Whale

Whale is a shared platform for documenting procedures, organizing company knowledge, and training employees. It is best suited to teams that need guidance employees can find and training managers can track. Its range of capture and drafting tools is compelling, but the Free plan’s small content and creator allowances make it more of a starting point than a long-term home for a growing team.

Overview

Whale brings procedure capture, SOP drafting, knowledge access, and employee training into one system. Teams can turn work processes and existing materials into documentation, arrange playbooks and other content into assigned training, and track completion. Browser and mobile access, QR code sharing, and AI chat give employees several routes to documented answers.

Whale serves organizations across industries such as financial services, manufacturing, retail, construction, and IT services. Its stated security measures include SOC 2 and GDPR compliance, HIPAA readiness, and encryption of customer data at rest and in transit. Customer success support includes coaching and help migrating existing documentation, which may matter to teams replacing scattered materials.

For category comparisons, explore our Standard Operating Procedure Software, SOP Software, and Internal Knowledge Base Software lists.

Key features

Capture and draft procedures

The Step Recorder captures clicks, video, annotated screenshots, and written instructions. That mix lets teams document a process in different formats rather than relying on prose alone. Alice can draft SOPs from prompts and from imported Word files, PDFs, PowerPoints, or uploaded videos. This can help teams convert existing material into procedures, though the platform’s value still depends on having useful source knowledge to organize.

Assign training and track completion

Training Flows sequence playbooks, videos, and quizzes, with assignment by role or group and completion tracking. That makes Whale more than a document library: managers can connect documented guidance to a structured learning sequence and monitor whether it has been completed. Workflow automation and progress reporting further support managed processes.

Find answers and connect tools

Employees can access knowledge through a browser extension, mobile access, QR code sharing, and AI chat over documented knowledge. Whale’s integrations page includes Google Drive, OneDrive, HubSpot, Salesforce, Slack, Gmail, Zapier, and BambooHR. Whale MCP works with Claude, OpenAI, Gemini, and other MCP-compatible tools, and is available on every plan at no extra cost. These access routes widen how teams can use the library, while the quality of answers remains tied to what has been documented.

Pricing

Whale has a Free plan and paid plans billed yearly. Scale and Advance are each shown with a 37% saving for yearly billing; the published monthly amounts should be read alongside that annual commitment.

Free is useful for a small team assessing the workflow, but 10 members, one creator, 20 Playbook items, and 20 AI credits leave little room for a substantial shared library. Scale removes the documentation cap and raises creator capacity to three, making it the practical step up for teams building a broad knowledge base. Advance costs more but adds controls and content-production tools that matter to organizations needing SSO, granular permissions, e-signatures, or video editing. Enterprise is aimed at larger deployments needing unlimited members and administrative or HRIS capabilities; its price is custom.

Platforms

Whale supports Android, iOS, web, browser extensions, and an API. Mobile access and the extension complement the central web library by giving employees ways to reach guidance in different contexts.

Who it's for

Whale is a strong fit for organizations that need to standardize procedures, turn documented knowledge into assigned training, and see whether employees complete it. Its wide range of capture inputs and access channels can suit varied operational settings, from manufacturing and construction to financial services and IT services. It is less compelling for a small group that only needs a handful of procedures: the Free plan’s limits are tight, while Scale begins at $249 a month billed yearly.

Pros and cons

• Pro: Capture and AI drafting accept several input types, including recordings, screenshots, prompts, office documents, and videos, helping teams build procedures from existing work and materials.
• Pro: Training Flows combine content, role or group assignment, and completion tracking, linking documentation to a measurable training process.
• Pro: Browser, mobile, QR, AI chat, integrations, and no-extra-cost MCP access provide multiple paths to knowledge.
• Con: The Free plan’s 20 Playbook items and single creator can constrain a library even before the 10-member cap is reached.
• Con: Scale and Advance require yearly billing, and additional creators incur monthly charges, so expanding authorship adds cost beyond the included creator allowance.

Alternatives

For a narrower employee-onboarding focus, compare Employee Onboarding Software. If offboarding is the priority, 50skills Offboarding has a free Starter plan with a two-week trial and a Business plan at $291 a month; it is a more targeted alternative than Whale’s broad procedures and training system. BoardFlow is worth considering for teams seeking guide recordings and progress tracking at lower stated prices: Pro is $5 a month with three teams and 50 guide recordings total, while Whale offers a broader SOP and training platform. Boardon, ChiefOnboarding, HollyHR, Newployee, and Open Onboarding are alternatives to compare when onboarding is the main requirement. Boilerplate is another option to consider.

Verdict

Choose Whale if your organization needs one system to capture procedures, make them searchable, and turn them into assigned training with completion tracking. The combination is its clearest advantage, especially for teams with substantial documentation to manage. Look elsewhere if you need only a small library or cannot commit to yearly billing: the Free plan is tightly capped, and Scale starts at $249 a month billed yearly.