A policy document on the intranet
Describes in general terms what is and is not allowed.
Not always to hand while people work, and a new tool is not in it yet.
AI policy management software
AI policy management software: make your AI policy apply the moment someone opens a tool.
How do you make an AI policy apply at the desk, rather than only on the intranet? AI policy management software is often taken to mean document management: write the policy, get it approved and signed, keep the versions. BeeSensible does not do that part. It covers the policy as it works in practice: a decision for each AI tool, a condition of your own when a tool is allowed for limited use, and that decision on screen when someone opens the tool. Afterwards, the figures show whether it is followed, without showing by whom.
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app.beesensible.eu/inbox
The problem
Your AI policy is approved. How do you make it apply at the desk?
Writing an AI policy is an afternoon's work. Making it apply on the day someone with a deadline opens a new tool is the real work. That is where it usually stalls.
The document does not answer the question
The policy says: only use approved tools for company data. The question at the desk is: can I use this one, now, for this? Nowhere is that answer recorded for each tool.
New tools fall outside the policy
AI services keep appearing that did not exist when the policy was written. As long as nobody decides about them, nothing applies. And nobody knows that either.
Enforcement becomes blocking or nothing
Anyone who wants the policy to apply ends up choosing between blocking at the proxy and hoping for the best. The first pushes use onto phones; the second leaves the policy on paper.
Features
Which features AI policy management software needs, and what BeeSensible covers.
The category runs from document management to enforcement. These are the features that make an AI policy work, and for each one, whether BeeSensible covers it fully, partly or not at all.
| Feature | What it does | BeeSensible |
|---|---|---|
| Decision per tool | Record for each AI tool what the organisation has decided: allowed, limited use, not allowed or no decision yet. | Yes Everything starts at "no decision yet". Nothing is pre-selected; the risk score from the catalogue is advice. |
| A condition of your own | For "limited use", write down the condition under which the tool may be used, in the organisation's own words. | Yes One short sentence, shown in the notice when someone opens the tool. |
| Notice when a tool is opened | Show the decision in the browser when someone opens the tool, not in a handbook. | Yes A low-key notice for a tool without a decision; for a tool that is not allowed, a firmer notice with the alternative first. Allowed tools show no notice. |
| Alternative first | For a tool that is not allowed, show the allowed alternative as the first button. | Yes The administrator pins a preferred alternative per tool, for example Microsoft 365 Copilot. The organisation chooses whether people can still continue. |
| Decide on several tools at once | Give a series of tools a decision in one go. | Yes In the catalogue (All tools), with filters and selection. The Inbox deliberately handles one tool at a time. |
| Set the notice per decision | Choose which decisions trigger a notice, and what people may do next. | Yes Set for each decision, including whether people can still go ahead with a tool that is not allowed. |
| Version control of policy documents | Write the policy document, keep versions and publish it. | No BeeSensible does not manage policy documents. The document stays where it is; this is where the decisions that follow from it live. |
| Workflow with approvals and signatures | Have the policy approved by a steering group and signed by employees. | No Other systems handle that. The administrator records the decision for each tool directly in the dashboard. |
| See whether the decision is followed | For each decision, how often a notice was shown, how often the alternative was opened and how often someone continued anyway. | Yes Group figures only, with no user ID. Plus the share of AI use through allowed tools, with its trend. |
What it does not do
What BeeSensible does not do: manage policy documents or enforce the policy on its own.
Three things people expect from this category that BeeSensible deliberately does not do.
- No policy document, no signatures and no approval workflow. You write the policy yourself; BeeSensible records what follows from it per tool.
- Does not block on its own. Someone who opens a tool that is not allowed sees the decision and the alternative; whether they can still continue is the organisation's choice.
- No tool notices in the desktop app. Notices about a decision appear in the browser; the desktop app highlights sensitive data.
The approach
How your policy document becomes a decision per tool that the employee sees.
The same four steps, with the policy document as the part the organisation writes itself.
1 See
See which tools need a decision
The Inbox shows every tool used in the last 30 days that has no decision yet. Actual use determines that list, not the policy.
2 Decide
Decide for each tool, in your own words
Allowed, not allowed, or limited use with a condition the organisation writes itself. The policy document is the source; the decision per tool is what it comes down to in practice.
3 Help
The decision appears where the question arises
Anyone who opens the tool sees the decision and the condition, with the alternative first. No handbook, no searching.
4 Substantiate
See whether it sticks
How often the notice was shown, how often the alternative was chosen, how often someone continued. For the group as a whole, and as a reason to revisit a decision.
and again How the cycle works
Why this approach
What the intranet, the proxy and training do, and what BeeSensible adds.
Each has a place. What BeeSensible adds is the decision, right when someone opens a tool.
Blocking through the proxy
Blocks known AI domains on the network.
Does not know today's new tool yet, and without an alternative people find another route.
Training
Explains what is allowed, and why.
BeeSensible helps people apply that knowledge: anyone who opens a tool sees the decision and the alternative.
Frequently asked questions
What people ask before they choose.
What is AI policy management software?
Software that manages AI policy. In the broad category that often means writing, approving, publishing and signing the policy document. BeeSensible does the operational part: a decision for each AI tool, a condition of your own where needed, that decision on screen when someone opens the tool, and figures on whether it is followed.
Do I need an AI policy first?
No. Many organisations start the other way round: first see which tools are in use, then decide per tool. The policy document follows from those decisions. If you already have a policy, you translate it into a decision per tool.
What does an employee see?
For an allowed tool, nothing. For a tool without a decision, a low-key notice asking people to enter only public information, if the organisation has switched that notice on. For a tool with limited use, the condition the organisation wrote. For a tool that is not allowed, such as DeepSeek in an organisation that has made that decision, a firmer notice with the approved alternative as the first button. The organisation chooses whether people can still continue after that.
Can I enforce the policy?
BeeSensible does not block on its own. If you want people to stop at a tool that is not allowed, you set that up yourself. How often someone continues is the signal to revisit the decision, the alternative or the explanation.
Where does the condition I write appear?
It belongs with the status "limited use": one short sentence per tool. That sentence appears in the notice. The decisions "not allowed" and "no decision yet" use fixed wording.
Can I see who does not follow the policy?
No. The figures on notices and use reach the servers without a user ID. You see how often a group continued, never who. That is a deliberate design choice, made partly with the works council in mind.
Further reading
From policy on paper to policy in practice.
From AI policy to a decision per tool.
Every module is included. Start with the tools that are already in use.
14 days free, no credit card. Rolled out across your organisation within an hour.
