8 Best knowledge management systems for 2025

A knowledge management system is essential for companies aiming to efficiently store, organise, and share information.

Many businesses face challenges in ensuring their employees understand products and services, which can impact customer experiences. Implementing a knowledge management system not only enhances employee training but also improves self-service customer support, leading to better service.

With so many options available, selecting the right one can feel daunting. If you’re looking for the best solution to streamline your knowledge management, you’re in the right place.

What exactly is a knowledge management system, and why is it important for your organisation? To help you make an informed decision, we’ve put together a list of the eight best knowledge management systems for 2025. Let’s take a closer look.

What are knowledge management systems?

A knowledge management system (KMS) helps businesses gather, organise, and store important information in one place. It allows companies to create, edit, and update articles, building a knowledge base that both employees and customers can access whenever needed.

This tool is key for sharing information about products, processes, and policies, ensuring that valuable knowledge is preserved and easily shared with both employees and customers.

Why is a Knowledge Management System Important?

Knowledge management tools provide various advantages; here we have listed four key benefits that any KMS should deliver:

1. Enhance Customer Support: A KMS enables customer service teams to quickly access information, leading to faster resolutions and improved customer satisfaction.
   
2. Facilitate Knowledge Sharing: Centralising information makes it easy for employees to share insights and expertise, reducing knowledge silos within the organisation.
   
3. Improve Onboarding and Training: New employees can access a comprehensive knowledge base, helping them learn quickly and become productive team members faster.
   
4. Promote Consistency: A KMS ensures that all employees access the same information, leading to consistent communication and service delivery.

Characteristics of an Effective Knowledge Management System

When selecting a knowledge management system, consider these key features:

• Usability: Choose software that is user-friendly. Complex systems can overwhelm users and lead to disengagement.
  
• Collaboration: Opt for a system that facilitates collaboration through discussion forums, in-app messaging, and wikis.
  
• Analytics: Look for reporting and analytics tools that provide insights into usage, user engagement, and overall success.
  
• Content Management: Ensure the system supports various content formats and allows for easy categorisation.
  
• Search and Retrieval: Strong search capabilities are essential for quickly locating information.

Types of Knowledge Base Software

Knowledge bases can be divided into two main types: internal and external. Each type serves different purposes:

• Internal Knowledge Bases: These store a company’s internal resources, such as employee handbooks, operating procedures, and meeting notes.
  
• External Knowledge Bases: These are designed to provide information to end-users, including FAQs and troubleshooting guides.

Knowledge bases can differ in how content is created, accessed, and maintained. Here are a few types to think about:

• FAQ Pages: Web pages that address frequently asked questions directed at the organisation.
  
• Help Centre: A centralised hub for an organisation’s knowledge, often searchable and designed for user roles and permissions.
  
• Wiki: An online knowledge base that allows collaborative content creation and editing.

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8 Best Knowledge Management Systems [Must try for 2025]

Here are our top picks for knowledge management systems that can elevate your organisation’s knowledge sharing:

1. YourGPT Chatbot 

YourGPT is a full AI-first platform designed to automate customer support, sales, and business operations—combining intelligent agents, no-code tools, and real-time data in one unified solution.

Key Features:

• Custom AI agents for different customer journeys and use cases
• Built-in team chat and live agent handoff for collaborative support
• Consistent conversation flows with reusable templates in AI Studio

User Review: 

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2. Notion 

Notion is an all-in-one workspace for note-taking and knowledge management. It provides customisable knowledge databases with categories, tags, and links for organised information.

Key Features:

• Customizable workflows for team needs
• Integrations with other tools
• Centralized dashboard for project tracking

User Review: 

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3. Nifty

Nifty is a project and knowledge management platform that brings your workflows, documentation, and team discussions together in one place, making it easy to create, share, and organise knowledge while keeping work moving.

Key Features: 

• Built-in Docs to create wikis, SOPs, and meeting notes
• Tasks, files, and conversations linked to documentation
• Searchable workspace for quick access to knowledge
• Permissions and roles to control who sees and edits what

User Review:

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4. Document360 

Document360 is a document management system that provides strong editing and sharing features.

Key Features:

• Tailored workspaces for different customer segments
• Collaboration tools for accurate information sharing
• Consistent article formatting with templates

User Review: 

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5. Confluence 

Confluence, developed by Atlassian, is ideal for organisations seeking a centralised workspace for documentation and project management, especially for teams already using Jira.

Key Features:

• Project planning and documentation management
• Over 75 practical templates for various needs
• Seamless integration with Jira
• Real-time editing and commenting for collaborative work

User Review: 

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6. Slite 

Slite serves as a knowledge management and team collaboration platform, providing a centralised hub for teams to work on documents and projects together.

Key Features:

• Flexible editor for easy content creation
• Collaborative cursors for real-time editing
• Powerful search functionality to find information quickly

User Review: 

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7. Bloomfire 

Bloomfire simplifies the implementation of business tools and processes, making it easy to categorise and search for content.

Key Features:

• Seamless content import and utilization
• Built-in feedback and commenting for collaboration
• Notifications for updates and changes

User Review: 

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8. Nuclino

Nuclino focuses on internal knowledge sharing and team collaboration, providing various options for structuring and visualising content.

Key Features:

• Real-time collaboration for team updates
• Private workspaces for secure documentation
• Input tracking to monitor team contributions

User Review: 

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FAQs

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What is a knowledge management system (KMS)? ▼

A KMS is a digital tool that helps organizations collect, organize, and share important information efficiently, creating a centralized repository of knowledge.

• Centralized Repository: A KMS creates a single source of truth for vital information, making it easily accessible.
• Enhanced Collaboration: It improves teamwork by ensuring everyone has access to up-to-date knowledge.
• Increased Productivity: Streamlined workflows and improved information sharing lead to better decision-making and overall productivity.

Why should my organization invest in a KMS? ▼

Investing in a KMS enhances customer support, streamlines onboarding, and increases consistency in messaging.

• Improved Customer Support: Quick access to information allows customer service representatives to resolve issues faster, leading to higher customer satisfaction.
• Streamlined Onboarding: New hires can find training materials and company policies easily, accelerating their integration into the team.
• Enhanced Collaboration: A KMS breaks down information silos, fostering teamwork and sharing of best practices.
• Consistency and Accuracy: Centralized knowledge ensures that all employees access the same information, promoting consistency in messaging and service delivery.

What features should I prioritize when selecting a KMS? ▼

Prioritize a user-friendly interface, collaboration capabilities, analytics, content management flexibility, and robust search functionality.

• User-Friendly Interface: An intuitive design allows all employees to use it effectively, regardless of their tech skills.
• Collaboration Capabilities: Look for tools that facilitate teamwork, such as discussion forums and shared documents.
• Analytics and Reporting: Insightful analytics help track how often the knowledge base is accessed, guiding content updates.
• Content Management Flexibility: The KMS should handle various content types (documents, videos, FAQs) and offer easy categorization.
• Robust Search Functionality: Strong search capabilities are critical for quickly finding relevant information, saving time.

What types of knowledge bases are available, and how do they differ? ▼

Knowledge bases typically fall into two categories:

1. Internal Knowledge Bases: Designed for internal use, housing resources like employee handbooks and procedural documents.
2. External Knowledge Bases: Geared towards customers, these provide FAQs and product information.

Formats for Knowledge Bases

• FAQ Pages: Address common questions from customers, enhancing self-service options.
• Help Centers: A centralized hub for all resources related to your products or services.
• Wikis: Collaborative platforms where team members can contribute and edit content together.

How does a KMS enhance customer support and satisfaction? ▼

A KMS enables your customer support team to quickly access relevant information, allowing for efficient issue resolution. This rapid access reduces customer wait times and ensures they receive accurate information, leading to improved satisfaction and loyalty.

How can a KMS improve the onboarding process for new employees? ▼

A robust KMS serves as an invaluable resource for new hires. By providing access to a comprehensive knowledge base, new employees can learn about company policies and tools at their own pace, fostering independence and helping them become productive team members sooner.

Can a KMS really help break down knowledge silos within my organization? ▼

Absolutely! One of the primary advantages of a KMS is its ability to foster collaboration and transparency across departments. By centralizing information, you encourage employees to share insights and expertise, reducing the risk of knowledge being confined to specific teams. This leads to a more unified organization where everyone is aligned.

How can I ensure my employees effectively adopt the new KMS? ▼

To promote successful adoption of your KMS, consider these strategies:

• Select an Intuitive System: A user-friendly interface encourages team members to engage with the tool.
• Offer Comprehensive Training: Training sessions help employees feel comfortable navigating the system.
• Involve Employees in the Decision: Engaging your team in the selection process ensures the KMS meets their needs, promoting buy-in.
• Create a Feedback Loop: Encourage users to share their experiences and suggestions, fostering a sense of ownership and continuous improvement.

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Conclusion

Choosing the right knowledge management tool is a significant investment that requires careful consideration. Start by defining your needs and goals, and remain flexible as you explore different products and strategies.

As you evaluate your options, be thorough in your research. Read reviews, gather feedback, and take your time to make an informed decision. While it might feel overwhelming, a solid plan will lead you to the right choice.

If you are interested in exploring YourGPT Chatbot as a potential solution, consider trying the free version or scheduling a product demo to see how it can benefit your organisation.