AI training for employees: what the EU AI Act requires and how to implement it
Since 2 February 2025, companies that use AI systems must ensure that their staff have sufficient AI literacy. That sounds like bureaucracy, but at its core it is sensible: anyone who uses AI should know what it can do, where it gets things wrong and which data does not belong in it. This page explains the obligation, what good training covers and how to prove it.
What Art. 4 of the EU AI Act requires
- Who is affected? Providers and deployers of AI systems – which includes every company that uses AI tools such as ChatGPT, Copilot or an AI platform for work.
- What is required? Measures to ensure, to their best extent, a sufficient level of AI literacy among their staff and other persons dealing with AI systems on their behalf.
- How much is “sufficient”? That depends on technical knowledge, experience, education and the context in which the AI is used. A writing aid requires less than AI in personnel decisions.
- Is there a certificate? The regulation does not prescribe a specific examination or certificate. What matters is that you document the measures in a traceable way.
The full overview of obligations and deadlines is in The EU AI Act for SMEs. This overview does not replace legal advice.
What good AI training covers
Basics
How language models work, why they can be convincingly wrong and why results must be checked.
Data protection and confidentiality
Which data may go into which tool – and which never may. Ideally based on your own AI policy.
Practice in your own job
Concrete tasks from the department, writing good instructions, proofreading results.
Limits and risks
Invented facts, copyright, labelling obligations, decisions about people.
Three steps to demonstrable AI literacy
Set the rules
An AI policy stating which tools are permitted and which data may go into them. You will find a template on AI policy for companies.
Train
Basics for everyone, in-depth training for departments handling sensitive data. For novendix.AI customers, the onboarding workshop covers this.
Document and refresh
Record the date, content and participants; retrain when new tools or new employees arrive.
Checklist for documentation
- Attendance list with date and department.
- Content agenda or materials of the training.
- AI systems in use which tools are permitted in the company.
- Policy acknowledgement of the AI policy by employees.
- Refresher date of the next training session or the occasion that triggers retraining.
Frequently asked questions about mandatory AI training
Is AI training for employees mandatory?
Yes, if your company uses AI systems. Since 2 February 2025, Art. 4 of the EU AI Act has required deployers to ensure sufficient AI literacy among their staff. The regulation does not prescribe a specific format.
Does the AI training obligation apply if we only use ChatGPT?
Yes. General AI assistants are also AI systems within the meaning of the regulation when they are used for work.
Do we need a certificate for AI training?
The regulation does not require a specific certificate. What matters is traceable documentation of the measures.
How often do employees need AI training?
The regulation does not specify fixed intervals. A refresher makes sense for new tools, new use cases and new employees.
How much does AI training with novendix cost?
The onboarding workshop costs €1,800 plus VAT as a flat fee for two half-days, regardless of the number of participants, and requires a novendix.AI account.
Training and tool from one source
Test free for ten days, then train your team in the workshop – with your real tasks.
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