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.

Table of contents
  1. Our Top Picks
  2. What To Look For In a Knowledge Management System
  3. Top 8 Knowledge Management System Software of 2023
  4. Quick Comparison Table Of The Top Knowledge Management Systems
  5. What Is a Knowledge Management System?
  6. How Does a Knowledge Management System Work?
  7. What Are The Benefits of Knowledge Management Systems? 
  8. How Much Do Knowledge Management Systems Cost?
  9. FAQs
  10. The Bottom Line on Knowledge Management Systems

“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.

Our Top Picks

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

2. Bloomfire – Best for gathering in-content feedback.

3. KnowledgeOwl – Good for using customizable templates.

Ensure Your Team Always Has Access to the Information They Need to Get the Job Done

Empower your field team with access to your employee handbook, manuals, policies, and any other company knowledge, no matter where they are working from.

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.

Top 8 Knowledge Management System Software of 2023

Best: Knowledge management system software

Platforms: Web, iOS, Android, Windows, Mac

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 $29/month for the first 30 users

  • 14-day free trial

  • Free-forever plan: For up to 10 users, without limitations

The #1 Knowledge Management System

14-day free trial, no credit card required!

Best for: In-content feedback.

Platforms: Web, iOS, Android, Windows, Mac

Rating: 4.3/5

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

Good for: Using customizable templates.

Platforms: Web, Android, Windows, Mac, Linux

Rating: 4.7/5

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

Best for: Setting update reminders.

Platforms: Web, iOS, Android

Rating: 4.6/5

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

Best for: Including discussion boards.

Platforms: Web, Windows, Mac, Linux, Chromebook

Rating: 4.6/5

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

Good for: Categorizating files.

Platforms: Web, Windows, Mac, Linux, Chromebook

Rating: 4.7/5

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

Good for: Embedding spreadsheets into documents.

Platforms: Web, iOS, Android, Windows, Mac

Rating: 4.4/5

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

Good for: Customizing training programs.

Platforms: Web, iOS, Android

Rating: 4.2/5

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: $0
20 employees: $29
50 employees: $39

14-day

Start Trial

Yes, for the first 10 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: $0
20 employees: $29
50 employees: $39

Free Trial

14-day

Start Trial

Free Plan

Yes, for the first 10 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

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.

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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