Documentation tools are like office coffee machines—everyone relies on them, but rather disappointing if you have to be brutally honest.

You start with good intentions: centralizing company knowledge, streamlining onboarding, and ensuring your team reads the SOPs (wishful thinking, right?).

But reality hits. The search function doesn’t work as expected, formatting feels like a relic from the early 2000s, and half the team prefers asking Slack questions over checking documentation.

That’s why companies look for alternatives to Whale. While it does a solid job, Whale is not a one-size-fits-all solution. If you’ve been side-eyeing Whale’s limitations, you’re not alone.

Allow me to break down the 5 best Whale alternatives & competitors of 2025 that might be the perfect fit for your organization.

TL;DR

What is Whale?

​Whale is a knowledge management platform designed to centralize and streamline organizational learning. It enables businesses to create, organize, and share interactive content, making it ideal for onboarding and continuous employee training.

Why do customers look for Whale alternatives? (with proof)

While Whale is a well-loved knowledge management and documentation tool, not every user finds it to be the perfect fit. Below, I'll break down the most common reasons why users explore Whale alternatives—backed by authentic customer reviews:

1. AI capabilities still need improvement

While the platform offers AI-powered search and automation, users report that these features don’t always perform as expected.

This means that while Whale’s AI is functional, it may not be as advanced as users expect—especially for teams that rely heavily on automation to speed up processes and reduce manual work.

Search functionality is another area where some users see room for improvement.

For teams that handle a large volume of documents and need a more powerful AI-driven search engine, these limitations can slow down productivity.

2. User access controls are limited to higher tiers

For organizations with multiple departments, having precise control over who can view, edit, or manage content is critical. However, Whale restricts certain user access controls to its highest-tier plans, making it difficult for small and mid-sized teams to enforce content security without upgrading.

This limitation can be frustrating for businesses that need to regulate document access based on roles but don’t want to pay extra for advanced permissions.

Without fine-grained access controls, knowledge management can become messy, with employees gaining access to content they don’t need—or worse, making unintended changes to critical documents.

3. Formatting and content editing limitations

Whale is designed to make documentation simple and structured, but some users feel that its content editor lacks flexibility. While the platform offers predefined text styles and templates, users who need more advanced formatting options may find it limiting.

For companies that rely on detailed documentation, training manuals, or visually rich content, these small limitations can impact how information is structured and presented.

If Whale falls short for your team, don’t worry—you have options. We have created this list to help you find the best Whale alternative. Let's get into it:

What are the best alternatives to Whale in 2025?

I’ve thoroughly researched knowledge-sharing tools, gone through various use cases, and analyzed hundreds of user reviews to compile this list of the 5 best Loom alternatives & competitors of 2025.

1. Supademo

Capturing attention and keeping users engaged is no easy task especially when static documentation and long training videos fall flat. Supademo changes the game by making interactive demo creation effortless, no technical skills are required.

Supademo helps teams craft step-by-step walkthroughs and interactive SOPs that streamline training, employee onboarding, and process documentation. There are a plethora of other use cases that Supademo covers seamlessly: product adoption, sales enablement, and lead generation.

Regardless of your use case, Supademo makes it easy to create, customize, and share interactive demos that deliver results.

What are Supademo’s key features?

A no-code interactive demo editor with full customization

Supademo gives users complete creative control over their interactive demos—without the need for video editing skills or coding expertise.

With an intuitive editor, you can highlight key actions using hotspots, tooltips, and step-by-step guidance to keep users engaged.

Unlike traditional screen recordings, Supademo allows

• Dynamic editing—zoom into crucial steps,
• Rearrange sequences,
• Blur sensitive information, and
• Customize demo flow with drag-and-drop simplicity.

Customization doesn’t stop at visuals. Businesses can maintain brand consistency by adding logos, custom colors, and domain branding as well. Need personalization? Supademo supports dynamic variables in titles, CTAs, and tooltips, so every demo feels tailored to the viewer.

HTML-powered demo recording for a real product experience

Forget static screen recordings—Supademo’s HTML-based demo capture creates a pixel-perfect replica of your product, preserving every UI element, hover effect, and animation.

This method enables users to interact with a real-feeling product simulation rather than passively watching a video. Plus, because Supademo captures HTML and CSS, you can update elements like text, numbers, and placeholder data without having to re-record the demo.

Perfect for SaaS teams, this feature allows for seamless embedding across websites, onboarding flows, and help centers, making product education more immersive and user-driven.

AI-powered automation for fast, polished demos

Supademo eliminates tedious manual work with AI-driven enhancements that speed up demo creation.

• AI-generated text annotations: Automatically creates clear, benefit-driven descriptions for each step, removing the need for manual copywriting.
• AI voiceovers: Generate human-like voiceovers in multiple languages and tones, powered by OpenAI and ElevenLabs. No need for recording studios or external tools.
• Instant translations: Convert demos into 15+ languages in seconds, ensuring a localized experience for global users.

By automating these steps, Supademo helps teams focus on crafting compelling storytelling while AI handles the production details.

Actionable analytics to optimize demo performance

Supademo doesn’t just help you create interactive demos—it also provides deep insights into how users interact with them.

• Engagement tracking: View completion rates, drop-off points, and interaction hotspots to understand where users engage most.
• Viewer identification: Distinguish between known leads (via email capture) and anonymous viewers, helping sales teams prioritize follow-ups.
• Lead export & CRM sync: Seamlessly integrate captured leads into marketing automation or CRM tools, ensuring sales teams can act on demo interactions.

By using this data, businesses can refine their demos, improve messaging, and maximize user engagement—turning demos from a passive experience into a conversion-driven asset.

What is Supademo’s pricing?

What are Supademo’s pros & cons?

✅ Showcases feature enables users to structure and share multiple demos seamlessly.

✅ Responsive support team actively listens to feedback and enhances the platform.

✅ Auto-navigation and hotspots boost interactivity and engagement.

✅ Budget-friendly alternative to expensive SaaS demo tools.

❌ AI voiceovers need better accent support for non-English languages.

❌ Slide rearrangement can feel unintuitive at times.

Why should you choose Supademo over Whale?

When it comes to knowledge sharing and interactive demo creation, both Supademo and Whale bring valuable features to the table. However, Supademo stands out as the more agile and scalable option, especially for teams that need engaging, interactive walkthroughs without the complexity of structured knowledge hubs.

With AI-powered automation, no-code editing, and seamless embedding, Supademo makes it easier and faster to create dynamic, user-friendly demos that drive engagement and adoption.

Supademo is loved by a lot of customers. Here's one of our customers—CEO of ReelDx talking about Supademo. ReelDx was able to train 100s of students and faculty through Supademos and save 12+ hours each month. You can read the full case study here.

“For a really long time, we’ve been looking for an easy onboarding solution that meaningfully allows users to try the platform. We explored a lot of solutions, but none were as easy as Supademo." says Rob Humbracht.

Why is Supademo a better alternative to Whale?

1. Supademo doesn’t gatekeep essential features

One of the most common frustrations with Whale is that some of its most powerful features—like user access controls and AI-driven assistance are limited to higher-tier plans. This creates barriers for smaller teams or businesses that need robust documentation and interactive training but can’t justify enterprise-level pricing.

Supademo, on the other hand, offers a flexible pricing model that ensures users can access core features from interactive demo creation to AI-powered voiceovers—without requiring a hefty upfront investment.

Even on the free plan, users can create shareable, interactive demos with branding and engagement analytics, making it far more accessible for startups, growing teams, and budget-conscious businesses.

2. Faster, more interactive content creation

Whale is an excellent platform for structuring knowledge, but the process of creating detailed documentation can still be manual and time-intensive.

Users need to format content, ensure consistency, and maintain updated playbooks, all of which require significant effort.

Supademo streamlines this process with AI-powered automation. Instead of manually structuring training guides, Supademo lets users auto-capture workflows, generate step-by-step interactive walkthroughs, and add AI-generated annotations, all in a fraction of the time.

This makes it ideal for fast-moving teams that need to onboard employees, train customers, or showcase processes without spending hours on documentation.

3. A more dynamic and engaging user experience

Whale is built for structured documentation, but it lacks the interactivity needed for modern onboarding and product training.

Supademo bridges this gap by allowing users to create highly interactive, click-through demos that mimic real-life product usage. With built-in hotspots, guided walkthroughs, and AI voiceovers, teams can create an engaging learning experience that feels more natural than static documentation.

For companies looking to boost training effectiveness and reduce time spent answering repetitive questions, Supademo provides a more dynamic, hands-on learning approach—one that keeps users engaged while making the learning process intuitive.

4. More flexibility with branding and customization

Branding is critical when creating customer-facing or internal documentation, yet Whale’s customization options are somewhat limited. While it provides templates, users often find that the formatting is rigid, and branding opportunities don’t fully align with their company’s visual identity.

Supademo, however, gives users full control over branding. Teams can customize demo colors, embed interactive product walkthroughs seamlessly, and even personalize CTAs and voiceovers.

This makes it an ideal solution for companies that need consistent, branded training materials that align with their overall messaging.

2. Trainual

Trainual is an all-in-one platform for documenting SOPs, training employees, and keeping everyone on the same page. Whether you’re onboarding new hires, standardizing workflows, or rolling out company-wide updates, Trainual ensures consistency without micromanagement.

What are Trainual’s key features?

• SOP & process documentation made easy: With built-in templates and drag-and-drop functionality, businesses can quickly create and update training materials—no technical skills required.
• Interactive training modules: Trainual offers interactive training modules with videos, quizzes, and step-by-step guides to keep employees engaged.
• Role-based content assignments: Instead of making employees sift through irrelevant documents, Trainual assigns training content based on roles, departments, or locations.  
• Integrations for workflow automation: Trainual connects with tools like Slack, Zapier, and Gusto.

What is Trainual’s pricing?

Trainual doesn't have a clear pricing structure. It mentions only the cost of the plans, but what features are covered in those plans is not talked about.

What are Trainual’s pros & cons?

✅ Easy-to-use interface for creating step-by-step training with images, videos, and GIFs.

✅ Strong customer support with quick response times and dedicated onboarding specialists.

✅ Provides version control and compliance tracking for policy updates.

❌ Bugs occasionally prevent uploading GIFs or videos, though issues are short-lived.

❌ Organizing content for large teams can be tricky due to limited filtering options.

❌ Video recording feature is not included in all plans and requires an upgrade.

3. iorad

Iorad helps you automatically capture actions as you perform them, instantly generating interactive step-by-step guides. Whether you’re onboarding new employees, building SOPs, or troubleshooting workflows, Iorad helps teams document processes without manual effort.

What are iorad’s key features?

• Automated step-by-step capture: Click, type, and navigate as usual, and Iorad automatically generates a structured tutorial, breaking down each action into individual steps.
• Multi-format output: Iorad lets you convert your tutorials into various formats—interactive walkthroughs, PDF guides, narrated videos, or embeddable knowledge base articles.
• Built-in AI voiceover and translations: Iorad provides AI-generated voiceovers and supports translations into multiple languages, making it easy to scale training across global teams.
• Instant sharing and embedding: Once created, tutorials can be shared instantly via a URL or embedded directly into platforms like Notion, Confluence, or an LMS.

What is iorad’s pricing?

What are iorad’s pros & cons?

✅ Iorad allows users to edit steps after recording, making adjustments easy and flexible.

✅ Masking features help protect sensitive information while keeping content interactive.

✅ The Chrome extension enables fast tutorial creation with an easy-to-use interface.

❌ Tutorial reading flow could be smoother, requiring manual editing for clarity.

❌ The tool occasionally stalls on certain web pages, leading to incomplete recordings.

❌ Pricing could be more affordable for smaller teams or individuals.

4. Scribe

Scribe is a popular tool for creating step-by-step guides effortlessly. Designed for teams looking to document workflows, onboard employees, or provide customer support, Scribe automates capturing and formatting instructions with minimal effort.

What are Scribe’s key features?

• Automatic process capture: Record step-by-step workflows effortlessly—perform the task once, and Scribe will automatically generate screenshots and written instructions.
• Smart text generation: Transform raw captures into well-structured, professional guides with AI-driven explanations that ensure clarity for each step.
• Screenshot editing and redaction: Safeguard sensitive data with automatic and manual redaction tools that blur confidential details while keeping the instructions intact.
• Multiple export formats: Distribute guides as web pages, PDFs, embedded content, or integrate them seamlessly into existing documentation systems.
• Organized guide management: Structure and categorize process documentation in dedicated workspaces with customizable permissions for controlled access.

What is Scribe’s pricing?

Scribe's pricing is divided into four tiers. They are as follows:

What are Scribe's pros & cons?

✅ Generates clean, professional documentation without requiring design skills or templates.

✅ Easily updates guides by re-recording steps, removing the need for manual edits.

✅ Supports both web apps and desktop software, covering a wide range of documentation needs.

❌ Offers fewer formatting options than dedicated documentation tools for text-heavy content.

❌ May misinterpret complex UI interactions, requiring minor manual tweaks.

❌ Long processes can become difficult to manage without manual sectioning.

5. Guidde

Guidde is an AI-powered video documentation tool designed to simplify the creation of how-to guides and training materials. With its intuitive interface and automation features, it helps teams generate high-quality, step-by-step video tutorials in minutes. Whether you're onboarding new employees, training customers, or documenting internal workflows, Guidde offers an efficient solution to streamline the process.

What are Guidde’s key features?

• AI-assisted video creation: Guidde automatically captures workflows and generates step-by-step video tutorials with AI-powered narration. You can customize voiceovers, annotations, and subtitles to make tutorials more engaging and accessible.
• Auto-generated text and captions: Manual text entry can be time-consuming, but Guidde eliminates that burden. It transcribes recorded actions, generates structured captions, and formats content into an easy-to-follow guide.
• Flexible sharing and embedding options: You can share guides as links, embed them into knowledge bases, or export them as PDFs and videos.
• Custom branding and personalization: Businesses can apply their logos, colors, and fonts to maintain consistency across training materials. This feature makes it an excellent tool for external-facing documentation.

What is Guidde’s pricing?

What are Guidde’s pros & cons?

✅ Magic Writer automates guide creation, minimizing manual effort.

✅ User-friendly interface with little to no learning curve.

✅ Responsive customer support ensures quick issue resolution.

❌ Limited analytics make it hard to measure engagement effectively.

❌ Frame timing inconsistencies can cause playback issues.

❌ AI voiceovers may still sound unnatural at times.

How to select the right Whale alternative?

If you’ve made it this far, it’s clear you’re looking for a knowledge-sharing tool that actually works for your team—not one that makes documentation feel like a chore.

Every alternative we’ve covered has its strengths, but the best fit depends on what matters most to you: automation, customization, integrations, ease of use, or pricing. The only way to be sure? Try them out and see which one fits seamlessly into your workflow.

If you need a tool that makes documentation effortless, keeps your team engaged, and doesn’t bury essential features behind premium tiers, Supademo is a strong contender. It offers an intuitive, interactive, and flexible approach to sharing knowledge—without the hassle.

Give Supademo a test run for free and see how it stacks up against Whale.