Top 6 Whale Alternatives for Standard Operating Procedures
Find the best Whale alternatives for SOPs, onboarding, and process automation.
TABLE OF CONTENTS
Whale is popular with teams that want a quick and simple way to create standard operating procedures (SOPs), especially for onboarding and training new employees. Its AI writing tools, screen recording, and guided training flows make it easy to document processes and teach teams faster.
But as companies grow, their needs often change. Some teams want more automation. Others need better integrations with the tools they already use. And many look for pricing that scales better as the team expands. That’s why many teams start searching for alternatives.
In this guide, you’ll find the best Whale alternatives for building clear SOPs, training your team effectively, and keeping all your company knowledge organized, updated, and easy to find.
What Features Whale Offers
Whale is built for teams that want clear processes, faster training, and easy access to company knowledge. It helps you document how work gets done, train new hires, and keep everyone aligned as things change. The platform combines AI writing tools, screen recording, and structured training paths, so teams spend less time explaining and more time doing.
Below is a clear, user-focused breakdown of what Whale can do.
1. AI-Powered Documentation
Whale makes it easy to create and update SOPs, even if writing is not your strong point. The AI Writer Assistant can draft a full process in seconds. This helps teams avoid blank-page stress and keeps every document clean and consistent.
If your knowledge lives in videos, Whale can turn that into written steps. The Video to Process Converter takes uploaded videos and automatically converts them into clear, readable SOPs. This is especially useful for capturing knowledge that usually stays in people’s heads.
For hands-on work, the Step Recorder tracks your browser actions and turns them into step-by-step guides without taking screenshots manually. The Screen Recorder lets you record your screen with voice narration, which is ideal for explaining complex or visual tasks that text alone cannot explain well.
2. Training and Knowledge Sharing
Whale does more than store documents. It turns your SOPs into guided training experiences. You can create Training Flows that match specific roles or teams, so employees only see what matters to them.
The platform also creates AI-generated quizzes from your content. This helps you check understanding without spending time writing questions yourself. Read Assignments with deadlines, and make sure employees stay up to date when processes change.
To keep teams motivated, Whale offers completion badges and clear progress tracking. Training Reports show who has finished their assignments and who may need reminders, giving managers full visibility without manual follow-ups.
3. Knowledge Management and Easy Access
Finding answers is simple with Ask Alice, Whale’s AI knowledge assistant. Employees can ask questions in plain language, and Alice searches the entire workspace to return accurate, relevant answers fast.
Whale works wherever your team works. It offers mobile app access, Chrome and Edge extensions, and QR codes for instant access on the job, whether someone is at a desk, on the floor, or in the field.
Content stays organized with unlimited boards for different teams, full version history to track changes, and expert reviews to keep information accurate. You can also share knowledge outside your company using public links or export documents as PDFs when needed.
Best Whale Alternatives for SOPs
Below are the top Whale alternatives to consider, starting with the most automation-driven platform.
1. BunnyDesk AI: The Best AI-Powered Alternative to Whale
BunnyDesk AI stands out as one of the strongest Whale alternatives because it tackles this problem at the root - documentation goes stale faster than teams can update it, and BunnyDesk removes that gap entirely.
BunnyDesk is an AI tool that keeps your help center and product documentation up to date on its own. It works by connecting your docs to the tools your team already uses - like code repositories, support systems, and workflow trackers - and then automatically updates content when things change. This means you no longer have to rely on people to remember to rewrite articles after every product update.
BunnyDesk watches signals like code commits, support ticket patterns, and feature changes, and then suggests edits, refreshes screenshots, expands FAQs, and fixes outdated steps for you. Your team simply reviews and approves the changes, which saves time and keeps information accurate.
It also builds a full AI-powered help center that looks great and stays updated automatically. With deep integrations across your existing tools, BunnyDesk is designed for fast-moving SaaS and product teams that want accurate, self-maintaining documentation without busywork.
2. Trainual: Training-First SOP Platform
Trainual is built for teams that want SOPs and employee training in one system. Instead of static documents, it turns procedures into step-by-step training with videos, screen recordings, images, and short tests. This helps new hires learn the right way from day one, not guess their way through written instructions.
Everything is organized by Subjects, Topics, and Steps, which feels like real training, not a document folder. Each role gets assigned specific training, so employees only see what matters to their job. AI-powered Smart Outlines help create SOP structures fast, which saves time and removes the pain of starting from scratch.
Managers can track training completion, test scores, and policy sign-offs in one dashboard. Employees get a clear to-do list and move through training in order. After onboarding, Trainual becomes a searchable knowledge base, so answers are easy to find without asking managers again.
3. Process Street: Workflow Automation for Recurring SOPs
Process Street is made for teams that run the same processes over and over. Instead of long SOP documents, it uses live checklists that guide people through tasks as work happens. Each run tracks progress, assigns owners, and enforces approvals automatically.
Workflows can change based on conditions, collect data through forms, and store shared information in one place. Integrations with tools like Slack and Salesforce keep processes connected to daily work instead of living in isolation. This reduces manual follow-ups and missed steps.
Analytics show how long processes take and where work gets stuck. Teams use this data to improve workflows over time. Process Street works best for operations teams that need repeatable, controlled processes rather than traditional SOP libraries.
4. Scribe: Automatic Visual SOP Creation
Scribe creates SOPs by recording what you do on your screen. As you complete a task, it captures each step and takes screenshots automatically. This removes the need to manually write instructions or manage images.
AI turns recordings into clean, easy-to-follow guides that anyone can understand. Sensitive data is automatically hidden, which keeps documentation safe. The result is consistent, visual SOPs that reduce confusion and missed steps.
Guides can be shared with links, PDFs, or embedded into wikis and training tools. Branding options keep everything professional. Scribe is best for teams that document software processes often and want speed without sacrificing clarity.
5. SweetProcess: Simple SOP Management
SweetProcess focuses on clear SOPs without complexity. Teams can document processes, assign tasks, and organize company knowledge in one clean interface. It’s easy to use and doesn’t require training to get started.
Multiple team members can edit procedures together, and updates appear instantly. Version history keeps changes organized, while role-based access controls who can view or edit content. Templates help teams document faster and stay consistent.
Visual process maps make complex workflows easier to understand. Everything is searchable, so employees find answers without interrupting others. SweetProcess works well for growing teams that want structure without heavy automation.
6. Tallyfy: Simple AI Workflow Automation
Tallyfy automates manual tasks, approvals, and processes that usually live in email or spreadsheets. Teams define workflows using simple “if this, then that” logic instead of complex diagrams. This makes automation accessible to non-technical users.
Workflows can start from a form and run automatically with task assignments and reminders. Managers can track progress in real time and see exactly who owns each step. AI-powered actions help reduce manual work even further.
External users can complete tasks without creating accounts, which makes Tallyfy useful for client and vendor workflows. It’s designed for teams that want automation without complexity or technical overhead.
Wrapping Up: Best Whale Alternative
After reviewing the top Whale alternatives, BunnyDesk stands out.
Unlike traditional SOP tools, BunnyDesk automatically keeps procedures updated by syncing with real workflows, tickets, and product changes. This removes documentation debt and ensures teams always follow the latest process.
If your SOPs change often and accuracy matters, BunnyDesk is the most future-ready alternative to Whale.
That wraps up our guide to the best Whale alternatives for standard operating procedures. Choose the tool that matches your team’s speed, complexity, and need for automation.
Made with Bullet