Recently on Helpjuice’s blog, we published an in-depth guide to creating an internal wiki for your business.
There, we discussed:
- What an internal wiki is — and what it is not
- Why you might want to create one for your team and/or your customers
- How to get your company wiki up and running
We also discussed some of the most popular wiki tools available to businesses today, such as Confluence, Notion, and Guru. Today, we’re going to take an even closer look at the many available wiki tools to choose from (both premium and open-source) as well as the benefits of using wikis as part of your overall knowledge management software stack.
Why Should Your Team Use a Wiki Tool?
Before we dive in, we need to answer the question of why your team should use a corporate wiki tool in the first place. Here are just a few of the benefits of using wiki software for your business:
1. Create Alignment Along Best Practices
Your wiki will house your team’s documented standard operating procedures, best practices, and overall collective knowledge.
This ensures your team members always operate with these best practices in mind — and that they can always refer to these documents as needed.
2. Improve Employee Onboarding and Training
Your internal wiki will also be a crucial tool for onboarding and training your employees.
For one, you can refer to your wiki intentionally and strategically throughout your training sessions. This can help reinforce the lesson at hand — or perhaps better communicate tacit knowledge and other information.
For your employees, your wiki will again serve as an open library of resources as needed. On top of helping them succeed in the moment, this also makes for continuous improvement of knowledge and skills over time.
3. Provide Self-Service Options
The public side of your wiki will act as the self-service portal modern consumers expect from the brands they do business with.
This not only enhances the customer experience, but also frees up time for your service and support staff to work with users with more pressing issues.
4. Retain Employee Knowledge
Practically speaking, your wiki tool will allow you to retain team knowledge well into the future — even as employees retire or otherwise churn.
This will save you countless hours while getting new employees onboard and up to speed. Similarly, it makes it easy for your long-time employees to fill in the gaps left by their former colleagues.
In any case, documenting your collective knowledge ensures you never lose the valuable pieces of wisdom behind your team’s success, no matter who comes and goes within your company.
5. Develop a Knowledge-Centered Culture
Your wiki will ultimately play a key role in bringing knowledge and knowledge management to the center of your organization.
As your team grows more accustomed to using and building on your wiki, they’ll begin to realize the positive impacts knowledge sharing has on their individual and team performance. Ideally, this will open the door for more knowledge-focused initiatives (such as communities of practice and further employee training).
What Features Should Wiki Software Offer?
Now, we need to discuss the main features your tool of choice should include — regardless of your more specific purposes.
That said, some tools may offer more advanced features within these functions. Still, even the more basic tools we’ll be discussing will offer some level of the following.
Collaborative editing is essentially the nature of all wiki tools.
Whether in real-time or asynchronously, all relevant team members should be able to help create, edit, and optimize all wiki content. Many tools also allow users to annotate and comment on wiki content being developed — and content that has already been published.
Your wiki tool should provide full oversight of and control over the content your team creates.
The ability to organize your content is crucial. Look for wiki tools that make it easy to:
- Build content structures and hierarchies
- Interlink related and relevant content
- Navigate your content library (as users and editors)
Some tools use automation to enable content scheduling and to remind stakeholders when it’s time to update or audit certain content. In most cases, versioning is offered to ensure all wiki content remains accurate and optimized.
Customization & Brandability
From both a functional and aesthetic perspective, you’ll want to be able to customize your wiki to your needs.
In terms of functionality, the tool should provide the flexibility needed…
- For your team to effectively and efficiently develop your wiki content
- For your end-user to get full value from your wiki content
Aesthetically speaking, you want to be able to customize your wiki’s appearance to your team’s liking. For customer-facing wikis, brandability is always important. Internally, customization can help you keep your wiki from feeling dated or obsolete.
An intelligent search function is essential — especially as your content library continues to expand.
At the very least, your wiki tool’s search function should return relevant results with minimal errors. Ideally, it allows for Google-like commands, along with dynamic form completion and search suggestions.
Some advanced wiki tools may offer search engine optimization features, as well. This all but ensures your users will be able to find exactly what they’re looking for whenever they engage with your wiki.
Multimedia and Multi-Format Support
Most modern wiki tools make it easy to inject image, video, and audio files into your knowledge content.
You might also look for a tool that allows your end-users to download your wiki content (or certain assets within said content).
Mobile and Offline Access
Along with the above, you’ll likely want a wiki tool that you can use on all mobile devices — even when you’re offline.
Multi-device access, for one, is a must. By today’s standards, this is basically table stakes.
Regarding offline access, users should typically be able to access recently-visited and highly-trafficked wiki pages at any time. While certain assets (e.g., video content) may require active downloading, text-based content should be stored in the tool’s cache for offline use.
As we’ll discuss, offline/async editing is offered by some providers — to varying degrees of success.
Integrations and Add-Ons
Both integrations and add-ons are essential parts of your future wiki tool.
For one, the tool should integrate seamlessly with the current tools in your tech stack — and, ideally, any tools you add to it in the future. As you’ll see, most tools typically integrate with various chat tools, help desks, CRM software, and more.
Many providers also offer add-ons or plug-ins — whether developed in-house or by members of the community. Some wiki tools provide hundreds of plug-ins to help you supercharge your internal efforts and user experience.
Usage Records and Reports
Managers and administrators should have full visibility of how the wiki is being used, and how it’s evolved over time.
Usage reports are important to identify commonly-visited pages and content. This, in turn, can inform a variety of initiatives — from product development and content creation to customer service and support.
Wiki tools should also keep records of any changes made to your content or content structure. The ability to revert to previous content versions is essential to avoid data loss and other disasters.
Even most open-source wiki software now offers high-level security features to keep your content and user’s actions safe and secure.
Overall, your wiki tool should offer protection against hackers, data leaks, and other such issues. While such security measures are important for all organizations, they may be a legal requirement for your team.
You might also need a wiki that enables permission restrictions and other privacy features. That way, you can be sure that certain knowledge content is only edited by specific team members — and that the process is always approached with clear intention.
16 Best Wiki Software for Businesses in 2022
Now that we have a clear idea of what an effective wiki tool should offer, let’s take a look at the best wiki software options available in 2022.
Atlassian’s Confluence gives teams a dedicated workspace where they can collaboratively create, edit, and share documents with one another in a wiki format.
Confluence offers over 75 content templates, along with a drag-and-drop interface for easy content creation. The tool’s social and chat features help make knowledge capture and sharing a normal part of your team’s processes — protecting against knowledge loss at all turns.
Confluence integrates with all other tools in Atlassian’s suite, and with over 3,000 third-party apps.
- Customizable for various purposes and use cases
- Collaborative features
- Template variety
- Interface may be too complex for non tech-savvy users
- Some navigability issues
- Free for up to 10 users and 2GB of storage
- Premium tiers start at $55/month per user, for up to 20k users and 250GB of storage
MediaWiki is the software behind Wikipedia — and the internal wikis of thousands of other businesses and organizations.
It’s a simple and reliable tool for creating content, hosting files, and developing a customized wiki space for your team. Interlinking is intuitive, in turn leading to a seamless and contextual content journey for the end-user.
MediaWiki connects with over 1,500 extensions to enhance the experience for creators and users alike.
- Quick setup and user onboarding
- Feature-rich and scalable
- Community resources and support
- Dated interface
- Infrequent updates
- MediaWiki is an open-source wiki tool
Nuclino’s wiki software offers a unified workspace where teams can collaborate in real-time while creating knowledge content.
The WYSIWYG, Markdown-enabled editor makes for quick onboarding and a simple content creation process. Code blocks allow for further content customization, while multimedia support lets teams easily communicate important information in multiple ways.
With Nuclino, teams can visualize the structure of their wiki as “clusters” — making organization and ongoing maintenance as intuitive as possible. This, combined with document tagging and interlinking features, also make for intuitive navigation of your wiki content for the end-user.
- Easy-to-use interface and features
- Integrations with Slack, Google, and others are seamless
- Comprehensive solution that can replace multiple tools
- Privacy and permission control options lacking
- Fewer integrations than other tools on the list
- Free for up to 50 items and 2GB of storage
- Standard: $5/month per user for full service
Notion is an “all-in-one workspace” for both remote and on-premise teams.
Notion focuses heavily on real-time knowledge capture, allowing teams to quickly create wiki pages using notes, messages, and other documents. With over 50 templates to choose from and a drag-and-drop editor, putting together new wiki content is quick and easy regardless of the context.
Permissions can be set within Notion based on specific pages, or on content hierarchy. Versioning also protects against accidental content edits or erasures.
- Simple and efficient user interface
- Customizable and flexible for multiple purposes
- Excellent tech support and community resources
- Lack of automation for common tasks
- Poor search functionality
- Free for up to 5 guests
- Team: $8/month per user for unlimited team members and collaborative spaces
Guru is the wiki tool of choice for a number of SaaS companies, agencies, and educational organizations.
Like Notion, Guru is heavy on knowledge capture and storage. The tool’s browser extension, for one, allows teams to capture information and data from around the web — then inject it directly into their wiki accordingly. Guru’s advanced AI notifies stakeholders of events in real-time, and delivers reminders to knowledge content creators as needed.
Finally, Guru’s expert verification and suggestion features help teams source the right info from the right individual within the company. That way, the knowledge content they create will always be as accurate and informative as possible.
- Intuitive interface and workflows
- Advanced search functions
- Interactive wiki content (e.g., quizzes)
- Documents can easily become disorganized
- Customization options lacking
- Starter: Free up to 3 users; $5/month per user for 4+
- Builder: $10/month per user
- Expert: $20/month per user
ProProfs tool allows teams of all sizes to create user-friendly wikis for both internal and customer-facing use.
It’s a highly-customizable solution, across the board: Teams can tweak ProProfs’ interface to suit their needs — and customize their wiki’s structure and appearance, too. ProProfs lets teams inject their own branded look and feel throughout their wiki, making for a streamlined experience for the user.
ProProfs’ unified search functionality combs text and tags to help you quickly find the information you need. Tagging and interlinking content builds context and creates relevant content journeys for users as they browse your wiki.
ProProfs’ wiki tool integrates with the various other tools in their suite, and with dozens of third-party tools, as well.
- Familiar Word-like text editor
- Instant/real-time knowledge-sharing capabilities
- Google-like search
- Some integrations can be buggy
- Not enough variation with provided templates
- Essentials: $30/month per author for 3 authors, 500 pages, and 1 knowledge base
- Premium: $40/month per author for 3 authors, 1,000 pages, and 3 knowledge bases
SlimWiki is a simple wiki-building tool for budget-conscious organizations.
Its simplicity makes it a key choice for less tech-savvy teams who need a no-frills digital space to store team knowledge. Editors can drag-and-drop text, multimedia, and other files into documents with ease — and can customize page appearance should they choose to do so.
SlimWiki integrates with HipChat and Slack so teams can communicate and collaborate directly within the tool. Changes to wiki content are saved and backed up automatically, with teams being able to revert to past versions with ease.
- WYSIWYG interface
- Slack integration empowers search queries
- Cost-effective solution
- Likely too simple of a solution for growing businesses
- Free for 1GB storage
- $20/month for 3 users
- $50/month for 10 users
- (Pricing scales from there)
8. Zoho Wiki
Zoho Wiki gives your team a collaborative workspace to create wiki-style knowledge base content.
With Zoho Wiki, teams can inject a wide variety of multimedia and other content into their wiki articles. Integrations with apps like Twitter, Google Maps, and Google Translate let you go above and beyond here — injection highly relevant and helpful resources into your wiki content.
Zoho Wiki automatically notifies team members when wiki content is changed or otherwise requires attention. Secure permission options keep knowledge content secure when being interacted with or being stored.
Zoho Wiki Pros
- Live chat feature for creators
- Supports real-time collaboration
- Scalable and customizable to various needs
Zoho Wiki Cons
- Setup not intuitive
- Free version offers limited features
Zoho Wiki Pricing
- Free for up to 3 users
- $2.70/month per user for 1 wiki and 1GB storage
- ($54 a la carte fee per additional wiki)
DokuWiki is a versatile open-source wiki solution used to create everything from corporate knowledge bases and company wikis to team workspaces and private notebooks.
As an open-source tool, DokuWiki can be whatever your team needs it to be. While the main tool is simple and straightforward enough for less tech-savvy teams, more advanced teams have full rein to tailor the tool to their liking. DokuWiki’s community continually releases new software updates, add-ons, and other improvements for teams to take advantage of.
Similarly, DokuWiki’s list of community resources is ever-growing, as well. Regardless of how you intend to use DokuWiki, you’ll have clear guidance on how to make the most of it.
- Easy installation, setup, and onboarding
- Improved administrative and authentication features
- Too “bare bones” for some teams
- Some ongoing security concerns
- DokuWiki is an open-source wiki tool
Slab allows teams to create wiki-style knowledge bases that will foster a culture of knowledge-sharing throughout their organization.
Teams can collaborate in real-time via Slab’s intuitive interface, which offers a mix of traditional and modern features — along with a crisp, modern look and feel. Building content hierarchies (and keeping them organized) is just as intuitive.
Slab integrates with dozens of third-party tools, such as Monday, Trello, and Zendesk — and allows teams to search these platforms for data and info directly within Slab’s interface.
- Dozens of templates for multiple purposes and content types
- Simplified change tracking and versioning
- Streamlined and engaging onboarding
- Limitations with interlinking
- Permission options recently improved but still lacking
- Free for up to 10 users and 10MB attachments
- Startup: $6.67/month per user for unlimited users and 25MB attachments
- Business: $12.50/month per user for unlimited users and 100MB attachments
XWiki is another open-source solution that’s continuously being improved upon by a community of over 100 developers — all for the purpose of helping teams break down information silos and maintain alignment.
As an out-of-the-box solution, XWiki provides the core features of an open-source wiki tool, including:
- A WYSIWYG interface
- Intuitive content structuring and navigation
- User permission and rights management
Teams can supercharge their use of XWiki with over 800 extensions — all readily available via XWiki’s community resources. XWiki’s developer community is dedicated to the security of their software, providing multiple layers to ensure their users' data remains safe at all times.
- A simple but scalable wiki solution
- Advanced search and navigation features
- Continual updates, improvements, and additions
- Basic UI perhaps too basic for some
- Slowdowns and technical glitches
- XWiki is an open-source wiki software solution
Kipwise aims to help streamline knowledge sharing for remote and on-premise teams via automation and AI-powered technology.
With Kipwise, teams can easily develop workflows for knowledge creation and management. From there, they can collaborate in real-time to create engaging and attractive wiki content for their end-user. Teams can search past conversations within Kipwise and integrated apps to easily capture and record knowledge within their wiki pages.
AI powers a number of Kipwise’s features for both knowledge creators and consumers — from timely reminders and alerts, to dynamic search and content suggestions, and more.
- Intuitive workflows and knowledge structuring
- Practical and effective automations
- Seamless integration with dozens of tools
- Wiki can become disorganized easily
- Search function not optimized
- Professional: $4.25/month per user
- Premium: $7.65/month per user
Wiki.js is hailed as the “most powerful and extensible” open-source wiki tool available.
It’s a fully customizable tool, boasting numerous advanced features that can easily be turned on or off. Customizable themes, along with HTML/CSS support, allow teams to make their wiki their own — both internally and for the user.
Wiki management and maintenance is a key focus for Wiki.js. Comprehensive administrative features give you full control over your knowledge content — and over who can access and edit your wiki pages.
- Powered by Node.js for high performance and functionality
- Multi-device support with real-time authentication and syncing
- A resource-rich community
- Requires a separate database
- Wiki.js is an open-source wiki solution
Slite’s innovative approach to collaborative workspaces helps teams create engaging and informative wikis for their end-users.
Using Slite’s drag-and-drop editor, teams can bring text and other knowledge assets directly into their wiki pages with ease. Slite also supports Markdown, and allows in-line comments and annotations. Teammates can tag each other within their knowledge documents to gather insight, hand tasks off, and otherwise maintain alignment.
Slite’s Discussions takes all this even further, enabling real-time and asynchronous messaging directly within workspaces. Teams can then easily organize and store this information for safekeeping — and refer back to it as needed moving forward.
- UI structure and navigability
- Knowledge capture features
- Excellent customer service
- Some permission control issues
- Poor mobile accessibility
- Free for up to 50 documents and discussions
- Standard: $6.67/month per user
- Premium: $12.50/month per user
Tettra’s wiki software helps teams supercharge their overall knowledge management initiatives — and bring organizational knowledge to the forefront of all team processes.
With Tettra, teams can easily create and edit knowledge content — and just as easily keep it organized and accessible for all stakeholders. Tettra’s Q&A feature allows knowledge content to be pushed to Slack and Microsoft Teams chats when prompted by users.
Tettra also helps teams identify knowledge gaps, structural problems, and other knowledge-related issues requiring immediate attention. This, along with usage reports and analyses, will help you make laser-focused improvements to your wiki over time.
- User-friendly for technical and non-technical teams
- Seamless integrations
- Provider dedicated to continuous improvement
- No real-time collaborative editing
- Lack of direct integrations (most through Zapier)
- Free for 10 users, 1GB per user
- Scaling: $8.33/month per user for up to 250 users and unlimited storage
- Enterprise: $16.66/month per user for unlimited everything
Gitbook is a wiki tool designed to help software teams break down organizational silos.
While no coding or design expertise is needed to create in Gitbook, the tool also lets teams use Markdown editing, code snippets, and rich embeds within their knowledge docs. Gitbook stays focused on documentation over aesthetics and over-the-top features — making it a prime choice for software and development teams.
(Advanced branding options are available — but don’t detract from the tool’s main focus on documentation.)
Gitbook allows for synchronous and asynchronous collaboration and provides versioning controls to help you keep all software documentation organized, accurate, and up-to-date.
- Syncs with GitHub and GitLab
- Simple, flexible interface
- Community development and engagement
- Lack of full customization options
- Password-less login not ideal
- Free for open-source projects
- Team: $6.40/month per user, starting at 5 users
- Business: $12/month per user, starting at 20 users
- Enterprise option available
Wiki Tools and Knowledge Management Systems
We said earlier that a company wiki is usually a core part of a team’s overall knowledge management initiative.
But, the fact is, most wiki tools will only take your knowledge management efforts so far. While you certainly can use these tools to take things to the next level, they aren’t your only option — and likely aren’t the best one, either.
If you're looking to fully optimize your organization's knowledge sharing and collaborative efforts then you may want to make use of knowledge base software.
Helpjuice’s knowledge base software provides the functionality and customization of most wiki tools — along with advanced features that allow your team to create, manage, and access company knowledge with ease.
Ready to get started? Try Helpjuice today with a 14-day free trial (no credit card required)!