> ## Documentation Index
> Fetch the complete documentation index at: https://help.guardbook.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Your firm's People record

> Who belongs on the People record, what it captures, and why the Oversight Log depends on it.

**People** is your firm's record of the individuals involved in AI use. It is not a list of logins.

Open it from the left-hand navigation. Each person carries:

* **Full name**
* **Role**
* **Email**, optional, and needed to invite them to log in
* **AI tools used**
* **AI use**, what they use AI for
* **Uses AI in their work**, a tick box
* **Has access to private and confidential data**, a tick box

Both tick boxes are ticked by default. They decide which training each person needs. Uses AI brings in baseline knowledge (section 2) and yearly AI use training (clause 3.2). Private data access brings in yearly data privacy training (clause 3.1).

## Why it matters more than it looks

Much of guardbook depends on it: the Oversight Log, Training, quarterly risk register reviews, dip sampling, the data safeguards check and login invites all pick people from this list. Two examples:

> [card] The Oversight Log
>
> The **Surveyor** field on a reliability decision is a picker drawn from this record. Someone not on it cannot be named on a clause 4.2 decision.
>
> With no people recorded, the Oversight Log form is disabled entirely.

> [card] Clause 3.2
>
> Your AI policy has to set out the roles, responsibilities and liabilities of everyone involved in procuring and using AI. This record is the list that sits behind it.

People is an evidence section in your [evidence pack](https://help.guardbook.ai/evidence-audit/evidence-pack.md), and the pack's Training section is built from it.

## Logins

The Team logins section at the top of People shows who can sign in. Only the owner can invite, resend, cancel or remove a login. Anyone with an email on the list below can be invited.

Your licence includes one login. Extra logins can be added and are charged on top of the licence. Use **Add a login** to send a request, and guardbook confirms by email. Open invites count towards your limit and expire after seven days.

Anyone with a login can add and update people on the list.

## Who to include

Everyone at the firm who uses AI in their work, plus anyone with a governance role in how it is used.

> [!NOTE]
>
> A person does not need a login. Most firms should have more people on this record than users on the account, and that is the right shape: a surveyor who is named on reliability decisions does not need day-to-day access to the product.

Do not restrict it to RICS members. Clause 3.1 training covers staff with access to private and confidential data, and clause 3.2 training covers everyone involved in AI use. Neither is limited to qualified surveyors, and your policy needs to cover them.

## The two detail fields

**AI tools used** and **AI use** are the ones worth keeping current. They answer, per person, the question your training obligations depend on: who is exposed to what.

They also make an uncomfortable pattern visible early. If one person's entry lists a tool that is not on your [Tool Register](https://help.guardbook.ai/tools-register/overview.md), you have found shadow use, and finding it is the point.

## Keeping it current

There is no reminder. Someone joining, leaving, or changing what they use AI for is a reason to update this record, and a stale People record shows up in the most awkward way possible: as a name on an Oversight Log entry made after that person left.


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