Where can I find the remote work policy? What’s the onboarding process? How do I access training materials for my role?
These are some common (and repetitive) questions HR professionals and managers must field every day. Wouldn’t having a centralized database that helps employees access relevant information without digging through endless folders, emails, spreadsheets, and shared drives be easier?
HR knowledge management software is the solution. 💡
These systems store, categorize, share, and retrieve critical information about HR processes, policies, and employee resources whenever needed.
In this blog, we’ll explore the top HR knowledge management software that will make information sharing seamless. 🎯
10 Best HR Knowledge Management Software
- What Should You Look for In HR Knowledge Management Software?
- The 10 Best HR Knowledge Management Software to Use
- 1. ClickUp (Best AI-powered HR knowledge base)
- 2. Guru (Best AI-powered knowledge search tool)
- 3. Document360 (Best AI-enhanced documentation platform)
- 4. Confluence (Best collaborative workspace for teams)
- 5. Notion (Best all-in-one workspace for personal and team productivity)
- 6. Tettra (Best knowledge-sharing tool for teams)
- 7. Bloomfire (Best knowledge-sharing platform for employee engagement)
- 8. Trainual (Best training and onboarding software)
- 9. Slite (Best collaborative note-taking and documentation tool)
- 10. Helpjuice (Best customizable knowledge base solution)
- The ‘Knowledgeable’ Choice—ClickUp
Summarize this article for me please⏰ 60-Second Summary
Here are the top AI-powered knowledge management tools, each tailored to specific needs:
- ClickUp (Best AI-powered HR knowledge base)
- Guru (Best AI-powered knowledge search tool)
- Document 360 (Best AI-enhanced documentation platform)
- Confluence (Best collaborative workspace for teams)
- Notion (Best all-in-one workspace for personal and team productivity)
- Tettra (Best knowledge-sharing tool for teams)
- Bloomfire (Best knowledge-sharing platform for employee engagement)
- Trainual (Best training and onboarding software)
- Slite (Best collaborative note-taking and documentation tool)
- Helpjuice (Best customizable knowledge base solution)
Summarize this article for me pleaseWhat Should You Look for In HR Knowledge Management Software?
Picking the right knowledge management tool for your HR tech stack can feel overwhelming, especially with many available options. The best tools share key features that simplify managing, sharing, and accessing information.
Let’s look at some essential features your HR knowledge management solution must have. 👇
- Powerful search functionality: A robust search engine with keyword search, filters, and tags to quickly retrieve relevant documents and data
- Integration capabilities: Seamless integration with existing HR systems such as applicant tracking systems (ATS) and human resource management systems (HRMS)
- Self-service options: Features that let employees independently access information about policies, benefits, and more
- Security and access controls: Granular permissions protect sensitive data by restricting access to authorized personnel only
- Analytics and reporting: Built-in analytics tools to track patterns, identify knowledge gaps, and measure the effectiveness of your knowledge base
- Collaboration and customizability: Tools that support teamwork on content creation while enabling customization of the interface, branding, and document organization
- Self-service solutions: Features that empower employees to independently access relevant information regarding policies, benefits, and more
🧠 Fun Fact: The term ‘human resources’ only emerged in the 1960s. Before then, it was called ‘personnel management,’ focusing primarily on administrative tasks.
Summarize this article for me pleaseThe 10 Best HR Knowledge Management Software to Use
An HR manager’s day often involves answering countless repetitive questions. To handle this efficiently, they need a smarter approach to managing and sharing knowledge.
Here are the top 10 picks for the best HR management tools. 💁
1. ClickUp (Best AI-powered HR knowledge base)
ClickUp Knowledge Management pulls all your important info into one place, so it’s always at your fingertips. HR teams can create, share, and manage knowledge effortlessly, ensuring alignment and seamless collaboration.
Let’s look at some features to help you create and manage an internal knowledge base for human resources. 👇
ClickUp Docs
ClickUp Docs is an excellent tool for creating and managing an HR knowledge base. Its advanced formatting features let you structure information, from company policies and employee handbooks to training materials.
You can control who sees your documents and find exactly what you need in seconds with simple keyword searches.
It also gives you nested pages, so you can break documents into subpages—great for keeping things like employee benefits, onboarding, or compliance training neatly organized.
For instance, you can have a main page for the ‘Employee handbook’ and create subpages for ‘vacation policies,’ ‘workplace safety,’ and ‘dress code.’
The document collaboration software also includes versioning and history tracking. You can easily review previous versions of your documents and restore them if necessary, keeping your knowledge base accurate and up to date.
An effective HR knowledge management strategy should also focus on external knowledge management to engage stakeholders outside the organization. Tools like ClickUp enable HR teams to create knowledge base articles that address vendor FAQs, compliance guidelines, and external partnerships, making collaboration across boundaries easier.
ClickUp Brain
ClickUp Brain is a powerful AI tool for knowledge management. It transforms how organizations organize, search, and access critical information.
The AI Knowledge Manager, part of ClickUp Brain, quickly retrieves information related to policies, training materials, or employee records. So, instead of sifting through lengthy documents, users can ask contextual questions and get instant answers, saving hours of manual searching.
For example, suppose an HR manager needs information on the company’s leave policies.
In that case, they can simply ask ClickUp Brain and receive a detailed, context-aware response, making knowledge retrieval seamless and quick.
ClickUp Brain also simplifies document summarization, which is invaluable for HR teams handling large volumes of information. The AI automatically generates summaries for lengthy documents like policies, training materials, or compliance reports.
ClickUp Knowledge Base Template helps build and manage a centralized digital library of information within your team or organization. Designed with a structured framework, this template includes sections for knowledge articles, FAQs, and other resources, making organizing and sharing valuable insights easy.
With this setup, employees can quickly find the information they need, ensuring seamless access to knowledge. Knowledge base templates like this one also empowers the HR team to craft articles that guide users through common questions or challenges.
ClickUp best features
- Centralized information hub: Allows storage and organization of all HR-related documents, policies, and guidelines in one place
- Collaborative editing: Enables teams to work together on creating, updating, and reviewing HR materials in real-time
- Structured organization tools: Offers folders, tags, and templates to keep HR content well-organized and easily accessible
- Custom permissions: Provides control over who can view, edit, or share sensitive HR information
- Quick knowledge retrieval: Includes robust search options to locate documents or answers to HR queries instantly
- AI-powered insights: Suggests improvements, identifies gaps in documentation, and ensures content stays up-to-date
- Interactive tools for employees: Facilitates self-service access to HR resources, allowing employees to resolve their queries
ClickUp limitations
- Steep learning curve due to its multiple customization options
- Initial setup takes time
ClickUp pricing
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Contact for pricing
- ClickUp Brain: Add to any paid plan for $7/month per user
ClickUp ratings and reviews
- G2: 4.7/5 (9,000+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
2. Guru (Best AI-powered knowledge search tool)
Guru simplifies knowledge management, helping teams efficiently organize and access information. You can create ‘cards’ or small units of knowledge. These can include anything from company policies to FAQs, enriched with multimedia for clarity.
With real-time updates, Guru ensures user manuals stay current through automated review cycles and expiration reminders. Plus, AI-powered suggestions help you find relevant information quickly.
Guru best features
- Use Guru GPT to combine internal and external information to answer HR questions
- Track questions, edit responses, and address knowledge gaps using its AI Training Center
- Manage access with customizable permissions for shared resources
- Receive announcements and notifications, search for knowledge, and collaborate with your team
Guru limitations
- The search functionality returns an overwhelming number of results, making it harder to pinpoint the exact answer
- It doesn’t allow users to leave real-time feedback on cards
Guru pricing
- Free
- All-in-one: $18/month per user
- Enterprise: Custom pricing
Guru ratings and reviews
- G2: 4.7/5 (2,000+ reviews)
- Capterra: 4.8/5 (500+ reviews)
3. Document360 (Best AI-enhanced documentation platform)
Document360 focuses on making knowledge creation and sharing straightforward. Its intuitive interface helps build and manage knowledge bases regardless of your technical expertise.
The tool also acts as a self-service repository, minimizing repetitive HR queries and enabling employees to easily find the information they need.
Document 360 best features
- Create and manage knowledge-base articles with vast documentation features
- Get a version history of changes in your knowledge base in ‘Markdown’ and ‘Rendered’ format
- Create links to related information within the knowledge base to improve navigation and context
- Secure your information with single sign-on (SSO) and IP range restrictions to restrict document access
Document 360 limitations
- The analytical capabilities focus primarily on individual users or specific documents rather than providing a comprehensive overview
- There are no inline comments, built-in spell check, or ability to update articles based on actions in other tools
Document 360 pricing
- Free
- Professional: $199/month per project (billed annually)
- Business: $399/month per project (billed annually)
- Enterprise: Custom pricing
Document 360 ratings and reviews
- G2: 4.7/5 (400+ reviews)
- Capterra: 4.7/5 (200+ reviews)
🧠 Fun Fact: The earliest job description dates back to Ancient Egypt, where ‘scribes’ were the first professional role to manage records and communication.
4. Confluence (Best collaborative workspace for teams)
Atlassian’s Confluence provides a dynamic environment for capturing, organizing, and sharing knowledge. As a centralized hub, it integrates documentation, project management, and team collaboration.
Its real-time communication features let remote and in-office teams stay aligned.
Confluence best features
- Collaborate with your team with real-time editing, commenting, and notifications
- Find information with advanced search, labels, and an intuitive content hierarchy
- Use templates for HR documents to make all material consistent and recognizable
- Access insights into document usage to identify knowledge gaps and improve resources
Confluence limitations
- Exporting documents as PDFs is difficult and causes the platform to lag
- You can’t copy and paste information from Confluence into other software without running into formatting problems
Confluence pricing
- Free
- Standard: $5.16/month per user
- Premium: $9.73/month per user
- Enterprise: Custom pricing
Confluence ratings and reviews
- G2: 4.1/5 (3,500+ reviews)
- Capterra: 4.5/5 (3,000+ reviews)
5. Notion (Best all-in-one workspace for personal and team productivity)
Notion is a unified platform combining notes, tasks, and databases to streamline knowledge management. It also lets you create company wikis on different topics.
The flexible interface allows teams to create workflows tailored to their specific requirements. It also supports various types of content, including text, images, and links, making it a versatile tool for organizing information.
Pre-built templates further simplify creating and maintaining up-to-date HR documentation.
Notion best features
- Create a centralized knowledge base for all company information, including onboarding materials, internal policies, and team-specific resources
- Use its ready-to-use templates like ‘Company Home,’ ‘New Hire Onboarding,’ and ‘Meeting Notes’
- Link different types of information, such as employee records with performance reviews, with Notion’s relational database
- Organize complex topics like compliance, benefits, and workflows using subpages
- Connect with tools like Slack, Google Drive, or ClickUp to create a cohesive knowledge management system
Notion limitations
- Sharing notes with non-users is complex, and it doesn’t support co-editing documents
- It shows performance issues with large databases or complex pages, including slow load times
- Inaccurate notifications and setting up recurring reminders for project subtasks are challenging
Notion pricing
- Free
- Plus: $12/month per user
- Business: $18/month per user
- Enterprise: Custom pricing
Notion ratings and reviews
- G2: 4.7/5 (5,500+ reviews)
- Capterra: 4.7/5 (2,000+ reviews)
💡 Pro Tip: A great knowledge management strategy would be recording case studies or conducting exit interviews. This is to capture tacit knowledge from departing employees and get valuable insights about your organization.
6. Tettra (Best knowledge-sharing tool for teams)
Tettra focuses on helping teams effortlessly collect, organize, and share knowledge. Its clean layout makes navigating FAQs, HR processes, and troubleshooting guides straightforward, even during busy work.
The platform also fosters collaboration, allowing you to suggest updates or share solutions.
Tettra best features
- Obtain instant answers about anything within the knowledge base with Kai, Tettra’s AI bot
- Store repetitive questions and their answers with its ‘Q&A’ feature
- Verify if your knowledge base article is updated on a set schedule with its ‘Verification’ feature
- Get content cleanup suggestions and identify unowned, stale, and public content to unclutter the database
Tettra limitations
- It doesn’t have exportable data points from user pages and sortable columns
- Only one person can edit a document, restricting collaboration
Tettra pricing
- Free
- Basic: $4/month per user
- Scaling: $8/month per user
- Professional: $7,200 per year for 50 users
Tettra ratings and reviews
- G2: 4.6/5 (100+ reviews)
- Capterra: Not enough reviews
🔍 Did You Know? According to Fortune Business Insights, 5% of HR professionals have already adopted generative AI into their organizations, while 9% are currently conducting generative AI trials. Additionally, 60% of HR professionals participate in enterprise-wide conferences around their organization’s use of generative AI, while 58% collaborate with IT leaders to explore potential use cases.
7. Bloomfire (Best knowledge-sharing platform for employee engagement)
Next on the list, Bloomfire is an HR management platform that lets you create visual content like videos and infographics. This makes it easier to explain complex ideas.
With powerful search functionality and analytics tools, Bloomfire helps HR teams track usage and identify areas for improvement.
Bloomfire best features
- Use deep indexing and advanced AI to facilitate quick and accurate information retrieval
- Categorize, archive, and access different types of documents and content
- Engage in discussions and share HR-related expertise through interactive forums
- Gain insights on how the knowledge is accessed and shared to identify gaps with its ‘Analytics suite’
Bloomfire limitations
- It reduces article width, making tables and embedded documents difficult to read due to formatting issues
- Bulk document uploads are not available
- Users have complained about not receiving reset password emails
Bloomfire pricing
- Custom pricing
Bloomfire ratings and reviews
- G2: 4.6/5 (400+ reviews)
- Capterra: 4.4/5 (250+ reviews)
8. Trainual (Best training and onboarding software)
Trainual specializes in creating detailed training documentation for efficient onboarding and employee development. Its user-friendly interface lets you build comprehensive training manuals covering company policies and best practices.
Checklists help new hires complete modules systematically, while multimedia support ensures engaging training materials.
Trainual best features
- Access the knowledge base anywhere, anytime with its mobile application
- Get automated reminders for any new updates to the content
- Share content with other stakeholders and manage access to ensure security
- Use its company, process, and policy content buckets to manage the existing knowledge base
Trainual limitations
- You have to acquire every team member’s credentials and add them individually
- The directory isn’t accessible through the mobile application
- Burdensome setup process
- The software’s usage flow lacks clarity, leaving users without a clear start, finish, or suggested workflow
Trainual pricing
- Small: $299/month for 1-25 employees
- Medium: $349/month for 26-50 employees
- Growth: $499/month for 51-100 employees
- Custom pricing for 101-10,000+ employees
Trainual ratings and reviews
- G2: 4.7/5 (700+ reviews)
- Capterra: 4.8/5 (450+ reviews)
9. Slite (Best collaborative note-taking and documentation tool)
Slite is a great HR knowledge management software that offers an effective way for teams to structure their documents. You categorize your information using folders and tags to keep it accessible.
The platform lets you provide your team with quick access to frequently asked questions and critical policies.
Slite best features
- Organize docs in flexible ‘Collections’ to filter, sort, and save views; you can also add sketches, videos, or embed options to add context
- Add content from other tools, including Google Workspace, YouTube, and more
- Ask its AI assistant questions regarding information in the workspace
- Save time using pre-designed templates for onboarding guides, policies, and more
Slite limitations
- There’s no option to sort based on note name automatically
- No offline access
Slite pricing
- Standard: $8/month per user
- Premium: $12.5/ month per user
- Enterprise: Custom pricing
Slite ratings and reviews
- G2: 4.6/5 (250+ reviews)
- Capterra: 4.7/5 (40+ reviews)
🔍 Did You Know? On average, AI saves HR teams 2.39 hours a week. Recruiters use the technology to help write job descriptions, match former candidates to open jobs, and text applicants.
10. Helpjuice (Best customizable knowledge base solution)
Established in 2011, Helpjuice creates a centralized repository of HR-related documents. Its functionalities, such as ‘role-based permissions,’ facilitate editing access control.
It also includes advanced analytics that tracks how employees interact with content, helping the HR team identify information gaps.
Helpjuice best features
- Access information in any language with its multilingual capabilities for diverse workforces
- Handle multiple document formats like PDFs and Word files while integrating with SharePoint and Dropbox
- Empower employees with a self-service model to access answers on various resources
- Track how employees interact with the knowledge base and identify gaps in resources using analytics
Helpjuice limitations
- Comment notification emails can’t be archived separately, making it easy to lose track of edits when a single commenter provides feedback across multiple articles
- It doesn’t have a ‘suggestion mode’ editing feature for teams with multiple writers and editors working on the same article
- Comments on documents disappear or get attached to the wrong text despite multiple efforts
Helpjuice pricing
- Free
- Premium: $120/month for 4 users
Helpjuice ratings and reviews
- G2: 4.5/5 (100+ reviews)
- Capterra: 4.7/5 (90+ reviews)
Summarize this article for me pleaseThe ‘Knowledgeable’ Choice—ClickUp
HR knowledge management software saves time, reduces confusion, and empowers teams to focus on priorities. While all options offer great features, ClickUp excels with its versatility, user-friendliness, and powerful integrations.
ClickUp combines the best features of knowledge management and project organization into one dynamic space. Whether you’re centralizing policies or setting up automated review cycles, everything your team needs is in one place. Sign up to ClickUp for free today! ✅
Everything you need to stay organized and get work done.
