In Bitrix24, you can create a knowledge base—an online guide with easy navigation and built-in search. It is a convenient place to store instructions, regulations, and other useful materials. Access to the necessary information helps new employees adapt faster and ensures the team works according to unified rules.

In this article:

• Which plans include knowledge bases
• Add a video to a knowledge base
• Add a search bar to a knowledge base
• Change the cover of a knowledge base
• Create a custom knowledge base template
• Hide a specific knowledge base from an employee
• Hide a knowledge base in the Vibe section

Which plans include knowledge bases

Knowledge bases are available to all Bitrix24 users. Features depend on the plan.
Bitrix24 plans and pricing

Number of company knowledge bases:

• Free — 1
• Basic — 3
• Standard — 3
• Professional and Enterprise — unlimited

Group and project knowledge bases are available on Standard, Professional, and Enterprise plans.

Import and export of knowledge bases are available on all plans.

Access permissions for knowledge bases are available on Standard, Professional, and Enterprise plans.

Add a video to a knowledge base

You can add videos from YouTube or Bitrix24 Drive to a knowledge base. Product reviews, training videos, and other content make the knowledge base more convenient and informative for employees.

Open the required knowledge base. Its location depends on its type:

• For the entire company. Go to the Employees section > Knowledge base.
• In a workgroup. Go to the Workgroups section and select the one. Then click More > Knowledge base in the top menu.

Add a video block to the knowledge base, select the source, and attach the video.

1. Click on the required knowledge base to open it.
2. Click Edit article.
3. Choose a location for the video and click Add block.

Videos from external services are embedded via links without downloading. The video plays directly on the knowledge base page.

1. Go to the Video tab and select a template.
2. Click Edit.
3. Open the video on the external site and copy the link from the address bar.
4. Return to your Bitrix24 and paste the URL into the Video link field.
5. Choose whether to play the video automatically or on click.
6. Save the changes.

Videos from Bitrix24 Drive — personal, company, or group drives—play in a pop-up window after clicking a button.

1. Go to the Buttons and links tab and select a template.
2. Click the button, for example, Learn more.
3. Specify a new label for the button in the Link field.
4. Expand the list of actions on click and select Open file.
5. Click Select file.
6. Click on the video you want to add and click Select document.
7. Save the changes.

Add a file from Bitrix24 Drive to Knowledge base

Add a search bar to a knowledge base

If you are creating a knowledge base from scratch or want to replace the default search bar block, add a new one and select a suitable template.

Open the required knowledge base. Its location depends on its type:

• For the entire company. Go to the Employees section > Knowledge base.
• In a workgroup. Go to the Workgroups section and select the one. Then click More > Knowledge base in the top menu.

Add a search bar block to the knowledge base.

1. Click on the required knowledge base to open it.
2. Click Edit article.
3. Go to the Sidebar tab and select the Search bar or Search field template.
4. Click Design and customize the block.

Сhange the cover of a knowledge base

A custom cover helps make a knowledge base stand out on the page displaying all company knowledge bases.

1. Go to the Employees > Knowledge base and click on the knowledge base which cover you want to change.
2. Click Edit article > Settings (⚙️) > Page settings.
3. Click the pencil icon in the top-right corner of the cover to upload a ready-made image or generate one.
4. Save the changes.

Create a custom knowledge base template

In Bitrix24, you can create a knowledge base using a blank template or a ready-made solution. Saving your knowledge base as a template is not possible. If you frequently use the same structure, use export and import to avoid recreating the knowledge base each time.

Only the Bitrix24 administrator and employees with full access to the Knowledge base section can export and import knowledge bases.
Company knowledge bases: Access permissions

Export the knowledge base to your computer.

1. Go to the Employees section > Knowledge base.
2. Select the knowledge base you want to copy and click Actions > Export > Download.
3. Close the export window.

Import the knowledge base from your computer to your Bitrix24.

1. Click Settings (⚙️) > Import Knowledge base > Upload.
2. Select the required archive and click Open.
3. The copied knowledge base will open immediately for viewing. Click Edit article to make changes or close it.

Hide a knowledge base from an employee

In Bitrix24, you can create roles with different access permissions for knowledge bases and assign them to employees, groups, or departments. Users will only see the knowledge bases included in their permissions. If a role does not grant access to a specific knowledge base, the employee will not see it.

1. Go to Employees > Knowledge base > Settings (⚙️) > Access permissions.
2. Click Add > Add specific permissions for a knowledge base and select the knowledge base from the list.
3. Specify the role name and configure access permissions.

Knowledge base section.

• View allowed — the employee can access the section and see the list of available knowledge bases.
• View not allowed — the Knowledge base section will disappear from the menu, and the employee can only access available knowledge bases via direct links.
• Full access — select No access. If the employee has full access to the section, they will see all knowledge bases, even those with restricted access.

Knowledge base list — leave No access for all actions. This prevents employees from exporting restricted knowledge bases and sharing them with others.

Content of all knowledge bases — leave No access for each action. This hides all knowledge bases except those with specific permissions.

Specific permissions for a knowledge base — select an option for each action:

• View — must be allowed. Without this, employees cannot open the knowledge base.
• Edit — grants permission to modify the knowledge base content.
• Change settings — allows changes to settings and design of individual pages and the entire knowledge base, such as name, color palette, background, and font.
• Delete — any employee with this role can delete the knowledge base.

Save the changes.

Assign roles to employees to grant access to the knowledge base.

1. Click Add.
2. Select an employee, a group, or a department and click Select.
3. Choose a role from the list and save the changes.

The employees will only view the knowledge bases allowed by their roles. If they try to access a restricted knowledge base via a direct link, a message about viewing restrictions will appear.

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