Top 12 Team Knowledge Sharing Tools for 2025

In today's fast-paced business environment, information silos are a direct threat to productivity and innovation. When team members can't find the information they need, projects stall, decisions are delayed, and valuable expertise gets lost in the shuffle of chat messages and email threads. This knowledge gap costs organizations time and money, creating friction where there should be flow.

Effective team knowledge sharing tools are the antidote, transforming scattered data into a centralized, accessible, and actionable asset. By implementing the right platform, you can empower your team with a single source of truth, fostering a culture of collaboration, reducing onboarding time for new hires, and ensuring that collective wisdom drives your business forward. For a deeper dive into establishing a thriving knowledge ecosystem, explore comprehensive guides on best practices for knowledge management success.

This guide cuts straight to the point. We will explore the top 12 tools designed to solve this critical challenge, from dedicated knowledge bases like Confluence and Guru to flexible workspaces like Notion and ClickUp. Each review includes practical use cases, an honest look at limitations, and screenshots to help you select the perfect solution to unlock your team's full potential.

1. Embed Notion Pages

Embed Notion Pages stands out as an exceptionally powerful and versatile choice among team knowledge sharing tools, especially for organizations already leveraging Notion for their internal documentation. It solves a critical challenge: how to seamlessly publish dynamic, well-maintained Notion content directly onto a public or internal website without any coding. This platform transforms your Notion pages-from detailed project plans and knowledge bases to company handbooks and training materials-into live, interactive elements on your website.

The core strength of Embed Notion Pages lies in its real-time synchronization. Any update made in your Notion document is instantly reflected in the embedded version on your site. This eliminates the tedious, error-prone process of manually updating content across multiple platforms, ensuring your team and clients always see the most current information. The platform is designed for simplicity; just paste a public Notion page link to generate a clean, responsive embed code that works with WordPress, Webflow, or any custom HTML site.

Why It's a Top Knowledge Sharing Tool

For teams, this tool's utility is immense. Imagine embedding an internal wiki, a project timeline, or a client support portal directly into your company intranet or client dashboard. Embed Notion Pages supports all Notion blocks, including databases, calendars, and media, preserving the rich, interactive experience your team is accustomed to. For a deeper dive into its capabilities, you can learn more about how to embed Notion pages.

Here are some of its standout features:

• No-Code Simplicity: The intuitive interface means anyone can generate and deploy embeds in minutes.

• Deep Customization: Match your brand perfectly with custom CSS, dark mode, and adjustable dimensions.

• Robust Security: Protect sensitive information with password protection or restrict access to specific email domains, making it ideal for confidential client portals or internal-only documents.

• Flexible Pricing: It scales with your needs, offering a free tier for small projects, a Pro plan for growing businesses, and an enterprise-level Unbound option.

Practical Use Cases

• Internal Knowledge Base: Embed a company-wide handbook or process documentation directly into your internal company portal.

• Client-Facing Portals: Create secure, password-protected project dashboards or support centers for individual clients.

• Public Documentation: Publish technical documentation or FAQs that are easy to maintain from a single Notion source.

While the requirement to use public Notion pages might seem like a limitation, its robust security features effectively gate access, making it a non-issue for most use cases. The free plan's one-week expiration is a key consideration, but the affordable Pro plan unlocks its full, unlimited potential.

Website: https://www.embednotionpages.com

2. ClickUp

ClickUp positions itself as an all-in-one productivity platform, but its strength as a knowledge sharing tool lies in its integrated Docs and real-time collaboration features. Instead of requiring a separate app for documentation, teams can create, link, and manage knowledge directly within their project workflows. This contextual access is ClickUp's key differentiator; a project brief, a technical spec sheet, or a meeting-notes document can live right alongside the tasks they inform, creating a single source of truth.

This platform excels at connecting disparate pieces of information. For instance, you can create a "Company Wiki" using ClickUp Docs, then use relationships to link specific pages to relevant tasks or goals across different departments. This makes it one of the more versatile team knowledge sharing tools for organizations that want to eliminate app-switching.

Key Considerations

• Best Use Case: Teams that need to deeply integrate their documentation with active project management and task tracking.

• Implementation Tip: Start by creating a dedicated Space for your knowledge base. Use nested pages within Docs to build a clear hierarchy for onboarding materials, process guides, and company policies.

• Limitations: The sheer number of features can present a steep learning curve. While powerful, the mobile app experience for editing complex documents can feel less fluid than the desktop version.

Pricing: ClickUp offers a robust Free Forever plan. Paid plans start at $7 per member/month (billed annually) for the Unlimited plan, unlocking more features and storage.

Website: https://clickup.com/

3. Confluence by Atlassian

As a cornerstone of the Atlassian ecosystem, Confluence is purpose-built for creating, organizing, and discussing work in one place. It serves as a remote-friendly team workspace where knowledge and collaboration meet. Its primary strength lies in its deep, native integration with other Atlassian products like Jira, making it the default choice for software development and IT teams who need to link documentation directly to project tickets, backlogs, and sprints.

The platform excels at structured documentation through its use of "spaces" for different teams or projects and "pages" for individual documents. Customizable templates for meeting notes, project plans, and technical documentation provide a solid starting point for any initiative. This structured approach makes it one of the most powerful team knowledge sharing tools for large organizations that require robust versioning, permissions, and a centralized repository for critical information.

Key Considerations

• Best Use Case: Technical teams, particularly those already using Jira, who need a powerful, structured wiki for documentation, project planning, and requirements management.

• Implementation Tip: Leverage the vast library of templates to standardize documentation across your organization. Encourage teams to use in-line comments and @-mentions to keep discussions contextual and tied to the content itself.

• Limitations: The interface can feel dated compared to newer tools, and its feature set can be overwhelming for smaller teams or non-technical departments. The learning curve is steeper than simpler alternatives.

Pricing: Confluence offers a Free plan for up to 10 users. Paid plans start at $6.05 per user/month (billed annually) for the Standard plan.

Website: https://www.atlassian.com/software/confluence

4. Notion

Notion redefines the concept of a collaborative workspace by offering a uniquely flexible and modular environment. Unlike rigid, pre-defined tools, Notion provides a blank canvas where teams can build their own interconnected systems for notes, databases, project plans, and wikis. Its power lies in its database functionality, allowing users to create powerful, filterable repositories for everything from meeting notes and project timelines to comprehensive employee handbooks.

This platform excels at creating a centralized, custom-fit knowledge hub. For example, a marketing team can build a content calendar database, link it to campaign briefs written as pages, and connect those to a master task list. This makes it one of the most adaptable team knowledge sharing tools for organizations that prioritize customization and want to build a system perfectly tailored to their unique workflows. For further guidance, you can learn more about best practices for using Notion with your team.

Key Considerations

• Best Use Case: Teams that want a highly customizable, all-in-one workspace to build their own internal wikis, project management systems, and documentation hubs from the ground up.

• Implementation Tip: Start with a pre-built template for a team wiki or project tracker to understand the core concepts. Gradually customize it by adding new properties to databases and creating relational links between different pages.

• Limitations: The extreme flexibility can be overwhelming for new users, leading to analysis paralysis. The mobile app experience, while functional, lacks the full editing power and speed of the desktop version for complex databases.

Pricing: Notion offers a free plan for individuals. Paid team plans start at $8 per user/month (billed annually) for the Plus plan, which includes more collaboration features and upload limits.

Website: https://www.notion.so/

5. Guru

Guru operates as a company-wide wiki that lives where your team works, focusing on delivering verified knowledge at the moment of need. Its core strength is its proactive AI and deep integrations, which surface relevant information directly within applications like Slack, Microsoft Teams, or a web browser. Instead of employees having to leave their workflow to search for information, Guru’s browser extension suggests relevant "Cards" of knowledge based on the context of the page or app they are in.

This platform excels at keeping information trustworthy through its verification engine. Subject matter experts are prompted to review and update content on a set schedule, ensuring the knowledge base doesn't become stale. This makes it one of the most reliable team knowledge sharing tools for customer-facing teams like support and sales, who need accurate, up-to-the-minute answers to succeed.

Key Considerations

• Best Use Case: Fast-moving support, sales, and success teams that need instant access to verified product information and processes within their existing communication tools.

• Implementation Tip: Start by identifying the top 20 questions your support team answers daily. Create a Guru Card for each one and assign an expert to verify it. This quickly demonstrates value and builds adoption.

• Limitations: The platform is less suited for deep, collaborative document editing compared to tools like Notion or Confluence. Some users find the initial setup and establishing verification workflows can have a moderate learning curve.

Pricing: Guru has a free plan for up to 3 users. Paid plans start with the Builder plan at $5 per user/month (billed annually).

Website: https://www.getguru.com/

6. SharePoint by Microsoft

For large enterprises deeply embedded in the Microsoft ecosystem, SharePoint stands as a powerful, web-based platform for building comprehensive intranets and document management systems. Its core strength lies in its seamless integration with the entire Microsoft 365 suite, allowing organizations to create a centralized, secure hub for all company knowledge, from official policies to project documentation. SharePoint’s power is in its customizability, enabling businesses to construct highly specific portals tailored to departmental needs.

This platform is one of the most robust team knowledge sharing tools for creating a single, authoritative source of truth. While SharePoint excels as a central repository, many teams also manage daily discussions through Teams. It's wise to explore guides on leveraging Microsoft Teams for meeting notes to ensure all conversations and decisions are captured and accessible within the wider knowledge ecosystem.

Key Considerations

• Best Use Case: Large organizations requiring a highly secure, customizable, and scalable intranet and document management solution that integrates with existing Microsoft products.

• Implementation Tip: Begin with a pilot program for a single department. Focus on designing a clean site structure with clear navigation before rolling it out company-wide to avoid overwhelming users.

• Limitations: The setup and ongoing management can be complex, often requiring dedicated IT resources. Its extensive capabilities can lead to a steep learning curve for general users.

Pricing: SharePoint is typically included with Microsoft 365 Business and Enterprise plans. Standalone plans start at $5 per user/month.

Website: https://www.microsoft.com/en-us/microsoft-365/sharepoint/collaboration

7. Bloomfire

Bloomfire focuses on making organizational knowledge highly discoverable and engaging. Its core strength is an AI-powered search engine that understands natural language, allowing users to ask questions like "What is our Q4 social media strategy?" and receive precise answers, not just a list of documents. This search-first approach reduces the time employees spend hunting for information and encourages a culture of self-service.

The platform supports a wide variety of content types, including video, which it can automatically transcribe to make the spoken content searchable. This makes it one of the more powerful team knowledge sharing tools for organizations that rely heavily on multimedia for training and communication. Engagement features like Q&A sections, commenting, and analytics on content consumption help leaders understand what knowledge is most valuable and where gaps exist.

Key Considerations

• Best Use Case: Support, research, and sales enablement teams that need to quickly find and share specific answers and insights from a large repository of documents, videos, and presentations.

• Implementation Tip: Encourage subject matter experts to create short video answers to frequently asked questions. Use the analytics dashboard to identify popular or highly-searched topics that need more detailed content.

• Limitations: The pricing structure can be a significant investment, making it less accessible for smaller businesses or teams. Its offline capabilities are also limited compared to some other platforms.

Pricing: Bloomfire uses a quote-based pricing model tailored to organization size and needs. You must contact their sales team for specific details.

Website: https://bloomfire.com/

8. Nuclino

Nuclino brings a minimalist, almost wiki-like approach to knowledge management, prioritizing speed and simplicity above all else. It's designed as a collective brain for your team, where creating and interlinking documents feels effortless and immediate. The platform's core strength is its real-time collaborative editor, which allows multiple users to edit a document simultaneously without friction, making it ideal for drafting meeting notes, project plans, or technical documentation on the fly.

Unlike more complex project management suites, Nuclino focuses purely on knowledge creation and organization. Its standout feature is the Graph view, which visually maps the relationships between different documents, helping teams discover connections and understand the structure of their knowledge base intuitively. For teams that feel overwhelmed by feature-heavy platforms, Nuclino is one of the most streamlined team knowledge sharing tools available.

Key Considerations

• Best Use Case: Fast-moving startups and SMBs that need a lightweight, no-fuss internal wiki or knowledge base that everyone can adopt quickly.

• Implementation Tip: Encourage your team to use the internal linking feature (@ mention) liberally. This builds the Graph view and turns disparate documents into a truly connected knowledge network.

• Limitations: The minimalist design means it lacks advanced features like complex permission levels or integrated task management found in other tools. It's not built for heavy-duty project management.

Pricing: Nuclino offers a free plan with core features. The Standard plan starts at $5 per user/month (billed annually), unlocking unlimited version history and more features.

Website: https://www.nuclino.com/

9. Tettra

Tettra is an AI-powered knowledge management system built to eliminate information silos by integrating directly into a team's daily communication flow. Its core strength is making knowledge capture and retrieval seamless within Slack or Microsoft Teams. Instead of context-switching to a separate wiki, users can ask questions and get AI-powered answers or create new documentation pages directly from their chat conversations, turning fleeting discussions into lasting knowledge assets.

This platform excels at keeping information current and trustworthy through its content verification workflow. Tettra prompts subject matter experts to regularly review and update pages, ensuring the knowledge base doesn't become stale. This focus on maintenance and integration makes it one of the most practical team knowledge sharing tools for fast-moving companies that live in their chat applications and need reliable, up-to-date answers on demand.

Key Considerations

• Best Use Case: Teams that primarily use Slack or Microsoft Teams for communication and need a simple way to capture, find, and verify internal knowledge.

• Implementation Tip: Designate "Subject Matter Experts" for different categories of knowledge within Tettra. This distributes the responsibility of content verification and ensures accuracy across the board.

• Limitations: The platform has fewer customization options for page layouts compared to more robust wiki tools, and its feature set may be too streamlined for large enterprises with complex knowledge architecture needs.

Pricing: Tettra offers a free plan for up to 10 users. Paid plans start at $8.33 per user/month (billed annually) for the Scaling plan, which includes more advanced features like content verification.

Website: https://tettra.com/

10. Document360

Document360 is a dedicated knowledge base platform designed to help teams create, manage, and share content for both internal and external audiences. Its strength lies in its focused approach to documentation, offering robust features like version control and detailed analytics that go beyond what many all-in-one tools provide. This makes it ideal for creating structured, long-form content such as technical manuals, employee handbooks, or public-facing help centers.

The platform’s user-friendly interface and powerful Markdown editor simplify the content creation process, allowing authors to focus on clarity and accuracy. For companies that need to manage distinct knowledge bases for different user groups (e.g., customers and internal staff), Document360 provides a clean, scalable solution. It stands out among team knowledge sharing tools for its singular focus on building and maintaining a professional-grade knowledge base with enterprise-level control.

Key Considerations

• Best Use Case: Organizations needing a powerful, dedicated platform for both internal team wikis and external customer-facing help documentation.

• Implementation Tip: Leverage the category manager to build a logical structure before writing content. Use the analytics feature to identify popular and poorly-rated articles, then prioritize them for updates.

• Limitations: The pricing structure can be a barrier for very small teams or startups. While clean, the customization options for the knowledge base's appearance are more limited compared to building a site from scratch.

Pricing: Plans start at $149 per project/month (billed annually) for the Standard plan, which includes two team accounts.

Website: https://document360.com/

11. GitBook

GitBook is a modern documentation platform built with technical teams in mind. Its strength lies in its developer-first approach, combining powerful version control, seamless GitHub integration, and a clean Markdown-based editor. This allows engineering and product teams to treat their documentation like code, enabling collaborative workflows such as pull requests and version history for technical specs, API guides, and internal wikis. The platform transforms static documents into a dynamic, searchable knowledge base.

Unlike more general-purpose wikis, GitBook is specifically designed to manage the lifecycle of technical knowledge. The ability to sync content directly from a GitHub repository makes it one of the most efficient team knowledge sharing tools for software companies. It ensures that documentation is always up-to-date with the latest code changes, bridging the gap between development and knowledge management.

Key Considerations

• Best Use Case: Technical teams, software developers, and product managers who need to create, manage, and version-control public or internal documentation.

• Implementation Tip: Connect your GitBook space to a dedicated GitHub repository from the start. This automates content updates and encourages engineers to contribute to documentation as part of their regular coding workflow.

• Limitations: The feature set is highly specialized for technical documentation and may feel restrictive for non-technical teams, such as marketing or HR. Advanced theme customization can require some technical expertise.

Pricing: GitBook offers a free plan for individuals and open-source projects. Paid plans start at $6.40 per user/month (billed annually) for the "Plus" plan, which includes custom domains and private documentation.

Website: https://www.gitbook.com/

12. Helpjuice

Helpjuice specializes in knowledge base software that empowers teams to build highly customized internal or external help centers. Its primary differentiator is the depth of its customization and analytics. Unlike more generalized platforms, Helpjuice focuses purely on creating a searchable, branded repository of information, making it ideal for organizations that prioritize brand consistency and want deep insights into how their knowledge is being consumed.

The platform’s authoring tools are incredibly user-friendly, allowing for real-time collaboration on articles without needing technical skills. For teams that need to understand content effectiveness, its analytics engine tracks what users search for, which articles are helpful, and where knowledge gaps exist. This data-driven approach transforms a static wiki into one of the more dynamic team knowledge sharing tools for continuous improvement of documentation.

Key Considerations

• Best Use Case: Organizations needing a powerful, brandable knowledge base for either internal team support or external customer self-service.

• Implementation Tip: Leverage the analytics from day one. Pay close attention to failed search queries to identify what content your team needs most and prioritize creating those articles first.

• Limitations: The pricing structure can be a significant investment for smaller teams or startups. While focused, it has fewer native integrations compared to all-in-one project management suites.

Pricing: Plans start at $120 per month for up to 4 users. All plans include the full feature set, with pricing scaling based on the number of users.

Website: https://helpjuice.com/

Team Knowledge Sharing Tools Comparison

From Scattered Data to Strategic Asset: Your Next Step

Navigating the landscape of team knowledge sharing tools can feel overwhelming, but the journey from scattered data to a strategic asset is a crucial one for any modern organization. We've explored a wide spectrum of platforms, from the flexible, all-in-one workspaces like Notion and ClickUp to the dedicated, AI-powered knowledge management systems such as Guru and Bloomfire. We've also seen how specialized tools like Embed Notion Pages can supercharge an existing system, transforming private documentation into polished, public-facing resources without duplicating effort.

The core takeaway is this: the perfect tool doesn't exist in a vacuum. Its value is defined entirely by your team’s unique context, workflow, and strategic goals. A small, agile team of freelancers might thrive with the simplicity and interconnectedness of Notion, while a large enterprise with complex compliance needs will likely lean on the robust, structured environments of SharePoint or Confluence. The key is to move beyond feature lists and focus on the operational reality of how your team will interact with the platform daily.

How to Choose the Right Tool for Your Team

Making a final decision requires a deliberate, methodical approach. Don't let a slick marketing campaign be the deciding factor. Instead, use the insights from this guide to build a practical evaluation framework.

Here are the actionable next steps to take:

1. Identify Your Primary Use Case: Be brutally honest about your biggest knowledge pain point. Is it slow onboarding? Repetitive questions in Slack? Difficulty finding project documentation? Pinpoint the single most important problem you need to solve. For example, if your primary goal is to provide instant, verified answers to customer-facing teams, a tool like Guru or Tettra is purpose-built for that. If you're an educator needing to publish course content from your existing Notion setup, Embed Notion Pages is the direct solution.

2. Map Your Existing Workflows: The best team knowledge sharing tools integrate seamlessly, they don't disrupt. Consider where your team already works. If you live in the Microsoft ecosystem, SharePoint is a natural fit. If Atlassian products like Jira are central to your operations, Confluence offers unparalleled integration. A tool that forces a radical change in behavior is less likely to be adopted.

3. Shortlist and Trial: Based on your use case and workflows, select two or three top contenders from this list. Don't just browse their websites. Sign up for a free trial and create a pilot project. Task a small group with a real-world objective, such as documenting a new process or building a small project wiki. This hands-on experience will reveal more about a tool's usability and limitations than any demo ever could.

Final Thoughts: Invest in Your Collective Intelligence

Implementing one of these platforms is more than just a software purchase; it's an investment in your team's collective intelligence. The right tool transforms institutional knowledge from a fragile, siloed liability into a resilient, accessible, and powerful asset. It empowers individuals, streamlines collaboration, and builds a foundation for sustainable growth. By taking a strategic approach to selecting and implementing your chosen platform, you're not just organizing information, you're unlocking your team's full potential.