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Comparison

Whale logo

vs.

Can't pick between
Whale and Notion?

It all comes down to your specific needs and focus.

Comparing the two tools

When it comes to documenting processes and training your team, Whale and Notion are two notable contenders. While Whale is specifically designed for process documentation and team training, Notion serves broader purposes such as project management, note-taking, and collaboration, making it more complex to start with.

For businesses focused on efficiently onboarding and training employees with minimal setup, Whale offers a streamlined, dedicated solution.

In a seashell

Ease of use

Customer Support

Interface Complexity 

Automated Workflows

Initial Setup Time

Learning Curve

Content Creation Tools

Artificial Intelligence

Integrations

Mobile Accessibility

Analytics and Reporting

Custom Branding

Knowledge Base

User Permissions

Pricing

Whale logo

Higher user satisfaction

Highly rated

Simple

Included

Quick

Minimal

Extensive

Integrated

Extensive

Native app

Advanced

Available

Available

Granular

  • Free Plan
  • Essentials Plan: $8 per user per month
  • Scale Plan: $10 per user per month
  • Enterprise Plan: $1200 per month for 100 users

Find more info on Whale’s pricing here

Notion_Logomark

Steeper learning curve

Standard support

Complex

Included

Longer

Significant

Extensive

Integrated

Extensive

Native app

Available

Available

Available

Available

  • Free Plan
  • Plus: $8 per user per month
  • Business: $15 per user per month
  • Enterprise: pricing upon request

Ease of use (G2)

Higher user satisfaction

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Steeper learning curve

Customer Support

Highly rated

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Standard support

Interface Complexity

Simple and intuitive

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Complex for non-savvy users

Automated Workflows

Included

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Included

Initial Setup Time

Quick

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Longer

Learning Curve

Minimal

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Significant

Content Creation Tools

Extensive

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Extensive

Artificial Intelligence

Integrated

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Integrated

Integrations

Extensive

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Extensive

Mobile Accessibility

 Native app

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Native app

Analytics and Reporting

Advanced

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Available

Custom Branding

Available

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Available

Knowledge Base

Available

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

Available

User Permissions

Granular

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.

 Available

Pricing

  • Free Plan
  • Essentials Plan: $8 per user per month
  • Scale Plan: $10 per user per month
  • Enterprise Plan: $1200 per month for 100 users

Find more info on Whale’s pricing here

A logo depicting a cube with a capital letter "N" on one face, symbolizing structured clarity in SOPs.
  • Free Plan
  • Plus: $8 per user per month
  • Business: $15 per user per month
  • Enterprise: pricing upon request

Diving deeper

Features

Whale logo

Whale excels in centralizing and standardizing procedures, making it easier to document, train, and manage team knowledge. Key features include AI Assist™, screen recording, SOP templates, quizzes, automated training flows, analytics, version control, and robust integrations with tools like Google Drive and Slack. Its standout feature, AI Assist™, helps create procedures swiftly, a capability Notion lacks​.

Logo of Notion, featuring a stylized black and white letter "N" inside a 3D cube shape, followed by the word "Notion" in a clean, sans-serif font—perfect for streamlining process documentation and employee training.

Notion offers a versatile platform for note-taking, task management, and collaborative workspaces. It provides various templates, databases, and integration options. However, its broad range of functionalities can lead to a steeper learning curve and more complex setup for specific tasks like process documentation and training.

Ease of use

Whale logo

Whale is praised for its user-friendly interface and ease of setup. It simplifies the documentation process with intuitive tools and templates, making it easy for any team member to get started. Whale’s G2 score reflects high user satisfaction for its simplicity and ease of use​.

Logo of Notion, featuring a stylized black and white letter "N" inside a 3D cube shape, followed by the word "Notion" in a clean, sans-serif font—perfect for streamlining process documentation and employee training.

Notion, while powerful and flexible, can be overwhelming for new users due to its extensive feature set. Users often report a significant learning curve before they can fully leverage its capabilities. This complexity is reflected in lower ease-of-use scores on G2 compared to Whale​.

Customer Support

Whale logo

Whale offers robust customer support, including quick responses to queries, top-notch coaching sessions, and assistance with migrating existing documentation. It has been rated highly for customer support on G2, ensuring users get the help they need to maximize the platform’s benefits​.

Logo of Notion, featuring a stylized black and white letter "N" inside a 3D cube shape, followed by the word "Notion" in a clean, sans-serif font—perfect for streamlining process documentation and employee training.

Notion provides standard customer support with resources like help centers, community forums, and email support. However, it doesn’t consistently receive the same high ratings for customer support as Whale, indicating room for improvement in user satisfaction.

Pricing

Whale logo

Free Plan: Available

Essentials Plan: $8 per user per month

Scale Plan: $10 per user per month

Enterprise Plan: $1200 per month for 100 users

Find more info on Whale’s pricing here

Logo of Notion, featuring a stylized black and white letter "N" inside a 3D cube shape, followed by the word "Notion" in a clean, sans-serif font—perfect for streamlining process documentation and employee training.

Free Plan: Available

Plus: $8 per user per month

Business: $15 per user per month

Enterprise: pricing upon request

Why Others Switched to Whale

More support

Rated ‘Best Support’

Expect quick answers on your questions, top notch coaching sessions and help with migrating your existing documentation to Whale.

Illustration of a person with pink hair hugging a large blue heart with both arms, symbolizing the warmth and support found in effective employee training.

More ease of use

Rated ‘Easiest to Use’

Clients switch from other providers to Whale mostly because of our more user-friendly environment, making it easy for any team member to document, train or get trained.

Illustration of a person with a long arm extending through a computer window, pointing. The figure has blue hair and is dressed in a sweater and pants, highlighting the importance of process documentation in effective employee training.

More speed

Rated ‘High Performer’

We understand that documenting processes takes work. Everything we provide in and around our platform is aimed at making the heavy lifting lighter, and shortening the time to value.

Illustration of a kangaroo wearing large shoes, perfect for onboarding material, with trees in the background.

What clients say about us on

The g2 logo in an orange circle.

Whether you’re a team of 5 or 205, and you have a bunch of SOPs lying around or are completely new to the documentation game.

Image showcasing five G2 award badges for Summer 2024, featuring Momentum Leader and Easiest to Do Business With, along with Easiest Setup for Mid-Market—demonstrating excellence in onboarding and employee training.

“Next to their very competitive pricing, their support is from out of this world. We used other tools before, but we left a bit hanging in the past regarding the support piece. Stino & his team are always available whenever we have a query which is amazing!”

Jonas M., Small-Business (50 or fewer employees)

“We find Whale easy and intuitive to set up, navigate, and use, and the customer support has been AMAZING. Even though we are still onboarding—and so do not yet have our final structure in place—we can already find any process document within a few seconds (using Whale’s handy search feature).”

Verified User in Financial Services, Small-Business (50 or fewer employees)

“Whale is very user-friendly and has pre-built templates that make design and flow seamless! Automated reminders make it easy to keep important information up to date for staff in our change-oriented organization.”

Julie H., Mid-Market (51-1000 employees)

“The platform is easy to use and even easier to keep up to date. I love their search features, the widget (you can search and find without leaving your current window) and the automations.”

Julianne W., VP of Operations, Small-Business (50 or fewer employees)

Dedicated to Customer Success & Support

We make sure that each customer is onboarded exceptionally so that they can use the magic of Whale to it’s fullest. Our team will give you feedback on the best way to get started and best practices for documentation.

We offer a full migration service and will teach you our proven framework on how to create impactful documentation with no effort. Or you can simply enlist the help of one of our Certified partners to help you get it done. Book a demo and tell our team what you need!

Book a demo

Frequently Asked Questions (FAQ)

With Whale, you can get started in seconds. We offer a full migration service to get all your documents uploaded in no time at all.

Whale has a dedicated customer success team that supports new customers all the way from migrating their old documentation to creating new ones and using them to train new and current team members.

To start off with, Whale is free. Yup. That’s FREE with a capital ‘F’ for life. If you want to add functionality and team members you only pay for what you use. That means you only pay for the features you want and you only pay for the seats you use. You’ve literally got nothing to lose.

  • You’re looking for the fastest way to help you get your team aligned.
  • You want a solution that can help you document, train and onboard your team in zero time.
  • You want a platform that’s easy to use and to navigate.
  • You want to create automated training that can be personalized.
  • You’d like a centralized knowledge system that integrates into the apps where you and your team work.
  • You want to be able to get started with documentation and training in seconds.
  • You value outstanding customer onboarding and support.

An ocean of features behind the friendliest interface

Don’t hesitate to discover what all of the above looks like in the actual product, from our AI Assist to all things Analytics. Take a peek!

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Discover the features
Illustration of a user interface with a sidebar showing percentages and three overlapping cards with profiles and text, ideal for onboarding new users or detailing SOPs.