RESOURCE
We did some investigating to help you find the best solution for your needs.
Use case #1
A searchable single source of up-to-date truth.
You want a searchable single source of up-to-date truth that readers can relu on.
Use case #2
A company wiki where all can add and find what they need.
You want a company wiki where all staff can contribute and search for the answers they need.
Use case #3
A project management tool that makes collaboration easy.
You want a project management tool that makes collaboration easy.
Use case #1:
You want a searchable single source of up-to-date truth.
If you are looking for a trustworthy single source of truth, then a knowledge base software tool may better serve you better than Confluence.
Different audiences for different content, all managed in one place:
With knowledge base software, you can create documentation that is public, private, or a mix of both. You can use this documentation as a help center for your customers, or for internal policies and procedures - or have a single website with all the answers for staff and customers.
Less cooks in the kitchen, more trust at the table:
Having a smaller group of Authors has the benefit of reinforcing trust in the content, as the content can only be added by experts, rather than just anyone in the company. You can also take advantage of features that remind authors to review the content regularly, so readers will be confident that it is up-to-date and relevant.
Don't pay to just login and read:
If you have a smaller group of Authors creating content, and a larger group of readers who need to log in to read it, Confluence won’t be a cost-effective solution - since they charge per user, even those who are just logging in to read the content. Companies like KnowledgeOwl, who specialize in knowledge base software, only charge per Author/Editor and readers are unlimited, even if they need to log in.
Find what is needed fast, automagically:
A good knowledge base software makes it easy for readers to search and quickly find exactly what they need. Solutions like KnowledgeOwl automatically index all content for search, and offer a variety of features that make it easy for readers to find what they need quickly.
Make it pretty, make it professional:
If you want to have customer-facing documentation, Confluence is limited in how you can style and brand it. You may want a knowledge base solution that allows you to fully customize the look and feel. Many knowledge base software tools allow you to customize your knowledge base so that it can be an extension of your brand. The addition of logos, and color choices are just the beginning. Some tools like you add your own CSS, HTML, and Javascript so you can make the experience exactly how you like.
Of course, we hope you’ll choose KnowledgeOwl, if knowledge base software is what you need - but we’ve also put together a comprehensive list of other knowledge base software tools, like Helpjuice and HelpDocs here. There you’ll also find a comparison chart of different knowledge base tools that highlights some of the most important and popular features.
Quick reference checklist for knowledge base software:
Access control for readers
No charge for reader accounts
Customizable look and feel
Strong search functionality
Flexible content architecture
Ease of use/no tech knowledge needed to create content
Supports text, videos, images, and PDFs
Straightforward pricing structure (features like SSO included)
Feature to ensure content is reviewed regularly, stays up-to-date
Ability to draft new versions of content without publishing them live
HelpDocs
Multiple plans with different features
Access controls
Customizable (CSS & JS)
Unlimited public readers
No refunds
KnowledgeOwl
Single plan, all features included
Granular access control with SSO
Fully customizable (HTML, JS & CSS)
1:1 migration help.
Unlimited public and private readers
Full refund issues, no time limit
Helpjuice
Single plan, all features included
Access controls
Customizable with access to code editor
Unlimited public and private readers
Refunds offered for 10 days after payment only.
Use case number two.
You want a company wiki where all can add and find what they need.
You may like the collaborative nature of Confluence, but find it kind of clunky otherwise, or that it has too many features that aren’t serving you. A corporate wiki is a great way to have all of your internal knowledge in one place, where everyone is able to contribute and collaborate directly.
Learn something, write it down for the next person with that same question:
Corporate wikis are all about knowledge sharing. It's a place where everyone and anyone within the organization can contribute what they know and learn. They can be fantastic resources for internal training and knowledge. Especially if your company adopts the mind-set of never asking a question twice. i.e. if you learn something new, write it in the wiki immediately. With some effort and consistency across all roles, you can create a place where your team always knows to look first before asking others questions.
Something flexible, something that can do a lot of different things:
Notion is beloved, and commonly used as a company wiki. It is very open-ended in how you can create documentation and allows you to collaborate in real-time with your teammates. Notion allows you to lock down content and permissions on its higher tiered plans. Its search isn’t quite as robust as most knowledge base software, but it does exist. Like Confluence, Notion can also be used for project management.
A good Search is hard to find:
Slab is a well-liked solution for a company wiki, allowing all users to contribute to internal documentation. Unlike Confluence, it also offers a unified search and verification features that allow readers to trust what they’re reading. They also have great reviews for the quality of service they provide, which is always worth considering when shopping for a new software tool.
A great team player that gets along with everyone:
Nuclino has good reviews as a company wiki as well. It integrates with loads of other apps too, like Slack, Microsoft Teams, and Jira. It offers a more straightforward too for internal documentation.
Quick feature checklist for corporate wiki tools:
Low cost per Author and Readers
Easy to use, no tech knowledge required
Strong search functionality
Flexible content architecture
Feature to ensure content is reviewed regularly, stays up-to-date
Access control options
Supports text, video, and images
Notion
Easy and fun to create content with.
Access control options
Supports various types of content
Strong online community to tap for ideas and help
Nuclino
Collaborative docs
Access control options
Workflows that includes assigning to teammates
Multiple view options
Slab
Real-time collaboration on docs
Share feedback and features to keep docs fresh
Fast and effective search
Admin insights to see doc performance
Asana
Easy to use
Loads of automations and integrations possible
Flexible to your needs
Various views possible
Communicate progress and details to teammates
Extra delight options
Wrike
Cross functional visibility
Automations and integrations
Gantt charts
Real-time collaboration
Shared calendars
Monday.com
Ability to create docs directly in the app
Automations and integrations
Various views possible
Progress tracking across teams