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Creating and managing playbooks

Updated over a month ago

Playbooks in Whale are where your step-by-step procedures, SOPs, and internal processes come to life. Housed within Libraries, Playbooks help you structure and deliver clear, actionable documentation across your teams. Whether you’re onboarding, managing operations, or scaling processes, Playbooks ensure consistency and speed.

Too busy to start from zero? Whale offers 100+ ready-to-use templates, so you can roll out processes in minutes — not hours.


How to Create a Playbook

Step 1: Navigate to a Library

Go to the Library where you want to create a new Playbook.

Step 2: Start a New Playbook

  • In Grid View: Click “Create Playbook”

  • In List View: Click the ➕ icon next to the Library name

You’ll now see a pop-up with two options:

  • 📄 Start from scratch

  • 🧩 Choose from 100+ templates categorized by theme (e.g., Onboarding, Sales, Compliance)


Step 3: Customize Your Playbook

After choosing a template or starting fresh, personalize your Playbook:

  • 🏷️ Title – Name your Playbook (e.g., New Hire Onboarding)

  • 😀 Add an emoji using your keyboard shortcut

  • 🎨 Choose a color from presets or input a Hex code

  • 👤 Assign a Playbook Expert – This person can own updates and reviews

    → Learn more: [How to set a review interval for a Playbook]

  • 📤 Publish or Unpublish

    • Keep the Playbook unpublished while it’s still a draft

    • Only admins and editors will see unpublished Playbooks


Example Use Case

You’re creating a Customer Support Library. Inside, you add a Playbook called Handling Customer Complaints.

You start with one of Whale’s customer service templates, customize the steps, assign an expert for quarterly reviews, and publish it for your support team to access instantly.

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