Top 5 Best KnowledgeOwl Alternatives In 2024

Best KnowledgeOwl Alternatives will be described in this article. One of the top products on the market is KnowledgeOwl, as you may have discovered via your research on stand-alone knowledge base software. The comprehensive knowledge base of this software is utilised by many users, but you should definitely have a look at some of the other options.

Top 5 Best KnowledgeOwl Alternatives In 2024

In this article, you can know about KnowledgeOwl Alternatives here are the details below;

It’s now simple for you to assess various KnowledgeOwl substitutes that might provide more of the functionality you require from a knowledge base application. It’s important to give this option careful thought because it will affect how you assist clients and distribute expertise inside your company.

Specifically, you may prefer a solution that offers more choices in terms of performance reporting and bilingual knowledge bases. Don’t worry; this post offers substitutes.

What is KnowledgeOwl?

What is KnowledgeOwl

You can create an interior and external knowledge base with KnowledgeOwl, a knowledge base software. Teams of users can work together on content using KnowledgeOwl, producing a resource that will be useful to all readers.

KnowledgeOwl is distinct from other companies because it specialises in creating knowledge base software that facilitates content creation. Having been established in 2011, the company is still in its infancy and provides its software to a diverse clientele.

KnowledgeOwl has several noteworthy features, including an intuitive WYSIWYG editor, user management, contextual assistance widget, and a very responsive customer support team. The monthly cost for a single user and knowledge base starts at $79,

KnowledgeOwl is essentially a comprehensive content management system that you can use to build an article collection. KnowledgeOwl’s ability to incorporate information architecture and organise content into categories and subcategories sets it apart from other website software. Its robust and visible search makes it possible for users to locate the content they need.

What does KnowledgeOwl offer?

There are a few important qualities of KnowledgeOwl that you should be aware of before choosing it for your company.


Users can preview their content as they write it with KnowledgeOwl’s WYSIWYG editor, which functions just like any word processor. No training is required for users to become proficient with the editor.


Article Management

In contrast to a traditional content management system, KnowledgeOwl’s interface allows you to bulk edit an article’s author, status, or group limitations. With the drag-and-drop feature, rearranging articles and categories is simple.


As previously noted, KnowledgeOwl gives you the ability to categorise your articles and present them in a variety of ways. You can show your articles on a single page or select from a variety of preformatted landing page layouts. You can limit your categories to groups and select as many category levels as you’d like. You have fine-grained control over your categories, including the ability to send them to other websites.

Contextual help widget

With the contextual help widget provided by KnowledgeOwl, customers may access a condensed version of your knowledge base from any page on your business’s website or mobile application. It might point viewers to a specific suggested page or the entire knowledge base. Your users can search and browse through articles in your knowledge base with the widget.


With KnowledgeOwl’s fully customisable knowledge base, you may alter the colours, logo, and fonts on your website. KnowledgeOwl comes with four pre-built themes that you can select from, or you can use the code editor to start from scratch and design your own. Whether your organisation requires a single column for all of your material on a page or many columns for navigation, content, and metadata, you may choose a website layout that suits its demands.

File library

There is no restriction on how many files you can add to the file library, including photos and files from your organisation. Larger video files can be directly incorporated into your articles from your video hosting site, although uploads are limited to 200MB.


KnowledgeOwl’s search feature allows users to jump directly to material if they see what they’re looking for by automatically suggesting articles as they type into the search field. To assist people looking for substitute phrases that don’t correspond with your official vocabulary, you can build a synonym library. Additionally, you can use search terms that, even if they are not included in the article itself, will nonetheless yield results.

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SEO and Tags

Using article title tags and meta descriptions, KnowledgeOwl helps you optimise your knowledge base for search engines. Installing Google Search Console will allow you to create publicly accessible site maps and monitor search engine performance.

User Management

Controlling who has administrative access to your knowledge base is one of the user management features provided by KnowledgeOwl. Users with standard editor and writer roles can access information without publishing choices, and you can manage who has access to what inside your knowledge base.


You can read article ratings reports, popular articles reports, and articles without view reports using KnowledgeOwl’s restricted reporting features. You may learn how readers are interacting with your articles by looking at these reports.

APIs and Webhooks

Although KnowledgeOwl only provides a small number of native connectors, you may develop custom workflows and integrate KnowledgeOwl with other platforms by using its API and webhooks with Zapier. Webhooks are subscription services that allow you to receive push notifications automatically whenever someone updates your knowledge base. Make several API keys with distinct permissions (GET, PUT, POST, DELETE) and reporting (last accessed date and IP address) for each use case.

Limitations of KnowledgeOwl

Although KnowledgeOwl offers a lot of capability, you should be aware of certain significant limits.

No Mixed Knowledge Base

You are unable to establish your knowledge base to be a combination of public and private while using KnowledgeOwl as your knowledge base. On the other hand, you are in charge of deciding which user roles or teams can access which categories or information. You won’t be able to direct some of your knowledge base’s content towards internal staff and some towards customers.

Limited version control

If you wish to undo unintended modifications, KnowledgeOwl allows you to go back to earlier iterations of your articles. But just the last ten versions are included in this revision history; all versions prior to that are gone forever.

No review reminders

It is not possible to schedule review reminders in KnowledgeOwl for a specific date that will remind you to update an article if your material becomes outdated. This indicates that since no one considers to update articles, they become outdated fairly quickly.

No Private Hosting

Your knowledge base must be sent over the cloud while using KnowledgeOwl, so you are unable to host it on your own servers. Therefore, you are unable to take advantage of private hosting’s higher level of security.

No Automated Import Options

Automating the import of your content into KnowledgeOwl is not possible if you are switching from another tool. This implies that you will probably need to manually transfer the material, which will take a lot of time and result in the loss of important formatting.

Does not Support Import from MS word

Specifically, KnowledgeOwl does not allow import from Microsoft Word, a widely used platform by writers to produce documentation. Users will have to copy and paste text if this import is not present.

Not Many Integrations

KnowledgeOwl primarily facilitates programmatic integrations via Webhooks and APIs, which need to be set up with development resources. It lacks built-in interfaces with widely used tools that are easily configured with a few clicks.

No In-built Modern Editor

Technical writers find Markdown editing to be a compelling method for creating documentation, however KnowledgeOwl does not support it. Users are compelled to utilise a WYSIWYG editor instead, which is less efficient than authoring. HTML is used to construct content along with all of its related code.

Can’t Report on Link Status

There is no method in KnowledgeOwl to report broken links in your knowledge base, which is likely going to affect your search engine optimisation. It will be necessary for you to depend on end users to notify you of broken links in your documentation, which will make the knowledge base less user-friendly.

Has Only a Few Templates

There are just four templates pre-programmed in KnowledgeOwl that you may utilise to configure the appearance of your knowledge base. This indicates that there’s a good chance your knowledge base will wind up appearing too similar to those of other KnowledgeOwl customers.

No Translation Capabilities

KnowledgeOwl can not support multilingual knowledge bases because you are unable to translate your material into many languages for your users. This significantly reduces the target market to which KnowledgeOwl can be appealing.

Why you Need to look for Better Alternatives

While KnowledgeOwl undoubtedly offers several excellent features, there are a number of shortcomings that require you to find more suitable options. First and foremost, in comparison to other solutions of a similar nature, KnowledgeOwl is a costly piece of software that only becomes more so as more users are added.

KnowledgeOwl users would also be dissatisfied due to the absence of native integrations. You can’t automate your workflows using KnowledgeOwl because it’s difficult to integrate it with your other preferred products.

Furthermore restricted, KnowledgeOwl’s reporting method prevents you from learning anything about the characteristics of your consumers. KnowledgeOwl’s built-in analytics doesn’t offer many choices unless you interface with Google Analytics in order to obtain comprehensive data.

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1. Document 360

Document 360

Document360 is a very good KnowledgeOwl substitute. There is a free plan available for five users at the beginning of Document360, so you can take advantage of the features without having to pay anything. After that, five team accounts are available for $299, which is a great deal for the money.

Undoubtedly, Document360 provides the most user-friendly authoring interface. It’s a well-organized solution that lets you build an excellent knowledge base for your staff or clients. With a drag-and-drop user interface (UI), creating and customising your website to fit your brand is easy.

With Document360’s Markdown editor, content creators may begin creating content. It’s simple to organise your material into a hierarchy and to move articles around inside categories. Comprehensive statistics provide you with information about how well your knowledge base is doing, and several integrations let you link Document360 to your preferred tools.

Customers use Document360 because of its robust feature set, which nevertheless translates to ease of use and effectiveness for end users. Localising your content for your users and building a bilingual knowledge base are simple tasks.

most straightforward and simple! assigns writers the responsibility of overseeing the entire writing, home page design, insights with analytics, and publishing process.

2. Confluence


Confluence works best as an internal knowledge management solution and is a great wiki substitute for KnowledgeOwl. Confluence facilitates knowledge sharing and project collaboration across teams. It’s a remote-friendly workspace with many of built-in templates to make team documentation easier. Updates can be posted, pages can be commented on, and team members can be tagged.

Confluence’s ability to automatically format links into a user interface that resembles a shortened button and position the material like a blog is its strongest feature. Multiple users can edit and share the same document based on the access rights granted by the document creator, helping to maintain the content’s integrity. It’s also quite handy to see who last edited and when in the upper right corner.

3. Guru


Guru is an internal wiki programme that works really well for organising content into cards and boards. Guru works well for knowledge management and facilitating team knowledge sharing throughout organisations. With the Guru Chrome extension, you may update the knowledge base from any location. The option to request content integrity and accuracy verification from users is one of the best features. Guru allows you to access knowledge from your communication tools with integrations with Slack and Microsoft Teams.

It’s good that Guru doesn’t have too many features that small teams won’t need. It’s also quite simple to get started with Guru—just start jotting down your ideas, then formalise them every time you check the card and make sure it’s current. Remember to add tags so that information may be easily found later.

4. Stonly


Stonly is designed for interactive troubleshooting and step-by-step guidance. By offering self-serve tutorials that are personalised for each user, it enables you to mentor clients and staff members to success at scale. Onboarding, problem solving, adoption, and success are all appropriate uses for Stonly, which provides tailored advice when and when it matters. For seamless connectivity with all your preferred tools, it provides interfaces with Zendesk, Freshdesk, Zapier, and Intercom.

I adore the range of guide alternatives that Stonly offers (such as knowledge bases, product tours, NPS surveys, checklists, and more), and I particularly appreciate the high-quality templates that they offer for each kind. I particularly like how easy Stonly allows it for you to provide multiple routes to success for your consumers within guides. I can use a “choose your own adventure” strategy when creating guides to fit various clients and methods of operation.

5. Bloomfire


Using the knowledge sharing platform Bloomfire, teams may gather, connect, and democratise the insights and knowledge that are present throughout the entire company. An internal product called Bloomfire gives teams access to a single, searchable location for data and insights so that you and your colleagues may work as efficiently as possible regardless of where, when, or how you’re working. In order to increase productivity and efficiency, employees can easily access your collective intelligence.

When someone else asks the same or a related question, our scientific team can respond to it on Bloomfire. This allows others to dig for the answer they need or add to the prior question and carry on the conversation. Both individuals who would respond to the query and those who are in need of the response benefit from the daily time savings. They can seek for the solution right away and explore related queries for more choices and alternatives. Different sales representatives asking the same questions don’t annoy me.

Frequently Asked Questions

What is the purpose of KnowledgeOwl?

Customers can organise and distribute their information in the form of online manuals, handbooks, portals, user guides, and software documents using KnowledgeOwl, a cloud-based knowledge management solution.

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