Considerations

• Limited public details—requires direct contact or trials for clarity
• Might be new or in early-stage development
• Pricing and feature set unclear without more vendor info

IT Glue

IT Glue is a documentation platform designed for Managed Service Providers (MSPs). It organizes client data, procedures, passwords, and other assets in a structured, secure manner.

Key Information

• Open Source? No, IT Glue is proprietary.
• Standalone KB Tool? Yes, but heavily specialized for IT and MSP scenarios.

Why You Might Like It

• Centralized asset management: track networks, credentials, software licenses
• Automation: integration with RMM and PSA tools for real-time updates
• Security: granular access controls and version history
• MSP-oriented for quick onboarding of client data

Potential Considerations

• Niche focus—less relevant outside IT service contexts
• Pricing can be premium in the MSP market segment. $29, $36 and $42 for Basic, Select and Enterprise versions respectively.
• Learning curve for teams unfamiliar with MSP workflows

ConvergePoint

ConvergePoint offers compliance and policy management software built on Microsoft 365 and SharePoint. While not strictly a KB tool, it helps companies manage policies, procedures, and related documents in a centralized repository.

Key Information

• Open Source? No, ConvergePoint is proprietary.
• Standalone KB Tool? Partially—focused on policy management within Microsoft 365.

Why You Might Like It

• Compliance tracking: ensures policies are reviewed and acknowledged
• Automated workflows for policy creation, approvals, and revisions
• SharePoint integration leverages existing Microsoft ecosystem
• Audit trails to track changes and user acknowledgments

Potential Considerations

• Policy management approach may be too specialized for general KB needs
• Requires SharePoint—not suitable if you don’t use Microsoft 365
• Complex for simple documentation or non-regulated environments

BetterDocs

BetterDocs is a platform (or service) that helps create and manage documentation on WordPress and Shopify.

Key Information

• Open Source? No.
• Standalone KB Tool? Potentially, if it offers a full doc management solution.

Why You Might Like It

• Could offer a structured approach to organizing and publishing docs
• Focus on ease-of-use could shorten setup time
• Possible templating for consistent formatting

Potential Considerations

• Pricing starts at $52 for a single license. Has a $112 and a $224 plan as well for additional sites. 

Dualo

Dualo (or “Dualo.io”) is described as a platform for digital adoption, offering in-app guides and training. It may also provide a knowledge portal for product instructions or onboarding materials.

Key Information

• Open Source? No, Dualo is proprietary.
• Standalone KB Tool? Primarily digital adoption/in-app guides, but can have KB functions.

Why You Might Like It

• In-app training and step-by-step guidance
• Knowledge repository for users to find detailed instructions
• Provides onboarding and launch strategy support
• Analytics to see user engagement with guides
• Potential integrations with existing web apps

Potential Considerations

• Not a classic KB—focuses on user onboarding and training
• Pricing might scale with usage or seat count
• Requires user buy-in to utilize embedded guides effectively

HelpKit

HelpKit is a tool that transforms Notion pages into a help center or knowledge base. It syncs content from Notion automatically, so updates in Notion reflect on the live help site.

Key Information

• Open Source? No, HelpKit is proprietary.
• Standalone KB Tool? Operates as a layer on top of Notion, so somewhat dependent on Notion.

Why You Might Like It

• No extra editing interface—just use Notion, which many teams already do
• Automatic syncing keeps published docs updated in real time
• Custom branding options to match your site’s look and feel
• Search function that indexes Notion content

Potential Considerations

• Must have Notion—not ideal if you don’t already use it
• Limited advanced features (like version history, approvals) beyond Notion’s native capabilities
• Pricing adds to any existing Notion subscription costs. Starts at $15 per site per month. Also has a $31 and $63 pe site per month for additional team seats and articles and features. 

Tango

Tango is a browser extension and desktop application that automatically generates step-by-step guides by recording users’ on-screen actions. It’s designed to simplify the documentation of processes and procedures, turning workflows into clear tutorials without manual screenshots or text descriptions.

Key Information

• Open Source? No, Tango is proprietary.
• Standalone KB Tool? Yes, you can use Tango’s generated guides as standalone documentation, though you may integrate them into an existing knowledge base or wiki.

Why You Might Like It

• Automated documentation: Instantly captures workflows as you perform them
• Step-by-step guides with annotated screenshots and instructions
• Editing tools allow you to refine or remove steps, add notes, and customize visuals
• Easy sharing: Export guides as PDFs, links, or embed them in other platforms

Potential Considerations

• Limited “traditional” KB features (e.g., advanced search, hierarchical organization)
• Primarily process-focused rather than an all-encompassing knowledge repository
• Pricing may vary based on team size and advanced feature requirements. Has a free version, otherwise $20 per pro user per month for more than 15 workflows and desktop capture. 

Antora

Antora is a static site generator designed specifically for creating multi-repository docs sites using AsciiDoc. It’s popular in technical circles for producing well-structured documentation and versioned component sites.

Key Information

• Open Source? Yes, Antora is open source.
• Standalone KB Tool? Yes, you self-host the generated site, typically from Git repos.

Why You Might Like It

• AsciiDoc-based for rich, semantic documentation
• Multi-repository approach letting you organize large doc sets by component
• Versioning built in to handle docs for multiple product versions
• Theme customization for branding and layout

Potential Considerations

• Developer-centric with a learning curve for AsciiDoc and build pipelines
• No built-in real-time collaboration—docs stored in Git or other VCS
• Overkill for small teams or non-technical doc needs

Next Steps

1. Identify Your Core Needs
   Before diving into any platform, map out your organization’s most pressing documentation needs. Consider growth projections, department-specific requirements, and any compliance or security concerns.
2. Evaluate Feature Sets
   Compare your needs against the capabilities of each tool. If simple documentation is your primary goal, you might opt for a focused platform. If you require broader project management or collaboration features, a more comprehensive suite like Confluence may be a better fit.
3. Plan for Scale
   Avoid selecting a tool that meets today’s needs but will be cumbersome or too small-scale in a year. Look for flexible pricing models and feature sets that can grow with your company.
4. Develop Clear Governance
   No matter which tool you pick, implement guidelines for content creation, review, and updates. A strong governance structure ensures your knowledge base remains current and avoids sprawling into chaos.

By choosing a knowledge base solution that balances structure with flexibility—and by planning for both immediate and future growth—you’ll set up a system that can evolve alongside your organization. As you continue exploring the platforms featured in this global guide, keep your unique workflows and culture in mind. A well-implemented knowledge base does more than store information; it becomes a living resource that supports and scales with your company’s success.

Building a knowledge management system that scales effectively requires more than just the right tools—it requires tools that can evolve with your business while supporting growing teams and more complex workflows. As your organization continues to expand, the challenge is ensuring your knowledge base remains organized, accessible, and functional without slowing down your progress.

In Parts 1, 2 and 3 of this series, we reviewed a variety of knowledge base solutions, highlighting key features and their capabilities. In Part 4, we continue our exploration, focusing on a new set of tools that offer unique features designed to support larger teams and more dynamic content management needs. By examining these platforms, we’ll help you identify which solutions can best streamline your documentation process, foster better collaboration, and grow with your company’s expanding needs.

Our Analysis Scope

We cast a wide net when surveying knowledge base solutions, including dedicated documentation platforms and broader tools that offer knowledge base functionality. This article is part 4 of our four-part series analyzing global knowledge bases. Our core filter was straightforward: does the tool allow teams to create, organize, and share internal documentation?

This inclusive approach covered:

• Standalone knowledge base platforms
• Wiki-style tools
• Documentation features embedded in larger workplace solutions

We included specialized documentation tools as well as broader collaboration platforms, tracking everything from simple document repositories to advanced systems with workflow automation and AI capabilities. This broad perspective provides context about where each tool fits in the wider knowledge management landscape.

The resulting analysis covers everything from focused documentation tools like Slab and Outline to more comprehensive platforms like Confluence and ClickUp, which include knowledge base features as part of their broader offerings. Rather than making assumptions about what you need, we lay out what each platform offers so that you can match capabilities to your requirements.

Understanding Our Analysis

For each platform, we gathered key information across several dimensions to help guide your decisions:

Feature Alignment

We assess the feature set of each platform to see how closely it matches core knowledge base needs. Some tools focus primarily on documentation, while others bundle knowledge base capabilities into a broader toolkit. Recognizing this helps you avoid paying for unneeded features or ending up with an overly complex solution.

Content Quality Support

We evaluate how each platform supports content creation and maintenance, including its editing interface, template systems, and tools for keeping documentation up to date. We also examine how well each platform organizes content—an essential factor when your documentation expands beyond basic needs.

Pricing Structure

We look at base costs, per-user fees, and any significant pricing tier jumps. We pay close attention to how pricing scales and whether features like Single Sign-On (SSO) require premium tiers—often a hidden cost in many solutions.

Technical Implementation

We review:

• Whether the solution is open source
• Available integrations
• Browser extension availability
• AI capabilities
• Design quality and user interface
• Sharing and collaboration features

We also provide general notes on unique features, limitations, and specific use cases where each tool shines or might fall short. Rather than making direct recommendations, we present this information so you can determine which features align with your needs and growth trajectory.

Knowledge Base Tools – Global List

Here’s part 4 of the list of tools that can serve as the backbone of a knowledge base in your organization.

Stonly

Stonly is a platform for creating interactive guides, tutorials, and step-by-step documentation. It aims to simplify user onboarding and troubleshooting, and can also serve as a knowledge base by organizing these guides into a searchable library.

Key Information

• Open Source? No, Stonly is proprietary.
• Standalone KB Tool? Yes, though it specializes in interactive, step-by-step guides.

Why You Might Like It

• Interactive, branching guides for clear user journeys
• Embeddable widgets so you can place help content within apps or websites
• Analytics on guide completion and drop-off points
• Customization with branding and step layouts

Potential Considerations

• Not a traditional text-based KB—focuses on guided experiences
• Pricing is not publicly available although they have separate plans for small businesses and enterprises
• Less suited for large sets of static documentation or policy manuals

ClickHelp

ClickHelp is a documentation platform geared toward creating technical documentation, user manuals, and online help centers. It allows multiple authors to collaborate, with features like version control, variables, conditional content, and branding options.

Key Information

• Open Source? No, ClickHelp is proprietary.
• Standalone KB Tool? Yes, built specifically for software documentation and manuals.

Why You Might Like It

• Multi-author collaboration with review workflows
• Version control for tracking changes between documentation releases
• Conditional content and variables for creating different document variations
• Branding and customization to match your product or corporate identity

Potential Considerations

• Primarily technical docs—might be overkill for simple wikis or internal knowledge sharing
• Learning curve for features like conditional text or single-sourcing
• Pricing scales with user seats and advanced authoring capabilities. Starts at $175 for starter, $285 for Growth and $580 for Professional based on 2 contributors. Per contributor charge are applied for additional contributors based on the plan chosen

HelpNDoc

HelpNDoc is a help authoring tool (HAT) allowing teams to create CHM, HTML, PDF, and Word documentation from a single source. While it’s typically used to produce software documentation or manuals, it can double as a knowledge base solution when hosted online.

Key Information

• Open Source? No, HelpNDoc is proprietary.
• Standalone KB Tool? Typically a help authoring tool, but can generate a knowledge base portal.

Why You Might Like It

• Single-source authoring to produce multiple output formats
• WYSIWYG editor with easy-to-use interface
• Template-based approach to keep documentation consistent
• Media library to manage images, videos, and attachments

Potential Considerations

• Windows-only desktop application (for authoring)
• Lacks collaborative real-time editing—usually a solo author approach
• Not designed as a live, always-online wiki unless you host output yourself
• Pricing - Has plans for $102, $311 and $511 for the Standard, Professional and Ultimate editions. Has separate floating licenses as well. 

BMC Helix Knowledge Management

BMC Helix is an IT service management suite, and its Knowledge Management module provides an integrated KB system for resolving support tickets and sharing solutions across teams. It’s oriented toward large enterprises needing robust ITIL processes.

Key Information

• Open Source? No, BMC Helix is proprietary.
• Standalone KB Tool? Part of the BMC Helix ITSM suite, but can function for knowledge management alone.

Why You Might Like It

• ITIL-aligned for organizations with formal ITSM processes
• Advanced workflow for article creation, review, and publishing
• Integration with incident and problem management modules
• Analytics to measure knowledge usage and resolution rates

Potential Considerations

• Enterprise-level solution with corresponding costs
• Complex setup typically requiring BMC specialist knowledge
• Less suitable if you’re not running an ITSM environment

inSided by Gainsight

inSided by Gainsight is a community and knowledge management platform allowing companies to combine self-service support, user forums, and a knowledge base in one place. It targets SaaS and subscription businesses that want to build active user communities.

Key Information

• Open Source? No, inSided is proprietary.
• Standalone KB Tool? Yes, although community forums are a core part of the solution.

Why You Might Like It

• Community-driven approach with user-generated knowledge
• Q&A and discussions that feed into reusable KB articles
• Integration with Gainsight’s customer success platform
• Analytics to monitor community engagement and article effectiveness

Potential Considerations

• Focus on external, customer-facing communities rather than purely internal docs
• Pricing tailored for mid-to-large SaaS organizations. On request.
• Requires a strategy for community moderation and engagement

Monday.com Docs

Monday.com, known for project management, also offers Docs as part of its platform. Teams can create collaborative documents, embed boards or tasks, and link to other Monday.com items, potentially using Docs as a knowledge repository.

Key Information

• Open Source? No, Monday.com is proprietary.
• Standalone KB Tool? Not purely—it’s part of Monday.com’s broader work management suite.

Why You Might Like It

• Unified platform for tasks, docs, and workflows
• Real-time collaboration with mentions and comments
• Easy linking to Monday.com boards, tasks, or dashboards
• Templates to standardize recurring document types

Potential Considerations

• Primarily project-focused—docs might lack advanced KB features (e.g., robust search, versioning)
• Cost can escalate if you add many users or advanced features. Starts with a free version, then advanced paid plans at $9 to $19 per user per month. Enterprise plans available. That’s for the entire ecosystem though. 
• Learning curve if you’re unfamiliar with the entire Monday.com ecosystem

Docsie

Docsie is a cloud-based documentation tool that helps teams write, manage, and publish technical or product documentation. It focuses on structured content, with collaboration features that allow multiple contributors to work on shared docs.

Key Information

• Open Source? No, Docsie is proprietary.
• Standalone KB Tool? Yes, it can be used as a standalone knowledge base or help center.

Why You Might Like It

• Version control: Keep track of doc iterations and roll back if needed
• Collaboration: Multiple authors can edit and comment in real time
• Embedding & publishing: Easily embed docs on your website or export them
• Content reuse: Reuse snippets across multiple documents to save time

Potential Considerations

• Pricing scales with the number of docs or users. Starts at $143 per month and goes up to $449 per month excluding the enterprise plan.
• Less robust than some enterprise-grade platforms if you need extensive workflow approvals
• Limited integrations compared to more established documentation suites

Shelf

Shelf is a knowledge management platform geared toward eliminating bad data across your documentation and data sources. The way this tool perceives ‘knowledge management’ is different from the others. It offers AI-powered search, content organization, and analytics to optimize article usage.

Key Information

• Open Source? No, Shelf is proprietary.
• Standalone KB Tool? Yes and No. Shelf has a centralized knowledge hub at its core though.

Why You Might Like It

• AI-driven search: Surfaces the most relevant documents for agents
• Automated content curation: Identifies outdated info and suggests updates
• Collaboration features: Allows team members to share feedback and improve docs
• Analytics: Track which articles are most (or least) used and measure agent performance

Potential Considerations

• Focus on customer support rather than broad internal documentation
• Enterprise-level pricing can be high for smaller organizations although pricing is not publicly available
• Learning curve for teams new to AI-based knowledge tools

Spekit

Spekit is a digital enablement and knowledge platform that integrates with popular tools like Salesforce, Slack, and Microsoft Teams. It provides context-sensitive help “speks” (bite-sized content) that appear when and where users need them.

Key Information

• Open Source? No, Spekit is proprietary.
• Standalone KB Tool? Yes, though it focuses on in-app guidance rather than traditional wiki pages.

Why You Might Like It

• Contextual training: Delivers targeted knowledge within the apps your team already uses
• Real-time updates: Speks can be edited on the fly and instantly pushed to users
• Integrations: Seamlessly works with Salesforce, Slack, and more
• Analytics: Measure engagement and knowledge retention through usage metrics

Potential Considerations

• Not a classic documentation repository—it’s more of an in-app help system
• Pricing scales with usage and the number of connected integrations. Pricing is also not available publicly
• May require user buy-in to adopt a new “speks” format

LivePro

LivePro is a knowledge management platform aimed at customer-facing teams, especially in contact centers. It focuses on delivering quick, consistent answers and tracking user engagement to continuously improve support content.

Key Information

• Open Source? No, LivePro is proprietary.
• Standalone KB Tool? Yes, it’s a dedicated platform for knowledge management.

Why You Might Like It

• Decision trees and guided workflows for consistent agent responses
• User feedback integrated into articles for continuous improvement
• Multichannel support (web, phone, chat) so the same knowledge is accessible everywhere
• Analytics to track usage and uncover gaps in documentation

Potential Considerations

• Primarily contact center focused—could be more than you need for simple internal docs
• Pricing typically fits enterprise or midsize businesses but pricing is not available publicly. Offer ‘Flex’, ‘Premium’ and enterprise plans though.
• Limited project collaboration features outside of the knowledge base context

BetterMode

BetterMode (formerly “Tribe”) is a community platform that can also serve as a Q&A or discussion-based knowledge base. It supports community-driven knowledge creation where users can ask, answer, and organize information.

Key Information

• Open Source? No, BetterMode is proprietary.
• Standalone KB Tool? Not purely—it’s a community platform with KB-like features (Q&A, discussions).

Why You Might Like It

• Community-driven content creation and curation
• Modular architecture allowing custom apps, widgets, and integrations
• Gamification with badges, points, and leaderboards for increased engagement
• Custom branding to align the community with your organization’s identity

Potential Considerations

• Less structured for traditional documentation—primarily Q&A and forums
• Requires moderation to keep content organized and accurate
• Pricing is dependent on the number of ‘collaborators’. Between $19 to $99 per month for 3 to 10 collaborators respectively. Free plan and Enterprise plans available.

Mintlify

Mintlify is a documentation platform specifically aimed at developers. It provides a clean interface, code blocks, search, and integrations with popular tools, making it easy to write, deploy, and maintain technical documentation.

Key Information

• Open Source? No, Mintlify is proprietary.
• Standalone KB Tool? Yes, it’s designed for developer-focused docs.

Why You Might Like It

• Developer-centric with syntax highlighting, code samples, and CLI tools
• Version control integration (e.g., GitHub) for workflow automation
• Responsive, modern templates suitable for API and software docs
• Search optimized for technical content

Potential Considerations

• Narrow focus on developer documentation, not general wiki usage
• Limited advanced features like interactive tutorials or branching logic
• Pricing may become costly for large engineering teams. Pricing is dependent on the number of editors, offer two plans - $150 and $500 per month for 5 and 20 editors each. Has a free ‘Hobby’ plan and offers an Enterprisre plan. 

HelpDocs

HelpDocs is a documentation platform designed for public help centers and internal wikis. It offers a clean, minimal interface with features like categories, tagging, and a powerful search function.

Key Information

• Open Source? No, HelpDocs is proprietary.
• Standalone KB Tool? Yes, dedicated to building knowledge bases.

Why You Might Like It

• Instant deployment with customizable themes and domain mapping
• Category-based organization for intuitive navigation
• Analytics and feedback to understand how users interact with content
• Multilingual support for global audiences

Potential Considerations

• Primarily text-based—less suited for complex internal processes or SOPs
• No built-in advanced workflow beyond basic publishing
• Pricing is $69, $139 and $279 per month. Discounts for paying annually upfront. 

bit.ai

bit.ai is a modern document collaboration platform that can be used as a knowledge base. It supports rich media embedding, real-time editing, and organization via workspaces and folders.

Key Information

• Open Source? No, bit.ai is proprietary.
• Standalone KB Tool? Yes, it can serve as a standalone knowledge base.

Why You Might Like It

• Embeds for videos, Google Docs, spreadsheets, and more
• Real-time collaboration with inline comments and mentions
• Smart workspaces to separate teams or projects
• Templates for quick creation of docs like project briefs, SOPs, etc.

Potential Considerations

• Limited advanced features like version branching or complex approvals
• Pricing has a free plan, a Pro Plan and a Business Plan for $8 and $15 per member per month. 
• Less suitable for large enterprises needing extensive customization

Read the Docs

Read the Docs is a popular documentation hosting service, primarily used by open-source communities and developers. You can automatically build and host docs from a Git repository, making it ideal for code-related or developer-focused documentation.

It also has a great user community at Write The Docs

Key Information

• Open Source? The hosting service is proprietary, but the underlying software (Sphinx) is open source.
• Standalone KB Tool? Yes, but specifically geared toward technical documentation.

Why You Might Like It

• Automated builds from GitHub, GitLab, or Bitbucket
• Versioning tied to your code branches
• Built using Sphinx/Markdown for powerful doc formatting
• Free hosting for open-source projects

Potential Considerations

• Primarily developer-oriented rather than a general KB solution
• Less intuitive for non-technical users but highly feature rich
• Limited custom UI—the main style is the classic Sphinx doc theme
• Pricing - $150 per month for Advanced Plan and $250 per month for Pro Plan. Enterprise Plan available

Docusaurus

Docusaurus is an open-source static site generator focused on building documentation websites quickly. It offers Markdown-based doc creation, versioning, and a React-based theming system.

Key Information

• Open Source? Yes, Docusaurus is open source. Uses a Creative Commons Attribution 4.0 license.
• Standalone KB Tool? Yes, but you need to host or deploy the generated site.

Why You Might Like It

• Markdown-based content creation for simplicity
• Versioning system that aligns with software releases
• React-based theming for customizable UI
• Large community and strong documentation

Potential Considerations

• Requires some technical setup (Node.js, command-line tools)
• No built-in collaboration—docs are typically in a Git repo
• Focus on developer docs might not be as user-friendly for non-technical teams

MkDocs

MkDocs is an open-source static site generator written in Python, designed for creating project documentation from Markdown. It’s known for simplicity and fast builds, with a range of custom themes available.

Key Information

• Open Source? Yes, MkDocs is open source. Do read the license before you start using it though. 
• Standalone KB Tool? Yes, you can build and host a KB site, but it’s static.

Why You Might Like It

• Markdown-based for quick, straightforward doc writing
• Fast, simple builds that generate lightweight static sites
• Theme support including the popular “Material for MkDocs”
• Git integration to track doc changes over time

Potential Considerations

• Static site approach means no built-in database or dynamic editing features
• Requires technical setup (Python, CLI) to build and deploy
• Not ideal for large teams needing real-time collaboration or editorial workflows

KnowledgeBase.com

KnowledgeBase.com is a SaaS platform focused on delivering customer-facing help centers or internal wikis. It offers a simple editor, categorization, and analytics to measure article performance.

Key Information

• Open Source? No, KnowledgeBase.com is proprietary.
• Standalone KB Tool? Yes, it’s built for knowledge base creation.

Why You Might Like It

• Easy to set up with minimal technical overhead
• Category management for organizing articles
• Built-in analytics to see popular content and search queries
• Customization for branding and domain usage

Potential Considerations

• Limited advanced features like workflow automation or version control
• Pricing is simple. $49 per month when paid annually or $59 when paid monthly. 
• Less suitable for large enterprises with complex documentation needs

Doctave

Doctave is a documentation platform that integrates with Git. It’s designed to help teams write, review, and publish technical docs, offering automated builds, search, and a user-friendly interface over a Git repo.

Key Information

• Open Source? No, Doctave is proprietary
• Standalone KB Tool? Yes, it’s primarily for creating and hosting docs or KB content.

Why You Might Like It

• Git-based workflow for version control and collaboration
• Automatic builds and hosting for docs with minimal setup
• Search and organization features that scale with your repo
• Clean, minimal design focusing on readability

Potential Considerations

• Technical knowledge needed to manage Git-based doc pipelines
• Limited non-technical user features for editing or WYSIWYG formatting
• Pricing might grow with team size or advanced usage with a wide variance - $99, $399 and $1000 per month.

Glean

Glean is an AI-powered workplace search and knowledge management platform. It connects to multiple apps (Google Workspace, Slack, Confluence, etc.) and unifies them under a single search interface, helping users quickly find relevant information.

Key Information

• Open Source? No, Glean is proprietary.
• Standalone KB Tool? Not exactly—it’s more of a unified search and knowledge discovery layer.

Why You Might Like It

• Universal search across various third-party services
• AI-driven recommendations surface relevant content proactively
• User-friendly interface that consolidates scattered info
• Administration controls for access and permissions

Potential Considerations

• Not a content-creation tool—relies on existing docs from integrated sources
• Pricing not public
• Requires robust integrations for maximum effectiveness

Atlas (by ClearPeople)

Atlas is a digital workspace and knowledge management platform built on Microsoft 365. It enhances SharePoint functionalities with additional features for content governance, collaboration, and enterprise search.

Key Information

• Open Source? No, Atlas is proprietary.
• Standalone KB Tool? Not purely—it’s an add-on/overlay for Microsoft 365 and SharePoint.

Why You Might Like It

• Extended SharePoint capabilities for advanced knowledge management
• Easy to navigate project workspaces and organizational resources
• Integrated with Microsoft 365 for seamless authentication and file handling
• Governance and compliance features that exceed out-of-the-box SharePoint

Potential Considerations

• Requires Microsoft 365 & SharePoint environment already in place
• Enterprise-level pricing may be overkill for smaller teams. Starts at $2500 per month
• Complex setup that might need partner or consultant support

Axero Solutions

Axero Solutions offers a platform called “Communifire,” which is an intranet and collaboration suite that includes knowledge base functionality. It aims to unify company news, documents, discussions, and Q&A into a central hub.

Key Information

• Open Source? No, Axero is proprietary.
• Standalone KB Tool? Part of a broader intranet suite, but can be used for KB purposes.

Why You Might Like It

• Intranet + KB combination for holistic internal communications
• Built-in collaboration features like blogs, wikis, forums, and Q&A
• Permissions and content moderation for secure, organized sharing
• Branding and design customization to match corporate identity

Potential Considerations

• Might be too extensive if you only need a basic wiki
• Higher-tier pricing for enterprise features but not public.
• Learning curve for administrators and end users

TWiki

TWiki is a structured wiki application written in Perl, designed for enterprise collaboration. It has strong plugin support, user access controls, and a flexible framework for building custom wiki applications.

Key Information

• Open Source? Yes, TWiki is open source. Uses as GNU GPLv3 License.
• Standalone KB Tool? Yes, it functions as a self-hosted wiki solution.

Why You Might Like It

• Structured data approach allows for form-based pages and custom fields
• Extensible plugin ecosystem to add features
• Fine-grained access control for enterprise security needs
• Proven track record used by organizations for many years

Potential Considerations

• Perl-based—less common environment compared to PHP or Node
• Older UI might feel dated without customization
• Setup can be complex, requiring command-line and server knowledge

Interested to know more? Click here to read part 5 of this series. 

‍Next Steps

1. Identify Your Core Needs
   Before diving into any platform, map out your organization’s most pressing documentation needs. Consider growth projections, department-specific requirements, and any compliance or security concerns.
2. Evaluate Feature Sets
   Compare your needs against the capabilities of each tool. If simple documentation is your primary goal, you might opt for a focused platform. If you require broader project management or collaboration features, a more comprehensive suite like Confluence may be a better fit.
3. Plan for Scale
   Avoid selecting a tool that meets today’s needs but will be cumbersome or too small-scale in a year. Look for flexible pricing models and feature sets that can grow with your company.
4. Develop Clear Governance
   No matter which tool you pick, implement guidelines for content creation, review, and updates. A strong governance structure ensures your knowledge base remains current and avoids sprawling into chaos.

By choosing a knowledge base solution that balances structure with flexibility—and by planning for both immediate and future growth—you’ll set up a system that can evolve alongside your organization. As you continue exploring the platforms featured in this global guide, keep your unique workflows and culture in mind. A well-implemented knowledge base does more than store information; it becomes a living resource that supports and scales with your company’s success.

Building and maintaining an effective knowledge base often goes beyond selecting the right software—it’s about how you implement and scale that system as your organization evolves. What starts as a simple repository of documents often becomes a tangled web of outdated content, miscommunication, and disjointed workflows. In our experience, the real challenge isn’t just in finding a tool—it’s in establishing a system that grows with the company without hindering the flow of information or collaboration.

Part 1 and Part 2 of this series gave us an overview of companies providing knowledge management solutions. In Part 3, we build on that analysis, expanding the list of tools and solutions that facilitate content creation, version control, and knowledge sharing, and how they can help your organization streamline its documentation process. By presenting the capabilities of each solution, we’ll help you determine which platform is best suited to your current needs while preparing for future growth.

Our Analysis Scope

We cast a wide net when surveying knowledge base solutions, including dedicated documentation platforms and broader tools that offer knowledge base functionality. This article is part 1 of our four-part series analyzing global knowledge bases. Our core filter was straightforward: does the tool allow teams to create, organize, and share internal documentation?

This inclusive approach covered:

• Standalone knowledge base platforms
• Wiki-style tools
• Documentation features embedded in larger workplace solutions

We included specialized documentation tools as well as broader collaboration platforms, tracking everything from simple document repositories to advanced systems with workflow automation and AI capabilities. This broad perspective provides context about where each tool fits in the wider knowledge management landscape.

The resulting analysis covers everything from focused documentation tools like Slab and Outline to more comprehensive platforms like Confluence and ClickUp, which include knowledge base features as part of their broader offerings. Rather than making assumptions about what you need, we lay out what each platform offers so that you can match capabilities to your requirements.

Understanding Our Analysis

For each platform, we gathered key information across several dimensions to help guide your decisions:

Feature Alignment

We assess the feature set of each platform to see how closely it matches core knowledge base needs. Some tools focus primarily on documentation, while others bundle knowledge base capabilities into a broader toolkit. Recognizing this helps you avoid paying for unneeded features or ending up with an overly complex solution.

Content Quality Support

We evaluate how each platform supports content creation and maintenance, including its editing interface, template systems, and tools for keeping documentation up to date. We also examine how well each platform organizes content—an essential factor when your documentation expands beyond basic needs.

Pricing Structure

We look at base costs, per-user fees, and any significant pricing tier jumps. We pay close attention to how pricing scales and whether features like Single Sign-On (SSO) require premium tiers—often a hidden cost in many solutions.

Technical Implementation

We review:

• Whether the solution is open source
• Available integrations
• Browser extension availability
• AI capabilities
• Design quality and user interface
• Sharing and collaboration features

We also provide general notes on unique features, limitations, and specific use cases where each tool shines or might fall short. Rather than making direct recommendations, we present this information so you can determine which features align with your needs and growth trajectory.

Knowledge Base Tools – Global List

Here’s part 3 of the list of tools that can serve as the backbone of a knowledge base in your organization:

Documize

Documize is a documentation and knowledge management platform that blends wiki-style pages with structured data. Its interface allows both technical and non-technical teams to collaborate, organize, and search content efficiently.

Key Information

• Open Source? Documize offers both open-source (Community) and paid Enterprise editions.
• Standalone KB Tool? Yes, it can function as a standalone, self-hosted or cloud-based knowledge base.

Why You Might Like It

• Hybrid approach: Combines wiki pages with structured documentation
• Powerful search that indexes all content, including attachments
• Role-based permissions to control who can view, edit, or share docs
• Integration with tools like Slack and GitHub for streamlined workflows

Potential Considerations

• Setup can vary based on self-hosted vs. cloud versions
• Learning curve for advanced features like templating and structured fields
• Enterprise features (e.g., SSO, auditing) may require paid tiers. Zerbase is $20 per editor per month, Community edition starts at $900 per year for 100 users and Enterprise edition is $1800 per year for unlimited users.

openKM

openKM is an open-source document management system (DMS) that can also serve as a knowledge repository. It provides version control, workflow automation, and metadata tagging, making it useful for organizing large volumes of documentation.

Key Information

• Open Source? Yes and No, openKM has an open-source Community Edition alongside a commercial version. Licensing is not very clear though.
• Standalone KB Tool? Yes, though it’s more of an enterprise DMS with robust KB capabilities.

Why You Might Like It

• Document-centric approach with comprehensive version management
• Metadata and taxonomy features for advanced organization
• Workflow engine for document approvals and reviews
• Full-text search across multiple file types

Potential Considerations

• Primarily a DMS—could be overkill if you only need a simple wiki
• Requires technical setup and maintenance for self-hosting
• Interface is less streamlined than newer SaaS KB tools

BlueSpice

BlueSpice is a professional, enterprise-grade distribution of MediaWiki (the software behind Wikipedia). It adds an improved user interface, WYSIWYG editing, role-based permissions, and additional extensions for a more polished, corporate-friendly wiki experience.

Key Information

• Open Source? No, based on MediaWiki with open-source extensions. BlueSpice itself is not open source but is built on an open source tool.
• Standalone KB Tool? Yes, it’s a dedicated wiki/KB platform.

Why You Might Like It

• Familiar MediaWiki foundation with enterprise enhancements
• Extended features such as quality management, PDF export, and workflow tools
• WYSIWYG editor removes the need for wiki markup expertise
• Active community plus commercial support options

Potential Considerations

• Still a wiki model—might feel too “Wikipedia-like” for some teams
• Server hosting and configuration can be time-consuming
• Extension management requires attention to updates and compatibility
• Pricing is complex but starts at 2700 Euros or so per year.

Google Sites

Google Sites is a free website-building tool within Google Workspace. While not a traditional KB platform, many organizations use it to create simple internal documentation sites due to its easy integration with Google Docs, Sheets, and Drive.

Key Information

• Open Source? No, Google Sites is proprietary.
• Standalone KB Tool? Not purely—it’s part of Google Workspace, but can serve as a lightweight KB.

Why You Might Like It

• Seamless integration with Google Drive, Docs, Sheets, and Slides
• Drag-and-drop site creation—no coding required
• Real-time collaboration with built-in Google account management
• Free for Google Workspace users (depending on plan)

Potential Considerations

• Limited customization compared to full-fledged KB systems
• No advanced features like version control or workflow automation
• Requires Google account—could be an issue if you need external sharing at scale

ServiceNow Knowledge Management

ServiceNow Knowledge Management is a module within the ServiceNow platform, widely used for IT service management (ITSM). It lets teams create and manage a knowledge base for internal support, customer self-service, or both, complete with workflows and approvals.

Key Information

• Open Source? No, ServiceNow is proprietary.
• Standalone KB Tool? It’s part of the ServiceNow suite, but can be used primarily for knowledge management.

Why You Might Like It

• ITSM integration: Ties directly into incident, problem, and change management
• Workflow engine for content review, approval, and publishing
• Advanced analytics to see how content is used and identify gaps
• Role-based access for precise control of knowledge visibility

Potential Considerations

• High cost typically aimed at enterprise IT departments
• Complex implementation—setup and customization can require consultants
• Less relevant if you’re not using ServiceNow for broader IT or customer support

Trainual

Trainual is a platform designed primarily for onboarding and process documentation. Businesses can store SOPs, training modules, and reference guides, creating a centralized knowledge base for new hires and ongoing training.

Key Information

• Open Source? No, Trainual is proprietary.
• Standalone KB Tool? Yes, it’s specifically focused on process documentation and training.

Why You Might Like It

• Structured “playbook” approach for consistent onboarding
• Quizzes and tests to verify understanding of content
• Templates for common workflows and SOPs
• Integrations with apps like Zapier, Slack, and Gusto

Potential Considerations

• Primarily training-oriented features outside of training and SOP contexts

Scribe

Scribe automates documentation by recording user actions in real time, then generating step-by-step guides or tutorials. It’s useful for quickly capturing processes without manually writing everything out, though it can also serve as a lightweight internal knowledge tool.

Key Information

• Open Source? No, Scribe is proprietary.
• Standalone KB Tool? It functions best as a process documentation add-on; can be used alongside or as a simple KB.

Why You Might Like It

• Automated capture of procedures into step-by-step instructions
• Browser extension for easy process recording
• Quick editing to annotate or highlight important steps
• Sharing options (URL links, PDFs, or embed in other docs)

Potential Considerations

• Niche focus on process docs rather than broad knowledge management
• Limited content structure (mostly sequential tutorials)
• Subscription pricing that can add up if many users need to record processes. The basic version is free. Paid plans start at $12 per seat per month and Pro Personal is $23 per seat per month. 

Whale

Whale is a process and knowledge management platform aimed at small to medium-sized businesses. It specializes in creating step-by-step SOPs, checklists, and how-to guides, then distributing them to team members for consistent execution.

Key Information

• Open Source? No, Whale is proprietary.
• Standalone KB Tool? Yes, though heavily focused on SOPs and process documentation.

Why You Might Like It

• Centralized processes and SOPs for uniform training
• Interactive guides with images, videos, and embedded elements
• Analytics to see who has read or acknowledged certain procedures
• Integrations with apps like Slack and Microsoft Teams

Potential Considerations

• Not a traditional wiki—it’s best for process-oriented documentation
• Pricing can scale with additional features or user seats
• Less suited if you need a deep hierarchy of general knowledge articles
• Pricing - Free for up to 5 users, Scale plan is $149 per month for 10 users, additional users are $15 per month. Enterprise plans available

TiddlyWiki

TiddlyWiki is a unique, open-source wiki tool contained in a single HTML file. It allows users to create a self-contained knowledge base or note-taking system that can be run locally or hosted, making it extremely portable.

Key Information

• Open Source? Yes, TiddlyWiki is open source. Uses the BSD 3 Clause License
• Standalone KB Tool? Yes, fully contained in one file—though it can be hosted on a server if desired.

Why You Might Like It

• Portable “single file” approach—easy to move or share
• Highly customizable with plugins, macros, and custom themes
• Lightweight and can run in a browser without a database
• Version control possible by saving multiple iterations or using Git

Potential Considerations

• Less intuitive for teams used to multi-user online wikis
• Collaboration is limited without additional setup (e.g., TiddlyWeb, Git)
• Not designed for large enterprises with hundreds of users

eGain Knowledge

eGain Knowledge is a solution tailored for customer service and contact centers, offering a robust knowledge base with AI-driven search and guided help. It integrates with CRM systems and provides content usage analytics to continuously refine documentation.

Key Information

• Open Source? No, eGain is proprietary.
• Standalone KB Tool? Yes, but it’s specialized for contact center and support use cases.

Why You Might Like It

• AI-driven search to quickly find relevant articles or solutions
• Guided process flows for troubleshooting or customer interactions
• Content analytics to see how often articles are used and their effectiveness
• Multi-channel support (chat, email, phone) so agents can access the same KB

Potential Considerations

• Enterprise focus can lead to higher costs
• Overkill if you just need a simple internal wiki or doc library
• Implementation might require consulting if integrating with multiple CRMs

Flowlu

Flowlu is a business management suite offering project management, CRM, and knowledge base modules. The built-in knowledge base allows you to create and categorize documentation, enabling team members to reference information within the same platform they use for daily tasks.

Key Information

• Open Source? No, Flowlu is proprietary.
• Standalone KB Tool? Not purely—it’s part of a larger suite, but the KB module can be used on its own.

Why You Might Like It

• Unified workspace with projects, CRM, and knowledge base in one
• Category-based organization of articles for easy navigation
• Collaborative editing for team-based content creation
• Free tier available (with user and feature limitations)

Potential Considerations

• Broader toolset might be more than you need if you only want a KB
• Pricing scales with user count and advanced features. Free version available. Paid plans range from $49, $99, $199 and $329 per team per month. Teams are either 8, 16, 25 or more respectively.
• Less specialized than dedicated documentation platforms

ServiceWare Knowledge (prev. Sabio)

Sabio is a knowledge management platform built for service teams, offering AI-assisted search and a clean, modern interface. It focuses on quickly surfacing the most relevant information to agents and employees, aiming to reduce response times and improve customer satisfaction.

Key Information

• Open Source? No, Sabio is proprietary.
• Standalone KB Tool? Yes, Sabio primarily provides a knowledge base system.

Why You Might Like It

• AI-driven search that prioritizes relevant articles
• Simple, modern UI that teams can adapt to quickly
• Role-based permissions to segment and secure sensitive content
• Reporting on usage trends and article effectiveness

Potential Considerations

• Geared toward service environments—might have extra features you don’t need for internal-only docs
• Pricing typically targets mid-to-large companies
• Less robust for non-service workflows (e.g., developer documentation)

Upland RightAnswers

RightAnswers by Upland is a knowledge management solution for customer support and IT service management. It integrates with various ticketing systems and uses an AI-enabled search engine to help agents find the right solutions.

Key Information

• Open Source? No, Upland products are proprietary.
• Standalone KB Tool? Yes, though often paired with help desk systems.

Why You Might Like It

• Ticketing integration with tools like ServiceNow, Salesforce, or Zendesk
• AI-enabled content that suggests relevant solutions during ticket creation
• Robust analytics to track article usage and resolution rates
• Multiple content types: documents, FAQs, videos, and more

Potential Considerations

• Enterprise focus typically comes with higher pricing tiers
• Implementation can require professional services for optimal setup
• Overkill if you just need a basic internal wiki without service desk integration
• Pricing is not public 

Knowledge Center by USU

Knowledge Center by the USU Group is a knowledge management platform tailored for contact centers, IT support, and self-service portals. It provides a structured approach to authoring, reviewing, and delivering consistent information across channels.

Key Information

• Open Source? No, it’s a proprietary solution.
• Standalone KB Tool? Yes, with specialized features for support environments.

Why You Might Like It

• Content lifecycle management with approvals, feedback loops, and version control
• Intelligent search and guided troubleshooting for call center agents
• Multichannel publishing (web, chatbots, portals) for unified information delivery
• Analytics to identify content gaps and optimize knowledge usage

Potential Considerations

• Specialized for contact center and IT use cases
• Costs can be significant for full enterprise deployments
• Less suitable for simple or informal internal documentation needs

Teamwork Spaces

Teamwork Spaces is an add-on to the Teamwork project management suite. It focuses on creating and organizing internal wikis and documentation so teams can collaborate within the same environment where they track tasks and projects.

Key Information

• Open Source? No, Teamwork is proprietary.
• Standalone KB Tool? Part of the Teamwork ecosystem, but can function as a wiki/KB module.

Why You Might Like It

• Seamless integration with Teamwork projects, tasks, and timelines
• Structured page hierarchy for storing and organizing information
• Inline commenting for contextual feedback on documents
• Access permissions can be synced with project teams and roles

Potential Considerations

• Not ideal if you don’t use Teamwork for project management
• Pricing requires at least a Teamwork subscription plus add-ons. Plans start at $10.00, $19.99, $54.99 per user per month. Free and Enterprise plans available
• Less specialized than dedicated KB platforms with advanced doc features

Kayako

Kayako is a customer service and help desk platform that includes a knowledge base module. It supports external help centers or internal wikis, offering article templates and a unified interface for both customers and support agents.

Key Information

• Open Source? No, Kayako is proprietary.
• Standalone KB Tool? Not purely—part of a help desk suite, though the KB can be used on its own.

Why You Might Like It

• Unified help desk with tickets, live chat, and knowledge base in one platform
• Article templates to speed up documentation creation
• Customer-facing portal plus internal documentation features
• Real-time search to surface articles during ticket creation or agent replies

Potential Considerations

• Primarily customer support-focused—may have more features than you need for simple internal docs
• Pricing can add up if you need multiple agent seats or advanced support features. Starts at $49 per agent per month. Enterprise plans available
• Less robust for broader collaboration or complex internal knowledge structures

Intercom Articles

Intercom Articles is part of the broader Intercom customer messaging platform. It allows you to create a knowledge base of help articles that can be embedded within live chat conversations, providing self-service support for customers or internal teams.

Key Information

• Open Source? No, Intercom is proprietary.
• Standalone KB Tool? Not purely—it’s part of Intercom’s suite, but the Articles feature can serve as a KB solution.

Why You Might Like It

• Contextual knowledge: Surface relevant articles during chat sessions
• Simple editor for quick content creation and updates
• Analytics to measure article performance and identify gaps
• Integration with Intercom’s other communication tools for a unified support experience

Potential Considerations

• Pricing can grow quickly with advanced Intercom features. Offers discounts for startups. 
• Primarily customer-facing rather than strictly for internal docs
• Less robust as a full-scale internal wiki for broad organizational knowledge

MangoApps

MangoApps is a digital workplace suite combining intranet, team collaboration, and knowledge management. Its knowledge base module lets teams create wikis, share documents, and centralize resources in a structured way, complete with social features for engagement.

Key Information

• Open Source? No, MangoApps is proprietary.
• Standalone KB Tool? Not purely—a broader platform, but it can serve as a KB hub.

Why You Might Like It

• All-in-one intranet plus knowledge base and collaboration tools
• Social features like feeds, comments, and likes to engage employees
• Granular access controls and version tracking for documents
• Mobile-friendly so users can access content on the go

Potential Considerations

• Potentially overwhelming if you only want a simple KB
• Pricing can be higher than single-function tools. Minimum of 200 user licensing required. 
• Learning curve for non-technical staff unfamiliar with integrated suites

Evernote Teams

Evernote Teams (formerly Evernote Business) extends the popular note-taking platform for team-based collaboration. It allows shared notebooks, tags, and a global search function that can serve as a lightweight organizational knowledge base.

Key Information

• Open Source? No, Evernote is proprietary.
• Standalone KB Tool? Primarily a note-taking platform, but can be repurposed as a KB.

Why You Might Like It

• Familiar interface for users already acquainted with Evernote
• Cross-platform syncing across web, mobile, and desktop
• Powerful search that can parse text in images and PDFs
• Shared notebooks for group collaboration and referencing

Potential Considerations

• Limited structure for large-scale or highly complex documentation
• Paid tiers required for advanced collaboration and storage. Personal and Professional plans are designed for individual use. Team plans start at $24.99 per user per month. Enterprise plans available.
• Not built with formal approval workflows or version control in mind

Joomla

Joomla is a popular open-source content management system (CMS) that can be configured to act as a knowledge base or wiki-like site. Through extensions, you can add documentation structures, article management, and advanced access controls.

Key Information

• Open Source? Yes, Joomla is open source.
• Standalone KB Tool? Yes, if configured with documentation or wiki extensions.

Why You Might Like It

• Flexible CMS with thousands of extensions for added functionality
• User management built-in for assigning different roles and permissions
• Large community offering free support, tutorials, and theme options
• Self-hosted for full control over data and customization

Potential Considerations

• Setup and maintenance require web hosting and some technical knowledge
• Might need multiple plugins or extensions to replicate a classic KB experience
• Less streamlined than dedicated SaaS KB solutions

Drupal

Drupal is a highly flexible, open-source CMS used to build complex sites and applications. With the right modules, you can create robust knowledge bases featuring advanced taxonomy, user permissions, and search capabilities.

Key Information

• Open Source? Yes, Drupal is open source.
• Standalone KB Tool? Yes, though typically requires modules and configuration to act as a KB.

Why You Might Like It

• Highly customizable with a powerful module system
• Strong community for support, updates, and contributed extensions
• Granular taxonomy for organizing large, complex sets of content
• Scalability for enterprise-level sites and high traffic

Potential Considerations

• Steep learning curve for new administrators or content builders
• Requires hosting, installation, and ongoing maintenance
• Overkill if you only need a simple, out-of-the-box knowledge solution

Happeo

Happeo is an intranet and collaboration platform with features designed to consolidate company news, documents, and knowledge into a single hub. It supports structured pages, channels, and integrations with Google Workspace, making it useful for knowledge sharing.

Key Information

• Open Source? No, Happeo is proprietary.
• Standalone KB Tool? Primarily an intranet solution, but can be adapted for a KB.

Why You Might Like It

• User-friendly pages to publish and organize company information
• Integration with Google Drive for file and document embedding
• Social features: channels, feeds, comments, and likes
• Analytics to see which content is most viewed or engaged with

Potential Considerations

• May be more than you need if you want only a lightweight KB
• Pricing is not public but aimed at mid-to-large organizations
• Limited advanced wiki features for detailed document versioning or approvals

Interested to know more? Check out part 4 of this series.

‍Next Steps

1. Identify Your Core Needs
   Before diving into any platform, map out your organization’s most pressing documentation needs. Consider growth projections, department-specific requirements, and any compliance or security concerns.
2. Evaluate Feature Sets
   Compare your needs against the capabilities of each tool. If simple documentation is your primary goal, you might opt for a focused platform. If you require broader project management or collaboration features, a more comprehensive suite like Confluence may be a better fit.
3. Plan for Scale
   Avoid selecting a tool that meets today’s needs but will be cumbersome or too small-scale in a year. Look for flexible pricing models and feature sets that can grow with your company.
4. Develop Clear Governance
   No matter which tool you pick, implement guidelines for content creation, review, and updates. A strong governance structure ensures your knowledge base remains current and avoids sprawling into chaos.

By choosing a knowledge base solution that balances structure with flexibility—and by planning for both immediate and future growth—you’ll set up a system that can evolve alongside your organization. As you continue exploring the platforms featured in this global guide, keep your unique workflows and culture in mind. A well-implemented knowledge base does more than store information; it becomes a living resource that supports and scales with your company’s success.

Running a business today means staying on top of many priorities. One of the most crucial of these priorities  is how you handle information. As your business grows, keeping track of what you know, who knows it, and making sure everyone can access the right information becomes vital. That's where standalone knowledge bases come in. They're designed to do one thing really well: manage all your company's knowledge.

Unlike sprawling platforms that try to cover multiple functions, standalone knowledge bases are purpose-built for information sharing, offering a streamlined and efficient approach.

This guide will explore everything you need to know about standalone knowledge bases, from understanding their fundamental concepts to choosing and implementing the right solution for your organization.

What is a Standalone Knowledge Base?

A standalone knowledge base is a dedicated software solution designed primarily for documenting, organizing, and sharing information within an organization. It differs from knowledge base modules integrated into larger software suites, such as help desk systems or project management tools. Instead, a standalone knowledge  focuses exclusively on knowledge management, offering more robust features and greater flexibility in this specific domain.

The key characteristic of standalone knowledge bases is their independence—they can function without requiring other software systems. This focused approach often results in more refined documentation features, better search capabilities, and more intuitive knowledge organization tools.

Knowledge bases, by design, are built to serve multiple purposes, depending on their use case. Some are designed to support internal employee needs, some act as a guide to clients using your product, and some function as the database of knowledge for chat bots. 

Larger software suites are sometimes built for these specific purposes, such as chat bots to help your customers using an inbuilt knowledge base. However, they often lack seamless integration with different knowledge sources— for example, technical documents—that can provide more comprehensive answers to customer queries. 

While these larger suites might serve your specific use case, a standalone knowledge base is more valuable from an informational architecture perspective. It offers better integration and stronger information management capabilities. 

Why Choose a Standalone Knowledge Base?

Organizations opt for standalone knowledge bases for several compelling reasons:

Focused Functionality

Unlike all-in-one solutions, standalone knowledge bases excel at their primary purpose—documentation and knowledge sharing. This specialization typically results in better search capabilities, more intuitive organization, and more robust documentation features.

Greater Flexibility

Standalone solutions often offer more customization options. They integrate with your existing tools, so you are not locked into a specific ecosystem.

Scalability

As your organization grows, standalone knowledge bases can adapt without the complexity of scaling an entire suite of tools.

Cost-Effectiveness

When you only need knowledge base functionality, standalone solutions often prove more economical than paying for a full suite of features you won't use.

Better User Experience

With interfaces designed specifically for documentation and knowledge sharing, standalone solutions offer a more intuitive experience for both content creators and consumers.

How did we choose the tools in this guide?

Standalone

We choose tools that are truly standalone. They should not have been part of a larger suite for customer service, product support, contact center or any other suite. 

No Dependency

Tools must function independently. They should not require another tool or platform, such as M365 or Notion. 

Popularity & Maturity

They should have a reasonable user base and product maturity to serve its intended purpose, i.e. a knowledge base to be used for internal and external facing users. 

Essential Traditional Features

They should have traditional features, such as the ability to let users create a knowledge base page, edit it, and publish it. The ability to organize them into a coherent structure is also essential. 

Knowledge Base Tools – Global List

Below is a large list of tools that can serve as the backbone of a knowledge base in your organization.

Outline

Outline is an open-source knowledge base platform using a Business Source License 1.1, designed for team documentation and collaboration. The platform offers hierarchical document organization with nested collections, real-time editing capabilities, and a built-in search engine for content discovery. Outline provides both cloud hosting and self-hosting options, with features like version history, document templates, and integrations with workplace tools like Slack and Zapier.

Slite

Slite is a dedicated documentation platform featuring a chat-based interface, designed for creating and organizing internal knowledge. The platform provides folder-based document organization, real-time collaborative editing, and threaded comments for team discussions. Slite also offers desktop applications for document access, built-in templates for common document types, and keyword-based search functionality.

Nuclino

Nuclino is a lightweight knowledge base solution that enables offering real-time collaboration for teams building wikis and documentation. The platform uses a visual, card-based workspace for organizing content, along with features for interlinking pages and creating content relationships. Nuclino provides simultaneous editing capabilities, in-line commenting, and instant search functionality across all documents.

Document360

Document360 is a dedicated knowledge base platform that enables organizations to create, manage, and publish documentation for both internal teams and external customers. The platform features a markdown-based editor, category-based organization, and version control capabilities, along with built-in analytics to track documentation performance. Document360 provides customizable themes for branding and supports multiple domains, making it suitable for businesses requiring separate knowledge bases for different products or audiences.

Helpjuice

Helpjuice is a knowledge base and documentation platform focused on easy knowledge sharing and content management. The platform features a powerful search engine with predictive capabilities, customizable templates, comprehensive analytics to track user engagement, and tools for maintaining content quality. Helpjuice supports real-time collaboration, version control, multiple content formats, and access control settings. It also integrates seamlessly with popular business tools.

BookStack

BookStack is an open-source knowledge management platform that emphasizes design and usability. It features a WYSIWYG editor within a structured Book, Chapter & Page format. The platform includes draw.io integration, powerful search capabilities, and page revision control. BookStack prioritizes intuitive content creation while offering advanced features for power users.

DokuWiki

DokuWiki is an open-source wiki platform that operates without a database, storing content in text files. The platform features access control lists for permissions, a plugin system for extending functionality, and built-in version control. DokuWiki supports multiple language content, offers customizable templates, and includes automated link creation.

Wiki.js

Wiki.js is a modern, open-source wiki platform built on Node.js. It offers multiple editing interfaces and content organization options. The platform also provides Git-based version control, modular authentication systems, and extensive search capabilities. Wiki.js features a responsive interface, supports multiple languages, and offers various rendering engines for content display.

KnowledgeOwl

KnowledgeOwl is a standalone knowledge base platform focused on both internal and external documentation. The platform features a user-friendly editor, customizable themes, and category-based article organization. KnowledgeOwl includes built-in migration services, analytics for tracking content usage, and templating tools for consistent documentation.

XWiki

XWiki is an open-source wiki platform designed for building comprehensive knowledge base solutions. The platform features extensive customization through plugins, granular access control systems, and version tracking for all content. XWiki supports structured data management, offers multiple editor options, and includes advanced search capabilities.

HelpDocs

HelpDocs is a customer support platform focused on knowledge base creation and management. It offers customizable branding options, analytics tools, and team collaboration features. The platform integrates with tools like Intercom and Slack, includes a built-in text editor, and provides detailed user engagement metrics for content optimization.

KnowledgeBase.com

KnowledgeBase.com is a SaaS platform dedicated to knowledge base creation and management. The platform provides straightforward article organization, built-in analytics for tracking content performance, and customizable branding options. KnowledgeBase.com offers category management tools, search functionality, and domain customization features.

Doctave

Doctave combines content management with automated documentation processes. The platform features search functionality, clean content organization, and supports multiple documentation formats. Doctave provides automated builds for documentation, version control, and a minimal design focused on readability.

Docmost

Docmost is an open-source documentation platform focusing on clean interface design and content organization. The platform provides real-time collaboration features, version control for document tracking, and tag-based content organization. Docmost includes commenting capabilities, search functionality, and supports multiple content types.

Next Steps

1. Identify Your Core Needs
   Before diving into any platform, map out your organization’s most pressing documentation needs. Consider growth projections, department-specific requirements, and any compliance or security concerns.
2. Evaluate Feature Sets
   Compare your needs against the capabilities of each tool. If simple documentation is your primary goal, a focused platform is sufficient. IFor broader project management or collaboration features, a comprehensive suite like Confluence may be a better fit.
3. Plan for Scale
   Avoid selecting a tool that meets today’s needs but will be cumbersome or too small-scale in a year. Look for flexible pricing models and feature sets that can scale with your company.
4. Develop Clear Governance
   No matter which tool you pick, implement guidelines for content creation, review, and updates. A strong governance structure ensures your knowledge base remains current and avoids sprawling into chaos.

By choosing a knowledge base solution that balances structure with flexibility—and by planning for both immediate and future growth—you’ll set up a system that can evolve alongside your organization. As you continue exploring the platforms featured in this global guide, keep your unique workflows and culture in mind. A well-implemented knowledge base does more than store information; it becomes a living resource that supports and scales with your company’s success.

An internal knowledge base is a valuable asset for any organization, acting as a central hub where employees can access crucial information. However, simply creating a knowledge base isn’t enough — maintaining it over time is where the true value lies. 

A well-maintained knowledge base can boost productivity, improve communication, and empower your team to succeed. But with changing processes, evolving teams, and shifting priorities, keeping it updated can be a challenge. 

This article offers expert tips to help your knowledge base remain a valuable resource for your organization in the long term, along with practical solutions that directly tackle the core challenges.

The ongoing need for updates

An internal knowledge base is a living, breathing resource. What’s accurate today may not be relevant tomorrow. Information can quickly become outdated, and outdated documentation can lead to confusion, mistakes, and inefficiency.

To ensure your knowledge base remains a reliable resource, set up a system for regular updates. Regularly review documents, processes, and policies to identify which ones need to be refreshed. Encourage feedback from employees who use the knowledge base regularly; they are often the first to spot outdated or missing information. By staying proactive, you can prevent critical knowledge from slipping through the cracks.

#1: Creating a knowledge maintenance plan

Setting a quarterly, biannually or a custom schedule for reviewing documentation ensures that your knowledge base remains current and effective.

Assign ownership for each document or section of the knowledge base. This responsibility could fall to specific departments, teams, or individuals who are best positioned to keep the information up to date. Prioritize the most critical documents that impact daily operations and employee productivity. 

💡 To keep your knowledge base accurate, track changes with version history and audit trails. 

Real-world solution 

AllyMatter enables automatic version control for every document. How does this work? You can compare versions side-by-side to track all edits and approvals in one place or restore previous versions in a single click. 

#2: Organizing and structuring knowledge for longevity

A well-organized knowledge base is easier to maintain and far more useful to your team. Categorizing and tagging documents effectively is key to intelligent organization and ensuring that users can quickly find the information they need.

Rather than cramming everything into a single document, create concise, easy-to-digest pieces of information that can be expanded on when necessary.

💡 Using clear and logical categories is key to ensuring ease of accessibility and searchability. 

Real-world solution

AllyMatter enables hassle-free structuring within your knowledge base. With smart tags, customizable categories and powerful metadata search, no piece of information is lost or buried under layers of folders. 

#3: Involving teams in the process

The responsibility of maintaining a knowledge base should not fall on a single individual or team. Encouraging input from various departments creates a shared responsibility for its upkeep.

Foster a culture of continuous improvement by making knowledge sharing a key component of your organization's values. Employees will feel ownership over the knowledge they contribute, which increases engagement and ensures that the content is relevant and valuable.

💡 Simplify user management to increase ease of use of collaboration. 

Real-world solution

With AllyMatter, you can manage the entire knowledge base from one dashboard. Everything takes minimal effort, from adding users and assigning roles to secure commenting and access control. 

#4: Ensuring robust security and access control

As your knowledge base becomes more valuable with sensitive company data, confidential projects, and personal information being stored, there’s a need to ensure that only authorized individuals can access specific content. 

Define clear permissions for who can view, edit, or share documents with a robust security framework. Regularly review and update security protocols as the organization grows.

💡 Establish a multi-layered security system that includes user authentication, access restrictions, and encrypted storage.

Real-world solution

AllyMatter protects your knowledge base with enterprise-grade security features that offer bank-level encryption and seamless access for authorized users. With industry-leading encryption for all your data, granular access controls, and regular security audits, your sensitive information stays secure 

#5: Managing knowledge across multiple teams and locations

As organizations grow, information may be fragmented across departments, and there could be discrepancies in how different teams document and share knowledge.

Establish standardized documentation guidelines and encourage cross-department collaboration to ensure consistent knowledge sharing. This way, no matter where employees are located or which team they belong to, they can access consistent and accurate information.

💡 Ensure that all teams use the same templates, tags, and categorization methods.

Real-world solution

‍AllyMatter offers customizable templates and powerful search functions to ensure consistency across teams. Whether it’s managing content from different departments or ensuring that the information flows seamlessly, the platform helps centralize your knowledge base and standardize documentation practices across the organization.

‍

Secure your knowledge base with AllyMatter

Maintaining an internal knowledge base is not a one-time task; it's an ever-evolving process that requires consistent effort and attention. With a solid maintenance plan, proper organization, employee involvement, and the right tools, your knowledge base can evolve to meet the changing needs of your organization.

And, awell-maintained knowledge base increases productivity and streamlines decision-making. By treating your knowledge base as a living document that grows and adapts, you ensure it remains a valuable resource for both new and experienced employees. Sign up for the waitlist and be among the first to experience the AllyMatter advantage!

As companies scale, the challenges of managing knowledge grow. Tribal knowledge dissipates, new processes emerge quickly, and finding a scalable knowledge system becomes essential. The challenge isn’t just choosing a tool—it’s building a system that can grow with your company. Too much structure, and you create bottlenecks; too little, and chaos ensues.

Part 1 of this series gave us an overview of companies providing knowledge management solutions. In Part 2, we build on that analysis, expanding the list of tools and solutions we began to explore.

This guide is critical for organizations navigating fast growth, where new processes emerge faster than they can be documented. The issue isn't solely about selecting the right tool—it’s about building a system that evolves alongside your company, minimizing friction.

The core challenge is understanding how different knowledge base architectures handle the dynamic evolution of information—from early-stage, informal documentation to more mature, structured systems. In this section, we'll focus on tools suited for both early implementation and scaling efforts. By evaluating how each platform supports documentation, team collaboration, and information organization, we aim to guide you in selecting a solution that adapts to your growing needs.

Our Analysis Scope

We cast a wide net when surveying knowledge base solutions, including dedicated documentation platforms and broader tools that offer knowledge base functionality. This is part 2 of our four-part series analyzing global knowledge bases. Our core filter was straightforward: does the tool allow teams to create, organize, and share internal documentation?

This inclusive approach covered:

• Standalone knowledge base platforms
• Wiki-style tools
• Documentation features embedded in larger workplace solutions

We included specialized documentation tools as well as broader collaboration platforms, tracking everything from simple document repositories to advanced systems with workflow automation and AI capabilities. This broad perspective provides context about where each tool fits in the wider knowledge management landscape. The resulting analysis covers everything from focused documentation tools like Slab and Outline to more comprehensive platforms like Confluence and ClickUp, which include knowledge base features as part of their broader offerings. Rather than making assumptions about what you need, we lay out what each platform offers so that you can match capabilities to your requirements.

‍Understanding Our Analysis

‍For each platform, we gathered key information across several dimensions to help guide your decisions:

‍Feature Alignment

‍We assess the feature set of each platform to see how closely it matches core knowledge base needs. Some tools focus primarily on documentation, while others bundle knowledge base capabilities into a broader toolkit. Recognizing this helps you avoid paying for unneeded features or ending up with an overly complex solution.

‍Content Quality Support

‍We evaluate how each platform supports content creation and maintenance, including its editing interface, template systems, and tools for keeping documentation up to date. We also examine how well each platform organizes content—an essential factor when your documentation expands beyond basic needs.

‍Pricing Structure

‍We look at base costs, per-user fees, and any significant pricing tier jumps. We pay close attention to how pricing scales and whether features like Single Sign-On (SSO) require premium tiers—often a hidden cost in many solutions.Technical ImplementationWe review:

• Whether the solution is open source
• Available integrations
• Browser extension availability
• AI capabilities
• Design quality and user interface
• Sharing and collaboration features

We also provide general notes on unique features, limitations, and specific use cases where each tool shines or might fall short. Rather than making direct recommendations, we present this information so you can determine which features align with your needs and growth trajectory.

‍Knowledge Base Tools – Global List

‍Here’s part 2 of the list of tools that can serve as the backbone of a knowledge base in your organization.

‍Wiki.js

Wiki.js is a modern, open-source wiki engine powered by Node.js. It offers a visually appealing interface, Git-based version control, and a modular design with extension support. Installation can be done on various hosting platforms, giving teams flexibility in deployment.

Key Information

• Open Source? Yes, Wiki.js is open source.
• Standalone KB Tool? Yes, it operates as a standalone wiki/knowledge base.

Why You Might Like It

• Attractive, modern UI that feels more current than many wiki platforms
• Multiple editors including Markdown, WYSIWYG, and more
• Version control via Git integrations for trackable changes
• Extensible with modules for authentication, search, and other enhancements

Potential Considerations

• Node.js requirement means you need a server environment capable of running Node
• Setup and configuration can be more involved than a pre-hosted solution
• Limited official documentation; you may rely on community support for advanced customizations
• Licensed under the GNU Affero General Public License

Coda

Coda is a flexible document and spreadsheet hybrid that allows teams to create interactive docs, tables, and workflows. While not a traditional knowledge base platform, it can be configured to function as one, thanks to rich text creation, relational tables, and embedded collaboration features.

Key Information

• Open Source? No, Coda is not open source.
• Standalone KB Tool? Not purely standalone—primarily a multi-purpose doc tool, but can be used as a KB.

Why You Might Like It

• Highly flexible structure for building custom documentation setups
• Embedded tables and views for dynamic, database-like functionality
• Real-time collaboration with comments, revision history, and user permissions
• Automation features (Coda Packs) for linking docs to other tools

Potential Considerations

• Complexity: Setting it up as a KB may require more manual structure and design
• Pricing can scale quickly if you need advanced features or many “Doc Makers”. Starts as low as $36 for 1 Doc Maker and a 5 member team paid monthly. Pro and Team plans charge $12 and $36 per month per doc maker. 
• Not specialized for knowledge bases (no dedicated knowledge management workflows out of the box)

Archbee

Archbee is a documentation tool targeting tech teams and startups, offering features like API docs, diagrams, markdown editing, and a knowledge base structure. It supports integrations with GitHub and Slack, and focuses on developer-friendly content such as code blocks and API reference organization.

Key Information

• Open Source? No, Archbee is not open source.
• Standalone KB Tool? Yes, it can serve as a standalone knowledge base solution, especially for technical documentation.

Why You Might Like It

• Developer-centric features (API docs, code blocks, diagrams)
• Clean interface with Markdown editing and drag-and-drop organization
• Real-time collaboration for simultaneous editing and feedback
• Integrations with Slack, GitHub, and other developer tools

Potential Considerations

• Targeted at technical teams—may be overkill if you only need simple text docs
• Pricing escalates with additional collaborators and advanced features. Starts at $50 per month for the “Growing” plan and $200 per month for “Scaling Plan”. Additional team members beyond the initial included 3 users is between $4 and $10 per team member per month.
• Less focus on traditional “wiki” use cases or non-technical document structures

Bloomfire

Bloomfire is a knowledge sharing and engagement platform designed to help teams easily upload, categorize, and share content. Its focus on social features (likes, comments, Q&A) aims to foster collaboration and continuous learning within organizations.

Key Information

• Open Source? No, Bloomfire is not open source.
• Standalone KB Tool? Yes, Bloomfire functions as a dedicated knowledge management platform.

Why You Might Like It

• Social learning features (Q&A, likes, comments) encourage team interaction
• Powerful search with automatic transcription for video content
• Analytics to track engagement and identify top contributors or content gaps
• Flexible content types (documents, videos, images) for diverse knowledge sharing

Potential Considerations

• Pricing may be higher than simpler KB-only tools. Pricing not publicly available.
• Primarily cloud-based, so no self-hosted option
• Focus on social features might be unnecessary if you only need basic documentation

KnowledgeOwl

KnowledgeOwl is a standalone knowledge base solution offering a user-friendly editor, customizable themes, and article organization via categories and subcategories. It’s designed to help companies publish internal or external documentation, FAQs, and user guides with minimal technical overhead. Has high touch service and provides migration services to move you from your existing documentation to KnowledgeOwl. 

Key Information

• Open Source? No, KnowledgeOwl is not open source.
• Standalone KB Tool? Yes, it’s a dedicated knowledge base platform.

Why You Might Like It

• Easy setup and straightforward interface for quick adoption
• Customization of KB layout, branding, and domains
• Built-in analytics to see which topics users search for the most
• Templates and versioning to streamline creating and updating articles

Potential Considerations

• Limited integrations compared to larger or more established platforms
• Pricing can get high with add-ons or extra seat requirements. Starts at $100 per month for their all inclusive knowledge base tool with all features included. Charges an additional $25 per extra author. 
• Less suitable if you need project management or extensive collaboration features

ProProfs Knowledge Base

ProProfs Knowledge Base is a solution aimed at both internal team documentation and external help centers. It provides a simple, WYSIWYG editor, multiple templates, and options for customization. It also integrates with other ProProfs products, like their help desk and survey tools.

Key Information

• Open Source? No, ProProfs Knowledge Base is not open source.
• Standalone KB Tool? Yes, it can function independently as a knowledge base.

Why You Might Like It

• Beginner-friendly editor and article templates
• Multilingual support for global teams or customer bases
• Analytics dashboard to track article performance and user feedback
• Integration with ProProfs Help Desk, Quiz Maker, and Chat for a broader solution

Potential Considerations

• Pricing depends on users and advanced features. Free for 1 author and 25 pages, Business plan starts at $79 per author per month. Custom domain and removing ProProfs branding requires an additional $30 per month.
• Less robust for technical teams needing version control or code-specific documentation
• Limited advanced workflow or project management capabilities

Zoho Desk (Knowledge Base Module)

Zoho Desk is a customer service platform that includes a Knowledge Base Module for creating and managing help articles. While it’s aimed at external support, it can be adapted for internal documentation. It integrates with other Zoho products, offering a seamless experience for existing Zoho users.

Key Information

• Open Source? No, Zoho Desk is not open source.
• Standalone KB Tool? Not purely standalone—part of Zoho Desk, but can function as a KB within that suite.

Why You Might Like It

• Built-in workflows for creating, reviewing, and publishing articles
• AI tools (“Zia”) that suggest relevant articles to agents and users
• Integration with the larger Zoho ecosystem (CRM, Projects, etc.)
• Multi-brand portals if you run multiple products or services

Potential Considerations

• Primarily customer-focused, so purely internal KB features may be limited
• Costs can rise if you add more Zoho apps or premium features. Between $7 and $40 per user per month.
• Less flexible than a dedicated or open-source KB if you need specific customizations

‍Papyrs

Papyrs is a drag-and-drop intranet and knowledge base platform aimed at small to midsize businesses. It offers page-building tools, form creation, and a user-friendly interface to quickly create internal wikis or documentation portals.

Key Information

• Open Source? No, Papyrs is not open source.
• Standalone KB Tool? Yes, Papyrs can serve as a standalone intranet/knowledge base.

Why You Might Like It

• Drag-and-drop page building with widgets for text, images, forms, etc.
• Simple permission controls to manage who sees or edits certain pages
• Built-in search for quick content discovery
• Minimal learning curve thanks to intuitive design

Potential Considerations

• Limited advanced integrations beyond common tools (e.g., Slack, Google Workspace)
• Less suitable for large enterprises with complex documentation hierarchies
• Pricing can grow if you need more users or extra storage. Ranges from $99 to $999 per month depending on the plan chosen when paid monthly.

Stack Overflow for Teams

Stack Overflow for Teams adapts the popular Q&A format for internal organizational use. It focuses on capturing and retaining knowledge through questions and answers, with tagging and search functionality that helps employees find solutions quickly.

Key Information

• Open Source? No, Stack Overflow for Teams is not open source.
• Standalone KB Tool? Yes, though it centers on Q&A rather than traditional article-based documentation.

Why You Might Like It

• Familiar Q&A format for tech-savvy teams
• Powerful search and tagging to quickly surface relevant answers
• Gamification (reputation points, badges) can encourage participation
• Integrations with Slack, Microsoft Teams, and Jira

Potential Considerations

• Less traditional knowledge base structure—focused on Q&A rather than articles
• Pricing scales with the number of active users or advanced features (SSO, analytics). Free plan available. Paid plans start at $7.70 per user per month and higher. Enterprise plans available. 
• Might require cultural buy-in to keep questions and answers organized

Microsoft SharePoint

Microsoft SharePoint is a comprehensive platform often used for intranets, document management, and collaboration. While it’s not a traditional knowledge base tool, teams commonly use SharePoint sites and document libraries to organize and share internal documentation.

Key Information

• Open Source? No, SharePoint is a Microsoft product and not open source.
• Standalone KB Tool? Not purely standalone—part of Microsoft 365 ecosystem, but can be set up as a KB.

Why You Might Like It

• Deep integration with Microsoft 365 (Office apps, Teams, OneDrive)
• Flexible site creation with custom web parts for document libraries, lists, etc.
• Robust security and permissions for enterprise-grade access control
• Scalable for large organizations with complex needs

Potential Considerations

• Complex setup if you’re unfamiliar with SharePoint administration
• UI can be less intuitive for non-technical users
• Cost can grow quickly for certain licensing tiers or advanced features

eXo Platform

eXo Platform is an open-source digital workplace solution that includes intranet, collaboration, and knowledge management features. It offers document sharing, wikis, forums, and a social layer to help employees engage with content and each other.

Key Information

• Open Source? Yes, eXo Platform offers an open-source version. This is however complex between eXo Platform CE (community edition) and Enterprise Edition. 
• Standalone KB Tool? Not purely standalone—it's a broader digital workplace product, but includes a wiki/KB component.

Why You Might Like It

• All-in-one collaboration (intranet, wiki, chat, tasks) in one platform
• Social features like activity streams and user profiles
• Customizable with extensions and themes
• Self-hosted or cloud options give flexibility

Potential Considerations

• Complex deployment if you want to self-host and customize extensively
• Might be more than needed if you only want a simple documentation tool
• Support for open-source version can be community-driven, potentially slower
• Pricing is between $3 per user per month and $5 or more

Basecamp

Basecamp is known primarily as a project management and team communication tool, but it includes an internal “Docs & Files” feature. While not a dedicated KB solution, it can be repurposed to store and organize important team knowledge.

Key Information

• Open Source? No, Basecamp is not open source.
• Standalone KB Tool? Not purely—it's a project management suite, though docs can serve as a lightweight KB.

Why You Might Like It

• Unified platform for tasks, chat, and basic documentation
• Simple file and doc organization to keep resources in one place
• Easy onboarding with a user-friendly, minimalistic interface
• Notifications keep everyone updated on new or edited docs

Potential Considerations

• Limited doc features (no advanced formatting, version control, or deep structure)
• Pricing is project-oriented and might be too high if you only need KB functionality. Starts at $15 per user per month, or better $299 per month ($349 paid monthly) for the entire organization without any limits on users. Free for one project though.
• Less robust for large documentation sets or complex knowledge hierarchies

KMS Lighthouse

KMS Lighthouse is a knowledge management solution tailored for contact centers and customer service teams. It delivers fast access to verified information through a structured, centralized knowledge base, with features like decision trees and real-time updates.
‍

Key Information

• Open Source? No, KMS Lighthouse is not open source.
• Standalone KB Tool? Yes, although it’s specialized for contact center knowledge.

Why You Might Like It

• Decision trees and guided workflows for consistent customer responses
• Real-time updates to ensure agents always have the latest information
• Analytics to measure agent performance and content usefulness
• Integration with CRM and ticketing systems (Salesforce, Zendesk, etc.)

Potential Considerations

• Industry focus on call centers; less relevant for general or internal documentation
• Pricing is typically enterprise-level, which can be cost-prohibitive for smaller teams
• Limited broad collaboration features beyond the Q&A or agent context

Helprace

Helprace is a help desk and customer service platform that includes a community forum, feedback system, and a knowledge base module. It’s designed for both internal use and public self-service, helping reduce repetitive inquiries by making documentation easily accessible.

Key Information

• Open Source? No, Helprace is not open source.
• Standalone KB Tool? Not purely—part of a customer service suite, but its KB module can run independently.

Why You Might Like It

• Unified support: tickets, community, and KB all in one platform
• User feedback loops: customers can comment on articles, suggest improvements
• Categories and tagging for organizing articles
• Moderation tools to keep content accurate and appropriate

Potential Considerations

• Less specialized for purely internal documentation if you don’t need a help desk
• Pricing scales with seat count and advanced features
• Limited advanced KB capabilities compared to dedicated documentation platforms

Documentor (WordPress Plugin)

Documentor is a WordPress plugin designed to create documentation or knowledge base sections within a WordPress site. It supports multiple documentation guides, drag-and-drop sorting, and customizable templates for easy user navigation.

Key Information

• Open Source? Partially—WordPress itself is open source, but Documentor may have premium features.
• Standalone KB Tool? Not independently—it runs on WordPress, but can function as a dedicated doc portal within that environment.

Why You Might Like It

• Easy setup if you already have a WordPress site
• Drag-and-drop reordering of articles or sections
• Customizable design using WordPress themes and plugins
• Search for quick article discovery

Potential Considerations

• Requires WordPress hosting and maintenance
• Limited advanced features compared to full KB platforms (e.g., built-in analytics, AI)
• Premium version needed for some advanced functions like password protection

Heroic Knowledge Base (WordPress Plugin)

Heroic Knowledge Base is another WordPress plugin that transforms a WordPress site into a structured knowledge base. It features article attachments, built-in analytics, and a drag-and-drop article reorder system to keep content organized.

Key Information

• Open Source? WordPress is open source, but Heroic KB is a premium plugin.
• Standalone KB Tool? Requires WordPress; not standalone in a traditional sense.

Why You Might Like It

• Seamless WordPress integration with custom shortcodes and widgets
• Article feedback and rating to gauge helpfulness
• Built-in search and analytics for improved user experience and insights
• Easy theming to match your existing WordPress site design

Potential Considerations

• Limited to WordPress—not ideal if you don’t use it already
• Paywall for advanced features or support
• Less robust for enterprise-level knowledge management needs

TallyFox Tallium

TallyFox Tallium is a knowledge management and collaboration platform designed to connect people, content, and data intelligently. It uses a semantic search engine and smart tagging to surface relevant information across teams.

Key Information

• Open Source? No, TallyFox Tallium is not open source.
• Standalone KB Tool? Yes, though it also includes broader collaboration features.

Why You Might Like It

• Semantic search that learns from user interactions to improve results
• Smart tagging for more precise organization and retrieval
• Collaboration features like content sharing, discussion, and notifications
• Knowledge clusters to group related content automatically

Potential Considerations

• More advanced than a simple KB—might be unnecessary complexity for small teams
• Pricing could be high for robust features like AI-driven search
• Implementation may require training or consulting to leverage semantic capabilities

MyHub Intranet

MyHub Intranet is a cloud-based intranet platform providing communication, collaboration, and knowledge sharing tools. It offers a drag-and-drop site builder, file sharing, forums, blogs, and wikis that can function as a central knowledge base for employees.

Key Information

• Open Source? No, MyHub Intranet is not open source.
• Standalone KB Tool? Not purely—it's a broader intranet solution but includes wiki/KB elements.

Why You Might Like It

• Comprehensive intranet solution with multiple modules (document storage, forums, wikis)
• Quick deployment with pre-built templates for different use cases
• User-friendly admin interface for easy customization and branding
• Collaboration tools help teams share information in one secure location

Potential Considerations

• Could be overkill if you only need a basic knowledge base
• Pricing information is not publicly available
• Less specialized for purely technical or developer-focused documentation

Freedcamp

Freedcamp is a project management platform that includes file organization and Wiki capabilities. While it’s mostly used for task tracking and collaboration, the Wiki module can serve as a lightweight knowledge base for internal documentation.

Key Information

• Open Source? No, Freedcamp is not open source.
• Standalone KB Tool? Not purely—it’s part of Freedcamp’s project management environment.

Why You Might Like It

• Integrated Wiki for centralizing project documentation
• Free basic plan for small teams or personal use
• Collaboration tools (tasks, discussions, calendars) all in one place
• Cloud-based with minimal setup required

Potential Considerations

• Limited advanced KB features compared to dedicated solutions
• Focus on project/task management may add unnecessary complexity if you only want a KB
• Scaling to larger teams or more storage may require paid plans
• Pricing is as low as $1.49 per user per month and goes up to $19.99. Free plan available.

Quip (Salesforce)

Quip is a team collaboration tool from Salesforce that combines documents, spreadsheets, and chat in a single interface. While it doesn’t market itself strictly as a knowledge base solution, you can use Quip’s shared folders, live docs, and permissions to store and manage team knowledge.

Key Information

• Open Source? No, Quip is not open source.
• Standalone KB Tool? Not purely—it’s part of the Salesforce ecosystem, though you can use it independently.

Why You Might Like It

• Real-time collaboration with inline chat and comments
• Spreadsheets embedded into documents for multi-functional content
• Salesforce integration for teams already using Salesforce CRM
• User-friendly interface that’s easy to adopt

Potential Considerations

• Less structured knowledge base approach—more freeform docs
• Costs can add up for larger teams or those needing advanced Salesforce features. Starts at $100 per user per month
• Limited advanced doc management features like version history or hierarchical organization

XWiki

XWiki is an open-source wiki platform designed for building collaborative knowledge base solutions and even custom web applications. It features powerful version control, access rights management, and a modular extension system, making it highly customizable for varied documentation needs.

Key Information

• Open Source? Yes, XWiki is open source. Uses a GNU General Public License
• Standalone KB Tool? Yes, it can be used entirely as a standalone knowledge base.

Why You Might Like It

• Extensive customization through plugins and extensions
• Robust permission system for fine-grained access control
• Version history and rollback built into each page
• Active open-source community for support and frequent updates

Potential Considerations

• Requires hosting and setup, which can be technical for non-IT teams
• More complex than simpler wiki solutions if you just need a basic KB
• Customization may demand time and technical know-how

Interested to know more? Check out part 3 of this series.

‍Next Steps

1. Identify Your Core Needs
   Before diving into any platform, map out your organization’s most pressing documentation needs. Consider growth projections, department-specific requirements, and any compliance or security concerns.
2. Evaluate Feature Sets
   Compare your needs against the capabilities of each tool. If simple documentation is your primary goal, you might opt for a focused platform. If you require broader project management or collaboration features, a more comprehensive suite like Confluence may be a better fit.
3. Plan for Scale
   Avoid selecting a tool that meets today’s needs but will be cumbersome or too small-scale in a year. Look for flexible pricing models and feature sets that can grow with your company.
4. Develop Clear Governance
   No matter which tool you pick, implement guidelines for content creation, review, and updates. A strong governance structure ensures your knowledge base remains current and avoids sprawling into chaos.

By choosing a knowledge base solution that balances structure with flexibility—and by planning for both immediate and future growth—you’ll set up a system that can evolve alongside your organization. As you continue exploring the platforms featured in this global guide, keep your unique workflows and culture in mind. A well-implemented knowledge base does more than store information; it becomes a living resource that supports and scales with your company’s success.

Knowledge bases fail more often due to poor implementation than poor tooling. Having worked on knowledge management systems across dozens of growing companies, we’ve observed that success depends on striking the right balance between structure and flexibility during periods of rapid change.

This is particularly critical for organizations experiencing rapid growth, where tribal knowledge leaves as people depart and new processes emerge faster than they can be documented. The challenge isn’t just choosing a tool—it’s building a system that can evolve alongside your company without creating friction. Teams often struggle with systems that start off well but become bottlenecks when they’re too rigid, or devolve into information chaos when they’re too loose.

The key is understanding how various knowledge base architectures manage the natural evolution of a company’s information—from early, informal documentation to mature, structured processes. In this exploration of knowledge base tools, we’ll look at solutions suited for early-stage implementation and for rapid scaling. By comparing how each platform handles documentation, team collaboration, and information organization, we’ll help you choose a system that not only meets your current needs but also adapts to your company’s growth.

Note

The prices and costs mentioned here are true to the date of publishing - 6th Feb 2025. Please reach out to hello [at] allymatter [dot] com if you think we've made an error or if you think this post needs a correction

Our Analysis Scope

We cast a wide net when surveying knowledge base solutions, including dedicated documentation platforms and broader tools that offer knowledge base functionality. This article is part 1 of our four-part series analyzing global knowledge bases. Our core filter was straightforward: does the tool allow teams to create, organize, and share internal documentation?

This inclusive approach covered:

• Standalone knowledge base platforms
• Wiki-style tools
• Documentation features embedded in larger workplace solutions

We included specialized documentation tools as well as broader collaboration platforms, tracking everything from simple document repositories to advanced systems with workflow automation and AI capabilities. This broad perspective provides context about where each tool fits in the wider knowledge management landscape. The resulting analysis covers everything from focused documentation tools like Slab and Outline to more comprehensive platforms like Confluence and ClickUp, which include knowledge base features as part of their broader offerings. Rather than making assumptions about what you need, we lay out what each platform offers so that you can match capabilities to your requirements.

Understanding Our Analysis

For each platform, we gathered key information across several dimensions to help guide your decisions:

Feature Alignment

We assess the feature set of each platform to see how closely it matches core knowledge base needs. Some tools focus primarily on documentation, while others bundle knowledge base capabilities into a broader toolkit. Recognizing this helps you avoid paying for unneeded features or ending up with an overly complex solution.

Content Quality Support

We evaluate how each platform supports content creation and maintenance, including its editing interface, template systems, and tools for keeping documentation up to date. We also examine how well each platform organizes content—an essential factor when your documentation expands beyond basic needs.

Pricing Structure

We look at base costs, per-user fees, and any significant pricing tier jumps. We pay close attention to how pricing scales and whether features like Single Sign-On (SSO) require premium tiers—often a hidden cost in many solutions.

Technical Implementation

We review:

• Whether the solution is open source
• Available integrations
• Browser extension availability
• AI capabilities
• Design quality and user interface
• Sharing and collaboration features

We also provide general notes on unique features, limitations, and specific use cases where each tool shines or might fall short. Rather than making direct recommendations, we present this information so you can determine which features align with your needs and growth trajectory.

Knowledge Base Tools – Global List

Here’s part 1 of the list of tools that can serve as the backbone of a knowledge base in your organization.

Atlassian Confluence

Confluence by Atlassian is a collaborative workspace that can function as a standalone knowledge base, helping teams create, share, and organize knowledge efficiently. It features dynamic pages, whiteboards, databases, and AI tools for automating tasks and summarizing documents. Confluence integrates smoothly with other Atlassian products (like Jira) and many third-party tools, offering a robust library of templates for diverse team needs.

Key Information

• Open Source: No, Confluence is not open source.
• Standalone KB Tool: Yes, it can serve as a standalone knowledge base, though it also includes broader project collaboration features.

Why You Might Like It

• Centralized knowledge repository
• Suitable for multiple teams (marketing, project planning, software development, etc.)
• Robust security with user-level permissions
• Rich integration ecosystem with Atlassian suite and other tools. You will like this if you are already using Atlassian’s other tools like Jira and have large dev and product teams who are already working on Jira. 

Potential Considerations

• Complexity: Might be overkill for very small teams or simple documentation needs. 
• Pricing Tiers: Free tier for up to 10 users, then $5.16, $9.73 per user. Enterprise plan available. 

Slab

Slab is a dedicated knowledge base platform that emphasizes a clean, intuitive interface for team documentation. It offers powerful editing tools, version history, and an advanced search function—making it easy to create, update, and find information. Slab integrates with popular apps (e.g., Slack, GitHub) to keep your documentation workflow streamlined. It is built for both technical and non-technical teams and their needs. 

Key Information

• Open Source? No, Slab is not open source.
• Standalone KB Tool? Yes, Slab can be used entirely as a standalone knowledge base.

Why You Might Like It

• Minimal, user-friendly interface that lowers adoption barriers
• Powerful search to quickly locate relevant content
• Version history for transparent tracking of content edits
• Integrations with popular tools (e.g., Slack, GitHub), centralizing knowledge.

Potential Considerations

• Pricing can scale up depending on team size and feature needs. Free for up to 10 users. $6.67, $12.50 and Enterprise pricing for organizations with more than 10 users.  
• Advanced administrative features (such as SSO) may require higher-tier plans

Outline

Outline is an open-source knowledge base tool designed for collaborative team documentation. It offers a clean, intuitive interface, hierarchical content organization, and robust search capabilities, making it easy to create, share, and maintain information. With built-in integrations (e.g., Slack, Zapier) and a focus on simplicity, Outline can serve as a seamless hub for storing and accessing your team’s knowledge.

Key Information

• Open Source? Yes, Outline is open source. It uses a Business Source License 1.1.
• Standalone KB Tool? Yes, Outline can function as a fully standalone knowledge base.

Why You Might Like It

• Hierarchical organization for structuring documentation into nested collections
• Powerful search to quickly locate relevant pages
• Clean, user-friendly interface that requires minimal onboarding
• Slack and Zapier integrations for streamlined workflows

Potential Considerations

• Self-hosting requires your own server resources and technical setup if you opt for on-premise
• License - $10 per month for up to 10 users, $79 for 11 to 100 users, $249 for 101-200 users on the Cloud. Self-managed instances are free for an unknown number of users, Business and Enterprise editions are $4 and $5 per user per month. 
• Limited advanced features compared to more comprehensive project management or collaboration platforms
• Community-driven support model, which may affect response times for troubleshooting.

Notion

Notion is a versatile collaboration platform that combines documents, databases, and wikis in one place. Its flexibility allows teams to build a fully customized knowledge base with pages and subpages, while also supporting task management and other workflow needs. Users can embed various media types, create relational databases, and organize content in a highly visual, drag-and-drop interface. Requires third-party plugins for approval workflows, compliance and many other essential features which are needed for many organizations.

Key Information

• Open Source? No, Notion is not open source.
• Standalone KB Tool? Not purely standalone—it’s a multipurpose platform, but it can effectively serve as a knowledge base.

Why You Might Like It

• Flexible page structure: Easily create and rearrange pages, subpages, and databases
• Rich content embedding: Insert images, videos, code snippets, and more
• Powerful templates: Pre-built layouts and customizable templates help standardize documentation
• Collaboration features: Real-time editing, comments, and @mentions for quick feedback

Potential Considerations

• Broad feature set: Might be more complex than necessary if you only want a simple knowledge base
• Pricing tiers: Free for personal use, $10 and $15 per seat per month for Plus and Business plans. Enterprise plans on request. Advanced permissions and admin controls may require higher-tier plans
• Learning curve: Navigating databases, relations, and templates can be challenging for first-time users

Slite

Slite is a collaborative documentation platform with a Slack-inspired interface, making it particularly user-friendly for teams already familiar with chat-based tools. It offers real-time editing, threaded comments, and simple content organization through channels and folders. Slite focuses on ease of use, helping teams rapidly create and share knowledge without steep learning curves.

Key Information

• Open Source? No, Slite is not open source.
• Standalone KB Tool? Yes, Slite can function as a standalone knowledge base.

Why You Might Like It

• Simple organization: Channels, folders, and tags help keep documentation tidy
• Integrations: Connects with tools like Slack and GitHub to streamline workflows
• Desktop App: Use the desktop app for easy access to all documents on your desktop

Potential Considerations

• Limited advanced features: May not offer the same feature depth as broader project management suites
• Pricing - $8 and $10 for Standard and Premium plans, Enterprise plans available. Scales based on team size and feature requirements
• Fewer built-in automation capabilities compared to larger, more established platforms

Guru

Guru is a knowledge management platform designed to provide real-time information to teams through a browser extension, Slack integration, and other communication tools. It uses “Cards” for quick access to bite-sized knowledge and includes verification workflows to ensure information stays accurate and up to date. It provides a verifier system which helps users understand the accuracy of information in the knowledge base.

Key Information

• Open Source? No, Guru is not open source.
• Standalone KB Tool? Yes, Guru can be used solely as a knowledge base solution.

Why You Might Like It

• Real-time accessibility: Browser extension and Slack integration allow quick retrieval of information
• Verification workflow: Ensures content remains accurate through regular checks and approvals
• Card-based format: Breaks down information into smaller, easily digestible pieces
• Contextual insights: Automatically surfaces relevant knowledge within your workflow

Potential Considerations

• Pricing may increase based on team size or advanced feature needs. Starts at $18 per user per month. Enterprise plans available. 
• Limited long-form documentation features compared to more document-centric platforms
• Learning curve for teams unfamiliar with card-based content organization

Nuclino

Nuclino is a lightweight, real-time collaboration tool designed to help teams build and maintain knowledge bases and wikis. Its intuitive interface uses a card-based, visual workspace where you can create and link pages (or “items”) to organize information. Nuclino also supports real-time editing and commenting, making it easy for teams to collaboratively update and refine documentation.

Key Information

• Open Source? No, Nuclino is not open source.
• Standalone KB Tool? Yes, Nuclino can serve as a standalone knowledge base.

Why You Might Like It

• Simple, visual organization: Create interlinked pages and visually map out relationships
• Real-time collaboration: Edit simultaneously and leave in-line comments for quick feedback
• Minimalistic interface: Easy for new users to adopt without a steep learning curve
• Search and linking: Quickly locate content and cross-reference related pages

Potential Considerations

• Limited advanced features: May not offer the depth of larger, more comprehensive platforms
• Pricing tiers: Basic version is free, $6 and $10 for Starter and Business plans
• Lacks extensive integrations compared to some other knowledge management tools

Tettra

Tettra is a knowledge management platform that integrates tightly with Slack and Microsoft Teams, focusing on a Q&A-driven approach to sharing and organizing information. It allows teams to create and maintain internal documentation in a user-friendly environment, with a strong emphasis on capturing and surfacing knowledge in real time.

Key Information

• Open Source? No, Tettra is not open source.
• Standalone KB Tool? Yes, Tettra can be used as a standalone knowledge base.

Why You Might Like It

• Q&A-driven workflow: Encourages users to ask questions and get quick, documented responses
• Slack/MS Teams integration: Allows easy knowledge sharing within familiar communication tools
• Simple content structure: Provides straightforward templates and categories for organizing documentation
• Verification reminders: Helps keep documentation accurate and up to date

Potential Considerations

• Limited advanced features: Focuses on Q&A and basic documentation, which may not meet complex needs
• Pricing: $5 per user per month for Basic with a minimum of 10 users, $10 per user per month for Scaling with a minimum of 10 users, $7200 per year for Professional with 50 users included. 
• Narrower integration ecosystem: Strong focus on Slack and Teams, but fewer other native integrations

Zendesk Guide

Zendesk Guide is the knowledge base component of the larger Zendesk Suite, designed to help businesses create, organize, and deliver customer-facing or internal documentation. It offers customizable themes, AI-powered answer suggestions, and a self-service portal to quickly surface relevant content. Although it’s best known for customer support, it can also function as an internal knowledge repository. Not really designed or built for internal teams’ usage. It is built to let internal teams serve external customers. Help desk features dominate the knowledge base platform. 

Key Information

• Open Source? No, Zendesk Guide is not open source.
• Standalone KB Tool? Not purely standalone—it’s part of Zendesk, but can be used primarily as a knowledge base solution within the suite.

Why You Might Like It

• Easy self-service: Enables customers or team members to quickly find answers on their own
• AI-powered suggestions: Suggests relevant articles based on inquiries or ticket context
• Customizable design: Offers theming options to match branding or internal style preferences
• Robust analytics: Tracks search queries, article views, and engagement for continuous improvement

Potential Considerations

• Focus on customer support: May have more features than needed if you only want internal documentation
• Pricing: Part of the broader Zendesk ecosystem, which might be costlier for smaller teams. Starts at $25 per agent per month, and goes up to $149 per agent per month. Enterprise plans available. 
• Integration limits: Works best alongside Zendesk products; third-party integrations may be more limited

Document360

Document360 is a dedicated knowledge base software that allows you to create, manage, and publish documentation for both internal teams and external customers. It features a markdown-based editor, category-based organization, and robust versioning capabilities. It also offers advanced analytics and customizable branding options, making it suitable for businesses looking for a professional, standalone KB solution.

Key Information

• Open Source? No, Document360 is not open source.
• Standalone KB Tool? Yes, Document360 is specifically designed as a standalone knowledge base.

Why You Might Like It

• Markdown-based editor for quick and easy content creation
• Category and subcategory structure for organized documentation
• Versioning and rollback to track and revert to previous document states
• Custom branding and domain support to keep your KB on-brand and professional-looking
• Analytics and reporting to monitor article performance and user engagement

Potential Considerations

• Pricing is not public but may be higher than generic documentation tools, especially for larger teams
• Limited broader collaboration features, as it focuses on KB functionality rather than project management
• Learning curve for those unfamiliar with markdown-based editing

Helpjuice

Helpjuice is a standalone knowledge base platform aimed at helping businesses create and organize their documentation for both internal teams and external customers. It offers customizable templates, a powerful search function, and detailed analytics to help understand how users engage with content. With a focus on ease of setup and usability, Helpjuice can be quickly deployed to support self-service support and internal knowledge sharing.

Key Information

• Open Source? No, Helpjuice is not open source.
• Standalone KB Tool? Yes, Helpjuice operates primarily as a standalone knowledge base solution.

Why You Might Like It

• Customizable templates to match branding and design preferences
• Powerful search functionality to help users quickly find the right content
• Analytics and reporting that reveal gaps in documentation and measure performance
• Easy setup allows teams to get started without lengthy onboarding

Potential Considerations

• Pricing starts at $120 per month for 4 users, $200 for 16 users, $289 for 60 users and $659 for unlimited users. 
• Feature depth is focused on KB functionality, so broader collaboration or project management features are limited
• Integration options may not be as extensive as some larger, multi-tool platforms

Freshdesk Knowledge Base

Freshdesk Knowledge Base is part of Freshdesk’s customer support suite, enabling teams to create and manage public or private documentation. It offers a simple editor, SEO settings for public content, and a portal for end users to search articles.Built for serving external users first. Might not be a good fit for internal documentation needs, especially for HR, Operations and Finance teams, or for writing internal SOPs.

Key Information

• Open Source? No, it is not open source.
• Standalone KB Tool? Not purely standalone—part of the Freshdesk suite, though it can function independently as a knowledge base module.

Why You Might Like It

• Integrated with Freshdesk Support for ticket deflection and unified customer support
• SEO-friendly features for public knowledge bases
• Analytics to monitor popular articles and identify content gaps
• Multiple language support for global audiences

Potential Considerations

• Costs - Free for up to 2 agents, $15 and $49 per agent per month for Growth and Pro plans. Enterprise plans available. Will increase if you need to add additional FreshWorks tools.
• Focus on customer-facing documentation rather than purely internal KB needs
• Limited advanced collaboration features compared to all-in-one documentation tools

Crisp Helpdesk Knowledge Base

Crisp is a customer messaging platform that also includes a Helpdesk Knowledge Base feature. It lets you publish help articles for customers, embed media, and customize the look and feel of your help center. Articles can be linked to Crisp’s live chat for context-based support.

Key Information

• Open Source? No, Crisp is not open source.
• Standalone KB Tool? Not purely standalone—it’s part of Crisp’s broader customer communication suite, though you can use only the Knowledge Base function if desired.

Why You Might Like It

• Live chat integration for context-driven article suggestions
• Simple article editor for quick content creation
• Customizable design to match your brand
• Multilingual support for customer-facing content

Potential Considerations

• Feature set is primarily oriented toward external (customer) help centers
• Pricing can escalate when combining multiple Crisp features (chat, campaigns, knowledge base)
• Less suitable for purely internal documentation if you need deeper collaboration or versioning

BookStack

BookStack is an open-source platform designed specifically for creating and organizing documentation in a book-like structure. It uses a hierarchical system of “Books,” “Chapters,” and “Pages,” making it easy to navigate and maintain.

Key Information

• Open Source? Yes, BookStack is open source.
• Standalone KB Tool? Yes, it’s designed as a standalone knowledge base/documentation tool.

Why You Might Like It

• Simple, intuitive hierarchy (Books → Chapters → Pages) for clarity
• Self-hosting gives you full control and data ownership
• WYSIWYG editor or Markdown support for flexible content creation
• Active community providing updates and support

Potential Considerations

• Requires hosting and maintenance for self-hosted setup. No cloud options available.
• Limited built-in integrations compared to commercial, cloud-based options
• Fewer advanced features (e.g., AI or advanced analytics) out of the box
• License - Available with an MIT License

DokuWiki

DokuWiki is a lightweight, open-source wiki platform that stores data in plain text. It’s popular for its simplicity, ease of maintenance, and ability to run on basic hosting packages. DokuWiki supports version control on pages without the need for databases. There are hosting providers who provide you the ability to host it on the cloud. Requires handholding though. 

Key Information

• Open Source? Yes, DokuWiki is open source.
• Standalone KB Tool? Yes, it functions independently as a knowledge base/wiki tool.

Why You Might Like It

• No database required—runs on plain text files
• Easy to install and maintain with minimal technical overhead
• Strong plugin ecosystem to extend functionality
• ACL (Access Control Lists) for granular user permissions

Potential Considerations

• UI design can be more basic and less modern than commercial solutions
• Setup might require technical know-how for customization or plugin management
• Limited built-in collaboration features (e.g., real-time editing) without extensions
• License - Available under the GNU General Public License

MediaWiki

MediaWiki is the open-source software powering Wikipedia, known for handling large-scale, collaborative documentation. It’s highly configurable but can require significant setup for features like themes, advanced permissions, and extensions.

Key Information

• Open Source? Yes, MediaWiki is open source.
• Standalone KB Tool? Yes, it’s a robust, standalone wiki solution.

Why You Might Like It

• Extremely scalable—proven to handle massive amounts of content
• Active community and plugin ecosystem for customizing functionality
• Version history and robust revision control built-in
• Ideal for large, collaborative projects needing wiki-style editing

Potential Considerations

• Complex setup: Configuration can be time-consuming, especially for non-technical users
• UI is wiki-focused and might feel outdated or less intuitive for some teams
• Requires plugins for features like WYSIWYG editing, advanced permissions, or SSO
• License - Available under the GNU General Public License

GitBook

GitBook started as a tool for publishing Git-based documentation but has evolved into a polished platform for writing and hosting content. It provides a clean, modern interface for docs, supports live previews, and can integrate with GitHub for version control.

Key Information

• Open Source? The original GitBook CLI was open source, but the hosted GitBook service is not fully open source.
• Standalone KB Tool? Yes, it can serve as a standalone documentation/knowledge base solution.

Why You Might Like It

• GitHub integration for version control and collaborative writing
• Modern design with a clean, minimal interface
• Live previews and Markdown-based editing
• Custom domains and branding for professional presentation

Potential Considerations

• Free vs. paid: Offers a free plan. Paid plans start at $65 and $249 per site per month. Adding additional collaborators starts at $12 per collaborator per month.
• Less “wiki-like” collaboration model—more aligned with docs or developer-oriented content
• Advanced features (e.g., SSO, advanced roles) may be locked behind premium tiers

Docsify

Docsify is an open-source solution for quickly generating single-page documentation sites from Markdown files. Geared primarily toward developers, it runs client-side, making it easy to host on services like GitHub Pages.

Key Information

• Open Source? Yes, Docsify is open source.
• Standalone KB Tool? Yes, it can function as a lightweight knowledge base solution if you prefer Markdown and static hosting.

Why You Might Like It

• No build process required—content is rendered on the fly from Markdown
• Extremely lightweight and easy to host anywhere
• Plugin ecosystem for expanding functionality (search, sidebar, etc.)
• Ideal for developer-focused documentation or quick static sites

Potential Considerations

• Limited feature set compared to full-fledged KB platforms (no built-in user management, analytics, etc.)
• Manual configuration can be required for theming, navigation, or advanced features
• Not suited for non-technical users who want a turnkey solution
• Available under a MIT License

Interested to know more? Check out part 2 of this series.

Next Steps

1. Identify Your Core Needs
   Before diving into any platform, map out your organization’s most pressing documentation needs. Consider growth projections, department-specific requirements, and any compliance or security concerns.
2. Evaluate Feature Sets
   Compare your needs against the capabilities of each tool. If simple documentation is your primary goal, you might opt for a focused platform. If you require broader project management or collaboration features, a more comprehensive suite like Confluence may be a better fit.
3. Plan for Scale
   Avoid selecting a tool that meets today’s needs but will be cumbersome or too small-scale in a year. Look for flexible pricing models and feature sets that can grow with your company.
4. Develop Clear Governance
   No matter which tool you pick, implement guidelines for content creation, review, and updates. A strong governance structure ensures your knowledge base remains current and avoids sprawling into chaos.

By choosing a knowledge base solution that balances structure with flexibility—and by planning for both immediate and future growth—you’ll set up a system that can evolve alongside your organization. As you continue exploring the platforms featured in this global guide, keep your unique workflows and culture in mind. A well-implemented knowledge base does more than store information; it becomes a living resource that supports and scales with your company’s success.

Knowledge management refers to the systematic process of identifying, capturing, organizing, and sharing knowledge to enhance productivity and decision-making. As businesses grow and evolve, they generate vast amounts of information, which can quickly become overwhelming if not managed properly. 

Effective knowledge management ensures that this information is accessible, structured, and utilized to drive innovation, efficiency, and collaboration. By implementing a knowledge management strategy, organizations can bridge knowledge gaps, retain valuable insights, and create a culture of continuous learning and improvement.

But first, what are the different types of knowledge? 

Understanding the different types of knowledge is crucial for building an effective knowledge management strategy. These include:

Explicit Knowledge

Explicit knowledge is documented, structured, and easily transferable. For example, it includes manuals, databases, and reports. It is typically stored in digital or physical formats for easy retrieval.

Real-world examples of explicit knowledge:

• The stages of your documented sales process
• Your brand’s content style guide
• Your brand’s content library and its specific content

Tacit Knowledge

Tacit knowledge is personal and experience-based, making it difficult to articulate or document. It includes insights, intuition, and skills that individuals develop over time.

Real-world examples of tacit knowledge: 

• Recognizing the precise moment when a prospect is open to your sales pitch
• Choosing the perfect language in your copy to capture and connect with your audience
• Determining the ideal content to provide to a customer based on their stated needs

Implicit Knowledge

‍Implicit knowledge is knowledge that is not documented but can be inferred from a person’s actions. Unlike tacit knowledge, implicit knowledge can often be made explicit through documentation and training.

Real-world examples of implicit knowledge:

• Sales negotiation principles: Experienced sales professionals instinctively know how to handle negotiations. They can pick up on client signals, assess their needs, and adjust their tactics seamlessly to secure a deal.
• IT troubleshooting proficiency: IT experts often use their deep, hands-on knowledge to diagnose and resolve intricate technical problems. Their extensive experience and understanding of systems allow them to quickly pinpoint solutions.
• Customer service effectiveness: Customer service representatives build an intuitive understanding of customer emotions, needs, and expectations, enabling them to offer tailored support and smoothly handle difficult situations or upset clients.

Tribal Knowledge

‍Tribal knowledge is informally shared within groups, often passing from one employee to another without formal documentation. It is common in long-established teams and can be a challenge to preserve when employees leave.

Real-world examples of tribal knowledge: 

• Problem-solving techniques
• Client interaction protocols
• Operational workarounds
• Cultural nuances

Core Components of Knowledge Management

A successful knowledge management system consists of the following key components:

Knowledge Capture 

This involves collecting data and information from multiple sources, including employee expertise, customer feedback, and external research. Knowledge capture ensures that valuable insights are recorded before they are lost due to staff turnover or process changes. It includes interviews, surveys, documentation, and knowledge-sharing sessions to store critical information in an organized manner.

Knowledge Storage‍

Once knowledge is captured, it must be stored systematically for future retrieval. Storage solutions may include databases, cloud-based repositories, or document management systems that allow easy access. An effective knowledge storage system ensures that information is categorized, indexed, and maintained for usability, reducing duplication and improving workflow efficiency.

Knowledge Sharing  

Making knowledge accessible is crucial for team collaboration and organizational growth. Sharing knowledge involves using communication platforms, training programs, mentorship, and collaborative tools that help employees exchange information effectively. Encouraging an open culture where employees feel empowered to share their insights can lead to increased innovation and problem-solving capabilities.‍

Knowledge Application  

Capturing and sharing knowledge is only beneficial if it is applied in real-world scenarios. Organizations should establish processes that integrate knowledge into decision-making, strategy development, and operational activities. By ensuring that knowledge is effectively used, companies can improve productivity, streamline processes, and drive competitive advantage.

Benefits of Knowledge Management

Improved Decision-Making‍

With a structured knowledge management system, employees can access critical insights and historical data to make informed choices. Having well-organized knowledge reduces uncertainties and enhances decision-making speed and accuracy.

Increased Efficiency and Productivity‍

Employees spend less time searching for information and more time applying their expertise when knowledge is readily available. This leads to faster project completion, reduced redundancy, and streamlined workflows, ultimately enhancing overall productivity.

Enhanced Collaboration and Knowledge Sharing

A knowledge management system fosters a culture of collaboration by enabling employees to share knowledge across departments and teams. This not only improves teamwork but also ensures that valuable expertise is not siloed within specific individuals or groups.

Reduced Redundancy and Knowledge Loss

Organizations often face the risk of knowledge loss when employees leave or retire. By capturing and storing knowledge effectively, businesses can retain valuable expertise and minimize disruptions caused by staff turnover.‍

Faster Onboarding of New Employees

A well-structured knowledge management system helps new hires quickly get up to speed by providing them with documented processes, training materials, and best practices. This accelerates their learning curve and enables them to contribute to the organization more effectively.

Innovation and Continuous Improvement  

By encouraging knowledge sharing and collaboration, organizations can drive innovation. Employees can learn from past experiences, experiment with new ideas, and improve existing processes to maintain a competitive edge in the industry.

Essential Knowledge Management Tools

Several tools can facilitate effective knowledge management, including:

‍Knowledge Base Software

‍A centralized platform for storing and retrieving knowledge, such as FAQs, articles, and manuals, helping employees and customers find information quickly.

Discover the right solution for your needs with the ultimate guide to global knowledge bases.

‍Wiki Software

‍Collaborative tools that allow employees to create and update knowledge repositories, ensuring real-time knowledge sharing and collaboration.

‍Document Management Software

‍Software that enables the storage, organization, and retrieval of documents, streamlining access to essential information.

‍Data Warehouse Software

‍These tools aggregate and analyze large volumes of data, enabling organizations to derive meaningful insights and make informed decisions.

‍Project Management Software

‍Facilitates knowledge sharing within teams by documenting project progress, discussions, and decisions, ensuring continuity and efficient project execution.

By understanding the types of knowledge, implementing a structured knowledge management process, and leveraging the right tools, businesses can significantly improve efficiency, collaboration, and innovation.

As a small business owner, what differentiates you on Day 1 from when things really start to click? It’s not just about having a bigger clientele, a larger team, or higher profits, it's knowledge. The knowledge of how to streamline operations, handle crises, and make informed decisions. This knowledge doesn’t grow by accident; it’s built through the way your business navigates challenges, and needs to be captured, organized, and shared.

An internal knowledge base provides a structured system for storing and accessing your team’s collective wisdom, ensuring valuable insights are never lost and can evolve into actionable policies.

‍

The hidden costs of poor knowledge management

• Poor internal knowledge management extends the go-to-market timeline, leading to nearly a 10% loss in innovation-led revenue.
• Organizations with 1,000 employees or fewer lose around $2.7 million annually in productivity due to insufficient knowledge sharing. For a small business with 10 to 20 employees, this could translate to a loss of approximately $27,000 to $54,000 each year. 
• The average employee spends nearly 20% of their workday, i.e., about 1.8 hours, searching for internal information or tracking down colleagues to help with tasks.

A well-structured, searchable internal knowledge base can reduce these losses by as much as 35%.

What’s an internal knowledge base?

An internal knowledge base is a cloud-based repository where your teams store and organize critical information about operations, workflows, best practices and other resources. 

Rather than adding another task to your already overflowing to-do list, an internal knowledge base simplifies knowledge management by making crucial data easily accessible to your team. It helps reduce confusion, save time, and ultimately lets your employees focus on growing the business. 

For instance, the repository can include: 

• Standard operating procedures (SOPs)
• Policy documentation 
• Company news updates
• Templates
• Process/workflow guides (like onboarding procedures, how to claim expenses, publishing guidelines, etc.)
• Employee training materials 
• Codes of conduct
• Employee directory 
• HR documents
• Troubleshooting processes and requirements

Benefits of implementing an internal knowledge base: How leading companies in your industry use it to stay ahead

Retail: Reducing operational inefficiencies

Inefficient operations like stock discrepancies or poor customer service when faced with product-related queries can significantly derail business growth. They are usually a result of inconsistent processes, confusing product information or delayed communication.

How an internal knowledge base helps:

An internal knowledge base merges the information gaps within your organization by providing easy access to inventory updates, product knowledge and SOPs. In addition to reducing the error rates, it enables consistent training to ensure a seamless customer experience.

Walmart recognized content discovery as a key priority and developed an internal knowledge base to streamline operations. This resource supports everything from employee onboarding to day-to-day in-store tasks, enabling associates to quickly access the information, protocols, and workflows necessary to meet customer needs efficiently and accurately.

E-commerce: Enhancing customer support and managing returns

Online businesses handle huge inflows of customer inquiries and return requests. Customer support teams are often overwhelmed, leading to slow response times and inconsistent service quality. 

How an internal knowledge base helps:

An internal knowledge base takes the burden off your customer service team by providing one-click access to product details, return policies, previous customer interactions, and customer response guides. This ensures that they handle returns and inquiries more efficiently, leading to higher customer retention.  

Amazon’s internal knowledge bases are the backbone of its massive customer service operations. With over 310 million active users worldwide, its teams rely on a detailed, well-structured knowledge base to resolve customer issues exceptionally well.

Manufacturing: Improving production efficiency and quality control 

Inefficient production systems and workflows are a costly affair. Be it managing supply chains or ensuring safety protocols, downtime can significantly impact business revenue and customer satisfaction. 

How an internal knowledge base helps:

An internal knowledge base serves as the central hub for maintenance logs, safety guidelines, troubleshooting manuals and SOPs that quickly resolve issues and increase factory productivity.

Toyota manages to have one of the world’s most impressive assembly lines by relying on a strong internal knowledge management system, which helps its production team adhere to lean manufacturing principles and reduce waste. By documenting challenges and their resolutions, their teams are able to quickly troubleshoot issues on the production floor and share best practices across different departments. 

Tech Startups: Enhancing collaboration and scaling knowledge

Tech startups often have an exponential growth and knowledge gaps are a constant challenge during this period. Developers, product managers, sales teams often work in silos, leading to duplicated work, misunderstood protocols or communication gaps. This can be particularly detrimental to teams with limited resources. 

How an internal knowledge base helps:

An internal knowledge base acts as the single source of truth for coding guidelines, project documentation, development roadmaps, audience insights,etc. This enhances cross-departmental collaboration and speeds up the product development lifecycle. 

Hubspot, a leader in inbound marketing solutions, utilizes an internal knowledge base to bring fragmented sales, marketing and customer support teams together. By centralizing information, workflows and product updates, Hubspot can seamlessly scale its operations and innovation. 

Restaurants: Ensuring consistency in service and quality

Consistency in service and quality control are essential factors that help restaurants build and maintain a loyal customer base. They can also lead to dissatisfied customers and a loss of brand reputation if employees do not have access to standardized processes and execution guidelines. 

How an internal knowledge base helps:

An internal knowledge base serves as a cloud-based repository of service protocols, employee onboarding and training materials, customer feedback, etc. to help new hires and existing staff with effortless access to relevant information. This helps enforce consistent service delivery and product quality across every time shift and location. 

Domino’s Pizza leverages an internal knowledge management system that streamlines receiving orders, initiating order preparation and delivery process. The system ensures that all their employees reduce human error through meticulously documented SOPs. In addition, it helps them provide consistent customer service across all their locations.

How to create your own internal knowledge base? 

Create a strategy 

To develop an effective internal knowledge base strategy, it's important to consider key foundational questions such as:

• How will your knowledge base integrate into your broader knowledge management strategy?
• What specific challenges do you aim to address with the internal knowledge base software?
• Who will be responsible for managing and creating content within the knowledge base?

Establish a dedicated KB team

Instead of having every employee contribute to your knowledge base, it’s often more effective to designate a specific person or team to establish its foundation. This approach ensures that the structure aligns with your business needs and is easier to manage in the long run.

Define key roles by identifying the team members responsible for creating, editing, maintaining and updating the documentation periodically.

Set up a plan of implementation

An internal knowledge base is an investment for the future. Failing to adopt a system of implementation in turn derails the progress going forward. Here are some key considerations: 

• Encourage employees to share their ideas, feedback, and suggestions for the knowledge base setup.
• Determine the approach for involving employees in the content creation process. Will everyone contribute articles or resources?
• Set a date for a virtual training session with screen-sharing to guide employees through the process.
• Develop tutorial videos with screen-sharing that demonstrate how to navigate and use the internal knowledge base effectively.

Provide a user-friendly content hierarchy

One of the most important aspects of setting up an internal knowledge management system is organizing the content in a way that works best for your team. Regardless of how searchable or intuitive the interface is, your team should be able to identify key categories, projects or documents across departments. 

Add your files to the internal knowledge base

Your internal knowledge base will expand as time goes on, but it's important to start with a solid foundation of key documents. Consider including articles or guides that address common issues and topics specific to each department. An FAQ section can also be a helpful addition.

Additionally, run internal surveys to gather insights on the types of content your team wants easily accessible. Use this feedback to track potential article topics in a shared document, creating a collaborative list for future content development.

Determine KB content guidelines

As you collect various documents and files in the previous step, you'll likely have some that remain consistent and don't change often, such as annual or sales reports.

However, the articles you create, update, and collaborate on will benefit from a set of clear standards. For instance, you can set specific guidelines that reflect your brand identity such as tone, style or visuals for consistency: 

• Including images, gifs, or videos in all tutorials
• Ensuring every article has clear headlines and subheadings
• Adding a clickable table of contents to articles longer than 500 words
• Recurring Content: Identify content types that you will create regularly and develop templates to streamline the process.
• Enhancing Visual Appeal: Incorporate multimedia like images, videos, and gifs to make content more engaging.
• Keyword Optimization: Make your content easy to find by adding relevant keywords or tags to each article, improving searchability.
• Editorial Oversight: Assign the task of editing the collected articles to KB team members or subject-matter experts to ensure they meet these new standards. 

Key features to look for in an internal knowledge base: 9-point checklist

1. ‍User-Friendly Dashboard: Is the design clean, intuitive, and easy to navigate for users?‍
2. Document Upload: Can you upload documents in bulk or scan them directly into the knowledge base?‍
3. Content Authoring: Does it offer collaboration tools like commenting, polling, real-time editing, and version control?‍
4. Access Management: Can you control who can view or edit content at an individual, group, or public level?‍
5. Search Functionality: Does the search feature allow you to find content within images and across various formats?‍
6. Integrations: Does it integrate with other tools and apps that are essential for your workflow?‍
7. Analytics: Can you track and measure how employees are using the knowledge base?‍
8. Language Support: Does the platform support content in multiple languages if needed?‍
9. Security Features: Does it offer necessary security measures like two-factor authentication or SSL encryption?

Need help figuring out the right internal knowledge base software for your business? Connect with our experts today for a free demo and see how AllyMatter’s internal knowledge management solution supports your organization.

A growing number of U.S. companies are now requiring employees to return to the office. However, many American workers, particularly Gen Z, are expressing a preference for staying remote; with some even willing to seek new opportunities rather than give up working from home. 

On the other hand, one of the main reasons organizations are pushing for a return to the office is to promote better communication and facilitate seamless knowledge sharing.

Gone are the days when knowledge sharing was a dull, inefficient process. Today, modern internal knowledge management solutions have transformed the way information flows within a company, offering the same level of ease and efficiency as a quick face-to-face conversation. This article discusses the challenges remote teams face and offers practical strategies for improving knowledge sharing across internal teams.

Challenges faced by remote teams

Remote working is on the rise with over 95% of working professionals choosing remote work in some form - hybrid or fully remote. Remote teams naturally risk developing silos, causing important information to become confined to specific teams. This leads to difficulties in sharing knowledge, in addition to the challenge of not interacting with team members in person. 

Take customer support teams, for instance, and you'll find that it's not practical for employees on one side of the world to send an email and wait for a response from the other. As such, internal knowledge management is key to business performance. 

Does having an internal knowledge management system make a difference? 

When team members leave, you don't want them to take the only source of crucial knowledge with them. This is especially true for small businesses and startups with limited resources. 

An internal knowledge base ensures that valuable information stays within the confines of your business and ensures accessibility across all teams for future reference. Notably, an organization with a strong culture of documentation eliminates the constant need for back-and-forth emails. 

A well-organized knowledge base also helps employees understand what information is available within their team, fostering more effective collaboration and teamwork.

Effective ways to share knowledge within your team

Implement a searchable knowledge base

A well-organized, searchable knowledge base is essential for employees to easily access and share information. Creating one is the first step to encouraging knowledge sharing among remote teams. A wide range of information can be stored, accessed and shared seamlessly by implementing an internal knowledge base.

It doesn't need to be complicated—begin by listing the most crucial information and identifying the team members who can provide it. Finding the right knowledge management software is key to making this step work. 

Foster a culture of communication

Encourage executives to champion a communication-first culture, ideally starting at the top. Leaders should contribute to the knowledge base and incentivize other team members to share their insights.  

Promote cross-functional collaboration to bridge different teams and roles, especially as the company grows and departments become more specialized. Encourage employees from various departments to network by inviting them to relevant meetings or hosting virtual coffee catch-up sessions.

Create training and onboarding materials

Leverage your knowledge base to create training materials that help new hires get up to speed. For instance, knowledge base managers could consider what would have been helpful when they first joined the company to set the ball rolling and use that momentum to build a comprehensive onboarding program. 

This will familiarize new hires with the knowledge base and encourage them to rely on it for guidance. A well-structured knowledge base can reduce some of the anxiety new employees feel by giving them a go-to resource for any questions. It also ensures they don't hesitate to ask ‘silly’ questions about their role or the company.

Enable community engagement

Allow employees to interact with each other in the comments section of your knowledge base. This builds a sense of community and trust among your team. Your knowledge base can also act as a forum, where team members can comment on articles. This not only facilitates knowledge sharing but provides valuable feedback on whether your content is effective and relevant.

Enforces trust among team members

Whether working remotely or in-person, your team is the foundation of your company. By offering a useful knowledge base, you foster trust because employees won't feel like critical information is being hoarded.

When team members contribute to your knowledge base, it highlights their contributions and helps them feel valued. It also empowers other employees to perform their roles more efficiently. This collaborative environment supports growth, as everyone benefits from shared knowledge.

Encourage informal interactions

To boost knowledge sharing among remote employees, it's important to create opportunities for informal interactions. These activities help foster connection and allow for more spontaneous knowledge sharing. They also help replicate the casual water cooler conversations that often occur in traditional office environments.

Allocate time for knowledge sharing in the weekly schedule

By reserving a few time slots in the company’s shared calendar, you can create dedicated opportunities for employees to freely exchange knowledge with one another. These sessions could include activities like informal brown bag lunches, short presentations, or casual, on-the-spot discussions. Setting aside official time for knowledge sharing not only encourages the practice but also helps normalize it, making it more comfortable for employees to take time to share their expertise.

Build your internal knowledge base with AllyMatter 

As remote work continues to rise, fostering effective knowledge sharing becomes essential to maintaining a connected, productive, and collaborative team. AllyMatter facilitates this with an intuitive, all-in-one knowledge management platform designed to streamline information sharing and collaboration within remote teams. 

With AllyMatter, you can create a thoroughly searchable, centralized repository that comes with the added benefits of custom user permissions, content versioning, and secure logins. Sign up for a free demo and experience zero-chaos, internal knowledge management today! 

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An internal knowledge base acts as a centralized, cloud-based repository of information that allows employees and stakeholders to seamlessly access essential resources. As the single source of truth, it reduces time employees spend searching for answers—time that 54% of U.S. professionals admit to losing, often more than handling important emails.

In sharp contrast to the ‘information deficit’ observed during the COVID-19 pandemic, businesses today have access to a treasure trove of information that’s crucial to strategic decision-making and workplace efficiency. The challenge, however, lies in managing and ensuring easy and secure company-wide access to this data. 

An internal knowledge base software provides a robust platform to store, categorize and implement your knowledge base. Be it human resources or software engineering, every department in your company stands to gain from an internal KB.

Advantages of having a well-structured internal knowledge base 

Quicker onboarding and training

Even more time-consuming than hiring employees is training them for their roles and responsibilities. Studies show that it can take up to six months or more for a company to break even on its investment in a new hire, as they gradually get up to speed in the job. 

An internal KB optimizes training and onboarding programs by bringing scattered learning and development modules into one database and improving new employee retention by nearly 82%.  

Process standardization

Research shows that organizations that endeavor to standardize their business processes avoid redundancies, reduce costs and re-deploy the time saved into other value-adding efforts. It also helps remote teams better coordinate activities as per standards across internal task handover points. 

Standards are uniform processes, established and approved by consensus, for consistently achieving the optimum degree of order. An internal knowledge base ensures that these best practices and documents do not get lost in a sea of information. 

Explore how an internal knowledge base streamlines operations and drives efficiency in remote teams here.

Employee productivity

Inefficient workflows are one of the leading causes of employee downtime. An internal knowledge base streamlines procedures, reduces time spent searching for SOPs and drives productivity. 

In addition, the ability to quickly look up required information also contributes to improving the efficiency of employees. A company with a strong culture of documentation fosters better communication, collaboration and satisfaction among its team members. 

Effortless collaboration

Information silos and stunted innovation often go hand-in-hand. No matter the size of your company, effective communication and collaboration are key to growth. A robust, easy-to-access internal knowledge base eliminates these barriers and sets the foundation for organizational agility and long-term success.

Whether it's sales or product development teams, a single source of truth empowers employees to solve problems independently, enabling quicker, more agile responses to market shifts. 

What information belongs in your internal knowledge base? 

Internal knowledge bases house a wide range of key data and resources across departments such as: 

Human resources

• Employee handbooks
• Onboarding materials (e.g., checklists, orientation presentations)
• Employee policies (e.g., leave, attendance, code of conduct)
• Compensation and benefits documentation
• Job descriptions and role expectations
• Employee performance review templates
• Training materials and employee development programs
• HR compliance regulations (labor laws, safety guidelines)
• Recruitment and interview guidelines
• Employee wellness and support programs
• Diversity, equity, and inclusion resources
• Employee contact lists and organizational charts
• Exit interview feedback and procedures
• Conflict resolution and grievance procedures
• Health and safety policies

Marketing & sales

• Marketing collateral (brochures, flyers, product sheets)
• Brand guidelines and style guides
• Sales scripts and templates
• Buyer personas and customer journey maps
• Case studies and testimonials
• Marketing campaigns and performance metrics
• Competitor research and analysis
• Lead generation strategies and tactics
• Content calendars and blog post plans
• Sales training materials
• Product demos and video resources
• Pricing guides and discount structures
• Email templates for outreach and follow-ups
• Market research reports and insights
• Social media strategies and content

Support teams

• Knowledge base articles (FAQs, troubleshooting guides)
• Customer support scripts and templates
• Product manuals and user guides
• Service level agreements (SLAs)
• Common customer issues and resolutions
• Helpdesk ticketing systems and procedures
• Troubleshooting checklists and diagnostics
• Contact lists of key team members for escalation
• Product release notes and updates
• Support team training materials
• Customer feedback and surveys
• Product and service knowledge updates
• Incident response and escalation protocols
• Refund, warranty, and return policies

Operations

• Standard Operating Procedures (SOPs)
• Workflow diagrams and process maps
• Inventory management and logistics guidelines
• Vendor management documentation
• Supply chain procedures and guidelines
• Operational efficiency reports and analytics
• Compliance documentation (e.g., health and safety regulations)
• Incident response protocols and emergency procedures
• Resource allocation and scheduling documents
• Risk management strategies and frameworks
• Operational performance metrics (KPIs, benchmarks)
• Maintenance and repair logs (for equipment and facilities)
• Employee shift schedules and task assignments
• Change management documentation
• Operational budgets and forecasting

Legal

• Company contracts and agreements (client, vendor, employee)
• Non-disclosure agreements (NDAs)
• Corporate governance documents (e.g., board meeting minutes, resolutions)
• Intellectual property documentation (patents, trademarks, copyrights)
• Compliance documentation (industry regulations, laws)
• Privacy policies and terms of service
• Legal templates (e.g., letters, forms, contracts)
• Litigation documents and case summaries
• Employee legal policies (e.g., harassment, discrimination)
• Legal precedents and research
• Risk management and liability forms
• Data protection and security guidelines
• Regulatory filings and reports
• Legal opinions and memos

Finance & accounting

• Financial statements (balance sheets, income statements)
• Budgeting and forecasting documents
• Accounting policies and procedures
• Payroll and compensation guidelines
• Tax filings and documentation
• Accounts payable and receivable records
• Expense tracking and reporting templates
• Financial forecasting reports
• Audit trails and financial audits
• Banking and loan agreements
• Investment portfolios and reports
• Profit and loss analysis
• Capital budgeting and funding strategies
• Cost management and reduction strategies
• Debt and credit management procedures

Product development teams

• Product roadmaps and timelines
• Product specifications and requirements
• Feature request logs and prioritization
• User stories and acceptance criteria
• Product release notes and changelogs
• Wireframes and prototypes
• Customer feedback and surveys
• Market research and competitor analysis
• Product vision and mission statements
• Product performance metrics (e.g., user adoption, NPS)
• User personas and use cases
• Cross-functional collaboration notes (with marketing, sales, support)
• Testing and quality assurance documentation
• Beta testing reports and feedback
• Product training materials

Software engineering teams

• Technical documentation (APIs, architecture diagrams)
• Code repositories and version control guidelines
• Development workflows and best practices
• Technical specs and user stories
• System design and architecture documents
• Bug and issue tracking reports
• Deployment guides and checklists
• Build and release notes
• Testing protocols and procedures (unit, integration, user testing)
• Security and compliance documentation
• Incident management and troubleshooting guides
• Change management logs
• Integration and third-party software documentation
• Developer onboarding materials
• Sprint and release planning documents
• System performance reports and monitoring dashboards

Senior management

• Strategic plans and objectives
• Organizational charts and reporting structures
• Budgeting and financial reports
• Company policies and procedures
• Meeting notes and action items
• Project management documentation (e.g., timelines, roadmaps)
• Departmental goals and KPIs
• Risk management frameworks
• Business continuity and crisis management plans
• Leadership development resources
• Performance metrics and reviews
• Executive communications and announcements
• Cross-functional collaboration guidelines
• Change management plans
• Vendor and partnership agreements

In case of sensitive data that needs to remain confidential, internal knowledge base softwares provide role-based access, ensuring only authorized individuals can view restricted content. On the other hand, external knowledge bases are public-facing platforms where customers and potential clients can access important information about your company’s products and services. These often include help articles, FAQs, how-to guides, and user manuals.

How to choose the right internal knowledge base software for your business? 

An internal knowledge base software enhances organizational efficiency by helping teams overcome information overload and streamline inconsistent procedures. Here’s a 3-step guide to picking the right internal KB for your business: 

Step 1: Evaluate your current situation

Determine whether you need an internal knowledge base software by auditing your current workflows. Here are a few questions that help draw a clear picture of your current knowledge management processes: 

How is your organization’s knowledge being currently managed? ‍

• ‍Do you have documentation that’s dispersed across different repositories such as shared drives, emails, physical folders and more?  

How do your employees access this information? 

• ‍Is the data easily accessible or do employees have to look into multiple locations to find something? 
• If so, is there a system that lets employees know where to find what they need? 

Does your organization have a culture of knowledge documentation? How much of it is documented so far? 

• ‍How many documents are your employees working with? Is it tens, hundreds or thousands of documents? 
• Is any of the knowledge not documented? Does any of it reside only in the minds of a few employees?  ‍

Who can access your knowledge? 

• Do all departments have access to knowledge?
• Is sensitive information protected from unauthorized employees?

How often is your knowledge base updated? ‍

• Do your employees find the data relevant and useful?
• Do you have checks in place to ensure its accuracy and effectiveness?
• How often do you review the knowledge for updates? 
• Do you have a clear editorial process? 
• How are you alerting employees of critical information updates? Via email?

Step 2: Create a list of requirements based on your goals 

Clearly defining the outcomes you want to achieve with an internal knowledge base is crucial for effectively communicating your needs to prospective vendors. Ensure these outcomes address the needs of all stakeholders, allowing you to assess how well the solution aligns with your requirements.

Your goals might include:

• Reduced call transfers
• Improved user experience
• Reduced efforts in searching for resources
• Higher first call resolution rate (FCR)
• Reduced onboarding time
• Consistent and quality tech support 
• Centralized hub of information 

Step 3: Questions to ask internal knowledge base software vendors.

When evaluating potential vendors for knowledge base software, it’s important to consider the logistics of implementing such a system. Here are some key questions you can consider asking:

• What is the typical timeline for implementing the knowledge base?
• What type of support do you offer during the implementation process?
• What ongoing support is available after implementation?
• How long does it take for all users to be fully active?
• Can you walk me through the standard implementation process?
• What does my IT team need to prepare for during implementation?
• Are user licenses role-based (e.g., different licenses for authors, admins, and regular users)?

Knowledge management is a crucial aspect of every business. By investing in a well-structured knowledge base, your organization can reduce costs and drastically improve workplace efficiency. 

Ready to build a knowledge base tailored to your needs? Get in touch with the experts at AllyMatter today and see the difference for yourself!