Knowledge Management

The Best Knowledge Management Software Tools in 2022

The best knowledge management software for your company in 2022.

Introduction

Today’s businesses depend on being able to quickly and easily access, create, and share information between employees, customers, and stakeholders. We’ve come to expect to find whatever data, documents, or insights we need, exactly when we need it.

But with the amount of information our teams and customers depend on, this can create an organization problem. Resources can’t simply be available — they need to be easy to locate, searchable, and up-to-date. 

It can require an entire team just to maintain your knowledge database — but it doesn’t have to. With knowledge management software, you can make storing, sharing, and updating your knowledge content easy. 

What is knowledge management software? 

Knowledge management software is a database-like tool that makes creating, sharing, and managing a company’s knowledge content more efficient. It creates a centralized location for all data and documents, making it easy for inquiring minds (both internal and external) to find the resources they need in their own time. 

What are the benefits of knowledge management software? 

Knowledge management software goes beyond simple storage. While it houses your data and documents, knowledge management software creates an organization system for making information easy to find. 

Think of your documentation storage like a filing cabinet. Without an organization system, documents are housed safely, but the process of finding the right information is overwhelming — you could waste hours digging through content trying to find what you’re looking for. 

Knowledge management software not only makes organizing your information easier, but it creates a filing system designed for easy retrieval. A knowledge management tool takes care of categorizing data — adding the folders, tabs, and storage logs —that make finding the exact piece of content you need possible in just a few clicks. 

When resources are easier to locate, your team can work more productively and customers can find the answers they need on their own time, without an added lift from your team. 

Key knowledge management software features 

The features included in knowledge management software will vary from tool to tool and what is necessary for you and your team will depend on your unique needs — but these key features are must-haves across the board:

  • Search. A powerful and reliable search function can make finding the right resources even easier. 
  • Auditing and Editing. Version control and editing capabilities can ensure all your documents are accurate and up to date. 
  • Content backups. Know your documents are safe and secure with content backups. 

While you can get the job done without these features, having them can lead to a better user experience for your employees and customers:

  • Branding. Customizing content can help create brand consistency with both employees and customers.
  • Integrations. Connecting your knowledge management software with other tools your team uses day-to-day can increase productivity and cut down on wasted time. 

11 best knowledge management software tools in 2022 

What knowledge management tools are worth your time and money in 2022? Here are our favorites: 

  1. Guru 
  2. Zendesk 
  3. Notion 
  4. ProProfs Knowledge Base
  5. Document360
  6. Bloomfire
  7. Confluence
  8. Trainual
  9. Intellum
  10. Shelf
  11. Scribe

1. Guru

G2 rating: 4.6 out of 5 stars

Capterra rating: 4.6 out of 5 stars

Guru ricing: Free up to 3 users 

Guru overview

Guru is an internal-first knowledge management system that helps you do your job better by making the information you need accessible in just a few clicks. Integrations and browser extensions put your knowledge documents, tips, or insights directly where you’re working, so you don’t need to click between apps to find what you’re looking for — you can even add or edit information from Slack or the Chrome extension. 

Guru is great for employee onboarding, keeping support and sales teams up to date, and distributing internal communications — but it is designed for internal users, not to directly share information with your customers. 

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2. Zendesk

G2 rating: 4.3 out of 5 stars

Capterra rating: 4.4 out of 5 stars

Zendesk pricing: Starting at $19/user/month

Zendesk overview

Zendesk primarily positions itself as a service and sales communication platform, but it is still one of the best knowledge base tools out there. Content stored within the knowledge base can be shared internally, with select customers, or publicly displayed for self-service support at any time. 

The biggest benefit of using Zendesk as a knowledge management tool is that your information is housed on the same platform as your CRM and customer support system. Easily add feedback surveys or forum discussions so you can track if content within your knowledge base is lacking. 

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3. Notion

G2 rating: 4.6 out of 5 stars

Capterra rating: 4.8 out of 5 stars

Notion pricing: $4/user/month

Notion overview

Notion is a flexible workspace that lets users customize docs, tables, databases and more to work however they want — including as a knowledge management tool. Using pages, tables, and links, sharing information is easy. Users can even edit pages (if given the appropriate permissions) or leave comments and questions. 

While many love Notion’s flexibility, it can be a pain for others. Users have full control over the layout of their pages and how they display their information, so it requires some additional planning and more ongoing management than some other tools on this list. 

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4. ProProfs Knowledge Base

G2 Rating: 4.6 out of 5 stars

Capterra Rating: 4.6 out of 5 stars

ProPros Knowledge Base pricing: 

  • Private Knowledge Base - Starts from $2/user/month
  • Public Help Center - Starts from $30/author/month

ProProfs Knowledge Base overview

ProProfs Knowledge Base is an all-around software for addressing your organization's internal and external knowledge management needs. It is a user-friendly tool that doesn't require any coding skills. You can use this tool to effortlessly create a knowledge base, documentation, and manuals and share them with your customers and employees. 

The tool comprises beautifully designed templates and an MS Word-like editor with rich formatting capabilities that make content creation a breeze. The platform is highly searchable and offers smart suggestions that closely match the search queries. You can also integrate ProProfs Knowledge Base with popular external applications like Slack, Jira, Zendesk, and many others. 

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5. Document360

G2 rating: 4.7 out of 5 stars

Capterra rating: 4.7 out of 5 stars

Document360 pricing: Starting at $99/project/month

Document 360 overview

Document360 is a knowledge base and management system that considers every phase in the creation, distribution, and maintenance of knowledge content. Create a self-service knowledge base web page or include an embeddable widget users can access as they use your product. You can even integrate with other apps and tools, like chatbots or analytics platforms, to make your knowledge content go further. 

Document360 is also designed for easy input and editing of content and information. The document backend makes layout customization easy, so writers and editors can upload new information without depending on designers or coders. It even stores old versions of your content, so you can easily complete draft or document comparison.

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6. Bloomfire

G2 rating: 4.5 out of 5 stars

Capterra rating: 4.3 out of 5 stars

Bloomfire pricing: $25/user/month

Bloomfire overview 

Bloomfire delivers centralized knowledge management to help your team make better decisions and do their jobs more efficiently. It promises to improve productivity and collaboration by breaking down information silos and connecting employees in one place. Deep search, a question and answer feature, and AI-generated tags make it even easier for your team to find the information they need quickly. 

Bloomfire also has robust analytics, so you can see where your team might need some additional support. See the top viewed posts and collect feedback from your team to discover areas of improvement or what information is most important to your employees. With those insights, you can better train your team or, in the case of your support team, find where customers need additional help with your product or service. ​​

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7. Confluence 

G2 rating: 4.1 out of 5 stars

Capterra rating: 4.4 out of 5 stars

Confluence pricing: Free for up to 10 users 

Confluence overview

Confluence is a knowledge management and collaboration workspace created by the team at Atlassian. Confluence is organized in pages and spaces — each page is an individual document where teams can share or collaborate on information and spaces link specific teams, departments, or even individuals to the pages they need. 

Real-time editing, commenting, and notifications allow your team members to work together to ensure all your knowledge content is accurate and up-to-date. You can use pre-made templates (or create your own) to make adding new content to your knowledge system even easier. If you use other Atlassian apps, like Jira or Trello, you can seamlessly connect pages with your other systems — or customize your experience by integrating with their dozens of apps and tools. 

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8. Trainual

G2 rating: 4.7 out of 5 stars

Capterra rating: 4.8 out of 5 stars

Trainual pricing: $49/month for 5 seats 

Trainual overview

Trainual markets itself primarily as an employee training and onboarding system, but it works perfectly as a knowledge management tool as well. With Trainual, you build your company “playbook” including every process, policy, team member, and even company details so your team has easy access to all the internal information they might need to get their job done. 

Trainual has a library of templates to choose from, or you’re free to start from scratch. Built-in analytics and tracking help you see who has viewed your content, making it a perfect tool for making sure your team members are keeping up with company or product updates, policy changes, or other important knowledge additions. 

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9. Intellum 

G2 rating: 4.5 out of 5 stars

Capterra rating: 4.5 out of 5 stars

Intellum pricing: Not available

Intellum overview

Intellum is a customer, partner, and employee education platform that promises to help increase revenue and retention by correcting messaging misalignment. Not only does Intellum house your educational content like training and other knowledge management documents, but it also provides a platform for live events like webinars, virtual training, and user conferences. 

Intellum focuses on education management, not just knowledge management — taking your content one step further to ensure the appropriate message is reaching your target audience. Pages are easily customizable so you can include a variety of content in your education strategy and incorporate your own brand guidelines for a seamless user experience. 

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10. Shelf

G2 Rating: 4.8 out of 5 stars

Capterra Rating: 4.9 out of 5 stars

Pricing: Not available

Overview

Shelf uses AI to help team members find the answers they need — no search necessary. Created primarily for customer support employees, Shelf listens to chat conversations and suggests answers or recommendations to help deliver the best answer to the customer. The employee chooses the response they find most appropriate to the situation, so they can interfere with a custom solution if the AI is off base or can’t find the right answer. 

Shelf also provides self-service AI-based solutions to employees and customers. It automatically gives recommendations to customers who choose self-service options and provides a searchable database for employees to find solutions they need. It even integrates with document storage tools so you don't need to move processes or documents from their existing locations. 

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11. Scribe

G2 rating: 4.9 out of 5 stars

Capterra rating: 4.3 out of 5 stars

Scribe pricing:

  • Free Basic Plan
  • Pro Plan — $29/user/month

Scribe overview

Where other tools focus on storing knowledge, Scribe focuses on capturing it. Scribe watches the user work and automatically generates a step-by-step guide that can be shared directly or embedded to another platform. It takes just a few seconds to create a visual “how-to” employees and customers can reference again and again. 

Scribe makes generating knowledge content as easy as possible, so your team doesn’t need to spend additional time documenting or outlining their processes and systems to build out your knowledge base. Because it follows employees as they perform a particular task, you don’t have to worry about forgetting crucial information or cutting corners — so the person on the other end always gets accurate instructions. 

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Choosing the right knowledge management software 

Knowledge management software has the power to make your team smarter, more productive, and happier in their roles — but if implemented incorrectly, it can also create a massive headache. That’s why it’s so important to choose a knowledge management software that aligns with your unique needs and expectations. 

It can feel overwhelming, but here are three things to consider when making your final decision: 

  1. Who needs to access my knowledge base? Keep your end-user in mind when determining the right software for you — especially if you’re hoping to share content externally with partners or customers. 
  2. What kind of content do I need to share? Take inventory of the processes, systems, or information you want to share before you choose a tool. If you need to include videos, interactive guides, or other visuals, you’ll want to make sure you have a platform that can support those types of content. 
  3. What “extras” does my team need? Do you need specific analytics or integrations? Make a list of any additional “must-haves” before making a commitment. 

Don’t be afraid to play around with different tools. Test out free trials to get a better feel for what knowledge management features will really help your team or customers be successful.