Are you looking to access your company’s database from one central location? Tired of having data scattered across folders and files? Want users to quickly access company protocols and manuals right from their phones?
Connecteam’s Knowledge Base lets you store and organize important company information in one place—so your team always knows where to find what they need.
What you can do with the Knowledge Base
With the Knowledge Base, you can create customized libraries for:
Policies
Catalogs
Guides
Manuals
Department resources
You can also create separate sections for each department or topic, and build them out with folders, text, links, and files—so you stay in full control of how your information is organized.
Activating the Knowledge Base
To activate a Knowledge Base, follow these steps:
In the left sidebar, click Add new.
Select Knowledge Base.
Enter a name for your Knowledge Base.
Click Save.
In our example, we named the Knowledge Base Company Knowledge Base, but you can name it anything you’d like.
💡 Tip: You can create more than one Knowledge Base. For example, larger companies often create a separate Knowledge Base for each department.
Please note: The number of Knowledge Bases you can create depends on your plan. To learn more, see our pricing page.
Adding a Section Folder
After activating the Knowledge Base, the next step is to add Section Folders. These are the main “categories” you’ll build your content under.
We recommend planning your structure in advance (for example, by department or topic). This helps keep everything organized from the start.
To add a Section Folder:
In the bottom-left corner, click + Add folder.
Enter a folder name.
Click Add.
In the example, we added a section called Company Protocols.
Adding a Folder to a Section
Once your Section Folders are set, you can add subfolders inside them. This helps you organize content even further before adding text, links, and files.
To add a subfolder to a Section Folder:
Select the Section Folder you want to update.
On the right side, click + Add.
Select Add folder.
Enter a folder name and confirm.
In our example, we added two folders—Company Policies and Company Documents—to the Section Folder named Company Information.
💡 Tip: In an empty folder, you can click one of the icons displayed to quickly start adding content.
How to add Text, Links, Files, or Folders to a Subsection Folder
After you’ve created Sections and Subsection folders, you can start adding your company information. You can add:
Text
Links
Files
Additional folders (for extra organization)
To add content to a folder:
Open the folder you want to add content to.
Click + Add.
Select the type of content you want to add (Text, Link, Files, or Folder).
Complete the details and save.
Text
When you add text, a window opens where you can type or paste your content.
Click + Add → Text.
Enter or paste your content.
Click Save changes.
Links
Links direct users to content outside of Connecteam (for example, a company website, training video, or shared resource).
Click + Add → Link.
Enter a name for the link.
Paste the URL.
Click Confirm.
Files
Files are documents uploaded to your folders. Supported examples include:
PDFs
Word documents
Images
CSV files
Excel spreadsheets
Click + Add → Add files.
Select the file(s) from your computer.
Rename the file(s) if needed.
Click Save changes.
Folders
You can add extra folders inside subfolders for deeper organization.
Example use case: If you work with clients, you can create a Clients subfolder and then create a folder for each client. Inside each client folder, you can store text (like addresses and contacts) and files (like invoices).
To add a folder:
Click + Add → Add folder.
Enter a folder name.
Confirm to create it.
💡 Tip: Made a mistake and created content in the wrong order? You can always rearrange items (folders, text, links, and files).
To reorder items in the same folder, select the gray handle on the left and drag and drop the item into place.
To move an item to a different folder, hover over the three-dot menu on the right and select Move to a new folder, then choose the destination folder.
Searching for Information Inside the Knowledge Base
After your Knowledge Base is set up, you don’t need to remember exactly where every item is stored.
Connecteam includes a built-in search bar inside the Knowledge Base. To find content:
Open the relevant Knowledge Base.
In the search bar, type a keyword (for example: “vacation policy” or “handbook”).
Select the relevant result from the list that appears.
What is the Storage in the Knowledge Base
The storage limit in the Knowledge Base varies depending on the plan you’re using.
Plan | Storage Limit |
Small Business Plan | 500 MB |
Limited | 500 MB |
Basic | 1 GB |
Advanced | 5 GB |
Expert | 10 GB |
Enterprise | Unlimited |
Please note: The maximum size per file uploaded to the Knowledge Base is 200 MB.
In this article, we covered the basics of setting up your Knowledge Base, the types of content you can store, how to search for information, and how to keep your company resources organized in one place.
Overall, the Knowledge Base is your key to keeping files and information centralized—so users can access what they need right at their fingertips.
FAQ
Can I create more than one Knowledge Base?
Can I create more than one Knowledge Base?
Yes. You can create multiple Knowledge Bases (for example, one per department). The number available depends on your plan.
What’s the maximum file size I can upload to the Knowledge Base?
What’s the maximum file size I can upload to the Knowledge Base?
Each uploaded file can be up to 200 MB.
Can users view or edit an Excel file inside Connecteam?
Can users view or edit an Excel file inside Connecteam?
No. Excel/CSV files must be downloaded to be viewed or edited.
Can You Add an Excel File to the Connecteam App?
Can You Add an Excel File to the Connecteam App?
Yes. You can make an Excel or CSV spreadsheet accessible by uploading it as a file in your Knowledge Base. This gives your team access to critical information on the go and helps keep everyone aligned across departments.
Please note: Spreadsheets must be downloaded to be viewed or edited. Spreadsheets cannot be viewed or edited inside Connecteam.
Want a Pro to migrate your Knowledge Base into Connecteam for you? 🤓 Click here to learn more.
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