--- title: "KnowledgeOwl Reviews 2026. Verified Reviews, Pros & Cons | Capterra" description: "Is KnowledgeOwl the right Knowledge Management solution for you? Explore 239 verified user reviews from people in industries like yours to make a confident choice." source_url: "https://www.capterra.com/p/132902/KnowledgeOwl/reviews/" page_type: "reviews" language: "en" --- KnowledgeOwl 4.8 (239) [View alternatives](https://www.capterra.com/p/132902/KnowledgeOwl/alternatives/) Provider data verified by our Software Research team, and reviews moderated by our Reviews Verification team. [Learn more](https://www.capterra.com/our-story/) * * * Last updated August 3rd, 2026 # Reviews of KnowledgeOwl Ease of use 4.8 Customer Service 4.9 ## Pros and Cons in Reviews KW Kate W Office ManagerSports, 2 - 10 employeesUsed the software for: 6-12 months. “It's got a clean layout is and once you get going it can be very quick to create guides and how-to's for users.“ April 21, 2026 SA Shane A Technical WriterInformation Technology and Services, 11 - 50 employeesUsed the software for: More than 2 years. “The minimum word limit compels me to write something, but I really can't think of any area where the system is lacking.“ June 23, 2026 KW Kate W Office ManagerSports, 2 - 10 employeesUsed the software for: 6-12 months. “It works well for keeping information organized and easy to access for multiple users.“ April 21, 2026 KW Kate W Office ManagerSports, 2 - 10 employeesUsed the software for: 6-12 months. “It can be expensive though for a small business.“ April 21, 2026 SC Sarah C Director of Knowledge ManagementInformation Technology and Services, 10,001+ employeesUsed the software for: More than 2 years. “We developed a template that we reuse, allowing us to stand up a new kbase within minutes.“ July 18, 2025 AH Amelia H Technical WriterComputer Software, 11 - 50 employeesUsed the software for: More than 2 years. “This is very tricky when there are multiple employees in the knowledge base writing articles.“ December 10, 2025 AH Amelia H Technical WriterComputer Software, 11 - 50 employeesUsed the software for: More than 2 years. “We have about 500+ help guides in our most up-to-date KB and KnowOwl handles it well.“ December 10, 2025 CM Chris M Customer Success ManagerFarming, 2 - 10 employeesUsed the software for: More than 2 years. “Sometimes it logs me out too quickly if I am inactive in the tab.“ July 8, 2025 ## Showing most helpful reviews Showing 1-25 of 239 Reviews Sort by: Most Helpful Rating Company Size Reviewer's Role Length of Use Frequency of Use Charles R. Product Manager Management Consulting Used the software for: 1-2 years ### "Best in class tool and avoids developing our own help guides by developers" November 17, 2023 5.0 Amazing company that stands behind product and is making improvements all the time. thank you KO for being a great partner! Pros Easy to use, stable and feature rich which meets our needs. Their customer service is top notch and easy to work with. Cons I'd like to be able to have some content accessible behind the login and some publicly accessible. I don't think that mixed mode is there. For example I need to host login help content somewhere and right now we do that in a different way because our users need to login to KO with our SSO. Alternatives considered [Confluence](https://www.capterra.com/p/136446/Confluence/) Reason for choosing KnowledgeOwl Already in use. High switching cost to config confluence for SSO for our staff. Review Source Response from KnowledgeOwl February 21, 2024 Hi Charles, Thanks so much for your review! We’re happy to report that KnowledgeOwl actually does support mixed content knowledge bases (i.e. some content can be accessible behind the login and some content can be publicly accessible). This article shares more info about this option: https://support.knowledgeowl.com/help/general-security-options#create-a-public-knowledge-base-with-some-private-content Feel free to reach out to support@knowledgeowl.com with any questions. :) - Chad from KnowledgeOwl PZ Peggy Z. Technical Writer Computer Software Used the software for: 1-2 years ### "Intuitive documentation platform backed by great customer support." January 27, 2026 5.0 KnowledgeOwl has been a great documentation platform for our team. The platform is intuitive and easy to use, which made both onboarding and ongoing maintenance straightforward. What really stands out is their customer service. The support team is responsive, knowledgeable, and genuinely helpful, and they consistently go above and beyond to answer questions or provide guidance. Overall, it’s been a reliable tool and a very positive experience. Pros Intuitive documentation too Being able to reuse content in multiple ways Amazing customer support Being able to import various file types Cons I can't think of any cons - for every question I've had, KO support has provided a helpful answer or workaround! Alternatives considered [Helpjuice](https://www.capterra.com/p/130533/Helpjuice/)[Document360](https://www.capterra.com/p/177031/Document360/)[ProProfs Knowledge Base](https://www.capterra.com/p/138631/ProProfs-Knowledge-Base/) Reason for choosing KnowledgeOwl The level of customer service they provide as well as the flexible nature of the platform. Review Source Response from KnowledgeOwl February 17, 2026 Hoot! Thanks so much for your review, Peggy! SA Shane A. Technical Writer Information Technology and Services Used the software for: 2+ years ### "Very happy with KnowledgeOwl" June 23, 2026 5.0 The technical support team is outstanding. They are by far the best tech support I've ever dealt with. Every one of our requests, no matter how easy or complicated, gets immediate attention and resolution from the KnowledgeOwl team. Pros The product meets all our requirements for producing high-quality documentation for a highly technical system. In particular, the context-specific content is valuable, opening a panel with documentation relevant to the current UI screen. Cons I don't have anything I like least about the KnowledgeOwl. The minimum word limit compels me to write something, but I really can't think of any area where the system is lacking. Review Source KW Kate W. Office Manager Sports Used the software for: 6-12 months ### "Simple, easy to use, but can be costly!" April 21, 2026 3.0 It works well for keeping information organized and easy to access for multiple users. It can be expensive though for a small business. Pros It solved a problem for us needing to organize and share information with our coaches and teachers. It's got a clean layout is and once you get going it can be very quick to create guides and how-to's for users. Cons Like anything it can take some time to figure out where everything lives and what everything does. Some of the customization options are a bit limited but for a simple user like me it's great. It may not have everything you need if you want something very advanced and it can get pricey. Review Source DS David S. Product Marketing Manager Financial Services Used the software for: 2+ years ### "Probably the best company on the planet. " April 27, 2026 5.0 As a company, they are the best. Their support team is super responsive and always available. Nothing is too much trouble. We are on the other side of the world and they treat us like guests. Pros I have been a professional technical writer for over 40 years and this is easily the best product I have ever used. They really have thought of everything. The product is fast, reliable and includes features I didnt know I needed until I started using them. Insane value for money. Cons There is literally nothing I dont like, and I hope the commuity of users grows and grows. Even their values as an organisation are commendable. Review Source SP Scott P. Product Support - Technical Writer Machinery Used the software for: 2+ years ### "Easy to use and top notch support. " July 15, 2025 5.0 We have been with KnowledgeOwl since 2015 and have never had an issue that made us contemplate changing companies. Pros The product is easy to use, is getting continuous improvement, and the support is second to none. While we generally do not need to use their support often (because the product is very intuitive), any time we have had to, the support has been fast and efficient. Cons In order to get the look/feel that we require (standardized header/footer, and page numbering), I need to present my articles in iFrames. Alternatives considered [PHPKB](https://www.capterra.com/p/104988/PHPKB/)[KMS Lighthouse](https://www.capterra.com/p/162694/Lighthouse-Desktop/)[Zendesk Suite](https://www.capterra.com/p/164283/Zendesk/) Reason for choosing KnowledgeOwl KnowledgeOwl was the easiest to launch, had great search algorithm, and their support was great from the first contact. Switched from [Salesforce Platform](https://www.capterra.com/p/268338/App-Cloud/) Salesforce was not easy to upload articles to, did not offer the same quality of plain text searching, was far, far more expensive. Review Source Response from KnowledgeOwl July 16, 2025 Thank you for your review, Scott! We're grateful to have been able to support you since 2015! AO Alex O. Technical Writer Gambling & Casinos Used the software for: 2+ years ### "Modern documentation tool with people who care" July 9, 2025 5.0 We started with keeping our technical documentation that was meant to be shared externally with our partners. It had to be secure and stable. Which it is. Now we expanded to having our product documentation there as well. Pros It is a stable service with no interrruptions. The people are really nice. They have the most supportive support I've ever worked with. Cons Can't think of anything. Have been their customer for a while and there haven't been a single time that I was unhappy with something. Alternatives considered [ProProfs Knowledge Base](https://www.capterra.com/p/138631/ProProfs-Knowledge-Base/) Reason for choosing KnowledgeOwl There was something about possible downtime that KnowledgeOwl looked better. And I liked KnowledgeOwl people more. Switched from [Microsoft Word](https://www.capterra.com/p/227146/Microsoft-Word/) We wanted for our documentation to be online Review Source Response from KnowledgeOwl July 11, 2025 Hoot! Thank so much for your review, Alex! We're honored to be able to support you and your team. AH Amelia H. Technical Writer Computer Software Used the software for: 2+ years ### "Great Customization and Support!" December 10, 2025 5.0 It's been a good experience! We have about 500+ help guides in our most up-to-date KB and KnowOwl handles it well. Pros I enjoy the overall interface and capabilities of the editor. It's easy to use and customize regarding the way we want to present our articles. Their support is also fantastic for when our team runs into issues. Cons Collaboration for more than one user on a document is very tricky. Two users cannot edit at the same time, and if one is editing then the other cannot see their changes until the article is saved. This is very tricky when there are multiple employees in the knowledge base writing articles. Review Source Response from KnowledgeOwl December 12, 2025 Hi Amelia, Thank you for your thoughtful review! We're so glad to hear that you find KnowledgeOwl easy to use and that our support team has been helpful. We appreciate your feedback about multi-user collaboration and we’ll share it with our development team for their consideration. Thanks for being a long-time user! LM Lucy M. Knowledge Manager Information Technology and Services Used the software for: 2+ years ### "A joyful experience for humans who love knowledge" July 28, 2026 5.0 Talk to a human! Have the AI chat say "I don't know" when it doesn't know! Make your knowledge ecosystem reflect your company, rather than simply house your content! Knowledge Owl have been a joy to work with and have proven themselves flexible and smart, every time I've interacted with them. Pros It's extremely accessible and not scary for contributors who want to get that essential knowledge out of their brains and captured RIGHT NOW. No esoteric onboarding mountain to climb, no git mysteries to unravel, just a clear UI and an intuitive way to read, create, update, and delete content. As someone who manages knowledge systems at scale I also found the readership analytics really helpful and - unlike something like Google Analytics which can be utterly bamboozling - provided exactly what I need, and not more that I'm unlikely to leverage. Cons We didn't have strong knowledge management/docs ownership and accountability in the company so unfortunately ended up with a proliferation of tools, teams had their own favourites. We had a very highly customizable product that we needed to document using in house tools. I don't have any other cons really. Review Source SC Sarah C. Director of Knowledge Management Information Technology and Services Used the software for: 2+ years ### "Director of Knowledge Management " July 18, 2025 5.0 I started using KnowledgeOwl in 2017. We have since created 27 individual kbases in support of our internal and external customers. The Platform is easy to author in, adapt to the needs of our unique customers, and grow with. Pros Ease of use and top-tier customer service. We developed a template that we reuse, allowing us to stand up a new kbase within minutes. Cons I have only one request within KnowledgeOwl, and that is to create a way to receive and manage user feedback in true QMS fashion. Review Source Response from KnowledgeOwl July 23, 2025 Hoot! Thank you for the fantastic review, Sarah! We're thrilled that KnowledgeOwl has helped you create 27 knowledge bases! We appreciate your feedback about adding QMS-style user feedback management and we’ll pass that feature request along to our development team for their consideration. CM Chris M. Customer Success Manager Farming Used the software for: 2+ years ### "Wonderful Knowledge Base Software! " July 8, 2025 5.0 Absolutely amazing! Support has been wonderful and responsive the few times I have had to contact them. This has been a game changer for our SaaS company, we have leaned into the KB as being our primary source for self serve help and we have definitely seen an impact in the number of ticket requests we receive. Also I enjoy puns and the newsletters and communications are filled with them. Their light hearted but still professional approach is much appreciated. Pros Ease of use. Creating the category and article structure/layout was intuitive. It gives our customers a great experience that mirrors the menus in our SaaS product. Cons Sometimes it logs me out too quickly if I am inactive in the tab. I can easily remedy this by logging in from a different tab and not lose work, but the timeout is slightly too quick for someone who routinely answers support tickets and does customer calls as well as working on articles. Review Source Response from KnowledgeOwl July 11, 2025 Hoot! Thanks so much for your review and feedback, Chris! MG Merideth G. VP of Practice Success Information Technology and Services Used the software for: 2+ years ### "Efficient and Comprehensive Knowledge base tool for an affordable price." July 2, 2024 5.0 It's a one-stop shop for our customer experience. KnowledgeOwl affords us the ability to provide onboarding guidance, support, release updates, continuing education and more to our clients all in one place. Pros KnowledgeOwl provides complete customization from look and feel to the organization and presentation of article content. Their support staff are readily available and willing to provide guidance and expedient assistance. Not to mention, the service is extremely affordable, considering the ROI it provides our company in onboarding, support, and customer education. Cons I wouldn't necessarily say it's a downside but more so the inherent nature of knowledge base creation and maintenance - you need to create the content and write the articles with their various teaching elements, which can take time. Alternatives considered [Pendo](https://www.capterra.com/p/151951/Pendo-Platform/)[Stonly](https://www.capterra.com/p/202805/Stonly/) Reason for choosing KnowledgeOwl Affordability with the features I needed. Review Source Response from KnowledgeOwl July 12, 2024 Thank you for your review, Merideth! We’re so glad to know that KnowledgeOwl has all of the features your team needs! Hoot! 🦉 TB Tal B. Knowledge Center Manager Telecommunications Used the software for: 2+ years ### "Excellent Customer Support" June 17, 2024 5.0 Pros KnowledgeOwl is a fantastic knowledge-based software with an intuitive interface and extensive customization options. The excellent customer support further enhances the user experience, making it highly recommended for businesses of all sizes. Cons While KnowledgeOwl is a robust and user-friendly knowledge base software, one potential drawback is its limited out-of-the-box integrations compared to some competitors. This might require additional development work for businesses that rely heavily on multiple third-party tools and need seamless integration without extensive customization. Review Source Response from KnowledgeOwl June 24, 2024 Thank you for your review, Tal! Hoot! 🦉 MD Michael D. Marketing Director Computer Software Used the software for: 2+ years ### "The Best Knowledge Platform Out There, Period" June 26, 2024 5.0 We've been using KnowledgeOwl for over 5 years and I think it is the best platform for hosting your Knowledge Base Pros I love how easy it is to categorize and publish articles. Cons I think KnowledgeOwl needs to look into more AI features. Potentially an AI chatbot that is integrated. Review Source Response from KnowledgeOwl July 3, 2024 Thank you for your review, Michael! Our team is actively exploring how to best integrate various AI features into KnowledgeOwl. We'll be sure to keep our customers in the loop about this via our monthly product newsletter. :) KA Kelly A. Associate Director of Program Design & Experience Used the software for: 2+ years ### "Great service, great functionality" September 5, 2017 5.0 Pros Not only does the software provide flexibility, customization, functionality, and efficiency, the people behind the software are just as great. They are incredibly responsive to any organizational or technical need, but equally as open to develop new and unique features specific to your use. Cons If I HAD to choose, I would say the lack of detailed reporting in the backend. There's only topical understanding of user behavior of your knowledge base(s). However, Knowledge Owl is more than happy to help you install Google Analytics on your knowledge base for you. Review Source Response from KnowledgeOwl September 6, 2017 Thanks for the awesome review, Kelly! We do hope to add more detailed reporting in the future :) Let us know if you can think of anything else! MM Meghan M. Managing Director for the Ed Institute Education Management Used the software for: 6-12 months ### "Knowledge Owl has been the best vendor experience and helped us launch our game changer in education" January 30, 2017 5.0 In February 2016, we partnered with Knowledge Owl to build an internal platform that has been a game changer for our 41 (and growing) schools. We launched in July 2016, and there is no way we would have been successful without their partnership. They have been with us every step of the way, and they have been pivotal to our success. In June of 2017, we will launch this to the world, and are so proud to do this with a company that cares so deeply about a high-quality, easy-to-use product with the BEST customer service. They are incredible! Pros \-easy to use  no coding required! -intuitive -clean design Cons Sometimes small glitches throw us off... since we don't really know how to code, we sometimes need some help. BUT, the team at Knowledge Owl is so happy to help, and they have gone above and beyond! Review Source Response from KnowledgeOwl January 30, 2017 Oh wow, thanks Meghan! I really appreciate the time you took to share your experience and I'm so delighted to hear all this :) We are honored to help Success Academy launch this amazing resource to the world. You are the best! -Marybeth LM Lynn M. AVP - Credit Policy Banking Used the software for: 1-2 years ### "KnowledgeOwl Review" January 25, 2017 5.0 Love the software, some bugs. Nothing that can't be fixed. Friendly customer service. User friendly. Pros Easy to use. Friendly customer service. Cons The overwriting of documents in the master library. No conflict warning when two editors are editing simultaneously. The edit and readers screen donnit mirror each other. Review Source Response from KnowledgeOwl January 25, 2017 Thanks for the feedback, Lynn! We hear you on the library and the editor collision, and hopefully we will get both problems sorted out in the next few weeks. I'll follow up with you privately about the edit and reader screens; we should be able to get them to match! -Marybeth BB Bethany B. National Sales Training and Content Manager Insurance Used the software for: Less than 6 months ### "Clean UI; exemplary support!" September 26, 2018 5.0 Pros We tested a few different pieces of software for our company intranet (after being forced to move away from the outdated Google Classic Sites) and chose Knowledge Owl because the UI was simple, clean, and easy to navigate. It gave us enough latitude to shape the way we wanted to present information to our employees while also providing enough structure to maintain a professional, organized site. Cons As the "subject matter expert," I needed to be the one to create our site, but I have zero experience with HTML coding. That being said, I can't say enough how incredible the support team has been. They are extremely responsive and excellent teachers to the extent that even someone like me with no coding experience has been able to create exactly what I want with relative ease. Good customer support is a dying art, so Knowledge Owl has really exceeded expectations in this area! Review Source Response from KnowledgeOwl October 1, 2018 Thanks, Bethany! We greatly appreciate the feedback and review! - Marybeth KB Kevin B. Vice President, Vertical Markets Used the software for: ### "Simple UI + Rocking Customer Service = Amazing Product!" April 8, 2016 5.0 The first thing to know about the KnowledgeOwl product is that the team behind it is really dedicated and extremely responsive. Whenever I've had an issue, they have been right on top of it and that's worth a lot. Combine this with a really simple and rock-solid product, and you have a real winner. We deployed a new product knowledgebase in less than 30 days from start to production with KnowledgeOwl. When we needed tweaks to the mobile view, they were able to immediately help. When we suggested new features, they were quick to give us a delivery date and put them in queue. The product is very easy to set up, even simpler to maintain, and (most importantly) it is stupidly simple to use. Simplicity is key as far too many other products we evaluated had a lot of legacy UI or other complexity which served as a barrier to entry for the end-user. If there was any difficulty it's with uploading images to be used. The files are uploaded to a library and then transferred to the website through an automatic process. Usually this is instantaneous, but if you upload a file with the same name or do something else weird then it can take several minutes to straighten out. That's a fairly minor concern in a product that can do so much with such a responsive staff. Our technical team uses the knowledge base every day. What more can you ask of a product? Review Source BN Bobbi N. Project Manager Used the software for: ### "great product, phenomenal service!" April 6, 2015 5.0 I spent at least 6 months looking for software to manage our many internal manuals, policies, and procedures, but struggled to find a tool that would solve our problems (without creating a new set of workarounds to manage) at a price that we could afford. HelpGizmo met both qualifications with flying colors when we signed up with them a little less than a year ago and has at least tripled the number of available features since then. The best part about the software is how intuitive it is to use. It required zero training on the part of the users, and only a minimal overview with co-workers who were going to be managing the knowledge bases. I've been so impressed with the software and all of the possible uses that we've upgraded from one knowledge base to three in order to incorporate it into other projects. All of this is possible because of their staff, who offer some of the friendliest and most responsive customer support I've ever witnessed. Both MaryBeth and Pete were incredibly helpful during the roll-out of the program to our staff. And when I had a last minute request before creating a report for our Board, they were there to make a quick customization to save the day. Review Source KC Kim C. IT Training Specialist 3 Used the software for: ### "KnowledgeOwl is very easy to use and navigate. " April 13, 2016 4.0 KnowledgeOwl offers a feature set and an ease of use that is better than it's competitors. Other systems are complex and can be overwhelming. With KnowledgeOwl, I was able to jump right in and begin creating content with no training; it was very intuitive and easy to learn! There are many features I like about KnowledgeOwl. I can single source screenshots so they get replaced quickly and easily through the articles, I can create snippets to help save time and effort with repeating content, I can add synonyms to keywords to assist with search capabilities and I can publish multiple outputs. The need for responsive design arose as new devices with differing screen sizes and resolutions appear. KnowledgeOwl address this need and I consider responsive output as a significant feature! There isn't much I don't like. There is opportunity for improvement with formatting capabilities and adding an import existing content feature. The tech support is fantastic. They are quick to respond and provide excellent guidance and assistance to ensure my questions are answered or my issue is resolved in a timely manner. Review Source AZ Alex Z. CTO Used the software for: ### "Comprehensive Knowledge Base platform" March 24, 2016 5.0 I have a very positive experience with KnowledgeOwl so far (using for 6+ month now). We are expanding our documentation very quickly, thanks to the intuitive web site and editors. We have a team of editors, and the ability to provide a group based reader accounts to our customers makes it easy to create customer specific areas. Something we were looking for a long time. The support is quick to reply and there are more features in development. My favorite is ability to use REST API to get a list of suggested articles by a keyword, and show that inside of our own web application to help our users. I'm looking forward to the Word document import (on their roadmap), so we can accelerate porting our old documentation. Review Source Response from KnowledgeOwl March 24, 2016 Thanks for the awesome review, Alex! I'm glad you've had such a positive experience, and I definitely want to help keep it that way. Import from Word will be HUGE, but we do have the ability to bulk import Word files on the backend right now. I'll shoot you an email and see if we can help get your old docs ported over now :) P.S. The API is so much fun, isn't it? KA Kelly A. Instructional Design Specialist Used the software for: ### "Great flexibility, great service." March 22, 2016 5.0 The Knowledge Owl team is consistently providing the space for iteration and brainstorming to integrate new features, functionality, and improve usability. They're willing to pick up the phone any time we need help, have ideas, or just have questions about the limits we can push our own website. For instance, I needed help figuring out how to track autocomplete searches within Google Analytics reports, and they went ahead and set up event tracking for us. Knowledge Owl provides the support and structures to allow for growth and scalability for our organizational needs. I feel like they provide the platform that will adapt to the chaos of non-profit work at any given moment. From styles, themes, reporting, article writing, user permissions, tagging, and editing, Knowledge Owl's knowledge bases will be able to pivot alongside our own ever changing work. Review Source Response from KnowledgeOwl March 22, 2016 Thanks, Kelly! We love growing and evolving with you, iMentor, and the Learning Center. We appreciate all the feedback and brainstorming to help make both your site and our product better! -Marybeth RG Rob G. Grants Management and Process Adviser Information Used the software for: ### "KnowledgeOwl - Great tool and excellent customer service" April 12, 2016 4.0 Moving all our internal and external guides on to KnowledgeOwl has transformed our ways of working and hugely reduced the amount of time we devote to one-to-one support. KnowledgeOwl includes a great range of functionality, enabling the creation of everything from very simple 'PDF' style guides to complex resources integrated into other systems. We are still discovering more capabilities and our knowledge base resources keep getting better because of them. Pros: Straightforward interface, easy to produce impressive resources with little previous experience, very customizable, lots of great advanced features, keeps improving, fantastic customer service. Cons: As part of the on-going evolution of the product, parts of the user interface change, which can result in a bit of re-learning how to do some things on occasion (a small amount of pain for the associated system improvements). Exported PDFs do not maintain the fonts used in the on-screen knowledgebase. Review Source MRT Maria Ronesa T. Warehousing Used the software for: ### "HelpGizmo is great and easy to use" February 23, 2015 5.0 Using Helpgizmo for our company's knowledge base is the best decision we made. The pages are easy to edit and manage. I was able to add pages at my first login! It really makes it easier for users to access the data they need, so you won't have to go over and over the same set of instructions to different sets of customers daily. Pros Excellent customer support: Quick to reply on any issue and are very enthusiastic to help you. If you need guidance or have a suggestion for a feature, Marybeth got you covered! If the top score for support is 5, these guys deserve a 10! Review Source Similar Products Featured ## Send me user reviews about this product ### Fill out the form and we'll send a list of the top-rated software based on real user reviews directly to your inbox.