Operations
Run operations
without relying on tribal knowledge
- 4.8/5 on G2
- SOC 2 certified
Capture SOPs as they happen
Whale turns your processes into polished documentation automatically. Just complete a workflow once while Whale captures video, screenshots, structures every step, and generates professional guides without spending hours writing documentation.
Make knowledge accessible everywhere
Give employees in the field or in the office instant access to operational knowledge without relying on supervisors for day-to-day guidance.
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Create one operational source of truth
Centralize your SOPs, workflows, policies and playbooks in one place teams can actually find and rely on.
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Continuously improve operational processes
Eliminate outdated documentation with one centralized place for approved, reviewed and up-to-date processes that evolves as your business changes.
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The leading standard operating procedure software
Document the way work gets done and turn it into training flows your team actually completes.
The strongest Ops teams run on standardized processes
Process knowledge moves out of senior team members’ heads and into a system the whole team can read and update. The work gets done the same way whether the person who built it is around to walk you through it.
- Every documented process lives in one organized hub, structured by team and tagged so people find what they need. Updates propagate to anyone who’s assigned to read it.
- Walk through the process with Step Recorder running. Alice, Whale’s AI assistant, drafts the SOP from your capture so the people doing the work aren’t the ones typing it up.
- CoPilot surfaces the right SOP inside the tool your team is already using, the moment they need it. Docs become something people actually open.
- Alice automatically blurs the bits of a recording that shouldn’t leave your team. Sales numbers and customer names stay inside the room they were recorded in.
- Assign a process owner and a review cadence. Whale pings the right person on schedule, so the SOP doesn’t quietly drift out of date.
Rated on G2
Why teams choose Whale
Rated ‘Best support’
Better support
Expect quick answers on your questions, top notch coaching sessions and help with migrating your existing documentation to Whale.
Rated ‘Easiest to use’
Easier 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.
Rated ‘High performer’
Higher performance
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.
In their own words
Loved for its overall simplicity and support
“Exceptional Tool for Business Knowledge”
Whale is excellent to document and organize business knowledge. Their AI makes it even easier!
Lyndon S.Small-Business (0-50 emp.) “Whale Keeps Work Organized and Teams Confident”
Whale unifies documentation, training, and reviews in one ecosystem.
Verified User in AccountingMid-Market (51-1000 emp.) “Screen Recorder Transformed Our Productivity”
All features are excellent, but the Screen Recorder has boosted productivity for our company.
Andres A.Enterprise (> 1000 emp.) “User-Friendly Platform with Great Features”
Whale is very user-friendly. "Alice" has been a game changer, makes finding information effortless.
Martha Y.Mid-Market (51-1000 emp.) “Intuitive, fresh and easy!”
Whale's clean layout makes building and navigating SOPs a breeze.
Harley B.Small-Business (0-50 emp.) “Productivity Unleashed!”
Managing and write SOP versions, assign them, track progress through a dashboard, and automate revision tracking.
Verified User in FarmingMid-Market (51-1000 emp.) “My company utilizes Whale for our SOP’s and FAQ’s.”
Everything is very easy to locate and the search bar is my favorite feature. When I need a quick answer I turn to Whale to find what I am looking for.
Georgia R.Mid-Market (51-1000 emp.) “Whale Streamlined Our Processes and Boosted Team Onboarding”
Whale transformed how we manage internal processes. Documenting SOPs is fast and we can build and share training materials in minutes, making onboarding significantly more efficient.
Fábio B.Enterprise (> 1000 emp.) “Whale Keeps Department Training Organized with Boards, Libraries, and Playbooks”
Boards, Libraries, and Playbooks keep training organized by department, so you can generate videos, SOPs, quizzes, and more for each topic.
Ketan T.Mid-Market (51-1000 emp.) “Streamlines Documentation with Ease”
I use Whale for company handbooks, regulations, how-to's, and manuals, all on one platform. The step-by-step screen recorder auto-captures screenshots and saves me about an hour per guide.
Anouk V.Mid-Market (51-1000 emp.) “Effortlessly Streamlines Team Training with Solid Support”
Whale supports training my merchandising teams with AI and video features that break down training step by step. Creating training flows is easy, and quizzes ensure the material lands.
Shelley F.Mid-Market (51-1000 emp.) “Effortless SOP Management with Stellar AI Search”
Whale centralizes all our SOPs with standard formatting and makes them easy to find, especially with the fast AI search across thousands of documents.
Jitender T.Small-Business (50 or fewer emp.)
Use cases
Empower your team for every operational challenge
Document processes & SOPsTurn tribal knowledge into clear, versioned procedures your whole team can follow.
Train AI AgentsTrigger the right training and tasks automatically when key events happen on your team.
Onboard & train your teamRamp new hires in days, not weeks, with guided training tracks and built-in verification.
Roll out new softwareDrive adoption of every new tool with step-by-step guides that meet people in the flow of work.
Centralize your knowledgeOne searchable source of truth, so answers live in Whale instead of someone’s inbox.
Ensure complianceTrack who has read and understood every policy, with audit-ready records on demand.
Integrations
Whale works where you do.
Don’t change your workflow. Whale integrates with the tools your team already uses, providing answers exactly when they’re needed.
See our Integrations
Frequently asked questions
Book a Demo01What are AI credits and how do they work?
AI credits are usage credits that power Whale’s AI features, including AI quiz generation, video-to-guide conversion, and AI-assisted card creation.
Ask Alice, Whale’s AI assistant, is trained on your workspace content and answers questions about your SOPs, policies, and procedures. Ask Alice does not use AI credits.
How many credits do I get:
- Free plan: 20 credits per month
- Scale plan: 50 credits per creator per month
- Advance plan: 100 credits per creator per month
- Enterprise plan: 250 credits per creator per month
Important details:
- On paid plans, AI credits scale with the number of creators in your workspace
- Credits automatically reset at the start of each month
- If you run out before the month ends, you can request more or upgrade your plan
02Can I add more creators or members to my plan?
Whale has two seat types. Members consume content, and creators build and edit SOPs. Members are unlimited on every paid plan. Creators are included per plan, with the option to add more.
Free plan:
- 1 creator included
- Up to 5 members
Scale plan:
- 3 creators included, unlimited members
- Additional creators: $29 per creator per month
Advance plan:
- 5 creators included, unlimited members
- Additional creators: $39 per creator per month
Enterprise plan:
- Contact sales for creator counts and pricing
03Can I export my SOPs from Whale?
Yes, you can export your SOPs on the paid plans of Whale. This feature is not available in the free version. Here’s what you need to know:
- Scale plan and above: Full export functionality is included
- Export format: SOPs can be exported as PDF files for offline use or sharing
- Microsoft Word: Export any SOP straight to an editable Word document in one click
04Where is my data hosted, and can I choose the location?
Your data is stored in SOC 2 compliant, enterprise-grade data centers, and yes, you can choose where it’s hosted. We offer two locations:
- Europe: Belgium (GDPR compliant)
- United States: Iowa
During setup, you can select which location best suits your needs. This gives you control over data residency, helping you meet compliance requirements and optimize performance based on your team’s primary location. All data centers maintain the highest security standards with SOC 2 Type II certification, ensuring your SOPs and company knowledge are protected with enterprise-level security and privacy controls.
05Are there differences in pricing between user roles?
No, the seats based pricing is regardless of roles.
06Do you offer non-profit pricing?
Yes we do. Nonprofits can enjoy a 20% discount on all our subscriptions.
07How easy is it to get Whale up and running?
With our expertise, best practices and industry-specific templates, getting started with Whale is simple. Need help? Reach out to our dedicated customer success team.
08What's the cancellation policy?
You can cancel your plan anytime. If you decide to cancel we’d love to hear your experience.
09What about future updates and versions?
We believe in keeping our systems up-to-date and ready to use, so we make sure every new update is immediately available to Whale users.