Getting started with Whale is simple — this light 5-step onboarding plan will help your team move from setup to success, step by step.
With just five 15-minute steps, you’ll signup for Whale, invite your team, document your first SOPs, and enable the Whale Copilot to start delivering just-in-time knowledge inside your daily tools.
Follow the checklist below to make sure you’re set up for long-term adoption and value.
Step 1 – Get Whale and Set Up Your Workspace
Start by getting Whale ready for your team.
Steps:
Log in to your Whale account or create one if you’re new.
Invite key teammates who will help document and review processes.
Install the Whale CoCreator extension in your browser (Chrome or Edge).
→ Installation guideInstall the Whale Copilot extension in your browser (Chrome or Edge).
→ Installation guide
Example:
Your Operations Manager installs the Whale CoCreator and invites department leads to begin mapping out their recurring processes.
Helpful article: Adding users and creating groups
Step 2 – Define Key Topics and Create Your First SOP
Now that you’re set up, it’s time to start documenting.
Steps:
Identify 3–5 recurring tasks or FAQs that new hires often ask about.
Create your first SOP using Whale’s simple CoCreator extension.
Organize content into Whale's structure (e.g., Sales Onboarding, Customer Support, HR Policies).
Example:
You create an SOP for “How to qualify a lead in HubSpot” under the Sales board.
Helpful article: Outlining your structure in Whale
Step 3 – Assign Roles and Publish SOPs
Collaborate and start sharing knowledge with your team.
Steps:
Add experts for each playbook so accountability stays clear.
Set review reminders to keep SOPs accurate over time.
Example:
Once your “Client Handover Guide” is published, your Project Manager is added as the expert to keep it up to date every quarter.
Helpful article: Setting a review interval and expert for playbooks
Step 4 – Activate the Whale Copilot in Daily Tools
Bring Whale content where your team works.
Steps:
Open Whale Copilot in your browser while using your CRM, support desk, or internal tools.
Search or highlight text to access relevant SOPs instantly.
Pin frequently used SOPs for quick reference.
Encourage your team to use Copilot instead of asking repetitive questions.
Example:
Your Customer Success team starts using Whale Copilot in Intercom to pull up troubleshooting guides while chatting with clients.
Helpful articles: Bookmark you content and Creating suggestions for the CoPilot extension
Step 5 – Share and Engage the Team
Make Whale a daily habit across your organization.
Steps:
Host a 15-minute kickoff call to introduce Whale and the Copilot to your team.
Show how to find SOPs and give feedback directly within Whale.
Use Slack/Teams integration to share a “SOP of the Week.”
Track engagement in your analytics to see who’s reading and contributing.
Example:
Each Monday, a new “SOP of the Week” is shared in Slack, keeping knowledge visible and encouraging adoption.
Step 5+ – Review, Improve, and Assign Next Steps
Refine your structure and plan for scaling documentation.
Steps:
Check analytics frequently to see which SOPs are most used.
Update formatting for consistency (titles, tags, tone).
Plan your next batch of SOPs based on feedback.
Create a documentation schedule for each department.
Automate Training with flows for each role.
Example:
After noticing frequent views on “Expense Reimbursements,” you create a series of related SOPs for the Finance team.
✅ By the end of the week, your workspace will be organized, your team will know how to access knowledge instantly, and your processes will live where work happens.