Academy
In the Academy section, you decide whether your users need to complete the AI Act training in the Academy before they can use Ayunis Core chat.
Academy as a Requirement for Chat Access
Section titled “Academy as a Requirement for Chat Access”- Navigate to Admin Settings → Academy
- Select one of the three options:
| Option | Meaning |
|---|---|
| Not required | Everyone can use chat straight away. The Academy stays available on a voluntary basis. |
| Required once | Members must complete the AI Act training before using chat. Once completed, it never expires. |
| Required every year | Members must complete the AI Act training before using chat and renew it every 12 months. Renewing means completing the whole Academy again. |
The change takes effect immediately.
Confirmation of Participation Status by Member
Section titled “Confirmation of Participation Status by Member”Below this setting, you will find an overview of all members in your organization with the status of their confirmation of participation.
| Column | Description |
|---|---|
| Member | Name and email address |
| Last passed | Date when the member last completed the Academy (or ”—” if not yet completed) |
| Renewal due | Date by which the confirmation of participation must be renewed (only visible when your organization requires annual renewal) |
| Status | Current status of the confirmation of participation |
Possible Statuses
Section titled “Possible Statuses”| Status | Meaning |
|---|---|
| Valid | The member has completed the AI Act training and the confirmation of participation is current |
| Expiring soon | The confirmation of participation expires within the next 30 days (only when annual renewal is required) |
| Expired | The confirmation of participation has expired and the member must complete the Academy again (only when annual renewal is required) |
| Not yet earned | The member has not yet completed the AI Act training |
Search and Filter
Section titled “Search and Filter”- Search: Enter a name or email address to filter the list
- Status filter: Select a specific status to see, for example, only expired or soon-expiring confirmations of participation
What Users See
Section titled “What Users See”When your organization requires completion and a user has not yet completed the AI Act training (or their confirmation of participation has expired under the annual renewal setting):
- The + New Chat button is disabled
- A notice appears in the chat area with a link to the Academy
- Existing chats remain readable — only starting new conversations is blocked
Once the user completes all chapters of the Academy, chat access is unlocked automatically.
Expiry Reminders for Annual Renewal
Section titled “Expiry Reminders for Annual Renewal”When your organization requires annual renewal, members automatically receive reminders before their confirmation of participation expires:
| Timing | Notice |
|---|---|
| 30 days before | A dialog informs the member that the confirmation of participation needs to be renewed soon. Can be dismissed. |
| 14 days before | An urgent notice appears. Can be dismissed. |
| Final 7 days | A persistent banner at the top of the screen counts down the remaining days. |
All notices include a direct link to the Academy so members can renew their confirmation of participation immediately.
Confirmation of Participation in Account Settings
Section titled “Confirmation of Participation in Account Settings”Members can see their AI Act training status in their Account Settings. The card shows when they last completed the Academy. When your organization requires annual renewal, the expiry date is also displayed.
Next Steps
Section titled “Next Steps”- Create and manage chats — How users work with chat
- Manage users — Invite users and assign roles