For modern organizations, information isn’t just an asset—it’s the engine behind growth, agility, and innovation. But without the right tools in place, knowledge is often siloed, outdated, or lost entirely. That’s where the right knowledge management software comes in.
In this guide, we’ve handpicked 10 knowledge platforms leading the way in 2025—tools that support everything from AI-driven SOP delivery to embedded analytics and global onboarding. Whether you’re scaling a startup or managing knowledge across continents, this list will help you find the right fit.
1. Notion – The Most Versatile Internal Knowledge Base
Best for: Teams building custom knowledge workflows and internal wikis
Affiliate: Start with Notion →
Notion has become the go-to workspace for creating interconnected knowledge libraries. Teams use it to build everything from onboarding portals and SOPs to collaborative wikis and project documentation. What makes Notion powerful as a knowledge management software is its flexibility—every block is customizable, so your KM system can evolve with your company.
Key Features:
- Custom databases and page linking
- Rich media support (video, tables, embeds)
- Team permissions and collaboration history
- Pre-built templates for KM, HR, marketing, and more
🔍 Also ideal for async knowledge-sharing in remote teams.
2. Whale – AI-Driven SOP and Knowledge Delivery Tool
Best for: Centralizing SOPs and delivering knowledge in the flow of work
Affiliate: Explore Whale KM →
Whale focuses specifically on capturing, maintaining, and distributing process knowledge. Its AI-enhanced platform helps organizations build structured SOP libraries and ensures that employees receive the right content at the right moment—via Slack, email, browser extensions, or other integrations.
Why It Stands Out:
- AI content generation and recommendations
- Ownership tracking and version control
- Chrome Extension for contextual SOP access
- Onboarding and training modules with progress tracking
🧠 Especially useful for operations, customer success, and fast-scaling companies.
3. Guru – Knowledge That Finds You
Best for: Sales and support teams needing instant, verified answers
Use it for: Context-aware, browser-based KM
Guru acts like a digital brain for your company—capturing answers from subject matter experts and surfacing them where employees work. It integrates directly into platforms like Zendesk, Slack, and Chrome, delivering knowledge in real time.
Core Features:
- Knowledge verification workflows
- Smart browser extension
- Analytics for engagement and usage
- AI suggestions for knowledge gaps
4. Confluence – Robust Knowledge Management for Enterprises
Best for: Technical teams and large organizations
Use it for: Structured knowledge repositories and team documentation
Built by Atlassian, Confluence offers robust documentation tools ideal for engineering, DevOps, and IT teams. It’s a staple in large enterprises needing page hierarchies, user permissions, and version control. Confluence shines when used alongside tools like Jira and Bitbucket.
Features:
- Structured spaces and page trees
- Enterprise-grade permissions
- Collaborative editing
- Built-in templates for product, IT, and HR
5. Bloomfire – AI-Enhanced Search for Knowledge Hubs
Best for: Mid-sized businesses looking for fast search and sharing
Use it for: Creating searchable libraries across functions
Bloomfire is a powerful internal knowledge platform known for its search-first design. It uses AI to automatically tag and index files, even within videos and PDFs, ensuring your teams can find information quickly—without asking around.
Highlights:
- AI search and smart content tagging
- Supports video, images, PDFs, slide decks
- Analytics dashboard to spot knowledge gaps
- Custom branding and private knowledge hubs
6. Slite – Lightweight KM for Remote Teams
Best for: Async teams needing a shared, organized knowledge space
Use it for: Team rituals, decisions, and project documentation
Slite combines the simplicity of docs with the structure of a wiki. Built for remote and hybrid teams, it helps keep everyone aligned across time zones without clutter. Templates and channels keep things easy to browse and search.
Why It’s Great:
- Clean, distraction-free writing interface
- Comments, mentions, and activity logs
- Slack integration for team updates
- Async decision documentation
7. Explo – Embed Interactive Data into Your KM Stack
Best for: Teams that want to surface live data inside knowledge portals
Affiliate: Use Explo in Your KM →
Explo isn’t a traditional KM tool—but it supercharges knowledge delivery by letting you embed real-time dashboards and analytics into your internal or client-facing knowledge bases. Perfect for customer success, ops, or product teams.
Top Use Cases:
- Embed dashboards in Notion or Confluence
- Share data with internal teams or clients
- Replace static PDFs with live, interactive insights
📊 A great way to make your KM dynamic and data-rich.
8. Document360 – Self-Service Knowledge Base + Internal Docs
Best for: Creating both public-facing and private knowledge centers
Use it for: SaaS help docs, internal knowledge portals
Document360 is purpose-built for knowledge base creation. It offers markdown editing, advanced search, category trees, and team roles—ideal for customer-facing docs and internal knowledge libraries alike.
Why It’s Trusted:
- Enterprise-ready search and content workflow
- Supports public/private documentation
- Analytics, version history, and backup tools
- Easy migration from existing KM systems
9. Multiplier – Global Hiring Meets Knowledge Onboarding
Best for: Rapid onboarding of remote employees across borders
Affiliate: Hire Globally with Multiplier →
Multiplier is a global employment platform that enables companies to hire, onboard, and manage full-time employees in 150+ countries. While not a pure KM tool, it’s essential for global knowledge rollout—making sure new hires have immediate access to structured SOPs, onboarding guides, and documentation.
Use It Alongside:
- Notion: for internal knowledge docs
- Whale: for SOPs by role
- Multiplier: for onboarding infrastructure and compliance
10. Capsule – CRM-Driven Knowledge for Small Teams
Best for: Service-based SMBs combining CRM and KM
Affiliate: Explore Capsule →
Capsule is a CRM built for growing small businesses, and it doubles as a lightweight KM solution—especially for client-facing teams. Use it to track communication, share internal notes, and manage knowledge around deals and projects.
Features That Support KM:
- Contact history and shared notes
- Email tracking and task assignments
- Sales pipelines + integrations
- Knowledge retention around customer accounts
How to Choose the Right Knowledge Management Software
Choosing the right KM platform comes down to:
- Who needs the knowledge — support, product, HR, sales?
- What types of knowledge you’re managing — SOPs, live data, onboarding, customer documentation?
- Where and how your teams work — remote, async, or in-office?
- Your growth stage — from 5-person startups to global workforces
If you’re creating a lightweight internal wiki, start with Notion. For AI-driven process delivery, try Whale. Scaling remote teams globally? Pair Multiplier with your documentation platform. Looking to embed live data? Integrate Explo into your KM stack. Need a CRM-first KM system? Capsule does it well.
Final Thoughts
The best knowledge management software is one that gets used. In 2025, that means tools must be intuitive, collaborative, AI-ready, and tailored to how your people work—not just where they work.
Whether you’re managing SOPs, onboarding global teams, or surfacing data insights, these ten platforms give you the flexibility, structure, and power to do it right.
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