Find your fit
Who it is for
It suits operations, service and onboarding teams that repeatedly explain the same work. Instead of leaving procedures across scattered documents and messages, a team can build an organized reference library and use the material in role-specific training.
The pricing model distinguishes the people who create procedures from members who consume them. This can fit a small group of process owners serving a larger staff, but paid member limits still need a current quote.
The work it supports
Core capabilities
Record a work process and turn the captured steps and screenshots into an SOP. Guides can also mix video, annotated images, timestamps and step instructions, which is useful when a task is hard to explain in a single format.
Store procedures in a central knowledge hub. Controlled tags can organize Cards and Playbooks by role, department or location, so staff can filter the library instead of guessing a document title. Tag management is listed from Scale upward.
Whale describes version control and recovery for maintained guidance. A process owner can review an older version after a mistaken change, though the amount of history available depends on the plan.
The CoPilot browser sidebar lets staff search their Whale knowledge base beside another web page. The pricing table places contextual page-based suggestions in Advance and above, so test the exact in-browser behavior needed before choosing a tier.
Build role-based training flows from procedures and use quizzes to check understanding. The product also describes team and individual progress views; its current pricing table limits flow, quiz and reporting scope by edition.
Alice can answer questions using the workspace’s SOPs, policies and procedures. Treat a generated answer as a route back to the maintained source guidance, especially for safety or compliance steps.
Understand the offer
Pricing and getting started
Free is displayed as $0 forever with one creator, up to ten members and 20 Playbook items. Its comparison table still lists one training flow and one quiz, so a small team can trial the workflow but should budget for expansion.
Scale is displayed at $249 per month billed yearly with three creators, unlimited documentation, training flows, AI quizzes and PDF/Word export. Advance shows $499 per month billed yearly with five creators, e-signatures, contextual suggestions, enforced SSO and granular permissions. Enterprise is custom priced and lists approval flows, redaction, SCIM/HRIS integrations and API access. Confirm the displayed currency and contract before buying.
Creators write and edit SOPs; members read and use content. Free allows ten members, while Scale and Advance say members are limited without giving a numeric cap in the captured FAQ; Enterprise lists unlimited members. Extra creators have separate Scale and Advance monthly rates that depend on yearly versus monthly billing.
The training comparison lists one flow and one quiz on Free, five flows and 15 quizzes on Scale, and unlimited flows and quizzes on Advance and Enterprise. Version history is absent on Free, 90 days on Scale, one year on Advance and unlimited on Enterprise.
AI creation credits are another capacity unit: 20 once on Free, then 50, 100 or 250 per creator per month on Scale, Advance and Enterprise respectively. Whale says asking Alice does not use these credits. Check whether the planned pace of SOP and quiz creation fits the allowance.
Look a little closer
Before you choose
Start with one repeatable process. Capture it, clean up the steps, file it in the knowledge hub and ask someone unfamiliar with the task to find and follow it. A polished SOP still needs an owner who can review it when the process changes.
Test how tags and the browser sidebar help staff reach the correct version of an SOP. Confirm whether simple search is enough or whether contextual suggestions, available from Advance, are important for the actual tools people use.
Map creators and members separately, count planned Playbook items, flows and quizzes, then check the right plan. Older Free workspaces may retain content above the newer limit but cannot necessarily replace deleted items while over capacity.
Ask for a written quote that names paid member limits, creator add-ons, currency and billing interval. If AI will create many SOPs or quizzes, also check the monthly credit allowance and the fallback when credits run out.
For controlled procedures, check how long prior versions remain available and whether the required review/approval flow is included. The pricing table reserves approval flows for Enterprise and gives different version windows to lower plans.
7 distinct sources behind this profile. Research observed Oct 18, 2026. Features and offers can change.
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