Whale

Whale (usewhale.io) is a software platform for creating and managing standard operating procedures (SOPs) and process documentation. The product spans four areas: documenting and capturing processes, sharing them with employees, training teams, and managing a centralized, reviewed knowledge base. Documentation tools include a Step Recorder that captures clicks during a workflow and returns a video, annotated screenshots and a written step-by-step guide; a screen recorder; an AI writing assistant; import of Word, PDF and PowerPoint files into structured cards; video-to-SOP conversion; and pre-built process templates.

Sharing and training features include read assignments with due dates and completion tracking, an AI chat assistant named Alice trained on the customer's own documented content, QR codes for posting SOPs at physical workstations, contextual in-tool suggestions via a CoPilot browser extension that surfaces relevant SOPs inside web applications such as HubSpot, Salesforce, Zendesk, Gmail and QuickBooks, public share links with email restrictions and expiry, PDF/Word export and embedding, sequenced training flows assigned by role or group, AI-generated quizzes, custom badges, and analytics and reporting on views, assignments, quizzes and searches. Management capabilities cover advanced permissions with custom roles, SSO, IP allowlists and audit trails, expert-owned review intervals, version history with side-by-side comparison and restore, approval flows, threaded comments and an org chart linked to positions and their SOPs. Native iOS and Android apps extend access to frontline and deskless workers, supporting SOP access, assigned training, quizzes and guide runs. The company positions the platform as enterprise-ready and states SOC 2 certification.

Business model

Whale sells its SOP and training platform directly to companies, with a free entry tier ("Start for Free") and a sales-assisted path via booked demos. It also works with certified implementation partners; one cited customer story involves a Whale Certified Partner consultant deploying the platform for a client.

Traction

Published customer stories include Cash-Wa Direct reporting a 50% reduction in onboarding time, Aurora Medical Spa giving 85+ employees access to procedures across multiple locations, and TurnUp adding 12 people to a 20-person team in a year while onboarding all new hires through Whale. A customer testimonial reports cutting SOP creation time by more than 70%. The Android app lists over 5,000 downloads; the iOS app has 2 ratings averaging 5.0.

Latest developments

Mobile app releases through 2025 and 2026 added recording a guide directly in the app, resuming and manually running guide runs, video captions, chapters and streaming, Alice customization, quiz fixes, longer recording limits (10 minutes) and search improvements; the checklist feature was deprecated in version 1.9.5. The Google Play listing was updated 2026-08-21 and iOS version 1.9.7 shipped days before retrieval.