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Tag Management

Tag every SOP once. Find the right one every time.

Tag Management gives admins a controlled vocabulary to label Cards, Playbooks, and guides. Filter the knowledge base by role, department, or location, and power CoPilot, reporting, and training flows from the same set of tags.
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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.

Your knowledge base grew. Now nobody can find anything.

You already have hundreds of Cards and Playbooks in Whale. Define the tags your team actually uses, apply them once, and filtering, reporting, training flows, and CoPilot suggestions all run off the same controlled vocabulary.

I already explained this 3 times this week.

I don't know... Sarah used to do that.

How teams do it today

Hundreds of Cards and no consistent way to label them

Search alone misses content without the exact keyword

New hires digging for the SOP that matches their role

Reporting stops at the Card level with no way to roll up

With Whale'sTag Management

One controlled tag list every admin and author uses

Tag filters return every Card in that category, exact keyword or not

Role or department tag surfaces the right SOPs on day one

Analytics group views, assignments, and quizzes by tag

A controlled vocabulary your team actually follows

Admins define the tag list in one place. Authors pick from that list when they publish a Card or Playbook. No duplicate tags for the same thing, no typos, no personal shortcuts that nobody else understands. The vocabulary stays consistent as the library grows from fifty Cards to five hundred.
See Tag Management in action

One tag set powers filtering, reporting, and automation

Filter the knowledge base by a tag and every matching Card appears. Open analytics and group views, assignments, or quiz results by tag to see which categories of content your team actually uses. Training flows assign the right Cards to the right people based on the same tags.
Try it with your team

Tags flow into CoPilot and the rest of Whale

CoPilot uses tags to surface the right SOP inside the tool your team is working in. Alice, Whale’s AI assistant, narrows answers to the tagged scope of the person asking. Advanced Permissions can lock content by tag so a location or department only sees what belongs to them.
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A digital interface showcases employee training progress with assigned readings and their completion percentages. Two cards, labeled "Don Draper" and "Peggy Olson," display their profile images alongside SOPs to ensure smooth process documentation.

How it works

Define the tag vocabulary in one place

An admin builds the tag list from Workspace Settings. Group tags by department, role, location, process type, or whatever scheme matches how your team actually works.

Apply tags as you publish

Authors pick from the approved list when they save a Card or Playbook. No free-text typos, no duplicate spellings, no private tag systems that nobody else can follow.

Filter, report, and automate from the same tags

Use tags to filter the knowledge base, group analytics views, route training flows, and target CoPilot suggestions. One vocabulary does the work across every part of Whale.
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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 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.

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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 training organized by department, so you can 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, all on one platform. The step-by-step screen recorder auto-captures screenshots and saves me about an hour per guide.

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Anouk V.
Mid-Market (51-1000 emp.)
g2stars

“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.

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Shelley F.
Mid-Market (51-1000 emp.)
g2stars

“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.

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Jitender T.
Small-Business (50 or fewer emp.)

Frequently Asked Questions

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Tag creation is an admin control. Admins define the tag list so authors pick from a consistent vocabulary instead of inventing their own. Anyone with author permissions can apply an existing tag to a Card or Playbook, but only admins can add, rename, or remove tags from the list. This keeps the vocabulary consistent as your library grows and prevents the typical tag sprawl where the same concept shows up under four different spellings across the knowledge base.
Yes. The same tag vocabulary applies across Cards, Playbooks, and step-by-step guides, so filtering and reporting run across every content type at once. A “safety” tag on a Card, a Playbook, and a guide all roll up to the same analytics view and the same CoPilot targeting rule. You do not manage a separate tag list per content type.
CoPilot uses tags to decide which SOP to surface inside the tool your team is working in. Set a rule that when someone opens HubSpot, CoPilot surfaces Cards tagged “sales” or “CRM.” When they open a scheduling tool, CoPilot surfaces Cards tagged “operations” or “dispatch.” Without tags, CoPilot relies on URL matching alone, which is enough for simple cases but breaks down once your library has hundreds of Cards covering overlapping workflows.
Yes. Training flows can route Cards and Playbooks to team members based on tags, so a new hire tagged “warehouse, night shift” receives a different onboarding path than a hire tagged “office, finance.” Combine tags with Advanced Permissions to lock content scope by location or department, and your Texas warehouse team only sees the SOPs tagged for them.
Renaming a tag updates it across every Card, Playbook, and guide it was applied to, so filtering and reporting stay intact. Deleting a tag removes it from every Card it was applied to. Whale surfaces a warning before the delete so you know how many Cards will lose the tag and whether any training flows, CoPilot rules, or permission scopes depend on it. Version History tracks tag changes on each Card so you have an audit trail.
Folders force one location per document. Tags let the same Card belong to “safety,” “warehouse,” and “night shift” at the same time, so filtering surfaces it from every angle a team member might search for. Drive and SharePoint stop at storage, so the tag or folder is decorative. Inside Whale, the AI-Powered SOP Software that gets your team trained, the same tag drives filtering, analytics, training flow routing, CoPilot surfacing, and permission scope. One vocabulary, applied once, works across the whole platform.

Other features

Advanced Permissions

Lock content to specific roles, teams, or locations so people only see the SOPs that belong to them.

See Advanced Permissions

Analytics & Reporting

See which Cards your team reads, which searches return nothing, and where content gaps live.

See Analytics

SOP & Process Templates

Start from a ready-made structure so every SOP follows the same format your team already knows.

See Templates