The register, under Governance → AI tools, is where you list the AI products your organisation provides, and the ones people have reported using. Every tool on it gets a decision, and every tool someone is assigned to can be asked about in pulses.
To add toolsLink to this section
Go to Governance → AI tools and choose Import a list or Add a tool.
- Import a list takes a spreadsheet, or a list pasted in, and adds the tools in one go.
- Add a tool opens the form below. Start typing in Catalogue to fill in the name, vendor, websites and logo for a tool we know, then check the rest and choose Add tool.
Tools people name in The AI State of Play are added to the register for you, marked as reported, with Confirm for you to say the organisation uses them.
What each field meansLink to this section
Name and Vendor. What your team calls it (for example, ChatGPT) and the company behind it (OpenAI).
Plan, optional. The plan or edition this entry covers, such as a business licence. Leave it empty where the organisation uses only one.
Provision. Business if the organisation provides it, Personal if someone brought it themselves.
Product kind. AI tool for an AI product people open on purpose, AI feature for AI added to software that does something else.
Pricing. Paid, Free or Not known.
Description, optional.
Tool or agent. Software people use, or An agent that works on its own. See Measuring agents for what changes for an agent.
Websites. The domains people open it at, separated by commas: for ChatGPT, chat.openai.com, chatgpt.com. A tool's websites decide where the extension shows its decision: when someone opens one, they see what the organisation has decided about the tool. They play no part in when pulses arrive.
Website address for the logo, optional, such as https://chatgpt.com. Its icon is shown in the extension and on tool cards.
Category, optional, for grouping similar tools (for example, Writing).
Platforms. Tick every platform people use it on: Browser, Desktop app, Mobile app or API.
Billing. How the tool is charged: Per seat, Flat fee, Usage, Included in another product, Free or Not known. Per seat and flat fee ask for the amount and the billing period, monthly or annual; usage asks for the billing unit, and its cost is recorded month by month; included in another product asks which one. See Setting tool costs and why it matters.
Agreement start and Renewal date, optional. Owners and Admins get a reminder 90 and 30 days before the renewal date.
After you've added the toolLink to this section
Open the tool to assign the people who use it. Nobody is asked about a tool until at least one person is assigned. You can assign:
- A whole group at once, under Group access: useful when Engineering gets GitHub Copilot
- Individuals, under Person
On a per-seat tool, the number of people assigned is the seat count, and with the amount per person it gives the monthly cost in Reports: 30 people at A$30 a seat is A$900 a month, whatever the invoice from the vendor says. Assignments also decide who is asked about the tool. Keep them accurate so the numbers are right.
Then record the decision on it. See Recording a decision on an AI tool.
If a tool's cost reads Not addedLink to this section
It's left out of the cost totals and ROI until it has one. Open the tool, choose Edit details and fill in Billing.
Editing a toolLink to this section
Open the tool on Governance → AI tools and choose Edit details. Every field can be changed, the cost included, and changes apply straight away to the Dashboard and Reports. Answers already given are unaffected.
Once a tool has pulse answers, Tool or agent is fixed. To change it, add the tool again as a new entry.
When people stop using a toolLink to this section
To stop pulses asking about a tool, remove the people assigned to it, on the tool's page. Its answers stay in Reports for past periods.
Something missing or out of date here? Tell us.