20 Best Knowledge Management Software Reviewed In 2024
10 Best Knowledge Management Software Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
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Navigating the maze of organizational knowledge can be as challenging as selecting the right collaboration and information-sharing tools. Many businesses are drowning in data and knowledge within their teams, leading to inefficiencies and missed opportunities.
As an HR technology analyst, I've observed a growing demand for knowledge management software that efficiently captures and leverages institutional knowledge. Drawing on my expertise in HR software, I've evaluated numerous top-tier knowledge management solutions to guide organizations in making informed decisions tailored to their needs.
Whether you're planning to introduce a new system or enhance your existing processes, my guide will provide the insights needed to improve knowledge sharing and significantly boost your team's overall effectiveness.
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Best Knowledge Management Software Summary
We’ve investigated the pricing and availability of free trials and demo versions so you can make a much simpler side-by-side comparison.
| Tools | Price | |
|---|---|---|
| Slite | From $8/user/month | Website |
| Tettra | From $10/user/month | Website |
| Nuclino | From $5/user/month + free plan available | Website |
| XWiki | From $2.60/user/month | Website |
| Papyrs | From $89/user/month (billed annually, max 20 users) | Website |
| Kipwise | From $6.30/user/month (billed annually, min of 20 users) | Website |
| Stonly | From $49/month | Website |
| SlimWiki | From $4/user/month (billed annually) | Website |
| Bit.ai | From $12/user/month | Website |
| TiddlyWiki | Free | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow To Choose Knowledge Management Software
As you work through your unique software selection process, remember the following points.
- Ease of Use: An intuitive interface ensures that all users can effectively navigate and utilize the system regardless of their technical skills. This ease of use fosters widespread adoption across the organization, leading to a culture where knowledge sharing becomes a natural part of the workflow.
- Search and Discovery: Advanced search and discovery tools are the heart of an effective knowledge management system. They enable users to locate the information they need quickly with minimal effort. These tools use sophisticated algorithms to ensure relevant and complete search results.
- Integration Capabilities: Consistently integrating with existing software and platforms is a key feature of an effective knowledge management system. Integration ensures that knowledge flows freely between systems, avoiding information silos and enhancing overall efficiency. Whether CRM, project management, or communication tools, integration capabilities allow for a unified technology ecosystem.
- Security and Compliance: Protecting sensitive information is paramount in the digital age. A knowledge management system must have solid security protocols and compliance features to safeguard against unauthorized access and data breaches. These features also ensure that knowledge is shared responsibly and safely within the organization.
- Scalability and Flexibility: Most companies that use knowledge management software need flexibility to tailor the solution to specific needs. Therefore, it is essential to determine the tool's level of adaptability for your use case. The quantity of actions a tool can carry out, the ease with which it may be scaled, and the degree of customization are all examples of flexibility.
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ClickUp
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Wrike
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2 -
Hub Planner
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.2
Best Knowledge Management Software Reviews
Explore in-depth analysis and overviews of each knowledge management software. These reviews will examine each tool’s pros and cons, features, and best use cases.
Slite is a knowledge management software that offers a collaborative knowledge base powered by AI. It provides instant answers to team queries, making it an efficient tool for managing company information.
Why I picked Slite: I chose Slite because of its unique AI-powered capabilities, which set it apart from other knowledge management tools. I believe Slite is best for AI-powered knowledge bases with instant answers because it reduces the time spent searching for information and ensures that the data retrieved is accurate and up-to-date.
Standout Features & Integrations:
Features include an AI-powered editor that helps with document creation and editing and AI-driven insights to keep documents up-to-date. It also includes a variety of templates to maintain consistency across teams.
Integrations include Airtable, Google Workspace, Slack, Figma, Loom, Trello, Asana, Github, Google Docs, and Okta.
Pros and cons
Pros:
- Helpful notification features
- Easy document management
- AI-powered answers
Cons:
- Requires initial setup time
- Limited offline access
Tettra is an AI-powered knowledge management system that helps companies curate and organize internal information into a knowledge base, answer team questions instantly, and save reusable answers. It is suitable for AI-powered internal knowledge management because it leverages AI to automate responses and maintain up-to-date information, significantly reducing the time spent on repetitive questions.
Why I picked Tettra: I chose Tettra for its solid AI capabilities that simplify internal knowledge management. Tettra stands out due to its integration with Slack and ability to instantly answer team questions using AI. Tettra automates keeping information current and accurate, which is essential for team operations.
Standout Features & Integrations:
Features include AI-powered knowledge management, Slack integration, internal Q&A, and CSAT notifications. Tettra allows users to create a knowledge base quickly using new or existing content and regularly verifies the content for accuracy.
Integrations include Slack, Google Workspace, Notion, Zapier, GitHub, Trello, Jira, Asana, Microsoft Teams, and Confluence.
Pros and cons
Pros:
- Easy content verification
- Slack integration
- AI-powered answers
Cons:
- Lacking live collaboration options
- Limited customization options
Nuclino is a knowledge management software that offers a modern, simple, and fast way for teams to collaborate and bring knowledge, documents, and projects together in one place. It is suitable for project and knowledge management because it combines multiple collaboration tools into one, reducing silos and context switching.
Why I picked Nuclino: I chose Nuclino because of its ability to unify knowledge and project management on a single platform. This distinguishes it from other tools that often focus on just one aspect. Nuclino's simplicity and speed, combined with its complete feature set, make it good for teams looking to simplify their workflows and reduce the need for multiple tools.
Standout Features & Integrations:
Features include a clutter-free editor, real-time collaboration, version history, and admin tools. Nuclino is designed to be intuitive, with instant search and hotkeys to enhance productivity.
Integrations include Google Drive, Slack, Microsoft 365, Microsoft Teams, Jira, Dropbox, Box, Figma, Lucidchart, Miro, and MindMeister.
Pros and cons
Pros:
- Unified platform
- Fast setup and use
- Simple and intuitive
Cons:
- Storage limits on lower plans
- Limited advanced features
XWiki is a complete open-source enterprise wiki platform for knowledge management and collaboration. It is suitable for open-source enterprise wikis because it offers customization options, scalability, and a solid community support system.
Why I picked XWiki: I chose XWiki for its solid open-source framework, which allows for customization and scalability. Unlike other tools, XWiki's flexibility and the ability to create custom applications make it stand out. It’s suitable for open-source enterprise wikis due to its community support and the ability to tailor the platform to organizational needs.
Standout Features & Integrations:
Features include in-place WYSIWYG editing, permission management, and the ability to create custom applications using the 'App Within Minutes' tool. XWiki also supports importing and exporting office documents and offers search capabilities.
Integrations include Google Apps (Google Docs, Spreadsheets, and Presentations) and Office 365.
Pros and cons
Pros:
- Scalable for organizations
- Strong community support
- Highly customizable
Cons:
- Limited out-of-the-box features
- Complex setup
Papyrs is a company intranet and team wiki software that allows for easy collaboration and communication within a company. It is suitable for company intranets due to its intuitive drag-and-drop functionality and customizable widgets, making it accessible to users without technical expertise.
Why I picked Papyrs: I chose Papyrs for its flexibility, which sets it apart from other knowledge management software. Its drag-and-drop editor and customizable widgets make it simple for any user to create and manage content without IT support. Papyrs allows teams to quickly set up and maintain an intranet that meets their needs, enhancing internal communication and collaboration.
Standout Features & Integrations:
Features include a drag-and-drop page editor and a solid search functionality. Papyrs also offers a secure login, customizable widgets, and version history.
Integrations include Google Workspace, Slack, Office 365, Zapier, OneLogin, Okta, MS Teams, Azure AD Cloud, AD FS, and custom API integrations.
Pros and cons
Pros:
- Secure and reliable
- Highly customizable
- Easy to use
Cons:
- Limited offline access
- Less suitable for large enterprises
Kipwise is a knowledge management software that allows teams to build and maintain a collaborative wiki. It suits AI-powered team wikis with integrations, providing features like AI knowledge suggestions and faultless integration with popular tools.
Why I picked Kipwise: I chose Kipwise for its solid AI capabilities and extensive integrations, which set it apart from other knowledge management tools. The AI knowledge suggestions and built-in workflows make it an excellent choice for teams looking to automate and simplify their knowledge-sharing processes.
Standout Features & Integrations:
Features include an editor for creating structured and visually appealing content, built-in workflows to encourage collaboration and engagement, and automatic AI knowledge suggestions. These features help to ensure that content is always up-to-date and easily accessible.
Integrations include Slack, Google Drive, OneDrive, Dropbox, Trello, Loom, YouTube, and Zendesk.
Pros and cons
Pros:
- Built-in workflows
- Search functionality
- AI knowledge suggestions
Cons:
- Learning curve for new users
- Limited offline access
Stonly is a knowledge management software that creates interactive guides and tutorials to help users understand and navigate complex processes.
Why I picked Stonly: I chose Stonly for its approach to knowledge management through interactive guides and tutorials. Unlike traditional knowledge bases, Stonly offers step-by-step guides that can be embedded directly into websites or applications. This makes it particularly effective for onboarding, customer support, and training.
Standout Features & Integrations:
Features include interactive step-by-step guides, customizable templates, and detailed analytics to track user engagement and effectiveness. Stonly also offers a user-friendly interface, allowing non-technical users to create and manage content.
Integrations include Zendesk, Intercom, Salesforce, HubSpot, Slack, Google Analytics, Segment, Zapier, and WordPress.
Pros and cons
Pros:
- Detailed analytics
- Customizable templates
- Interactive guides
Cons:
- Requires internet connection
- Limited offline access
SlimWiki is a knowledge management software that provides user-friendly wikis for teams, focusing on design and typography. It is good for simple team wikis because it emphasizes aesthetically pleasing layouts and ease of use.
Why I picked SlimWiki: I chose SlimWiki for its combination of simplicity and visual appeal, which sets it apart from other knowledge management tools. Its design-focused approach ensures that team wikis are functional and visually engaging, making it the best choice for teams looking to create simple wikis.
Standout Features & Integrations:
Features include simple drag-and-drop placement of images and files, page history tracking, secure data storage, customizable page visibility, and team access. The software is optimized for a fast and efficient user experience, accessible on mobile and desktop devices, and offers a free forever plan for up to three users.
Integrations include Slack, Google Drive, Dropbox, Trello, Asana, and Microsoft Teams.
Pros and cons
Pros:
- Secure data storage
- Easy to use
- Beautiful design
Cons:
- Higher starting price
- Limited customization
Bit.ai is an AI-powered document collaboration platform designed to help teams create, share, and manage knowledge. It is suitable for AI-powered document collaboration due to AI features that enhance document creation, organization, and real-time collaboration.
Why I picked Bit.ai: I chose Bit.ai for its AI-powered document collaboration capabilities, which set it apart from other knowledge management tools. The platform's AI Genius Writer and document features make it suitable for creating and managing documents. Bit.ai also integrates AI to simplify the document creation process, making it easier for teams to collaborate and share knowledge in real time.
Standout Features & Integrations:
Features include AI Genius Writer, smart wikis, and real-time collaboration. Bit.ai allows users to create workspaces, organize knowledge, and gain insights into workspace activity. The platform supports a wide range of digital content, making it a versatile tool for knowledge management.
Integrations include Google Drive, Dropbox, OneDrive, Box, YouTube, Figma, InVision, Tableau, Google Sheets, and Google Forms.
Pros and cons
Pros:
- Smart search functionality
- Real-time collaboration
- AI-powered document creation
Cons:
- Limited advanced customization
- Limited offline access
TiddlyWiki is a unique non-linear notebook for capturing, organizing, and sharing complex information. It is good for highly customizable personal wikis due to its modular structure and customization options.
Why I picked TiddlyWiki: I chose TiddlyWiki for its flexibility and customization capabilities, which set it apart from other knowledge management tools. Its open-source nature and the ability to tailor every aspect of the software make it suitable for users who need a highly personalized knowledge management system. TiddlyWiki's modular structure, called 'tiddlers,' allows users to create a network of interconnected information, making it a good choice for customizable personal wikis.
Standout Features & Integrations:
Features include a modular structure for organizing information, extensive customization options, and the ability to run as a self-contained HTML file. Users can also create, edit, and save information directly in the browser.
Integrations include Google Drive, Dropbox, Notion, Obsidian, Trello, and Slack.
Pros and cons
Pros:
- Modular structure
- Open-source technology
- Highly customizable
Cons:
- Limited native integrations
- Steep learning curve
Other Knowledge Management Software
Below is a list of additional knowledge management software we shortlisted but did not reach the top list. Still worth checking them out!
- Helpie WP
Best for WordPress-based knowledge
- SkyPrep
Best for knowledge sharing in remote teams
- Document360
Best for self-service knowledge portals
- Zoho Learn
Best for integrated learning management
- Confluence
Best for project collaboration
- MediaWiki
Best for open-source wikis
- Guru
Best for real-time knowledge sharing
- GitBook
Best for team documentation
- Microsoft SharePoint
Best for enterprise-level document management
- Bloomfire
Best for content sharing
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Knowledge Management Software Selection Criteria
The criteria for choosing knowledge management software should address buyer needs and common pain points, ensuring the tool effectively serves its intended purpose. As an expert who has personally tried and researched this type of software, here are the requirements I use when evaluating these tools.
Core Functionality: 25% of total weighting score
- Document storage and retrieval
- Collaboration tools
- Knowledge sharing and dissemination
- Search functionality
- Version control
- Content management
- Centralized repository
Additional Standout Features: 25% of total weighting score
- AI-driven content recommendations
- Advanced analytics of the company’s knowledge
- Integration with other enterprise tools
- Customizable user dashboards
- Mobile accessibility
- Tools leveraging AI for content recommendations
- Platforms offering deep integration with CRM systems
Usability: 10% of total weighting score
- Intuitive user interface
- Drag-and-drop functionality
- Customizable workflows
- Responsive design
- Minimal learning curve
Onboarding: 10% of total weighting score
- Availability of training videos
- Interactive product tours
- Chatbots for instant support
- Webinars for in-depth training
- Pre-built templates for quick setup
Customer Support: 10% of total weighting score
- 24/7 support team availability
- Multi-channel support (email, phone, chat, forums)
- Dedicated account managers
- Internal knowledge base
- Answer questions quickly
Value For Money: 10% of total weighting score
- Competitive pricing
- Flexible subscription plans
- Transparent pricing structure
- Cost vs. feature set
- Discounts for long-term commitments
Customer Reviews: 10% of total weighting score
- Overall satisfaction ratings
- Feedback on ease of use
- Comments on customer support
- Insights on feature effectiveness
- User testimonials on ROI
Trends For Knowledge Management Software
Knowledge management software is changing remarkably, transforming how businesses manage their human resources and payroll. As technology advances, staying informed about the latest developments is essential. Here are some key trends to watch closely that could impact your organization.
- AI-Powered Search: AI-powered search is becoming more prevalent. It helps users find information faster and more accurately. This trend is significant because it improves productivity.
- Integration with Collaboration Tools: Knowledge management software is increasingly integrating with collaboration tools. This allows for better information sharing and teamwork. It is interesting because it breaks down silos within organizations.
- Enhanced Data Security: Enhanced data security features are being prioritized. These features protect sensitive information from breaches. This trend is important due to rising cyber threats.
- Mobile Accessibility: Mobile accessibility is on the rise. Users can access knowledge management systems from anywhere. This is important for remote and on-the-go workers.
- Personalized User Experience: Personalized user experiences are becoming standard. The software adapts to individual user needs and preferences. This trend is interesting because it increases user engagement.
Companies that leverage these changing trends will likely gain a competitive edge as technology advances.
What Is Knowledge Management Software?
Knowledge management software is a tool that helps organizations capture, store, and share knowledge and information within the company. It is commonly used by businesses, educational institutions, and other organizations to ensure that valuable information is easily accessible to employees, enhancing decision-making and productivity.
Knowledge management software includes a centralized knowledge base, document management systems, and collaboration tools. These elements work together to facilitate the creation, organization, and retrieval of information, ensuring that users can find the knowledge they need quickly and efficiently.
Features Of Knowledge Management Software
When choosing knowledge management software, it's essential to recognize the key features that will let you manage your HR tasks more efficiently. Here are the most essential features to look for.
- User-Friendly Interface: A user-friendly interface ensures the software is easy to implement, set up, and access. This saves time and reduces frustration, increasing productivity and job satisfaction.
- Solid Search Functionality: A solid search engine, like Google, allows users to find relevant information quickly. This feature is essential for streamlining the process of searching and gathering information.
- Multi-Device Compatibility: Multi-device compatibility ensures that users can access the knowledge base from various devices, including desktops, laptops, tablets, and smartphones. This is essential for remote teams and on-the-go users.
- Customization Options: Customization options allow organizations to tailor the knowledge base to their needs. This includes branding, themes, and the ability to create custom roles and permissions.
- Team Collaboration Tools: Team collaboration tools enable multiple users to work together on creating, managing, and maintaining the knowledge base. This feature is essential for fostering a culture of teamwork and knowledge sharing.
- Content Authoring & Editing: An intuitive content authoring and editing tool allows users to create and update content easily. This feature is essential for keeping the knowledge base up-to-date and relevant.
- Third-Party Integrations: Faultless integration with third-party tools such as CRM, help desk, and survey software enhances the knowledge management system's functionality. This feature ensures that the knowledge base can be a central hub for various business processes.
- Built-In Analytics: Built-in analytics provide insights into the knowledge base's performance. This includes metrics such as the number of articles created, search success rates, and user engagement. These insights help make informed decisions to improve the knowledge base.
- Feedback System: A solid feedback system allows users to provide input on the content. This feature is essential for keeping the knowledge base relevant and valuable by incorporating user suggestions and addressing any issues.
- Scalability: Scalability ensures that the knowledge management system can grow within the organization. This feature is essential for accommodating increasing data and users as the business expands.
Choosing the right knowledge management software involves focusing on these key features to ensure it meets your organization's specific needs.
Benefits Of Knowledge Management Software
By leveraging knowledge management software, businesses can enhance productivity, improve decision-making, and foster a culture of continuous learning. Below are five primary benefits of knowledge management software for users and organizations.
- Enhanced Collaboration: Knowledge management software facilitates efficient collaboration among team members by providing a centralized platform for sharing information and resources.
- Improved Efficiency: The software organizes and categorizes information, reducing the time employees spend searching for data and leading to increased productivity and efficiency.
- Better Decision-Making: Access to accurate and up-to-date information enables employees to make informed decisions quickly, improving overall business outcomes.
- Knowledge Retention: The software documents and stores information to ensure valuable knowledge is retained within the organization, even when employees leave.
- Customer Satisfaction: With easy access to information, customer service teams can provide faster and more accurate responses, leading to higher customer satisfaction and loyalty.
Investing in knowledge management software can transform how organizations handle information, leading to numerous benefits that enhance internal operations and customer experiences.
Costs & Pricing Of Knowledge Management Software
This section provides a detailed estimate of average knowledge management software plans and associated costs. The data is derived from an analysis of standard pricing tiers and the features they offer.
By understanding these pricing structures, users can better assess their needs and budget considerations when choosing knowledge management software that fits their requirements.
Plan Comparison Table for Knowledge Management Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic document storage, limited users, and basic search functionality |
| Personal Plan | $4 - $12/ user/month | Enhanced search, basic analytics, limited integrations, and basic support |
| Business Plan | $12 - $54/ user/month | Advanced search, detailed analytics, multiple integrations, role-based access control, and enhanced support |
| Enterprise Plan | $54/ user/month | Customizable features, extensive integrations, advanced security, dedicated support, unlimited users |
Knowledge Management Software FAQs
Here are some answers to frequently asked questions about knowledge management software and how it works.
How can I ensure data security in knowledge management software?
Implement solid access controls, encryption, and regular security audits to ensure data security in knowledge management software. Use multi-factor authentication (MFA) to add an extra layer of protection. Regularly update the software to patch vulnerabilities and ensure compliance with industry standards and regulations.
What are the best practices for migrating data to a new knowledge management system?
When migrating data to a new knowledge management system, start with a complete data audit to identify what needs to be transferred. Cleanse the data to remove duplicates and outdated information. Automated tools are used to facilitate the migration process and ensure data integrity. Test the migration in a controlled environment before going live to identify and resolve any issues.
How do I measure the ROI of a knowledge management system?
Measure the ROI of a knowledge management system by tracking key performance indicators (KPIs) such as user adoption rates, time saved in information retrieval, and reduction in redundant work. Conduct regular surveys to gather user feedback and assess the system’s impact on productivity and decision-making. Compare these metrics against the costs of implementing and maintaining the system to determine the ROI.
What strategies can I use to encourage user adoption of knowledge management software?
To encourage user adoption, provide complete training and support to help users understand the benefits and functionalities of the software. Create a user-friendly interface and integrate the software with existing tools and workflows. Recognize and reward users who actively contribute to the knowledge base. Regularly update the system based on user feedback to improve the user experience.
How can I integrate knowledge management software with other enterprise systems?
Integrate knowledge management software with other enterprise systems using APIs and middleware solutions. Ensure that the software supports standard integration protocols such as REST or SOAP. Work with vendors to develop custom integrations if necessary. Test the integrations thoroughly to ensure data flow and functionality across systems.
What are the common challenges in maintaining a knowledge management system, and how can they be addressed?
Common challenges in maintaining a knowledge management system include keeping the content up-to-date, ensuring user engagement, and managing data quality. Address these challenges by establishing clear content governance policies, regularly reviewing and updating the knowledge base, and encouraging user contributions. Use analytics to monitor system usage and identify areas for improvement.
How do I handle the scalability of a knowledge management system as my organization grows?
Handle scalability by choosing a knowledge management system that supports modular expansion and can handle increased data volumes and user loads. Implement scalable infrastructure, such as cloud-based solutions, to accommodate growth. Regularly review and optimize system performance to meet the organization’s changing needs.
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