Registering an AI tool
Your AI tool inventory is the foundation of EU AI Act and most AI-governance obligations: you have to know which AI systems your organization uses before you can show they are compliant. This guide explains how to add a tool and keep the register accurate.
Why an inventory matters
Regulators expect a complete, current record of every AI system your organization deploys or relies on — including third-party tools like ChatGPT, Copilot, or an AI hiring screener. The inventory is what your risk classification, disclosures, and evidence all hang off.
Add a tool
From the AI Tools Inventory page, add each tool you use:
- Open AI Tools in the dashboard sidebar and choose "Add tool".
- Enter the tool name, the vendor, and what your team uses it for.
- Pick the business function (e.g. hiring, customer support, marketing) — this drives which obligations apply.
- Save. The tool now appears in your inventory and feeds your roadmap.
Detect tools automatically
The free Aegis Firma browser extension detects which AI tools your team visits and lets you sync them into the inventory in one click. It only records tool names and usage frequency — never the contents of any page.
Risk classification
Once a tool is in the inventory, Aegis Firma maps it to an EU AI Act risk tier (prohibited, high-risk, limited, or minimal) based on how you use it, and surfaces the specific obligations that follow. The classification is produced from audited rules built into the product — your data is never sent to a third-party AI provider.
Keep it current
Review the inventory whenever your team adopts a new tool or changes how an existing one is used. An out-of-date inventory is the most common gap an assessor finds.