How to Integrate Knowledge Base With Training Software

Adding a knowledge base to your classroom makes it easier for learners to find answers without needing instructor support at every step. It speeds up onboarding, reduces repetitive queries, and encourages self-guided learning across compliance, SOPs, and internal processes.

Using a knowledge base inside ProProfs Training Maker

Linking a knowledge base, such as ProProfs Knowledge Base, to your classroom helps learners quickly find answers to common questions, like compliance steps or internal workflows, without waiting for instructor support. Organizations using a built-in knowledge base during training often experience fewer repeated support queries, smoother learner onboarding, and faster adoption of internal processes, especially for SOP-driven or compliance-focused programs.

Video Overview:

Integrating a knowledge base with the ProProfs Training Maker is easy. Doing so saves you and your learners a great amount of time as they can find helpful articles online without the need for instructors to guide them all the time.

Here's how you can add a knowledge base to the training software:

Step 1: On your ProProfs Training Maker dashboard, go to the Classroom and open a particular classroom for editing.

Step 2: Go to the settings and enter the knowledge base URL in the Add Knowledge Base text box. Once you've done this, save. Congratulations, you have successfully added a knowledge base to the Training Maker.

Check Learner View of Knowledge Base

Once you've added the knowledge base, you may want to verify how it appears to learners. Here's how:

Step 1: In your Classroom dashboard, click the View button on your classroom tile.

Step 2: A pop-up labeled "See how the classroom appears to learners" will appear. Use the View as dropdown to select a learner and click the Preview button.

Step 3: In the learner view, click Knowledge Base from the left menu.

You will be redirected to the knowledge base you linked during setup.

Best practices for using the integration

• Link the right knowledge base: Make sure the knowledge base you link is relevant to the training topic (for example, onboarding manuals, compliance FAQs, product help articles).

• Keep articles up to date: If learners rely on linked content, make sure your knowledge base articles are reviewed regularly for accuracy.

• Use short, searchable titles: Clear article titles help learners quickly find what they need without raising extra support tickets.

How companies use the integration

• A compliance training provider linked OSHA safety FAQs inside courses. This helped learners look up regulations instantly during quizzes without delaying their course progress.

• A software company gave new hires direct access to onboarding guides inside their first training module, reducing setup-related support tickets during the first 30 days.

FAQs

1. Can I link multiple knowledge bases to one classroom?
No, you can only link one knowledge base URL per classroom. If you have multiple resources, you can organize them inside the linked knowledge base itself.

2. Will learners need separate login credentials for the knowledge base?
If your knowledge base is publicly accessible (no login required), learners can access it directly. If it is private, they will need the appropriate credentials.

3. Does the knowledge base open inside the course or in a new tab?
The linked knowledge base opens inside the Training Maker environment, allowing learners to browse help articles without losing their course progress.