Free Alternatives to Notion (2025): Knowledge Bases and Task Apps

TL;DR: Obsidian is the best free choice for a personal knowledge base (local files, plugins, markdown). ClickUp is strong for teams that need tasks plus docs on a free plan. If you prefer open‑source with privacy, AppFlowy is a promising Notion‑style option.

What to evaluate

• Databases and views: Boards, tables, calendars, and filters
• Backlinks and graph: Bidirectional links and knowledge mapping
• Tasks vs docs: Whether you need project management alongside notes
• Offline mode and portability: Local files vs cloud lock‑in
• Export: Markdown/CSV export quality and attachment handling

The contenders

Obsidian (Best personal knowledge base)

Pros

• Local markdown files you control; easy to back up and sync how you want
• Backlinks and graph view encourage connected thinking
• Plugin ecosystem covers everything from spaced repetition to Kanban

Cons

• Collaboration is minimal; it’s primarily single‑user
• Databases are DIY via plugins or front‑matter, not native tables like Notion

Best for: Writers, researchers, and solo founders who value ownership and speed.

ClickUp (Best team tasks + docs)

Pros

• Solid free plan for small teams (tasks, docs, goals)
• Hierarchy helps organize projects across teams
• Comments, assignees, and simple automations

Cons

• Interface can feel busy until you tailor views
• Database features are task‑centric, not Notion‑style relations

Best for: Teams that need tasks first, with docs and wikis in the same place.

AppFlowy (Best privacy‑focused, open source Notion alternative)

Pros

• Open‑source Notion‑like docs and databases
• Local‑first with growing features and community

Cons

• Less mature than commercial tools; features evolve quickly
• Collaboration and integrations are catching up

Best for: Users who want a Notion‑style UI without cloud lock‑in.

Migration checklist

• Export from Notion as Markdown/CSV with media; keep the folder structure intact.
• Rebuild relations: Map linked databases to tags or references in the new tool.
• Templates: Recreate key page templates (meeting notes, specs, SOPs).
• Permissions: If moving to a team tool, set spaces/folders/roles early.

FAQ

Can I self‑host?

Yes with open‑source tools like AppFlowy, or by keeping Obsidian files in your own storage. For turnkey collaboration, a hosted tool is simpler.

Are templates compatible?

Not directly. Bring your content over as Markdown/CSV, then rebuild templates in the new system. It’s a one‑time cost that pays off.

Final verdict

• Obsidian for individuals who want speed, ownership, and plugins.
• ClickUp for teams that live in tasks and need docs attached to the work.
• AppFlowy if you want a free, privacy‑friendly Notion‑style workspace that you can grow with.