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Knowledge Management Software

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Cloud-based knowledge management platform

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Helpjuice is a web-based knowledge base software that helps small, mid-size and large businesses centralize all relevant content to help employees & customers

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Knowledge sharing & insights platform

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Bloomfire makes it simple to find and share knowledge across teams and organizations. By bringing all company knowledge into one secure, searchable platform, Bloomfire helps teams stay aligned, work efficiently, and make informed decisions.

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Knowledge Automation for Your Remote Workforce

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Shelf is an Intelligent knowledge management platform for contact centers and help desks that makes finding, maintaining and updating critical knowledge easy

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Organize company information. Access it anywhere.

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Guru is a knowledge management solution that works in your workflow, so the information you need to do your job is always at your fingertips. By leveraging AI and a robust list of integrations, Guru delivers verified knowledge into the tools your team is already using without them needing to search.

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Wix Answers


The only platform with all support channels in one place.

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Wix Answers knowledge management platform is built around self-service, enabling your knowledge to be spread everywhere within site and product, for both customers and internal teams to use. Create a branded knowledge base and scale it globally with a built-in side by side translation.

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USU Knowledge Center


Knowledge Management Platform for Customer Service

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Call Centers, Contact Centers, Customer Support

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Stack Overflow for Teams


Cloud-based collaborative knowledge management software

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Stack Overflow for Teams is a knowledge management tool that helps businesses streamline processes related to user tagging, document editing, gamification, and more. With the question & answer module, employees can automatically generate personalized alerts or tasks upon request for new information.

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Knowledge management system

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livepro is a cloud-based knowledge management solution designed to improve customer experience & staff engagement. The knowledge base can be used by every business department including HR, contact center agents and training departments, and set up for customer self-service to reduce support tickets.

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Knowledge management platform

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SABIO is a cloud knowledge management software designed to provide your company with the technology to search, find and manage knowledge quickly & easily

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Alloy Navigator


Award winning IT Asset Mgmt and Service Mgmt platform

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Alloy Navigator is an all-inclusive IT Service and Asset Management solution that provides thoughtful answers to your toughest IT challenges.

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AI-enabled knowledge base builder for Slack teams

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OneBar is an AI-enabled knowledge base tool, which integrates with Slack and lets IT helpdesk, HR departments, or legal professionals build FAQs or support content using conversations to resolve internal team issues.

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Create, organize, and discuss work with your team

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Confluence is knowledge management software with flexible customization, organization, and a powerful search engine, empowering collaboration and innovation.

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Online helpdesk system and customer service software

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Freshdesk helps businesses effectively document solutions using an easy-to-build and completely customizable knowledge base.

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One search platform. Limitless search solutions.

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Yext organizes a business's facts so it can provide official answers to consumer questions — wherever people search.

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Self-service support & customer education platform

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Elevio offers on-demand, self-service customer support tools, including knowledge base management, in-app contextual help, support channel integrations, & more

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Modern content management for enterprise organizations.

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Build an advanced knowledge management system for searching, managing and accessing otherwise hidden information across multiple platforms.

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#1 Rated Knowledge base software

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Document360 is a knowledge base platform which enables users to create and publish self-service knowledge bases or help centers using documentation, categorization, editing, and branding tools like markdown support, version management and rollback, preview functionality, and more.

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Real-time Discovery Search

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Onna centralizes data from your favorite apps to deliver a connected enterprise, supercharged with machine learning and unified search – all in one place.

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Thought Industries


Powering the Business of Learning

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Consolidate your knowledge base into a single, comprehensive solution where you can train, onboard, and certify customers; bringing documentation and training management together. Create, manage, and distribute content across the customer lifecycle to ensure adoption, retention, and advocacy.

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Make company knowledge available and actionable at all times

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Elium is the leading European SaaS for sharing knowledge around projects, processes and best practices, helping teams stay aligned and move faster. Available on desktop and mobile app, it integrates perfectly with Slack, Microsoft and Google G-Suite and is suitable for teams of all sizes and scope.

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HappyFox Help Desk


Helpdesk, customer support software

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HappyFox is a cloud based, all-in-one help desk and customer support software. HappyFox's ticketing system enables the quick resolution of customers' issues via an efficient customer support workflow. The platform provides a built-in knowledge base, community forum and end-user support portal.

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Idea & knowledge management platform

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NanoNotion is a cloud-based idea & knowledge management platform designed to help users collect, share and surface ideas & knowledge using a range of features and functionalities, including crowdsourcing, ratings, collaboration tools, statistics & analytics, selectable metrics, commenting, and more

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Build online database applications without coding.

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Caspio is the world’s leading LOW-CODE platform for building online database applications without having to write code.

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Create amazing online help docs that your customers love

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We are a web-based documentation platform that enables businesses to build, maintain, and publish excellent product documentation.

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Lessons Learned Database


A database for storing and searching for lessons learned

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The Lessons Learned Database is a knowledge repository which helps users capture, manage & reuse lessons learned & best practices.

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Buyers Guide

Knowledge Management

The amount of information and data being generated by businesses each day is exponentially high. But if this data is unorganized, it won’t be of any value to your business. 

However, managing the increasing volumes of data and gaining maximum insights from it are precisely the challenges that small businesses currently face.

Small businesses, particularly those in customer service, require KM software to streamline their training processes. The tool could help customer agents reduce the time taken to search for answers to customer queries. 

In this buyer’s guide, we define the core features of KM software, look at the deployment options, highlight emerging trends, and list important questions that you should ask potential vendors before purchasing a solution.

Jump to the following sections for a quick look:

What is knowledge management software?

Knowledge management software is technology that captures, aggregates, organizes, and contextualizes raw data (obtained from product data, customer interaction, leads analysis, etc.) into a database. Employees can use this database to carry out functions such as document sharing, training, and sending product-related updates. On the other hand, customers can use it to solve their queries and avoid reaching out to the support team.

KM solutions can range from email packages to advanced collaboration tools designed to establish business processes and reduce the time and resources required for training.

These tools are generally available as an essential component of any organization’s external website as well as on the intranet. Many vendors provide customizations that allow employees to write content in the form of blogs, articles, etc., and then publish it on the knowledge base. These articles can be indexed in internal search engines and be accessible to other employees.

A KM tool can help users create the following elements on their website:

  • Forum or community feature

  • FAQ content

  • Education and corporate training programs

  • Case studies

  • Webinars

Types of knowledge management software

To select the right KM tool for your business, you first need to understand the various types of solutions in the market. The next section breaks down the most common types of KM software:

Database management system (DMS): This is among the simplest KM tools in the market. Its easy storage and retrieval options allow users to access the data stored on the database.

Electronic document management (EDM) system: It’s used as a single repository to store, retrieve, and control versions of business documents such as spreadsheets, emails, audio-video files, and HTML forms. This tool includes features such as cataloging and indexing, search and access control, and bulk upload.

Knowledge map tool: This type of solution does not store or retrieve knowledge. Instead, it provides a locator feature that helps users find people who own a particular content file. The tool categorizes a person’s expertise (what they know and their proficiency at a given task) into searchable catalogs.

Groupware: This type of software allows multiple users to engage in live, simultaneous, and reversible editing of a single file. It also lets employees send and receive messages as well as share calendar appointments across the organization.

Key question to ask your vendor before you buy: Is your software suitable for my business size and for the kind of business I do?

Deployment options for knowledge management software

After you decide the type of software you need, the next step is to select the right deployment model.

GetApp’s website focuses on cloud- or web-based software options. In general, these tools come with lower up-front costs, faster implementation time, and automatic updates; they also better support remote use, scale more easily, and minimize the need for IT staff and real estate.

However, it’s important for potential users of the software to understand their options with respect to deployment. Some vendors offer their products via only one deployment model; others will allow a buyer to select their preferred deployment. Below are the deployment methods of most solutions:

  • Cloud-based: This option is offered as a per user per month subscription model. It allows users to remotely access the KM system from any device, as the data is stored on the cloud. The availability of basic and advanced features depends on the pricing tiers. These solutions are scalable and suitable for businesses with an expanding database.

  • On-premise: This option is offered as a per-user license. An on-premise KM software is suitable for businesses that need a higher level of security and have dedicated IT support to manage the solution. It has the pre-built infrastructure, including communication servers, network equipment, and a hosting environment. However, the upgrade costs can be tedious as it involves recurring costs and knowledgeable staff. 

  • Web or browser-based: These can be deployed on the intranet or browsers such as Google Chrome, Firefox, and Internet Explorer. Users can log into the KM system from anywhere in the world. This is beneficial for businesses in multiple locations as they have a common platform to share best practices, problems, customer interactions, etc.

Key question to ask your vendor before you buy: What are the pricing plans for your KM tool based on the deployment option?

What are some common features of knowledge management software?

In this section, we've covered the key knowledge management software features that you should consider before purchasing a solution. Most small businesses will need most of these features.

Content classification: Allows users to store and categorize the content in the form of articles, guides, case studies, and product updates. This ensures that the information is clear and relevant for both employees and customers. Also, you can ensure that they are up-to-date on the information they seek. 

Content classification in Altiar

Content classification in Altiar

Self-service customer portal: Allows customers to access modules such as FAQs, product updates, guides, and community forums. This feature helps your customers avoid unnecessary calls to the customer support for basic product details. 

Freshdesk’s self-service portal

Freshdesk’s self-service portal

Search and browse: Provides search filters, auto-suggestions, natural language search, and search engine indexing options. Some of the advanced search options include intent-based search, which matches keywords to common reasons why users search the knowledge base (e.g., how to buy an upgrade plan).

Search, queries, feedback, and pageview in Helpman

Search, queries, feedback, and pageview in Helpman (Source)

Publishing options: Provides formatting options for content such as text, hyperlinks, videos, and images. Some advanced tools provide templates from their marketplace, where users can create their own policies and procedures using the editing tools.

Add rich media, such as video and images, in Way We Do - Copy

Add rich media, such as video and images, in Way We Do

Decision tree: Provides an automated process flow that instructs users to follow a series of steps to find the related information or troubleshoot common issues. At each step, a data tree requires user inputs to transition them to the next step for solving the issue.

Decision tree in Yonyx

Decision tree in Yonyx

Capture feedback: Features built-in feedback options that allow administrators to capture employee feedback, customer experience, and votes on the relevance and helpfulness of articles. Users can also add comments. It ensures that business knowledge is relevant and current, so that the information provided to customers is accurate and up to date.

Capture and edit information to build a knowledge base in myBase - Copy

Capture and edit information to build a knowledge base in myBase

RSS feeds: Keeps users updated about new and useful articles related to their business, competitors, and the industry. 

Live media feeds

Live media feeds in IntelligentBank Boards (Source)

Key question to ask your vendor before you buy: What are the most relevant features in your software that suit my business requirements?

What are some important knowledge management software integrations?

Here are some of the integrations that you should consider integrating into the KM solution you purchase:

  • Customer service software: Provide your customer service agents the knowledge to stay updated on the latest product offerings. The integration ensures fast and accurate answers as agents and users can get the information from the common knowledge base in various ways.

  • Employee management software: Offer employees centralized, remote access to all vital documents. It also helps with onboarding as new employees can find answers related to the organization culture and policies.

Key question to ask your vendor before you buy: What are all the integrations you offer in your solution that can help my small business?

Advanced knowledge management software configuration

Now that you’ve understood the common software features and integrations, the next step is to evaluate the advanced features that you could need. We haven’t labeled these features as “common”, but some of these could be vital to you based on your business type.

  • Tooltip: Explains unfamiliar terminologies that are uncommon and difficult to understand. This feature is used to describe technical features, disclaimers, policies, etc.

  • Pop-ups: Displays interactive content; it can be used as signposts (to give directions) to help users navigate the content.

  • Conditional logic: Constitutes a set of rules and conditions that let you hide or display specific content on your knowledge base. This feature lets you modify the access rights to view and edit the content. 

  • Merge tags: Includes a few words or text strings that you can add to any page in your knowledge base. The feature allows you to make site-wide changes by editing the merge tag source instead of having to modify each individual page one by one.

Watch out for the following software trends in knowledge management industry to stay ahead of your competition:

Increased integration of BI tools: Adding business intelligence (BI) to knowledge management offers meaningful insights and improves knowledge sharing practices. This will help you make better business decisions. BI can help businesses get a better analysis of their operations, trends, and processes.

These BI insights can help you form an effective knowledge-sharing strategy to reduce operation costs and create a better product that meets customer needs. Businesses that integrate BI in their KM strategy will become more efficient and see a significant increase in ROI, in terms of both money and time.

Enhanced content sharing on social media: Many businesses are adopting enterprise social networks, such as Microsoft Office 365 and Workplace by Facebook, for online threaded discussions as they have a better user interface. A KM tool allows users to access the knowledge base using a social media platform of their choice. It can also help you in indexing, filtering, and having full control over content delivery into each channel.

Key question to ask your vendor before you buy: Do any features in your solution offer integrations with BI or social media tools?

Research methodology

We referenced the following documents while creating this guide:

Back to knowledge management software directory

*Note: The applications selected in this article are examples to show a feature in context, and are not intended as endorsements or recommendations, obtained from sources believed to be reliable at the time of publication.

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