Control who can access your knowledge base by making it private. Private knowledge bases require authentication to view, perfect for internal documentation or customer-specific content.

What Are Private Knowledge Bases?

Private knowledge bases are not publicly accessible. Only users with proper authentication can view the content. This is useful for:

Internal company documentation
Customer-specific knowledge bases
Confidential information
Team-only content

Making a Knowledge Base Private

Step 1: Access Settings

Go to your knowledge base dashboard
Select the knowledge base to make private
Click "Settings" or "Configure"
Find "Privacy" or "Access Control" section

Step 2: Enable Privacy

Find "Public/Private" toggle
Switch to "Private"
Configure access settings
Save changes

Step 3: Configure Access

Choose who can access:

Team members only: Only your team can view
Specific users: Grant access to specific people
Authenticated users: Anyone with Zuro account
Custom access: Configure custom rules

Access Control Options

Team Members Only

Only team members with access can view
Based on team member assignments
Respects role permissions
Most restrictive option

Authenticated Users

Anyone with a Zuro account can view
Requires login to access
Good for customer portals
Less restrictive

Custom Access

Define specific access rules
Grant access to specific users
Set custom permissions
Most flexible option

Managing Access

Adding Users

Go to knowledge base settings
Find "Access Control" section
Click "Add User" or "Grant Access"
Enter user email or select from team
Set permissions
Save changes

Removing Access

Go to access control settings
Find user to remove
Click "Remove" or "Revoke Access"
Confirm removal
Access revoked immediately

Viewing Access List

See all users with access
View their permissions
Check access dates
Monitor who has access

Private vs Public

Public Knowledge Base

Anyone can view: No authentication required
Searchable: Appears in search engines
Shareable: Can share links freely
Good for: Public documentation, help centers

Private Knowledge Base

Requires authentication: Must log in to view
Not searchable: Won't appear in search engines
Controlled access: Only authorized users
Good for: Internal docs, customer portals

Use Cases

Internal Documentation

Company policies and procedures
Team-specific documentation
Confidential information
Internal processes

Customer Portals

Customer-specific knowledge bases
Private support documentation
Personalized content
Secure information sharing

Partner Access

Partner-specific documentation
Collaborative content
Shared resources
Controlled information sharing

Best Practices

Access Management

Review regularly: Audit who has access quarterly
Remove unused access: Revoke access when no longer needed
Use appropriate permissions: Don't over-grant access
Document access: Keep track of who has what access

Security

Strong passwords: Ensure users have strong passwords
MFA recommended: Enable MFA for sensitive KBs
Monitor access: Review access logs regularly
Update permissions: Keep permissions current

Content Organization

Separate public/private: Keep public and private content separate
Clear naming: Name KBs clearly (e.g., "Internal - HR Docs")
Organize by purpose: Group related private KBs
Document purpose: Note why KB is private

Troubleshooting

Can't Access Private KB

Verify you have access granted
Check your role has view permissions
Ensure you're logged in
Contact KB owner if needed

Access Not Working

Verify access was granted correctly
Check user email is correct
Ensure KB is set to private
Refresh and try again

Can't Make KB Private

Check your plan supports private KBs
Verify you have Owner or Admin role
Check subscription is active
Contact support if issues persist

Zuro Help Center

How to Make Knowledge Bases Private