HubSpot's knowledge base is the Service Hub tool for publishing self-service help articles, and as of October 2026 it needs Service Hub Professional or Enterprise. Professional gets one knowledge base with up to 2,000 articles; Enterprise gets up to 100 knowledge bases with up to 10,000 articles in total.
Two things catch people out. First, permission alone isn't enough: anyone creating articles needs an assigned Service Hub seat plus Service Access with the Knowledge base articles permission. Second, the article tools here only work on migrated knowledge bases. If yours hasn't been migrated, you're on the legacy version, which has its own instructions.
Professional vs Enterprise
| Service Hub Professional | Service Hub Enterprise | |
|---|---|---|
| Knowledge bases | One | Up to 100 |
| Articles | Up to 2,000 | Up to 10,000 in total |
| Who writes articles | Assigned Service Hub seat and the Knowledge base articles permission | The same |
| Who adds a knowledge base | Only one is allowed | Assigned Service Hub seat, plus Super Admin or the Knowledge base settings permission |
Who can see an article
Each article has a Control audience access setting with three options. Public means any visitor. Access group membership required means visitors register to read it. Single sign-on (SSO) required means they log in through your SSO provider, and that option only appears if SSO is set up on the domain hosting the knowledge base.
Here's the side effect: if every article in a category needs SSO or access group membership, visitors who haven't signed in can't see that category at all. That's fine for a customer-only section, but it's worth knowing before you lock down a whole category and wonder where it went.
Writing and publishing an article
- Click More, then go to Service, then Knowledge Base. If More isn't there, go to Service, then Knowledge Base directly.
- Click Create article in the top right.
- Enter a title and subtitle, then write the body.
- Use the rich text toolbar to format and add videos, links and images. Colours and fonts live in the knowledge base theme, not the article.
- Click Settings in the top right and fill in the article settings.
- Click Preview to check it on mobile, tablet and desktop.
- Click Publish, or Update if it's already live.
The article settings worth filling in
Settings holds the parts that decide how people find the article. You can change the URL slug, or follow Edit the root URL in settings to change the root for every article. You set the language, then a category and subcategory. If the category is missing a translation for any language in your knowledge base, you have to add it before you can save.
Tags widen the search results an article appears in, and you can create a new tag right there. The meta description is the text that shows below the article title in search results. There's also a Head HTML field if you need to add a code snippet to one article.
Preview links and scheduling
Preview opens on desktop by default, with mobile and tablet icons to switch. Open in a new tab gives you a full view, and Copy link shares it, but only with other HubSpot users in your account, so it's no good for an outside reviewer.
You don't have to publish straight away. Click the dropdown next to Publish and choose Scheduling options. The Schedule publish tab handles a new article or an update; the Schedule unpublish tab takes one down at a set time. Pick the date and time, then click Schedule.
Running more than one knowledge base
Enterprise accounts can split content by audience, product or brand. To add one:
- Click the settings icon in the top navigation, then go to Content, then Knowledge Base.
- Open the Current View dropdown and click Add a knowledge base. With the Brands add-on, it's the second dropdown.
- Enter the Knowledge Base Title, which visitors will see, and pick its language.
- Pick the domain it lives on and enter a slug, such as knowledge-base.
- If the knowledge base language doesn't match the domain's primary language, tick Use language slug in URL.
- Click Next, choose a template, keep or change the default categories, then click Done.
You switch between them with the Knowledge base dropdown in the tool. With the Brands add-on, each one is assigned to a brand based on its domain. You also choose which knowledge base your live chat or bot conversations use. A new domain is connected under Content, then Domains and URLs, then Connect a domain, choosing Hosting.
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Deleting is final in a way people don't expect. Removing a knowledge base deletes its articles, categories, subcategories and tags with it, and you have to type its name to confirm.
My verdict on HubSpot's knowledge base
I'd stay on Professional's single knowledge base unless you've got separate brands, products or audiences that each need their own. Two thousand articles is a lot of help content. I'd write a meta description for every article, because that's what sits under the title in search results, and it's traffic from people already asking your question. If you're adding a bot, here's how HubSpot's chatbot and live chat are set up, and if you're still weighing up paid hubs, start with what the free HubSpot tools cover.
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Frequently asked questions
Is the HubSpot knowledge base free?
No. As of October 2026 it needs Service Hub Professional or Enterprise, and anyone creating articles needs an assigned Service Hub seat.
How many articles can a HubSpot knowledge base hold?
Up to 2,000 on Service Hub Professional, and up to 10,000 in total across up to 100 knowledge bases on Enterprise.
Can I make HubSpot knowledge base articles private?
Yes. Set an article to Access group membership required, or to Single sign-on (SSO) required if SSO is set up on the knowledge base domain.
What happens when you delete a HubSpot knowledge base?
Its articles, categories, subcategories and tags are deleted with it.
Can I schedule a knowledge base article to go live later?
Yes. Choose Scheduling options next to Publish to schedule a publish, an update or an unpublish.
