Introduction
A Wiki is a collaborative knowledge management system that allows teams, organizations, or communities to create, edit, organize, and share information in a structured yet flexible way. Unlike static documents, wikis are designed to evolve over time, making them ideal for living knowledge such as internal documentation, product guides, policies, FAQs, and shared learnings.
In today’s fast-moving digital workplaces, information scattered across emails, chats, and folders leads to confusion and productivity loss. Wikis solve this by acting as a single source of truth, ensuring that everyone has access to the most up-to-date and accurate information. From startups documenting processes to enterprises managing large knowledge bases, wikis play a critical role in operational efficiency.
Common real-world use cases include:
- Internal company knowledge bases
- Technical documentation and developer guides
- Product manuals and help centers
- Research collaboration and academic projects
- Community-driven knowledge sharing
When choosing a wiki tool, users should evaluate factors such as ease of use, collaboration features, search capabilities, integrations, scalability, security, and long-term maintainability. The right wiki is not just about storing information—it’s about making knowledge easy to find, trust, and use.
Best for:
Wikis are ideal for remote teams, growing startups, SMBs, large enterprises, educators, developers, support teams, and compliance-driven industries that rely heavily on shared and updated knowledge.
Not ideal for:
Wikis may not be the best fit for individual note-takers, teams that only need simple file storage, or organizations that prefer rigid document workflows without frequent collaboration or updates.
Top 10 Wikis Tools
#1 — Confluence
Short description:
A powerful enterprise-grade wiki designed for teams that need structured documentation and deep collaboration, especially in agile and software-focused environments.
Key features:
- Rich page editor with templates
- Spaces for team-based organization
- Advanced search and page hierarchy
- Real-time collaboration and comments
- Version history and page permissions
- Integration with project and issue tools
- Macros for dynamic content
Pros:
- Excellent for large, structured knowledge bases
- Strong collaboration and version control
- Scales well for enterprises
Cons:
- Can feel complex for small teams
- Performance may degrade with very large spaces
Security & compliance:
SSO, encryption, audit logs, GDPR, SOC 2 (varies by deployment)
Support & community:
Extensive documentation, strong enterprise support, large global user community
#2 — Notion
Short description:
An all-in-one workspace combining wiki, notes, and databases, popular with startups and modern teams.
Key features:
- Flexible block-based editor
- Wiki-style page linking and hierarchy
- Databases with filters and views
- Real-time collaboration
- Templates for teams and projects
- Cross-platform access
Pros:
- Extremely easy to use and flexible
- Great visual organization
- Strong for mixed use cases
Cons:
- Limited native access controls for large orgs
- Performance issues with very large workspaces
Security & compliance:
Encryption, SSO (enterprise), GDPR, SOC 2
Support & community:
Good documentation, active community, growing enterprise support
#3 — MediaWiki
Short description:
An open-source wiki platform best known for powering large public knowledge bases and community-driven projects.
Key features:
- Fully open-source and customizable
- Strong versioning and edit history
- Extensive extensions ecosystem
- Scalable for massive content volumes
- Community moderation tools
Pros:
- Highly scalable and proven
- No vendor lock-in
- Strong community-driven development
Cons:
- Requires technical setup and maintenance
- Outdated UI without customization
Security & compliance:
Varies / N/A (depends on hosting and configuration)
Support & community:
Very large global community, extensive documentation, community support
#4 — Slab
Short description:
A modern, clean wiki built specifically for internal team knowledge sharing.
Key features:
- Simple and intuitive editor
- Topics and folders for organization
- Powerful search
- Integrations with chat and work tools
- Real-time collaboration
- Read analytics
Pros:
- Very easy to adopt
- Clean and distraction-free UI
- Strong internal search
Cons:
- Less customization than enterprise tools
- Limited advanced workflows
Security & compliance:
SSO, encryption, SOC 2, GDPR
Support & community:
Good onboarding, responsive support, smaller but active user base
#5 — GitBook
Short description:
A documentation-first wiki designed mainly for developers and technical teams.
Key features:
- Markdown-based editor
- Git-based workflows
- Versioned documentation
- Public and private docs
- API and developer-focused structure
Pros:
- Excellent for technical documentation
- Clean publishing experience
- Strong version control
Cons:
- Less friendly for non-technical users
- Limited general-purpose wiki features
Security & compliance:
SSO, encryption, GDPR, SOC 2 (plan-dependent)
Support & community:
Strong docs, active developer community, standard support
#6 — DokuWiki
Short description:
A lightweight, open-source wiki that stores content in plain text files instead of databases.
Key features:
- No database required
- Simple syntax
- Access control lists
- Plugin ecosystem
- Easy backups and portability
Pros:
- Very lightweight and fast
- Easy to host and maintain
- Ideal for small teams
Cons:
- Basic UI
- Limited collaboration features
Security & compliance:
Varies / N/A (depends on hosting)
Support & community:
Active open-source community, good documentation
#7 — Wiki.js
Short description:
A modern open-source wiki platform focused on performance, security, and flexibility.
Key features:
- Modern UI and editor
- Markdown support
- Multiple authentication options
- Version control and history
- Database and Git storage options
Pros:
- Modern design compared to traditional wikis
- Flexible storage backends
- Strong access controls
Cons:
- Requires self-hosting expertise
- Smaller ecosystem than older tools
Security & compliance:
SSO, encryption, role-based access (hosting dependent)
Support & community:
Good documentation, active GitHub community
#8 — Zoho Wiki
Short description:
A straightforward wiki solution integrated into a larger business productivity ecosystem.
Key features:
- Simple page editor
- Access controls and roles
- Version history
- Integration with business apps
- Team collaboration features
Pros:
- Easy for business users
- Affordable for SMBs
- Works well within its ecosystem
Cons:
- Limited advanced features
- Less flexible customization
Security & compliance:
Encryption, GDPR, ISO standards (vendor-dependent)
Support & community:
Structured documentation, standard business support
#9 — Tettra
Short description:
An internal knowledge base designed for fast-growing teams and support-heavy organizations.
Key features:
- Question-and-answer workflow
- Slack-style integrations
- Content verification reminders
- Permissions and access control
- Analytics on knowledge usage
Pros:
- Great for internal Q&A
- Encourages up-to-date content
- Easy onboarding
Cons:
- Not ideal for public documentation
- Limited design flexibility
Security & compliance:
SSO, encryption, SOC 2, GDPR
Support & community:
Strong customer support, focused user community
#10 — BookStack
Short description:
An open-source wiki with a structured “books, chapters, and pages” approach.
Key features:
- Hierarchical content organization
- WYSIWYG editor
- Role-based permissions
- Revision history
- Simple UI
Pros:
- Very intuitive structure
- Easy for non-technical users
- Self-hosted control
Cons:
- Less flexible page linking
- Smaller plugin ecosystem
Security & compliance:
Varies / N/A (self-hosted)
Support & community:
Active open-source community, good documentation
Comparison Table
| Tool Name | Best For | Platform(s) Supported | Standout Feature | Rating |
|---|---|---|---|---|
| Confluence | Enterprises, agile teams | Web, Cloud, Self-hosted | Structured spaces | N/A |
| Notion | Startups, SMBs | Web, Desktop, Mobile | All-in-one workspace | N/A |
| MediaWiki | Large public wikis | Web | Massive scalability | N/A |
| Slab | Internal teams | Web | Powerful search | N/A |
| GitBook | Developers | Web | Versioned docs | N/A |
| DokuWiki | Small teams | Self-hosted | No database | N/A |
| Wiki.js | Tech-savvy teams | Self-hosted | Modern open-source | N/A |
| Zoho Wiki | SMBs | Web | Business ecosystem | N/A |
| Tettra | Support teams | Web | Knowledge validation | N/A |
| BookStack | Structured docs | Self-hosted | Book-style hierarchy | N/A |
Evaluation & Scoring of Wikis
| Criteria | Weight | Description |
|---|---|---|
| Core features | 25% | Editing, versioning, organization |
| Ease of use | 15% | Learning curve and UI |
| Integrations & ecosystem | 15% | Compatibility with other tools |
| Security & compliance | 10% | Access control and standards |
| Performance & reliability | 10% | Speed and stability |
| Support & community | 10% | Documentation and help |
| Price / value | 15% | Cost vs features |
Which Wikis Tool Is Right for You?
- Solo users: Lightweight tools or note apps may be sufficient
- SMBs: Tools like Notion, Slab, or Zoho Wiki balance ease and value
- Mid-market: Tettra or GitBook provide structured collaboration
- Enterprise: Confluence or MediaWiki offer scale and governance
Budget-conscious: Open-source options like Wiki.js, DokuWiki, BookStack
Premium solutions: Enterprise-grade platforms with compliance and support
Choose ease of use if adoption matters most, or feature depth if documentation complexity is high. Always match the tool to your integration, security, and scalability needs.
Frequently Asked Questions (FAQs)
- What is a wiki used for?
A wiki is used to create, manage, and share knowledge collaboratively. - Are wikis only for technical teams?
No, they are used by HR, marketing, support, and operations teams as well. - Can wikis replace traditional documents?
In many cases, yes, especially for living and frequently updated content. - Are open-source wikis secure?
They can be, depending on hosting, configuration, and access controls. - Do wikis support version control?
Most modern wiki tools include revision history and rollback. - Are wikis suitable for compliance documentation?
Yes, with proper permissions, audit logs, and governance. - How long does it take to implement a wiki?
From a few hours to several weeks, depending on size and complexity. - Can wikis be used externally?
Yes, many support public or customer-facing documentation. - What is the biggest mistake when adopting a wiki?
Lack of ownership and outdated content. - Do wikis scale with large organizations?
Enterprise-grade tools are designed to scale effectively.
Conclusion
Wikis have become an essential foundation for modern knowledge management. They reduce information silos, improve collaboration, and ensure teams always work from a shared understanding. From lightweight open-source tools to enterprise-grade platforms, the market offers solutions for every type of organization.
The most important takeaway is that there is no single “best” wiki for everyone. The right choice depends on your team size, technical expertise, collaboration needs, budget, and security requirements. By carefully evaluating these factors, you can select a wiki tool that not only stores knowledge but actively empowers your people to use it effectively.
