Comparing 4 Types of Content Management Systems

How to choose the right CMS platform for your next website or digital experience

Choosing the right content management system (CMS) for your website redesign or new digital experience can feel overwhelming. There are thousands of CMS platforms, and they’re all very different, with their own strengths and weaknesses. If you’re not living in this world every day, it can be hard to know where to start.

Some CMSes are open-source platforms like WordPress, Drupal or Umbraco. Some are enterprise products like Optimizely or Sitefinity. Others are software-as-a-service (SaaS) tools like Webflow or Squarespace. And increasingly, teams are choosing headless CMS platforms like Contentful.

At Hanson, we’ve implemented all of these for clients over the years—B2B and B2C brands, higher education, associations, membership organizations, and more. One thing we’ve learned: there is no single “best” CMS. There’s only the best fit for your team, your content, and your technology stack.

This article is the first in a series that will unpack web content management systems and how to choose and use them. In this guide, we’ll compare four major types of content management systems that organizations commonly evaluate when they’re choosing a new CMS:

• Open-source CMS platforms
• Enterprise/proprietary CMS platforms
• Software-as-a-Service (SaaS) / low-code website builders
• Headless CMS platforms

But first…

What is a Content Management System or CMS?

Technical definition:
A Content Management System (CMS) is a software application that lets users create, edit, organize, and publish digital content through an interface, while storing the content in a database and serving it via a front-end website or application.

Plain-language definition:
A CMS is the “back office” for your website. It’s where you log in, write and edit content, upload images and documents, and click “publish” to send it live… all without needing to be a developer.

Four Families of Content Management Systems

All four types of CMS can power everything from a simple brochure site to a complex, multi-language, multi-site digital ecosystem. The differences are less about “can it do this?” and more about:

• How it’s hosted and maintained
• How much control and flexibility you need
• How much development support you have
• How complex your integration and governance needs are

These options also aren’t mutually exclusive. For example, an open-source CMS might be offered as a managed Software as a Service (SaaS) platform, whereas a headless front end might be powered by an enterprise CMS behind the scenes.

Think of these as patterns rather than rigid categories. With that foundation, let’s look at each type.

1. Open-source CMS (e.g., WordPress, Umbraco)

Technical definition:
An open-source CMS is a content management platform whose source code is publicly available under an open-source license. Instead of a single vendor running everything for you, it’s typically set up and looked after by your IT team or a digital agency partner. Items like hosting, updates and enhancements are your team’s responsibility. Functionality is commonly extended via plugins or packages, and when needed, custom code.

Plain-language definition:
Open-source CMS platforms are like a free, very flexible “website engine” you can download and install. You don’t pay a license fee for the software itself. You host it somewhere (like a web host or cloud platform), and your development team or agency configures and extends it to meet your needs.

Strengths of open-source CMS

• Low or no license cost. You don’t pay the vendor for the software itself. Your costs are hosting, implementation and ongoing maintenance.
• Huge plugin ecosystems. Popular platforms like WordPress and Umbraco have large ecosystems of themes, plugins and packages that can add features quickly (e.g., forms, SEO tools, event calendars, membership tools, etc.).
• Flexible and familiar technology. Many open-source CMSes are built on widely-used technologies such as PHP or .NET. If your team already works in those languages, it’s easy to align with your existing stack, and it’s generally easier to hire a developer who’s proficient in these platforms than to hire for something more niche.
• Visual editing options. Mature open-source platforms offer excellent WYSIWYG (“what you see is what you get”) and block-based editors, making it easy to build quite complex pages with drag-and-drop components.
• Great for hands-on teams. If you have a small but capable marketing or communications team and a small budget, an open-source CMS can provide a lot of creative freedom—especially when paired with a good design system.
  
  

Trade-offs and risks

• Support is not “built in.” The CMS vendor typically doesn’t provide direct end-user support. You rely on your internal team, your agency partner and your hosting provider. Some premium third-party hosts such as WPEngine offer strong support, but it’s not quite the same as vendor-backed enterprise support.
• Hosting and scaling require planning. You’re responsible for selecting and managing hosting. For smaller sites this is straightforward, but high-traffic or mission-critical sites may need more robust, managed hosting.
• Growing plugin stacks add complexity. The more plugins and third-party add-ons you use, the more complex your system becomes. Plugins can conflict with one another or fall out of maintenance, and sometimes custom “glue code” is needed to make everything play nicely.
• Security and maintenance are ongoing. Because open-source platforms are widely used and their code is public, they are frequent targets for attackers. Staying secure means staying on top of updates for the core platform, plugins and server stack.
  
  

Open-source is a good fit when…
…you want a powerful, flexible website; you’re comfortable relying on a development partner or in-house team for frequent, small software updates and occasional larger support; and you’d like to avoid large software license fees.

2. Enterprise/Proprietary CMS (e.g., Optimizely, Sitefinity)

Technical definition:
An enterprise or proprietary CMS is a licensed content management platform developed and owned by a vendor. It often includes enterprise-grade security, integration frameworks, workflow, and robust multi-site/multi-language capabilities, and may be offered as a platform-as-a-service (PaaS) or software-as-a-service (SaaS) solution.

Plain-language definition:
Enterprise CMS platforms are large-scale commercial products you license from a vendor. You pay an annual subscription fee, and in return you get a secure, robust CMS, vendor support, and often hosting options. They’re designed for organizations with complex needs and large content operations.

Strengths of enterprise CMS

• Vendor-backed support and roadmaps. The vendor is responsible for maintaining, securing and evolving the platform. You get access to support, documentation, and a product roadmap (and often a customer success team). As a paying customer, you have input on the future direction of the platform and can request features that don’t yet exist.
• Bundled hosting options. Many enterprise CMSes are offered as PaaS or SaaS. That means your CMS and hosting may be bundled together, simplifying contracts and operations.
• Enterprise technology stack. Many of these products are built on enterprise technologies like Microsoft .NET, which can align well with existing IT investments and skills.
• Strong security and governance. Enterprise CMS platforms typically come with robust security, approval workflows and role-based access control out of the box—all critical for regulated industries or large teams.
• Excellent for multi-site, multi-language, multi-region. If you need to manage multiple brands, regions or languages under one umbrella, enterprise CMS tools often shine with strong tooling for translation, regional content and permissions.
• Integrated eCommerce and marketing features. Some enterprise CMS vendors, such as Optimizely, pair content management with integrated eCommerce and digital experience/personalization tools, creating a unified platform.
  
  

Trade-offs and risks

• Higher license and implementation costs. You will pay yearly license fees, and the initial implementation projects tend to be larger investments. However, when you factor in enterprise-managed hosting and support, the total cost of ownership can be competitive with a heavily customized open-source stack.
• Smaller plugin ecosystem. Compared to open-source platforms, you’ll generally have fewer “off-the-shelf” add-ons and plugins. Integrations and custom functionality often require more bespoke development (or feature requests from the vendor, which can come with a long timeline).
• More structured environment. Because these systems are designed for governance, editors may have less “freeform” control than in an open-source site where you can install any plugin. This is often a feature vs. a bug, but this level of security can be perceived as limiting.
  
  

Enterprise is a good fit when:
You need a CMS that works well and provides robust features out of the box, supports complex workflows and governance, handles multi-site and multi-language scenarios, and your organization is comfortable investing in a slightly larger initial setup process and long-term platform with vendor support.

3. SaaS / low-code website builders (e.g., Webflow, Squarespace)

Technical definition:
A SaaS or low-code CMS is a fully hosted, usually browser-based platform where the vendor provides the software, hosting, infrastructure, and updates. Users build and manage sites through a visual interface, with limited (but often growing) ability to extend via APIs or custom code.

Plain-language definition:
These platforms are like all-in-one website building kits. You log into a website, design your pages with visual tools, and the hosting and technical details are handled for you. You pay a monthly or annual subscription.

Strengths of SaaS / low-code CMS

• No infrastructure to manage. You don’t worry about servers, software updates or plugin compatibility. The platform vendor handles all of that.
• Excellent visual editing experience. Modern SaaS tools such as WebFlow provide powerful drag-and-drop pages, animations, video, and responsive layouts, all through a browser-based UI.
• Reasonable cost and very fast time-to-launch. Subscription pricing is straightforward, and simple sites can be designed and published quickly, especially for smaller teams.
• APIs for dynamic content. Many SaaS platforms now support custom content types, dynamic lists and APIs, allowing you to create dynamic pages and implement advanced features like searching and filtering.
• Great for creative teams. For design-oriented teams who want control over look and feel without deep IT involvement, these tools can be a sweet spot.
  
  

Trade-offs and risks

• Integration can be more limited. While APIs exist, deep two-way integration with complex business systems (CRM, ERP, custom apps) can be harder or more constrained than in an open-source or enterprise CMS.
• Scaling complexity. As your site grows in size and complexity—with hundreds or thousands of pages, complex content relationships, and heavy personalization—SaaS builders can start to feel limited or harder to manage.
• Missing advanced features. Some capabilities simply may not exist out of the box. If the platform doesn’t support a feature, you’re either waiting for the roadmap or building custom workarounds. In this case, you might need a development partner to assist.
  
  

Saas is a good fit when:
You want a modern, design-forward website with relatively straightforward content needs; you don’t have a large IT team but you do have team members who are comfortable with basic web publishing and design; and you’d like a fully hosted solution that minimizes technical overhead.

4. Headless CMS (e.g., Contentful)

Technical definition:
A headless CMS is an API-first content platform that separates content management (the “back end”) from presentation (the “front end”). Content is stored in structured models and delivered over REST or GraphQL APIs. Front-end applications (websites, apps, kiosks, etc.) consume this content and render it however they choose.

Plain-language definition:
Headless CMS platforms are like a central content warehouse. Your editors log into a clean interface to manage all of your structured content in one place: pages, product information, news, resources… anything your organization publishes. That content is then delivered via an API to any front-end you want (e.g., a website, mobile app, digital sign, or all three), while your developers focus on building and maintaining those front-end experiences.

Strengths of headless CMS

• Very secure architecture. The content editing interface is typically not directly exposed to website visitors. The public site talks to an API or consumes pre-built content, reducing the chance that someone can find and exploit your system.
• “Create once, publish everywhere.” Because content is structured and delivered via APIs, you can reuse the same content across multiple channels: websites, apps, kiosks, in-product help, and more.
• Modern developer experience. Headless platforms pair naturally with modern front-end web development frameworks like Next.js, enabling high-performance, flexible front ends that often perform better than full-stack or traditional CMS applications. These technologies are very in demand right now, making hiring a developer straightforward.
• Tailored content models. You define content types that match your actual business (e.g., Programs, Locations, Faculty, Events) rather than forcing everything into “pages.” Editors get a lean, focused editing experience.
• Strong workflow and governance. Many headless platforms have mature workflow, roles and environments (e.g., staging vs production) for teams that care deeply about governance and brand consistency.
  
  

Trade-offs and risks

• Separate front-end hosting. You’re responsible for hosting the front-end application (sites like these are often hosted on specialty hosting platforms like Netlify or Vercel, but you can also host on your own cloud environment). This gives you plenty of options, but adds moving pieces to your architecture.
• Developer involvement is essential. Launching and evolving a headless site requires development skills. Creating and publishing content is straightforward, but adding a new module or layout to the site usually means changes to both the content model and the front-end code, which requires you to have a developer.
• Less ad-hoc page building. Because the site is structured and code-driven, it’s harder for non-technical users to “go rogue” and create completely unique one-off layouts. That can be good for brand consistency, but requires planning and could feel limiting if your team likes to experiment. For this reason, pairing a headless CMS with a web experimentation platform like Optimizely or VWO is often a powerful choice.
  
  

Headless is a good fit when:
You need to publish content across multiple channels or multiple websites; performance and security are critical; you have development resources; and you want strong control over structure, governance, and brand consistency.

So which CMS type is “best”?

Short answer: none of them. And all of them.

All four types can power:

• A marketing website
• A resource library or blog
• A complex, multi-language site
• An eCommerce or membership experience

The right choice depends on:

• Your team
  
  • Do you have access to  in-house developers or a trusted development partner?
  • Is your content team non-technical? Do they prefer simple page builders?
• Your IT environment
  
  • Do you need to match an existing technology stack (like .NET or PHP), or a preferred cloud hosting environment (like Azure)?
  • Or do you prefer to offload infrastructure entirely to a vendor, hosted in the cloud?
• Your content complexity
  
  • Are you publishing mostly static web pages, or managing structured content across multiple systems and channels?
• Your risk tolerance and governance needs
  
  • How important are workflows, audit trails and fine-tuned permissions?
  • How much freedom should editors have to “break the rules” on a page-by-page basis?
    
    

Ready to choose your CMS?

If you have a CMS-backed project on the horizon—or if you’re feeling unsure whether open-source, enterprise, SaaS, or headless is the best route—we can help you weigh the options in plain language, grounded in real-world experience.

Whether you’re rebuilding a marketing site, unifying multiple department sites, or planning a multi-channel content strategy, Hanson can help you select, implement and support the CMS that fits your organization now and in the future.

Let’s talk about your next CMS project.

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