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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.
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Trusted by 5K+ teams of all sizes
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4.8/5 (180+ reviews)
Fernlea
Harvard
Allstate
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Johnstone
Keplr
Kestra
Mara
Taxrise
Venshure

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.
See how access works

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.
Talk to sales

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.
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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.
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Trusted by 5K+ teams of all sizes

|

4.8/5 (180+ reviews)

Loved for its overall simplicity and support

g2stars

“Exceptional Tool for Business Knowledge”

Whale is excellent to document and organize business knowledge. Their AI makes it even easier!

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Lyndon S.

Small-Business (0-50 emp.)

g2stars

“Whale Keeps Work Organized and Teams Confident”

Whale unifies documentation, training, and reviews in one ecosystem.

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Verified User in Accounting

Mid-Market (51-1000 emp.)

g2stars

“Screen Recorder Transformed Our Productivity”

All features are excellent, but the Screen Recorder has boosted productivity for our company.

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Andres A.

Enterprise (> 1000 emp.)

g2stars

“User-Friendly Platform with Great Features”

Whale is very user-friendly. "Alice" has been a game changer, makes finding information effortless.

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Martha Y.

Mid-Market (51-1000 emp.)

g2stars

“Intuitive, fresh and easy!”

Whale's clean layout makes building and navigating SOPs a breeze.

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Harley B.

Small-Business (0-50 emp.)

g2stars

“Productivity Unleashed!”

Managing and write SOP versions, assign them, track progress through a dashboard, and automate revision tracking.

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Verified User in Farming

Mid-Market (51-1000 emp.)

g2stars

“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.

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Georgia R.

Mid-Market (51-1000 emp.)

g2stars

“Whale Streamlined Our Processes and Boosted Team Onboarding”

Whale has completely transformed how we manage internal processes. Documenting SOPs is fast, and we can build and share training materials in minutes, making onboarding and team alignment significantly more efficient. Intuitive and a real game changer for productivity.

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Fábio B.

Enterprise (> 1000 emp.)

g2stars

“Whale Keeps Department Training Organized with Boards, Libraries, and Playbooks”

Boards, Libraries and Playbooks keep company training organized by department, letting you generate videos, SOPs, quizzes, and more for each topic.

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Ketan T.

Mid-Market (51-1000 emp.)

g2stars

“Streamlines Documentation with Ease”

I use Whale for company handbooks, regulations, how-to's, and manuals. It streamlines documentation on a single platform, making it quick and easy to create guides. The step-by-step screen recorder that auto-captures screenshots is fantastic and saves me about an hour per guide. Initial setup was super easy too.

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g2stars

“Effortlessly Streamlines Team Training with Solid Support”

Whale supports training my merchandising teams with its AI and video features that break down training step by step. Creating training flows is easy, and the quizzes ensure merchandisers understand the material. Support from Stino has been great, and initial setup was smooth with all the help we needed.

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Frequently Asked Questions

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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.

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Version history

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

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Experts & review cycles

Keep SOPs current with automated review reminders and expert owners.

Learn more