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Assign playbooks and cards

Updated over a month ago

When you create valuable content—like a new SOP, policy, or how-to guide—you want your team to see it. Assignments in Whale let you actively share that content with the right people. Whether it’s a company-wide update or team-specific knowledge, assignments ensure no one misses what matters.

Admins and writers can assign Playbooks or Cards to individuals or groups, set due dates, and track progress through Whale’s analytics. Best of all: it’s the most effective way to notify others when content is updated—since Whale doesn’t send automatic alerts on changes.

  • 📣 Announce new or updated content directly to the right team or person

  • 📅 Set deadlines for completion to drive accountability

  • 📊 Track who’s read what via the Analytics tab

  • 📬 Trigger email and dashboard notifications for visibility


📘 How to assign a Playbook or Card

Step 1: Open the Playbook menu

  • Navigate to the Playbook or Card you want to assign

  • Click the blue Share button next to the playbook title or click the pink Share button on the top right of your card

Step 2: Choose recipients

  • Select one or more individuals or user groups

  • Write a short note to provide context

  • (Optional) Set a due date to help prioritize the reading

💡 Pro Tip for Admins: Can’t find someone in the list? Just type their email to invite and assign immediately—no need to leave the screen.

Step 3: Send the assignment

  • Click Send

  • The assignee(s) will receive an email notification and see the assignment in their dashboard


🔍 Tracking assignment progress

  • Navigate to the Analytics tab

  • Check the status of assignments—who opened, who completed, and who’s overdue

  • Use this data to follow up or reassign as needed


📌 Real-life examples

  • New policy rollout: Assign the updated PTO policy to all employees with a 7-day deadline

  • Team onboarding: Assign key SOPs to new hires as part of their training

  • Process update: When a sales process changes, assign the revised card to the Sales team


By using assignments, you ensure content doesn’t just sit there—it’s read, acted on, and kept top-of-mind across your organization. Make it part of your workflow and turn your documentation into action.

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