People
Staff register
List the client's staff and contractors who must confirm AI policies and complete AI literacy training, and give each a personal link to their own page.
- In the app
- Project → Access & Workspace → Staff Register
Who goes on the register
- The staff register is for the client's people, not for app users: they don't need an account. Add each person with their name, email, department, role and whether they are a contractor.
- AI exposure says how someone works with AI: Uses AI tools, Operates a high-risk AI system, Oversees AI decisions, or Builds or configures AI. For operators and overseers you can also pick the AI systems they work with. Exposure decides which policies and AI literacy training apply to them.
- Add people one at a time, import a CSV, or choose Add from Shadow AI declarations to add everyone who answered a declaration with an email address. People are matched by email, so importing again updates them instead of adding them twice.
- A CSV needs a header row. Name is required; email, department, role, contractor (yes or no) and exposure are optional. Separate several exposures with semicolons. Check the file shows what would be added or updated and lists any lines with problems before you import.
Personal links
- Email personal link sends the person a link to their own page; Copy a new personal link copies one for you to send yourself. Each new link replaces the last one, and only a fingerprint of the link is stored, so it can't be read back.
- The page lists only what applies to that person. The register shows whether each link was emailed and when it was last opened.
- The page also links to AI tools you can use: the tools the organization approved, with their conditions, and the tools that aren't allowed, with what to use instead.
- Automatic reminders, at the top of the register, are off until you turn them on. Then, once a day, everyone with a policy to confirm or training to complete that is overdue or due within a week gets one email listing it all, with a new personal link. Nobody gets one more than once a week (or every two weeks, if you choose). Their earlier link stops working, as with any reminder. People without an email address are skipped.
- Turn off personal link, or Mark as left, and the link stops working. People who left keep their records as evidence.
- Remove personal details replaces someone's name, email, department and role with a placeholder for good, for example when they ask to be forgotten. Their records stay, under the placeholder.
Last reviewed 27 October 2026
Next stepAI literacyGive the people on the staff register short AI training that fits how they work with AI, record training they did elsewhere, and keep a register of it.