Streamline your team’s communication and collaboration.
Grade: A — Score: 95/100
Whale leverages advanced technology to provide a seamless communication experience for teams, integrating various tools to ensure that all members stay connected and informed.
The platform enhances workflow by allowing teams to share knowledge, manage projects, and collaborate in real-time, reducing the friction often associated with remote work.
However, teams must be aware of potential risks such as data security and compliance issues, which can arise from using multiple integrations and managing sensitive information.
Free Forever: $0 (5 members, 1 creator)
Scale: $249/month billed annually, or $399/month billed monthly (3 creators, unlimited members)
Advance: $499/month billed annually, or $799/month billed monthly (5 creators, unlimited members)
Enterprise: Custom pricing (yearly billing only)
Consider switching to Slack: Slack offers similar communication features with a larger user base and more integrations.
Whale centers on knowledge in context: Alice, its AI assistant, answers questions from your SOPs, and the CoPilot browser extension surfaces the right guide inside tools like Salesforce or HubSpot, with a step recorder for fast capture. Trainual centers on structured onboarding, adding e-signatures for policy sign-off and completion tracking that Whale's training flows do not enforce. Whale has a free plan for up to 5 members and one creator, with Scale at $249/mo billed annually including 3 creators, while Trainual no longer publishes pricing but is estimated near $249/mo for 10 seats plus a one-time setup fee. Choose Whale for fast documentation and in-context answers, Trainual for onboarding rigor and formal sign-off.
Scribe focuses narrowly on step capture: you record a process and it auto-generates a click-by-click guide with screenshots, with a free tier and Pro around $12 to $15 per user per month. Whale includes a comparable Step Recorder but wraps it in a full platform with training flows, AI quizzes, the Alice assistant, version history, and QR or browser-extension delivery. Pick Scribe if all you need is quick individual how-to guides, and pick Whale if you also need onboarding, analytics, and a searchable single source of truth. Whale's free plan covers up to 5 members and one creator.
AI credits are usage credits consumed when you generate content with AI, such as AI quiz creation, video-to-guide conversion, and AI-assisted SOP drafting. Ask Alice, the conversational assistant, does not use credits. Allocations reset monthly and scale with the number of creators: 20 per month on Free, 50 per creator per month on Scale, 100 on Advance, and 250 on Enterprise. If you run out before the month ends, you can request more or upgrade your plan.
Yes. Whale's PDF and Word importer turns existing documents into editable Whale cards, and Google Drive and OneDrive integrations connect content on every plan including Free. Some reviewers note that complex Word formatting does not always carry over cleanly and can need manual cleanup after import. For larger migrations, Whale offers migration assistance on higher plans.
During setup you choose one of two data center locations: Belgium (EU, GDPR compliant) or Iowa (US). Both are SOC 2 Type II certified. HIPAA support with a signed BAA is available on the Enterprise plan. The legal entity is Whale BV, based in Belgium.
Whale integrates directly with Slack for assignment and review alerts, Google Drive and OneDrive for content, and Zapier for 1,000+ apps, plus Google and Microsoft SSO on paid plans. The CoPilot browser extension surfaces relevant SOPs inside other web tools such as a CRM or helpdesk without a formal integration. Enterprise adds SCIM provisioning, HRIS integrations, API access, and Whale MCP access for connecting AI agents through the Model Context Protocol. A Microsoft Teams bot is listed as coming soon.
Yes. Whale has a mobile app for browsing SOPs, running checklists, and asking Alice, and printable QR codes place the right SOP on equipment or workstations so staff can scan and open it from a phone. That makes it a fit for franchises and multi-location businesses that need consistent procedures across sites. Public sharing lets you distribute SOPs to clients or vendors without giving them workspace access.
Whale's insights show which SOPs get used, who has completed training, and where knowledge gaps sit. Knowledge-use, workspace-activity, and team-performance insights start on Scale with a 90-day window and expand to all-time history on Advance and Enterprise, with CSV export on higher tiers. A recurring G2 reviewer complaint is that extracting analytics in a form useful for prioritization can be difficult. Teams that need heavy reporting should confirm the export options fit their workflow before committing.
Yes. Whale markets heavily to teams running on EOS (the Entrepreneurial Operating System) and supports other process frameworks such as Six Sigma, with a dedicated EOS use case, 100+ SOP and process templates, and a network of certified implementation partners. Boards, playbooks, and the org chart map onto EOS-style accountability charts and documented processes. This makes it common among operations-led small and mid-sized businesses standardizing how work gets done.
Whale has two seat types. Members can view content, search, ask Alice, comment, and complete training and quizzes, and they are unlimited on every paid plan. Creators build and edit SOPs and are the seats you pay for: one is included on Free, three on Scale (additional creators $29 per creator per month), and five on Advance ($39 per creator per month). AI credits also scale with the number of creators, so adding creators adds AI capacity.
How AI agents (ChatGPT, Perplexity, Claude, others) read this review page in the past 7 days. Updated weekly. View Whale AI Visibility Report.