Manage

Advanced Permissions

Decide who sees what, edits what, and signs in how

Set access at the board, library, and role level. Add custom roles, SSO, IP allowlists, and a full audit trail so sensitive SOPs stay with the people who should have them.
Trusted by 5K+ teams of all sizes
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4.8/5 (180+ reviews)

Can you just show me how to do that again?

Our training is just... a folder of PDFs.

Sensitive SOPs one shared link from the wrong inbox

You already have HR, finance, and leadership content that can’t sit in an open library. Three-layer access, custom roles, SSO and SCIM, IP allowlists, and a full audit trail keep sensitive SOPs with the people who should have them, set once at the group level.

I already explained this three times this week.

We lost that process when Sarah left.

How teams do it today

HR, finance, and exec SOPs visible to the whole workspace

No log of who opened the compensation doc last quarter

One leaked link exposes policies the board hasn't approved

Auditors asking for access records nobody has kept

With Whale's

Advanced Permissions

Board and library access set per role, per group, per person

Full audit log of reads, edits, restores, and permission changes

SSO, SCIM, and IP allowlists enforce access at the network level

Export a ready-to-send access report for any auditor request

Lock sensitive content to the right roles

Set reader, writer, or no-access on any board or library. Apply it to a custom role, a group, or a single person. HR, finance, and leadership content stays with the people who need it. Everything else stays open so the rest of the team can keep working.

Enterprise controls without an enterprise project

SSO through Okta, Microsoft Entra, and Google. SCIM auto-provisions new hires into the right groups and removes access the moment someone leaves. IP allowlists restrict sign-in to trusted networks. An audit log records every read, edit, restore, and permission change for the full retention window.

Permissions flow into training and CoPilot

Access rules travel with every card. Training flows only assign content the user has rights to read. Search results filter by permission. Alice, Whale’s AI assistant, only answers from documents the asker can access. CoPilot surfaces the same content in the tools where the work happens.
A desktop and mobile screen displaying a software interface for "Sales Best Practices." The mobile screen shows an AI assistant named Alice answering a query about sales practices, highlighting the importance of SOPs for efficient onboarding.

How it works

Map roles and groups to your org

Build custom roles for HR, finance, ops, and leadership. Pull groups from SSO or create them in Whale. New hires inherit access the moment they sign in.

Set access on every board and library

Open any board and pick reader, writer, or no access for each group. Override for a single person when someone needs different rights than their team.

Watch the audit log and tighten as you go

Every read, edit, and permission change lands in the audit log. Export it for an audit or review it weekly to spot the boards that need tighter access.

Trusted by 5K+ teams of all sizes

|

4.8/5 (180+ reviews)

Loved for its overall simplicity and support

Frequently Asked Questions

Three levels at the board and library layer: Reader (view only), Writer (view, create, edit), and No Access (the content does not appear in search or CoPilot for that user). Apply any level to a custom role, a group, or a single person. Individual settings override group settings, so exceptions are handled without breaking the rule for the rest of the team.
SSO with Okta, Microsoft Entra (formerly Azure AD), Google Workspace, and any SAML 2.0 provider. SCIM for auto-provisioning and deprovisioning on the same providers. Two-factor for customers who are not on SSO yet. IP allowlists on Enterprise restrict sign-in to your corporate network or VPN range.
Yes. The audit log records every read, edit, restore, permission change, role assignment, and sign-in event. Filter by user, board, date range, or event type. Export to CSV for SOC 2, ISO 27001, HIPAA, or internal review. Retention matches your plan tier and can be extended on Enterprise.
With SCIM, deprovisioning in your identity provider removes Whale access in the same sync. Without SCIM, an admin revokes the seat and every board, library, and training assignment updates in one action. The audit log keeps the record of what that user saw and edited, so handover and offboarding reviews have the evidence they need.
Custom roles and board or library-level access ship on Scale and above. SSO enforcement, SCIM provisioning, IP allowlists, and extended audit retention are on Enterprise. Teams on Power-Up get the three-level access model without custom roles. A walkthrough of which controls fit your setup is part of the demo.
Whale is AI-Powered SOP Software that gets your team trained, so access controls apply to every surface the content lives on: the knowledge base, training flows, search, Alice, and CoPilot. A card restricted to the HR group is invisible to everyone else in every one of those places, not only in the document view. Notion and Confluence expose the same document across page and search layers and depend on plugins for SSO plus audit coverage. Guru covers cards but not training or process enforcement inside the tool where the work happens.

Other features

Branding

Customize Whale with your colors, fonts, and AI assistant identity.

Version history

See every edit on every card and restore any previous version in one click.

Experts & review cycles

Keep SOPs current with automated review reminders and expert owners.