Getting started with AIRegistra

Getting started

This guide walks you from “I just signed up” to “I have a downloadable audit-readiness PDF” in roughly ten minutes. No prior product knowledge is assumed.

What AIRegistra is

AIRegistra is the system of record for AI inside your company. One source of truth for which AI tools your team uses, what they cost, who has been trained, and which EU AI Act obligations are met or pending. It is built for mid-market companies — typically 50–300 people — where AI adoption is happening everywhere and governance is happening nowhere.

The product has five modules — Tool Register, Budget & Spend, Training, EU AI Act Readiness, and Request Workflow — that all read from and write to the same underlying inventory. Adding a tool in one place updates every other surface that references it.

Open app.airegistra.com and click Sign in with Google. v1 supports Google OAuth only; Microsoft Entra ID and Okta SSO are on the roadmap for v1.x.

Your first sign-in auto-creates your user record. You will then be sent to the org-setup wizard.

Create your org

The wizard asks for four things:

Organisation name — what your company is called. Editable later.
Slug — the URL-safe identifier for your workspace, e.g. acme-co. This becomes part of every URL inside the app: /org/acme-co/tools, /org/acme-co/ai-act, and so on. Slugs are stable; pick one you can live with.
Reporting currency — the currency budgets and spend totals are reported in. AIRegistra caches ECB exchange rates daily so multi-currency tools are normalised to your reporting currency.
Billing email — where invoices and billing-related notifications are sent. This is separate from your sign-in email.

Submitting the form atomically creates your organisation, an ownership member record for you, and an audit-log entry. From here, you land on your dashboard.

Import your first tool

The Tool Register is the canonical inventory of every AI tool your company uses. There are three ways to populate it:

CSV import from billing — go to Tools → Import and upload a CSV from your billing platform (most common formats are recognised) or a generic billing export. The wizard maps your columns, auto-classifies known AI vendors (OpenAI, Anthropic, Notion AI, GitHub Copilot, etc.), and asks you to review unknowns before they enter the register.
Employee survey — send a one-question survey link to your team. Responses come back as proposed tool entries you can accept, reject, or edit.
Manual entry — for individual additions, Tools → Add a tool, fill in name / vendor / category / sensitivity / owner, save.

A useful first import is your last month’s billing CSV. If you do not have that handy, three to five manual entries (whatever AI tools you know your team uses) are enough to feel the rest of the flow.

Each tool row carries: vendor, product, category, sensitivity classification, owner, status (approved / pending / restricted), and an evidence area where you attach screenshots, contracts, or DPAs.

Declare your EU AI Act role

The EU AI Act Readiness module needs to know which roles your company plays before it can show you the right checklist. Open AI Act → Profile and pick one or more:

Provider — you build an AI system and place it on the EU market under your own brand. (You probably know if this applies to you.)
Deployer — you use AI systems in your operations. Most mid-market companies are deployers.
Importer — you bring an AI system from outside the EU into the EU market.
Distributor — you make an AI system available on the EU market without modifying it materially.

You can play more than one role. If you are a SaaS company shipping AI features to customers, you are usually both a Provider (for what you build) and a Deployer (for the AI tools your team uses internally). For a deeper walkthrough, read the EU AI Act primer.

Once you save your role, the readiness checklist auto-seeds. Deployer is the most extensive at ~24 items; Provider / Importer / Distributor are smaller.

Attach evidence to one Article 4 item

The fastest way to feel the audit loop is to complete one item end-to-end. Pick the Deployer item titled “AI literacy training is in place for staff who use AI systems” — this is the Article 4 anchor.

Click into the item. You see four evidence types:

Register entry — link the item to one or more tools in your register.
Document — upload a PDF, screenshot, or other file.
Note — a short markdown text record.
Training session — link to a training session in the Training module.

For this first pass, attach a Note describing what training your team currently does for AI tool usage (even if informal — “ad-hoc onboarding by team lead” is a real starting point). Save. The item moves from “not started” to “in progress” automatically.

Generate your first snapshot

A snapshot is a point-in-time PDF of your readiness state — the artefact you hand to an auditor or a customer’s procurement team. It is generated from live data and stamped with the date.

Go to AI Act → Snapshots and click Generate snapshot. The PDF is built client-side using your current checklist state, then uploaded to storage and emailed to your billing email address. Open the PDF: you should see a cover page, your role declaration, a per-item readiness summary, and the evidence you just attached.

Share the PDF with anyone — it is the same artefact every time, regenerable on demand.

Where to go next

Now that you have a complete loop in place:

Read the EU AI Act primer to understand what Article 4 actually requires and what evidence auditors look for.
Browse the policy templates and adapt the AI usage policy for your organisation.
Skim the FAQs for pricing, security, and product questions.
Set up your team in Settings → Members so colleagues can attach evidence and own checklist items.
Configure your first Budget in Budget → New budget so the alerts at 75 / 90 / 100% start firing on real spend.

If you get stuck, write to hello@airegistra.com. Every email goes to the team — there is no support tier wall in v1.

7 min read · Last updated 7 May 2026