Quick Summary
This article covers the best knowledge management software, helping teams organize, protect, and streamline information sharing. You Need A Wiki stands out by transforming Google Drive into a structured wiki, eliminating setup complexities while offering secure access and customization. To learn how You Need a Wiki can enhance your knowledge management, visit our blog today.
Struggling to Keep Your Team’s Knowledge Organized?
Keeping track of company knowledge, processes, and documents can quickly become overwhelming, especially as teams grow. Without a centralized system, important information gets lost, duplicated, or buried in endless email threads.
In this You Need A Wiki article, we’re going to explore the best knowledge management software available today. We’ll break down the top tools, their features, and how they can help you streamline collaboration and information sharing.
But first…
Why Listen to Us?
At You Need a Wiki, we’ve empowered hundreds of teams to transform scattered documents into a structured, searchable knowledge base. Our Google Docs-powered wiki makes organizing and accessing information effortless. We understand the need for adequate documentation and we’ve created an effective solution that simplifies knowledge management for schools, non-profits, and businesses.
What Is Knowledge Management Software?
A knowledge management software (KMS) is a tool designed to help teams and organizations create, store, organize, and find information easily.
It serves as a centralized hub where businesses, schools, and nonprofits can document processes, create wikis, and ensure easy access to critical knowledge. Instead of searching through scattered emails, shared drives, or outdated documents, users can find the right information in seconds.
These platforms also integrate with existing tools; like Google Docs and Google Drive, to streamline collaboration and prevent knowledge silos.
Why Is Knowledge Management Software Important?
Boosts Efficiency: Teams can quickly find the right document instead of digging through emails or cloud folders.
Enhances Collaboration: With shared access to guides, processes, and documents, teams can work together more effectively, whether in the office or remotely.
Prevents Knowledge Loss: Important information often gets lost when employees leave or documents are scattered. A centralized system like You Need A Wiki ensures valuable knowledge stays within the team.
Improves Decision-Making: Having all critical data in one place allows teams to make informed decisions faster, avoiding miscommunication and outdated information.
Supports Growth and Scaling: As organizations expand, a structured knowledge base ensures smooth onboarding, training, and process consistency across teams.
Top 9 Knowledge Management Software for Teams and Businesses
Below are the platforms we will cover:
You Need A Wiki
Notion
Confluence by Atlassian
Tettra
Guru
Nuclino
Slab
Zoho Learn
ClickUp AI Knowledge Management
1. You Need A Wiki
The first on our list is our tool, You Need A Wiki (YNAW). Designed for teams that rely on Google Docs and Drive, it transforms scattered documents into a structured, easy-to-navigate wiki.
With YNAW, you can import your existing Google Drive folders and files instantly, eliminating the hassle of manual data migration.
Ideal for agencies, schools, and nonprofits, YNAW provides a lightweight, no-fuss knowledge management system that enhances collaboration without disrupting your current workflow.
Key Features
Google Drive Integration: Automatically converts existing Google Docs in your drive into a structured wiki, eliminating manual uploads or data transfers for a quick and hassle-free setup.
Nested Page Navigation: Organizes documents in a tree-style nested menu, allowing teams to browse and find content easily without endless scrolling or searching.
Real-Time Collaboration: Enables teams to edit, comment, and suggest changes directly within Google Docs, ensuring up-to-date documentation and seamless teamwork.
Fast Document Search: Allows users to quickly locate files with advanced search functionality, including searching within document content.
Effortless Sharing: Provides flexible sharing options, letting teams, external collaborators, or the public access wikis while maintaining security and permission settings.
Custom Branding Options: Offers organizations the ability to customize sidebar colors and use a custom domain for a professional and branded wiki experience.
Pricing
Free: 1 user.
Starter ($19/month): Up to 10 users.
Team ($49/month): Up to 25 users.
Business ($99/month): Up to 75 users.
Custom Plans: available for larger organizations with more than 75 users.
For more details, view the YNAW pricing page.
Pros
No migration needed, it instantly syncs with Docs in Google Drive
Familiar interface since it uses Google Docs, reducing learning time
Advanced search functionality ensures quick document retrieval
Custom branding allows for a personalized wiki experience
No vendor lock-in since data remains in Google Drive
Cons
Best suited for teams already in the Google Ecosystem
Fewer UI customization compared to other wikis
2. Notion
Notion is an all-in-one knowledge management software that helps teams centralize their documentation, collaborate in real-time, and keep information organized. With a highly flexible interface, it adapts to various workflows, making it a powerful alternative to traditional wikis.
Key Features
All-in-One Workspace: Combines wikis, project management, and documentation in a single, organized hub.
Intuitive Page Structure: Uses a sidebar navigation and nested pages for easy browsing and retrieval of knowledge.
Advanced Collaboration Tools: Enables real-time editing, commenting, and linking of pages for seamless teamwork.
Smart Search & Organization: Offers powerful search functionality, filters, and tagging to quickly locate content.
Synced & Verified Blocks: Ensures content remains updated across multiple pages while maintaining accuracy and consistency.
Pricing
Free: For personal use with basic analytics and 7-day page history.
Paid Plans (starting at $12/user/month): Unlocks unlimited uploads, advanced analytics, custom website, automations, and more extended page history.
Notion AI ($10 per user/month): Available as an add-on
Pros
Customizable and adaptable to various workflows
Robust collaboration features, including real-time editing
A wide range of templates to jumpstart projects
Advanced database capabilities for effective data management
Active community support and resources
Cons
New users tend to find the extensive features overwhelming
Can experience slowdowns when handling extensive data
3. Confluence by Atlassian
Confluence is a collaborative knowledge management software designed to centralize team documentation, brainstorming, and project planning. It eliminates information silos by providing an organized space where teams can create, share, and manage knowledge efficiently.
Key Features
Collaborative Editing and Communication: Supports real-time editing, inline comments, and notifications to streamline teamwork and content creation.
AI-Powered Assistance: Automates summaries, refines notes, and extracts insights to improve communication and efficiency.
Structured Knowledge Management: Organizes content with spaces, labels, advanced search, and a nested content hierarchy for easy discovery.
Templates and Whiteboards: Offers best-practice templates and interactive whiteboards for brainstorming, planning, and documentation.
Seamless Integrations: Connects with Jira, Trello, and third-party apps to streamline workflows and project tracking.
Pricing
Free: For up to 10 users; includes unlimited spaces and pages, 2GB file storage, 10 automation rules/month and 3 active whiteboards/user.
Paid Plans (starting at $6.40/user/month): Offers external collaboration, more storage space, automation rules, page permissions and 24/7 support.
Pros
Seamless Jira and Trello integration for project management
Powerful Whiteboards for brainstorming and collaboration
Rich template library for faster content creation
Robust permission controls for security and data access
AI-powered features enhance content creation and management
Scales well for large teams and enterprise use
Cons
Complex interface can be overwhelming for new users
Search functionality could be more intuitive for large knowledge bases
Best suited for teams already in the Atlassian ecosystem
4. Tettra
Tettra is a knowledge management software designed to help teams document, organize, and maintain accurate content. With AI-powered assistance, it streamlines knowledge-sharing by generating answers, verifying content, and eliminating outdated information, ensuring teams always have reliable and up-to-date documentation.
Key Features
AI-Assisted Knowledge Management: Uses AI to generate content and answer team questions instantly.
Content Verification: Ensures accuracy by scheduling expert reviews for important knowledge base articles.
Knowledge Gap Identification: Detects missing content and allows team members to request new pages easily.
Automated Cleanup: Flags stale, unowned, and outdated content to keep the knowledge base clutter-free.
Seamless Integration: Works with tools like Slack to streamline knowledge-sharing within existing workflows.
Pricing
Basic Plan ($5 per user/month): includes Slack notifications, questions & answers, Google Workspace integration and web publishing.
Scaling Plan ($10 per user/month): includes AI features, AI bot in Slack, advanced permissions, usage Analytics, and API access.
Professional Plan ($7,200/year for 50 users): includes dedicated CSM, SSO & SCIM, hands-on training, custom import and onboarding, and custom reporting.
Each plan comes with a 30-day free trial.
Pros
AI-powered answers reduce time spent on repetitive questions
Structured repository makes documentation easy to navigate
Seamless Slack integration enhances team collaboration
Automated knowledge verification ensures content stays accurate
Flexible permission controls manage access effectively
Cons
Limited customization for fonts and visual formatting
Some users report a learning curve for setting up AI-powered workflows
5. Guru
Guru is an AI-powered knowledge management platform that centralizes company knowledge and delivers instant, context-aware answers within existing workflows. By integrating with tools like Slack and Chrome, Guru ensures teams have quick access to verified, up-to-date information, improving efficiency and collaboration.
Key Features
AI-Powered Search & Answers: Provides instant, intelligent responses within workplace apps.
Automated Content Verification: Ensures accuracy with expert-reviewed knowledge and automated update reminders.
Integrated Collaboration: Enables real-time editing, flexible drafting, and content recommendations.
Enterprise-Grade Security & Governance: Offers permissions, revision history, and admin-only controls for secure knowledge management.
Smart Insights & Analytics: Tracks knowledge usage, identifies duplicate content, and optimizes company-wide knowledge flow.
Pricing
A 30-day free trial is available for new users.
The paid plan starts at $15/user/month and includes AI-driven search, intranet, and wiki functionalities.
Pros
AI-powered search delivers instant, accurate answers within your workflow
Seamless integrations with Slack, Chrome, and other workplace tools
Automated content verification keeps information up-to-date and reliable
Advanced security controls ensure safe and structured knowledge management
Actionable analytics provide insights into knowledge usage and team engagement
Cons
Poor account management and limited admin controls
Search results can be overwhelming, leading to lost documents
Browser extension can be unpredictable sometimes
6. Nuclino
Nuclino is a modern, intuitive knowledge management platform designed to help teams document, organize, and collaborate effortlessly. With its AI-powered search, real-time editing, and seamless integrations, Nuclino serves as a single source of truth, ensuring knowledge is always accessible and up to date.
Key Features
Intuitive, Real-Time Collaboration: Edit and share knowledge effortlessly with a user-friendly, modern interface.
AI-Powered Search: Instantly find answers with the Sidekick AI assistant.
Flexible Organization: Structure content with spaces, categories, and visual diagrams.
Robust Access Controls: Manage user permissions with roles, SSO, and security settings.
Integrated Workflows: Connect favorite tools and manage projects within Nuclino.
Pricing
Free Plan: Includes 50 items, 3 canvases, and 2GB total storage.
The paid plan starts at $8/user/month and offers unlimited items, AI features, admin tools, publishing, and more storage space.
Pros
Seamless markdown support for easy content formatting
Fast performance with no issues handling large knowledge repositories
Intuitive and minimalist UI that is easy to navigate
Strong collaboration features for real-time editing and teamwork
Simple data export options for retaining control over stored information
Cons
Search lacks typo tolerance, requiring precise queries
Limited fonts and styles customization for collections and pages
Limited API functionality for automated data extraction
7. Slab
Slab is a modern knowledge management platform designed to help teams create, organize, and discover information effortlessly. With an intuitive interface and seamless integrations, Slab ensures that knowledge is easy to access and maintain. It simplifies documentation, promotes collaboration, and enhances searchability, making it a powerful tool for organizations of all sizes.
Key Features
Modern Editing Experience: Intuitive editor with automatic formatting for clean and professional-looking content.
Advanced Organization: Slab Topics go beyond folders and tags, providing context-rich knowledge structuring.
Unified Search: Retrieves answers from Slab and integrated tools, ensuring quick and relevant results.
Seamless Integrations: Connects with Google, Slack, Asana, GitHub, and other essential workplace apps.
Easy Migration: Hassle-free transition from other knowledge management platforms.
Pricing
Free Plan: Includes up to 10 users, 10MB attachments, 90 days version history.
The paid plans start at $8 per user/month and unlock more features, such as unlimited users, version history, premium integrations, advanced analytics, AI capabilities, and security controls.
Pros
Simple and intuitive knowledge management with minimal setup
Seamless integrations with tools like Slack, GitHub, and Google Drive
Verification feature helps keep documentation up to date
Pop-up modals allow quick review of linked content
Cons
Collaboration with multiple editors can be challenging
Large documents with many images may experience performance issues
Tables and formatting tools need improvement
8. Zoho Learn
Zoho Learn is a comprehensive knowledge management software designed to help organizations centralize, organize, and share internal knowledge efficiently. It enables businesses to create a structured knowledge base, enhance collaboration, and improve employee productivity by making information easily accessible.
Key Features
Structured Knowledge Organization: Articles, Manuals, and Chapters help categorize and store information efficiently.
Collaborative Content Creation: A rich text editor with formatting options for seamless document creation and editing.
Advanced Search & Retrieval: Powerful search tools with keyword matching and suggestions.
Secure Knowledge Sharing: Role-based permissions to control access and prevent information leaks.
Version Control & Analytics: Track content changes and analyze engagement to maintain up-to-date resources.
Pricing
Free Plan: Includes 5 users, 3 spaces, and 1GB storage.
Paid Plan starts at $1 per user/month and unlocks advanced features such as external sharing, detailed reporting, and unlimited spaces.
Pros
Easy-to-use interface with intuitive navigation
Strong organization structure with Articles, Manuals, and Chapters
Rich text editor with extensive formatting options
SCORM compliance for seamless course integration
Secure knowledge sharing with role-based access controls
Cons
Limited integration with Zoho Workplace
No Q & A feature without custom code
Subscription model requires separate licenses for different Zoho products
9. ClickUp AI Knowledge Management
ClickUp AI Knowledge Management streamlines company-wide information sharing with AI-powered search, instant answers, and collaborative wikis. It centralizes knowledge in an intuitive Docs Hub, allowing teams to document, import, and access information effortlessly.
Key Features
AI-Powered Search & Answers: Quickly retrieve precise information from docs, wikis, tasks, and comments.
Secure Imports: Seamlessly migrate spreadsheets and documents from other tools.
Wiki Templates & Editing: Create structured wikis with rich formatting and embedded media.
Real-Time Collaboration: Edit wikis live, add comments, and convert actions into tasks.
Version Control & Permissions: Track changes, restore previous versions, and manage user access.
Pricing
- ClickUp offers a free plan; however, AI Knowledge Management features are not included. To access AI-powered tools, users must upgrade to a paid plan, starting at $10 per user/month.
Pros
AI-powered search instantly provides precise answers from all Docs, wikis, tasks, and comments
Centralized Docs Hub makes it easy to organize, search, and filter company knowledge
Real-time collaboration allows teams to edit wikis with live updates and integrated comments
Advanced permissions & version control ensure data security and easy rollback of changes
Prebuilt wiki templates simplify the process of creating and managing knowledge bases
Cons
ClickUp's extensive features and customization options may overwhelm users
Knowledge Management features are only available in paid plans
Simplify Team Knowledge Management With You Need A Wiki
Effective knowledge management is essential for any organization. You Need A Wiki stands out as a simple yet powerful solution for organizing, protecting, and streamlining your company’s knowledge base.
By seamlessly transforming Google Drive into a fully functional wiki, You Need A Wiki eliminates complex setups while offering full customization and secure access controls. It’s the perfect tool for businesses of all sizes.
Start using You Need A Wiki today and revolutionize the way your team manages information!