Manual assignments are great, but when it comes to onboarding, role changes, or recurring training, automation is key. That’s where Training Flows in Whale come in.
With Flows, you can automatically assign playbooks, cards, quizzes, and more — all in a pre-defined order. This ensures every team member gets the right knowledge at the right time, without the need for constant admin work.
Training Flows are ideal for:
🚀 New hire onboarding
🔁 Recurring or role-specific training
🔄 Updating users when content changes
🧭 Guiding users step-by-step through a learning path
They ensure consistency, save time, and improve the learning experience across teams.
How to Set Up a Training Flow
Step 1: Open the Flow Builder
Go to the Automations section in Whale
Click Create Flow
Step 2: Configure the Flow
Set your flow’s basic settings:
🏷️ Flow name (press Enter or Save to start building)
⚡ Trigger — when should the flow start?
👥 User group — which team or group should receive it?
🧑💼 User type — apply filters like “All User” or “Admin/Member”
Click Continue to begin building your flow.
Step 3: Build the Flow
You can now add steps using Actions, Delays, and Sections.
➕ Add Actions
Assign content automatically in the order you define:
📄 Assign a Card
📘 Assign a Playbook
🧠 Assign a Quiz
✅ Assign a Checklist
🏅 Assign a Badge
⏱️ Add Delays
Space out learning by time:
⌛ Add a delay of hours, days, or weeks between steps
📂 Add Sections
Organize your flow into clear segments:
Add a Section Title
Expand/collapse for better overview during editing
💡 Pro Tip: You can insert a new step between existing steps using the ➕ button when editing.
Step 4: Save the Flow
Once you’re happy with the setup, click Save Flow. It will start assigning content to users based on your triggers and structure.
Managing Flows
⏸️ Pause or reactivate flows anytime
✏️ Edit or delete a flow via the 3-dot menu in the Actions column
⚠️ Important: Changes made to a flow only apply to new users added after the edit.
Existing users will continue with the original version they were enrolled in.
📊 Track Progress with Analytics
In the Analytics section under Training Flows, you can:
View completion progress and timestamps
View quiz scores
Follow up on due dates
Example: New Hire Onboarding Flow
Let’s say you create a flow called New Hire Onboarding. When a new user joins Whale, this flow automatically assigns:
🏢 “About the Company” card
🙋 “Meet the Team” playbook
✅ “Equipment Setup Checklist”
🧠 “Getting Started Quiz”
Delays between each step can help space out the onboarding over the first week.
Each time a user completes an assignment, the flow continues. If a task isn’t marked as Done, the flow will pause until it is.
Alternative Access: Create Anywhere
You can also create a training flow using the Create Anywhere option — available throughout your Whale workspace for quick access.
