Are you looking to access your company's database from a central place? Tired of having your data scattered across a vast amount of folders and files? Do you want your employees to have easy access to company protocols and manuals at their fingertips? Allow us to introduce you to Connecteam's Knowledge Base!
Our Knowledge Base feature enables you to store all the relevant information about your company and employees in one central location. With this feature, you can easily create customized libraries for policies, catalogs, guides, and manuals among other things, and connect your employees with the information they need!
You can create separate sections for each department or topic, each containing folders, text, links, or documents, providing you with complete control when organizing all the information in your Knowledge Base.
Now let's take a look at how to use the knowledge base!
In this article, we will cover the steps of creating your Knowledge Base, step by step:
Activating the Knowledge Base
Step 1: Navigate to the left sidebar and to the add new feature button
Step 2: Add a Knowledge Base
Step 3: Name your Knowledge Base
Step 4 Save Changes
In our example we provided the Knowledge Base with the name "Company Knowledge Base", however, you can name your Knowledge base anything you would like!
Pro Tip: Not only can you keep all the information in one place, but you can also create as many knowledge bases as you need. If you are part of a larger company with different departments you could even create a knowledge base for each department.
Please note that the amount of Knowledge Base that can be created varies between our different plans and subscriptions, you can read more about it here!
Adding a Section Folder
Once you have activated the Knowledge Base you will want to add Section Folders. These will serve as the base to which you will then add SubFolders. We recommend spending some time planning how you envision your knowledge base looking prior to setting it up. This will help to get things organized exactly how you want.
To add a Section folder navigate to the bottom left corner to the + add folder button. Then, name and add the folder.
In the example below I added a section called “Company Protocols”
Adding a Folder to a Section
Once you have added all your section folders you need to add subfolders to these sections. This allows you to keep things extra organized. Later on, you will add all the information or knowledge you want under these subfolders.
To add a subfolder to a section select the section you would like to add to, and then click on the blue + Add button to the right of the section and select add folder. In our example below I added two folders called Company Policies and Company Documents to the Section folder named Company Information.
Pro tip: you can click on one of the icons in your empty folders to quickly add the content you want inside your folder!
How to add Text, Links, Files, or Folders to a Subsection Folder
Once you have added Sections and Subsection folders, it's time to start adding in your information. This can be done in the form of text, links, files, or even additional folders (to which you can add text links and files)
To add any of these enter the folder you wish to add them to and select the blue + Add Button and select which type of information you want to add.
Let's go over how adding each of these looks!
Text: When adding text a window will pop up allowing you to type any information you would like. Simply copy and paste the information and press save changes. In the example below I have copied and pasted the company policy to the text box.
Links: Links will direct users to information found outside of the Connecteam Platform. This can be a video about the company, a link to the company website, and much more! Simply name and paste the link and then press confirm.
Files: Files are documents that are added to the folders. These can be PDF, Word Documents, Images, or even an excel sheet!
Folders: Folders can be added to subfolders for extra organization these can be used in a variety of ways. Perhaps you are a company that works with clients, maybe you want to have a subfolder named Clients and a folder for each client. You can then add text to these folders such as information about the client's address, or documents containing the client's past invoices. To add a folder simply go to the blue + Add button and then select add folder and name then name the folder.
Pro Tip: made a mistake and accidentally create things in the wrong order? No problem! No matter whether the content is a folder, text, link, or document. It can always be moved and rearranged by selecting the grey button to the left and dragging and dropping it into the correct order.
If you need to move a file text or link to another folder this can also be done by hovering over the 3 buttons on the right side and selecting move to a new folder and then moving it to the relevant folder.
Searching for Information Inside the Knowledge Base
Now that you have set up your knowledge base it may seem a little daunting and you may wonder how will I or my users remember where to locate the information I have added. Do not worry, here at Connecteam we thought about that and created a powerful search bar within the Knowledge base. Simply search for anything in a library by typing a keyword in its search bar and the options will appear below.
In this article, we covered the basics of setting up your Knowledge Base, the different files that can be stored within, how to find your files inside, and how to boost your company's database!
Overall, our Knowledge Base is your key to keeping your files organized in one place, and store all relevant information to have your employees access it right from their fingertips!
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies in under 5 mins to ANY question.