Overview

Whale brings procedure creation, knowledge access and training into one system. Teams can capture how work is done, assemble procedures into learning flows, and track completion. Employees can reach guidance through a browser extension, mobile access, QR codes or AI chat, which makes the platform useful beyond the people who create the documentation.

Whale serves industries including financial services, manufacturing, retail, construction and IT services. It says customer data is encrypted at rest and in transit, and that it is SOC 2 and GDPR compliant and HIPAA ready. Its customer success team offers coaching and help migrating existing documentation, a practical consideration for organizations moving established materials into a new system.

For category comparisons, see our Standard Operating Procedure Software, SOP Software, Employee Onboarding Software and Internal Knowledge Base Software lists.

Key features

Capture and draft procedures

The Step Recorder captures clicks, video, annotated screenshots and written instructions. That mix gives teams options for documenting both a visual task and its individual steps. Alice can draft SOPs from prompts or from Word files, PDFs, PowerPoints and uploaded videos, so teams can build on existing material rather than start every procedure from a blank page.

Train and find answers

Training Flows combine playbooks, videos and quizzes, with assignments by role or group and completion tracking. That makes Whale more than a document repository: managers can structure learning and monitor whether it has been completed. Browser and mobile access, QR code sharing and AI chat offer several routes back to the documented knowledge.

Connect to other tools

Whale's integrations include Google Drive, OneDrive, HubSpot, Salesforce, Slack, Gmail, Zapier and BambooHR. Whale MCP works with Claude, OpenAI, Gemini and other MCP-compatible tools, and is available on every plan at no extra cost. Workflow automation, progress reporting and HRIS integrations are also part of its capabilities.

Pricing

Whale uses a freemium model. The Free plan costs 0.00 USD per free and includes 10 members, 1 creator, 20 Playbook items and 20 AI credits. It is a useful small-team starting point, but the content and creator caps put a ceiling on how much the team can document and maintain.

Scale costs 249.00 USD per month, billed yearly (Save 37%). It includes 3 creators, unlimited documentation and Whale MCP access; additional creators cost $29/month. This tier suits teams that have outgrown the free content allowance and need several people creating procedures, though creator expansion adds a recurring cost.

Advance costs 499.00 USD per month, billed yearly (Save 37%). It includes 5 creators, with additional creators at $39/month, and adds a video editor, AI voiceovers, SSO, granular permissions and e-signatures. It is the better fit when those capabilities matter to training or access control; smaller teams that need documentation and training alone may not need the step up.

Enterprise has custom pricing and yearly billing only. It includes unlimited members, approval flows, SCIM, HRIS integrations, API access and white-glove professional services. This is aimed at organizations with deployment and administration needs beyond the creator-focused tiers, but requires a custom-priced commitment.

Platforms

Whale supports web, Android, iOS, a browser extension and API access. The mix accommodates desktop documentation and mobile access to guidance, while the API provides another route for connecting systems.

Who it's for

Whale is a strong fit for organizations that need to standardize procedures, organize shared knowledge and assign training with completion tracking. It is particularly relevant where staff need quick access to operational instructions and teams want both direct process capture and AI-assisted drafting. Very small teams can start free, but should account for the 10-member, 1-creator and 20-item limits; larger teams should assess creator costs and whether Enterprise's controls justify custom pricing.

Pros and cons

Multiple ways to create SOPs: recording, annotated captures, written steps and AI drafts from prompts or existing files support different documentation workflows.
Training is tied to documentation: role- or group-assigned flows and completion tracking help teams turn playbooks into structured learning.
Several knowledge-access routes: mobile, browser extension, QR codes and AI chat make documented guidance reachable in different work contexts.
Free plan has tight ceilings: 10 members, 1 creator, 20 Playbook items and 20 AI credits limit its usefulness for a growing content library.
Paid tiers meter creators: Scale and Advance include 3 and 5 creators respectively, and extra creators carry monthly charges.
Enterprise pricing is custom: teams needing unlimited members or advanced administration must seek a tailored yearly plan.

Alternatives

Choose HollyHR if everyday HR is the priority: its free plan covers up to 10 active employees and includes API/MCP reads and signed webhooks, while Whale centers procedures and training. 50skills Offboarding is the more focused option for offboarding; it offers a two-week free trial and a free Starter tier, rather than Whale's broader SOP and training platform.

Kriatix Lead Qualification Chatbot is a lead-qualification chatbot alternative. NEOGOV Insight is a paid option with customized pricing based on products selected and agency size. OnboardSwift is an onboarding alternative with annual per-employee pricing and a five-employee minimum on its Starter plan. Boardon offers a free onboarding plan with one active onboarding. Waybook is a paid alternative with a Core plan priced at 99.00 USD per month when billed annually for 20 seats, plus $5 per additional member. Employee Onboarding 365 offers a free plan and a Plus tier at 149.99 USD per month billed yearly, with 25 users and a document repository.

Verdict

Choose Whale if your organization needs to capture procedures, turn them into training and track completion in the same platform. Its range of documentation inputs and employee access routes makes that combination compelling. Look elsewhere if the free caps are too restrictive, creator-based pricing does not fit your team, or you need a simpler, narrower onboarding or HR tool.

	OnboardSwift	Whale
Free plan	No	Yes
Free trial	Yes
Paid from	$2.80/mo	$249/mo
Platforms	Android, api, iOS, Web	Android, api, extension, iOS, Web
Free plan	No	Yes
Paid from	2.8 /user/mo
Workflow automation	Yes	Yes
Document collection	Yes
Training content	Yes	Yes
Progress reporting	Yes	Yes
HRIS integrations	Yes	Yes
Mobile access		Yes

OnboardSwift vs Whale

OnboardSwift

Whale