Best Knowledge Management Software with Buyers Guide


Reduces ticket volumes by delivering AI powered answers 60 languages Customers can get answers faster and improve agent efficiency


Customers can find answers on their own Enables agents to handle more customer queries efficiently Creating content in multiple languages Managing content in bulk 


Leading free social knowledge management Collaboration platform Used by 8 million companies worldwide Cloud & on-premise Open source code access

Microsoft SharePoint

Applications with desktop sharing and viewing, Annotation tools, Instant messaging, Web slides, Whiteboards


Team workspace Knowledge and collaboration meet, Central source of truth  Fast-moving companies Save time by harnessing knowledge

Zoho Desk

Create Multi-brand SEO friendly knowledge base articles on cloud for each brand to answer the customers

Knowledge Management Software Review

Zoho Desk

Excellent, and their customer service is impressive as well.

Pros: We got this software after working with another vendor for about two years. During that time, we learned what the needs were and had Zoho Desk on our shortlist. The criteria that we used was:

  • Easily integrate into the Knowledge Base, KB easily integrates into tickets.
  • Multiple departments can handle keys.
  • Permissions can be restricted to those departments.

Single Sign-On (SSO) integration for customers + A for a robust API + ASAP integration can be dumped onto the website to point directly to a particular page in the KB. An excellent mobile app and Customizable reporting ~ A semi-workaround to integrate with Github (via Zoho Project). Guided Conversations will be welcomed, which is in development right now. 

Cons: It can get too bloated on the browser because it has a lot of data under the hood, and search can be demanding at times – but it’s pretty manageable.


Integrate my social media account, and above all, their email service is one of it’s kind and it’s helped my business drastically in collaboration.
Pros: Bitrix24 is a complete Workspace software and Customer Relation Mangement software to organize and manage all your work in one place including collaboration and live streaming to social media. Bitrix helps to integrate your social media accounts and helps you manage them within as well.
Cons: Bitrix24 can be somehow complicated for the beginning, but with time, you get used to it and can work almost with little or no supervision.

Microsoft SharePoint

Sharepoint has allowed users to be more efficient in different ways. With many of its functionalities, one of them will allow users to make a collaborative, controlled, and automated process. Currently, the entire organization must access to handle the software. Similarly, the installation and migration to Sharepoint from local servers have been slow but continuous, in most cases which is fundamentally due to people’s opposition to something new and unfamiliar. It will have a more prominent acceptance, integration and development by constant learning by some team members who are not employing all the software’s services yet.

Pros: Permission management is super relevant and excellent for controlling what the audience can see and do. Contact groups is super good, although not necessary. The site administrators are the hard ones who can handle the group. Customer can make any group member manage the rest of the members without involving other site settings. While granting permissions, sharing documents, reports, tasks, it is honest to do it by contact groups than one by one. Version history is exposed to errors and mishaps, so having the previous versions of a document, seeing who has modified and having the possibility of restoring any of those versions can save the day. One always feels that one is protected, so it is constantly promoted working thru the cloud.

Cons: Features that are hard to use, missing functionality, or just things that the user wants to do differently. Modern view / classic view appreciate the minimalist change made with many of the menus in the latest versions of SharePoint. Still, it often hinders and generates many clicks (much more time) wanting to do one. This effect can be achieved by changing to the ribbon’s classic view and managing permissions for a site, and working SharePoint groups. A little more advanced configurations, without becoming complex that depend a lot on the IT department. Descriptions of some options or settings can become confusing, complicated, and you are not able to know if it is what you are contemplating or not. The language to the user is sometimes understood only by trial and error.

Knowledge Management Software

Knowledge Management Software is a centralized, searchable treasury of digital records such as PDF, docs, spreadsheets, presentations, audios, and videos. It enables users to obtain, preserve, organize, and participate in business information, procedures, and ideas. It contributes a self-service gateway for sharing knowledge internally and externally with buyers or clients. Organizations can use the software for several activities such as coaching, teaching best applications for manners and projects, and formulating FAQs.

Advantages of Knowledge Management Software

Knowledge management software empowers organizations to protect the data that employees have gained with age and experience and endure it with others. Here’s a list of the advantages of using this software:

Improve employee training: The solution supports businesses record information such as business information, employee skill sets, and most beneficial practices. Storing this information on a self-service portal executes it easy for workers to acquire from peers and industry managers as per their convenience. The device can also onboard new hires immediately as they’ll have all the training support at their control.

Speed-up access to information: The extensive knowledge base would make it straightforward for employees to find answers to their queries quickly. You can also share the database with buyers and clients in the form of an FAQ gateway. The software would ensure that solutions are constant, accurate, and the response time is brief.

Troubleshoot queries more efficiently: The software empowers you to pursue and observe trends in consumer and employee interests/questions. These trends can support you eradicate problems, eventually preserving your experience and money in the extended run.

Features of Knowledge Management Software

Knowledge base management: Design and repository certificates in a centralized database to work as an organized storehouse for information retrieval.

Full-text search: Explore for specific keywords in complete documents, not just inadequate segments.

Access controls: Define access levels for separate records and folders. Assign various authorities to users within the organization.

Cataloguing: Create documents based on comparable tags and keywords.

Collaboration: Work collectively on schemes by yielding information with colleagues in real-time.

Content management: Design, deliver, and direct information in multiple formats within a collaborative atmosphere.

Discussion boards: Ask issues and share opinions via online discussions or organisations.

Self-service portal: Access the information base, discussion committees, and supporting mechanisms, such as messaging assistance and ticket tracker, on a single stage.

Text editor: Enable users to select text from in the appeal via a built-in editor.

Price of Knowledge Management Software

Most market products are priced on a “per user per month” basis and can be classified into three pricing tiers based on their starting price. An enterprise, or premium product, which is valued higher, may include additional features such as more users and improved storage space.

Considerations while Buying Knowledge Management Software

Aligning business objectives: Each merchant allows various features for distinguished business needs. While some solutions are created to be customer helpdesks, others are designed as collaborative tools to accomplish ideas and projects. Before buying a solution, list your business demands and match those to the software’s features. Also, build a roadmap to desegregate the software into your processes and information systems.

Ensuring data security and privacy: This is necessary, so reduce where it will host your data and the security stratagems to preserve it. You can choose to expand on the cloud (where the data is hosted on third-party/merchant servers) or on-premise (hosted on your servers). Review the divisions for both options and evaluate which option would accommodate your business. Also, establish the security provider’s acquiescence certifications.

Assessing the total software costs: The software’s price can vary from free to a few hundred dollars. To withdraw overcompensating for or underusing the software, guarantee that the pricing plan you choose has all the features to satisfy your basic requirements. You may not want some advanced features or the entire suite, which will diminish the software cost. Also, participate in free trials and demos to better assess the solutions you shortlist.

Knowledge Management Software Trends

Increasing the use of AI to filter information: Knowledge management software provides leverage AI to auto-tag content as per arrangements, making research indexing more experienced. They are also using AI to promote content when users type questions into the built-in search bar, live chat, or email. It helps them identify relevant knowledge at the precise time.

Compatibility with mobile devices: Sixty per cent of representatives use mobile apps for work-related responsibilities, and 71% spend more further than two hours a week reaching company knowledge on mobile phones. Based on this inclination, knowledge administration software merchants extend mobile apps for Android and iOS designs to ensure that users can access smartphones without compromising the adventure.