Guru Vs Notion: Which Tool Fits Your Team Better?

Organizing and accessing information has always been essential for teams. In traditional setups, documents and instructions were scattered across different channels, making it difficult to maintain accuracy and consistency. This challenge has led to the rise of modern knowledge and collaboration platforms, each offering its own way to centralize and manage information.

Guru and Notion approach this problem differently. Guru is designed as a structured knowledge system that stores and verifies information for use within daily workflows. Notion serves as a flexible workspace where teams can create documents, manage tasks, and build shared databases. Guru emphasizes accuracy and reliability of knowledge, while Notion prioritizes customization and broad collaboration features.

This comparison examines the two tools across key areas such as features, usability, integrations, and pricing. So, teams can evaluate which option aligns more closely with their needs.

TL; DR: Guru excels as a specialized knowledge management system, offering verification and structured knowledge delivery inside workflows. Notion stands out for its flexibility and customization, making it a strong choice for teams wanting an adaptable workspace that combines knowledge bases with other needs.  

Guru is a knowledge management platform built to keep internal information accurate and accessible. Its core strength lies in storing and verifying content, such as policies, FAQs, and workflows, and then delivering it directly inside the tools employees already use. With browser extensions, AI-powered answers, and integrations for platforms like Slack, Teams, and Gmail, Guru brings accurate information directly into daily workflows. It ensures that verified knowledge appears in context, reducing time spent searching and improving reliability across teams.  

Guru Pros And Cons

Notion is a flexible digital workspace that goes beyond static knowledge storage. Its block-based structure allows teams to build customizable pages. Its databases provide multiple views, tables, boards, calendars, and timelines, for dynamic project and task management. Notion functions as both a documentation hub and a planning tool, enabling teams to create, organize, and collaborate on content in real time.  

Notion Pros And Cons

Project Planning

Guru

Guru approaches project planning through structured documentation rather than operational tracking. It provides ready-to-use project plan templates such as ‘Project Timeline’, ‘Project Communication’, ‘Project Status’, and ‘Product Feature Launch’. These templates include dedicated sections for timelines, goals and KPIs, scope summaries, and completion dates, helping teams create consistent and well-documented plans. Combined with Guru’s verification workflows, this ensures that project-related information remains accurate and up to date. However, Gurus’ templates stop short of offering interactive features like task assignments, dependencies, or automated scheduling, meaning it supports planning through standardized documentation but does not manage execution directly.

Notion

Notion, in contrast, functions as a full project management workspace. Its databases can be configured into boards, calendars, timelines, and tables, allowing teams to assign responsibilities, set deadlines, and track progress in real time. Properties such as status, due date, and assignee make it possible to monitor execution, while relational links and rollups connect tasks to broader project initiatives. This flexibility allows teams to build customized project systems that combine planning, tracking, and documentation within a single platform.  

Workflow Management

Guru

Guru supports workflow management through its verification system, content assignments, and knowledge delivery inside existing tools. Information can be routed to subject-matter experts for review, keeping knowledge accurate and up to date. Browser extensions and integrations with Slack, Teams, Chrome place verified content directly into daily workflows, ensuring employees access the right information without switching applications. While Guru does not provide end-to-end task automation, it simplifies knowledge-dependent workflows by embedding answers where work is performed.  

Notion

Notion provides workflow management by combining databases with multiple views such as table, board, list, calendar. Teams can design workflows to match their processes including assigning tasks, updating statuses, or moving items through Kanban boards. Comments, mentions, and real-time editing support collaboration throughout the workflow. Although its automation is lighter compared to specialized workflow tools, Notion’s flexible structure allows users to adapt pages and databases into customized workflow systems.  

Customer Support

Guru

In Guru’s Help Center, customer support is offered through a knowledge base, email assistance, and in-app chat. The Help Center includes step-by-step guides, product updates, and onboarding resources. Enterprise plans also provide a dedicated ‘Customer Success Manager’ to assist with implementation and adoption.  

Notion

Notion’s Help and Support provide a searchable knowledge base, tutorials, and community forums. Support is available via email, while business and enterprise plans include priority support options. Notion also offers live webinars, templates, and product guides to help teams adopt features effectively.  

Collaboration Functionality

Guru

Guru supports collaboration by allowing teams to create, share, and verify knowledge cards. Subject-matter experts can be assigned to validate content, ensuring accuracy across departments. Integrations with Slack, Microsoft Teams, and browser extensions let employees collaborate by sharing answers directly within their conversations. Guru’s collaborative model is centered on maintaining consistent and reliable knowledge across the organization.  

Notion

Notion offers real-time collaboration where multiple users can edit pages simultaneously. Features such as comments, mentions, and shared workspaces allow teams to discuss and refine content within the platform. Pages and databases can be shared internally or externally, supporting both team-wide projects and cross-functional collaboration. This flexibility makes Notion suitable for both small teams and large organizations working on shared documents and tasks.  

Cross Platform Support

Guru

The platform is accessible through a web application, browser extension (Chrome, Edge), and integrations with tools like Slack, Microsoft Teams, and Gmail. It also provides a mobile app (iOS and Android), allowing users to access knowledge on the go. This cross-platform availability ensures that verified information is available regardless of device or work environment.  

Notion

The software is available on web, desktop (Mac and Windows), and mobile apps (iOS and Android). It also provides an offline mode where changes sync automatically once internet access is restored. With real-time syncing across devices, users can switch between desktop, mobile, and web without losing progress.  

Ease Of Use And UI

Guru

Guru is built around a card-based knowledge system with collections and boards, designed to simplify navigation and retrieval of information. The browser extension and integrations allow users to access knowledge directly within their workflow, reducing the need to switch between applications. The interface is structured to prioritize quick search and verification features, keeping the focus on accuracy and usability.  

Notion

Notion uses a block-based interface where every element, text, image, table, or task, is created as a block that can be rearranged. This modular design makes the platform highly flexible, though it may require setup to match team preferences. The interface emphasizes minimal design, with drag-and-drop functionality and customizable layouts that support both individual and collaborative work.  

Security

Guru

Guru is Service Organization Control (SOC) 2, Type II certified and uses encryption for data both in transit and at rest. It supports Security Assertion Markup Language (SAML)-based Single Sign-On (SSO), which allows users to log in once and securely access multiple applications. For identity management, it includes System for Cross-domain Identity Management (SCIM) provisioning, enabling automated user account handling across systems. Access is managed with Role-Based Access Control (RBAC), and admins can further secure access through IP whitelisting and granular application permission settings. At the organizational level, admins can restrict view, edit, and verification privileges at group or collection levels. Guru also undergoes regular security audits to ensure enterprise-grade compliance and protection.  

Notion

It is SOC 2 Type II compliant and employs encryption for data in transit and at rest. It supports advanced features such as SSO, SCIM provisioning, and granular permission settings for enterprise customers. Additional safeguards include continuous monitoring, regular audits, and adherence to industry security standards.  

Variety Of Built-In Templates

Guru

Guru provides a card template gallery with ready-made templates for internal processes, SOPs, onboarding, communication workflows, and more. The templates are designed to help teams structure knowledge faster and maintain consistency across their documentation.  

Notion

Notion offers a large template library (the Template Gallery) with thousands of customizable templates across categories like wikis, project management, HR, and knowledge bases. Teams can duplicate and adapt templates to their specific workflows and documentation needs.  

Relational Linking

Guru

Guru organizes knowledge into cards, boards, and collections. While it does not offer relational databases, knowledge can be connected through tags, categories, and cross-referencing. For example, a card on company policies can be linked to related cards on procedures or FAQs, allowing users to move between connected pieces of information. This structure ensures contextual navigation within the knowledge base.  

Notion

Notion supports relational databases that let users link one database to another. Pages or entries can be connected through properties, so information is automatically associated across different sections. For example, a knowledge base entry on product guidelines can be linked to related entries on release notes or training material. This creates a dynamic web of knowledge, where updates in one area are reflected across all linked content.  

AI And Automation Features

Guru

Guru includes AI-powered search and suggestions that surface relevant knowledge cards directly within workflows. Its verification reminders automatically notify subject-matter experts to review and update content, ensuring information stays accurate. Guru also provides knowledge triggers that deliver contextual answers in tools like Slack, Microsoft Teams, or email, reducing the need for manual searches.  

Notion 

Notion offers Notion AI, which assists with drafting, summarizing, translating, and generating content inside pages. It can also answer questions based on workspace content, making knowledge easier to retrieve. While Notion’s automation is limited compared to dedicated workflow tools, its databases can be combined with filters, views, and formulas to create semi-automated systems for organizing and updating knowledge.  

Third-Party Integrations

Guru

Guru integrates with a wide range of tools used in daily workflows. Key integrations include Slack, Microsoft Teams, Chrome, Gmail, Zendesk, Salesforce, and Google Drive. These allow Guru’s verified knowledge cards to surface directly within communication, support, and CRM platforms, ensuring employees access accurate information without switching applications.  

Notion

Notion provides integrations with Google Drive, Slack, GitHub, Jira, Zoom, and many other apps. Through the Notion API and tools like Zapier, teams can connect external systems to their workspace, enabling synchronization of documents, tickets, and data. These integrations extend Notion’s flexibility, embedding it into existing workflows across engineering, design, and knowledge-sharing contexts.  

Guru

Guru offers subscription-based pricing with plans tailored for different organizational needs. The structure is designed to provide core knowledge management features at the entry level, with more advanced capabilities available in higher tiers.  

Notion 

Notion uses a tiered pricing model that starts with a free option and scales to paid plans for businesses and enterprises. Each tier unlocks more advanced functionality to support different levels of usage.  

Guru is best suited for organizations that need accurate, verified knowledge delivered within daily workflows. Its design focuses on keeping information current and accessible, making it a strong choice for companies where employees depend on quick, reliable answers.

Best Suited For:

• Medium to large teams that can benefit from the 10-seat minimum requirement and scale knowledge across departments
• Customer-facing industries such as SaaS, support, and sales, where delivering consistent and accurate responses is critical
• Enterprises with fast-changing knowledge require verification workflows to prevent outdated information from circulating
• Teams working across multiple platforms like Slack, Microsoft Teams, Salesforce, and Zendesk, needing knowledge embedded directly in their tools
• Organizations prioritizing accuracy over flexibility, where knowledge trust and verification are more important than customization

In short, Guru is best for companies that want to unify their knowledge base into a single source of truth, verified by experts, and accessible wherever employees work.

Notion is well-suited for teams that need flexibility and customization in how they plan and maintain knowledge. Unlike rigid knowledge management systems, it adapts to a wide range of use cases, from lightweight documentation to complex wikis. This makes it a practical option for organizations that want one tool to handle multiple knowledge-related needs.

Best Suited For:

• Small teams and startups that want a free or low-cost tool to set up wikis, handbooks, and basic knowledge hubs
• Creative and product-driven industries, such as design, marketing, and software development, where documentation, brainstorming, and collaboration often overlap
• Cross-functional organizations needing shared knowledge spaces that support both structured content and flexible layouts
• Enterprises requiring scalable documentation with advanced security, permissions, and admin controls offered in higher plans
• Distributed teams that rely on real-time collaboration and need one platform to centralize updates across multiple locations

In short, Notion works best for organizations that want a knowledge management platform that doubles as a customizable workspace, supporting both individual creativity and enterprise-wide documentation.

Choosing between Guru and Notion ultimately depends on how your organization values knowledge. Both platforms are effective knowledge management platforms, but they serve different types of organizations. If accuracy and verification are non-negotiable, Guru provides a structured way to keep information consistent. If flexibility and customization are more important, Notion offers the freedom to design knowledge spaces to fit diverse workflows.

In short, Guru is the stronger performer for knowledge accuracy at scale, while Notion is the better choice for adaptability and all-in-one knowledge spaces.

Different teams have different workflows and priorities. While Guru and Notion cover most documentation and collaboration needs, some teams may need tools with advanced task management or automation features. The following alternatives offer diverse options to match varying project and knowledge management requirements.

Alternatives To Notion

If Guru doesn’t fully match your requirements, there are several other knowledge management platforms worth considering:

• Confluence software – A popular Atlassian tool for building team knowledge bases and documentation 
• Tettra – Knowledge management designed specifically for growing teams with Slack integration 
• Slab – A modern wiki tool for internal documentation and team knowledge sharing 
• Bloomfire – Knowledge sharing software with strong content search and analytics 

Alternatives To Notion

If Notion’s flexibility feels excessive or not aligned with your needs, here are some other options:

• Coda – A flexible workspace tool combining docs, spreadsheets, and apps
• Airtable – A database-focused collaboration tool that can double as a knowledge hub
• Evernote Teams – A straightforward documentation and notes solution for smaller teams
• ClickUp – Project and knowledge management combined in one workspace

These alternatives provide reliable options for teams that find Guru or Notion unsuitable, ensuring there is a solution for every knowledge management need.