EU AI Act Obligations Workbook: AI system register, risk classification, duties by role, dates and fines

The AI Act applies in full on 2 August 2026, the prohibitions have applied since 2 February 2025 and the general-purpose model duties since 2 August 2025. Most companies still do not have a list of the AI systems they use, let alone a view of which ones are high-risk. This workbook gives you the register, the classification and the duty list in one file.

• Register: one row per AI system or model with your role (provider, deployer, both, importer, distributor), the Article 2 scope test, the Annex III use case picked from a library of all 25 points, the Article 5 prohibited-practice screen (all eight), the Article 6(1) product-safety route, profiling, the Article 6(3) exemption, the Article 50 transparency triggers, whether it was on the market before 2 August 2026, and worldwide turnover.

• Classification computed per row: prohibited, high-risk, general-purpose AI model, limited risk (transparency), minimal risk or out of scope, with the precedence the Regulation implies (prohibited beats everything; an Annex III use case with profiling is always high-risk; a 6(3) exemption only works without profiling). Beside it: the obligation set, the date it applies (Article 113 with the Article 111 transitional rules for legacy systems and models) and the fine ceiling under Article 99, plus the SME cap.

• Obligations: 23 duties summarised with their article numbers, from Article 4 AI literacy through the Article 16 provider list, the Article 26 deployer list, the Article 27 fundamental rights impact assessment, Article 50 transparency, Article 53 and 55 general-purpose model duties, and Article 23 and 24 for importers and distributors. Status and evidence columns per duty.

• Summary: systems per class, share, the highest fine ceiling in the register, the SME cap, systems needing action before 2 August 2026, exemptions claimed that must be registered under Article 6(4), and Article 50 systems.

• Dates: the full calendar from entry into force to the 2030 backstop for Annex X systems. Library: Annex III and Article 5 in full. Guide and Sources.

Every summary is written from the EUR-Lex text of Regulation (EU) 2024/1689 and cites the article. The classification logic was tested against nine hand-worked cases (hiring screener, chatbot, social scoring, foundation model, spam filter, military system, exempted credit tool, legacy Annex III system, machinery safety component) before listing. Live formulas, no macros, no locked cells. Excel and Google Sheets. Not legal advice; the Regulation and the Commission guidelines control, and the Guide says where judgement is needed.

Who it is for: compliance, legal and IT teams building their first AI inventory; consultancies running AI Act readiness reviews for clients; product teams deciding whether a feature lands in Annex III.