Internal Knowledge Base Software That Helps Your Team Find Answers Instantly!

#1 platform for your team to centralize company knowledge & improve productivity
ProProfs Knowledgebase
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  • Write, edit, & import articles easily
  • Find answers anytime, anywhere
  • Allow teams to work in collaboration
  • Assess knowledge base performance with reports
  • Level-up security with password controls
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What Is Internal Knowledge Base Software?

Internal knowledge base software helps you build an online knowledge repository where critical information related to your work processes, projects, policies, and much more can be securely stored and accessed. Your employees can come together under one roof to create, design, and publish content for everyone in the organization. With seamless search, internal comments, and flexible roles and permissions, an internal help center gives everything you need to boost team collaboration and knowledge sharing.

Professionally-Designed Knowledge Base Templates

Pick your favorite template & customize it to your needs
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    Company Knowledge Base

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    Employee Handbook

  • tick Knowledgebase tick

    HR Documentation

tick Knowledgebase tick Employee Benefits Information arrow
Company Knowledge Base
tick Knowledgebase tick Onboarding & Company Introduction arrow
Employee Handbook
tick Knowledgebase tick Employee & Office Policies arrow
HR Documentation

How to Create an Internal Knowledge Base in 4 Easy Steps

  • Step 1: Pick a Template
  • Step 2: Write, Edit, & Upload content
  • Step 3: Customize as You want
  • Step 4: Publish in a Click

How to Choose the Best Knowledge Base Software

Why ProProfs?
Easy to Use

The software is designed for both beginners and experts. It is simple to set up and use and doesn’t require specialized training or coding skills.

Trusted by Top Brands

Leading brands like Adobe, Teleperformance, Mud Bay Inc., and Ayyeka Technologies use ProProfs to streamline their internal communication and customer support.

Honest, Simple Pricing

ProProfs offers a simple and transparent pricing structure that fits your needs. There are no hidden costs to surprise you later.

All Features You Need for Managing Knowledge

Easy Document Editor

Write, edit, and upload content easily. Choose from basic or advanced formatting options to style your content.

Roles & Permissions

Boost collaboration among employees by assigning separate roles to different teams.

Insightful Reports

Know what your employees are searching for. Analyze search patterns and improve results.

Anytime, Anywhere Access

View and manage your internal company knowledge base on laptops, tablets, or smartphones.

Customize & Brand

Brand your help site with customized fonts, colors, logos & more.

Centralize Documents

Centrally access company documents, manuals & more.

Powerful Search

Serve the most accurate and relevant article suggestions with Google-like search.

Public & Private

Create a public knowledge base or set it up for private use by employees.

Security Controls

Set up password controls and two-factor authentication for enhanced knowledge base security.

Benefits of an Internal Knowledge Base

Centralize Company Knowledge

As you grow, your employee base and knowledge pool expand. This information can easily get scattered across folders, documents, and emails.

An internal knowledge base software provides a secure home for your company information where it can grow and be of use to your employees. Centralized access to information streamlines work and improves employee performance.

Centralize Company Knowledge
Find Answers Instantly, Anytime
Find Answers Instantly, Anytime

Productivity goes down the drain when employees have to spend hours digging through scattered files to access critical company information.

An internal help center with a Google-like search system ensures employees get all that they need in just a few clicks. Such a robust search system shows up relevant article suggestions that closely match employees' search queries.

Promote Team Collaboration

An internal knowledge base lets your teams comment on articles, give feedback, and work in collaboration with each other. Each user and group can be assigned specific roles and permissions, to ensure there is maximum clarity and no room for confusion.

This system of collaborative authoring lets everyone in the team work harmoniously, without stepping into each other’s shoes.

Speed up New Hire Onboarding
Speed up New Hire Onboarding

An internal knowledge base acts as a buddy that guides new employees right from day one, helping them get up to speed faster. Employees quickly get familiar with your company culture, policies, mission and vision, clients, and more.

Repetitive questions are reduced to a minimum and turn new employees into high performers in less time.

Increase Employee Productivity

Employees waste an inordinate amount of time searching for information and solving problems that their peers have already dealt with.

An internal knowledge base software gives them the knowledge and wisdom they need to stay productive and make informed work decisions.

How Can an Internal Knowledge Base Improve Your Customer Support Process

Improves Agent Efficiency

An internal KB equips agents with instant access to valuable information, helping them answer customer questions quickly and confidently. No more wasting time on emails and endless document searches.

Brings New Agents up to Speed

New agents can use your internal knowledge base to get up to speed with your support process and start taking up customer requests. Quick access to information makes them more confident during customer interactions.

Reduces Customer Wait Time

A comprehensive internal company knowledge base makes it easy for agents to get the right information at the right time. This leads to faster resolution and a shorter wait time for customers.

How ProProfs Knowledge Base Works

Write, Edit, & Import Articles Easily

Manage your business knowledge in one place

ProProfs is well-equipped with all the features you need to create your internal company knowledge base. Choose from a wide range of expert-designed templates and kickstart the process in seconds. Author content effortlessly using our easy-to-use editor, embed images and videos to articles, and import files quickly to your knowledge base.

  • 40+ expert-designed templates
  • Simple, MS Word-like editor
  • Import Word docs, PDF files, PPTs, & Excel sheets
Access Information Anytime, Anywhere

Promote a culture of on-the-go learning

Show the most relevant answers to employees’ questions using our robust, Google-like search system. Set advanced filters to narrow your search and deliver accurate page and article suggestions. Encourage anytime, anywhere learning by providing employees with uninterrupted knowledge base access across devices.

  • Access information 24x7
  • Set advanced search filters
  • Deliver accurate search suggestions
Allow Collaborative Content Creation

Define roles & permissions of users & groups

Deploy our internal knowledge base software to enhance team collaboration and productivity. Assign roles such as administrator, contributor, editor, and viewer to each user and group, and let them collaborate through internal comments. You can also delete users or make a user inactive.

  • Add, edit or delete users
  • Assign roles & permissions
  • Collaborate using internal comments
Assess Knowledge Base Performance With Reports
Assess Knowledge Base Performance With Reports

Monitor your failed & successful searches

Unlock thought-provoking insights into how employees are using your knowledge base and whether they are finding it helpful.Track failed and successful searches, best and poor-performing articles, broken links, author activities, and much more. Harness these powerful insights to analyze and improve your employee knowledge base.

  • Generate weekly, monthly, & yearly reports
  • Download reports to maintain records
  • Make informed decisions to boost performance
Level-Up Security With Password Controls

Enable SSO & two-factor authentication

Allow only authenticated personnel to access your internal KB. Exercise full control over knowledge base access using features like single sign-on and two-factor authentication. Set IP restrictions to secure your team knowledge base from unregistered IP addresses. You can also set conditions at the page and folder level to display or hide content from specific employees.

  • Enable single sign-on
  • Set IP, page, & folder level restrictions
  • Elevate security with two-factor authentication
Level-Up Security With Password Controls

Testimonials

Excellent Customer Service!

ProProfs support is one of the best I have experienced. They truly care about their customers and deliver resolutions fast.

daniel
Bill Wisell
Health Licensing Coordinator, Nebraska Department of Human and Health Services
Our knowledge base has exploded to over 200 useful articles full of relevant data, documentation, images and video

With ProProfs, we've had an explosion in data available to our team; in just a few months, our knowledge base has exploded to over 200 useful articles full of relevant data, documentation, images and video.

trever-ehrlich
Trever Ehrlich
Creative Solutions Manager, Kenco Logistics
Everyone should give it a try!

I love ProProfs user experience. The interface is easy to use yet packed with powerful settings

bill-test
Professor Daniel Stein
Director of Technology Initiatives,Touro College.

Easily Build a Highly Searchable Internal Knowledge Base

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Frequently Asked Questions

What should I include in the internal knowledge base?

An internal knowledge base is a comprehensive information resource that should include:

  • Company Policies
  • Standard Operating Procedures
  • Organizational Structure
  • Training Materials
  • Sales Collateral
  • Legal Documents & much more

How to structure an internal knowledge base

Structuring your internal knowledge base is pretty simple. Start by creating a homepage that gives a sneak peek into the contents of your knowledge base. Categorize all articles into relevant categories and subcategories to ensure easy navigation. You can also interlink related articles to help employees reach the right page in just a few clicks. Moreover, structuring your knowledge base can get even easier if you have a pre-designed template in place.

How to Improve & Maintain an Internal Knowledge Base

Your internal knowledge base can go obsolete real soon if it’s not updated and improved regularly. That’s where reports come into play. Using AI-powered reports, you can track key performance metrics and unlock useful insights into your articles' performance.

You can also keep a close eye on failed searches and broken links to identify parts of your knowledge base that need immediate attention. Leverage these insights to make necessary improvements and add new articles to your internal knowledge platform. Watch: How to Analyze Your Knowledge Base Reports.

How Do I Secure My Internal KB?

There is always a risk of information getting leaked and misused from your internal knowledge base. ProProfs can help you mitigate such risks with its single sign-on and two-factor authentication features. These features will help you add an extra layer of security and ensure that only authorized individuals get access to your knowledge base. Learn More about Single Sign-On and Two-Factor Authentication for your internal KB.

What Are the Media Types I Can Use in Internal KB?

Every media type you can possibly think of! You can enrich your internal knowledge base with relevant videos, images, flowcharts, and diagrams. A powerful combination of written text and engaging visuals is a surefire way to deliver an immersive learning experience to employees. Here’s more on Supported File Types.

What Makes a Good Internal Knowledge Base?

Taking care of simple things like aesthetic appeal and structure can take your internal knowledge base from average to awesome. Simplicity is another crucial element that can bring a world of difference to your knowledge base. The simpler and straightforward your content is, the easier it will be for employees to put the information to use. Learn How to Build an Impressive Internal Knowledge Base.

How to Set up Roles and Permissions in Different Teams

ProProfs allows you to assign specific roles and permissions to users and groups, so they can work in collaboration under one roof. You can assign roles like administrator, editor, contributor, group admin, and viewer to control who can do what in your knowledge base. Each role comes with a separate set of permissions that gives teams a sense of the activities they are permitted to do. Watch: How to Improve Team Collaboration With Knowledge Base Software

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Less FAQs

We Believe Software Should Make You Happy

We are building a 100-year company with awesome human support

We are building a 100-year company with a mission to DELIGHT customers. People think we’re crazy to offer phone, chat, and email support. We still do it. When it comes to awesome support & building delightful software, we go the distance - try it, and you will love it.

ProProfs is a Recognized Leader in Knowledge Management

Digital Best
American Business Award
Rising Star
Knowledge Management Software
Crozdesk Leader
Brandon Hall
Crozdesk Happiest User
Crozdesk Quality Choice
Digital Best
American Business Award
Rising Star
Knowledge Management Software
Crozdesk Leader
Brandon Hall
Crozdesk Happiest User
Crozdesk Quality Choice

Press & Ratings

ProProfs Knowledge Base Software Capeterra Review
ProProfs Knowledge Base Software FinancesOnline Review
ProProfs Knowledge Base Software G2Crowd Review
ProProfs Knowledge Base Software GetApp Review
ProProfs Knowledge Base Software SaaSGenius Review

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