KnowBe4: Security Awareness Training Guide

Every day, thousands of employees unknowingly open a fake email, click a dangerous link, or share sensitive information with the wrong person. These are not tech failures — they are human ones.

That is exactly the problem KnowBe4 was built to solve.

KnowBe4 is the world’s largest security awareness training platform. It teaches employees how to spot cyber threats before they cause damage. From phishing simulations to compliance training, KnowBe4 gives organizations the tools to turn their biggest vulnerability — their people — into their strongest line of defense.

In this guide, you will learn what KnowBe4 is, how it works, what it costs, how to log in, and whether it is the right fit for your organization.

What Is KnowBe4?

KnowBe4 is a cloud-based cybersecurity platform that specializes in security awareness training and simulated phishing attacks. Its main goal is simple: help employees recognize and resist cyber threats.

Think of it this way — no antivirus software can stop an employee from clicking a convincing fake email. But proper training can. That is the entire purpose of KnowBe4.

In short, KnowBe4:

• Trains employees to recognize phishing, ransomware, and social engineering
• Tests employees with realistic fake phishing emails
• Tracks progress and measures improvement over time
• Helps organizations meet compliance requirements
• Provides AI-powered tools to manage human cyber risk

Today, over 70,000 organizations worldwide use KnowBe4 to protect their people and their data.

A Brief History of KnowBe4

KnowBe4 was founded by Stu Sjouwerman, an IT and data security specialist who had years of experience in the industry. He launched the company with a clear mission: address the human side of cybersecurity.

The platform was shaped with help from the late Kevin Mitnick, one of the world’s most famous hackers and KnowBe4’s former Chief Hacking Officer. Mitnick used his deep knowledge of social engineering tactics to help design the training curriculum — making it rooted in how real attackers think and operate.

Over the years, KnowBe4 has grown from a small training tool into a comprehensive Human Risk Management (HRM) platform, now serving organizations of all sizes across every industry.

Why Human Risk Is the Biggest Cybersecurity Threat?

Before diving deeper into KnowBe4, it helps to understand why this kind of training matters so much.

Most cyberattacks do not break through firewalls or crack encryption. They trick people. According to industry research, over 90% of data breaches start with a phishing email. Hackers know that it is far easier to fool a human than to defeat advanced security software.

Common human-related threats include:

The cost is enormous. Research from IBM shows that organizations with low employee training levels experience average breach costs around $5.10 million, compared to $4.15 million for those with strong training programs. That is nearly a $1 million difference — just from training.

KnowBe4 addresses this gap directly by making security education part of everyday work life.

How KnowBe4 Works?

KnowBe4 follows a simple but powerful three-step approach:

Step 1: Baseline Testing

First, KnowBe4 sends a simulated phishing email to your employees without warning them. This reveals your organization’s Phish-prone Percentage — how many employees click on dangerous links when tested.

The results are often eye-opening. One company found that 33% of employees clicked on the very first phishing test. Another reported a Phish-prone Percentage as high as 75% before training began.

Step 2: Training

After the baseline test, employees are enrolled in targeted training. KnowBe4 offers the world’s largest library of security awareness content, including:

• Short video modules
• Interactive games and quizzes
• Posters and newsletters
• In-depth learning tracks
• Compliance-specific content

The training is personalized based on each employee’s behavior and risk level.

Step 3: Continuous Testing and Improvement

Training is not a one-time event. KnowBe4 keeps testing employees regularly with updated simulated phishing campaigns that mimic real threats. Over time, the Phish-prone Percentage drops dramatically.

On average, KnowBe4 reduces an organization’s Phish-prone Percentage from 30% to less than 5% within 12 months.

Key Features of KnowBe4

KnowBe4 is packed with features that go far beyond basic training. Here is a breakdown of its most important capabilities:

1. World’s Largest Training Library: KnowBe4’s ModStore contains 1,000+ training modules, videos, games, posters, and newsletters. Content is updated regularly and covers topics like phishing, password security, social engineering, ransomware, compliance, and more.
2. Simulated Phishing Campaigns: Access 25,000+ phishing templates that are continuously updated to reflect the latest real-world attack tactics. You can send automated phishing tests to employees and track who clicks.
3. AI-Powered Recommendations: KnowBe4 uses artificial intelligence to deliver personalized training recommendations based on each employee’s past behavior, test results, and risk profile.
4. Enterprise-Grade Reporting: Get access to 60+ built-in reports that give you a clear picture of your organization’s security posture. Executive reports make it easy to present findings to leadership.
5. Smart Groups: Group employees by behavior, department, or risk level to deliver targeted campaigns and training to the right people at the right time.
6. 35+ Languages: KnowBe4 supports 35+ languages for all training content and phishing simulations. The admin console and mobile app are also localized.
7. Mobile Learner App: Employees can complete training on their phone or tablet, anytime and anywhere.
8. Active Directory Integration: Sync your existing user directories from Azure, Okta, or OneLogin with no manual work needed.
9. Automated Security Awareness Program (ASAP): Answer just 7 questions to generate a fully customized security training roadmap for your organization.

KnowBe4 Products Overview

KnowBe4 has evolved into a full Human Risk Management (HRM+) platform. Here is a quick look at all the products it offers:

Each product can be used standalone or as part of the full HRM+ platform.

KnowBe4 Pricing Plans Explained

KnowBe4 uses a SaaS subscription model you pay monthly per seat, billed annually. There is a minimum of 25 users to get started.

There are four subscription tiers:

Key pricing notes:

• The more users you add, the lower the price per seat
• Pricing listed on the website is for North America in USD and may vary by country
• Diamond is the most popular tier and gives full access to 1,300+ content items
• Optional add-ons like SecurityCoach and Compliance Plus are available at extra cost
• Non-profit and competitive upgrade discounts are available — ask your sales rep
• Multi-year commitments typically unlock an extra 15–25% discount

The Diamond plan delivers the best value for most organizations that want comprehensive security training, real-time coaching, and the full content library.

How to Login to KnowBe4?

Logging in to KnowBe4 is straightforward. The login portal varies based on your region.

For Admins and Managers:

Step 1: Visit the correct login URL for your region:

Step 2: Enter your email address and password.

Step 3: If your organization uses Single Sign-On (SSO), click the SSO button and log in via your company’s identity provider (e.g., Microsoft, Okta, Google).

Step 4: Once inside, you will land on the Admin Dashboard, where you can manage users, launch campaigns, and view reports.

For Employees (Learners):

Step 1: Check your inbox for a KnowBe4 training invitation email from your organization.

Step 2: Click the link in the email to access your training portal.

Step 3: Log in using your company email or SSO.

Step 4: Complete your assigned training modules at your own pace.

Tip: Employees can also download the KnowBe4 Mobile Learner App to complete training on their phone.

How to Use KnowBe4 (Step-by-Step for Admins)?

Once you are logged in as an admin, here is how to get your security awareness program up and running:

1. Set Up Your Users

• Import users manually, via CSV upload, or sync automatically using Active Directory or SCIM
• Organize users into Smart Groups based on department, role, or risk level

2. Run a Baseline Phishing Test

• Go to Phishing → Create Phishing Campaign
• Choose a phishing template from the 25,000+ available options
• Send it to all users to measure your starting Phish-prone Percentage

3. Assign Training

• Go to Training → Create Training Campaign
• Select modules from the ModStore library
• Set a due date and assign it to your chosen user groups
• Enable automated reminder emails to boost completion rates

4. Use ASAP to Build a Program

• Go to ASAP (Automated Security Awareness Program)
• Answer 7 quick questions about your organization
• Receive a customized security training roadmap and calendar

5. Track Progress with Reports

• Go to Reports and choose from 60+ built-in options
• Monitor training completion rates, phishing click rates, and user risk scores
• Generate Executive Reports for leadership presentations

6. Keep Testing and Improving

• Schedule ongoing phishing simulations throughout the year
• Use Smart Groups to give extra attention to high-risk users
• Review the Security Culture Score to measure overall cultural improvement

KnowBe4 Free Tools You Can Use Today

Even before purchasing a plan, KnowBe4 offers a suite of free cybersecurity tools:

These tools give you a real picture of your organization’s vulnerabilities — with no commitment required.

Who Should Use KnowBe4?

KnowBe4 is designed for organizations of all sizes and industries. It is especially valuable for:

• IT and Security Teams who need to reduce phishing risk and manage human vulnerabilities
• HR Departments who want to combine compliance and security training in one platform
• InfoSec Professionals who need detailed risk reporting and executive-level dashboards
• Compliance Officers who need to meet regulations like GDPR, HIPAA, PCI-DSS, or SOC 2
• Small Businesses looking for affordable, automated training without a dedicated security team
• Enterprises with thousands of employees across multiple countries

KnowBe4 supports content in 35+ languages, making it ideal for multinational organizations.

The minimum plan requires 25 seats, so very small organizations with fewer than 25 employees may need to consider other options or purchase seats beyond their headcount.

KnowBe4 Pros and Cons

No platform is perfect. Here is an honest look at what KnowBe4 does well — and where it can improve:

Pros

• Massive content library with 1,000+ modules, videos, games, and posters
• Easy to set up — many admins report being live within an hour
• Highly automated — phishing tests and training run on schedules without manual effort
• Strong reporting with 60+ built-in reports
• AI-driven personalization based on individual employee behavior
• 35+ languages for global teams
• Consistent G2 #1 ranking in Security Awareness Training for 5+ years straight
• Excellent phishing simulations with 25,000+ realistic templates
• Free tools available before buying

Cons

• Minimum 25 users — not ideal for very small businesses
• Pricing complexity — four tiers plus add-ons can be confusing
• Some content can feel repetitive for long-term users
• Steep learning curve for first-time admins
• Best features locked behind Diamond plan — lower tiers have limited content access
• Pricing varies by region and is not always transparent outside North America

What Real Users Say About KnowBe4 (Reviews)?

KnowBe4 has thousands of verified reviews across platforms like G2, Gartner Peer Insights, and Capterra. Here is what real users are saying:

“KnowBe4 is much more than a training platform. It’s a security tool, a learning platform, and a reporting engine. It helps me do my job quicker, better, and with fewer resources.”

“Before KnowBe4, our Phish-prone Percentage was up close to 75%. Now it stays anywhere between 19 and 23.5%.”

“The system fully automates all aspects of training and phishing tests. All I have to do is configure the schedules.”

“The continuous decline in our Phish-prone Percentage demonstrates a successful cultural shift towards cybersecurity awareness.” — Jan Kirby L. Cruz, Manager IT Governance, Risk and Compliance, Cebu Pacific Airlines

Verified review statistics:

• KnowBe4 holds a G2 score of 96/100 — the only SAT vendor to score in the 90s
• Ranked #1 in Security Awareness Training on G2 for 21 consecutive quarters
• Named a Leader in the Gartner Magic Quadrant for Email Security Platforms
• Trusted by 70,000+ organizations worldwide

KnowBe4 Awards and Recognition

KnowBe4 is not just popular — it is consistently recognized as the industry leader:

• G2 #1 Security Awareness Training — 21 consecutive quarters
• G2 #1 SOAR Platform (PhishER) — 14 consecutive quarters
• Gartner Magic Quadrant Leader — Email Security Platforms
• G2 Top 100 Best Software Products — 2025
• TrustRadius Top Rated & Buyer’s Choice — 2025
• G2 Top 50 Security Products — 2025

These recognitions come from real customer reviews, not marketing claims — which makes them especially meaningful.

Frequently Asked Questions (FAQs)

Q: Is KnowBe4 easy to use for non-technical admins? 

Yes. Most admins report getting up and running within an hour. The dashboard is clean and well-organized, and the ASAP tool makes building a training program simple even without security expertise.

Q: Can KnowBe4 integrate with Microsoft 365 or Google Workspace? 

Yes. KnowBe4 integrates with both platforms, as well as Azure Active Directory, Okta, OneLogin, and many other tools.

Q: Does KnowBe4 offer a free trial? 

KnowBe4 does not typically offer a free trial of its full platform, but it does provide a wide range of free tools (including a Phishing Security Test for up to 100 users) that you can use without any commitment.

Q: How long does KnowBe4 training take? 

Training module length varies. Some are just 2–5 minutes. Full learning tracks can take longer. The platform is designed to fit into busy workdays without overwhelming employees.

Q: What languages does KnowBe4 support? 

KnowBe4 supports 35+ languages, including English, Spanish, French, German, Japanese, Portuguese, and many more.

Q: Is KnowBe4 suitable for small businesses? 

KnowBe4 requires a minimum of 25 seats. Businesses with fewer than 25 employees may find this limiting, though they can still purchase 25 seats and leave some unused.

Q: How does KnowBe4 measure success? 

The primary metric is the Phish-prone Percentage — the share of employees who click on simulated phishing emails. Over time, this number should decrease significantly as training takes effect.

Final Thoughts

Cybersecurity is not just an IT problem — it is a people problem. And KnowBe4 understands that better than anyone.

With the world’s largest training library, powerful AI-driven tools, realistic phishing simulations, and a track record of measurable results, KnowBe4 is the gold standard in security awareness training. It is trusted by over 70,000 organizations across every industry for a very good reason: it works.

Whether you are a small business looking to protect a handful of employees or an enterprise managing thousands of users across multiple countries, KnowBe4 has a plan that fits.

The best way to start? Use one of KnowBe4’s free tools today to see exactly where your vulnerabilities lie — and take the first step toward building a stronger, smarter human firewall.