Inbox: tools without a decision
Every AI tool that was used or declared and has no decision yet, with the four buttons, the New and Declared badges and the daily email to administrators.
The Inbox lists every AI tool without a decision that was used in your organisation in the last 30 days, or that an administrator declared. A tool stays in the Inbox until you decide about it, however long it has been in use. Every tool starts at No decision yet. The risk band is shown for information, but BeeSensible preselects no button and gives no advice: the decision is yours.
Inbox in the dashboardWith a counter in the menu while tools are waiting.Transcript
On screen: Heading: "Tools without a decision", with the label "Inbox". A page "Inbox" with the explanation "AI tools without a decision: used in the last 30 days, or declared." and the notice "3 AI tools await your decision." Three tools are listed below. Perplexity (perplexity.ai): 214 visits, risk Medium. Gamma (gamma.app), with the label "New": 37 visits, risk Medium. Poe (poe.com): 12 visits, risk High. Each tool has four buttons: "Allow", "Allow with limits", "Disallow" and "Decide later".
The Inbox lists every AI tool without a decision that has been used in your organisation in the past thirty days or that you added yourself, with the risk level from the catalogue.
On screen: Heading: "Four buttons", with the label "Deciding". The four buttons for Perplexity light up one after the other, from "Allow" to "Decide later". None of the buttons is preselected.
For each tool you choose Allow, Allow with limits, Disallow or Decide later. BeeSensible does not preselect a button, because the decision is yours.
On screen: Heading: "A condition or an alternative", with the label "Limits and alternative". For Gamma a window opens: "What are the limits for this tool?", with "This is what employees see when they open this tool." Someone types: "General questions are fine, no personal or customer data." After a click on "Allow with limits", Gamma leaves the list. Then a card for Poe appears: "When they open it, employees see the notice from Policy > Notices, with the chosen alternative." with the button "Pick an alternative", which lights up. Poe leaves the list as well.
With Allow with limits you write the condition employees will see. With Disallow you pick an alternative straight away through Pick an alternative.
On screen: Heading: "Completing the registration", with the label "AI register". A card: "Perplexity is allowed and in the AI register. The registration is not complete yet. Record what you use the tool for." The button "Complete the registration" lights up. Perplexity leaves the Inbox, which now says: "No AI tools awaiting a decision."
An allowed tool goes into the AI register, where you see what is still missing from its registration.
On screen: Heading: "After your choice", with the label "Undo". A bar appears at the bottom: "Latest decision: Poe: Not allowed", with the button "Undo", which lights up.
After your choice the tool leaves the Inbox. With Decide later it then appears under Under review, and Undo reverses your choice.
On screen: End card: the BeeSensible logo with the title "From Inbox to decision".
What a row shows
Each row shows the tool's name and domain, the number of visits in the last 30 days, the risk band from the catalogue and the four buttons you decide with. Two badges can appear next to a tool:
- New means the tool was seen for the first time in this period.
- Declared means an administrator ticked the tool while BeeSensible has not seen it yet. Such a tool counts in none of the figures.
If a tool is not in the catalogue yet, the risk column says Not assessed yet. BeeSensible is then still assessing the tool, but you can already decide about it. Clicking the row shows the same analysis as in the catalogue; the tool's name links to its tool page.
The four buttons
| Button | What happens |
|---|---|
| Allow | The tool joins the AI register as Allowed. At the top you see what the registration still lacks. |
| Allow with limits | The dialog first asks for the condition employees will see. The tool then appears in the register as Limited use. |
| Disallow | Anyone who opens the tool sees the notice set under Policy > Notices. Pick an alternative lets you designate one straight away. If the tool was already in the register, it is taken out of use and its history is kept. |
| Decide later | The tool moves to Under review in the register. It still has no decision, but it is no longer in the Inbox. |
In the Inbox you decide one tool at a time. This is deliberate, because allowing a tool also registers it, and you complete a registration tool by tool. To decide on several tools at once, use the catalogue. After each decision, Latest decision shows what happened, and Undo reverses it.
A tool that was here yesterday has gone
Most likely a colleague decided about it; Decide later also takes a tool out of the Inbox. You will then find it under Under review in the register, or under History on the tool page. A tool can also drop out because it has not been used for 30 days and was not declared. As soon as someone visits it again, it comes back to the Inbox.
The daily email
When there are new tools, each organisation administrator receives one email at 07:30. A tool counts as new when it was first seen in the last seven days, has no decision and has not been mentioned in an earlier email. Members without an admin role do not receive this email.
For each new tool, the email gives the name and the risk band. Once your organisation has reached the privacy threshold of 5 active users, the number of visits is included as well. The button in the email opens the Inbox. The email asks for a decision but does not suggest one.
What the email leaves out
Tools known only through the desktop app are not in the email, because they have no site visits. Demo data is left out too. Without the AI Governance module, or without an active subscription or trial, no email is sent.
Unsubscribing
| Where | How |
|---|---|
| Account | The Email notifications card, New AI tools in the Inbox toggle |
| The email itself | The unsubscribe link at the bottom, or your email client's unsubscribe button; the link works for 180 days, after which you use the Account page |
When you unsubscribe, it applies only to you; other administrators keep receiving the email.
