Ease of use

A good wiki shouldn’t have steep learning curves and complex training for teams to see success. Your interface should have a simple, intuitive layout that is easy for all users, regardless of their level of technical knowledge. Ease of use ensures wiki adoption and consistent engagement.

Collaborative editing

Wikis must enable fast, real-time knowledge-sharing so teams can work collaboratively on shared resources and keep information up-to-date at all times. Collaborative editing involves the ability for multiple users to edit documents live, share comments, and view changes instantly.

Version control

Version control is the ability to track, revert, and compare previous versions of documents. Preserving document history is essential for maintaining the accuracy and integrity of all changes made to a document. It enables audit trails for compliance and helps teams gain context into document changes made over time.

Permission settings

Granular user permissions are a must-have if you’ll be adding confidential information to your wiki. You can use this feature to designate different access levels for specific roles within the organization to ensure that only authorized users can view or edit certain documents. Here’s how you can set visibility and data restrictions for different user groups with Softr:

Search functionality

An intuitive and robust search feature will allow employees to quickly find specific content by keywords, tags, or contextual phrases. Some wikis also power their navigation system with AI-powered search capabilities, cross-platform search, and advanced filtering so users can pull up relevant resources faster.

Integrations

As a constantly evolving resource hub, seamless integrations with your technology stack help you save time and eliminate the headaches of manual content management and maintenance. The best tools connect to workplace applications like Slack, Microsoft Teams, Google Workspace, Airtable, and more to ensure knowledge stays connected with your team’s everyday tools.

Scalability

A scalable wiki is a platform that grows with your team and empowers you with the flexibility to accommodate shifts in content production, user experience needs, and tech stack implementation. Scalability goes hand-in-hand with platform reliability, giving you the confidence to share knowledge with your team without wasting resources on last-minute operational roadblocks.

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1.Softr

Softr is a no-code platform that enables teams to build and maintain collaborative knowledge bases or internal documentation without needing to write any code. It allows teams to create, organize, and share essential information, resources, and processes in a centralized, user-friendly space. You can use Softr’s drag-and-drop builder to develop engaging team wikis without any coding. Softr users enjoy the solution’s out-of-the-box functionality and customer support.

As one user describes it —”I knew for a fact it was a reliable tool when their customer support helped me tackle an issue in 5 minutes literally, and I was on a free plan!”

Softr's interface is modern and intuitive, making it easy for team members to quickly contribute, update, and access important resources. Softr is ideal for teams that need to collaborate on documentation, project management, onboarding materials, or knowledge sharing in an efficient and structured way.

Key features:

1. Pre-built feature blocks — like employee directories, company feeds, Kanban boards, and forms,
2. Content editing and management,
3. Templates,
4. Responsive design for any device,
5. Workflow automation,
6. Secure logins and access controls,
7. Integrations with thousands of apps,

Pros:

1. Extensive feature and interface customization options,
2. A robust library of pre-built elements,
3. No-code design and maintenance,
4. The free plan has sufficient capabilities for most startups.

Cons

1. Teams must connect to a data source (like Airtable, Google Sheets, or Notion) to get started.

Pricing:

1. Softr has a free plan that supports one published app and 10 app users.
2. The Basic plan is $49 per month for 3 published apps and 20 app users.
3. The Professional plan is $139 per month for unlimited apps and 100 app users.
4. The Business plan is $269 per month for unlimited published apps and 2500 app users.
5. The Enterprise plan has custom pricing for customizable needs.

2.Guru

Guru is a cloud-based wiki software that helps users collect and share knowledge within a modern, AI-assisted platform. Teams can use features like Guru’s writing assistant and intelligent search capabilities to create and locate knowledge in your team wiki quickly. Guru users enjoy the tool’s ease of use and the ability to create Guru Cards — bite-sized knowledge overviews— and organize them by topic for more user engagement.

Guru is an information repository that lets your team quickly identify and surface knowledge across different business apps, documents, and chat logs. You can also use the platform’s browser extension to take your knowledge base on the go as you work on other tasks. Guru is best for real-time knowledge sharing that integrates well into day-to-day workflows.

Key features:

1. Robust search capabilities, including cross-platform searches,
2. AI-powered chat, training, content suggestions, and knowledge agents,
3. Access controls,
4. Content editor,
5. Custom landing pages,
6. Templates,
7. Approval workflows,
8. APIs and integrations with applications like Slack and Teams,

Pros:

1. Easy to use,
2. Advanced search capabilities,
3. AI-powered recommendations,
4. Browser extension,

Cons:

1. Costly pricing, especially for larger organizations,
2. Limited interface customization and content formatting features,
3. Requires developer knowledge to enable advanced features like inviting users to teams and data imports,
4. Limited integrations with popular industry platforms,

Pricing:

1. The starter plan is free for the first three people and $5 per additional user.
2. The builder plan costs $10 per user per month.
3. The enterprise plan has custom pricing.

3.Slab

Slab is a wiki software with easy-to-use, straightforward knowledge creation and sharing features. The platform has an intuitive content editor that lets users quickly input information without worrying about clunky formatting. User reviews say that Slab’s simple document creation, editing, and organization features allow faster content updates and easier access to information.

This tool is best for organizations looking for simplicity in the design and purpose of their team wiki. Slab has a condensed set of features that revolve around building knowledge, organizing knowledge into topics, and streamlining search across all integrated tools. Its minimal interface makes it a great resource for teams to modernize and share hefty resources like training materials, SOPs, and engineering playbooks.

Key features:

1. Cross-app search capabilities,
2. Document organization with tags, collections, and hierarchy,
3. User provisioning and secure logins,
4. Content editor,
5. Templates,
6. Real-time collaboration and commenting,
7. Custom APIs and integrations with tools like GitHub, Slack, and Google Workspace,

Pros:

1. Easy to use,
2. Simple onboarding,
3. Clean UI,
4. Assistance with data migration,

Cons:

1. Costly pricing for larger organizations,
2. Limited interface customization and content formatting features,
3. No access-based role controls when sharing sensitive information,

Pricing:

1. The starter plan is free for up to 10 users.
2. The Startup plan costs $6.67 per user per month.
3. The Business plan costs $12.50 per user per month.
4. The Enterprise plan, for teams with at least 100 users, has custom pricing.

4.Notion

Notion is a popular content management tool and database with versatility as a team wiki software. The platform has robust editing features that allow teams to easily style and format text, create dynamic page layouts, and incorporate visual or interactive elements into content. Notion also has a suite of AI-powered features that help users search for knowledge, develop resources, and answer questions in real time.

Notion users enjoy using the platform as an all-in-one workspace. This makes it a suitable solution for organizations that want customizable team wiki software that can also serve other business functions and use cases. In addition to easy content creation and document storage, Notion is a powerful solution for organizing and systemizing information within its modern interface. The Notion template library is a key aspect of the product experience, so you can easily duplicate and adapt free and paid templates for your team.

Key features:

1. Content editor and rich media support,
2. Document organization with linked pages, categories, and databases,
3. Customizable templates,
4. AI-powered search engine, and content creation,
5. Real-time collaboration with commenting and mentions,
6. Access controls,
7. Integrations with popular business apps,

Pros:

1. Modern but customizable wiki structure and interface,
2. All-in-one workspace for a wide range of business use cases,
3. Extensive template options for easy setup,

Cons:

1. It can feel overwhelming for new users due to its extensive features and adaptability.
2. Poor mobile app experience.
3. Limited security controls.

Pricing:

1. The Personal plan is free for individual users.
2. The Personal Pro plan costs $4 per user per month.
3. The Team plan costs $8 per user per month.
4. The Enterprise plan has custom pricing.

5.MediaWiki

MediaWiki is an open-source wiki software that runs the most well-known wiki in the world, Wikipedia. It’s a free tool used by tens of thousands of websites because of its reliability and custom code flexibility. You just need a PHP server and a Database (MariaDB, MySQL, PostgreSQL, or SQLite) to get started.

As an open-source tool, MediaWiki is best for companies looking to manage large volumes of content and a large team of contributors. It does require strong technical know-how, but if you have those resources, you can get an entire website built on the tool. MediaWiki also allows Markdown and HTML edits, user access controls for editing and deleting pages, and a community discussion feature.

Key features:

1. Open-source infrastructure,
2. Markdown and HTML content editing,
3. User access controls,
4. Content categorization,
5. Community discussion tab,

Pros:

1. Free to use.
2. It’s incredibly reliable, as it’s used by one of the biggest websites in the world.
3. Ability to use custom code to build unique websites and features.

Cons:

1. Difficult to set up.
2. Requires technical knowledge to maintain the wiki.
3. Dated templates and interfaces.

Pricing:

1. Free to use.

6.Wiki.JS

Wiki.js is a modern, free, open-source wiki software used by large companies such as GitHub, Cloudflare, and BrowserStack. Teams can host Wiki.JS on their own server or in a cloud hosting service like Digital Ocean. This software has been downloaded over 50 million times and has over 20,000 stars on GitHub. It’s best suited for companies who want to share large volumes of knowledge with open-source flexibility while maintaining a modern user interface.

Wiki.js has a selection of content editors that non-technical users can use, like their Visual Editor, Markdown, and Blog modules. The tool has features like user access controls and integrated search capabilities. But like MediaWiki, customizing this wiki for your use case will require strong technical expertise. Since Wiki.js is a product aimed at developers, you’ll work with various modules to add extensions and integrations with business applications to your wiki.

Key features:

1. Open-source infrastructure,
2. Content editors,
3. User access controls,
4. Search capabilities,
5. Modules for extensions and integrations,

Pros:

1. Free to use.
2. It’s a modern open-source platform.
3. Easy one-click setup with the Digital Ocean cloud hosting service.
4. Wide selection of modules for additional features and integrations.

Cons:

1. Requires technical knowledge to run and maintain the wiki.
2. Despite the modern interface, it can be hard to understand at first.

Pricing:

1. Free to use

7.Google Docs

You’ve probably used Google Docs as a team wiki software without even noticing it! It’s a free tool accessible to all teams with no learning curve. It’s best suited for organizations looking for straightforward, low-cost solutions enabling document sharing and collaboration. Google Docs has no complex infrastructure or robust integrations, but it does have shareable links that you can easily paste into any business application or communication channel.

Google Docs is a well-known tool for real-time editing, commenting, and suggestions. Even though you might not associate Google Docs with the best internal wiki software, its flexibility and reliability make it a powerful base for knowledge-sharing efforts. In addition to editing text into a clean interface, you can use the rest of the Google Workspace — like Google Sheets and Google Slides — to share different resources. With technical expertise, you can use Google Apps Script to automate actions and customize its basic user interface. Google Docs is ideal for teams who want quick access to shared knowledge without investing in specialized wiki software.

Key features:

1. Content editor,
2. Version history,
3. User access controls,
4. Shareable links,
5. Real-time collaboration and commenting,
6. Integrations with Google Workspace apps,

Pros:

1. Easy to get started, (You’re probably in the Google ecosystem already!)
2. Intuitive and powerful text editor,
3. Custom coding capabilities with Apps Script,

Cons:

1. Very limited customization,
2. No customer support,
3. No built-in tagging or organization system,

Pricing:

1. Free to use.

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Strong knowledge sharing is foundational to boosting team productivity and creating alignment within your organization. By empowering your team with good wiki software, creating collaborative documentation doesn’t have to be a manual, inconvenient process. Instead, it gets integrated into collaborative workflows and incentivizes your team to stay consistent and accountable for the next steps in all projects or company initiatives.

Softr’s wiki software is designed to support businesses of all sizes—from startups to large enterprises—with a no-code platform that’s easy to implement, use, and scale. Get started today and experience the difference of a fully customizable, user-friendly wiki by signing up for free!