Sharing knowledge across departments is the lifeblood of any successful business. After all, how can teams collaborate effectively without a way to easily exchange information? Wiki software offers a straightforward way to create, organize and share knowledge company-wide. But what is the best wiki software? That’s what we’re going to cover in this guide.

What is wiki software?

A wiki is a centralized, web-based platform that allows employees to easily access and document information. In short, it’s a single source of truth for trusted information. Ideally, your wiki will integrate into your existing workflows through browser extensions, allowing employees to pull up content without switching tabs. Here are some examples of content you may find internal company wiki:

• New product features or process updates
• HR policies around time-off
• Project management templates
• Local hotspots for team lunches

External-facing wikis function a bit differently to internal-facing ones. They tend to include product manuals for end-users. While still acting as an authoritative information hub, public wikis contain content tailored specifically for customers, partners, and other external stakeholders.

Types of wiki software

Hosted

A hosted wiki includes SaaS tools that don’t require internal developer time. Security and software maintenance of a hosted wiki are managed by the hosting company. There is usually a little less flexibility with the layout of the wiki; however, less work is required to manage the wiki itself, so you can spend more time focusing on the content that lives within it.

Self-hosted

Self-hosted wiki software (e.g., MediaWiki) is open-source and requires ongoing developer involvement to maintain the security and organization of the platform. Usually, self-hosted wiki software is more customizable for each unique user, with the catch being they are usually much more work to maintain.

Why use wiki software?

Centralize company information

Searching through countless sources to find a single piece of information is a familiar time suck for most of us. According to Forbes, employees who are forced to waste time searching for information quickly become disengaged. This is time that could be better spent collaborating with colleagues and creatively solving problems. 

Wiki software centralizes all company information into a single source of truth–so everyone knows exactly where to go to find reliable and relevant information. 

End information overload

Bite-sized pieces of knowledge are the name of the game when communicating important information across an entire organization. Too many pieces of long-form content put a burden on employees to read and remember more than they can realistically retain. 

When employees are provided with bite-sized information and they can access it again whenever they need it, information overload becomes a thing of the past. 

Bring everyone the information they need to excel in their job

Everyone wants to feel that they’re armed with the information they need to do their job well. Lacking the resources one needs to feel supported in their role is one of the main catalysts of burnout, which has been on the rise. 

Wiki software provides everyone with the information they need, whenever they need to access it. They don’t have to nudge subject matter experts for answers to their questions, rather they can find all the knowledge they need at their fingertips.

Deliver a single source of truth your team actually uses

Without a wiki as a single source of truth, you run the risk of using duplicate and unreliable information to inform decisions and processes. Send everyone to one place for information and make sure to keep that information up to date. It’s a simple solution that keeps everyone on the same page. 

Power effortless collaboration

Good internal communication leads to seamless collaboration that in turn leads to smooth and successful company operations. Wiki software allows everyone at the company to create and edit information, turning the wiki into a homebase for effortless collaboration. Every subject matter expert is contributing their expertise to a single source of information that is accessible to everyone. Goodbye, information silos! 

Seamlessly keep company information up to date

The best wiki software has a content verification system built in. This allows the creator of the information to set a timer for when they need to review and re-verify that information. This ensures that company information stays up to date and relevant, while preventing someone from unknowingly referencing unreliable knowledge. 

Ensure expert-verified product information is in the hands of everyone in support, sales, and marketing

As updates are made to products, everyone needs to be in the loop. This includes technical support, sales, marketing, product specialists, and more. 

According to PwC, 17% of consumers will walk away from a brand after just one bad experience. So it’s critical that teams have access to trusted information in their interactions with customers. 

Let the subject matter experts document and verify their information, so everyone else knows the knowledge they’re reading is accurate and reliable. This kind of expert-verified knowledge is especially valuable when used in knowledge base software or surfaced through help desk software, where speed and accuracy directly impact the customer experience.

Empower support agents to deliver world-class customer service

Easy access to information benefits support agents in two ways. First, it allows them to be kept up to date, providing customers with the information that is the most relevant to them. Second, it provides quick access to knowledge so support agents can answer questions in real time–removing lag time between a customer’s question and support’s answer.

What ingredients does the best wiki software have?

Not all wikis are made the same. There are few key characteristics to keep in mind when choosing the best wiki for your team. 

Easy to use

Adding a new tool to any workflow is dreaded by most employees–it’s just another thing to learn on top of daily tasks. Wiki software should solve problems, not create additional headaches. It should have an intuitive design and content hierarchy that promotes easy content creation.  

Searchability

No one has time to come up with precise keywords in order to find the right information. A wiki needs to have smart search functionality that allows it to provide results related to your search and doesn’t rely on exact keywords. Good wiki software will not require multiple searches to find answers. 

Knowledge base 

Excellent wiki software acts as a knowledge base for all important information. It can be internal or external facing, relaying information to that audience. It should act as a reliable source for knowledge that readers can trust to use regularly, and be the first place people think to visit when searching for an answer. 

Integrations 

Your wiki software should integrate into your existing workflow through browser extensions. This removes the need to navigate away from your workflow to search for information, and instead brings that information into your workflow. It should allow you to find the information you need without leaving the app you’re working in.

Learning features

It should be able to cater to its user. Based on your role or information you’ve referenced historically, a wiki should suggest content that’s relevant to your role. For further support, wiki software should also have a help center or guides series where documentation is easily accessible. 

Customization 

There is generally no one-size-fits-all model for wiki software. Whether you are storing internal knowledge or building an external knowledge base, you need to be able to customize information in a way that works well for your company. Start with the provided framework, but take advantage of flexibility the wiki should offer.

Analytics 

The best wikis have analytics built in, where you can see which content is finding the most traction or what is being searched for regularly. This can help you spot gaps in your company knowledge as well as see what information has proven to be the most useful to employees.

One of the most important capabilities to look for—especially as your company grows—is how well your wiki software integrates into your existing tool stack.

Integrating wiki software with your existing tech stack

Choosing the right wiki software is only half the battle—making sure it integrates smoothly into your team’s daily tools is just as important. The best wikis don’t require users to break their flow. Instead, they show up where work is already happening.

Here’s what to look for when evaluating integrations:

Slack and Microsoft Teams
Your team already lives in chat apps. Wiki software that connects directly to Slack or Teams can surface answers in real time—without opening a new tab. Some tools even let you create or verify content right from chat.

Google Workspace and Microsoft 365
Look for wikis that integrate with tools like Google Docs, Sheets, and Outlook, or Microsoft Word and Excel. This makes it easier to embed documents, sync calendars, or search knowledge alongside your existing files.

Browser extensions
Extensions for Chrome or Edge let you search your wiki from anywhere on the web. Whether you're in an email thread or inside a CRM, browser-based search means you’re never more than a click away from the right answer.

Project management tools
Wikis that connect with Jira, Trello, Asana, or ClickUp help bridge the gap between planning and documentation. This is especially helpful for engineering, product, and marketing teams that work cross-functionally.

SSO and user management
Single sign-on (SSO) and user provisioning integrations (like Okta or Azure AD) streamline access and security. These are essential for scaling and onboarding new employees with ease.

AI-powered enterprise search
The most modern wiki tools go beyond integrations—they unify your entire knowledge ecosystem. With AI-powered search, your wiki can index knowledge from tools across your stack and return trusted answers instantly.

Guru integrates with all of the most popular workplace tools, so your team can access trusted information wherever they’re already working.

The best wiki software tools & examples

1. Guru
At Guru, we practice what we preach when it comes to great wiki software. Our modern wiki is AI-powered, making it possible to capture information seamlessly and find trusted answers instantly. It integrates with your company’s most popular apps so the information you need is always at your fingertips. You can document knowledge faster than ever with Guru’s AI writing assistant, keep it up to date with our verification workflow, and quickly find information no matter where it’s stored with our AI enterprise search capabilities.

And with AI-powered Knowledge Agents, teams like IT, HR, Support, Sales, and Product can create customized search experiences tailored to their specific needs—making enterprise search even more relevant and powerful across the company. 

Key features:

• AI-powered content creation and search
  
  
• Browser extensions and app integrations
  
  
• Content verification workflow
  
  
• Enterprise-wide search
  
  
• Slack, Chrome, and Teams integrations
  
  

Benefits:

• Trusted, always up-to-date information
  
  
• Built into existing workflows
  
  
• Fast and intuitive search
  
  
• Scales with your team
  
  

Best for: Teams looking for an AI-powered internal wiki that works directly in their existing tools and workflows

2. MediaWiki
Here is the most popular open-source wiki software out there. It’s ideal for anyone managing large amounts of content that needs to be accessed by a lot of people. It does, however, require slightly more technical knowledge to get up and running. Still, MediaWiki is one of the most trusted wikis and it’s completely free.

Key features:

• Open-source and highly extensible
  
  
• Powerful permission and versioning controls
  
  
• Customizable with extensions and skins
  
  
• Scalable for large content bases
  
  

Benefits:

• Free and proven solution (used by Wikipedia)
  
  
• Strong community and support
  
  
• Ideal for massive public or private knowledge bases
  
  

Best for: Organizations with technical teams managing large, structured content repositories

3. DokuWiki
DokuWiki is simple and effective. It’s an open-source wiki layout that has thousands of contributors and no limit to the number of pages that you can save. Built-in authentication makes it suitable for large companies trying to get a lot of important information out to their employees or customers fast, and it’s free.

Key features:

• Flat-file storage (no database required)
  
  
• Access control lists and authentication
  
  
• Plugin ecosystem
  
  
• Easy to back up and restore
  
  

Benefits:

• Fast setup and lightweight infrastructure
  
  
• Great for documentation-heavy teams
  
  
• No database means low maintenance
  
  

Best for: Teams needing a lightweight, self-hosted wiki without the complexity of a database

4. Confluence
Confluence is one of the most popular kinds of wiki software used in the technical space. It syncs with Jira, the project management software, to make creating and updating content easy. Confluence requires precise keyword searches to find content and is free for up to 10 users.

Key features:

• Deep Jira and Trello integrations
  
  
• Page versioning and commenting
  
  
• Templates for project documentation
  
  
• Supports media-rich pages
  
  

Benefits:

• Great for technical documentation
  
  
• Connects seamlessly with Atlassian ecosystem
  
  
• Collaborative and secure
  
  

Best for: Engineering or product teams already using Jira or other Atlassian tools

5. Tettra
Tettra works well for teams with little or no technical knowledge. Set up, maintenance, and use are intuitive–it also integrates with the tools you already work in. Teams across an entire organization are able to organize their knowledge in a way that makes the most sense for them.

Key features:

• Integrates with Slack and Microsoft Teams
  
  
• Content suggestions and verification
  
  
• Lightweight editing interface
  
  
• Q&A feature for surfacing answers
  
  

Benefits:

• Easy to implement and manage
  
  
• Built for non-technical teams
  
  
• Keeps knowledge verified and fresh
  
  

Best for: Non-technical teams or startups seeking a simple, reliable internal knowledge base

6. Notion
Notion is a highly-customizable wiki software that allows both remote and in-person teams to collaborate more effectively. Due to its flexible design, learning how to use Notion well can be a steep learning curve and tends to be challenging for large teams to use. Notion is free for individual use.

Key features:

• All-in-one workspace (notes, databases, wikis)
  
  
• Drag-and-drop editor
  
  
• Custom templates and page nesting
  
  
• Rich media support
  
  

Benefits:

• Combines documentation, tasks, and wikis
  
  
• Visually appealing and flexible
  
  
• Free for personal use
  
  

Best for: Small teams or individuals seeking a multipurpose workspace with strong customization

7. Slite
Slite is designed for teams that work remotely. Multiple people can edit documents at the same time and each document can include quotes, charts, graphics, and more. Each user opens the day with a “Catch-up” screen that captures new information that could be relevant to their role. It’s free for up to 50 documents.

Key features:

• Real-time collaborative editing
  
  
• Catch-up digest feature
  
  
• Commenting and mentions
  
  
• Templates for easy setup
  
  

Benefits:

• Optimized for async remote teams
  
  
• Keeps everyone informed with updates
  
  
• User-friendly interface
  
  

Best for: Remote or hybrid teams needing an easy, lightweight wiki

8. Nuclino
Because of its smooth and intuitive design, Nuclino is a wiki software that is ideal for non-technical users. The layout is easy to learn. It can be used solely as a company wiki, or be used to manage projects, share ideas, and more. Nuclino is free for up to 50 items.

Key features:

• Simple, intuitive interface
  
  
• Real-time collaboration
  
  
• Graph view of pages and relationships
  
  
• Markdown support
  
  

Benefits:

• Minimal learning curve
  
  
• Easy to use and navigate
  
  
• Great for fast-moving teams
  
  

Best for:
Teams that want a fast, lightweight tool for project documentation and internal wikis

9. Slab
Slab is an intuitive knowledge management wiki software that is ideal for teams who want an easy set up. It comes with data analytics, so moderators can easily see what information is the most popular. Slab is free for up to 10 users.

Key features:

• Modern editing experience
  
  
• Real-time collaboration
  
  
• Integrates with Slack, GitHub, and G Suite
  
  
• Usage analytics and content health
  
  

Benefits:

• Intuitive interface
  
  
• Great search and integrations
  
  
• Analytics-driven knowledge management
  
  

Best for: Modern teams wanting clean UX and insight into how knowledge is used

10. Document360
Document360 is an intuitive WYSIWYG editor that invites collaboration and knowledge sharing. It integrates well with most apps and offers analytics that allows you to see what information is the most valued.

Key features:

• WYSIWYG and markdown editors
  
  
• Advanced analytics and reporting
  
  
• AI-powered search
  
  
• Custom domain and branding
  
  

Benefits:

• Great for internal and external knowledge bases
  
  
• Scalable and secure
  
  
• Built-in analytics for performance tracking
  
  

Best for: Support teams or companies creating both customer-facing and internal documentation

11. Wiki.js
Wiki.js is open-source and can be used on any platform in a public, private, or both medium. As another free option, this one allows you to create and store information in a fully customizable content layout. Analytics are also available. Wiki.js is less ideal for those with little-to-no technical experience or knowledge.

Key features:

• Markdown editor with live preview
  
  
• Role-based access control
  
  
• Git-backed storage
  
  
• Multi-language support
  
  

Benefits:

• Open-source and free
  
  
• Secure and customizable
  
  
• Ideal for developers
  
  

Best for:
Tech-savvy teams needing a secure and flexible self-hosted wiki

12. Bookstack
Bookstack is a free, open-source wiki software built around a book-like structure, making it intuitive for users to organize knowledge in chapters and pages. It’s ideal for teams who want a visually clean, user-friendly interface with minimal technical complexity. Bookstack can be self-hosted and customized extensively, though setup and maintenance require some developer involvement.

Key features:

• Book and chapter-based content organization
  
  
• Rich text editor with markdown support
  
  
• Role-based access control
  
  
• Multi-language support
  
  
• Self-hosted customization options
  
  

Benefits:

• Clean, structured layout for intuitive navigation
  
  
• Open-source and free to use
  
  
• Strong permission controls for different content areas
  
  

Best for: Small to mid-sized teams seeking a structured, self-hosted wiki with an easy learning curve

13. TiddlyWiki
TiddlyWiki is a highly customizable personal wiki designed for individual use or small team environments. It’s unique in that it runs as a single HTML file, making it portable and easy to back up. TiddlyWiki appeals to power users who want full control over their knowledge structure, though it may come with a learning curve for non-technical users.

Key features:

• Entire wiki contained in a single HTML file
  
  
• Full customization via plugins and scripts
  
  
• Markdown and rich text editing
  
  
• Cross-platform support
  
  
• Tag-based content organization
  
  

Benefits:

• Completely portable and lightweight
  
  
• Open-source and highly extensible
  
  
• Strong personal knowledge management features
  
  

Best for: Individual users, researchers, and developers seeking a highly portable, hackable knowledge base

14. Zoho Wiki
Zoho Wiki is part of the broader Zoho ecosystem and is best suited for small to mid-sized businesses already using Zoho apps. It allows for role-based permissions, making it a solid choice for companies needing to control who can access or edit specific content. Zoho Wiki is hosted, meaning it’s low-maintenance, though its feature set is more basic compared to some competitors.

Key features:

• Role-based permission controls
  
  
• Customizable branding and page layouts
  
  
• Seamless integration with other Zoho apps
  
  
• Document versioning and history
  
  
• Web-based editor with WYSIWYG
  
  

Benefits:

• Easy to use with minimal setup
  
  
• Fits well into the Zoho ecosystem
  
  
• Good for managing team- or department-level knowledge
  
  

Best for: Zoho-using companies and small businesses needing a secure, hosted internal wiki

15. XWiki
XWiki is a powerful open-source enterprise wiki platform that is well-suited for complex knowledge bases. It supports advanced features like scripting, custom app creation, and structured content, making it a great option for technical teams. However, XWiki requires more setup and ongoing maintenance than simpler hosted tools.

Key features:

• Extensive customization via scripts and macros
  
  
• Structured data and dynamic content support
  
  
• Self-hosted with enterprise-grade options
  
  
• Access controls and collaborative editing
  
  
• Built-in export and import tools
  
  

Benefits:

• Extremely flexible and scalable
  
  
• Ideal for technical workflows and enterprise-level deployments
  
  
• Strong community and enterprise support options
  
  

Best for: Technical teams and large enterprises with development resources looking for deep customization

16. Joplin
Joplin started as a note-taking app but has evolved into a privacy-focused knowledge management solution. It supports end-to-end encryption, making it a good option for users concerned about data security. Joplin is best used as a personal or small team wiki, and while it's free and open-source, it may not offer all the collaboration features of more robust wiki platforms.

Key features:

• Markdown-based note editing
  
  
• End-to-end encryption for data privacy
  
  
• Web clipper and mobile apps
  
  
• Sync across devices using Dropbox, OneDrive, or WebDAV
  
  
• Offline-first with optional cloud storage
  
  

Benefits:

• Strong privacy and security controls
  
  
• Supports both personal and small-team workflows
  
  
• Free, open-source, and cross-platform
  
  

Best for: Privacy-conscious individuals or small teams seeking a secure, markdown-based wiki

17. Obsidian
Obsidian is a markdown-based personal knowledge management tool beloved by thinkers, writers, and developers. Its strength lies in backlinking and graph views that make connecting ideas effortless. Obsidian is highly customizable through community plugins and works offline, but it lacks native collaboration features—making it more suitable for individual use or asynchronous teams.

Key features:

• Local markdown file storage
  
  
• Graph view of linked notes
  
  
• Bi-directional linking
  
  
• Plugin ecosystem for extended features
  
  
• Offline-first design
  
  

Benefits:

• Highly customizable and privacy-friendly
  
  
• Encourages idea mapping and deep note connections
  
  
• Fast and lightweight
  
  

Best for: Writers, developers, and solo users seeking a flexible tool for connected thinking and personal wikis

Free wiki software

If you’re just getting started with a company wiki or operating on a limited budget, there are plenty of free wiki software tools that offer powerful features without the price tag. These tools vary widely in their capabilities, from simple personal wikis to fully customizable, open-source platforms that can scale with your business.

Some free wiki tools, like MediaWiki, Bookstack, or DokuWiki, are self-hosted and open-source—meaning you’ll need some technical know-how to install, customize, and maintain them. Others, like Notion, Slite, or Nuclino, offer free plans with user or content limits but are easier to set up and use right out of the box.

Choosing a free wiki software doesn’t mean you have to sacrifice functionality. Many of these tools come with features like markdown support, search capabilities, access control, and collaboration tools. And for small teams, startups, or individuals building a personal knowledge base, free plans may offer everything you need.

What's the best wiki software for your team?

As you can see from this list, there are a lot of excellent wikis out there, each with its own unique capabilities and value proposition.

Every company's requirements will be different, but there are a few key ingredients to look out for when evaluating the options on the market. The wiki you choose should be easy to use, available in employees' workflows, and capable of integrating with your company's most popular apps. It should also utilize the very latest in AI technology. 

Keep these core capabilities in mind while conducting your research. And don't lose sight of the end goal: to give your teams a single source of truth for trusted company information so that they can do their best work.

Wrapping up

Whether you're building your first internal wiki or replacing an outdated system, the right software can transform how your team captures, shares, and uses knowledge. From open-source platforms to AI-powered solutions, there’s a wiki tool out there to match every team’s needs and workflows.

As you evaluate your options, keep your team’s habits, tools, and goals in mind. Look for software that’s easy to use, integrates into your existing tech stack, and helps your company stay aligned with a single source of truth.

Want to see what a modern, AI-powered wiki looks like in action? Watch Guru’s on-demand demo to see how it can help your team work smarter, not harder.