How to Create a WordPress Knowledge Base: The Complete Guide

Christina Ballinger
September 20, 2023
min read
September 20, 2023
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Learn how to build a comprehensive WordPress knowledge base with these step-by-step instructions. Find the best plugins and techniques for creating and optimizing your knowledge base.
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Use a knowledge base to give your team valuable information and solutions to common problems.

In this step-by-step playbook, we'll explore how to build a knowledge base on WordPress.

Playbook: WordPress knowledge base

  • A WordPress knowledge base is a collection of articles and FAQs that provide users with information and solutions when using the platform.
  • WordPress has several plugins available to help you create a knowledge base, each with its own features and customization options.
  • To make a knowledge base using plugins, install WordPress, choose and install a knowledge base plugin, configure plugin settings, create categories and articles, add user interaction features, customize the layout, test and review, and publish the knowledge base.
  • Learn advanced techniques for building a WordPress knowledge base.
  • We provide best practices for adding visual content to your WordPress knowledge base.

Wh‎at is a WordPress knowledge base?

A WordPress knowledge base is a collection of articles, tutorials and frequently asked questions (FAQs) that provide users with information and solutions related to a specific topic or product.

Use tools like Scribe to build and embed visual step-by-step guides in your knowledge base, instead of manually documenting each step.

The knowledge base serves as a self-help resource, reducing the need for customer support and empowering users to find answers on their own.

Build and embed visual knowledge base documents in Webflow ➜

Wo‎rdPress knowledge bases: themes and plugins

There are two ways to use WordPress themes to build a knowledge base: themes and plugins.

  • Themes are more comprehensive and can provide a more unified look and feel for your knowledge base.
  • Plugins are more flexible and can be used to add specific features to your knowledge base.

This playbook will focus on how to create a knowledge base using plugins.

Wo‎rdPress knowledge base plugins

Before we dive into how to create a WordPress knowledge base with plugins, let's explore some of the most popular options.

  • WP Knowledge base: Recommended for beginners, it offers simplicity, convenience and customization options.
  • Heroic Knowledge Base: Powerful and feature-rich, allows the creation and organization of articles, categories and tags. It's also fully customizable.
  • HelpCrunch: Customer support platform with a knowledge base feature, including live chat, email automation and other features.
  • BetterDocs: User-friendly and easy-to-use knowledge base plugin, includes essential features and it's fully customizable.
  • Very Simple Knowledge Base: Lightweight and easy-to-use, simple and straightforward option.
  • Helpie WP: Designed for small businesses and startups, includes categories, tags, a search bar, and built-in analytics.
  • Echo Knowledge Base: includes AI assistance, features categories, tags, and a search bar.
  • weDocs: Free and open-source, weDocs includes all of the essential features you need to create a knowledge base, such as categories, tags, and a search bar.
  • Yada Wiki: Turns WordPress site into a wiki. It's a good option if you need a powerful and flexible knowledge base solution, but it can be more difficult to use than some of the other plugins on this list.
  • WPForms: Allows you to create any type of WordPress form, including contact forms, surveys, polls, payment forms, user registration forms, and more. It also includes a variety of features to help you customize your forms.
  • Encyclopedia / Glossary / Wiki plugin: Flexible plugin for organizing support pages in a glossary format. It includes a search widget and comments, suitable for businesses and organizations that need a knowledge base or documentation for products or services.

‎Ho‎w to create a WordPress knowledge base

To create a knowledge base using a plugin, follow these steps:

Step 1: Install WordPress and Scribe

If you haven't already, install WordPress on your hosting server. Most web hosts offer a one-click installation option for WordPress.

Then download Scribe to capture visual step-by-step guides for your knowledge base articles. Here's how to get started ➜

Download Scribe to create WordPress knowledge base articles

Step 2: Choose and install a knowledge base plugin

  1. Log in to your WordPress admin dashboard.
  2. In the left-hand sidebar, go to "Plugins" > "Add New."
  3. Search for a knowledge base plugin:
    1. In the search bar, type keywords like "knowledge base," "documentation," or "FAQ."
    2. Browse through the search results and choose a suitable knowledge base plugin. A popular option is "Knowledge Base for Documents and FAQs" by Echo Plugins.
  4. Install and activate the plugin:
    1. Click the "Install Now" button next to the plugin you've chosen.
    2. After installation, click the "Activate" button to activate the plugin.

Step 3: Configure plugin settings

Configure the plugin settings, such as layout, search options and user permissions.

  1. Once the plugin is activated, you'll typically see a new menu item or settings section related to the knowledge base in your WordPress dashboard. Look for it in the left-hand sidebar.
  2. Depending on the plugin you've chosen, find the options to configure the general settings, such as layout, styling, and categories.
  3. Customize these settings to match your website's branding and structure.

Step 4: Create knowledge base categories

Create categories and subcategories to organize your knowledge base content.

  1. Under the plugin's settings or in the knowledge base section, create categories to organize your content logically.
  2. Categories might represent different topics, products or services.

Step 5: Create knowledge base articles

Now you're ready to ‎start adding articles or documentation pages within each category. These articles should contain detailed information, tutorials, or answers to frequently asked questions.

Capture any process with Scribe to  Scribe to create WordPress knowledge base articles

You can use Scribe's AI to generate the full document from scratch or use one of the templates in Scribe's extensive page templates library to build your project documentation, like these:

To get started, install Scribe and follow the steps below:

1. Navigate to the desired process you want to document, answer or troubleshoot. Click the Scribe icon in your Chrome toolbar to start.

2. Click the "Start Capture" button and walk through the process you want to document. As you work, Scribe automatically captures screenshots and text.

3. Click the "Stop Capture" button. In a few seconds, Scribe will generate a detailed, step-by-step guide.

4. Review the guide, making sure that you've included all relevant information. You can edit to add steps or clarify information if you've missed anything.

5. Ask the AI to add titles, descriptions, additional context, alerts, helpful tips, and more to customize your guide.

6. When your guide is finished, click "Share" and then "Embed."

7. Select the size you'd like and then Click "Copy Embed Snippet" to copy the code.

8. Navigate back to WordPress and click on the WordPress page where you'd like to embed the Scribe.

9. Type "/HTML" to select the custom HTML block type.

💡 Note: WordPress offers an Embed block as well, but the format for that block is a URL. The one you'll need here is /HTML.

10. Paste the embed code into the block.

11. Your Scribe is now embedded into your post! Any updates you make to your Scribe will be automatically updated wherever they are embedded as well.

12. Add relevant tags and keywords to improve searchability within your knowledge base.

Step 6: Add user interaction features

Enable comments on your knowledge base articles to allow users to ask questions or provide feedback.

  1. Go to "Settings" > "Discussion" in your WordPress dashboard
  2. Configure the commenting settings.

Most knowledge base plugins include a search feature by default. Make sure it's enabled and prominently displayed so users can quickly find what they're looking for.

Step 7: Customize the knowledge base layout

Customize the appearance of your knowledge base using the plugin's styling options.

  1. Customize the knowledge base's appearance to match your website's branding. Look for options within the plugin settings to change colors, fonts, and layout.
  2. Some plugins offer different templates or layout options. Explore these settings to choose a layout that best suits your content.

Step 8: Test and review

Test the knowledge base to ensure all articles and FAQs are accessible and functional.

  1. Check content: Go through your knowledge base content to ensure accuracy, clarity, and completeness. Fix any errors or inconsistencies.
  2. Test functionality: Test the user interaction features, such as comments and search, to ensure they work as intended.

Step 9: Publish your knowledge base

Once you're satisfied with your knowledge base, make it public by ensuring the necessary pages and categories are accessible from your website's main menu or navigation.

Step 10: Regularly update and maintain

Regularly update your knowledge base with new articles or updates to existing content to keep it relevant.

Encourage user feedback and comments to improve the knowledge base based on user needs.

Ad‎vanced techniques for building a WordPress knowledge base

Once you have set up your knowledge base, you can explore advanced techniques to customize further, troubleshoot and optimize its performance. Some advanced techniques include:

  • Customizing the knowledge base theme or plugin to match your website's design.
  • Adding custom fields to collect additional information from users.
  • Integrating with third-party tools for enhanced functionality.
  • Optimizing your knowledge base for search engines by implementing SEO best practices.
  • Troubleshooting common issues, such as broken links or formatting errors.
  • Analyzing user behavior and engagement to improve the user experience.

Best practices for ad‎ding visual content to your WordPress knowledge base

Incorporating visual elements such as images and videos has proven to be highly effective in conveying information and engaging audiences. In WordPress knowledge bases, visual content can play a crucial role in enhancing understanding and user experience.

While visual content can greatly enhance your WordPress knowledge base, it's important to follow some best practices:

1. Use high-quality images and videos that are relevant to the content. With Scribe's Pages feature, you can combine Scribes with video, images and more, making it simpler than ever to develop knowledge base resources.

2. Optimize images for the web to ensure fast loading times.

3. Include descriptive captions or alt text for images to improve accessibility and SEO.

4. Use visual, step-by-step guides and tutorials to increase user understanding and engagement. Use Scribe to turn your processes into visual step-by-step guides while you work, saving time.

5. Organize visual content logically and ensure it complements the accompanying text.

Wh‎y use Scribe to build your WordPress knowledge base?

With Scribe, you can create clear, concise and informative articles for your WordPress knowledge base—in just a few seconds. Here are some of the benefits of using Scribe:

  • Easy to use: Scribe is a drag-and-drop tool, so you can easily create and edit your guides without any coding knowledge.
  • Save time: Scribe helps you save time by automating the documentation process. Scribe includes a variety of features that can help you to create high-quality knowledge base articles with screenshots, annotations, tips, and custom formatting.
  • Seamless integration with WordPress: Easily publish clear, easy-to-understand knowledge base articles to your website.
  • Build a comprehensive WordPress knowledge base: Use Scribe to auto-generate the articles you need, like how-to guides, FAQ pages, troubleshooting guides, internal knowledge bases, and more.

Create and embed knowledge base content in seconds ➜


Can I create a knowledge base on an existing WordPress website?

Yes, you can add a knowledge base to your existing WordPress website using a knowledge base theme or plugin.

  • A knowledge base provides users with a centralized resource for information and support.
  • Options for creating a knowledge base include using plugins and themes.
  • Creating a successful knowledge base requires helpful content for visitors.

How do I choose the right knowledge base plugin?

When choosing a knowledge base plugin:

  • Consider your specific requirements, such as design preferences and features.
  • Check compatibility with your WordPress version.
  • Read reviews and compare options before making a decision.

How do create a WordPress knowledge base using themes?

  1. Choose a knowledge base theme designed for knowledge bases or documentation.
  2. Install and activate the theme in your WordPress dashboard.
  3. Customize theme settings: Personalize the theme's appearance and settings to match your branding.
  4. Start adding articles, FAQs, and tutorials to your knowledge base. Use Scribe to create step-by-step visual guides for your articles.
  5. Use categories and tags to organize your articles.
  6. Add SEO-friendly descriptive titles and keywords.
  7. Use menus, breadcrumbs, and a search bar for easy navigation.
  8. Enable comments, ratings, and feedback forms to engage users.
  9. Thoroughly test your knowledge base for functionality and content accuracy.
  10. Launch your knowledge base and promote it to your audience.
  11. Keep your knowledge base up-to-date and user-friendly over time.

How often should I update my knowledge base?

Regularly update your knowledge base to ensure accuracy and relevance. Your goal should be to review and update content at least once every few months.


Creating a knowledge base on WordPress is a valuable investment that empowers users and reduces the need for customer support.

Sign up for Scribe today to start building your knowledge base and provide your users with the information they need, when they need it.

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