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Table of Contents

Top Rated Knowledge Management Software with Access Controls/Permissions in 2026

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All user reviews are verified by in-house moderators and provider data by our software research team.  Learn more

Last updated: March 2026

Access controls and permissions ensure that only authorized users access specific information, enhancing security and confidentiality. They allow for tailored content delivery based on roles and improve collaboration by managing access to relevant data. Our reviewers in knowledge management software rated this feature as important.

8 Best Knowledge Management Software with Access Controls/Permissions

Product
User rating
Starting price
Slack logo
4.7
(24K)
8.75
per user/per month
visit website
Confluence logo
4.5
(3.6K)
5.42
per user/per month
visit website
Freshdesk logo
4.5
(3.4K)
19
per user/per month
visit website
monday.com logo
4.6
(5.7K)
9
per user/per month
visit website
Freshservice logo
4.5
(663)
29
per user/per month
visit website
Wix logo
4.4
(10.5K)
17
flat rate/per month
learn more
Microsoft SharePoint logo
4.4
(5.4K)
5
per user/per month
learn more
Notion logo
4.7
(2.6K)
12
per user/per month
learn more

See other top Knowledge Management products with access controls/permissions

How we picked the 8 top rated products

We chose the high-performing solutions on this list based on verified user ratings on our site. Depending on available data, qualifying products either had to be among the most user-reviewed or the most searched-for products in the Knowledge Management software category. They also needed to have sufficient reviews about access controls/permissions, have a minimum user rating of 3 out of 5 for that feature, and show evidence of U.S. market presence. We then added a distinction for up to three products based on our proprietary ratings and reviews: Highest rated, Highly rated for access controls/permissions, and Highly rated for free version. Sponsorship or client status has no influence on the selection of these products, but it may impact the order in which products appear.

Details for the 8 best products

Slack logo

Slack

Reviews Sentiment
 
 
 
1-2(175)
3-4(6,592)
5(17,257)
Key Features
Knowledge Base Management4.7
Content Management4.6

User insights about the access controls/permissions feature

Users report that Slack's access controls/permissions are easy to set up and manage, allowing for secure and flexible control over who can access channels and workspaces. They highlight the ability to create private or public groups and the integration with other tools like Jira and Google Workspace. Some users note that the admin role is crucial for maintaining security.
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“This feature helps to feel secure about their data. The workspace or channel feature is an important and secure feature in slack because each channel has its link. Due to this only authorized users can only authenticate that specific channel or workspaces.”
SM

Satish M.

Developer

“Project team members will play various roles during the execution of a project, so Slack will work with them based on assigning required access levels.”
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Jose P.

Business Change Manager, IPMA, PMP.

Starting price
8.75per user /
per month
visit website
Pros and Cons based on 24,024 verified reviews
Verified reviewer profile picture

Effective remote communication

Efficient colleague communication

Enhanced team collaboration

Streamlined project management

Extensive integration options

High resource consumption

Inconsistent notifications

Confusing thread management

Slack's pricing drawbacks

Messaging limitations

See pros and cons details
Confluence logo

Confluence

Reviews Sentiment
 
 
 
1-2(35)
3-4(1,551)
5(2,073)
Key Features
Knowledge Base Management4.6
Content Management4.5

User insights about the access controls/permissions feature

Users appreciate Confluence's robust access controls/permissions, allowing them to manage who can view, edit, or delete content. They find it easy to set permissions at global, space, and page levels, ensuring data security. However, some users find the permission settings complex and not as granular as needed for larger teams.
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“Access controls and permissions are crucial for maintaining data security and privacy. Confluence's features enable administrators to control who can view, edit, or delete content. This ensures that sensitive information is only accessible to authorized personnel and prevents unauthorized changes.”
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Ezekiel K.

Data scientist

“I really like that you have access controls at a global level so site or you can look at individual pages and control who can edit or view specific pages. ”
AK

Angelique K.

HR & Operations

Starting price
5.42per user /
per month
visit website
Pros and Cons based on 3,659 verified reviews
Verified reviewer profile picture

Centralized knowledge repository

Enhanced team collaboration

Efficient project management

Comprehensive documentation management

Seamless integration with tools

Frequent performance lags

High costs for larger teams

Limited text formatting options

Buggy issue management

Inefficient search functionality

See pros and cons details
Freshdesk logo

Freshdesk

Reviews Sentiment
 
 
 
1-2(49)
3-4(1,349)
5(2,006)
Key Features
Knowledge Base Management4.3
Content Management4.5

User insights about the access controls/permissions feature

Reviewers highlight Freshdesk's access controls/permissions as crucial for managing different roles and maintaining security. They find it easy to set up permissions for agents and restrict access to sensitive information. However, some users feel that the basic plan lacks sufficient control options and that more granular permissions would be beneficial.
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“Freshdesk's access controls and permissions feature allows us to control access to our customer support tickets and protect sensitive information, this feature is very helpful for our business to maintain security and compliance.”
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Ahmed A.

Founder, Biomedical Engineer & Data Scientist

“Access controls for knowledgebase articles are lacking on the basic plan: the only options are agents, all users, and logged-in users. That said, on higher plans, you can restrict access based on contact or company attributes.”
KW

Kaley W.

Technical Support Analyst

Starting price
19per user /
per month
visit website
Pros and Cons based on 3,404 verified reviews
Verified reviewer profile picture

Multichannel communication support

Efficient help desk management

Enhanced team collaboration

Robust issue tracking

Comprehensive customer support

Limited search functionality

Slow performance speed

Inconsistent issue resolution

Inefficient email management

Problematic call management

See pros and cons details
monday.com logo

monday.com

Reviews Sentiment
 
 
 
1-2(71)
3-4(1,933)
5(3,710)
Key Features
Knowledge Base Management4.8
Content Management4.4

User insights about the access controls/permissions feature

Users find monday.com's access controls/permissions easy to set up and manage, particularly for assigning different access levels to team members. They appreciate the ability to control who can view or edit specific boards and tasks. However, some users mention that more granular controls are only available in higher-tier plans, which can be a limitation.
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“This is crucial for me because you are dealing with different team members that her of different levels in different projects, this way you can comfortably be sure that your information is in the right hands.”
EE

Elizabeth E.

Vp Chief Publishing Officer

“I have used some of these features when creating multiple board for my team and also from the higher level and the access controls were top notch. The security was very good.”
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Bishal D.

Backend Developer

Starting price
9per user /
per month
visit website
Pros and Cons based on 5,714 verified reviews
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Boosts team productivity

Effective progress tracking

Enhanced organization capabilities

Visual task management

Highly customizable platform

High costs for small teams

Overwhelming email notifications

Occasional performance issues

Limited mobile functionality

See pros and cons details
Freshservice logo

Freshservice

Reviews Sentiment
 
 
 
1-2(9)
3-4(257)
5(397)
Key Features
Knowledge Base Management4.3
Content Management3.8

User insights about the access controls/permissions feature

Users report that Freshservice's access controls/permissions are flexible and secure, allowing for granular control over roles and responsibilities. They appreciate the ability to customize roles and segregate teams effectively. However, some users desire more granular options and integration with group management systems like Active Directory.
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“We want more granular control of agent admin permissions, and more granular control of which requesters can see which tickets. Freshservice has moderate functionality here, but a little more work on this would go a long way.”
OB

Olly B.

Senior IT Operations Specialist

“I enjoy being able to give specific permissions and access on a granular and individual level to minimize risk.”
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Martin R.

IT Systems Enginner II

Starting price
29per user /
per month
visit website
Pros and Cons based on 663 verified reviews
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Easy setup and configuration

Effective helpdesk management

Comprehensive automation features

Limited reporting capabilities

Issues with email notifications

See pros and cons details
Wix logo
Reviews Sentiment
 
 
 
1-2(241)
3-4(4,348)
5(5,983)
Key Features
Knowledge Base Management4.4
Content Management4.5

User insights about the access controls/permissions feature

Reviewers appreciate Wix's access controls/permissions for allowing them to control who can view or edit specific content. They find it easy to add users with different access levels and mention its usefulness for managing contractors and shared access. However, some users find the permissions interface clunky and not intuitive, requiring multiple verifications.

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“Controls and permissions within a company are necessary but always make me nervous. WIX does a nice job breaking down options, giving the inexperienced user enough access to review the information they need without jeopardizing wth website.”
LS

Lisa S.

Marketing Director

“I'm the only one who uses the software at this time, so I don't need to use permissions. However, if I were to add other users, I would need to set up permissions for them. The software makes it easy to add users and set permissions.”
MS

Matthew S.

CEO

Starting price
17flat rate /
per month
learn more
Pros and Cons based on 10,572 verified reviews

Professional website creation

Intuitive drag-and-drop interface

Extensive template library

Comprehensive beginner tutorials

Versatile blog creation tools

Slow website performance

Confusing and costly plans

Limited SEO capabilities

Inconsistent mobile compatibility

Complicated domain management

See pros and cons details
Microsoft SharePoint logo
Reviews Sentiment
 
 
 
1-2(123)
3-4(2,511)
5(2,766)
Key Features
Knowledge Base Management4.4
Content Management4.5

User insights about the access controls/permissions feature

Reviewers indicate that Microsoft SharePoint's access controls/permissions are highly granular and essential for securing sensitive documents. They appreciate the ability to set permissions at various levels, from individual files to entire sites. However, some users find the setup process complex and the interface cumbersome, especially for those without prior experience.
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“The Access Controls/Permissions feature is very utilized by our organization, too! This feature is helpful if you have team members who should only have access to some documents, but not the entire library. For example, if you are a grant writer, you may need access to financial reports whereas other team members do not need that same access, so SharePoint's Access Controls/Permissions setting allows the administrator to set those. ”
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Maggie B.

Manager of Social Capital and Volunteer Programs

“I like Sharepoint's access control features because I can define which company members will have access to the documents and what permissions they will have, whether read-only or whether they can edit the documents. This helps a lot, especially with managing sensitive information.”
Verified reviewer profile picture

Matheus L.

Risk Analyst

Starting price
5per user /
per month
learn more
Pros and Cons based on 5,400 verified reviews
Verified reviewer profile picture
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Facilitates team collaboration

Seamless integration with Microsoft products

Centralized information repository

Efficient information sharing

Robust security and access control

Slow performance and loading times

Frequent issues and errors

Inefficient search functionality

Inconsistent file synchronization

High costs and complexity

See pros and cons details
Notion logo
Reviews Sentiment
 
 
 
1-2(17)
3-4(637)
5(2,045)
Key Features
Knowledge Base Management4.7
Content Management4.6

User insights about the access controls/permissions feature

Reviewers find Notion's access controls/permissions helpful for managing who can view, edit, or share specific pages. They appreciate the granular control over permissions, which is essential for maintaining data security. However, some users mention that full access control features are only available in paid plans, and the interface can be confusing.
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“We like the access controls/permissions features because it allows information and editing abilities to be given to the correct people across various teams who use Notion to access our "living documents". Not everyone needs to be able to edit or access everything-- so this was important. ”
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Jamie M.

Director of Marketing

“Notion's access controls and permissions ensure data security and privacy. I can control who can view, edit, and contribute to specific pages or documents, giving me peace of mind.”
Verified reviewer profile picture

ahmad a.

Assistant Manager

Starting price
12per user /
per month
learn more
Pros and Cons based on 2,699 verified reviews
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Versatile productivity features

Effective team collaboration

Comprehensive project management

Efficient project tracking

Flexible organizational tools

Limited offline functionality

Occasional performance issues

Inefficient search functionality

Complex user experience

Cluttered navigation interface

See pros and cons details

Other Top Rated Knowledge Management Software with Access Controls/Permissions in 2026

Slack logo

Slack

Category Leaders

A single place for team communication and workflows

visit website
Slack is a single workspace that connects users with the people and tools they work with everyday, no matter where they are or what they do

Read more about Slack

Users also considered
Document360 logo

Document360

Category Leaders

AI-powered knowledge base and documentation software

visit website
Document360 is an AI-driven knowledge management platform that empowers teams to create, organize, and share content effortlessly. With intelligent search, automated content suggestions, and analytics, it streamlines knowledge sharing and ensures easy access to critical information.

Read more about Document360

Users also considered
livepro logo

livepro

Knowledge management system

visit website
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.

Read more about livepro

Users also considered
Zoho Desk logo

Zoho Desk

Customer service software for businesses of all sizes

visit website
With Zoho Desk, create Multi-brand SEO friendly knowledge base articles on cloud for each of your brand to answer your customers FAQ's for faster answers and fewer tickets. This saves your team work on responding to simple questions, and leaves more time to help customers with tricky problems.

Read more about Zoho Desk

Users also considered
TextExpander logo

TextExpander

Work faster & smarter with TextExpander's powerful snippets.

visit website
TextExpander is a typing productivity tool that helps teams manage recurring writing tasks, create snippets, correct spellings, share content, and more. Keep your whole organization communicating efficiently by sharing messaging snippets, signatures, and descriptions.

Read more about TextExpander

Users also considered
Axero logo

Axero

Intranet software and collaboration solutions.

visit website
Axero provides easy-to-use knowledge management software that boosts productivity, unifies your people, and helps your company thrive. Increase productivity. Unite employees. Improve culture.

Read more about Axero

Users also considered
Hub logo

Hub

The first sustainability-driven intranet for SMEs

visit website
HUB is more than just a knowledge management solution... it's the new cornerstone of your organisation, that unites your people and knowledge in one space. Boss your digital workplace with an intranet that really does make a real difference.

Read more about Hub

Users also considered
Confluence logo

Confluence

Remote team collaboration and knowledge workspace

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

Read more about Confluence

Users also considered
BOSSDesk logo

BOSSDesk

BOSSDesk a FrontRunner in Help Desk Software

visit website
BOSSDesk is an integrated ITIL Service Desk/Help Desk and IT Asset Management solution available for both Cloud and On-Premise. BOSSDesk has been highly ranked by customers for providing an affordable solution, great user experience, wide range of features, and excellent US based customer support.

Read more about BOSSDesk

Users also considered
Freshdesk logo

Freshdesk

Online helpdesk system and customer service software

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

Read more about Freshdesk

Users also considered
Thought Industries logo

Thought Industries

Leading Customer Learning & Intelligence Platform

visit website
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.

Read more about Thought Industries

Users also considered
KMS Lighthouse logo

KMS Lighthouse

Knowledge management for call centers, tech support and more

visit website
Lighthouse for Call Centers,
Lighthouse for Remote Teams,
Lighthouse for Self Service, Virtual Assistant, AI & Automation,
Lighthouse for Training Centers, HR Training

Read more about KMS Lighthouse

Users also considered
Trainual logo

Trainual

Category Leaders

Onboarding and training software

visit website
Trainual is an all-in-one employee training platform that centralizes documentation, onboarding, and knowledge management for businesses. The system enables organizations to capture processes, create SOPs, and build comprehensive training programs while tracking completion and ensuring compliance through e-signatures. Trainual integrates with various work applications and serves companies across multiple industries including healthcare, real estate, and business services.

Read more about Trainual

Users also considered
The Generator logo

The Generator

(0)

A simple and interactive course builder

visit website
Powerful and easy-to-use course builder. Leverage existing content and add your own company-specific workflows and processes. Courses are interactive, will run on any LMS, and can be easily translated to any language.

Read more about The Generator

Users also considered
Shelf logo

Shelf

Cloud-based knowledge management solution

visit website
The Shelf modern knowledge management platform helps businesses thrive with on-demand answers to the questions that block customer and employee success. Awarded for overall usability by Gartner Digital Markets for three consecutive quarters.

Read more about Shelf

Users also considered
Haiilo logo

Haiilo

AI-powered intranet for communication and engagement.

visit website
Turn scattered information into accessible knowledge with an AI-powered intranet built for search, sharing, and collaboration.

Read more about Haiilo

Users also considered
Wix logo

Website builder & business management platform

learn more
Wix is a website-building and business management platform that helps users create any type of website and expand the brand's online presence. Wix offers its users different ways to build sites; for those less tech-savvy, the Wix Editor is the way to go. It boasts a choice of various pre-designed templates that can be personalized with a drag-and-drop editor and various other AI capabilities, such as an automated text generator.

Read more about Wix

Users also considered
Connecteam logo
Category Leaders

Enhance employee management with the only all-in-one app

learn more
Restrict outsiders from viewing company-sensitive information with a secure app that handles all file types and keeps them in-house.

Read more about Connecteam

Users also considered
monday.com logo

Project management software

learn more
Create a dynamic informational database your whole team can contribute to while they work with flexible knowledge management software so important material never gets lost when people move between teams or roles. Then easily find what you need with custom statuses, hashtags, and filters.

Read more about monday.com

Users also considered
Notion logo

Project and task management tool

learn more
Notion is a project and workflow management solution that helps businesses streamline operations related to goal setting, status tracking, lead management, and more on a centralized platform. It enables users to utilize the drag-and-drop interface to organize, rearrange, and develop ideas or plans.

Read more about Notion

Users also considered
Microsoft SharePoint logo

Collaboration & content management platform

learn more
SharePoint is a collaboration & content management platform which can be used to build portals, collaboration sites, & also content management sites

Read more about Microsoft SharePoint

Users also considered
LiveAgent logo
Category Leaders

TitanHQ and Redstor powered by CyberSentriq

learn more
LiveAgent is the ultimate help desk and company knowledge management solution. It helps businesses create external and internal knowledge bases and offers many other must-have features. LiveAgent is a leader in delivering customer satisfaction.
Start with a 30-day free trial, no credit card required

Read more about LiveAgent

Users also considered
Guru logo
Category Leaders

Connect all company knowledge. Access it everywhere. Build t

learn more
AI knowledge platform that connects your company’s data, delivers verified answers, and keeps knowledge accurate automatically.

Read more about Guru

Users also considered
Aha! logo

Platform for strategic product roadmapping

learn more
Aha! Knowledge is the product information hub. Create internal wikis and knowledge bases to share content. Draft docs fast with AI and 100+ templates. Plus, include diagrams with built-in whiteboards. Use Aha! Knowledge with Aha! Roadmaps to document product information alongside strategic plans.

Read more about Aha!

Users also considered
TeamSupport logo

Cloud-based customer support solution for B2B SaaS

learn more
TeamSupport is built for growth-stage B2B SaaS companies who are focused on providing quality customer support, and want to incorporate customer feedback to grow and refine their products.

Read more about TeamSupport

Users also considered

Key features for Knowledge Management software

Based on GetApp's analysis of verified user reviews collected between July 2021 and August 2024.

  • Knowledge Base Management: Reviewers appreciate the ability to centralize, organize, and customize knowledge, making it easy to create, search, and update various types of documentation. 94% of reviewers rated this feature as important or highly important.
  • Content Management: Users value the comprehensive tools to create, organize, and manage diverse content types, ensuring easy accessibility and efficient collaboration across teams. 92% of reviewers rated this feature as important or highly important.
  • Document Management: Reviewers highlight the ease of storing, sharing, and updating documents, with features like version control, metadata, and centralized access enhancing collaboration. 90% of reviewers rated this feature as important or highly important.
  • Text Editing: Users find text editing intuitive with rich formatting options, enabling clear and effective documentation creation and updates. 86% of reviewers rated this feature as important or highly important.
  • Full Text Search: Users benefit from the ability to quickly locate information through comprehensive search capabilities that scan through text within documents and metadata. 86% of reviewers rated this feature as important or highly important.