# KnowledgeOwl Reviews 2026. Verified Reviews, Pros & Cons | Capterra > Is KnowledgeOwl the right Knowledge Management solution for you? Explore 237 verified user reviews from people in industries like yours to make a confident choice. Source: https://www.capterra.com/p/132902/KnowledgeOwl/reviews --- KnowledgeOwl 4.8 (237) [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 March 13th, 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 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 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 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 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 TH Tania H FounderHuman Resources, Self-employedUsed the software for: 6-12 months. “Some of the more advanced features are difficult to understand and require time spent reading articles or getting help from customer support. “ July 15, 2025 NG Nick G Technical WriterInformation Technology and Services, Self-employedUsed the software for: More than 2 years. “KnowledgeOwl has a super supportive staff that has always been attuned to the needs of the entire technical writing community, from individuals through to large organizations.“ July 8, 2025 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 ## Showing most helpful reviews Showing 1-25 of 237 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! 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 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. TH Tania H. Founder Human Resources Used the software for: 6-12 months ### "Amazing Platform!" July 15, 2025 5.0 KnowledgeOwl is an absolute gem — easy to use, super intuitive, and beautifully laid out. Creating and managing our Knowledge Hub has been a breeze. What really sets them apart though is the fantastic customer service — responsive, friendly, and always happy to help. Can’t recommend them highly enough! Pros A big thank you to the lovely \[sensitive content hidden\], who has supported me every step of the way! I’m especially grateful for the extended trial period — it’s made such a difference while I’ve been developing the Knowledge Hub at my own pace. Cons Some of the more advanced features are difficult to understand and require time spent reading articles or getting help from customer support. Having said that, I also found the basic features easy to navigate. Alternatives considered [WP Engine](https://www.capterra.com/p/234177/WP-Engine/) Reason for choosing KnowledgeOwl Ease of use and ability to integrate with my app Review Source Response from KnowledgeOwl July 16, 2025 Hoot! Thank you for your review, Tania! We're grateful to be able to support you every step of the way. 😊 To level up your KnowledgeOwl expertise, you might be interested in participating in some of our Owl Academy offerings: https://www.knowledgeowl.com/owlacademy 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! 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! KJ Kate J. Senior Consultant Management Consulting Used the software for: 2+ years ### "General Thoughts" July 15, 2025 5.0 Pros Easy to use, organize, and manage user experience. Formatting options to keep everything clean, upload files, and allow PDF downloads are especially helpful. Cons More standard reporting and analysis - the tool lets you build some custom pieces, but standard metrics would help us with what to look for and save time. Review Source Response from KnowledgeOwl July 16, 2025 Thank you for your review, Kate! Regarding reporting, we're almost ready to release a much more robust reporting suite we're calling Owl Analytics. There are a few more details about Owl Analytics on our roadmap: https://support.knowledgeowl.com/help/roadmap Feel free to reach out to support@knowledgeowl.com if you have any questions about Owl Analytics or anything else! 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! 🦉 CO Christel O. Business Analyst International Trade and Development Used the software for: 2+ years ### "Excellent knowledge base solution" November 20, 2023 5.0 Very positive and we are very happy that we chose this solution. Their customer service is next-level and they have been there all the way, from the initial considerations before signing up through implementation and later fine-tuning. Always ready to help and offer valuable insights and advice so we can find the right solution for us. Pros The interface is very clean and easy to work in, no matter your past experience with knowledge or content management systems. Writing, reviewing and publishing articles is super easy and the same goes for subsequent revisions and amendments. On the user-facing side, the contextual help widget blends in beautifully with our software and the URL-based article recommendations are very helpful. The different customisation options helped us create a coherent experience and tailor the look and functionality to our needs and the brand identity. Cons We feel that we are getting a lot of value for money with the solution and are super satisfied as is. With that being said, we do look forward to multilingual support being introduced. Review Source TS Thomas S. Instruction Designer Government Administration Used the software for: 2+ years ### "Knowledge Base" November 17, 2023 5.0 I am very happy with Knowledge OWL. We use it every day as a knowledge base for our employees. Easy to use and manage, and the customer support is great whenever we have any questions or concerns. I also like the fact that it is very customizable for our needs. Overall, a very good product! Pros Easy to use and the customer support is great! Cons Wish they would have kept the legacy editor instead of the new modern editor. Review Source VR Verified Reviewer Executive Director Education Management Used the software for: Less than 6 months ### "Powerful and Easy to Use Knowledge Base" November 17, 2023 5.0 Very positive experience - highly recommend. Pros I'm not a techy and I had no problem creating content, navigating the site, and finding answers to my questions. Cons Really there are no cons that I have found. Review Source DC David C. Customer Service Manager Used the software for: ### "Knowledge is Power" March 17, 2016 5.0 Pros - Incredibly intuitive Highly customisable Strong customer service ethos Detailed reporting Huge creative space Up time - is excellent NO CONS! We've been with Knowledge Owl since 2014, and have thoroughly loved every day spent with them. We use their product to deliver incredibly important user guides, top tips FAQ's and other general information about our products and services, directly to our customers. All of this is done through three separate knowledge bases, for three separate products. The fact that we allow our products to be supported by Knowledge Owl across three separate KB's should indicate to you that we're serious when we say that their product is excellent. In addition to giving us the creative space and freedom to impart knowledge onto our clients, their customer service has been excellent since day one. I am the person that contacts Knowledge Owl to deal with any situations that may arise around the knowledge bases, but in all honesty - I could probably count on one hand the amount of times I've had to request assistance. The times I have needed to, have been fast and very professional experiences, which is pretty incredible considering we are based across a sea and time zone from them. As a manager the reporting tools and functions behind the scenes in Knowledge Owls KB's are invaluable. The statistics I am able to gather gives us as a company the ability to see what's - working, trending, missing and important to our clients. As a long time user, I would have no problem at all recommending their product to another business or nominating them for an award in excellence. Review Source Response from KnowledgeOwl March 17, 2016 Thanks, David! You've been with us since the beginning, and we're so happy to have you as a customer. We greatly appreciate the amazing recommendation; you are the best! -Marybeth VR Verified Reviewer Managing Partner Used the software for: Less than 6 months ### "Creating a KMS to supplement our new Level Five sales training/sales coaching firm." July 19, 2018 5.0 Provided us with the opportunity to create a product that extends our capabilities and gives us a competitive advantage in the marketplace. Pros KnowledgeOwl is very easy to use - especially if you've worked with any blogging software - and the support services are fabulous. You can schedule support calls online for the amount of time you need and the team responds to emails, too. We can't sing their praises more! They're definitely a 10+. success. Cons Nothing to add here - we've been very pleased with all of the support we received when setting up our KMS. Review Source Response from KnowledgeOwl July 21, 2018 Thanks! It's been a pleasure working with you! KA Kelly A. Instructional and Service Design Manager Design Used the software for: 2+ years ### "Great customer service" October 3, 2016 5.0 Knowledge Owl's Marybeth and Pete co-design and troubleshoot any foreseen issues. They are immensely valued and responsive. Their backend is great and intuitive - which makes training staff simple and fast. I would recommend them to anyone. Pros The backend editor is simple and intuitive. The customer service is incredible. Cons N/A. Everything is amazing. Review Source JC Josh C. Associate Director of Learning Initiatives Used the software for: ### "Stop looking and use HelpGizmo!" November 6, 2014 5.0 We were using Zendesk for our knowledge base because they were also our ticketing system, but I got frustrated with slow development timelines for some features core to our organization. We reached a tipping point and needed an alternative solution. After looking into over a dozen options, I discovered HelpGizmo. Not only did they already have the core features we needed, they were genuinely interested in building the best product possible and asked about the other pain points that existed with our previous service. They were willing to iterate on their product quickly and excellently to make it something even better than the great product I had discovered. It was such a different experience to see how quickly they responded and rolled out really great features that create a lot of value. Best yet, we still use Zendesk for ticketing but HelpGizmo is now our knowledge base and since Helpgizmo integrates with Zendesk we get the best of what each company offers. It made switching such an easy decision for our organization. And you will not find a better customer service team. They are friendly, responsive, and always looking to make their product better. That is probably the most impressive "feature" you'll be getting when you go with HelpGizmo. Going with HelpGizmo was a great decision and working with their team has been a true pleasure. Highly recommend! Review Source GC Gabriel C. US customer service coordinater Consumer Goods Used the software for: 1-2 years ### "Easy to use, great features and amazing support !" May 15, 2018 5.0 It's always hard to capture your employees knowledge but KnowledgeOwl makes it easy ! Pros Simple web base interface with a lot of options. Easy to manage your articles life cycle and your users access as well. When ever we have a how to question or any question for that matter, there's always someone ready to help us. Cons Not much, maybe more language interface (French for example). 1 more admin licence with the basic subscription would be nice. Review Source Response from KnowledgeOwl May 23, 2018 Thanks for the review, Gabriel! We are planning to add better translations capabilities in the near future for multilingual knowledge bases, so hopefully that will make your life easier. I also sent you an email about the extra admin license :) -Marybeth AS Angie S. Head of Customer Education & Enablement Information Technology and Services Used the software for: Less than 6 months ### "Simple Yet Powerful & Amazing Support" July 27, 2016 5.0 I use Knowledge Owl for a number of inter-connected knowledge bases, and I love how easy it is to maintain them. Not only am I able to use the same article in multiple sites, and have those articles update by updating just one of them, I'm able to insert custom content into one or more without affecting the rest. It allows me to create a custom experience without maintaining multiple versions of essentially the same information. The platform is very easy to use, but powerful. And I cannot say enough about the tremendous support we've received getting up and running with Knowledge Owl. The answers are quick, complete, friendly and right on the money. No matter what I'm asking, even if it's filling a gap in my HTML skills, I always get quick help with a solution. Pros Knowledge Owl is easy to use but isn't restrictive, and the customer support is top notch. Review Source SS SUSAN S. Technical Communications Used the software for: ### "Positive-feedback-only zone!" April 7, 2016 5.0 We're well into the process of obsoleting and migrating components of a large set of hard-to-maintain legacy docs and Helps, and implementing a more nimble approach that allows us to provide our customers and dealers with the information they are asking for. KnowledgeOwl is proving to be a robust and easy-to-use authoring tool that lets us generate and deploy critical information quickly on an as-needed basis and then continually improve and expand on the topics as time and resources allow. As the sole writer at my company, I really appreciate the ease (and enthusiasm) with which non-writers can dive right in and start generating content, allowing me to focus on editing, writing overview and bridge topics, adding links and keywords, assigning new topics to subject matter experts, and so forth. The KnowledgeOwl authoring environment is intuitive, easy to use, and feature-rich. The UI is straightforward---it's all right there in front of you. KnowledgeOwl is saving us time and effort and aggravation, and it's very rewarding to be able to respond so quickly to requests for information. Review Source LI Lisa I. Team Leader Training & Development Used the software for: ### "Sensational service and high quality product- Not to mention excellent value!" March 31, 2016 5.0 KnowledgeOwl is a fantastic KM solution. When researching different products in the market we had a long list of requirements, I couldn't believe how many KnowledgeOwl was able to tick right out of the box. Its intuitive, easy to use and excellent value for money. From our perspective KnowledgeOwl is by far the most cost effective KM solution available. It was also super easy to implement with relatively no support required from our IT department. Information stored on the platform is backed up daily and the level of customer support that has been offered to us to help tailor the platform to our specific needs has been second to none (especially considering the fact we're in completely different time zones). Utilising KnowledgeOwl has assisted our business unit to achieve immediate efficiencies and tangible cost savings. The best part is, it just keeps getting better and better with upgrades occurring to the platform on a regular basis. If you're looking for a highly effective KM solution I couldn't recommend this knowledgebase highly enough! Review Source BR Barbara R. Technical Support Used the software for: ### "I really like it, gives great overview and is easy to use." March 23, 2016 4.0 I like how easy it is to create a very organised datebase. There are only few things that could be better, but overall I recommend this software to everyone! 1) it isn't possible to move several articles together into a new sub-category, which could save time when reorganising; 2) over time it's annoying that you need to save your changes in articles and that the default is always "draft". I have to save 2 times to be able to get it into the database. If you do many entrees that takes time. Review Source Response from KnowledgeOwl March 24, 2016 Thanks for the feedback, Barbara! We really like you too! It would be great to be able to bulk move articles. I'm going to put in a feature request for it and I'll keep you updated. Your articles shouldn't be defaulting back to draft, and I think you might have been running into a bug which should be fixed now. I'll reach out to your separately to make sure we get that resolved. Thanks for sharing your KnowledgeOwl experience and recommending us to everyone; we appreciate it! -Marybeth BR Bilgin R. RG Servicedesk Analyst Used the software for: ### "Very Satisfied with the product and the support " April 4, 2016 5.0 I've been using KnowledgeOwl for more than a year now and can simply say that it does cover all of our Knowledge-base requirements. Some o the main things that I like: - It's easy to use - highly customisable - drag-drop to add files,easy to link images/documents - It supports various visibility settings, which allows us to have internal and external information - The comments feature enables discussions, sharing knowledge - The categories are a great way of organising articles and the search is very accurate Last but not least it's responsive, which makes it usable on mobile and tablet. Overall, I would recommend this product to anyone who is looking for a content management software, which can be used for multiple purposes. Review Source Response from KnowledgeOwl December 4, 2017 Thanks for the positive review of KnowledgeOwl, Bilgin! Please let us know if there is anything we can do to help make your experience even better. We''re happy to help any way we can! -Marybeth AH Aleta H. Queen of Customer Training (Training Coordinator) Market Research Used the software for: ### "Perfect Tool for Training Manual" June 23, 2014 5.0 I love HelpGizmo! I use HelpGizmo to hold all of the documentation I use for training events. Having an online training manual with HelpGizmo benefits me because I don't have to worry about printing and shipping the materials to each city, and it benefits the customers because I can constantly update the documentation ensuring they always have up to date information. It is exactly what I needed! Using HelpGizmo is simple. When I do have a question, I email the HelpGizmo team and receive a detailed response quickly. They are great! Pros \* Awesome Support \* Easy to Use \* Professional Looking 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.