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The 11 best internal knowledge base systems

The 11 best internal knowledge base systems

pink background with laptop and other graphics, showcasing a knowledge base

Organizations create an internal knowledge base (often abbreviated as internal KB) to be a central hub of company resources that can answer employee inquiries. This may include the employee handbook, HR or IT policies, how-to guides, contact lists, and more. 

It’s important to note that an internal knowledge base is only for use within the company, while organizations may also have an external knowledge base for customers. As there are two use cases – internal and external – most organizations use a dedicated tool to cater to the internal use case specifically.

So what are some benefits of having an internal knowledge base?

  • Save time for employees 
  • Save time for HR (and any team that fields frequent inquiries)
  • Efficient and centralized information sharing
  • Collaboration between teams
  • Onboarding support

There are tons of choices available when it comes to choosing an internal knowledge base software. Some of the criteria you might look out for include pricing, integrations, discoverability of articles, navigation, flexibility, and user experience.

Let’s run through our picks for some of the best options on the market.

1. Notion

Notion blends together everyday work apps to create an all-in-one workspace for individuals and teams. It’s our top choice to use as an internal knowledge base due to its intuitive, powerful design that makes it simple to organize and display all the information your employees might need.

Pros:

  • Praised for its superior user experience and design
  • Block-based drag and drop editing
  • Many templates to choose from
  • Databases: filtering, sorting, various view, and much more

Cons:

  • Search is not very powerful – can be hard to find the page you’re looking for
  • Permissions options are limited
  • No draft and edit modes – all changes are visible in real-time

Pricing:

Team pricing for Notion starts at $8 per user per month (billed annually). Enterprise pricing is available upon request. Free trials are also available.

Our verdict: Best choice for teams looking for something extremely flexible and user-friendly that makes it easy to create a beautiful knowledge base 

2. Confluence

Confluence was started as a web-based corporate wiki in 2004 and has remained one of the most popular options since then. It’s now evolved into part of an integrated collaboration platform that works in conjunction with other Atlassian products like Jira, Trello, and Bamboo.

Pros:

  • Draft and edit modes allow you to publish an (updated) page when it’s ready
  • Deep integration with other Atlassian products (relevant for many IT teams)
  • Many plug-ins and integrations with third party tools
  • Easy commenting and document collaboration 

Cons:

  • Not very intuitive to use and navigate
  • Not as flexible as Notion
  • More optimized for software documentation than for a general internal knowledge base

Pricing:

Confluence offers progressive monthly pricing, meaning you’ll get volume discounts as you add more users. Prices start at $5.50 per user per month for small organizations of 1-100 users and go all the way down to $2.00 per user per month for organizations with 15,000+ users. Free trials are available.

Our verdict: Great choice for companies who are using many Atlassian products already

Special candidate

Back

While Back allows users to create articles with rich targeting and file attachments, it’s more than a knowledge base system. It’s like a one-stop shop for employees that drives adoption of your internal wiki and integrates with systems like Notion and Confluence.

  • Improve discoverability of knowledge – Give employees access to your internal knowledge base through chatbots in Slack, Microsoft Teams, and Google Chat
  • Bring together knowledge from different places – Use any combination of articles created in Notion, Confluence, or directly in Back
  • Power up your internal ticketing – Save time when answering internal requests by finding and sharing the relevant knowledge article just a few in seconds

3. Slite

Slite is built for remote teams and gathers async discussions, decisions, and working docs in one place. Its functionality as a knowledge base is intuitive, structured, and free up to 50 docs.

Pros:

  • Very intuitive to use
  • Short learning curve
  • Powerful search with filtering

Cons:

  • Less flexible than Notion and Confluence

Pricing:

Slite is free to use up to 50 docs. The Standard plan is $8 per user per month and Premium is $15 per user per month. Annual billing gives a 16% discount.

Our verdict: Worthwhile option for teams who care more about an intuitive experience and high adoption than endless flexibility and features

4. Guru

Guru is a company wiki that allows teams to create, share, access, and update information directly in their existing workflow. You can sync Guru to provide information via Slack, Microsoft Teams, email, CRM, Chrome, and more.

Guru is free for teams up to 3 users, then starts at $5/user/month.

5. Slab

Slab is a modern editor that simplifies making your company documentation look good. The tool offers dozens of integrations like Slack, GitHub and Google and solid search functionality across Slab and integrated apps.

Slab is free up to 10 users, then starts at $6.67/user/month (billed annually).

6. Tettra

Tettra is a wiki system built to be simple and connected. Integrations available include GSuite, GitHub, Zapier, Wistia, and more, making it easy for your team to get information directly in their existing workflow. You can choose to create content with Tettra’s simple editor or even use existing Google Docs and other files to build your knowledge base.

Tettra is free for up to 10 users, then costs $8.33/user/month. Contact sales for custom enterprise pricing. A 30-day free trial is also available.

7. Nuclino

With Nuclino, teams can create real-time collaborative documents and connect them to build their knowledge base. Information can be organized visually using a tree, board, or graph view. The WYSIWYG collaborative editor is especially helpful for less technical team members.

Nuclino has only two pricing levels: Free and Standard. The Free level is available up to 50 items, after which pricing is $5/user/month. A 14-day free trial is available. 

8. Outline

Unlike some of the other systems on this list that have many functionalities (and internal knowledge base is just one use case), Outline is built specifically to be a team knowledge base and wiki. The platform is fast, intuitive, and also open source. Organizations can choose to host it on their own infrastructure.

Outline offers a 30-day free trial, after which cloud pricing is $10/month (1-10 team members), $79/month (11-100 team members), or $249/month (101-250 team members). Enterprises can self-host Outline on their own infrastructure for $4/user/month (billed annually).

9. Coda

Coda was not mainly built to be used as a knowledge base, but is still an interesting choice for this use case. The system is designed to create docs through building blocks, like hierarchical pages, connected tables, and buttons that take action either inside or outside your doc.

Coda’s pricing is fairly unique, in that only “Doc Makers” are paid users. Everyone else – editors and viewers – can use Coda for free. Pricing is $10/month per Doc Maker in the Pro package and $30/month per Doc Maker in the Team package. Custom enterprise pricing available upon request.

10. Google Sites

Another system that can be used to create an internal knowledge base is Google Sites, a free website builder from Google. This can be a good option for teams on a tight budget. However, the downside is that Google Sites doesn’t integrate with other tools, as no API is available for the current version.

While Google Sites is free to use, there is a charge once you hit a designated storage threshold. You’ll also have to pay for your domain if you choose not to use the one assigned to you by Google Sites.

11. Google Docs

While Google Docs is not really a knowledge base tool, it’s actually often used by teams for that purpose. The tool offers a great document editing experience, but documents are disconnected which makes it a poor fit as a knowledge base.

Google Docs (like other Google tools) are free for personal users, while Google Workspace offers added security and control for business teams. Pricing for Google Workspace starts at $6/user/month.

Choosing the best internal knowledge base system

We hope this list helps your HR team choose the ideal system on which to build your internal knowledge base. Every company is different, so be sure to consider which knowledge base software will provide the most value to your team and help employees find the information they need, when they need it.

Did we miss any great internal knowledge base systems? Let us know in the comments so we can complete our list.

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