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.
Go to: Boards
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 “New 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
✅ Note: The actions shown on a board or library tile's “...” dot menu now correctly reflect your permission level — if you only have Reader access, you’ll only see actions you’re actually able to perform, while Writers/contributors will see the full set of edit actions available to them.
Rearranging Your Boards
You can reorganize the order of your boards with a simple drag-and-drop:
Drag any board tile in grid view (in list view, use the drag handle). Dragging needs board-management permission and is turned off in Bookmarked and during search.
Drop it into the new position
⚠️ This rearrangement changes the board order for all members of your workspace
📚 Collapse library columns: On a board, hover a library’s column header and click Collapse to shrink it to a narrow strip; click Expand to open it again. The board’s … menu also has Collapse all columns and Expand all columns. This only changes your own view, and Whale remembers it in this browser.
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.