WZ-IT runs BookStack as a dedicated instance in data centres in Germany, Switzerland or Austria, with updates, daily backups, 24/7 monitoring and a personal contact. On request, we also install BookStack in your cloud or on premises.
BookStack is an intuitive, self-hosted platform for organizing and storing information. The software was designed to organize documentation, knowledge, and instructions in a structured, easily navigable form - similar to a book with chapters and pages.
As an independent service provider, we support the installation, configuration and operation of BookStack as a central knowledge base for companies and teams.
BookStack is released under the MIT licence and has no traditional vendor licence fee for the upstream software. Infrastructure, setup, integration and operations are separate services.
Simple, Intuitive Interface
The page editor offers a simple WYSIWYG interface, and all content is divided into three logical groups: Books, Chapters, and Pages - a structure that everyone immediately understands.
Powerful Search Function
All content is fully searchable. You can search at the book level or across all books, chapters, and pages, and link directly to any paragraph to keep your documentation connected.
Flexible Configurability
Numerous configuration options allow adaptation to your requirements: Change names, logo, registration options, and decide whether the system should be publicly or privately accessible.
Integrated diagrams.net
The page editor features an integrated diagrams.net drawing function, enabling the quick and easy creation of diagrams directly within your documentation.
Multilingual Support
BookStack users can set their preferred language. Thanks to community contributions, numerous languages are available, including English, German, French, Spanish, Italian, Japanese, Dutch, Polish, Russian, and many more.
Optional Markdown Editor
If you prefer to write in Markdown, BookStack offers a specialized editor with live preview while creating your documentation.
Diverse Authentication Options
In addition to standard email/password login, social providers such as GitHub, Google, Slack, AzureAD, and more can be used. For enterprise environments, Okta, SAML2, and LDAP options are available.
Multi-Factor Authentication
MFA is integrated and can be enforced at role level. TOTP and backup codes complement the other technical and organisational controls.
Infrastructure, integration and operations
BookStack as part of your infrastructure
We do more than provide an application. WZ-IT designs the technical architecture, integrates network and identity, operates the agreed scope and develops integrations when the standard product is not enough.
Architecture and migration
Sizing, target environment, data transfer, cutover and recovery are resolved before production operations.
On-Premise
In your data center: Installation on bare-metal, VM or Docker · Integration with existing Active Directory/LDAP
Installation in your cloud
In your own cloud account, for example with AWS, Azure, GCP or Hetzner · Terraform/IaC setup (optional) · Kubernetes or Docker Compose · Capacity and scaling design
Enterprise Setup
Advanced architecture after technical and licence assessment: HA and recovery design where supported by the application and edition · Logging according to feature set and edition · Custom security policies
Network and identity
SSO, secure access, internal systems and existing security components are integrated appropriately.
VPN Access
WireGuard, NetBird, Tailscale, Headscale, OpenVPN, Cloudflare Tunnel · Easy client setup for all devices
SSO Integration
Directly or through an upstream identity layer
Multi-Factor Auth
Depends on application, edition and identity provider
Firewall & Hardening
Fail2Ban, Rate Limiting, IP Whitelisting
Monitoring and service level
Updates, backups, technical monitoring and response paths follow a transparent operational scope.
24/7 proactive monitoring
Updates and patches
Regular updates, CVE monitoring and prioritised patches for critical vulnerabilities
Daily backup with 7-day retention
Personal technical contact
Integration and development
APIs, automation and custom extensions can be delivered beyond basic deployment.
REST API
Full CRUD access to books, chapters and pages. We build automations: Documentation generated from code repos or synced with external systems.
As a Laravel app, BookStack is highly extensible. Custom authentication providers, additional editor functions, special export formats.
Full-service installation with no hidden costs
What the BookStack setup includes
Complete installation & configuration
SSL certificate & reverse proxy setup
Backup strategy & disaster recovery
Performance optimization & tuning
Security hardening following OWASP
Monitoring & logging setup
Documentation & best practices
Administrator training (remote)
30 days email support included
Dedicated contact person
Optional integration: LDAP/AD, SSO, MFA
Update strategy & patch management setup
The exact scope depends on the application, edition, infrastructure and criticality. Vendor licences and non-standard components are quoted separately.
Concrete Use Cases
BookStack Development & Integration
BookStack is a powerful wiki, but enterprise requirements demand deeper integration. We extend BookStack for your workflow.
Enterprise SSO Integration
Problem
Employees should log in with the central identity provider, not separate BookStack accounts.
Solution
SAML/OIDC integration with automatic group assignment based on AD groups. Permissions managed centrally.
Knowledge Q&A Bot
Problem
Employees can't find information in the wiki even though it's documented. Search isn't intuitive.
Solution
LLM integration using BookStack content as context. Natural language questions answered with wiki passages.
Branded PDF Export
Problem
Customer documentation must be exported as PDF in corporate design, not standard BookStack layout.
Solution
Custom PDF generator with LaTeX or Puppeteer that includes corporate fonts, header/footer and watermarks.
Managed Hosting & Operations
How much does BookStack hosting cost?
Compute, applications, storage and response are shown separately. You can see what ongoing operations include and which requirements need a technical assessment.
Integrate BookStack into your infrastructure with clear controls
Collaboration platforms connect communication, files, identities and integrations. We treat them as a complete system rather than a single container.
Teams, guests and endpoints
Browser, desktop and mobile clients access shared workspaces through agreed roles.
Secure access
TLS, firewall rules, reverse proxies or private network paths are designed around the platform's exposure.
Identity and permissions
Local accounts, SSO, directories, service accounts and emergency access are connected through clear roles.
BookStack platform
Workspaces, communication, sharing and roles are configured and operated in a controlled way.
Database and files
Messages, content, uploads, search, retention and backups.
Realtime and media services
Notifications, calls, TURN or further services depending on the feature set.
Directories and integrations
SSO, provisioning, bots, webhooks and connected business systems.
The diagram is a resilient target model. Its implementation depends on edition, data flows, load, availability objectives and existing infrastructure.
Role in the overall system
Related services for BookStack
This page covers installation and agreed platform operations for BookStack. Choosing the wiki beforehand, the access layer and special confidentiality requirements are separate building blocks that can be added when needed.
BookStack Hosting with WZ-IT starts at €99.90 net per month. It includes a dedicated size XS instance (2 vCPU, 2 GB RAM, 40 GB NVMe SSD), updates, daily backups with 7 days of retention, 24/7 monitoring, 5 TB of outbound traffic and a first response to critical incidents by the end of the next business day. Larger instances and higher service levels cost extra; the configurator shows the total price.
The entry level is a dedicated size XS instance with 2 vCPU, 2 GB RAM, 40 GB NVMe SSD for €99.90; it suits lightweight applications as well as test and development environments. Size S with 2 vCPU, 4 GB RAM, 80 GB NVMe SSD costs €129.90. We check which size BookStack needs in production before provisioning. Size M (4 vCPU, 8 GB RAM, 80 GB NVMe SSD) costs an extra €29.90 excl. VAT, L (8 vCPU, 16 GB RAM, 80 GB NVMe SSD) an extra €89.90 excl. VAT and XL (16 vCPU, 32 GB RAM, 80 GB NVMe SSD) an extra €199.90 excl. VAT, each per month. Additional storage costs €4.99 excl. VAT per 50 GB and month.
No. WZ-IT does not limit the number of users. How many users can work smoothly at the same time depends on usage and the chosen instance size XS to XL.
BookStack Hosting can be cancelled monthly, with no minimum term and 30 days' notice to the end of the month.
Germany, Switzerland and Austria are available at the same prices. All three locations are data centres without US clouds that are ISO 27001 certified within the scope of the respective data centre operator; in Germany we additionally operate with a German provider whose data centres are BSI C5 attested. A confidentiality agreement under Section 203 German Criminal Code (StGB) is also available for app hosting on request, at the German location only; the separate Section 203 Managed Cloud for professional-secrecy holders is available in Germany only.
Yes. Besides Germany, Switzerland and Austria are available as locations, at the same prices in euros. The operator of the data centre in Switzerland is certified to ISO 27001, ISO 9001, ISO 14001 and ISO 50001 and sources electricity from renewable sources; the data centre in Austria is ISO 27001 certified. State the preferred location in your request; it is recorded in the proposal.
We typically provide a production instance within a few business days after signing. For a trial, we set up a test instance, usually on the next business day; it runs free of charge for 7 days and without payment details.
Yes. One .de domain is included with every hosting plan. Alternatively, connect your own domain or subdomain with a CNAME record.
Basics & Use Cases
BookStack is a free, open-source wiki platform based on PHP/Laravel, specifically developed for self-hosted knowledge management. Content is structured into shelves, books, chapters, and pages - a logical hierarchy that's easy to understand for non-technical users. BookStack is MIT-licensed, multilingual, and usable for teams of any size.
Typical use cases are IT documentation, process manuals, project knowledge, onboarding guides, or internal knowledge bases. Due to its intuitive interface, full-text search, and clear structure, BookStack is suitable for smaller teams as well as larger organizations that want a self-hosted, privacy-friendly wiki.
Traditional wikis often work only with 'pages' and categories. BookStack uses a book metaphor (Shelves → Books → Chapters → Pages) and offers a modern, WYSIWYG-oriented interface with optional Markdown, revision management, and image/file handling. This significantly lowers the entry barrier for business departments.
Both are possible. Via roles & permissions, you can determine whether the instance is only usable internally or whether certain content is publicly readable (guest role). There's a global 'Allow public viewing' option and fine-grained permission management at shelf/book/page level.
The standard is a WYSIWYG editor with live preview and comfortable formatting. Additionally, there's a dedicated Markdown editor for text-heavy workflows. Via the integrated diagrams.net connection, diagrams can be created and maintained directly in the editor.
Yes. Content in shelves, books, chapters, and pages is fully searchable, including various navigation and filter options. This makes BookStack very well suited as a central knowledge base, even with larger documentation collections.
Security & Authentication
Permissions are controlled via roles assigned to specific users. Roles define which actions (read, write, export, admin, etc.) are allowed. Additionally, there are object permissions on shelves/books/chapters/pages ('Everyone else', role-based rights) that are finely controllable and inherited.
Yes. Images are managed as media, files as 'Attachments' that can be attached to pages and linked in content. Access to attachments is tied to read permission of the associated page; downloads are thus automatically protected by the permission system.
Uploads can be stored locally (incl. 'Local secure'/'secure restricted') or e.g. in S3-compatible storage. Access is controlled via BookStack permissions; optionally, filenames can be hardened with random strings ('Enable higher security image uploads'). WZ-IT complements this with server hardening, TLS, backups, and monitoring.
Yes. Users can enable MFA; supported are TOTP-based apps (e.g., Google/Microsoft Authenticator) as well as backup codes. MFA secrets are stored encrypted and can be made mandatory at role level. WZ-IT recommends MFA especially for admin and power user roles.
BookStack supports LDAP, SAML 2.0, OpenID Connect, and various social/enterprise providers (e.g., AzureAD, Okta). This makes it easy to integrate into existing identity providers (Keycloak, Authentik, Azure AD, etc.). WZ-IT handles the complete SSO integration on request.
Yes. There are integrated login options for providers like Google, GitHub, Slack, AzureAD, Okta, GitLab, Discord, and more. You can control whether users are automatically registered and/or email addresses automatically confirmed.
Typical are: hardening of the Linux stack, current PHP/database versions, TLS/TLS termination via reverse proxy, restrictive file permissions, logging & monitoring, securing uploads, and sensible role/permission concepts. Additionally - as needed - VPN/zero-trust access, SSO/MFA, backup strategy, and coordinated deletion/retention rules.
Infrastructure & Operations
Officially supported are MySQL ≥ 5.7 and MariaDB ≥ 10.2 as relational databases for all content and metadata. BookStack uses a single database per instance. WZ-IT plans the DB architecture (backups, possibly replication) according to your requirements.
For small to medium teams, a lean VM or small server usually suffices; the official demo runs e.g. with 1 CPU and 512 MB RAM. What matters is user count, concurrent access, and upload volume. WZ-IT does sizing (CPU/RAM/storage) with you based on real usage scenarios.
Typical: Requirements & architecture workshop, selection of operating variant (managed hosting or BYOI), installation (Linux, webserver, DB, PHP), security (TLS, hardening), configuration (branding, roles, email), backup/monitoring concept and documentation. Optionally followed by training and a support/maintenance contract, including SLAs.
Yes. We handle operations, updates, backups, monitoring and maintenance on infrastructure in Germany or the EU, or in your cloud or on-premises environment. 24/7 monitoring is separate from support coverage; response times, phone callbacks and backup scope follow the agreed service level.
In settings, you can customize name, logo, and registration options, plus you can override views, texts, icons, and CSS via the theme system. WZ-IT assists with setting up a CI-compliant look & feel (logo, colors, login/start page, possibly custom HTML head).
Yes. There's an official 'Subdirectory Setup' guide for Apache and Nginx. Important are a correctly set APP_URL in .env and appropriate rewrite/proxy rules. WZ-IT sets up subdirectory or subdomain setups including TLS for you.
Multiple instances on one server are easily possible as long as each installation uses its own database and directory. 'Multi-tenant' operation from a single installation is currently not officially supported. WZ-IT plans sensible separations with you (e.g., per business unit or security zone).
Approach: clean foundation (current PHP, OPcache, caching/sessions properly configured), optimized DB parameters, right storage choice for uploads, and monitoring bottlenecks. With growing load, app and DB layers can be separated and possibly horizontally scaled. WZ-IT accompanies capacity planning and performance tuning.
Updates & Backup
Before each update, database and upload directories should be backed up. The PHP/Composer version must also match the respective release. A staging system for tests and reading the 'Updating' notes for breaking changes is sensible. WZ-IT handles updates on request as a recurring maintenance service.
At minimum, regular (e.g., daily) database backups and file backups of uploads should be made, preferably versioned and offsite. The official docs describe which directories are relevant. WZ-IT defines intervals, retention times, and encryption with you - plus monitoring of backup jobs.
Yes. We perform regular restore tests (test restores to staging) and can develop a disaster recovery concept with you - such as restart in a second zone/region or on different infrastructure. This clarifies how quickly you can be operational again with BookStack in an emergency.
BookStack can export books, chapters, and pages as HTML, PDF, and plain text, provided the role has the 'Export content' right. This is suitable for handouts, audits, or archiving. For mass exports or integrations, the REST API can be used.
Integration & Automation
Yes. A REST API with token authentication is available. API rights are tied to a special role permission ('Access system API'), i.e., access respects the normal permissions system. WZ-IT integrates BookStack e.g. with portals, search solutions, or internal tools.
BookStack offers webhooks that send HTTP POST requests to external systems on events (e.g., Discord, Teams, HomeAssistant, n8n). This enables workflows like notifications, syncs, or triggers in third-party systems. WZ-IT helps with conception and implementation.
Emails are sent via a configured SMTP server. This includes user invitations, password resets, and optional notifications. WZ-IT handles connection to your mail gateway (incl. TLS, authentication) as needed and tests mail flows during commissioning.
There are export/import functions (e.g., 'Portable ZIP'), plus content can be imported via REST API or manually from Office/Markdown. A typical path: structure mapping, pilot migration of one area, then successive transfer of the most important content. WZ-IT supports with mapping, scripts, and cutover plan.
Getting Started
Pragmatic: Provide a small VM/server, install BookStack per official guide, basic configuration (branding, language, email), create 1-2 example books and test with a pilot team. WZ-IT handles installation, basic configuration, and training on request - or provides a hosted test instance.
Alternatives & Comparisons
Yes, if you value self-hosting, transparency, and cost control. BookStack offers a clear, reduced feature set for documentation and knowledge - without the marketplace ecosystem like Confluence, but MIT-licensed and easy to operate. WZ-IT supports you with evaluation, incl. proof-of-concept and migration plan.
Notion is a SaaS service with very flexible content, but without self-hosting. BookStack is clearly designed as a self-hosted documentation platform: traceable data model, clean export/API options, and full infrastructure control. For privacy-critical scenarios (e.g., EU-only), BookStack is often the more suitable choice.
When the focus is on file storage, office collaboration, or audit-proof document workflows, solutions like Nextcloud or DMS systems are better suited. BookStack excels at structured, text-centric documentation where knowledge should be linked and searchable. WZ-IT combines BookStack and Nextcloud in an overall solution if needed.
Decision Guidance
BookStack is a solid Confluence alternative as a self-hosted wiki with clear structure, if you can live with a more focused feature set. Typical: gather requirements, set up test instance, structure mapping, pilot migration, then staged move. WZ-IT accompanies conception, migration (API/export), and operations.
BookStack is comparatively resource-efficient; even the public demo runs on 1 CPU/512 MB RAM. For 50-100 users, we typically recommend a dedicated VM with sufficient RAM/CPU and reserved storage for uploads & backups. Exact sizes and operating costs we clarify in a sizing & infrastructure workshop.
SaaS wikis minimize operational effort but are less flexible regarding data location, integrations, and cost structure. BookStack requires own hosting but offers full control, open-source license, and good integration capability. If you want to outsource operations, WZ-IT can provide BookStack as a managed service.
BookStack can be part of a privacy-focused architecture. Relevant controls include data location, roles and permissions, MFA/SSO, logging, encryption, backups, retention and deletion policies. WZ-IT implements the agreed technical controls; legal assessment remains with the controller and its privacy advisers.
Technically it's mostly a content project: define structure, transfer important documents into page content (copy & paste, possibly Markdown conversion), upload supplementary files as attachments. For larger volumes, scripts or API-based imports can help. WZ-IT supports with structure design, migration scripts, and training of editors.
Typical: BookStack authenticates via Keycloak (OIDC or SAML2, group sync), Nextcloud remains the file/collab platform. BookStack references Nextcloud files or embeds selected documents as attachments. WZ-IT designs an architecture with you featuring shared roles, SSO, and unified permission model.
WZ-IT moved our studio infrastructure from decentralised individual devices to a central platform: every site is securely connected via VPN, new devices are onboarded automatically and an entire site is provisioned from a template, without manual steps on location. What impressed me most is the breadth and depth of their knowledge: Timo and Robin are not a typical IT provider who sets up a server and leaves. The two of them think their way into highly complex infrastructure and software topics, work through every requirement we put in front of them, and build networking, provisioning and operations so that everything fits together in the end. WZ-IT is an excellent partner for complex software, network and architecture projects.
Steve KirchnerManaging Director, nextGYM GmbHView project
International
Built in Germany's Ruhr Valley. Running worldwide.
WZ-IT designs, develops and operates infrastructure and software for clients in Germany and internationally. We deliver projects remotely and continue supporting them in ongoing operations after go-live.
