What is a team knowledge wiki?
A team knowledge wiki is basically your company's brain, all packaged up in one searchable place. These apps bring together SOPs, onboarding docs, process guides, random tribal knowledge that usually lives in someone's head, and all the other stuff your team needs to actually get work done without pinging three different people on Slack.
Think of it this way: instead of hunting through old email threads, scrolling back six months in chat, or interrupting coworkers who are deep in focus mode, you've got everything documented and ready to go. New hire starts Monday? Send them the wiki link. Forgot how to file an expense report? Check the wiki. Need to know who approves what? Wiki's got you.
An SOP (standard operating procedures, for those who haven't worked in a place that loves acronyms) fits perfectly into these systems. Same with training materials, department handbooks, meeting notes that actually matter, project retrospectives, and those "how we do things here" guides that make the difference between a smooth first week and a chaotic one.
The best team wiki apps make all this stupidly easy to find. We're talking AI-powered search that understands questions like "where do I find the design files for the rebrand," not just keyword matching. Some even let you ask questions in plain English and pull answers from across your entire knowledge base, which honestly feels like magic when you're used to digging through folders.
What we focused on for this list: tools that teams actually want to use (not another dusty sharepoint that everyone avoids), search that doesn't suck, collaboration features that make sense, and ways to keep docs from going stale after three months when everyone forgets they exist.
How we picked these team wiki apps
Look, there's about a million "knowledge management" tools out there, and half of them are just glorified note apps with a team plan tacked on. We picked these six because they actually solve the problems teams run into when trying to centralize information.
First up: search needs to be fast and smart. If your team can't find what they need in under 10 seconds, they're just going to ask someone directly, which defeats the whole point of having a wiki. The best ones use AI to understand natural language queries, not just exact keyword matches. Slite's "Ask" feature is a perfect example - you can type "how do I submit PTO" and it finds the answer even if the doc says "vacation request process."
Document verification matters way more than people think. Half the wikis out there turn into graveyards of outdated info within six months. The good tools let you set review dates, ping document owners when stuff needs updating, and show when something was last verified. Nobody wants to follow a setup guide from 2026-2 that references software you don't even use anymore.
Collaboration features have to feel natural. Commenting, @ mentions, real-time editing, the ability to see who changed what and when. If it feels clunky, people won't use it. Simple as that.
We also looked at organization systems. Some tools use folders (boring but familiar), others use tags or channels or databases. The right choice depends on how your team thinks. Engineering teams might love Notion's database approach, while marketing teams might prefer Slite's channel-based structure.
Integrations count too. If your team lives in Slack or Microsoft Teams, your wiki better play nice with it. Same goes for Google Drive, Dropbox, and whatever other tools your company is married to.
Lastly, we cared about the actual writing and editing experience. Some of these tools have incredible features but the editor feels like you're writing in a text box from 2005. The best ones support markdown, embed media easily, let you create templates, and generally don't make you fight the interface just to document a process.
Slite
AI-Powered Wiki
Slite is hands down one of the smartest team knowledge bases out there, especially if you're tired of your team asking the same questions over and over. The standout feature here is Ask by Slite, which is basically ChatGPT but trained on your company's actual documentation. Type a question in natural language and it searches your entire knowledge base to pull together an answer. No more "hey quick question" messages interrupting people's flow.
The search experience in Slite is stupidly good. Fast, accurate, and it actually understands context. If you search for "vacation policy" it'll find your PTO docs even if they're titled "Time Off Guidelines." Small thing, but it adds up when you're trying to find stuff quickly.
Slite organizes everything into channels, kind of like Slack but for documentation. You can create channels for different teams (Marketing, Engineering, HR), projects, or whatever structure makes sense for your company. Each channel holds its own collection of docs, and permissions let you control who sees what. Great for keeping sensitive HR stuff separate from general company info.
The editor is clean and distraction-free. Supports all the basics: headings, lists, tables, code blocks, embedded images and videos. You can @ mention teammates to loop them in, leave comments on specific parts of a doc, and see edit history when you need to track changes. Templates help speed things up for recurring doc types like meeting notes or project briefs.
One thing that sets Slite apart is how it handles document freshness. You can set verification dates on docs, and Slite will ping the owner when it's time for a review. Super helpful for keeping your wiki from turning into a museum of outdated information that nobody trusts.
Best for
Teams drowning in repetitive questions who need AI-powered answers. Companies with distributed knowledge trapped in Slack threads. Remote teams where async communication matters. Organizations that value document verification and keeping content fresh.
Not ideal if
You're a tiny team (under 5 people) who can just ask each other directly. Budget is super tight since the free plan maxes out at 50 docs. You need heavy customization like Notion's database views. Your team hates AI features and wants pure manual search.
Real-world example
A 40-person customer support team uses Slite to centralize their help resources. Support reps ask questions in the Ask interface like "how do we handle refund requests over 90 days" and get instant answers pulled from multiple policy docs. Document owners get pinged monthly to verify their content is current. The team cut average response time by 30% in the first quarter.
Team fit
Best for growing teams (15-200 people) across marketing, operations, and support functions. Works great for remote or hybrid companies. Less suitable for solo founders or teams under 10 people where everyone already knows everything.
Onboarding reality
Easy. Most team members get comfortable within a day. The channel-based organization feels familiar to anyone who's used Slack. Power features like Ask and verification take maybe a week to fully adopt. Setting up your initial structure takes 2-3 days.
Pricing friction
Free plan works for testing but you'll hit the 50 doc limit fast. Standard plan runs around $8/user/month. Premium tier ($12.50/user/month) unlocks AI features and analytics. For a 30-person team, that's $375/month, which some startups will balk at.
Integrations that matter
Slack (search knowledge base without leaving Slack), Microsoft Teams, Google Drive (embed docs), Figma (design embeds), Zapier (custom workflows).
Slab
Cleanest Interface
Slab bills itself as your company's entire brain in one place, and honestly, that's not far off. The interface is probably the cleanest on this list - simple, intuitive, no clutter. If you've got team members who get overwhelmed by complex tools, Slab is a safe bet.
The editor is fast and easy to use. Writing docs feels effortless, which matters more than you'd think. The less friction there is to create or update documentation, the more likely people are to actually do it. Slab nailed this. You can format text with keyboard shortcuts, embed images and videos, create tables, add code snippets, all without wrestling with the interface.
What makes Slab interesting is how it handles search and connected content. You can integrate Google Drive, Dropbox, and a bunch of other tools, then search across everything from one place. So instead of checking three different apps to find that spreadsheet from last quarter, you search once in Slab and it pulls results from everywhere. Saves a ridiculous amount of time.
Topics are Slab's organization system. Think of them like tags that help categorize and connect related docs. You can add multiple topics to a doc, making it easy to find from different angles. Way more flexible than rigid folder structures.
External bookmarks are clutch if your team references outside resources a lot. Instead of copying URLs into docs or keeping a separate bookmark manager, you can save external links directly in Slab with notes and context. Everything stays in one place.
Best for
Teams that hate complex tools and want something everyone will actually use. Companies with knowledge spread across Google Drive, Dropbox, and other platforms. Engineering teams that need clean code snippet support. Organizations prioritizing ease of adoption over feature depth.
Not ideal if
You need database views or advanced customization like Notion. Your budget is extremely limited. You want built-in workflow automation. Your team requires detailed analytics on doc engagement.
Real-world example
A 25-person design agency uses Slab for client documentation and internal processes. They connected their Google Drive so designers can search for both Slab docs and Drive files from one interface. Topics like "client-work," "internal-ops," and "design-systems" help everyone find what they need fast. New hires are productive within their first day because the interface is so straightforward.
Team fit
Works best for teams of 10-100 people. Perfect for creative agencies, tech startups, and product teams. Less suited for enterprises needing complex permission structures or teams under 5 people who don't need a formal wiki.
Onboarding reality
Very easy. The interface is so clean that most people figure it out in under an hour. No lengthy training sessions needed. The hardest part is deciding on your topic taxonomy, which takes maybe a half day of planning.
Pricing friction
Free tier is limited to 10 docs, so basically a trial. Paid plans start around $6.67/user/month (billed annually). For a 20-person team, that's $133/month, which is reasonable but still a commitment for bootstrapped startups.
Integrations that matter
Slack (notifications and search), Microsoft Teams, Google Drive (unified search), Dropbox, GitHub (code references), Okta (SSO).
Tettra
AI & Automation
Tettra takes a slightly different approach by building in a Q&A system alongside traditional documentation. The idea is that sometimes people need quick answers without reading through an entire process doc. They can ask a question, someone on the team answers it, and then that Q&A can be turned into proper documentation later. Pretty clever for capturing knowledge that might otherwise stay trapped in chat messages.
The interface is simple and gets out of your way. Creating docs is straightforward, with a clean editor that supports all the formatting you'd expect: headings, lists, images, videos, file embeds, tables. Nothing fancy, but it covers what most teams need.
Document verification is built in, which is huge for keeping your knowledge base trustworthy. You can set review dates on docs, assign owners, and Tettra will remind people when content needs a refresh. This prevents the classic problem where your wiki becomes a graveyard of outdated instructions that nobody trusts anymore.
The Q&A feature deserves a deeper look. When someone asks a question in Tettra, it posts to a dedicated section where teammates can answer. Once answered, you can convert that Q&A into a proper doc with one click. It's a smart way to reduce interruptions and build documentation organically based on what people actually need to know.
Best for
Teams living in Slack who want knowledge management without leaving their chat tool. Support teams fielding repetitive questions. Companies building documentation organically from real team questions. Organizations that need document verification built in.
Not ideal if
You don't use Slack or Microsoft Teams heavily. Your team prefers highly structured wikis over Q&A format. You need advanced features like databases or automation. Budget is your main constraint.
Real-world example
A 50-person SaaS company's customer success team uses Tettra integrated with Slack. When a CS rep asks "how do we handle enterprise trial extensions," teammates answer in the Q&A section. After 3 similar questions, the manager converts it into a formal policy doc. The Slack bot now suggests that doc automatically when it detects similar questions. Saved about 10 hours per week in repeated explanations.
Team fit
Best for teams of 10-150 people, especially in customer-facing roles. Works great for support, sales, and success teams. Less suited for highly technical documentation or teams that don't rely on Slack.
Onboarding reality
Easy. If your team already uses Slack, they'll adapt immediately. The Q&A system is intuitive. Most teams are comfortable within a few days. Setting up the Slack integration takes about 15 minutes.
Pricing friction
Starts at $8.33/user/month (billed annually) for the Basic plan. Scaling plan runs $16.66/user/month with advanced features. For a 30-person team, that's $250-500/month depending on the tier. Free trial available but no permanent free plan.
Integrations that matter
Slack (killer integration with bot suggestions), Microsoft Teams, Google Drive, Notion (import docs), Zapier, Okta (SSO).
Notion
All-in-one workspace
Notion is probably the most well-known tool on this list, and for good reason. It's insanely flexible - you can build pretty much any workspace structure you can imagine. The catch? That flexibility means there's a learning curve. Teams that invest the time to set it up properly love it. Teams that don't tend to end up with a messy, confusing workspace.
For team wikis specifically, Notion shines because you can create separate spaces for different teams or departments, each with their own structure. Marketing might have a wiki organized by campaign type, while Engineering has theirs organized by product area. Everyone gets what they need without being forced into a one-size-fits-all structure.
The editor is powerful. You can create docs, databases, kanban boards, calendars, galleries, timelines, all in the same workspace. For a knowledge base, this means you can have traditional documentation pages alongside databases that track things like onboarding tasks, tool inventories, or project timelines. Everything interconnected and linkable.
Notion's database features are where it gets really interesting. You can create a database of processes, tag them by department and category, add owners and review dates, then filter and view them in different ways. One team might want to see all their SOPs in a table, another might prefer cards with cover images. Same content, different views.
Templates are huge in Notion. There's a massive community sharing templates for everything from engineering documentation to HR handbooks. You can grab one that's 80% of what you need and customize the rest, saving hours of setup time.
Best for
Teams wanting docs, wikis, and project management in one platform. Startups building processes from scratch who need flexibility. Companies with a "builder" personality who enjoys customizing systems. Organizations wanting databases alongside traditional documentation.
Not ideal if
Your team resists learning curves and wants immediate productivity. You need enterprise-grade performance at scale (it can lag). Advanced project management features like resource leveling are critical. You want plug-and-play templates without customization.
Real-world example
A 60-person tech startup runs their entire company wiki in Notion. Engineering has technical docs in one space with a database tracking all internal tools (owner, status, docs link). HR has onboarding guides with a database of new hires progressing through tasks. Marketing tracks campaign documentation linked to a content calendar database. One workspace, but each team customized their section completely differently.
Team fit
Works for teams of all sizes but sweet spot is 10-200 people. Extremely popular with tech startups and product teams. Less common in traditional enterprises, though adoption is growing. Solo founders and tiny teams might find it overkill.
Onboarding reality
Moderate to heavy. Basic page editing is easy. Building effective database structures takes time and practice. Budget 1-2 weeks for teams to get comfortable, longer if you're building complex systems. Consider hiring a Notion consultant (like Marie Poulin's Tiny Teams course) if you're serious about it.
Pricing friction
Free plan works for small teams and basic use. Plus ($10/user/month) unlocks unlimited blocks and file uploads. Business ($15/user/month) adds advanced permissions and admin tools. Reasonable pricing compared to competitors, but costs add up for larger teams.
Integrations that matter
Slack (notifications), Google Drive (embeds), Figma (design embeds), GitHub (code references), Zapier (workflows). Integration ecosystem is improving but still lags behind dedicated tools.
Coda
Enterprise Ready Wiki
Coda is like Notion's more structured cousin. Same idea of an all-in-one workspace, but with more emphasis on building "docs that act like apps." If that sounds weird, think of it like this: instead of just writing static documentation, you can add interactive elements like buttons that trigger actions, tables that sync data between pages, and automations that keep things updated.
For team knowledge bases, this means you can create living documentation. Example: an onboarding doc that not only explains the process but also has a checklist that new hires work through, buttons to request access to tools, and a table that shows their progress. All in one place, all interactive.
The editor supports the usual formatting options, plus Coda's special building blocks: tables, buttons, automations, different views. There's definitely a learning curve here. Coda is more powerful than a simple knowledge base, but that power comes at the cost of complexity.
Templates help a lot. Coda has a gallery of pre-built templates for common use cases like team wikis, onboarding, meeting notes, and process tracking. Grab one, customize it, and you're most of the way there without building from scratch.
Best for
Teams wanting interactive documentation with buttons and automations. Operations teams building custom workflows within docs. Companies that need wikis plus lightweight project management. Organizations comfortable with formulas and technical building.
Not ideal if
You want simple, static documentation. Your team isn't technical or comfortable learning power features. Mobile usage is critical since the app lags behind desktop. You need something up and running in a day.
Real-world example
A 35-person operations team uses Coda for their process wiki. Each SOP doc has an interactive checklist and buttons to trigger automations. Their vendor management doc pulls data from a master vendors table - update once, it reflects everywhere. Weekly reports are automated summaries sent via Slack pack. One builder set it all up, the rest of the team just uses it.
Team fit
Best for teams of 10-100 people with at least one technical "builder" personality. Popular with operations, product, and engineering teams. Less suited for non-technical teams or organizations wanting minimal setup.
Onboarding reality
Heavy for builders, moderate for users. Someone needs to build the docs (budget 1-2 weeks). Once built, end users find it fairly intuitive. Power features like packs and formulas require dedicated learning time.
Pricing friction
Free tier is generous for small teams. Pro ($10/doc maker/month) unlocks more automations. Team ($30/doc maker/month) adds advanced controls. Clever pricing model where only doc makers pay, viewers are free. For a team with 3 builders and 30 users, that's only $90-270/month.
Integrations that matter
Slack (two-way sync with packs), Google Calendar, Jira, GitHub, Figma, Salesforce. Packs are Coda's superpower for pulling external data into docs.
Which team wiki app should you choose?
So which one should you actually pick? Depends on what your team values most and how much time you want to spend on setup.
If you want the smartest search and AI-powered answers, go with Slite. The Ask feature alone is worth it for teams drowning in repetitive questions. Plus the interface is clean enough that everyone will actually use it.
For the simplest, cleanest experience with zero learning curve, Slab wins. It doesn't have all the bells and whistles, but sometimes that's exactly what you want. Get your team up and running in an hour, not a week.
Tettra makes sense if your team lives in Slack and you like the idea of combining Q&A with traditional docs. The Slack integration is tight, and the Q&A-to-documentation workflow is clever for building your knowledge base organically.
Notion is the move if you want maximum flexibility and don't mind investing time in setup. Great for teams that need a wiki but also want databases, project tracking, and other features in the same workspace. Just be ready to spend some time learning the tool and building out your structure.
Coda fits teams that want their documentation to do more than just sit there. If you like the idea of interactive docs with buttons, automations, and data that syncs across pages, Coda's your pick. Probably overkill for a basic wiki, but powerful if you need it.
Budget-wise, most of these have free tiers that work for small teams. Once you scale up or need advanced features, you're looking at $6-12 per user per month for most tools. Notion tends to be on the cheaper end, Slite and Tettra are mid-range.
One more thing to consider: how much does your team care about document verification and keeping content fresh? If that's critical, prioritize tools with built-in review reminders (Slite, Tettra, Notion with some setup). If your content doesn't change much, it matters less.
What makes a great team knowledge base?
Now that we've covered specific tools, let's zoom out and talk about what actually makes a team knowledge base work. Because honestly, the tool matters less than how you use it.
Outstanding search is non-negotiable. If finding information takes more than a few seconds, people will just interrupt their coworkers instead of checking the wiki. The best tools use AI to understand natural language questions, not just keyword matching. Slite's Ask function is a perfect example - you can ask "how do I file an expense report" and it finds the answer even if the doc is titled "Expense Reimbursement Policy."
Document verification keeps your wiki from rotting. Every team has experienced this: you find a setup guide, follow it step by step, and nothing works because it's from two years ago and half the steps are outdated. Good knowledge bases let you set review dates, assign document owners, and send reminders when content needs updating. This turns your wiki from a static archive into a living resource people actually trust.
AI is becoming huge for team wikis, though it's not essential yet. Tools like Slite use AI to answer questions using your team's documentation as context. Instead of searching for docs and reading through them, you ask a question in plain English and get a direct answer. For teams dealing with lots of repetitive questions, this is a game changer. Reddit's productivity communities are split on AI features, but I'm seeing more teams embrace it as the technology improves.
Easy editing matters more than fancy features. If creating or updating a doc feels like a chore, people won't do it. The best tools have editors that get out of your way - fast, intuitive, supporting basic formatting without making you fight the interface. Notion and Coda are powerful but have steeper learning curves. Slab and Slite are simpler but still capable.
Integrations determine whether your wiki becomes a ghost town or a daily-use tool. If you can search your knowledge base from Slack, embed Google Docs, and pull in content from other tools, it becomes a hub instead of another tab people forget to check. The more friction you remove, the better adoption you'll get.
Organization structure needs to match how your team thinks. Some teams love hierarchical folders, others prefer flat structures with tags, others want database views they can filter and sort. There's no one right answer - pick the tool that matches your team's mental model.
Finally, permissions and access control matter for protecting sensitive information. HR docs, financial data, client contracts - not everything should be visible to everyone. Good knowledge bases let you control access at the page or section level without making it complicated.
Final thoughts on team wiki apps
Team wikis solve a real problem: the constant interruptions, the knowledge trapped in people's heads, the time wasted hunting for information that should be easy to find. Pick the right tool for your team's needs, take the time to set it up properly, and actually maintain it. That last part is key - a neglected wiki becomes worse than no wiki at all.
For most teams, Slite or Slab are safe bets. Clean, focused on the core use case, and not overwhelming. If you need more power and flexibility, Notion or Coda deliver, just be ready to invest the setup time. And if your team practically lives in Slack, Tettra's tight integration makes it worth considering.
Whichever you choose, the real work is getting your team to actually use it. Start small, document the things people ask about most, make it easy to contribute, and keep content fresh. A mediocre tool that everyone uses beats a perfect tool that sits empty.