Building a Company Intranet and Internal Knowledge Base in Bitrix24

What the Bitrix24 (Alaio) Intranet Actually Covers

Bitrix24 functions as a full company intranet: it combines an employee directory with org chart, a news and activity feed, document storage, workgroups for teams or projects, and a dedicated knowledge base module - all accessible from the browser or mobile app.

Most intranet tools solve one problem well and create integration headaches everywhere else. Bitrix24 takes a unified approach: the same portal where staff manage CRM deals and track tasks also hosts the employee handbook, department wikis, and company announcements. There is no separate SharePoint to maintain or Confluence license to budget for.

The core intranet building blocks in Bitrix24 are:

Component	Primary purpose
Knowledge Base (company-wide)	Policies, onboarding guides, cross-department SOPs
Knowledge Base (workgroup/project)	Team- or project-specific procedures
Activity Stream	Company news, announcements, social interaction
Workgroups & Projects	Collaboration spaces with their own tasks, files, and wikis
Employee Portal (Employees section)	Directory, org structure, role-based access
Bitrix24 Drive	Centralized file storage linked to knowledge base pages

These components connect inside a single Bitrix24 portal.

The following diagram illustrates the information architecture of a Bitrix24 intranet: company knowledge bases and workgroup knowledge bases feed into the employee portal, while the activity stream and Drive sit alongside them, all accessed through role-based permissions managed by the administrator.

flowchart TD
    PORTAL[Bitrix24 Employee Portal]
    PORTAL --> COMPKB[Company Knowledge Base]
    PORTAL --> STREAM[Activity Stream / News]
    PORTAL --> GROUPS[Workgroups & Projects]
    PORTAL --> DRIVE[Bitrix24 Drive]
    GROUPS --> GROUPKB[Workgroup Knowledge Base]
    COMPKB --> ROLES[Access Roles & Permissions]
    GROUPKB --> ROLES
    ROLES --> ADMIN[Bitrix24 Administrator]
    ROLES --> OWNER[Group Owner / Moderator]
    ROLES --> MEMBER[Team Members]

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Two Types of Knowledge Base: Company-Wide vs. Workgroup

Bitrix24 offers two distinct knowledge base types: a company-wide base visible to all employees (or controlled subsets), and a workgroup/project base scoped exclusively to that team - choose based on whether the content is universal or team-specific.

Company Knowledge Base

This is the right place for information every employee needs regardless of role: onboarding checklists, HR policies, IT setup guides, brand standards, and cross-functional procedures. All company knowledge bases are collected under the Employees → Knowledge Base section and are accessible from both desktop and the Bitrix24 mobile app.

A practical use case: when a company regularly hires new staff, a dedicated onboarding knowledge base can include a company overview, a list of responsible contacts, required software links, and first-week tasks - all in one navigable space.

Company knowledge bases can also be pinned inside other Bitrix24 sections. For example, a client-handling SOP can be attached directly to the CRM section so salespeople find it exactly where they need it.

Workgroup / Project Knowledge Base

Information that only a specific team needs belongs in that team's workgroup knowledge base. A marketing workgroup, for instance, can host its campaign launch checklist without cluttering the company-wide space.

Creating a workgroup knowledge base is straightforward: open the group or project, navigate to More → Knowledge Base, choose a template (or start blank), and the wiki is live. You can pin it to the group's main menu for instant access.

Key decision guide:

• Use company KB when: content applies to multiple departments, onboarding new hires, or documenting company-wide policy.
• Use workgroup KB when: content is team-specific, changes frequently, or should only be visible to project members.

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Structuring Your Knowledge Base for Real Usability

A well-structured knowledge base uses sections and subsections to mirror how employees actually look for information - by role, process, or department - not by how content was created.

Bitrix24 knowledge base pages support rich content: text, images, videos, and files attached from Bitrix24 Drive. You can create sections and subsections, copy existing pages as templates for new articles, and embed files directly from cloud storage.

Recommended structural patterns from real implementation experience:

1. Role-based structure - separate sections for Sales, Operations, HR, Finance. Each department owns and maintains its section.
2. Process-based structure - sections named after business processes (Onboarding, Client Escalation, Invoice Approval). Easier for cross-functional procedures.
3. Hybrid - top-level sections by department, sub-sections by process. Works well for companies with more than 50 employees.

A few structural best practices:

• Keep section names action-oriented ("How to submit a leave request") rather than generic ("HR policies").
• Use the copy-page feature to standardise article layouts - define one template page and duplicate it for each new procedure.
• Attach Drive files rather than copying documents into article bodies; this keeps a single source of truth.
• In Knowledge Base 2.0 (the updated interface), you can create an empty knowledge base first and configure access rights before adding any content - useful when you need to lock down visibility from day one.

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Access Rights: Who Reads, Who Edits, Who Manages

Access control in Bitrix24 knowledge bases operates through named roles with four permission levels - View, Edit, Change Settings, and Delete - assignable to individual employees, departments, or entire workgroups, and only the Bitrix24 administrator can modify company-level access settings.

This is where most intranet projects either succeed or create long-term pain. Getting the permission model right at the start saves months of "who accidentally edited the policy" conversations.

Company Knowledge Base - Permission Architecture

The administrator navigates to Employees → Knowledge Base → Settings (⚙️) → Access Rights to create roles. Each role can be scoped to:

• All knowledge bases (section-wide)
• A specific knowledge base

The four permission actions for each scope:

Permission	What it enables
View	Required minimum - without it, the KB is invisible to that role
Edit	Modify article content
Change Settings	Rename the KB, change colour palette, fonts, page design
Delete	Permanently remove the knowledge base

Important hierarchy rule: Section-level permissions override individual KB permissions. If an employee has full access to the Knowledge Base section, they can see all knowledge bases even if a specific one has restricted access.

To hide a knowledge base entirely from a group of employees, the recommended approach is:

1. Set "No Access" for all actions under All Knowledge Bases content.
2. Grant specific permissions only under Individual KB access for the bases that role should see.

Access rights for company knowledge bases are available on Standard, Professional, and Enterprise plans (exact plan names vary by region and edition - check the current pricing page for your market).

Workgroup Knowledge Base - Permission Architecture

Within a workgroup, the group owner configures KB permissions under About Workgroup → Roles and Permissions. The four assignable roles are:

• Group owner only
• Group owner and moderators
• All group members
• Authorized users (anyone on the portal)

For closed or secret groups, access to the knowledge base is naturally restricted to members. Open groups allow non-members to view the KB without joining.

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Workgroups, Projects, and Collaborative Spaces

Workgroups in Bitrix24 are self-contained collaboration spaces - each with its own tasks, Drive, calendar, knowledge base, and conversation feed - governed by a role-based permission model that the group owner or Bitrix24 administrator controls.

For HR and operations leaders, workgroups are the practical building block of an intranet. Think of each workgroup as a team room: the Marketing team has its own space, the Engineering team has theirs, and a cross-functional "Product Launch Q3" project gets a temporary space that closes when the project wraps.

Configuring workgroup permissions covers:

• Members - who can invite new participants (owner only, owner + moderators, or all members)
• Conversations - who can view posts, add posts, and edit comments; optionally enable pre-moderation
• Knowledge Base - who can view, edit, change settings, and delete
• Drive - separate permission configuration for file access
• Calendar - separate permission configuration for calendar visibility and editing

The conversation feed supports pre-moderation: you can designate specific roles to approve posts before they are visible to the whole group. This is useful for formal department announcement channels where you want editorial control.

For employee onboarding in Bitrix24, workgroups also serve as structured learning spaces - new hires are added to an onboarding group that contains their first-week checklist, relevant knowledge bases, and assigned tasks.

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Activity Stream and Company News Feed

The Bitrix24 activity stream is the company's live communication channel - it surfaces announcements, mentions, task updates, and workgroup posts in a single chronological feed, and can be connected to an external website news section for public-facing content.

The activity stream sits at the heart of the intranet experience. Unlike email, posts in the stream are searchable, can be reacted to, and are automatically linked to the relevant CRM record, task, or workgroup if posted from those contexts.

For internal communications, teams typically use the stream for:

• Company-wide announcements from leadership
• Department updates visible to all staff
• Project milestone notifications
• HR announcements (policy updates, event invitations)

If your company runs a public website built in Bitrix24, the news feed can be connected to a workgroup configured as a "publication group." Posts added to that group automatically populate the website's news section - no duplicate content management required.

For Bitrix24 business process automation, the activity stream integrates with workflow triggers: a completed approval process, for example, can automatically post a notification to the relevant workgroup feed.

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Built-In Search and BitrixGPT in the Knowledge Base

Bitrix24 knowledge bases include full-text search with intuitive navigation, and BitrixGPT - the platform's AI assistant - can be used to surface answers from knowledge base content, draft new articles, or summarise lengthy procedure documents.

Search is available across both company-wide and workgroup knowledge bases. Employees type into the search bar and results surface article titles and content matches - without leaving the knowledge base section.

BitrixGPT adds a layer of intelligent interaction on top of static documentation. Based on our experience deploying Bitrix24 for teams in the UAE, Brazil, and Portugal, the most common AI use cases in the knowledge base context are:

• Drafting first versions of new policy articles based on a brief prompt
• Summarising long procedure documents for quick reference
• Translating or adapting content for multilingual teams
• Answering employee questions by referencing existing knowledge base content

For teams exploring the broader AI capabilities of the platform, the BitrixGPT AI assistant overview covers how it integrates across CRM, tasks, and communications.

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Implementation Tips for Operations and HR Teams

Based on project experience, the biggest intranet rollout failures share one root cause: content is migrated without an owner assigned to each section, so it goes stale within 90 days - assigning named content owners per department before launch is the single most impactful governance decision.

Whether you are deploying Bitrix24 for 30 employees or 500, the following approach consistently produces better adoption:

Before go-live:

• Map your content categories to either company KB or workgroup KB - do not put everything in one place
• Set up the permission model before inviting employees; it is harder to restrict access retroactively than to open it up
• Use the Knowledge Base 2.0 interface for new deployments - it provides a cleaner document hierarchy
• Configure the org structure in Bitrix24 first; access roles then map cleanly to departments

During rollout:

• Run a short training session (group format, recorded for async viewing) covering how to navigate the KB, post in the stream, and use workgroups - based on real project plans, this is standard practice even in smaller deployments
• Populate 3-5 key articles per department before announcing the portal is live; an empty KB kills adoption

Ongoing governance:

• Deleted knowledge bases go to a recycle bin for 30 days before permanent deletion - a useful safety net, but reinforce that deletion rights should be restricted to KB owners
• Review access roles quarterly as teams change
• Encourage teams to embed Drive files rather than copy-pasting documents into articles

For a complete picture of what goes into a Bitrix24 deployment - beyond the intranet modules - the Bitrix24 implementation cost and timeline guide covers typical project phases and effort estimates. If you are also evaluating how the platform handles CRM and client-facing processes alongside internal collaboration, the Bitrix24 onboarding questionnaire is a practical starting point for scoping requirements.

Companies with strict data residency requirements - particularly in the UAE under PDPL or in the EU under GDPR - should review self-hosted Bitrix24 options to ensure intranet content stays within jurisdictional boundaries.

ACP Group is a Bitrix24 Gold Partner with implementation experience across the UAE, Brazil, and Portugal. If your team is planning an intranet build or migrating internal documentation into Bitrix24, we can help scope the right structure from day one.