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20+ modules that work seamlessly together. No consulting needed.

Modul 1

Discovery-Umfrage

Find out which AI tools your employees are actually using – anonymously and GDPR-compliant. The survey takes 10 minutes and works on mobile.

Results are categorized automatically: official tools, shadow AI, and potential risks. You get a clear picture of the AI landscape in your organization.

  • Anonymous and GDPR-compliant
  • Mobile-friendly – participate from smartphone
  • Automatic categorization of results
  • Participation tracking without personal data

Discovery-Umfrage Interface

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30-Tage-Aktionsplan Dashboard

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Modul 2

30-Tage-Aktionsplan

Based on the discovery results, Guardlane automatically generates a prioritized action plan. Every measure is sorted by risk and effort.

The plan is organized into sprints. After each sprint, progress is measured and the next sprint is adjusted – continuous improvement instead of a one-off audit.

  • Automatically prioritized by risk score
  • Sprint-based with measurable progress
  • Snapshot comparison between sprints
  • Owners and deadlines assignable

Modul 3

Kanban-Board

All tasks from the action plan land on the Kanban board automatically. Assign owners, set deadlines and track progress in real time.

The columns (Open, In Progress, Review, Done) give every team member clear orientation. Comments and files can be attached directly to tasks.

  • Drag & drop interface
  • Owner assignment and deadline tracking
  • Comments and file attachments
  • Filter by priority, owner and status

Kanban-Board Interface

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KI-Registry Dashboard

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Modul 4

KI-Infrastruktur-Registry

The central inventory of all AI systems in your organization. Document official tools, detect shadow AI and classify them by EU AI Act risk levels.

Every tool gets a risk assessment, owner and approval status. The registry is automatically populated from the discovery results.

  • Automatic population from the discovery survey
  • EU AI Act risk-level classification
  • Shadow AI detection and documentation
  • Approval workflow with sign-off stages

Modul 5

PDF-Reports

Generate professional reports for different audiences at the click of a button: management summary, works-council report and audit documentation.

Every report includes the current compliance score, progress since the last sprint and open measures. Perfect for board meetings and works-council negotiations.

  • Management report with executive summary
  • Works-council report with data protection focus
  • Complete, gapless audit trail
  • Snapshot comparison built into the report

PDF-Report Beispiel

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Policy Builder Interface

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Modul 6

Policy Builder & System-Prompt-Generator

Create company-specific AI policies based on proven templates. The built-in system-prompt generator ensures AI systems actually comply with your policies.

Preconfigured templates for different industries and company sizes. Individually customizable and ready to use immediately.

  • Industry-specific templates
  • System-prompt generator for AI tools
  • Versioning and change history
  • Export as PDF and Markdown

Modul 7

AI Governance Score

The AI Governance Score (0–100) shows at a glance how mature your AI governance is. Calculated from AI visibility, policy coverage, risk control, and training.

With maturity levels: Initial → Developing → Managed → Optimized.

  • Score 0–100 with 4 categories
  • Maturity levels: Initial to Optimized
  • Dashboard widget for all users
  • Historical trend across sprints

AI Governance Score Dashboard

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Use-Case Map Heatmap

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Modul 8

Use-Case Map

Heatmap visualization: Which departments use which AI tools with what risk potential? The Use-Case Map reveals blind spots at a glance — grouped by department and risk level.

  • Heatmap: Department × Risk Level
  • Quick identification of risk concentrations
  • Populated directly from the AI Registry
  • Exportable for reports

Modul 9

Shadow-AI Discovery

Employees anonymously declare their AI tool usage. Guardlane automatically compares: official vs. declared tools. Shadow-AI becomes visible — no browser extension, no IT intervention required.

  • Anonymous employee quick-scan
  • Automatic comparison: official vs. declared
  • Dashboard: 'X Shadow-AI discovered'
  • Optional: CSV import from SSO logs

Shadow-AI Discovery Interface

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EU AI Act Audit Report

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Modul 10

EU AI Act Audit Report

One-click export: the complete EU AI Act compliance report as PDF and JSON. Automatically populated from your existing data — Art. 9 Risk Management, Art. 10 Data Governance, Art. 13 Transparency, Art. 14 Human Oversight, Art. 52 Transparency Obligations.

  • Complete article mapping (Art. 9, 10, 13, 14, 52)
  • Status per article: Compliant / Partial / Open
  • PDF + JSON export
  • Auto-populated from Guardlane data

Modul 11

AI Risk Scanner

Structured risk questionnaire for each AI tool: PII exposure, data storage location, human control, business criticality. Result: Risk Score 0–100 per tool with live preview.

  • Risk Score 0–100 per AI tool
  • Categories: PII, data location, control, criticality
  • Live score calculation while typing
  • Color-coded risk overview

AI Risk Scanner Interface

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Policy Acknowledgment Dashboard

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Modul 12

Policy Acknowledgment

Who confirmed which policy and when? Guardlane tracks employee acknowledgments for all policy documents. Dashboard display: "14/20 employees confirmed". Automatic reminders for missing acknowledgments.

  • Acknowledgment rate per policy visible
  • Automatic reminder emails
  • Full audit trail with timestamps
  • GDPR-compliant (IP + timestamp)

Modul 13

Sprint Planning

Sprints are a dedicated module – time-boxed cycles for concrete actions, with capacity planning per team and progress measured sprint by sprint instead of a one-off audit.

  • Sprint backlog with prioritization
  • Burndown visible per sprint
  • Capacity planning per team or person
  • Sprint review with key metrics

Sprint-Board

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Freigabe-Workflow

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Modul 14

Approvals & Co-Determination

Wherever employee representative bodies must legally co-decide (in Germany under §87 BetrVG), Guardlane maps the approval process – suited for a works council, staff council (MAV) or personnel council, depending on your organization. Every AI rollout goes through a traceable approval workflow before it goes live.

  • Multi-stage approval workflow before go-live
  • Suited for works councils, staff councils (MAV) or personnel councils
  • Complete documentation for co-determination procedures
  • Notification for pending approvals

Modul 15

GitLab-Sync

Policies from the Policy Builder can be synced directly with a GitLab repository – as Markdown files with versioning and a merge-request workflow. This keeps governance documents part of your existing developer workflow.

  • Policies as Markdown in the GitLab repository
  • Changes via merge requests
  • Version history including diff
  • Bidirectional synchronization

GitLab-Sync

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Schulungsnachweise

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Modul 16

AI Training & Certificates

The EU AI Act requires adequate AI literacy for everyone who uses AI systems (Art. 4). Guardlane manages training content, tracks participation and automatically issues certificates for the audit case.

  • Training plan per role and team
  • Participation tracking with progress
  • Automatic training certificates as PDF
  • Reminder before expiry

Modul 17

Snapshots & Comparison

Guardlane stores a snapshot of the compliance status at every milestone. This lets you compare progress between two points in time – ideal for quarterly reports or proof of continuous improvement.

  • Snapshot at every milestone
  • Compare two points in time at the click of a button
  • Changes visible per module
  • Foundation for trend reports

Snapshot-Vergleich

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Reassessment-Zyklen

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Modul 18

Project Closures & Reassessment Cycles

AI governance is not a one-off project. After a governance project is closed, Guardlane automatically schedules the next reassessment cycle – so systems get re-evaluated on a regular basis.

  • Defined project closure criteria
  • Automatic scheduling of the next cycle
  • Reminder before the reassessment deadline expires
  • History of all closed projects

Modul 19

AI Board

Larger organizations decide AI questions in a committee. Guardlane maps the AI board as its own workspace – with decision templates, votes and minutes.

  • Decision templates for committee meetings
  • Votes documented
  • Access limited to board members
  • Linked to the affected AI systems

KI-Board

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Meeting-Protokolle

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Modul 20

Meetings & Minutes

Every governance meeting can be scheduled, recorded and turned into concrete action items in Guardlane – with owners and due dates.

  • Agenda and minutes in one place
  • Action items with owners
  • Automatic transfer to the Kanban board
  • History of all past meetings

Modul 21

Calendar

All deadlines at a glance: reassessment dates, meetings, training sessions and audit deadlines all come together in the Guardlane calendar.

  • All deadlines visible centrally
  • Filterable by module and team
  • Reminders before due dates
  • Export as iCal

Kalender

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Cockpit

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Modul 22

Cockpit

The Cockpit is the central overview for those responsible: compliance score, open tasks, upcoming deadlines and team progress at a glance.

  • Compliance score in real time
  • Open tasks by priority
  • Team progress compared
  • Configurable widgets

Modul 23

Settings & Integrations

For organizations with multiple locations, Guardlane offers central settings: Single Sign-On (SSO) for your existing identity infrastructure, GitLab integration, a custom domain for the self-hosted instance, and management of multiple locations under one organization.

  • SSO connection to existing identity providers
  • GitLab integration for policy sync
  • Custom domain for the self-hosted instance
  • Manage multiple locations under one organization

Einstellungen

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