The 10 Best Open Source Knowledge Bases 2024

I’m sure you’re part of a fast environment and a growing team. While your company is thriving, you find it extremely overwhelming to handle common customer queries and basic colleague doubts while focusing on your work.

Even customers don’t appreciate executives who rush and provide half-baked answers to their questions. 88% of customers expect a company to have a self-service knowledge base, and companies that have one have seen a 20% increase in customer satisfaction.

This is most likely why you’re looking for a knowledge base software that can not only help you save time answering the most basic questions, but also streamline content within your organization.

And if you’re tight on budget or need extensive customization to control the knowledge base, you can always go for an open-source solution that is not only free but also offers an intuitive interface with customization abilities, making it easy to get started with new software and create a completely customized platform.

But, do open-source knowledge bases offer specific features you might need, are they reliable, and which knowledge base solution would be the best for your company? Let’s find out.

What is a Knowledge Base?

A knowledge base is a centralized repository of information designed to store and organize knowledge in a structured and easily accessible manner. This software solution enables the creation, management, and sharing of knowledge across an organization, team, or community. Whether used for customer support, internal team collaboration, or knowledge sharing, a knowledge base typically includes features such as search functionality, categorization, and tagging. These features make it easy for users to find and access relevant information quickly, enhancing productivity and efficiency.

Benefits of Open Source Software

Open source software offers a multitude of benefits that make it an attractive option for many organizations:

• Customization: One of the most significant advantages is the ability to modify and customize the software to meet specific needs and requirements. This flexibility allows organizations to tailor the software to their unique workflows and processes.
• Control: Open source software provides users with full control over their data and the software itself. This means you can make changes and modifications as needed without relying on a third-party vendor.
• Cost-effectiveness: Often free or low-cost, open source software is a budget-friendly option for organizations with limited financial resources. This cost savings can be redirected to other critical areas of the business.
• Flexibility: The ability to integrate open source software with existing tools and systems offers greater flexibility. This ensures that the software can adapt to the evolving needs of the organization.
• Community support: Open source software typically has a large and active community of users and developers. This community contributes to the software’s development and provides valuable support, making it easier to troubleshoot issues and implement new features.

How Did I Test Open Source Knowledge Bases To Add Them To This List?

Don’t worry, like many other listicles, I didn’t just randomly throw a bunch of tools in this article. Instead, I tested them thoroughly to assess their capabilities to the fullest and determine unique traits within each tool.

Here’s a breakdown of how I went about testing each of the tools.

Features I Looked For

1. Ease of use: An ideal knowledge base should be intuitive for its end-users and administrators setting it up alike. To test this feature, I prioritized:
2. User interface: 31% of customers expect immediate support, and 40% of customers expect to wait for 5 minutes to get assistance before they abandon the website. Hence, besides checking the knowledge base’s clean and modern design, I checked if the tool makes it effortless to navigate and find information quickly and easily.
3. Onboarding: While some tools were easy to install and configure and came with clear installation documentation, others lacked this important feature, which, honestly, was a waste of time.
4. Search functionality: Search is one of the most critical factors of a knowledge base, as customers should be able to easily search for the information or articles they are looking for.
5. Customization: Typically, open-source tools allow more room for customization. So, I explored whether I can modify the knowledge base’s look and feel (logos and colors), add plugins and third-party integrations with ease, and configure user access rules and permissions to ensure privacy.
6. Collaboration: Multiple users and team members collaborating on the same document in real-time enables faster editing and content creation workflows. I also tested whether I could track progress and restore previous versions of the content.
7. Multilingual support: When working with international clients and customers, a knowledge base should support multiple global languages. So, I checked whether this feature was available and if I could easily switch between languages.
8. Community vibes: Next, I evaluated whether there was active and accessible community support for beginners, along with beginner-friendly tutorials and FAQs.
9. FAQ content management system: An effective faq content management system is crucial for organizing and managing FAQ records. I looked for features like user permissions, content restrictions, and advanced search capabilities to ensure information can be found easily.

My test setup

To ensure a consistent test environment, I created a standard stack that is compatible with most open-source knowledge bases. The stack included:

• Ubuntu 22.04 operating system
• Apache or NGINX web server
• MySQL database
• Docker or Node.js, wherever applicable

Using this default and standard text environment allowed me to evaluate real-world experiences most administrators would have when setting up the tools.

How long have I played with each tool?

I spent an entire day just exploring each tool and getting a feel of how it worked.

This included trying to install and get the software running, browsing through the tool’s interface and navigating through different sections, and customizing the settings, such as tweaking the themes, design, and layout, and setting specific user rules and permissions. Additionally, I examined the source code to understand its accessibility for modification and innovation.

Besides, I also set time aside to interact with the community forums of each tool, including reading community tutorials, browning forums, and checking responsiveness to bug reports.

Testing the capabilities

I dedicated a maximum amount of time during the day to throw different stuff and challenges towards the tools to understand what they can and cannot handle.

For instance, I checked the content management and organization aspect of the tool—whether it could organize the documents based on their dates, status, importance, and owner to improve accessibility.

Next, I tested each tool’s ability to integrate with external platforms and project management software, like Trello, Slack, Asana, and Zendesk to streamline workflows.

Moreover, I also evaluated each tool’s responsiveness by using and testing them on different devices, such as mobile phones and tablets.

Top 10 Open Source Knowledge Base Software Solutions For 2024

Here is the ultimate list of the best open-source knowledge base system software you can try for your organization per its specific needs.

1. MediaWiki

MediaWiki is a customizable, multi-lingual, and extensible open-source knowledge base that might look familiar to you with its feel and design as it powers the well-known Wikipedia platform.

What makes this platform customizable is the range of extensions you can add to extend the functionality of your internal knowledge base.

For instance, the Skins extension lets you customize the look and feel of your internal knowledge base on MediaWiki, and the Hooks extension allows you to execute a custom code when specific events like user logging or saving a page occurs.

What I liked most about MediaWiki is how easily accessible all the information you might need is, such as navigating the platform, editing and customizing the page, installing and using the extensions, etc.

Besides, you can also track your changes and progress with strong version control and control over who can view specific pages and restrict access, making it a robust knowledge base solution.

Another pro of this platform is its strong and alive community. You can join the Mediawiki stakeholders user group and participate in the discussion. You can also seek answers from a support desk whenever needed, making MediaWiki a reliable knowledge base solution.

However, it’s also crucial to note that since MediaWiki is designed to serve high-traffic websites, it may not be an ideal knowledge base solution for small websites and organizations with minimal requirements.

2. DocuWiki

DocuWiki is another popular and versatile knowledge base that doesn’t require a database and comes with a clean, simple design.

If you’re looking for a simple and lightweight solution, DocuWiki is perfect. It uses a simple wiki markup language that makes it seamless for non-technical users to learn the tool.

It offers customization features for beginners and experts, from easy plugin configuration to developing custom extensions. It also offers a development manual to make developers’ jobs easier.

DocuWiki excels in internal knowledge management by enhancing collaboration and facilitating effective data sharing within organizations. It supports over 50 languages, has built-in access lists, and provides anti-spam measures to ensure high security.

Another plus point is its lively community where you can share your experience, assist plugin authors with documentation, submit bugs and feature wishes, and more.

While its usability and simple syntax make it ideal for beginner-level developers and companies of all sizes, it lacks in offering advanced multimedia support.

3. eXo digital workspace platform

The eXo platform provides a modern feel and user experience, unlike the two platforms discussed above.

If your primary focus is choosing a knowledge base platform that offers high social collaboration and communication capabilities, this tool is for you.

For starters, it offers a full-featured and modern content management system (CMS) for creating your pages and knowledge bases. Due to its collaboration and social capabilities, it’s a perfect option when building a knowledge base with a larger team.

For instance, you can chat, have a video conference, co-edit documents, and create tasks and agendas—making decision-making and content management a breeze.

While it’s a robust, extensible, and secure knowledge base platform that offers a unified user experience, it comes with a steep learning curve, and its free version lacks reliable technical support—making small organizations think twice before opting for this tool. A well-functioning support team is essential for addressing issues that arise, ensuring user satisfaction, and aiding in achieving organizational goals through better data management and fewer support tickets.

4. OpenKM Knowledge Management Software

OpenKM goes beyond the basic documents and static knowledge base articles and allows you to create a variety of documents, including presentations, manuals, and contracts, with the flexibility to add images and videos.

It’s a comprehensive enterprise content management solution that lets you create multiple content repositories and share them across your organization.

One of the best and most unique features of this tool is automation. Yes, it lets you automate recurring tasks, such as converting documents to specific formats (like PDFs) or moving documents to new destinations.

Another feature that sets it apart is taxonomy, which creates a single access point to all information in your knowledge base—simplifying search and improving customer experience.

It handles everything from automation, collaboration, and content distribution to content tracking and version control, facilitating decision-making. Besides, it seamlessly integrates with your email systems, CRM systems, Google Drive, and Microsoft Office.

When evaluating OpenKM, consider the support and features offered by the software provider. The responsiveness and reliability of their support team can significantly impact user experience and satisfaction.

5. Bookstack

Bookstack is like organizing and storing documents in your own knowledge base as chapters in a book.

It has a simple and clean interface that improves searchability and information retrieval. For editing purposes, Bookstack offers an intuitive WYSIWYG (what you see is what you get) editor that makes formatting content a breeze.

It also comes with a permission system to control access, a built-in MFA system, an optional markdown editor, and a built-in diagrams.net that allows you to create diagrams within your documents.

Compared to other tools, Bookstack comes with limited customization features and lacks collaboration abilities.

6. myBase

myBase is amongst the most unique knowledge management software that’s ideal for companies dealing with complex and unstructured datasets.

What makes this tool unique is that, unlike traditional knowledge management tools, myBase compresses all the information in a zip file and stores it in a tree-structured format. Wondering how it helps?

You can organize a huge and growing collection of documents, notes, and images in your knowledge base, create a searchable database consisting of unstructured information and arbitrary files, and more. To be honest, it covers even more use cases, such as notes manager, presentation tool, URL organizer, and more.

However, when considering new knowledge base software, it's important to note that myBase lacks advanced collaboration features and customization options, making it a knowledge management tool specific for the purpose of handling complex data structures.

7. Documize Community

Documize offers Community, a self-hosted knowledge base tool and knowledge management solution that comes with a simple and elegant design that makes document management a breeze.

Going beyond a static document workflow, Documize focuses on efficient document organization by team, project, or product lines for easy access and retrieval.

For instance, you can also assign labels to your documents in the knowledge base based on teams or roles, like administrators, developers, content shenanigans, etc. so your team members can easily sort and search for relevant documents.

Other core features of Documize include:

• Two-tier reusable templates to get you started
• Goes beyond the WYSIWYG editor and seamlessly integrates with tools like Trello, Jira, and Airtable, allowing you to insert sections from these tools and create composable content.
• Control content workflow, like approvals, revisions, and version management.
• Leverage detailed reporting and analytics of your content—and see what documents are being most viewed or ignored for strategic decision-making.

Unlike other tools, it offers limited multilingual languages and comes at a high pricing end.

8. PHPKB

PHPKB is user-friendly knowledge base software that facilitates the creation of private and public knowledge bases, documentation, manuals, and help centers. It is available under the Mozilla Public License Version 2.0, emphasizing its open-source nature and flexibility for customization.

Besides common features found in other knowledge base solutions, like collaboration, seamless search, authority access, and a powerful content editor, PHPKB comes with feedback analytics and content sharing.

With the sharing feature, you can automate notifications about newly published and released documents, raising customer awareness and reducing training time for employees.

At the same time, the feedback analytics feature makes it easier to understand customer’s opinions and choices and make relevant content improvements.

9. xWiki

xWiki is a powerful and enterprise-grade knowledge management software that focuses on customizability and extensibility.

It facilitates data organization with the ‘Structured Wiki’ feature and ensures seamless collaboration across various teams.

Moreover, it comes with ready-to-use solutions, such as XWiki Standard, Business Applications, XWiki Pro, and XWiki Procedures, to cater to different needs and applications.

xWiki also offers the flexibility to create custom solutions that are tailored to your specific needs with the support of dedicated developers, designers, and project managers.

The drawback of this tool is that its user interface isn’t as intuitive as other tools in the list and it requires significant resources, which can be a limitation for smaller companies.

10. Nice - Knowledge Management

Nice offers an intuitive and customer-centric knowledge management solution with a strong portfolio of clients, including Hyatt Hotels.

Its product, CXone Expert, is an AI-powered knowledge management solution that promotes customer self-service and delivers lightning-fast answers to customer queries, eliminating callbacks and transfers.

Besides, the tool also ensures enterprise scalability, ensuring optimal and consistent performance. What the tool lacks is customization and language support provided by many other knowledge base software.

Choosing the Right Knowledge Base Software

Selecting the right knowledge base software is crucial for maximizing its benefits. Here are some key factors to consider:

• Purpose: Determine the primary purpose of the knowledge base. Is it intended for customer support, internal team collaboration, or knowledge sharing? Understanding the main use case will help you choose a tool that aligns with your goals.
• Size and complexity: Assess the size and complexity of your organization or team. A larger, more complex organization may require a knowledge base that supports multiple users and departments, with robust features to manage this complexity.
• Features and functionality: Identify the essential features and functionality you need. This might include search functionality, categorization, tagging, and more. Ensure the software you choose can meet these requirements.
• Scalability: Consider whether the knowledge base can scale to meet growing demands. As your organization expands, the software should be able to handle increased usage and data.
• Integration: Check if the knowledge base can integrate with your existing software tools and systems. Seamless integration can enhance productivity and streamline workflows.

Open Source vs SaaS Knowledge Base: Which One is Better?

When deciding between open source and SaaS knowledge base software, it’s essential to weigh the pros and cons of each:

• Open Source Software: Offers extensive customization, control, and cost-effectiveness. However, it may require more technical expertise and resources to maintain and update. If your organization values flexibility and has the technical capability to manage the software, open source might be the better choice.
• SaaS Knowledge Base Software: Provides ease of use, scalability, and dedicated support. While it may be more expensive and less customizable, it is ideal for organizations that prioritize convenience and scalability without the need for extensive technical management.

Ultimately, the choice depends on your organization’s specific needs and priorities. If customization and control are paramount, open source software is likely the best fit. Conversely, if ease of use and scalability are more critical, SaaS knowledge base software may be the better option.

Tips for Getting Your Open Source Knowledge Base Up and Running

It doesn’t end with simply choosing an open-source knowledge base solution. You need to take some preemptive steps before getting your knowledge base running. Here are some tips for you to get started with running your knowledge base smoothly and efficiently.

1. Figure out your team’s needs

Mindlessly adding information and articles to your knowledge base, which most employees might not even bother to read, will not be effective.

Before working on the content of the knowledge base, you first need to analyze what your team actually needs. Ask yourself the following questions:

• What are the common queries they come up with, and what type of information needs to be added to improve clarity among employees?
• How can you bifurcate content for different teams and departments so they can easily access and interact with the content?
• Do you need access controls and permissions for different users?
• Do you need specific plugins and integrations to enhance features, like searchability or collaboration, for your team’s convenience?

By analyzing and understanding your team’s needs and demands, you’ll be able to choose the right KB and customize it accordingly to ensure user-friendliness and maximum productivity.

1. Plan for the long haul - Who will maintain the knowledge base?

A reliable knowledge base requires ongoing maintenance to stay functional, relevant, and up-to-date with the evolving trends and technologies.

For this, a dedicated team is required to effectively steer the KB boat without it getting lost in the winds and hurricanes of outdated content.

You’ll need to create a team that will be responsible to:

• Get regular updates, schedule maintenance, and error-fixing.
• Ensure relevant and proper documentation is available on the knowledge base based on customers' and employees' needs.
• Monitor user feedback to continuously improve and maintain a relevant knowledge base.

1. Get your team excited about the new tool

Your company’s knowledge base will not serve its purpose if you don’t get your team to use it.

Communicate the benefits of your KB and introduce it to your team with great enthusiasm so they feel compelled to try it out. You can also conduct training sessions to make the team comfortable with navigating the KB.

In addition, you can reward early adopters of the KB and even incentivize those who contribute to it to foster engagement and knowledge sharing.

1. Transferring old content without losing your mind

Transferring existing content into your knowledge base can be the most stressful part of setting up the KB.

To ensure a smooth migration, start by categorizing old and most relevant and accurate content, initially prioritizing migrating only the accurate and relevant content and removing outdated or irrelevant content.

You can also automate the migration process using plugins or relevant data migration tools to avoid panic and ensure quick and easy data migration.

Knowledge Management Best Practices

Effective knowledge management is essential for maximizing the value of your knowledge base. Here are some best practices to follow:

• Clear goals and objectives: Establish clear goals and objectives for your knowledge base. Define what information will be stored and how it will be used to ensure it meets the needs of your organization.
• Standardized processes: Implement standardized processes for creating, updating, and maintaining the knowledge base. This ensures consistency and accuracy across all content.
• User engagement: Encourage user engagement and participation. Solicit feedback and suggestions for improvement to keep the knowledge base relevant and useful.
• Regular maintenance: Regularly maintain and update the knowledge base to ensure information is accurate and up-to-date. This prevents the accumulation of outdated or irrelevant content.
• Metrics and evaluation: Establish metrics and evaluation criteria to measure the effectiveness of the knowledge base. Use these insights to identify areas for improvement and ensure the knowledge base continues to meet organizational needs.

By following these best practices, you can create a robust and effective knowledge base that supports your organization’s knowledge management goals.

Conclusion

An open-source tool is great—it’s free, easy to customize and add custom code, and easily adaptable and can be integrated with other tools and software.

However, just like other free stuff, open-source KB solutions also come at a cost. For instance, they may work for a low number of customers with less traffic on your site or when you need a basic knowledge base without many advanced features due to minimal content requirements.

However, as your team and business grow, an open-source knowledge base platform won’t suffice your needs.

This is where Slite can be your perfect match.

It’s a comprehensive knowledge base solution that offers AI-powered features, like an editor to ensure custom formatting, a wiki generator to generate document structure quickly, and my favorite, the AI Assistant Ask, which detects your questions and answers them based on the team documentation.

You can also leverage key insights, seamlessly collaborate, integrate third-party tools, and bring your workflow to a single tool.

So, whether you wish to build a knowledge base for product documentation, an employee handbook for onboarding, or OKR planning, Slite is a seamless, secure, intuitive, and reliable knowledge base solution you can use for your company.

If you’re convinced, book a demo today and try the tool out for free.

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