A solid knowledge base and set of procedures are the foundation of a well-run team. Whether you call it a company wiki, internal documentation, or a knowledge hub—the goal is the same: organize information so everyone can access it quickly. And in Nozbe, there’s a smart way to do it.
Here are practical ideas on how to build a knowledge base in Nozbe using features you already know: projects, sections, tasks, comments, attachments, checklists, tags, and internal linking.
Two Proven Knowledge Base Structures in Nozbe
In Nozbe, you can create your knowledge base in two main ways:
Option A: A Dedicated “Knowledge Base” Project
Create a separate project, for example:
- “📚 Knowledge Base”
- “Company Wiki”
- “Procedures & Standards”
When is this the best solution?
- When you want one central place for all company knowledge
- When onboarding new team members requires broad documentation access
- When your knowledge base covers multiple departments
In the Project Goal field (visible at the very top), you can explain:
- What the knowledge base is for
- How to use it
- The rules for updating content
It’s simple—but it brings clarity and structure.
Option B: A “Knowledge Base” Section Inside Specific Projects
If the knowledge is related to a single project (e.g., a client or product), you can:
- Create a “Knowledge Base” section
- Place it at the very top or bottom of the project
- Store tasks containing materials, procedures, and key information there
This works especially well when managing client work (see also our article on using Nozbe as a CRM).
One Task = One Knowledge Article
In Nozbe, the most practical unit of knowledge is… a task.
Each task can contain:
- Written content in comments
- Checklists
- Attachments
- Links to other related tasks and projects
- Videos, PDFs, images
- Files attached via integrations with Dropbox, OneDrive, or Evernote
How to Organize It in Practice
Example:
Project: “Company Procedures & Standards”
Section: “HR & Hiring”
Task: “New Employee Onboarding Process”
Inside the task comments, you can include:
- A step-by-step description
- A checklist to follow
- A link to the onboarding project template shared with new hires
- Required documents and forms
- Embedded YouTube or Vimeo videos (with preview inside Nozbe)
This way, knowledge isn’t “floating around.” It’s structured, editable (see below: “Allow others to edit”), and always easy to find.
Checklists in Comments = Standard Operating Procedures (SOPs)
Comment checklists are a powerful way to create:
- Standard Operating Procedures (SOPs)
- Step-by-step instructions
- Repeatable processes
If a procedure is relatively simple or handled by one person, you can create checklists like:
- “Publishing a Blog Post”
- “Preparing a Client Proposal”
- “Closing the Monthly Books”
Knowledge stops being theoretical—and becomes actionable.
Note: If a process is more complex, you can link to a project template created by a specialist and reference it in your documentation.
Pinning Key Comments
In tasks with longer discussions, it’s helpful to pin the most important comments, such as:
- The current version of a procedure
- The latest decisions
- A summary of updates
This saves everyone from scrolling through long comment threads. Using the pin icon at the top of the task view, you can even hide all non-pinned comments and focus only on what matters most.
“Allow Others to Edit” – Essential for Team Changes
Each comment author can enable the option:
“Allow others to edit.”
This is crucial in teams where natural employee turnover happens.
Why?
- Knowledge isn’t locked to one person
- Anyone can update procedures
- Your knowledge base evolves with the team
- You don’t lose know-how when someone leaves
One of the biggest challenges in companies is documentation that’s “owned” by one person and can’t be updated by others. In Nozbe, you can prevent that.
A Multimedia, User-Friendly Knowledge Base
In Nozbe, you can:
- Embed YouTube and Vimeo videos (with preview)
- Preview attached PDFs
- Display images and videos directly in tasks
- Connect files from Dropbox, OneDrive, or Evernote
This means:
- You always see the latest version of a cloud-stored file
- Your knowledge base looks clean and engaging
- You can create video instructions—not just text documentation
That’s a huge advantage over static, text-only documentation.
Internal Linking = A Connected Wiki
In Nozbe, you can link to:
- Other tasks
- Sections
- Projects
- Different views in the app
This allows you to build a connected system, just like a classic wiki:
- “See also: Complaint Handling Procedure”
- “Related project: Customer Support”
- “Section: Marketing Standards”
Your knowledge doesn’t live in isolation—it becomes part of a logical, easy-to-navigate system.
Tags = Cross-Project Knowledge
Tags allow you to connect related tasks across different projects, for example:
- #onboarding
- #marketing
- #sales
- #procedure
- #legal
This makes it easy to browse knowledge by topic—regardless of project structure.
A Search Engine That Actually Works
The larger your knowledge base, the more important fast search becomes.
In Nozbe, you can search by:
- Task name
- Comment content
- Tags
In practice, that means even with a large amount of documentation, you can find what you need in seconds.
How to Get Started – A Quick Action Plan
- Decide: separate project or sections inside projects?
- Create a simple structure (e.g., HR, Marketing, Sales, IT).
- One task = one topic.
- Use checklists for procedures and link related tasks.
- Enable “Allow others to edit” in key comments.
- Use cross-project tags.
- Regularly review and pin the most important content.
Is Nozbe a Good Fit for a Company Wiki?
If you’re looking for a tool to:
- Build an internal team knowledge base
- Document processes
- Create SOPs
- Store project knowledge
- Connect documentation directly with real work and tasks
Nozbe lets you do it naturally—without building a separate, disconnected system.
Your knowledge base won’t become an archive no one visits.
It becomes part of everyday work.
And that makes all the difference.
