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Cybersecurity · head to head

KnowBe4 vs OnBase

KnowBe4 logo

KnowBe4

Cybersecurity

World's largest security awareness training platform

From
$1/month
Free plan
No
Full reviewWebsite
OnBase logo

OnBase

Government

Enterprise Information Platform

From
$400/month
Free plan
No
Full reviewWebsite

The short version

  • Each has a real cost: KnowBe4 published prices assume a three year term, so the quoted per seat rate depends on a long commitment; OnBase pricing starts at 2,000 USD per month, making it expensive for small agencies
  • They diverge on capability: KnowBe4 covers Security awareness training, OnBase covers Content Management.
  • Prices and features above were last checked on 30 August 2026.

Where they differ

Only the attributes on which KnowBe4 and OnBase actually diverge.

Attributes where KnowBe4 and OnBase differ
AttributeKnowBe4OnBase
Starting price$1/month$400/month
PlatformsWeb, Mobile, EmailWeb, Mobile
CategoryCybersecurityGovernment
Founded20101991

Identical on both: pricing model (subscription), free tier (No), user rating (Not yet rated).

What each one covers

Drawn from each product's published feature list. An absence here means we hold no record of it - not that the product lacks it.

Only in KnowBe4

  • Security awareness training
  • Phishing simulation
  • Risk assessments
  • Compliance training
  • Incident reporting
  • API access
  • Custom policies
  • Behavior analytics

Only in OnBase

  • Content Management
  • Workflow Automation
  • Case Management
  • Records Management
  • Intelligent Capture
  • Epic
  • Web support
  • Desktop support

Both cover

  • Microsoft 365
  • Salesforce

What people use each for

The jobs each tool is most often brought in to do.

KnowBe4

  • Security awareness training and simulated phishing for staffnot OnBase
  • Tracking employee susceptibility to phishing over timenot OnBase

OnBase

  • Citizen Servicesnot KnowBe4
  • Records Managementnot KnowBe4
  • Public Safetynot KnowBe4
  • Civic Engagementnot KnowBe4

Where each one falls short

Documented limitations, not opinions. Every one is a constraint you would hit in normal use.

KnowBe4

  • Published prices assume a three year term, so the quoted per seat rate depends on a long commitment
  • Pricing is banded by seat count, and the lowest band of 25 to 50 seats pays the highest rate
  • Accounts above 1,000 seats have no published price and require a custom quote
  • Third party integrations, Compliance Plus and PhishER Plus are all separately priced per seat add ons
  • The Foundation tier carries 200 training modules against more than 1,000 on Advanced, so content volume is the main gate

OnBase

  • Pricing starts at 2,000 USD per month, making it expensive for small agencies
  • Complex implementation and configuration required for government-specific workflows
  • Requires significant IT resources for deployment and ongoing management

Pricing, plan by plan

KnowBe4

$1/month
  • Basic$1/month
    • Per user
    • Training modules
    • Phishing templates
  • Advanced$2/month
    • All Basic features
    • Advanced phishing
    • Risk assessments
  • Pro$3/month
    • All Advanced features
    • API access
    • Custom content

OnBase

$400/month
  • Government$400/month
    • Content Management
    • Process Automation
    • Case Management

Which should you pick?

Choose KnowBe4 if

  • You need security awareness training.
  • You work on Web, Mobile, Email.
  • You also want phishing simulation.
KnowBe4 review

Choose OnBase if

  • You need content management.
  • You work on Web, Mobile.
  • You also want workflow automation.
OnBase review

Questions people ask

Is KnowBe4 or OnBase better?
Neither clearly leads. KnowBe4 starts at $1/month and OnBase at $400/month, and user ratings are close enough to be indistinguishable. Choose on capability and platform support.
Which is cheaper, KnowBe4 or OnBase?
KnowBe4 starts at $1/month and OnBase at $400/month.
Does KnowBe4 or OnBase run on more platforms?
KnowBe4 runs on Web, Mobile, Email. OnBase runs on Web, Mobile.
What is KnowBe4 best used for?
KnowBe4 is most often used for security awareness training and simulated phishing for staff, tracking employee susceptibility to phishing over time. Of those, security awareness training and simulated phishing for staff and tracking employee susceptibility to phishing over time are not what OnBase is typically brought in for.
What can KnowBe4 do that OnBase cannot?
KnowBe4 covers Security awareness training, Phishing simulation, Risk assessments, Compliance training. OnBase covers Content Management, Workflow Automation, Case Management, Records Management. Both handle Microsoft 365, Salesforce.

Answered from the vendors’ own pages

KnowBe4: What does KnowBe4 cost per employee?

KnowBe4 charges per seat per month on a subscription basis. For 51-100 employees, SAT Foundation costs $2.13/month per seat and SAT Advanced costs $3.40/month per seat. Prices decrease with larger employee counts.

Source
OnBase: What is OnBase used for in government?

OnBase is used for digital permitting, inspections, and plan review processes. Government agencies use it to streamline workflows, enable online forms, automate approvals, and provide citizen access to application status.

Source
KnowBe4: Does KnowBe4 offer a free trial?

KnowBe4 does not offer a full free version, but free tools are available separately including assessments and simulators.

Source
OnBase: Does OnBase support mobile access?

Yes. Mobile access is a key feature of OnBase, allowing users to manage documents and cases on the go.

Source
KnowBe4: Are there add-on costs beyond the base plan?

Yes, optional add-ons include Third-Party Integrations ($1.10-$1.20/seat/month), Compliance Plus ($0.82-$0.93/seat/month), PhishER Plus ($1.15-$1.50/seat/month), and Student Edition ($0.17/seat/month).

Source
OnBase: What document management capabilities does OnBase provide?

OnBase provides centralized document storage with version control, search and retrieval tools, records management across physical and electronic lifecycles, and compliance with policies and regulations.

Source
KnowBe4: What currencies does KnowBe4 accept?

KnowBe4 accepts pricing in USD, AUD, BRL, CAD, EUR, GBP, SGD, and ZAR.

Source
OnBase: Can OnBase workflows be customized?

Yes. OnBase is flexible and configurable with user-defined workflows for case management, streamlining processes like accounts payable, employee onboarding, and contract management.

Source
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