When it comes to training, onboarding, and managing company knowledge, choosing the right platform is crucial for business efficiency and growth. Both Whale and Trainual have gained popularity for their robust feature sets designed to streamline these processes.
However, each platform caters to slightly different needs, making it essential to examine their strengths and weaknesses in detail. This comprehensive comparison will help you decide which solution aligns best with your organization’s requirements and goals.
Whale vs Trainual: Key Features
Whale: Streamlined Knowledge Management and Training

Whale is a knowledge-sharing and SOP management platform designed to help teams document, share, and manage their processes, policies, and standard operating procedures (SOPs). Its primary goal is to ensure employees have easy access to the information they need to perform their tasks efficiently. Key features include:
- Document Processes, SOPs, and Best Practices: Create engaging, well-structured documentation that is easy to follow and looks professional.
- Video Screen Recorder: Produce bite-sized videos to demonstrate tasks and procedures visually, improving clarity and retention.
- AI Writing Assistant: Leverage artificial intelligence to craft new procedures efficiently, reducing manual effort and ensuring consistency.
- Step Recorder: Automatically capture every click, keystroke, and navigation path to generate detailed, step-by-step instructions.
- Import Documents: Standardize and centralize your company knowledge by importing and enhancing existing documents with the help of AI.
- SOP & Process Templates: Utilize pre-built templates to save time and ensure best practices are embedded in your documentation.
- Rich Editor: Incorporate text, videos, GIFs, images, and more to create engaging and comprehensive training materials.
- Training Flows: Automate learning journeys customized to roles, teams, and responsibilities.
Trainual: Comprehensive Onboarding and SOP Management

Trainual is a training and onboarding platform designed to help businesses document their processes, policies, and standard operating procedures (SOPs) while delivering structured training to employees. Its primary focus is to streamline onboarding, ensure consistency in operations, and help employees understand their roles and responsibilities. Notable features include:
- Structured Onboarding: Trainual enables businesses to create step-by-step modules that ensure new hires quickly adapt to their roles and responsibilities.
- Quizzes and Assessments: Built-in tests and quizzes help track employee performance, identify knowledge gaps, and reinforce learning.
- Role-Based Assignments: Automatically assigns relevant training materials based on employee roles, ensuring a tailored onboarding experience.
- Templates and Import Tools: Offers an extensive library of templates and the ability to import existing documents, simplifying the content creation process.
- Scalable Pricing Plans: Designed to accommodate businesses of various sizes, Trainual’s pricing plans are flexible enough to support small startups and large enterprises alike.
- Reporting Tools: Generate insights into training completion rates and overall effectiveness.
- Interactive Modules: Combine text and multimedia elements for engaging learning experiences.
- User-Friendly Interface: Simplifies the navigation and creation of training materials, reducing the learning curve for administrators and employees alike.
Whale vs Trainual: Pros and Cons
Whale
Pros:
- Extensive automation features, including AI-assisted document creation and step-by-step recording.
- Flexible and customizable training flows cater to diverse organizational needs.
- Intuitive interface ensures ease of use for both administrators and employees.
- Robust analytics and reporting tools provide actionable insights.
- Cost-effective pricing, especially for small to mid-sized businesses.
Cons:
- Heavy reliance on Zapier for extended integrations, which may add costs for advanced users.
- Importing documents can sometimes require additional formatting work.
- Role-based pricing may become expensive for large teams.
Trainual
Pros:
- Highly structured onboarding process ensures consistency across new hires.
- Comprehensive template library saves time and simplifies SOP creation.
- Strong focus on role-based training assignments.
- Reliable customer support and onboarding assistance make implementation seamless.
- Robust reporting and tracking tools help optimize training outcomes.
Cons:
- Limited customization options for businesses with unique workflows.
- Heavy reliance on written materials, which may not appeal to all learning styles.
- Pricing may be prohibitive for smaller businesses or startups.
Whale vs Trainual: Pricing Comparison
Whale Pricing
Free Plan
Designed for small teams starting with documentation and knowledge sharing.
Price: $0
Users: Up to 5 users
Scale Plan (Most Popular)
Perfect for growing companies looking to automate and scale employee onboarding and training.
Price: $99/month
Users Included: 10
Additional Users: $10 per user/month
Enterprise Plan
Tailored for larger organizations seeking ultimate control and flexibility.
Price: Custom pricing on demand
Trainual Pricing
Small Business Plan
Ideal for smaller teams with up to 25 employees.
Price: $299/month
Medium Business Plan
Best for teams with 26–50 employees and additional scaling tools.
Price: $349/month
Growth Business Plan
Designed for larger organizations with 51–100 employees and advanced scaling tools.
Price: $499/month
Key Takeaways
- Whale: Offers a more affordable entry point, especially for small to mid-sized teams, with a free option for smaller organizations and a scalable pricing model for growing companies.
- Trainual: Provides structured pricing plans tailored to larger teams, with robust features for businesses requiring more extensive training and role-based tools.
Whale vs. Trainual: Use Cases
Here’s a detailed comparison of how Whale and Trainual cater to different use cases, considering their core strengths and functionalities:
Whale Use Cases

- Knowledge Sharing for Small Teams
- Whale is ideal for small teams that need a centralized repository for their processes and workflows.
- Use it to share operational knowledge, ensure team alignment, and avoid repetitive questions.
- Example: A small agency documenting its project management workflows to ensure everyone follows the same process.
- Standard Operating Procedure (SOP) Management
- Best for businesses looking to create, update, and maintain SOPs efficiently.
- Use it to build easy-to-follow guides for employees, with videos and rich media for clarity.
- Example: A café chain documenting its opening and closing procedures for consistency across locations.
- Onboarding New Employees
- Great for quickly bringing new hires up to speed with interactive, multimedia-rich training materials.
- Example: A startup onboarding remote employees with engaging step-by-step guides and video tutorials.
- Process Updates and Continuous Learning
- Use Whale to keep teams updated with process changes and provide ongoing training opportunities.
- Example: A customer service team learning about updates to company policies or new tools through contextual guides.
- Remote or Hybrid Work Enablement
- Designed for remote teams needing clear, accessible documentation and training materials.
- Example: A fully remote tech company using Whale to provide contextual instructions for using internal tools.
Trainual Use Cases

- Scalable Employee Onboarding
- Trainual is built to handle onboarding for businesses growing rapidly.
- Use it to create role-specific training tracks to ensure new hires understand their responsibilities from day one.
- Example: A fast-growing SaaS company onboarding multiple sales reps with position-specific modules.
- Role-Based Training Assignments
- Perfect for organizations with clearly defined job roles that require targeted training.
- Example: A retail chain assigning different training modules for cashiers, inventory staff, and store managers.
- Compliance and Process Training
- Ideal for businesses in regulated industries where compliance is critical.
- Use it to train employees on compliance policies, safety procedures, or industry regulations.
- Example: A healthcare provider training staff on HIPAA compliance.
- Training Accountability and Tracking
- Trainual ensures employees complete their assigned training with quizzes and progress tracking.
- Example: A marketing agency monitoring its team’s understanding of a new project management tool.
- Company-Wide Knowledge Documentation
- Trainual is also suitable for centralizing company policies, processes, and best practices.
- Example: A manufacturing company creating a library of its quality control processes.
- Franchise Operations Management
- Perfect for franchises needing to standardize processes across multiple locations.
- Example: A fitness franchise documenting workout protocols, customer service practices, and cleaning routines for its locations.
Whale vs Trainual: Additional Considerations
Integration Capabilities
Whale:
- Zapier-Based Integration: Whale primarily uses Zapier to connect with various tools, which provides flexibility but may add an extra layer of complexity for businesses unfamiliar with Zapier.
- Target Use Case: Ideal for businesses that rely on basic integrations and want a simpler setup without requiring deep technical connections.
Trainual:
- Direct Integrations: Trainual integrates directly with popular HR tools (e.g., Gusto, BambooHR), communication platforms (e.g., Slack, MS Teams), and productivity software (e.g., Zapier, Asana).
- Target Use Case: Perfect for organizations deeply embedded in specific ecosystems that require seamless, out-of-the-box integration with their existing software stack.
Consideration:
Businesses should assess their current tools and decide whether Zapier’s flexibility or Trainual’s direct integrations align better with their workflows. For instance, a company already using a wide range of tools like Slack or BambooHR might lean toward Trainual, while smaller teams with simpler integration needs may find Whale sufficient.
Learning Formats
Trainual:
- Primarily Text-Based: Trainual relies heavily on written materials and structured documents to deliver training content. While it supports quizzes and modules, the focus remains on text, which may suit teams requiring compliance or procedural training.
- Strength: Text-based learning is effective for organizations with employees accustomed to formal, written instructions or in industries like legal or finance where precise documentation is critical.
- Potential Limitation: Organizations with diverse teams, especially those with employees who prefer interactive or visual learning, may find this format less engaging.
Whale:
- Interactive and Multimedia Learning: Whale offers features like video integration, AI quizzes, and contextual suggestions, making it more engaging for learners with diverse preferences.
- Accessibility: Videos and multimedia content help simplify complex topics and are especially effective for hands-on roles or teams that learn better visually.
- Strength: The inclusion of AI-driven quizzes ensures active learning and better knowledge retention, catering to different learning styles.
- Use Case: Ideal for businesses looking to foster engagement, especially in creative or technical industries.
Consideration:
For organizations where engagement and variety in learning styles are a priority, Whale stands out. Trainual is better suited to structured environments with a focus on text-heavy, compliance-driven training.
Scalability
Trainual:
- Tiered Pricing for Growth: Trainual is designed to grow with your organization. Features like role-based content assignments and scalable training paths make it an excellent option for companies with a growing headcount or expanding teams.
- Strength: Businesses with structured hierarchies can easily assign and track role-specific training, ensuring alignment as the company scales.
- Cost Implications: Pricing increases as the organization grows, which could be a factor for larger businesses with limited budgets.
Whale:
- Affordable for Small Teams: Whale’s pricing structure is more affordable and flexible, making it a strong choice for small to medium-sized businesses (SMBs) with tighter budgets.
- Customizable Learning Paths: Even with its lower pricing, Whale allows for the creation of tailored learning paths, enabling businesses to adapt training to their specific needs without incurring additional costs.
- Strength: Whale’s simplicity and affordability make it an attractive choice for smaller organizations not anticipating rapid scaling but seeking efficient and engaging training solutions.
Consideration:
Trainual shines for growing businesses that need to manage training for larger teams or multiple departments, while Whale is ideal for cost-conscious SMBs or those with smaller, more stable teams.
Final Verdict: Whale or Trainual?
Both Whale and Trainual are exceptional platforms for training, onboarding, and SOP management, but their strengths cater to different business needs:
- Choose Whale if your priorities include flexibility, automation, and affordability. Its intuitive interface and AI-powered tools make it a great choice for small to mid-sized teams.
- Choose Trainual if you require a structured, comprehensive system for onboarding and SOP documentation. Its advanced features and scalability are ideal for larger organizations with complex training needs.
Ultimately, your choice should align with your organization’s size, training complexity, and long-term goals. By thoroughly evaluating the features, pricing, and use cases outlined in this comparison, you can select the platform that will drive efficiency and growth for your business.