Every Feature You Need to Enable Effortless Self-Service

Explore knowledge base software features you need to improve customer support & team collaboration

ProProfs Knowledge Base provides everything teams need to create, manage, and scale self-service documentation for customers and employees. These features help reduce support volume, improve knowledge accessibility, and enable effective team collaboration—without the complexity of traditional enterprise documentation tools.

Content Authoring

Content authoring is easy with ProProfs. Pick your favorite template from our library and get started. Write and edit content with our MS Word-like editor, upload files, and create an impressive knowledge base in minutes.

AI Writer
Generate, expand, and refine knowledge base articles using AI-powered prompts to create clear, accurate, and well-structured help content faster.
WYSIWYG editor
A WYSIWYG editor, like an HTML editor, lets users see and format their content while editing, exactly as it will look when published
Video & text pages
Elevate user experience by adding graphics like images and videos to your knowledge base articles
Table of contents
Create a mini table of contents and customize it for structured reading
Multiple authors
Assign different roles and permissions to users, such as admin, contributor, writer, editor, or your custom roles to ensure they’ve appropriate access
Multilingual
Create multilingual knowledge bases to support global customers and distributed teams, with support for over 90 languages.
Revision history
Track recent content changes, compare versions, and restore previous versions to maintain accuracy and accountability.
Easy & smart file management
Upload files in your file and image manager once and reuse multiple times and locations
Sync pages
Enable Sync Page to reuse a single page across multiple locations in your knowledge base
Single sourcing & variables
Maintain consistency by reusing content through merge tags, synced pages, and reusable snippets.
Page elements
Customize your article with page elements like text, HTML, image & text, widgets, and more
Page preview
See in real-time what your document will look like when it is printed or published
Spell & grammar check
Ensure your articles are error-free with real-time, built-in spell and grammar check
Easy style creation
Customize fonts and block styles to improve readability and accessibility, aligned with WCAG guidelines.
Change tracker
Get an instant comparison between two article versions in Markdown and Rendered format

Import from Word, PDF & PPTs
Import word docs, PDF files, PPTs, and much more right into your knowledge base. Also supported RoboHelp, MadCap, and other popular platforms
Export sites
Export a site’s content into a zip file and re-import it back into your knowledge base, if need be
Free content migration & setup
Let our team securely handle the migration of your existing knowledge base or help content at no extra cost
Callouts
Inform visitors about any changes in your knowledge base articles by creating callouts
Toggle content
Expand or collapse a section of your help article with toggle content
Easy publishing
Publish your knowledge base with a single click
Version control
Manage multiple documentation versions for different product releases or audiences.
Vault
Recover lost pages and prevent accidental data loss
Public & private
Create a public knowledge base for customers or enable private sites to allow only authorized access
Article expiration
Schedule articles for expiration to automatically become invisible or inaccessible after a given date
Folder or category organization
Efficiently organize your articles into folders with different levels of categories
Code block editor
Present code snippets to your readers in a visually appealing and easy-to-read format
Add table rows & columns
Enhance your knowledge base articles by adding table rows and columns with the Markdown editor
Add list
Improve article structure by adding ordered and/or unordered lists to explain sequences or highlight important points with clarity and precision
Full screen view
Offer your writers a clean, distraction-free space for focused writing

Branding & Customization

Customize your knowledge base with your brand name and logo. Choose from scores of fonts, themes, and designs that go well with your brand.

Customize header & links
Pick the color and fonts for your page header and hyperlinked text to match your brand identity effortlessly
Ready-to-use page templates
Choose from 25+ pre-designed page templates to build knowledge base pages
White label
Customize your knowledge base with your brand name and logo. Remove ProProfs branding and showcase the knowledge base as part of your brand
Custom fonts & themes
Pick your favorite fonts, themes, and designs to give a professional yet appealing look to your knowledge base
Custom CSS
Control the layout, format, and presentation of your knowledge base with the help of CSS
Custom domain
Change the default URL of your help site and give it a domain name that matches your brand
Clone a site
Duplicate a site and use it for a different knowledge base. You can even clone the site and translate it in a different language
Home page/landing page builder
Build a captivating landing page that seamlessly blends with your brand's unique style and identity

Multi-branding
Create different versions of a single site by applying different branding styles to it
Multiple help sites
Create and manage multiple help sites with a single login, and brand them differently
Page header & footer
Add header and footer to your knowledge base pages easily
URL redirection
Redirect users to the correct URL in case there are issues with the current article URL
SEO support
Enable SEO and make your knowledge base crawlable for search engines
Public view
Make your knowledge base visible to an unlimited number of people
Easy page restructuring
Enable page restructuring to control the layout, format, and presentation of your knowledge base with custom CSS

User Management

Add users and manage them effectively with our internal knowledge base features. Enable your users to work together with combined synergy in building and managing knowledge.

Add, edit & delete users
Add users, edit users’ profiles, delete users, or make them inactive
Roles & permissions
Assign roles to users and define their permissions to control who can do what in your knowledge base
Bulk operations
Easily perform actions like publishing, hiding, showing, deleting, and moving multiple articles with just a few clicks

Workflow & notifications
Set article workflows, custom statuses, and notifications to streamline reviews and approvals.
Teamwork support
Create custom workflow status for articles and assign the work to the relevant individual or team

Security & Compliance

ProProfs Knowledge Base software features related to content security help you set page, folder, or IP restrictions, authenticate users before they log in, create private sites, and much more.

Conditional content
Intelligent set of rules to hide or display content on your knowledge base
Restrictions
Add conditions to display or hide specific folders from your customers or employees
Single sign-on
Easily authenticate and protect identities with Enterprise SSO (Single Sign-On) using IDP services like Okta and Azure AD
Private sites
Enable private sites to keep access restricted to internal employees

IP restrictions
Restrict viewing and log in access to only designated IP addresses. This is helpful when you want your knowledge base to be viewed by a specific group of people in a specific network
Custom license, enterprise security, & ownership
Create a custom licence, get complete data ownership, access reports, transfer ownership, and much more
GDPR-compliant
We are committed to eliminating security gaps and ensuring greater transparency and accountability

Delightful User Experience

Our advanced KB software features help you craft exceptional experiences for your users.

Internal comments
Collaborate directly within articles using internal comments to review and refine content.
Contextual help
Guide users on certain features, explain complicated terms, and provide additional information with tooltips, lightboxes, and popups
Multiple-site search
Search content across multiple help sites easily
Intelligent search capability
Help users find answers quickly with fast, relevant, Google-like search and auto-suggestions.
Mobile support
Enable your customers and employees to browse your knowledge base from multiple devices
Multiple platform support
Supports various operating systems such as Android, iOS, Windows, and more
Guaranteed time up
Fast response time and 100% guaranteed time up, every time - Trust ProProfs
Dynamic content widgets
Automatically surface recently updated, newly added, or popular articles to keep your knowledge base fresh without manual updates.

Feedback & ratings
Allow your customers and employees to rate your knowledge base articles or comment on them
Ticket forms
Incorporate feedback forms in your knowledge base to capture customer feedback
Multiple tab view
Enable your customers and employees to browse pages in the table of contents and open them in separate tabs
24/7 reliable customer support
We are here for help, if you need us. We have phone help, live chat, and a huge knowledge base
Help widget
Group multiple articles in a single widget and provide readers with instant access to relevant knowledge base articles
Auto save changes
No need to worry about losing your work while creating content. Your changes are automatically saved as you write
Smart article suggestions
Suggest relevant articles as users search or browse to guide them toward answers faster.

Reports & Analytics

Use our knowledge base software features to get detailed reports on your knowledge base performance. Measure content effectiveness, track author activity, and evaluate how your content is being used.

Centralized reports dashboard
View all knowledge base analytics, user activity, and content performance from a single reports dashboard.
Knowledge base statistics
Get a high-level view of searches, reads, failed searches, and article activity.
Article health
Identify popular, poorly rated, or underperforming articles.
Author activity
Peek into the activities of your authors, their contributions, and last login time

Easy link maintenance
Get a list of all inactive and broken links along with the page titles for easy link maintenance
Content performance insights
Analyze article engagement over time to identify knowledge gaps and improvement opportunities.
Search Insights
Understand what users search for to improve discoverability and content coverage.

Integrations

ProProfs Knowledge Base software integrates beautifully with CRMs, G-suite, and our in-house tools. Leverage the integrations to experience excellence in customer support.

Teams well with ticketing tools
Integrate our knowledge base software with ProProfs Help Desk, Freshdesk, Zendesk, and more
Integrates seamlessly with the G-Suite
Integrate with G-Suite and work seamlessly with translation systems like Google Translate

API integration
Extract the entire list of articles from your knowledge base via API
In-house integrations
Add ProProfs Chat, ProProfs Help Desk, and ProProfs Survey to Knowledge Base software to make it a perfect customer support suite

Live Support