One account. Many ways to organize your knowledge.

Explore different ways to set up your knowledge base, or multiple knowledge bases, in a single KnowledgeOwl account. Browse our library diagrams to find a setup that fits your teams, audiences, and content.

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One knowledge base, the right content for every reader.

Restrict any category or article to one or more reader groups. Everyone visits the same knowledge base, and each reader sees only the content their groups allow.

How it works:

Restrict a category or article to the reader groups that should see it. You maintain one knowledge base, and readers land on their slice.

One source of truth, many branded knowledge bases

Keep your content in one main knowledge base, then sync it into as many white-labelled knowledge bases as you need, each with its own look and address.

How it works:

A synced content category pulls a whole category from your main knowledge base into another one. New articles added to the parent category appear in every child automatically, and an update made in either place updates both.

Write it once, show it wherever it belongs

Some answers belong in more than one category. Synced articles let the same article live in several places in one knowledge base, without copy-and-paste upkeep.

How it works:

The original is the parent, and each copy made with “Share content from an existing article” is a child. Edit the parent or any child and every copy updates. Put copies in categories with different reader groups to reach different audiences with the same answer.

Share the core, keep what's unique

Every knowledge base pulls in the content everyone needs from one main knowledge base, then adds its own content for its own audience.

How it works:

Sync whole categories (or single articles) from the main knowledge base, then add each audience’s own content alongside. New articles in a shared parent category flow out to every child, while content you add in a child stays in that child.

Agents see what customers see, plus what they need

Sync your customer-facing docs into an internal knowledge base, so your support team works from the same answers, with private troubleshooting notes alongside.

How it works:

A shared content category pulls whole categories from the customer help center into the internal knowledge base. When a doc changes for customers, it changes for agents too, and the internal-only content stays private.

One set of policies, every location up to date

Head office keeps the shared policies and procedures in one place. Every branch, clinic or franchise gets them automatically, and adds its own local details.

How it works:

Sync categories from the head office knowledge base into each location’s knowledge base. Update a policy once and every location has the new version, while each location keeps its own local content.

Run a branded knowledge base for every client

Agencies, consultants and service providers can manage every client's knowledge base from one KnowledgeOwl account, each with its own branding and its own readers.

How it works:

Add a knowledge base for each client to your account. Every knowledge base has its own branding, domain and reader access.

Shared basics, product-specific details

Keep the content every product shares in one place, and give each product or version its own knowledge base for everything that's unique to it.

How it works:

Sync the shared categories into each product’s knowledge base. Fix a billing article once and every product gets the fix, while each product’s setup guides and release notes stay where they belong.

Every customer sees the docs for the products they use

One help center for all your products. When customers sign in from your app, their reader groups match the products they pay for, so they only see what's relevant to them.

How it works:

Restrict each product’s categories to a reader group, and pass a customer’s groups along when they sign in from your app. One knowledge base, one search, and every customer sees only the products they use.