Customer Service Software

Top 7 Free Knowledge Management Software

By | 10 min read | Published ; Updated on

Knowledge management software ensures all the business information is at your fingertips.

Picture this: You’re a customer support manager, and your team constantly needs information from other departments to help customers solve their issues. Your customers might want to know how they can track their order status, or they might want to know about loyalty programs that your small business offers. Having all such information at your fingertips is necessary to assist the customers quickly and efficiently.

This is where a knowledge management software solution can help. It will help you create a knowledge base that your support staff can refer to in order to give customers the answers they are looking for. You can also make a public knowledge base using the software and give your customers a self-service option.

However, if you’re on a budget and are looking for an affordable option, then free knowledge management software can come to your rescue. In this article, we’ve highlighted the seven best free knowledge management software solutions (listed alphabetically) based on user ratings and reviews. (Read how we selected these products.)

Check out the full list of the best knowledge management software in Capterra’s software directory.
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1

Bitrix24: Helps visualize goals with mind maps

Bitrix24 is a collaboration solution with tools for management and communication. It also acts as knowledge management software and helps you organize information.

You can use this tool to share, manage, and retrieve documents. This tool gives you the option to create a company knowledge base that you can use to store information and documents for the entire business. You also get the option to create a knowledge base for each team or project.

The knowledge management software also offers a mind-mapping feature. This feature helps the teams visualize their goals and objectives, whether personal or professional. The tool also offers ready-made mind-mapping templates that can be used to get a head start on the mind map creation process.

Bitrix24 is a web-based tool with mobile applications for Android and iOS devices. It provides support via FAQs, how-to videos, chat, and email.

*Analysis accurate as of July 2022
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Key Features:

  • Account management
  • Activity dashboard
  • Applicant tracking
  • Appointment management
  • Approval workflow
  • Assignment management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$39 per month, per 5 users (billed annually)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">Document editing in </span></i><a href="https://www.capterra.com/p/113540/Bitrix24/"><i><span style="font-weight: 400;">Bitrix24</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/113540/Bitrix24/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>
2

Confluence: Makes tracking changes easier with page versioning

Confluence is another collaboration and knowledge management software solution. It lets you create and edit documents to build a knowledge base. You can also collaborate with your team to work on these documents.

Confluence provides 75+ customizable templates that you can use to create these documents. It also offers an advanced search feature that you can use to search for a specific document by entering related keywords. You can also add labels to your docs to organize them.

With this tool, you can easily track and view the history of changes on a page by creating and comparing versions. You can also revert the changes and go back to previous versions.

Confluence is a web-based tool with mobile applications for Android and iOS devices. It provides support via a knowledge base, FAQs, email, chat, and calls.

*Analysis accurate as of July 2022
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Key Features:

  • Assignment management
  • Audio file management
  • Brainstorming
  • Calendar management
  • Collaboration tools
  • Content management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$5.50 per month, per user (billed annually)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">Help articles in </span></i><a href="https://www.capterra.com/p/136446/Confluence/"><i><span style="font-weight: 400;">Confluence</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/136446/Confluence/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>
3

Document360: Features a knowledge base assistant

Document 360 is a knowledge base software solution that helps you create how-to guides, tutorials, reference docs, system docs, and release notes for your customers and employees.

It features a knowledge base portal for the editors and reviewers of the knowledge base to create, edit, and manage documents. It also offers a knowledge base site for customers and employees to search and access documents. You have the option to customize this site as per your brand and make it private or public, based on the intended target audience.

This tool also has a knowledge base assistant that you can embed on your website as a widget. Your website visitors can use this widget to quickly find the answers in the knowledge base.

Document360 is a web-based tool. It provides support via a knowledge base, email, and chat.

*Analysis accurate as of July 2022
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Key Features:

  • Collaboration tools
  • Content management
  • Customizable templates
  • Feedback management
  • Full-text search
  • Knowledge base management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$99 per month, per project (billed annually)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">Document versions in </span></i><a href="https://www.capterra.com/p/177031/Document360/"><i><span style="font-weight: 400;">Document360</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/177031/Document360/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>
4

Flowlu: Enables teammates to give feedback via comments

Flowlu is a business management tool that also acts as knowledge base management software. It helps you create a knowledge base to capture valuable information about teams and their projects.

This tool makes knowledge transfer and sharing easier as it lets you store an offboarding employee’s expertise in the form of various documents. The documents can then be shared with other team members. You can also create a public knowledge base for your clients and customers.

Flowlu empowers teammates to suggest improvements and give feedback by commenting on documents’ pages. You can also mention a user or request a response from a team member by tagging them in the comments. You can also allow your teammates to rate how helpful they found the content.

Flowlu is a web-based tool with mobile applications for Android and iOS devices. It provides support via a knowledge base, FAQs, email, and chat.

*Analysis accurate as of July 2022
best functionality
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Key Features:

  • Agile methodologies
  • Budget management
  • Calendar management
  • Collaboration tools
  • Contact database
  • Content management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$29 per month, per 8 users (billed annually)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">Article editing in </span></i><a href="https://www.capterra.com/p/166656/FLowlu/"><i><span style="font-weight: 400;">Flowlu</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/166656/FLowlu/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>
5

Guru: Automatically suggest tags and flags duplicate content

The knowledge management software Guru helps capture business information from various sources, such as Google Docs and Slack, via Slack integration and browser extension. It stores all the captured information in a single place that everyone can access to find answers to their issues.

This tool offers an expert verification option that allows the content owners or topic experts to review the content to ensure the information is accurate and up-to-date. The tool also tracks and generates reports about who is consuming what type of content.

Guru has artificial intelligence (AI) capabilities that automatically suggest tags for easy content organization. It also automatically brings up duplicate content so that you can take action to delete old or inaccurate content.

The web-based tool has mobile applications for Android and iOS devices. It provides support via guides, email, chat, and phone.

*Analysis accurate as of July 2022
most affordable
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Key Features:

  • Collaboration tools
  • Customizable templates
  • Document generation
  • Employee activity monitoring
  • Full-text search
  • Knowledge management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$5 per month, per user (billed annually)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">Company knowledge in </span></i><a href="https://www.capterra.com/p/224830/Guru/"><i><span style="font-weight: 400;">Guru</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/224830/Guru/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>
6

ManageEngine ServiceDesk Plus: Ensures content quality with approval workflow

ManageEngine ServiceDesk Plus is an IT help desk software solution that also has the capabilities of knowledge base software. It helps you create articles and FAQs for your knowledge base, which provide answers to the challenges the customers often face.

You can include rich text, images, and attachments to your knowledge base content. You can categorize the content for easy access to employees and customers. You also have the option to provide advanced keyword search capability, wherein the tool will automatically pull content related to the entered keyword.

You can ensure the quality of the knowledge base content by creating an approval workflow. You can send content to the approver, who may be a topic expert, for review before publishing it on the knowledge base.

ManageEngine ServiceDesk Plus is a web-based tool with mobile applications for Android and iOS devices. It provides support via FAQs, guides, video tutorials, chat, calls, and email.

*Analysis accurate as of July 2022
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Key Features:

  • Activity tracking
  • Asset tracking
  • Assignment management
  • Audit trail
  • Availability management
  • Change management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$12 per user, per month (billed monthly)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">Public and private articles in </span></i><a href="https://www.capterra.com/p/168206/ServiceDesk-Plus/"><i><span style="font-weight: 400;">ManageEngine ServiceDesk Plus</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/168206/ServiceDesk-Plus/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>
7

Zoho Desk: Maps knowledge base to the website's domain

Zoho Desk is a customer service tool that includes the features of a knowledge management system. It helps you create a repository of solutions to issues that your customers commonly face.

With this tool, you can incorporate your brand’s logo and color scheme into the knowledge base portal. You can also import media and rich text to the help articles and FAQs. Zoho Desk maps the knowledge base portal to your domain so that it appears as an extension of your website.

This tool features a bot named Zia that can provide appropriate solutions from the knowledge base to your customers’ queries. It also identifies the customers’ sentiment and adds this information to the created support tickets so that your agents have some context before they reach out to the customers for assistance.

Zoho Desk is a web-based tool with mobile applications for Android and iOS devices. It provides support via a knowledge base, FAQs, email, chat, and calls.

*Analysis accurate as of July 2022
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Key Features:

  • Account management
  • Activity dashboard
  • Assignment management
  • Call recording
  • Canned responses
  • Case management
Trial/Free Version:
Free Trial
Free Version
Cost to upgrade:

$12 per user, per month (billed annually)

Device Compatibility:

Screenshot:

<p><i><span style="font-weight: 400;">How-to articles in </span></i><a href="https://www.capterra.com/p/169505/Zoho-Desk/"><i><span style="font-weight: 400;">Zoho Desk</span></i></a><i><span style="font-weight: 400;"> (</span></i><a href="https://www.capterra.com/p/169505/Zoho-Desk/"><i><span style="font-weight: 400;">Source</span></i></a><i><span style="font-weight: 400;">)</span></i></p>

How to choose the right free knowledge management software

Choosing the best free knowledge base software can be tricky when you don’t know what to look for. Keep these points in mind while evaluating software options:

  • Select a tool with collaboration features: With collaboration features, you can work with your teammates to create documents. Your teammates can also add comments and leave feedback, which will help you improve your knowledge base. Therefore, ensure this feature is a part of the knowledge management tool you’re considering.
  • Look for a tool that allows you to create workflows: When you have the option to create workflows in your knowledge management tool, you can assign the documents to stakeholders for review. This feature will help you ensure the quality and accuracy of the content.
  • Check if the tool supports customization of the knowledge base portal: Customization of the knowledge base portal helps you make it match your brand. You can add your logo, color theme, and font, among other branding elements. This will make the portal look like a part of your website.

Common questions to ask while selecting free knowledge management software

Choosing a free knowledge base software isn’t easy, but asking the right questions can help. Here are some key questions to ask software vendors before finalizing your decision:

Does the tool have AI capabilities?

Artificial intelligence capabilities of a knowledge base tool can help locate duplicate content, suggest tags based on the document’s contents for easy organization, and help customers find appropriate documents based on the keywords entered in the search tab. Therefore, before investing, check whether the tool you’re considering has these capabilities.

Can the tool be embedded on the website as a widget?

Embedding a knowledge management system as a widget on your website allows the customers to easily find solutions from the knowledge base without leaving the page they are on. Ask your vendor if their tool offers this feature. If yes, also confirm whether you can customize the widget as per your branding requirements.

What core features are available in the free plan?

Knowledge management tools offer different sets of features in their various pricing plans. When going for a free plan, check if all the features that you need are there. An ideal knowledge management solution for you will be the one that lets you create a knowledge base and allows you and the users to search for a specific document using keywords. Hence, ask your vendor to help you understand all of the pricing plans so that you find the one that fulfills your needs the best.

How did we choose these products? We didn’t—you did

To find your ideal software match, you need information you can trust—so you can save time, stay on budget, and focus more energy on growing your business. It’s why we vet and verify all our user reviews and recommend only the tools endorsed by people such as you.

In other words, our product recommendations are never bought or sold or based on the opinion of a single individual—they’re chosen by your peers, reflecting the views and experiences of our independent base of software reviewers.

At Capterra, we objectively select and rank products based on a methodology developed by our research team. Some vendors pay us when they receive web traffic, but this has no influence on our methodology.

To be considered for this list, products had to:

  1. Have at least 20 unique product reviews published on Capterra within the past two years, with an average rating of 3.0 or higher (as of July 18, 2022). We selected the seven products with the highest ratings to feature in this article.
  2. Offer a free, stand-alone version of the software (not a trial version of the software where you must purchase a product after a limited amount of time).
  3. Meet our knowledge management software market definition: “Knowledge management software offers ways to optimize the utility of intellectual capital and intangible assets by capturing, preserving, and organizing institutional knowledge in a measurable format.”

The “best functionality” tool is identified based on the highest user ratings for functionality that a vendor received based on publicly available reviews (as of July 18, 2022).

The “most affordable” tool is identified based on the lowest pricing a vendor offered on their website in terms of cost to upgrade (as of July 18, 2022).

Disclaimer: We conducted this analysis based on reviews and ratings data as of July 18, 2022. In order to present the most up-to-date information, the product cards show real-time ratings. Please note that this means the ratings value in the product card may not reflect the ratings value at the time of analysis.

Product research for this article was conducted by Himanshi Arora.


Looking for Knowledge Management software? Check out Capterra's list of the best Knowledge Management software solutions.

About the Author

Preksha Buttan

Preksha Buttan

Preksha Buttan is a Writer at Capterra. She provides expert insights and helps small businesses identify the right software for their needs by analyzing user reviews for the highest rated products in relevant software categories. She has previously written and published content for the medical and automotive industries. Her interest lies in marketing and branding. When she’s not working, she can be found watching a thriller.

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Comments

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Comment by baguz on

ProProfs Knowledge Base look great. But need best conversation for it.

Avatar

Comment by Tirena Dingeldein on

Hi Christopher,
I completely understand! Choosing software can be time-consuming and difficult. What kind of software are you looking for?

Thanks,
Tirena

Comment by Christopher D Hill on

I’m worn-out reviewing software profiles…who can I pay to help me make the best choice?

Avatar

Comment by Tirena Dingeldein on

Hi Ahmad,

How can we help you?

Comment by Ahmad Saeidifar on

Hi

Comment by Nora on

Thanks for suggesting Bitrix24, looks very powerful for being free.

Comment by Gillian Foster on

There’s also Polydojo.com, which has a free tier. They’re new, but they’re good! You can keep the Knowledge Base internal to the company, or share certain articles on the public web. Plus, in addition to the Knowledge Base, you get a kick-ass form builder too!

https://www.polydojo.com/

Comment by KirtiSagar on

Does OpenKm Community Support REST API ?

Avatar

Comment by Mohammed Razem on

Vardoc is new completely free Knowledge Base system was just released – built on top of Drupal 8.
See https://www.drupal.org/project/vardoc

Disclaimer: I’m the CEO of the company who built it, Vardot.

Comment by chro chro on

myBase is NOT free. $79 for Individual License.

Comment by Rich Hare on

eXo is NOT free. Pricing as at May 2017 for SME like ourselves is $5 per user per month…

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