Whale

What Whale is

Whale is an AI-powered SOP and training platform for companies that want to document how work gets done and train people on it in the same place. Its FAQ describes it as a tool "that helps teams document standard operating procedures, organize knowledge, and train employees faster," and the home page sums up the promise as "Document SOPs faster. Train your team better." The company calls it "The #1 SOP platform for teams to document, share and manage their standard operating procedures." The footer names the company as Whale BV.

Whale sits between a knowledge base and a learning management system. It is not built for selling courses or running a large catalog of soft-skills content. Its job is to capture an organization's own processes, keep them current, and turn them into training that new hires and existing staff work through and confirm. That makes it a practical training tool for operations, IT, HR and L&D, finance and customer-facing teams, and the site names financial services, construction, warehouses, IT services and consulting, and manufacturing as industries it serves.

Capturing and managing procedures

Documentation is the starting point. Whale offers "a wide range of AI-powered tools to capture your every process into great-looking documentation." The product menu lists Video To SOP and a Step Recorder, and one customer story describes how Wolfe Ridge Manufacturing replaced tribal knowledge with SOPs recorded through the Step Recorder, so new hires now run tricky assembly processes right the first time. Existing files can be imported, and the site says imported documents are automatically converted into an editable Whale card that keeps the structure and layout of the original. An AI writing assistant drafts detailed procedures, and SOP and checklist templates help teams start.

Once captured, procedures live in "one centralized place for approved, reviewed and up-to-date processes," with versioning so the team follows the current version. The site calls it "One searchable source of truth," so answers live in Whale rather than in one person's inbox.

Training, quizzes and verification

The training side is what puts Whale in an LMS directory. Training flows turn documented knowledge into role-based learning: the home page promises that new hires "ramp faster with role based training flows and quizzes generated directly from your documented knowledge in Whale," and the onboarding use case speaks of guided training tracks with built-in verification that get new hires productive "in days, not weeks." Whale's own blog adds that training flows can be automated with triggers and delays, and lists AI-generated quizzes, certifications and badges, and mobile and QR code access among its key training features.

For compliance, Whale tracks "who has read and understood every policy, with audit-ready records on demand." A "Train AI Agents" use case triggers the right training and tasks automatically when key events happen on a team, and a separate use case covers rolling out new software with step-by-step guides that meet people in the flow of work.

For frontline teams, Whale offers digital work instructions that a crew scans, follows and signs, which is aimed at warehouses and similar sites where people are not at a desk.

Whale AI and the Alice assistant

Most of the AI work runs through an assistant called Alice. According to the AI section of the home page, Alice:

• answers employees' questions from the knowledge documented in Whale, with sourced answers;
• generates quizzes, with the admin choosing how many questions and answers;
• identifies who is excelling by analyzing assignment completion rates and completed tasks;
• scores every SOP for missing steps and outdated details and flags the ones that need review;
• recommends what to document next, based on the questions the team keeps asking;
• generates natural-sounding voiceovers for guides, so no one has to record audio.

Where Whale works

Whale delivers answers through a web app, a mobile app, a browser extension and the AI chat assistant. The FAQ says it "works natively with HubSpot, Salesforce, Slack, Microsoft Teams, and Gmail," and a CoPilot browser extension surfaces specific guides inside those tools. The blog adds connections to more than 2,000 apps through Zapier, and the product menu lists integrations, an MCP connection and an API for making the knowledge available elsewhere.

On security, the home page states that Whale is SOC 2 certified, GDPR compliant and HIPAA ready, under the heading "Enterprise-ready. Out of the box."

Plans and pricing

Whale publishes its prices. Its own blog comparison, verified against the pricing page in August 2026, lists four plans:

• Free Forever: $0, with 10 members included.
• Scale: $249 a month billed annually, or $399 billed monthly, with unlimited members and 3 creators included.
• Advance: $499 a month billed annually, or $799 billed monthly, with unlimited members and 5 creators included.
• Enterprise: yearly pricing on request.

The paid plans are priced per plan rather than per learner, with members unlimited and the number of creators (the people who build content) set by the plan. The same blog cites a G2 rating of 4.8 out of 5. A free account can be opened from the home page, and a demo and a platform tour are offered for larger buyers.

Support is a selling point. The home page promises quick answers, coaching sessions and help migrating existing documentation into Whale, and points to a dedicated customer success team, a partner program, consultants for hire, workshops, a help center, webinars and a podcast.

Customers

The site names Nespresso, Johnstone Supply, Rihm Family Companies, Oxygen Service Company and Harvard Business School among the brands using Whale. Its customer stories cover a range of sizes. TurnUp added 12 people to a 20-person team in one year and onboards every hire through Whale. Cash-Wa Direct says it cut onboarding time by 50% with Whale's AI, tracking and built-in assessments. Aurora Medical Spa replaced paper-based training and gave 85+ employees across several locations instant access to procedures. Image Solutions, a uniform provider described as a 25-year-old company with 100 team members, adopted it to streamline internal processes, and Oxygen Service Company, which has run on EOS since 2013, uses it to document and update processes.

Who it suits

Whale suits small and growing companies that have their real know-how in people's heads and want to turn it into documented procedures and repeatable onboarding: operations-heavy businesses, service companies, clinics, warehouses and manufacturers. The free plan for 10 members lets a small team try the whole workflow, and the flat paid plans with unlimited members keep cost predictable as headcount grows. Teams that need compliance sign-off on policies, or frontline crews who learn on a phone, are well served.

It is a narrower fit for an L&D team that wants a broad course catalog, external course sales or long-form learning programs, since Whale's training is built from the organization's own procedures. For training that starts from how a company already does its work, it is a focused and well-supported choice.