Popular Confluence Alternatives for 2022: The Complete List

Andy Cook
March 24, 2022
Confluence Alternatives: The Complete List

Since 2004, Atlassian’s Confluence knowledge management system has been one of the most popular KMS platforms, boasting over 60,000 customers and used by around 43,000 websites, including some of the largest enterprises.

However, Confluence may not be for everyone, and it pays to do your homework before settling for a knowledge management solution that best suits your needs and budget. To help you out, we’ve gathered a list of the most popular alternatives to Confluence, along with their strengths, weaknesses, and associated costs.

The Different Types of Knowledge Management Systems

The first thing you need to be aware of is there are different kinds of knowledge management tools, each focusing on a specific function.

Content Relationship Management System

As the name suggests, this type of KMS is suited for storing customer relationship information.

Document Management System

DMS is designed for storing digitally encoded documentation like records and paperwork. An enhanced version, the Electronic Document Management System or EDMS, offers additional features for managing document workflows, as well as third-party integration and migration functions.

Learning Management Systems

LMS focuses on the storage, cataloging and retrieval of educational and development materials as part of organizational learning. To this end, it’s designed for storing and delivering content like training programs, certification classes, etc.

Reasons for Needing a Confluence Alternative

Reason #1: You need a more intuitive Wiki

While Confluence and other Atlassian products are beloved by technical folks, non-technical colleagues may find the interface challenging or the learning curve a bit steep. If you want a tool that your whole company can intuitively use, you may need to make a switch

Reason #2: You’re looking for a lightweight solution

Your organization may already be using other tools for collaboration, file sharing, or communication. In this case, you may not fully utilize all of Confluence’s features and be better off with a “lite” version.

Reason #3: Cost

Of course, not all organizations have the same budget, or require the same number of licenses. Smaller enterprises with fewer members and resources will want the most cost-efficient platform that suits their size.

Are There Any Free Confluence Alternatives?

Speaking of cost: yes, free alternatives to Confluence exist. These are useful for businesses on a tight budget, or if you simply want to test out a platform first before committing to a KMS for your organization.

Here are six free alternatives to Confluence, including their entry level plans.

VendorFree PlanEntry Level Plan for Teams
TettraUp to 10 users$8.33 / user / monthUp to 250 users
GuruUp to 10 users$10 / user / month
NotionFor personal use only$8 / user / month
SlabUp to 10 users$8 / user / month
SliteUnlimited users, but limited to 50 docs$6.67 / user / month
Zoho Wiki2 Wikis, 3 users, 50mb attachment space$3 / user + $5 / additional wiki

The Best Confluence Alternatives for 2022

Tettra

Tettra is an internal knowledge base, wiki and KMS solution in one. Notable features include an intuitive UI and Slack integration, allowing users to utilize the knowledge base without leaving the Slack interface.

Tettra has a question and answers feature, as well as content verification which helps you keep knowledge base content up-to-date.

Based on a G2 comparison, reviewers found that Tettra was easier to set up, use, and administer. It boasts a 4.5 / 5 star rating compared with Confluence’s 4.1 stars. 

Pros:

  • Intuitive interface
  • Native Slack integration
  • Q&A workflow
  • Periodic content verification workflow

Cons:

  • Lacks support for forums / discussion boards
  • Limited document formatting

Cost:

Entry level – $8.33 / user per month for up to 250 users

Enterprise – $16.66 / user per month 

ServiceNow

ServiceNow is a KMS suite designed for both internal and customer-facing applications. It boasts machine learning capabilities in addition to KCS v6 verification. One feature that sets it apart from Confluence is decision support. However, it lacks support for forums / discussion boards, as well as full text search functionality.

Pros:

  • AI learning
  • Decision support, alerts and escalation, approval process control
  • Supports asset tracking and capacity management

Cons:

  • No forums / discussion boards, communication management, commenting / notes function
  • No document management functions (capture, storage, classification, review)
  • Lacks cataloging and categorization
  • Pricey

Cost:

$100 / IT process user per month with volume discounts available.

Zendesk

This popular help desk suite also has a knowledge base function, as well as some collaboration features. Strong points include a WYSIWYG editor that greatly simplifies article creation, and collaboration tools that allow multiple users to work together on an article. 

However, most of the advanced features for the knowledge base are only available in the enterprise plan.

Pros:

  • Unlike most others on the list, it has 24/7 support via phone, chat and email
  • Supports in person and live online training unlike Confluence

Cons:

  • Expensive

Cost:

  • Starts at $19/user per month for foundational support
  • Advanced knowledge base features are limited to enterprise starting plan, at $150/agent per month

Help Scout

Like Zendesk, Help Scout is a help desk and knowledge base solution. The knowledge base component, Docs, likewise has a WYSIWYG editor, and also supports multimedia uploads like videos and images. 

Meanwhile, the vendor’s Beacon tool is a chat-style widget that can be embedded on sites or apps that allow users access to the knowledge base library without leaving their current page.

Pros:

  • Docs knowledge base is built for SEO
  • Beacon widget allows seamless knowledge base access
  • Supports live online training

Cons:

  • Lacking in integration
  • Pricey, no free version

Cost

Starts at $20/user per month, for up to 25 users. Larger teams cost $35/user per month

Slite

slite interface

Slite is like the Slack of internal wikis. Documents are organized in channels that can be set to public or private, and channels with new posts are highlighted in bold. 

One standout feature is the company wiki template. Instead of building your wiki from scratch, Slite provides an example of what your wiki could look like, guiding you along the way as you structure it. Documents can be worked with the collaboration editor that also tracks revisions and restores previous versions.

Pros:

  • Familiar interface
  • Minimalist design

Cons:

  • No API support
  • Lacks cataloging / categorization functionality

Cost

Standard – $6.67/user per month

Premium – $12.50 /user per month

 

Whatfix

This knowledge base platform is best suited for microlearning. Topics are divided into shortform standalone bites, and documentation is displayed as links in a self-help widget. The widget can be flexibly integrated in other applications such MS Teams, so that it shows up as a link.

Pros:

  • Excellent aftersales support according to multiple reviews
  • Simple and highly customizable dashboard

Cons:

  • Steep learning curve for non-technical users
  • Content editing can be a clunky experience

Cost

By quotation only

Bloomfire

Bloomfire interface

This internal KMS platform boasts an AI-powered Deep Search function that can transcribe videos, especially useful for organizations that have a lot of AV resources. The transcription can then be indexed and searched down to specific words or phrases within the video. It can also index every single word in all your documents and automatically generate tags to optimize them for search.

Another notable feature is bulk import and export, useful for weeding out outdated or irrelevant content.

Pros:

  • Advanced video transcription powered by machine learning
  • Content supports likes and shares, ala social media

Cons:

  • Search function can be challenging to use
  • No free version, expensive

Price

  • Starts at $25/user per month for a multi-year subscription

Notion

Notion is a sleek KMS noted for its ease of use. It supports drag and drop, page nesting, and mentions. Additionally, you can embed over 50 apps inside your Notion documents, turning your wiki into your company’s go-to-source for all types of knowledge. Finally, you can assign tasks and due dates to users, making it a wiki and project management tool in one.

Pros:

  • Very user friendly
  • Project management functions

Cons:

  • Free plan is only for personal use, less scalable
  • No API support
  • No draft mode and publishing workflow

HelpJuice

This KMS-specific software boasts a design-heavy editor that allows you to modify the typeface, palette and layout to match your organization’s branding. Unlike Confluence, it supports Chromebook OS, as well as in person and live online training.

However, pricing is not flexible and limited to a flat monthly rate.

Pros:

  • Aesthetics are highly customizable to suit branding
  • Chromebook OS support
  • In person and live online training

Cons:

  • Lacking in integrations
  • Multimedia search can be challenging to use
  • Pricing plan may not be suitable for smaller organizations

Cost

$120/ month for 4 users

LiveAgent

This comprehensive help desk is used by over 15,000 customers, including Forbes companies. The suite includes a knowledge base, community forums, and FAQ. The client portal and forms management are two advantages it has over Confluence. On the other hand, it lacks content management, document management, and search filters.

Pros:

  • Supports forums
  • In person and live online training

Cons:

  • No document management
  • Lacks content management and filtering function

Cost

Starts at $15/agent per month

Document360

A standalone knowledge base tool, Document360 is designed for creating internal knowledge bases or self-service bases. It prides itself on its user-friendly interface and easy to use search.

Notable features include IP address restriction, localization, and in-depth analytics. However, the pricing is quite expensive since it’s charged per knowledge base.

Pros:

  • Intuitive interface and search
  • Robust security features

Cons:

  • Lacking in integrations
  • Expensive

Cost

  • Starts at $99/month for 2 team accounts and 1 knowledge base
  • Additional $19/month for each team account, and $39/month for additional knowledge bases

Livepro

This KMS is meant for customer experience-heavy applications that require knowledge on demand for multiple channels. Unlike Confluence, it includes decision support, in person and live online training, and support for Chromebook OS.

As a customer-centric tool, it excels in engagement by making it easy for users to utilize the KMS by a wall of text, clunky UI, or difficult search functions. However, it can be a little challenging to set up roles and scopes.

Pros:

  • Engaging UI 
  • Seamless integrations with customer channels like CRM and phone systems

Cons:

  • Hard to set up roles, scopes, or users
  • Editing functions are quite limited
  • Lacks reporting outputs

Cost

Upon inquiry only

Popular Platforms that can be Adapted to KMS

Some popular cloud apps can also function as a makeshift knowledge management tool, with a little bit of ingenuity. While not as functional nor flexible as dedicated KMS software, they can nonetheless be useful for smaller organizations looking for free or low-cost alternatives.

GSuite

With more than 6 million users, Google’s G Suite offers a cloud-based office suite that includes Google Drive, Docs, Calendar, and of course, Gmail. As a poor man’s KMS, content can be created, shared, and collaborated on via Google Docs, and the whole repository can reside in a shared Google Drive.

One integration that can turn this motley collection into a usable wiki is the aptly named You Need a Wiki, which turns all the folders and files in the shared Google Drive into an easy to use wiki interface.

Cost

  • You Need a Wiki is free for 1 user, and starts at $10 monthly for 10 users. 
  • The highest tier, $75 monthly, is good for 75 users. Bigger teams will require a quote.

Microsoft SharePoint

Thanks to SharePoint’s ubiquity and native integration with Office 365, it makes sense for many enterprises to adapt it into a KMS. The platform can support document storage, content sharing, and collaboration needs for businesses using the Microsoft environment.

However, there are a number of limitations that make SharePoint alternatives worth considering:

  • Search is extremely limited to a user’s site collection
  • Unless the platform is customized, search results can only be filtered by age
  • No support for data taxonomy

Cost

  •  Starts at $5/user per month for SharePoint Online Plan 1 (geared for SMEs)
  • $10/user per month for SharePoint Online Plan 2, which offers unlimited cloud storage, access-based apps support, improved DLP and real-time workflows.

Finding the Right Confluence Alternative for You

When choosing a KMS solution, don’t just look at the top brands. It pays to do your homework, determine what your needs are, and which vendor best fits your requirements. Do you need an internal knowledge base, a customer self-help portal, or an all-around KMS suite? How large is your team, and how much of the budget can you devote to knowledge management? And finally, which product possesses the functions and integrations that are critical for your business?

Hopefully, our list of the top alternative options to Confluence can help you pinpoint the right solution for your organization.

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