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Creating and managing boards

Updated over a month ago

Boards are the highest level of organization in Whale. They help you structure, centralize, and categorize all your playbooks, procedures, and knowledge in a way that’s easy for your team to navigate. Whether you’re organizing by department (e.g., HR, Sales, Engineering) or by broader themes (like Company Culture or Onboarding), Boards provide a clean, high-level view of your company’s knowledge.

⚠️ Note: On the Forever Free plan, you’re limited to one board.


How to Create a New Board (admin only)

Step 1: Go to the Board Section

  • From your Whale workspace, navigate to the Boards view

  • Click “Create Board” in the top-right corner

Step 2: Set Board Details

A pop-up will appear where you can:

  • 🏷️ Name your Board (e.g., Customer Success, IT Policies)

  • 🎨 Choose a color from presets or enter a custom Hex color code

Step 3: Manage Permissions

Click “Permissions” to define who can access the board (Admins always have access to all boards/libraries):

  • 👁️‍🗨️ Reader – Can view content but cannot make changes

  • ✍️ Writer – Can view and edit board content

  • 🚫 No access – Only admins can see or manage this board

🔗 Need more detail? See our guide on User Permissions


Rearranging Your Boards

You can reorganize the order of your boards with a simple drag-and-drop:

  • Hold the top-right icon of any board to drag it

  • Drop it into the new position

  • ⚠️ This rearrangement changes the board order for all members of your workspace


Example Use Case

Let’s say you’re building out SOPs for your growing team. You might create separate boards for:

  • Human Resources

  • Sales Processes

  • IT & Security

  • Company Culture

Each board then contains playbooks and cards specific to that topic — giving everyone the clarity they need to find the right content, fast.


Boards are the foundation of an organized Whale workspace. Create your first (or next) board today and structure your documentation in a way that works for your entire team.

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