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The Whale analytics

Updated over a month ago

Understanding how your team interacts with content is key to driving adoption, optimizing training, and keeping documentation relevant. That’s where Whale Analytics comes in. This built-in reporting dashboard gives you full visibility into content usage—from playbook views and assignment completion to search trends and quiz performance—so you can take action and continuously improve your knowledge base.


📊 How to Use Whale Analytics

Navigate to the Analytics section in your Whale workspace to explore different tabs. Each tab provides valuable insights into content engagement, team progress, and content health.


1. 📋 Assignments

See how your team is progressing with assigned content.

View by:

  • Assignee – Track individual progress across all assignments.

  • Playbook/Card – View completion stats by specific content.

Tip: Click into a user’s assignment list and check the box to send a reminder email—great for nudging users who haven’t completed a read assignment.

⚠️ Reminders only apply to manually assigned content (not training flows).

Example: See that a Sales Rep hasn’t completed the “Lead Qualification SOP” and send a reminder directly.


2. 🧠 Experts (Content Reviews)

Track the review cycles of playbooks assigned to experts, helping ensure SOPs and policies stay up to date.

View by:

  • Expert – See how many playbooks each expert manages and their review progress.

  • Playbook – Check next due dates and review completion status.

Example: Use this to follow up with the Marketing Lead on overdue reviews of your social media guidelines.


3. 👀 Views

Understand content engagement.

  • Most Viewed Playbooks – Know which team procedures get the most traffic.

  • Most Viewed Cards – Spot frequently referenced steps or tools.

Example: The “Expense Reimbursement Process” card gets the most views—indicating it’s critical and should be reviewed often for clarity.


4. 🔍 Searches

Track what your team is looking for—and what they can’t find.

  • Top Searches – See what’s searched most often.

  • Searches with No Results – Identify content gaps.

  • Searches with No Clicks – Spot unclear or unhelpful search results.

💡 Pro Tip: If a search returns no suggestions, users can directly ask an expert—helping your team surface missing documentation.

Example: Multiple users search “Slack notifications” with no results—time to document that process.


5. 🧪 Quizzes

Evaluate knowledge retention and training effectiveness.

View by:

  • Quiz – See participation rates and scores per quiz.

  • Assignee – Review individual quiz scores.

Get insights like:

  • Completion rates

  • Overall and per-question performance

  • Who passed or failed

Example: After assigning the “Security Awareness Quiz,” check that 85% of team members passed with a score above 70%.


6. 🔁 Training Flows

Track automated onboarding and role-specific training.

  • Select a training flow

  • Filter by time frame

  • Click on a user to view individual progress

You’ll see a clear percentage of completion and which steps are still pending.

Example: You notice that new hires haven’t completed the “IT Setup” section of the onboarding flow and decide to follow up.


7. ✅ Checklists

See how checklists are being completed by users.

  • Filter by checklist or user

  • Review each checklist run in detail

  • View comments and skipped steps

Example: You assign a checklist for “Opening a New Store” and track that all tasks are completed before launch day.


8. 🛠️ Workspace Activity

Get behind-the-scenes visibility into content creation and changes.

  • See who created, edited, or deleted playbooks and cards

  • Track contributor activity across your workspace

🔎 Want to go deeper? Learn more here: Navigate through your Workspace Activity

Example: You discover the Finance team has created 10 new SOPs this month—great progress to highlight in your next team meeting.


By leveraging Whale’s Analytics dashboard, you can ensure your content stays relevant, your team stays on track, and your knowledge strategy delivers real value. Whether you’re onboarding, training, or auditing performance, these insights help you make smarter decisions every day.

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