Manage
Whale 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.
- 4.8/5 on G2
- SOC 2 certified
The problem
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.
How teams do it today: HR, finance, and exec SOPs visible to the whole workspace
With Whale's Advanced Permissions: Board and library access set per role, per group, per person
How teams do it today: No log of who opened the compensation doc last quarter
With Whale's Advanced Permissions: Full audit log of reads, edits, restores, and permission changes
How teams do it today: One leaked link exposes policies the board hasn't approved
With Whale's Advanced Permissions: SSO, SCIM, and IP allowlists enforce access at the network level
How teams do it today: Auditors asking for access records nobody has kept
With Whale's Advanced Permissions: 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.
How it works
- 01
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.
- 02
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.
- 03
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.
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.)
Frequently Asked Questions
01What are the access levels?
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.
02Which authentication methods are supported?
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.
03Is there an audit trail?
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.
04What happens when someone leaves the company?
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.
05Which plan includes advanced permissions?
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.
06How does this compare to Notion, Confluence, or Guru?
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.
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