Document
Whale Rich Media Editor
Write SOPs that mix text, video, screenshots, and files in one card
The Whale editor combines formatted text, images, embedded video, screen recordings, tables, and attached files in a single card. One place to author, one place for the team to read.
- 4.8/5 on G2
- SOC 2 certified
The problem
Text-only SOPs sit in a folder. Nobody opens them.
You already have screenshots, short videos, and reference files scattered across folders. Write in the Whale editor and add a screenshot, a short video, a table, or an attached file without leaving the card.
How teams do it today: Walls of text nobody on your team reads
With Whale's Rich Media Editor: Mix text, images, video, tables, and files in one card
How teams do it today: Four tools open to write one SOP with a screenshot
With Whale's Rich Media Editor: Record the screen and drop the clip inline without switching tools
How teams do it today: Attachments scattered across Drive, OneDrive, and email
With Whale's Rich Media Editor: Attach files from Google Drive and OneDrive straight into the card
How teams do it today: Every author formats SOPs a different way
With Whale's Rich Media Editor: Shared formatting tools keep every SOP consistent across authors
Every media type your SOPs need, inside one card
Write formatted text, drop in images, embed a video from a URL, record your screen, add a table of steps, paste a code block, or attach a file from Google Drive or OneDrive. Every element lives inside the card your team already opens, so there is no second tab to chase or folder to hunt through.
Start for Free
Record the screen without leaving the card
Click the record button inside the editor and capture your screen, camera, or both.
- The recording lands as an embedded clip in the same card you are writing.
- You stay in the editor, your reader sees the process in context, and the written steps and the video live together instead of in separate tools.
The card flows into training, Alice, and CoPilot
A card built in the editor becomes a step in a training flow, a source Alice, Whale’s AI assistant, can answer from, and a guide CoPilot surfaces inside the tool where the process runs. The editor is the starting point for the rest of the Whale platform, not a standalone document.
Start for Free
How it works
- 01
Open a card and start writing
Create a new card or open an existing one. The editor gives you a clean canvas with formatting tools in the toolbar and the option to pull from a template if you want structure to start from.
- 02
Add images, video, tables, and files
Drag and drop images, embed a video from a URL, record your screen inline, add a table of steps, or attach a file from Google Drive or OneDrive. Every media type lives inside the same card.
- 03
Publish and send it into training
Publish the card to your knowledge base, assign it inside a training flow, and let CoPilot surface it inside the tools where the process runs. Alice, Whale’s AI assistant, answers questions from the content.
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
Start for Free01What media types can I embed in a single card?
The editor handles formatted text, headings, bullet and numbered lists, images (upload or URL), video (upload, URL, or inline screen recording), tables, code blocks, callouts, and file attachments from Google Drive, OneDrive, or direct upload. Every element lives inside the card itself, so readers never leave the SOP to get the full picture. If a process needs a screenshot, a clip, and a downloadable template, all three sit together in the same card.
02Can I record my screen from inside the editor?
Yes. Click the record button in the toolbar to capture your screen, your camera, or both at once. The recording lands as an embedded clip in the card you are writing, so the written steps and the video stay in the same place. You do not need a separate recording tool, a download, or a Chrome extension. The recording starts inside the Whale web app and captures anything on your screen, including desktop software.
03Can multiple people edit the same card?
Yes. Any user with edit permissions can update a card. Version history tracks every change, so you can see who edited what and roll back to a previous version if something got lost. Cards can also be assigned an owner, so one person stays responsible for keeping the content current even when other editors contribute.
04Does the editor write with AI?
Yes. Alice, Whale’s AI assistant, is built into the editor. Ask Alice to draft a section, rewrite a paragraph for clarity, translate a card, or generate a summary at the top. Alice pulls from the rest of your Whale workspace, so the draft reflects the way your company already documents things instead of generic boilerplate.
05Can I import content from Word, PDF, or another tool?
Yes. Upload a Word file or PDF and Whale converts it into a structured card you can then edit with the full media editor. Existing Scribe guides, Loom videos, and other external content can be embedded via URL. The editor is designed as the destination for scattered content, not just a new place to start from a blank page.
06How is this different from writing SOPs in Notion or Google Docs?
Notion and Google Docs are general-purpose document tools. Whale is AI-Powered SOP Software that gets your team trained, and the editor is built for that job. A card written in the editor can be assigned inside a training flow, quizzed for comprehension, tracked for completion, and surfaced by CoPilot inside the tools where the work happens. Alice, Whale’s AI assistant, answers team questions directly from the cards you write. In Notion or Docs, the document is the endpoint. In Whale, the card is the starting point for the rest of the platform.
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PDF and Word Import
Upload existing docs and convert them into structured Whale cards.
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