8 Best Knowledge Management Systems in December 2021

Top Tools
Josh Plotnek December 9, 2021 11 min read

It’s crucial for businesses to have one place where they can make sure no knowledge falls through the cracks. Let’s break down the definition of knowledge management and the benefits it brings. We have also put together a list of the very best knowledge management systems on the market.

warehouse worker using knowledge management system

Quick Guide

    They say “knowledge is power.” If this is true, then your workforce might be getting weaker by the day. No matter the industry, it’s so easy for knowledge to fall through the cracks.

    “But wait a second, I created every learning resource my business needs to succeed.” 

    True, but you still might not be presenting those resources properly. 

    Maybe you already use some kind of knowledge management tool. Either it isn’t ticking all of the boxes, or it’s just too expensive. Or maybe you never used one before, and are ready to finally go digital. 

    Whatever the case may be, we’ve got you covered. We recognize how important it is for businesses to make the most of their knowledge management, while getting the biggest bang for your buck. 

    In a Hurry? The Best Knowledge Management System for December, 2021

    Look, we’re well aware how stressful it can be to find the ideal knowledge management system for your company. 

    But after doing our homework, we firmly believe that the software that ticks the most boxes when it comes to knowledge management is Connecteam.

    This all-in-one app is perfect for knowledge sharing and boasts many features to help business owners achieve this. It’s extremely easy to use and takes minimal time to train employees in how to use it.

    And that’s not all. Connecteam is a time and money saver, and will help you scale your company quickly.

    Here are some knowledge management benefits that Connecteam offers:

    • You can customize knowledge management features so that your company can reach its specific goals.
    • Your employees have easy access to all knowledge base features (manuals, guides, documents, etc.) – all on one platform.
    • You can upload as many knowledge management resources as you require onto the app. Don’t worry about slowing devices down, and upload guides, images, videos and quizzes as much as you need.
    • You and your team can improve their collective knowledge, sharing resources with each other throughout the workday.
    • Data is always protected, as managers can choose which files are downloadable and shareable.

    While there are a copious amount of quality knowledge management systems on the market, Connecteam still remains top of the list. More than 10,000 companies from 90 industries benefit from Connecteam’s knowledge management capabilities.

    If you’re in a hurry, jump to our comparison table to compare and contrast the solutions we’ve recommended.

    What Is Knowledge Management, and Why Do I Need It?

    For those of you who are unfamiliar with the term knowledge management, but want to learn more, we’ve got you covered.

    In short, the definition of knowledge management refers to the way a company makes use of its workforce’s collective knowledge. 

    This involves capturing, using, organizing and analyzing the knowledge at a company’s disposal. 

    In the world of business, knowledge management can also allude to knowledge bases where all of the company knowledge is located and maintained. Knowledge management is one of the most effective initiatives business owners can take to scale and grow their company.

    The Benefits of Knowledge Management

    The best knowledge management systems on the market provide the following benefits:

    • An all-in-one system that allows companies to share knowledge and skills with its workforce.
    • It includes features that are easily customizable to cater the knowledge base to any industry, department or device.
    • Employees have easy access to all knowledge resources, all in one place.
    • It takes up minimal storage, meaning companies can add as many files to its knowledge bases without the worry of slowing down devices.
    • It protects all data, as admins have the power to choose what can be downloaded and shared.
    • The company saves time and reduces business costs.

    After much research, we have put together a comprehensive list including some of the best knowledge management systems available today. These apps won’t only ensure that no knowledge is lost, but it will also save your business time and effort in both the short and the long run. 

    Also, if you are interested in learning more about similar topics connected to knowledge management, take a look at our guide on how to build sustainable employee training programs.

    Top 8 Knowledge Management System Software for December 2021

    Connecteam is an award-winning, all-in-one knowledge management system that makes it easy for businesses (SMBs and large enterprises) to build knowledge bases that employees can easily access and understand.

    Here are some key examples of how Connecteam’s knowledge management features can benefit you and your employees:

    • You can easily upload knowledge guides, training manuals to the app and minimal storage is used in the process. This means that features will always run quickly and smoothly.
    • Employees can build collective knowledge, sharing all knowledge resources (images, videos, documents, etc.) with co-workers. This benefits internal communication and collaboration in the long run.
    • Employees no longer need to search through Google Drive, emails, or Dropbox as they can simply access their knowledge base. Knowledge resources can all be found in one place, which workers can benefit from anytime, anywhere.
    • You can choose which files and resources employees can see, share and download, maintaining data protection at all times.
    • With unique quizzes and knowledge bases, you can create a dynamic training experience, customizing Connecteam’s training features so that employees can understand every single detail.

    With Connecteam, you can rest assured that all vital knowledge finds its way safely to your employees. Writing long training guides with pen and paper that are difficult to read will no longer be a thing. Most importantly, all employees can access their knowledge bases whenever they work, and wherever they are.

    For Whom?

    Connecteam is the ideal knowledge management system for the mobile workforce, such as deskless workers and remote employees. This all-in-one app boasts a wide range of features that benefit tens of thousands of companies of all sizes. More than 90 industries use Connecteam, including construction, retail, cleaning and security, amongst others.

    Key Features

    Attach documents to shifts and tasks

    Share all file types via chat

    Training courses

    Customizable features

    Attach files to updates

    Folders, sub-folders, files

    Create quizzes and knowledge hubs

    File search engine

    Track progress with visual insights

    Training feedback

    Data protection

    Accessible on mobile and desktop

    Pros and Cons

    Based on customer reviews

    Access training information easily

    Data takes up minimal storage space

    Extremely customizable

    User-friendly and intuitive

    Share knowledge quickly

    All data is protected

    Some long files aren’t user-friendly on mobile

    Pricing

    Premium plans starts at $39/month for the first 50 users

    14-day free trial

    Free-forever plan: Yes

    The #1 Knowledge Management System

    14-day free trial, no credit card required!

    bloomfire knowledge management system user interface

    Bloomfire is a knowledge management software that promotes running businesses self-sufficiently. A useful solution for knowledge sharing, this cloud-based tool can be integrated with a variety of apps such as Slack, Dropbox and Google Drive. Its categorization features are bound to attract managers.

    For Whom?

    Bloomfire is a useful knowledge management system for businesses of various sizes from a wide range of industries. An ideal app to manage retail employees, companies that work in transportation and delivery also benefit from Bloomfire’s collaboration, knowledge-sharing capabilities. 

    Key Features

    Knowledge sharing

    Advanced searching

    Content import and storage

    Commenting system

    In-content feedback

    AI-generation tags

    Pros and Cons

    Based on customer reviews

    Keeps employees updated

    Attractive and easy to use

    Navigation can be clunky

    Poor customer support

    Expensive solution

    Pricing

    Basic plan is $25/user per month (minimum of 50 users)

    Free trial? No

    Free plan? No

    knowledgeowl knowledge management user interface

    KnowledgeOwl is a go-to solution for building a substantial knowledge base. This cloud-based app allows managers to create FAQs, create PDFs, and includes an open API to create integrations. It is also very useful when it comes to customizing features, helping users make employee training easier. 

    For Whom?

    KnowledgeOwl is a useful knowledge management system for companies who are looking to share information quickly with employees. This app’s capabilities benefit small businesses, non-profit organizations, and SaaS companies, amongst others.

    Key Features

    Knowledge base

    Workflow management

    Customizable templates

    Self service portal

    Collaboration tools

    Categorization features

    Pros and Cons

    Based on customer reviews

    Easy to use and functional

    Good customer support

    Lack of detailed reporting

    Inability to organize uploaded files

    Loading times can be slow

    Pricing

    Flex plan is $20/author per month (Additional $40 per knowledge base/month)

    Free trial? 30-day

    Free plan? No

    guru knowledge management user interface

    Guru is a knowledge management system that improves performance over time. Admins can keep up with the day-to-day progress of teams who are using it, improving team management, in general. This cloud-based system’s AI reminds users to update its knowledge base, and suggests ideas to admins to improve it. 

    For Whom?

    Guru is a useful knowledge management solution for companies primarily in Saas and B2B tech. A must-have app for healthcare professionals, Guru is also useful for companies where employees work directly with customers on a regular basis, such as retail and hospitality.

    Key Features

    Content recommendations

    Knowledge sharing

    Categorization features

    Self service portal

    Chat/forums

    Knowledge management

    Pros and Cons

    Based on customer reviews

    Easy to use and functional

    Useful for teams

    Search engine needs improvement

    Limited free trial

    Weak layout tools

    Pricing

    Starter plan is free for first 3 core users, $5/user per month for 4 or more.

    Free trial? 30-day

    Free plan? Yes

    ProProfs knowledge management user interface

    ProProfs is a knowledge management system that helps admins (retail managers, for example) provide support for employees quickly, create knowledge base documents and import various files with just a couple of clicks. Users can access pre-designed templates to get started fast. The app also includes a reporting system that provides valuable insights for managers.

    For Whom?

    ProProfs is a usual solution for small businesses and enterprises in deskless industries such as retail, healthcare, hospitality, and manufacturing, to name a few.

    Key Features

    Reporting system

    AI-powered search engine

    Knowledge base templates

    Password control system

    Discussion boards

    Import/export files

    Pros and Cons

    Based on customer reviews

    Easy to use and set up

    Affordable solution

    Poor customer support

    Prone to bugs/crashes

    Limited customization

    Pricing

    Essentials plan is $3.50/user per month (billed monthly)

    Free trial? 15-day

    Free plan? Yes

    document360 knowledge management user interface

    Document360 is a knowledge management system that helps admins put together, organize, and share knowledge efficiently. It includes a strong AI-based search engine that helps workers find solutions for their problems. It also includes useful features such as categories, collaboration, editing and integrations. Useful for onboard new employees, including frontline workers.

    For Whom?

    Document360 is a knowledge management system used by a wide variety of industries, including real estate agents. Companies such as Harvard University, Monday.com and Stackify benefit from Document360’s knowledge sharing capabilities.

    Key Features

    Knowledge base features

    Categorization features

    Collaboration tools

    AI-based search engine

    Activity dashboard

    Workflow management

    Pros and Cons

    Based on customer reviews

    Easy to use and functional

    Restrict access via IP addresses

    Poor customer support

    Prone to crashing

    Formatting issues

    Pricing

    Startup plan is $99 per project/month (Knowledge base version costs additional $39/month)

    Free trial? 14-day

    Free plan? No

    quip knowledge management user interface

    Quip’s knowledge management capabilities allows managers to build and upload documents that can be shared with the entire workforce. It includes internal chat to improve collective knowledge and reduce miscommunication. Upload spreadsheets and files to ensure all data is stored in one platform.

    For Whom?

    Quip is an ideal knowledge management solution for companies that want to improve knowledge transparency across the board. It will help virtually any team work more efficiently and effectively. Especially useful for manufacturing management.

    Key Features

    Project planning

    Collaborative tools

    Export and import data

    Calendar management

    Document storage

    Data synchronization

    Pros and Cons

    Based on customer reviews

    Easy to use and organized

    Great for collaboration

    Undo command is faulty

    Interface can be confusing

    Limited filing options

    Pricing

    Starter plan is $10/user per month

    Free trial? 14-day

    Free plan? Yes

    Docebo knowledge management user interface

    Docebo is a knowledge management solution that is used primarily for customizing training programs. This cloud-based app integrates with various apps and resources and remote workers can access its knowledge base capabilities easily. 

    For Whom?

    Docebo is an ideal knowledge management system software for various industries, and is actually a useful bartender training app. Other relevant industries include healthcare and retail.

    Key Features

    Automated admin tasks

    Gamification features

    Virtual classroom

    Customizable features

    Tests/Assessments

    Progress Tracking

    Pros and Cons

    Based on customer reviews

    Attractive user interface

    Integrates with various apps

    Weak accessibility

    Lack of pricing transparency

    Some users might find it too complex

    Pricing

    Contact a Docebo sales representative for pricing.

    Free trial? 14-day

    Free plan? No

    Quick Comparison Table Of The Top Knowledge Management Systems

    Summary

    Monthly Price

    Free Trial

    Free Plan

    Connecteam is an all-in-one knowledge management system that allows business owners to create knowledge bases that are easily accessible for employees, wherever and whenever they work.

    10 employees: $39
    20 employees: $39
    50 employees: $39

    14-day

    Start Trial

    Yes, for the first 50 users

    Bloomfire is a useful cloud-based solution for knowledge sharing and can be integrated with various apps such as Dropbox and Slack. Includes categorization features. Makes teams more self-sufficient.

    10 employees: $1250

    20 employees: $1250

    50 employees: $1250

    No

    No

    KnowledgeOwl helps admins build comprehensive knowledge bases for employees, including quizzes, FAQs and training guides. Users can customize features easily.

    10 employees: $259

    20 employees: $459

    50 employees: $1059

    30-day

    No

    Guru is a knowledge management system with cloud-based AI that sets update reminders and suggests improvement ideas. Daily progress of teams impacts the app’s performance as time goes on.

    10 employees: $50

    20 employees: $100

    50 employees: $250

    30-day

    Yes

    ProProfs allows managers to create knowledge base documents, important files and provide employee support with just a couple of clicks. The reporting feature also provides valuable insights.

    10 employees: $87.50

    20 employees: $87.50

    50 employees: $175

    15-day

     

    Yes

    With Document360, admins can easily compile and share knowledge with the workforce. Managers will also benefit from editing, collaboration and categorization features.

    10 employees: $138

    20 employees: $138

    50 employees: $138

    14-day

    No

    Quip includes an internal chat that improves collective knowledge across the board. Managers can build and upload knowledge resources, which they can share with all employees.

    10 employees: $100

    20 employees: $200

    50 employees: $500

    14-day

    Yes

    Docebo is a knowledge management solution that managers can use to customize training programs. Mobile users can access knowledge resources easily, from wherever they are working.

    Contact a sales representative for pricing.

    14-day

    No

    Summary

    Connecteam is an all-in-one knowledge management system that allows business owners to create knowledge bases that are easily accessible for employees, wherever and whenever they work.

    Monthly Price

    10 employees: $39
    20 employees: $39
    50 employees: $39

    Free Trial

    14-day

    Start Trial

    Free Plan

    Yes, for the first 50 users

    Summary

    Bloomfire is a useful cloud-based solution for knowledge sharing and can be integrated with various apps such as Dropbox and Slack. Includes categorization features. Makes teams more self-sufficient.

    Monthly Price

    10 employees: $1250

    20 employees: $1250

    50 employees: $1250

    Free Trial

    No

    Free Plan

    No

    Summary

    KnowledgeOwl helps admins build comprehensive knowledge bases for employees, including quizzes, FAQs and training guides. Users can customize features easily.

    Monthly Price

    10 employees: $259

    20 employees: $459

    50 employees: $1059

    Free Trial

    30-day

    Free Plan

    No

    Summary

    Guru is a knowledge management system with cloud-based AI that sets update reminders and suggests improvement ideas. Daily progress of teams impacts the app’s performance as time goes on.

    Monthly Price

    10 employees: $50

    20 employees: $100

    50 employees: $250

    Free Trial

    30-day

    Free Plan

    Yes

    Summary

    ProProfs allows managers to create knowledge base documents, important files and provide employee support with just a couple of clicks. The reporting feature also provides valuable insights.

    Monthly Price

    10 employees: $87.50

    20 employees: $87.50

    50 employees: $175

    Free Trial

    15-day

     

    Free Plan

    Yes

    Summary

    With Document360, admins can easily compile and share knowledge with the workforce. Managers will also benefit from editing, collaboration and categorization features.

    Monthly Price

    10 employees: $138

    20 employees: $138

    50 employees: $138

    Free Trial

    14-day

    Free Plan

    No

    Summary

    Quip includes an internal chat that improves collective knowledge across the board. Managers can build and upload knowledge resources, which they can share with all employees.

    Monthly Price

    10 employees: $100

    20 employees: $200

    50 employees: $500

    Free Trial

    14-day

    Free Plan

    Yes

    Summary

    Docebo is a knowledge management solution that managers can use to customize training programs. Mobile users can access knowledge resources easily, from wherever they are working.

    Monthly Price

    Contact a sales representative for pricing.

    Free Trial

    14-day

    Free Plan

    No

    Frequently Asked Questions On Knowledge Management Systems

    Are all knowledge management systems customizable?

    The harsh reality is that not all knowledge management systems are easily customizable. However, when apps do allow users to tailor their features, they usually do it really well. A good example of this is Connecteam. This all-in-one knowledge management solution values companies’ needs to put an identity on their training features.

    You can easily customize features, making it easy for employees to understand the features they are expected to use. You can change the names of features, edit them internally and build specific training structures.

    Do I really need a knowledge management system for my business?

    We understand that those of you who run your own business may have developed a winning formula for teaching knowledge to your employees. Putting training manuals and documents together with pen and paper is impressive, to say the very least.

    All we are saying is that there are easier ways to manage your knowledge. Trying out the latest software solutions can revolutionize the way your business operates. Imagine how much time and effort you could end up saving.

    Connecteam learning management system user interface

    With Connecteam, for example, you can onboard employees and provide all of the necessary information, but in a lot less time. Moreover, employees have all of this knowledge stored away on their mobile phone.

    What kind of information is compiled in knowledge management?

    There is a wide variety of information and knowledge that can be compiled into knowledge management systems. 

    Information used in knowledge management includes:

    • Documents (company manuals, FAQs, release notes, rules)
    • Team Data (strategy, reviews, goals, team practices, company growth timelines)
    • Organizational Data (organization charts, product information, location details, contact details, employee directory)
    • News (promotion updates, press releases, IT updates)

    The Bottom Line on Knowledge Management Systems

    If you have read this far, that probably means that you’re either looking for a cheaper knowledge management system, or ready to take that next step into the digital world

    At any rate, it is clear that knowledge management systems are going to keep you and your employees in the know for much longer.

    Sure, every knowledge management system has its pros and cons, including the ones mentioned above. It’s just a case of finding the one that meets your business needs. 

    With knowledge management apps like Connecteam, you are guaranteed some crucial benefits:

    • You and your employees can easily access your knowledge resources from one place.
    • You can easily customize features in your company’s voice.
    • You can protect all of your company data in the app.
    • The app will use up minimal storage on your employees’ devices.
    • The app will save your business time, effort and money.

    One last thing – we advise trying out some of the apps that offer free trials, in order to learn which knowledge management solutions provide the benefits above.

    Once you’ve finished experimenting with the available free features, you can make an informed decision of which solution will ensure that your employees receive all of the knowledge they need to do their job.

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