Register an AI System

Registering an AI System is a scoping decision. The wizard records what the system is, what it is used for, where it runs, whether the EU AI Act applies, and which frameworks govern it. A well-scoped AI System stays stable over time, keeps Evidence comparable, and avoids rework when audits arrive.

What this is

Registration produces:

• an AI System record in the AI Registry with a name, owners, intended purpose, and description
• its current state, run scope, and geographic scope
• the EU AI Act applicability answer and, when the Act applies, the classification
• the frameworks whose Requirements and Controls apply, scoped from that classification
• Sources and Evidence connected during registration, if you add them
• an Overview page that keeps the registration record, with its own Comments and Logs

Where in Modulos

• AI Registry → AI Systems → New AI System to open the create dialog and the registration wizard
• AI Registry → My Submissions to find the AI Systems you registered, including Drafts you have not finished
• AI System → Overview for the registration record after you finish
• AI System → Settings to change registration details, frameworks, roles, and Sources afterwards

Who can do what

Permissions

• Organization Admins can register AI Systems.
• In some organizations, selected members can also register AI Systems. If you cannot see New AI System, ask an organization admin to confirm access. If your organization has reached its AI Systems quota, the button opens a limit notice instead of the dialog.

Inside the AI System:

• Owners configure settings and assign AI System roles.
• Editors implement Controls and attach Evidence.
• Viewers have read-only access for assurance.

How it works

Registration starts with a short dialog and continues in a three-step wizard. Each step saves before you move on, so you can leave and come back.

1

Create

Name the AI System and pick its owners; it is saved as a Draft and the wizard opens

2

AI System & Details

Intended purpose, description, current state, go-live date, lifecycle stage, language, economic value, and geographic scope

3

EU AI Act & Sources

Where the system runs, whether the EU AI Act applies and its classification, plus Sources and Evidence

4

Frameworks

Frameworks pre-selected from your answers; add or remove them before creating the AI System

Create dialog

New AI System opens the Create New AI System dialog with two fields: the AI System name (2 to 100 characters) and the Owner list. You are pre-selected as an owner and stay one throughout registration; you can hand over ownership later in Settings. Add further owners from the activated users of your organization. Create saves the AI System as a Draft and opens the wizard with the name filled in.

Step 1: AI System & Details

Basic information:

Field	Required	What to enter
AI System	Yes	The name. Use the product name plus how you use it, for example "Claude for Customer Support" rather than "Claude". Register one entry per distinct use: the same tool used for two different purposes may need two entries, because risk classification depends on what the system is used for.
Owner	Yes	At least one owner. The creator stays pinned; the field is disabled if you lack the right to assign roles.
Intended Purpose	Yes	What your organization uses the system for, or plans to use it for, at least 10 characters. Name the task and the business process it sits in, the people affected by its outputs, and the domain. "Answers employee questions about HR policies" and "screens job applications" are both HR chatbots in very different risk categories. This entry drives the legal classification of the system.
Description	No	What the system is and how it works: the type of technology (a chatbot on a large language model, a scoring model, a forecasting tool), what data goes in, what comes out, and who uses it. Describe your deployment, not the vendor's marketing text. Up to 5,000 characters.

The description powers Scout

The AI System description is injected directly into Scout's system prompt (up to 5,000 characters). The more specific you are about architecture, data Sources, and deployment context, the more relevant Scout's answers will be. See First Steps for guidance on writing it.

AI System details:

Field	Required	What to enter
Current State	Yes	Proposed (an idea or a request, not yet tested), Pilot (a limited trial with real users or real data), or Already in use (people work with it now, even if it never went through formal review). Describe what exists, not what was approved.
Target Go-Live Date	No	When you expect productive use; a rough estimate is fine. For a system already in use the field reads Go-Live Date: enter the date it went live.
AI Lifecycle Stage	No	Where the system stands in the AI life cycle, from design through deployment and operation to retirement. Values come from your organization's AI System Lifecycle tag. Shown when governance is enabled.
AI System Language	No	The default language of the AI System. Pre-filled with the organization language.
AI System Annual Economic Value	No	A scale indicator used for risk limit distribution and prioritization. A rough estimate is fine; you can start with 0 and refine later. Shown when risk management is enabled.
Geographic Scope	No	Where the system will be used: EU, UK, US, APAC, LATAM, MEA, or Global, multi-select. Becomes part of the context Scout uses in conversations and risk quantification.

A guidance panel beside the form follows the field you are editing and explains what to enter. It is shown on screens 1024 px and wider.

Continue saves the step. A Draft is not listed under AI Systems until you finish the wizard; find it under AI Registry → My Submissions, where the Registration Status filter shows your Drafts, and open it to resume. Leaving the wizard with unsaved edits on steps 1 or 2 asks for confirmation.

Step 2: EU AI Act & Sources

Where will this AI System run? is required. Select every user group that will interact with it:

• Internal: used by staff in a controlled context
• Employee-facing: available to employees broadly
• Customer-facing: interacts with external customers
• Embedded in product: part of a product you ship

Does the EU AI Act apply to this AI System? offers Yes (EU deployment or affects EU subjects), No (out of scope: non-EU, or not an AI system), and Not sure (a reviewer will help determine). The classification fields appear only on Yes. Product Category and Role are then required; Use Case becomes available once both are set. Add full EU AI Act details expands Organization Establishment, Model Property, AI System Requirements, Prohibited AI Practices (Article 5), and Model Supply Terms. The same classification is editable later in AI System → Settings → EU AI Act, where the scoping questionnaire also lives; see AI System Settings. Answering Yes with any classification pre-selects and locks the EU AI Act framework on the next step.

Connect Sources adds the Sources that Runtime Inspection tests and Scout will use. Each Source saves immediately against the Draft and runs the same connection test as AI System → Settings → Sources. Sources your organization has not enabled are listed as unavailable; an organization admin enables them under Organization → Source Connectors.

Evidence lets you upload documents you already have (policies, assessments, architecture notes) with Add Evidence. The files become Evidence of the AI System straight away and can be removed from the list. You can skip Sources and Evidence here and add them later.

Scout during registration

The Scout button in the page header opens Scout in registration mode. It reads what you have typed so far, including unsaved fields, and the Sources you connected on step 2, and it can compare your entry with the other AI Systems registered in your organization to keep naming and wording consistent. Ask it what to enter, or whether the EU AI Act is likely to apply. Saving answers as Evidence is off in this mode; see Scout.

Step 3: Frameworks

This step appears when governance is enabled for your organization.

The EU AI Act framework is pre-selected when you classified the system under the Act on step 2 and cannot be deselected while that classification stands. Select any other frameworks that apply; each card shows the framework's Requirement and Control counts. Reset to suggested returns to the pre-selection.

Only frameworks for AI applications are offered here. Organization-scope frameworks (OFF-x) attach to your organization AI System, listed with Type Organization in the AI Registry. The AI Registry does not create new organization AI Systems; if your organization does not have one yet, contact Modulos support before rolling out organization-scope frameworks.

Create AI System completes the registration, attaches the selected frameworks, runs the EU AI Act scoping once so the new Requirements match the classification, and opens the AI System's Overview. You can add or change frameworks later in AI System → Settings → Frameworks, and freeze framework updates there when nearing an audit.

After registration: the Overview

AI System → Overview is the first item in the AI System's sidebar and the page that opens when you select a system in the AI Registry. It shows the registration record: System Information (intended purpose and description, with Edit in Settings), the EU AI Act Assessment cards with the recorded classification and an EU AI Act Questionnaire button, and a side panel with the owner, submission date, current state, go-live date, lifecycle stage, geographic scope, run scope, and registration status. A Comments and Logs tab keeps discussion about the registration itself.

Every registration detail stays editable in AI System → Settings → General Settings under AI System Details: current state, go-live date, lifecycle stage, language, where the system runs, and geographic scope. Current state and run scope are required there, so an AI System registered before these fields existed must fill both before its settings can be saved.

How to use it

1

Name the system by its use

Product name plus how you use it; one entry per distinct use, with a second owner

2

State the intended purpose

Task, business process, affected people, and domain: this drives the legal classification

3

Record state and scope

Current state, go-live date, where the system runs, and geographic scope

4

Answer the EU AI Act question

Yes, No, or Not sure; on Yes, set Product Category and Role and the EU AI Act framework follows

5

Confirm frameworks

Accept the suggestion or add standards; add more later in Settings

Important considerations

• Keep an AI System narrow. One deployed system or one use case per AI System keeps Evidence and risk quantification defensible.
• Treat the intended purpose and description as a contract with your future self and your auditors. Vague entries make classification and audits slow.
• Add a second owner in the create dialog or in AI System → Settings → User Access; see Multiple Owners for the model and constraints.
• Separation of duties is easier to preserve when you assign AI System roles and Requirement Owners early.

Related pages

AI Systems

What an AI System contains and how the organization AI System differs

AI System Settings

Registration details, frameworks, EU AI Act scoping, user access, and Sources after registration

Scout

The assistant available during and after registration

First Steps

Organization setup before the first registration