FAQs

1Brain™ is a simple, powerful, and affordable knowledge management system designed by entrepreneurs, for entrepreneurs. It includes everything you need, without the clutter of features you don’t.
The name “1Brain™” was chosen for a reason. In most businesses, about 70% of knowledge lives in the owner’s head, while the other 30% is scattered among team members. This creates serious risk. When the owner steps away, progress stalls. When a staff member leaves, vital knowledge disappears with them.

1Brain™ solves this by becoming your company’s single source of truth, a centralized hub where all your Systems, Policies, Processes, and SOPs are securely documented. It allows your business to run smoothly without you, and ensures that knowledge transfer is fast, clean, and stress-free when you change personnel.

1Brain™ was built specifically for small to medium-sized business owners who are ready to work smarter, not harder. If you want to buy back your time, boost team efficiency, protect your company’s knowledge, and prepare your business for long-term growth (or even a future sale), then 1Brain™ is for you.

It’s perfect for entrepreneurs who are:

• Tired of being the bottleneck in their business
• Looking to reduce staff onboarding time
• Frustrated by knowledge walking out the door when employees leave
• Wanting to scale without chaos
• Preparing for a potential exit and aiming to maximize their sale price

Whether you’re running a team of 3 or 300, 1Brain™ gives you the clarity and structure to finally get everything out of your head and into one easy-to-use system your whole team can rely on.

That said, 1Brain^™ is not designed for massive organizations with more than 1,000 employees. Why? Because those businesses usually require compliance-heavy platforms: clunky, complex tools that take months to implement and are painful to use.

We built 1Brain^™ to be the opposite: simple, elegant, fast to deploy, and packed with only the features you need, not the ones you don’t. So, if you’re a growing business that values speed, simplicity, and scalability, 1Brain^™ was made for you.

We love Dropbox, Google Drive, and other file storage platforms. They’re great for storing general documents. But they’re not designed for knowledge management, which is where 1Brain™ comes in.

Platforms like Dropbox are essentially digital filing cabinets. Over time, they fill up with thousands of disconnected files, folders, and formats. Finding the right document can feel like searching for a needle in a haystack. It’s frustrating, time-consuming, and far from ideal when you’re onboarding new staff, training your team, or preparing to sell your business.

1Brain™ is different. It’s a purpose-built knowledge management system designed specifically to store your Systems, Policies, Processes, and SOPs, all in one organized, easy-to-navigate platform. Everything is structured, searchable, and stored in context, making it easy for your team to find what they need and follow it.

In short: Dropbox and others stores files. 1Brain™ helps your business run better, train faster, and scale smarter.

Yes. It serves a similar purpose, but it goes much further. 1Brain™ can absolutely function like a company intranet or internal Wiki, but we prefer to call it a knowledge management system, because it’s built to do more than just share information.

Traditional intranets and Wikis are often static internal websites. They’re usually outdated, unattractive, difficult to update, and lacking in permission controls. 1Brain™ gives you the tools to store, organize, and manage access to your company’s most important knowledge: your Systems, SOPs, Policies, Processes, checklists, and more.

One of its biggest strengths is advanced user permissions. You control exactly who can view, edit, or publish each System. This makes it easy to manage information across departments and roles while keeping everything clear, secure, and easy to maintain.

So while 1Brain™ can replace your intranet or Wiki, it’s far more dynamic, secure, and useful. It doesn’t just display information. It powers performance, improves onboarding, protects your company’s knowledge, and supports growth at every stage.

Yes, absolutely. The best way to understand the power of 1Brain™ is to try it for yourself, risk-free.
That’s why we offer a full 14-day trial with no credit card required. No strings, no pressure. Just instant access to explore the platform, test its features, and see how it can transform the way your business stores, shares, and protects critical knowledge.

We want you to feel confident that 1Brain™ is the right solution for your business before making any commitment. Whether you’re uploading your first SOP, organizing your departments, or inviting team members to collaborate, you’ll have two full weeks to see the impact firsthand.

And when you’re ready to continue, we’ve made it easy. We offer four extremely cost-effective plans to suit businesses of all sizes and stages. Whether you’re a solo operator, a growing team, or a more established business, there’s a plan that fits your needs and your budget.

Not at all. In fact, 1Brain™ was intentionally designed to be one of the simplest and most intuitive knowledge management platforms on the market. Most users are up and running (and building their first System) within 15 minutes!

There’s no steep learning curve, no clunky interface, and no technical jargon. Just a clean, clear workspace built specifically for business owners and their teams.

To make things even easier, we include comprehensive training videos and step-by-step documentation to guide you through every part of the process. But we don’t stop at training you. We also encourage you to share the videos with your team, so they can help you document Systems, build out processes, and take ownership of their roles faster.

With 1Brain^™, you’re not doing it alone. Your team becomes your partner in systemizing the business, and because the platform is so easy to use, many users say that building Systems actually becomes fun!

Simple, smart, and surprisingly satisfying. That’s what we’ve built with 1Brain™.

Yes, you can, and it’s one of the standout benefits of using 1Brain™. Whether you operate multiple brands, business units, or entities, you can manage them all from a single account with ease.

During your included training, we’ll guide you step by step on how to structure everything properly. You’ll learn how to organize Systems by business, assign the right users to the right areas, and manage access through our flexible permissions system. This ensures each team member only sees the businesses and departments that are relevant to their role and business.

It’s clean, secure, and incredibly efficient. With 1Brain™, you get full control and complete visibility across all your operations, without the chaos of juggling multiple platforms.

Yes. Your Systems are protected with industry-leading security. 1Brain™ is built on a secure architecture and follows the same high-level protocols used by top-tier SaaS platforms around the world. All data is safeguarded with encrypted connections and robust access controls.

We’ve designed 1Brain™ to keep your intellectual property and business knowledge safe, whether you’re working solo or managing a team. For added protection, we also support Two-Factor Authentication (2FA), which gives you an extra layer of login security.

Of course, strong security also depends on good habits. We recommend creating a strong, unique password and storing it safely using a trusted password manager. With these measures in place, you can feel confident that your Systems are secure and your business is protected.

We’ve designed our pricing to be simple, flexible, and fair. There are currently four straightforward plans, covering everything from solo operators and micro businesses right through to growing teams of up to 100 people.

One of the things that frustrated us with other knowledge management systems was their pricing model: charging per user, per month. We’ve lived that pain ourselves. You’d pay upfront to lock in a discount, only to find your team growing or shrinking throughout the year. Suddenly, you’re juggling new staff by extra separate monthly charges, and a whole lot of billing confusion.

So we did things differently. With 1Brain™, you choose the plan that fits your current team size. As long as you stay within your tier’s user range, you’re free to scale up or down without penalty. If you outgrow your current plan, you simply move to the next tier and unlock more room to grow. It’s simple, predictable, and much easier on your accounting.
If your business has has between 100 and 1,000 staff, pricing is handled on a custom basis. Just reach out to our support team. We’ll have a quick conversation and work out a plan that suits your needs.

To see the full breakdown and choose the plan that’s right for you, view our pricing page.

Yes, and it’s one of the core reasons we created 1Brain™. Most other knowledge management systems either lack permission controls all together or offer only basic, inflexible options. That just doesn’t work for modern, fast-moving businesses.

With 1Brain™, you get powerful permissions at every level. You can choose whether each user has read-only access, edit access with save-as-draft, or full edit and publish access. This allows you to protect sensitive content while still enabling collaboration where it makes sense.

Best of all, it’s incredibly easy to use. During your included training, we’ll walk you through exactly how to
set up permissions for your team. You’ll be amazed by how much control you have, and how simple it is to manage. With 1Brain™, your Systems stay organized, secure, and accessible to the right people at the right time.

Any System you use to run your business can live inside 1Brain^™. From Policies and Processes to full Standard Operating Procedures (SOPs), you can document, organize, and manage everything in one central place, structured exactly the way you want.

1Brain^™ gives you complete flexibility. You can include all types of text, checklists, embedded videos, documents, screenshots, flowcharts and more. It supports every format you need to bring your Systems to life. You can even embed live documents from platforms like OneDrive, Google Drive or Dropbox, so when a file is updated there, it automatically reflects the latest version inside your System. No manual updates required.

In the included training, we’ll show you multiple ways to structure and lay out your Systems effectively. But at the end of the day, you’re in the driver’s seat. You decide how your Systems are built, how they’re displayed, and how they’re organized across departments.

Whether you want to keep things simple or build out a detailed, enterprise-grade knowledge base, 1Brain^™ gives you the freedom, flexibility, and power to do it your way.

Yes, absolutely, and we strongly encourage it. Adding your own videos is one of the most effective ways to personalize your Systems and make them even more powerful for your team. Whether it’s a quick screen share, a face-to-camera explainer, or a step-by-step walkthrough, videos help bring your documentation to life.

Best of all, it’s fast and incredibly simple. 1Brain™ seamlessly integrates with popular video platforms like Loom, YouTube, Google Drive, OneDrive, and more. Just paste the link, and your video will appear embedded directly inside the relevant System, right where your team needs it.

And if you’re not sure how to do it, don’t worry. Our included training walks you (and your team) through the process step-by-step. In minutes, you’ll be creating engaging, easy-to-follow Systems that combine written instructions with visual clarity, making everything easier to learn, remember, and follow.

Yes, definitely. And it couldn’t be easier. We’ve made it simple to connect the tools you already use. We
recommend storing your documents in a cloud-based platform like Google Drive, OneDrive, Dropbox, and others. This gives you full control over access permissions and makes updates quick and seamless.

Once your sharing settings are set, you can either insert a direct hyperlink into your System or embed the document directly inside 1Brain™, so it appears inline, right where your team needs it. Everything stays in one place, clearly organized, and instantly accessible.

This means no more digging through folders, switching between apps, or wondering where the latest version lives. Just clean, central access to exactly what matters, making it easier for your team to learn, follow, and take action.

Yes, absolutely. If you need to share a specific System with someone outside your business, such as a travel agent, freelancer, or consultant, 1Brain™ makes it easy. You can set that individual System to “Public” and then send a secure link to give them access.

They don’t need to be a registered user, and once they’ve viewed the information, you can switch the System back to private with a single click. This gives you complete flexibility and full control over what gets shared, when, and with whom.

No problem at all. If your team grows beyond the limit of your current plan, you can easily upgrade to the next plan in just a few clicks. Everything you’ve built in 1Brain™ stays exactly where it is, nothing changes except your plan level. Likewise, if your team size goes down, you’re free to downgrade to a smaller plan at your next billing cycle. Flexibility is built in.

None whatsoever. Every plan includes full access to all features, unlimited organizations, departments, folders, and systems. There are no sneaky storage fees, no premium add-ons, and no “gotcha” charges if you decide to grow. The monthly fee you see on this page is the only cost you’ll pay.

Yes, 100%. Whether you’re on the Micro plan with 5 users or the Scale plan with 100 users, you’ll have access to the exact same feature set. We don’t believe in punishing smaller businesses by taking away tools that are essential to your success. The only difference between plans is the number of team members included.

Switching is seamless. You can upgrade or downgrade your plan at any time inside your account settings. Billing updates automatically, and there are no penalties or lock-in contracts. If your business changes, 1Brain™ changes with you.

Aside from being 50–75% more affordable, 1Brain™ is purpose-built for growing businesses. Competitors often cap features, force per-user pricing, or make knowledge management unnecessarily complex. With 1Brain™, everything is simple, fast, and scalable, from intuitive search to powerful permissions to unlimited system creation. Plus, our support team is here to help every step of the way. It’s not just cheaper, it’s smarter.

If you’ve reached the point where you’re thinking about selling your business, we hope you’ve already done the smart work of documenting your Systems, Policies, and Processes inside 1Brain™. Why? Because this makes your business significantly more attractive (and more valuable) to potential buyers.

As part of the due diligence process, we strongly recommend that you proudly show off your 1Brain™ account to any potential buyer. This allows them to see firsthand what they’re really buying: a business that isn’t dependent on verbal handovers or tribal knowledge, but one that runs on clear, documented Systems stored in a centralized, easy-to-use platform.

Once the sale is complete, the handover is simple. You just update the account owner’s name, email address, and credit card details to reflect the new owner. All of your Systems remain intact, and the new buyer instantly inherits the operational foundation you’ve built without missing a beat.
If needed, our support team is here to help with the transition and ensure everything is updated correctly and securely. It’s a smooth process that reinforces the value of your business and sets the new owner up for success from day one.

If your account is cancelled, your content won’t disappear straight away. Instead, we move everything into a secure archive for 30 days. This gives you peace of mind in case the cancellation was accidental, your card declined while you were away, or you simply change your mind. During this period, you can easily reactivate your account and restore full access to your systems.

After 30 days, if no action has been taken, we’ll assume you no longer wish to keep your data, and it will be permanently deleted from our servers. This way, you’re protected from mistakes while still having full control over your information.

No problem. If you’ve read through all the FAQs and still have questions, that just means you’re thoughtful and thorough, and we respect that. You want to make the right decision, and we’re here to help.

The quickest way to get answers is by using the live chat feature on this website. If your question is already in our system, our AI assistant will respond instantly. If not, one of our team members will personally get back to you, usually within 24 hours on weekdays.
You can also reach out directly to our support team anytime. We’re always happy to assist and make sure you have everything you need to move forward with confidence.