⚠️ Available with any of the following subscriptions: Standard or Professional packages
Knowledge base - a single repository of all knowledge, documents, regulations, and recommendations in the company, where employees can find all the information for work. Knowledge bases will be especially useful for companies with remote employees, as well as for fast-developing companies. PeopleForce provides a Knowledge base section to organize content with categories and subcategories, create and edit articles, save drafts, publish updates, and review version history when needed.
📌 Take a look at the video guide here.
Enable knowledge base across the company
If you don't see the Knowledge Base section in the side menu, the first thing to do is to enable it in the Settings > General > Core HR.
Grant access to manage the Knowledge Base
By default, admins have full access to the Knowledge Base. To allow all employees to open and use the Knowledge Base, make sure their role has the Access to the knowledge base permission enabled in Settings → Roles & permissions.
If you want some users to create and manage categories and articles, also enable Manage knowledge base articles for their role. Users without this permission can only view the Knowledge Base content available to them.
Organize the Knowledge Base structure
Knowledge Base content is organized through categories. You can create both main categories and subcategories to keep information clear and easy to navigate. This structure is useful when your company has many articles, and you want to group them by topic. For example, you can create a main category, such as Office rules and add subcategories or articles inside it for more specific topics, such as Absence tracking, Work from home rules, or Data protection policy.
To add a new category or subcategory:
Open the Knowledge base from the left menu.
Open the Manage categories tab.
Click + Add category.
In the form that opens, fill in the category details:
Enter the category name.
Choose an emoji to visually identify the category.
Select a parent category if you want to create a subcategory. Leave this field empty if you want to create a top-level category. Use top-level categories for broad topics and subcategories for narrower subjects.
Add a short description if needed.
In the Assigned to section, add conditions if you want this category to be available only to specific employee groups. For example, this category applies only to employees from a specific location.
Click Save.
After categories are created, they appear in the category management list. You can reorder categories by dragging and dropping them to arrange them in the needed sequence.
Create and manage articles
Select the category where you want to place the article.
Create the article in one of these ways:
click + Add article in the top-right corner of the page, or
click the plus icon next to the category name in the sidebar to create an article directly inside that category.
Enter the article title.
Add the article content in the editor. Knowledge Base articles use a block editor, which lets you create content in a more structured way. To add a new content block, type / and choose the needed item from the list.
If needed, click Add cover to upload a cover image. A cover image helps visually distinguish the article in the Knowledge Base.
Review the article status. New articles are created in Draft status, so you can prepare the content, and they are not visible to employees until published.
Click Publish when the article is ready to make it available in the Knowledge Base.
Return to the article later if you need to continue editing it. To update the article content, click Edit in the top-right corner. You can also open the three-dot menu to use additional actions, such as Assigned to to manage who can access the article, Print the article, or Delete if it is no longer needed.
In the article list, you can also reorder articles by drag and drop to arrange them in the needed sequence within a category.
Track article activity and review changes
Knowledge Base articles include tools that help you monitor how content is used and review changes over time. Published articles support visit tracking, which helps you understand whether employees are opening and using the content. This can be useful when reviewing which articles are actively used and which may need better visibility or clearer titles.
Each article also includes a version history. Open the article and click the history icon in the top-right corner. A side panel opens with the list of saved versions.
For each version, you can review:
the date and time when it was saved
the author who made the changes
which version is marked as Current
When you select a version from the panel, its content opens in preview mode so you can review how the article looked at that moment. If needed, you can restore an earlier version to return to previous content or recover earlier changes.
