Knowledge management systems are the perfect tool to empower your team with access to all the knowledge they need to work smarter and more efficiently. Check out our top picks to find one that best suits your company’s needs and budget.

“Knowledge is power” and the same goes for empowering your employees.

Everyone needs the proper knowledge to get the job done, work efficiently, deliver the desired end results, and increase customer satisfaction.

While you may have the perfect paperwork with all company knowledge on file, your frontline employees need quick and easy access to the relevant information they need to perform well.

If your looking for a digital solution to collect, store, centralize, and make your company knowledge available to your entire workforce, you’ve come to the right place: knowledge management systems allow you to do just that.

So with no further ado – let’s take a look at the top knowledge management systems out there.

If you don’t have the time to read through our research, jump down to our quick comparison table.

Our Top Picks

  1. Best all-in-one knowledge management system.

    Learn more

  2. Best for gathering in-content feedback.

  3. Best for using customizable templates.

What to Look For in a Knowledge Management System

When looking for a good knowledge management system, keep an eye out for the following aspects and features:

  1. Ease of use: It’s easy to set up and offers an intuitive user experience.
  2. Customizability: It’s customizable to suit your industry and team structures.
  3. Accessibility: It grants employees easy access to your knowledge resources.
  4. Reporting and analytics: It provides you with valuable insights on usage.
  5. Storage: It has a sufficient capacity to store all necessary resources, it takes up minimal storage on your device, and does not significantly slow down your device.
  6. Content management system: It includes an easy content and document management system.
  7. Security: It is a secure platform that allows admins to control user permissions.
  8. Price: It is cost-friendly and suits your budget.
  9. Support: It comes with good customer service to help you with any issues.

The 8 Best Knowledge Management Systems of 2023

  1. Connecteam — Best Knowledge management system software

    Available on

    • Web
    • iOS
    • Android

    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

    • Access training information easily

    • Data takes up minimal storage space

    • Extremely customizable

    • User-friendly and intuitive

    • Share knowledge quickly

    • All data is protected

    Cons

    • Some long files aren’t user-friendly on mobile

    Pricing

    Starts at just $29/month for the first 30 users Free 14-day trial Free plan available

    14-day free trial, no credit card required

    Start your free trial

  2. Bloomfire — Good for: In-content feedback.

    Available on

    • Web
    • iOS
    • Android
    • Windows
    • Mac
    Screenshot of the Bloomfire webpage

    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.

    Learn more about Bloomfire

    Key Features

    • Knowledge sharing
    • Advanced searching
    • Content import and storage
    • Commenting system
    • In-content feedback
    • AI-generation tags

    Pros

    • Keeps employees updated
    • Attractive and easy to use

    Cons

    • Navigation can be clunky
    • Poor customer support
    • Expensive solution

    Pricing

    Starts at $25/user/month, for minimum 50 users Trial: No Free Plan: No

  3. KnowledgeOwl — Good for: Using customizable templates.

    Available on

    • Web
    • Android
    • Windows
    • Mac
    Screenshot of the KnowledgeOwl webpage

    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.

    Learn more about KnowledgeOwl

    Key Features

    • Knowledge base
    • Workflow management
    • Customizable templates
    • Self service portal
    • Collaboration tools
    • Categorization features

    Pros

    • Easy to use and functional
    • Good customer support

    Cons

    • Lack of detailed reporting
    • Inability to organize uploaded files
    • Loading times can be slow

    Pricing

    Starts at $20/author/month Trial: Yes — 30-day Free Plan: No

  4. Guru — Good for: Setting update reminders.

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the Guru webpage

    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.

    Learn more about Guru

    Key Features

    • Content recommendations
    • Knowledge sharing
    • Categorization features
    • Self service portal
    • Chat/forums
    • Knowledge management

    Pros

    • Easy to use and functional
    • Useful for teams

    Cons

    • Search engine needs improvement
    • Limited free trial
    • Weak layout tools

    Pricing

    Starts at $5/user/month Trial: Yes — 30-day Free Plan: Yes

  5. ProProfs — Good for: Including discussion boards.

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the ProProfs webpage

    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.

    Learn more about ProProfs

    Key Features

    • Reporting system
    • AI-powered search engine
    • Knowledge base templates
    • Password control system
    • Discussion boards
    • Import/export files

    Pros

    • Easy to use and set up
    • Affordable solution

    Cons

    • Poor customer support
    • Prone to bugs/crashes
    • Limited customization

    Pricing

    Starts at $3.50/user/month Trial: Yes Free Plan: Yes

  6. Document360 — Good for: Categorizating files.

    Available on

    • Web
    • Windows
    • Mac
    Screenshot of the Document360 webpage

    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.

    Learn more about Document360

    Key Features

    • Knowledge base features
    • Categorization features
    • Collaboration tools
    • AI-based search engine
    • Activity dashboard
    • Workflow management

    Pros

    • Easy to use and functional
    • Restrict access via IP addresses

    Cons

    • Poor customer support
    • Prone to crashing
    • Formatting issues

    Pricing

    Starts at $99/project/month Trial: Yes — 14-day Free Plan: No

  7. Quip — Good for: Embedding spreadsheets into documents.

    Available on

    • Web
    • iOS
    • Android
    • Windows
    • Mac
    Screenshot of the Quip webpage

    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.

    Learn more about Quip

    Key Features

    • Project planning
    • Collaborative tools
    • Export and import data
    • Calendar management
    • Document storage
    • Data synchronization

    Pros

    • Easy to use and organized
    • Great for collaboration

    Cons

    • Undo command is faulty
    • Interface can be confusing
    • Limited filing options

    Pricing

    Starts at $10/user/month Trial: Yes — 14-day Free Plan: Yes

  8. Docebo — Good for: Customizing training programs.

    Available on

    • Web
    • iOS
    • Android
    Screenshot of the Docebo webpage

    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.

    Learn more about Docebo

    Key Features

    • Automated admin tasks
    • Gamification features
    • Virtual classroom
    • Customizable features
    • Tests/Assessments
    • Progress Tracking

    Pros

    • Attractive user interface
    • Integrates with various apps

    Cons

    • Weak accessibility
    • Lack of pricing transparency
    • Some users might find it too complex

    Pricing

    Contact vendor for price Trial: Yes Free Plan: No

Compare the Best Knowledge Management Systems

Topic
Reviews
4.8
4.3
4.7
4.6
4.5
4.7
4.4
4.2
Pricing
Starts at just $29/month for the first 30 users
Starts at $25/user/month, for minimum 50 users
Starts at $20/author/month
Starts at $5/user/month
Starts at $3.50/user/month
Starts at $99/project/month
Starts at $10/user/month
Contact vendor for price
Free Trial
yes
14-day
no
yes
30-day
yes
30-day
yes
yes
14-day
yes
14-day
yes
Free Plan
yes
Up to 30 users
no
no
yes
yes
no
yes
no

What Is a Knowledge Management System?

A knowledge management system (KMS) is a digital platform that stores and retrieves knowledge to enhance collaboration, understanding, and process alignment. Similar to knowledge base software, a knowledge management system can exist within organizations or teams, but can also be used to center your organizational knowledge into a single sourced knowledge base for your employees or customers.

In short, it allows you to get the right knowledge to the right people at the right time. The practice of knowledge management involves organizing information to reach certain goals — and knowledge management systems help you do this more efficiently.

How Does a Knowledge Management System Work?

While each knowledge management system works differently and offers varying sets of features, the different types of knowledge management tools generally all allow you to gather, organize, manage, and share information across your business with your employees and customers.

An enterprise knowledge management system should generally also allow you to set up automations and customizations according to your business needs.

It usually also includes a dashboard where you can see an overview of your operations, keep track of data, and generate reports.

What Are The Benefits of Knowledge Management Systems? 

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 their workforce.
  • It streamlines your knowledge management process.
  • It includes features that are easily customizable to cater to the knowledge base of 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 their 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.

How Much Do Knowledge Management Systems Cost?

The pricing of enterprise knowledge management systems largely differs per provider and often depends on the number of users and the feature package. It often ranges from $4-$30 per user per month. Particularly those that charge per user can get rather expensive if you’re working with a large team.

Note that high pricing does not necessarily equal a better user experience. Our number one pick, Connecteam, offers premium plans at a flat monthly rate of $29 for the first 30 employees.

FAQs

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.

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 System

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.