It answers people passing through your site. And it writes the record for you.
A bubble in the bottom right corner of your site. It answers in the evening, on Saturdays and over the holidays, for the people sizing you up — including the question nearly everyone asks: "are you free on September 12?" — and once it knows who they are and how to reach them, it creates the record in the software without you having to read the conversation.
Whoever writes to you at eleven at night is writing to three other people too
Wedding inquiries do not come in during office hours: they come on Sunday afternoon and late at night, when two people finally sit down to search. Whoever answers first, with a real answer, starts ahead. And at that moment you are at a reception, or asleep.
- A contact form answers nothing: it just collects.
- Someone who only wanted to know whether you are free that day leaves.
- Someone who wanted to know whether you are in their range does not even ask.
- And the next morning there is no record anywhere.
Real screenshot from the software. Names and contact details are made up. You also see the conversations that came to nothing: knowing how many there are is information.
"Are you free on September 12?" — the calendar answers that, not the AI
It is the first question almost anyone writing to a wedding photographer asks, and it is the one an ordinary chatbot gets wrong. Here the date is not interpreted: it is looked up.
The software reads the date
RegiaPro finds the dates written in the message — "28/09/2027", "September 28" — and asks your calendar whether they are free. The answer goes into the conversation as settled fact, not as a list to be interpreted.
Then the answer gets cleaned up
After the AI has written, the software rereads the text and strips out anything it has no right to say. The first check is a request to a model, and a model can be talked round; the second does not reason, so it cannot be talked round.
Free does not mean booked
Every answer says two things: that the date shows as free at that moment, and that a person is the one who confirms it. A date that is free today can be taken by someone else tomorrow.
It answers even when the AI is off
Spending cap reached, or the service unreachable: the date question still gets answered, with a sentence written into the software. It is the most important question, and it makes no sense for that to be the one that fails.
The limit of this check, spelled out in full
The chat looks at the jobs recorded inside RegiaPro. A personal commitment you only wrote on your Google calendar, which never made it into the software, it cannot see: that day will show as free. It is the same rule the calendar's free-dates panel already works by, and it was deliberately not changed — two different ideas of "day taken" inside one piece of software would be worse than the limit.
On price you decide how much it may say
This is the most common mistake in chatbots for photographers: the bot that blurts out a number. Not because price is a secret, but because a figure given before knowing how many hours, where and how many people is not a quote: it is a promise you will have to take back. And from there the deal is burned.
But the opposite does not work either. A bot that answers "how much is it?" with "the owner will tell you" every time drives away the person who just wanted to know whether you are in their range — and that is a client lost without even knowing it. So there are three modes, and you choose.
- 1
Give no figures
It invites them to get in touch. This is the starting mode: anyone who never opens that panel notices nothing.
- 2
Say where prices start
"Weddings start from…". Never an exact figure, never a total.
- 3
Say the starting price of each service
Exactly as it is written inside RegiaPro. The numbers come from your own service types, not from a second price list you have to keep in step by hand: a second price list is, sooner or later, a wrong price list.
Real screenshot from the software. This is where, in the morning, you find whoever wrote in the chat the night before, along with everyone else.
How the record is created, and what happens to the data of whoever writes
The chat collects names, numbers and email addresses of people who are not yet anybody's client. It is the point where a hastily built chatbot becomes a real problem, so it is the point worth being precise about.
The box before the first message
Consent is ticked before they can write anything. You write the wording, and you can put a link to your privacy notice next to it. The check is not only in the browser: it holds for anyone trying to get around it too.
The wording of the day is kept
Not a pointer to today's privacy notice: an exact copy of the one that person accepted on that day. Without it, the day you change a word every consent collected before becomes impossible to prove.
Conversations that came to nothing get deleted
After a period you decide — two years to begin with. What stays is the record of whoever became a real contact: that is a business relationship, and it has rules of its own.
It tells you twice, and only you
When a new contact appears: an alert inside the software and an email to yourself. No message goes out to the person who wrote: that decision stays yours.
The record created from the chat joins the usual path, with "website" as the source and the transcript in the client's history. See what happens next, with RegiaPro Lead →
An address open to anyone, with the protections that need to be there
The chat sits on your public website: anyone can write to it, including people with no intention of getting married. Every answer costs something, and with no limits one bored person would be enough to burn through the month's credit.
- A message cap for each visitor, and a maximum length for each message.
- A monthly spending cap, with the count on show: you always know how much you have used.
- When the cap is reached, the chat does not shut down: it answers with a polite message pointing to your WhatsApp. A real client must never find a closed door.
- It does not stray off its subject, and it will not be talked into changing role by someone writing it instructions.
- Software errors never reach the visitor: they always read a polite sentence, and the real reason stays in the logs.
Real screenshot from the software. The menu is grouped by the modules you bought: the site chat sits under RegiaPro Bot.
There is a second assistant with the same name, and this is not it
Worth saying here, because it causes confusion. Inside RegiaPro there is also a chat panel that talks to you, not to your website visitors: you write to it in plain language — "draft a quote for Mario Rossi, wedding in Pistoia on June 12" — and it prepares the draft.
The two rules that do not change
It never decides on its own who you mean. If there are three Rossis in your list, it shows them to you and waits for you to pick.
Whatever it prepares stays a draft — a quote, an email, a WhatsApp message — until you are the one who hits send.
The assistant inside the software, just opened. The first thing it says is the limit it sets itself: "I do not save or send anything without your say-so". Real screenshot from the software. Names, amounts and contact details are made up.
The documents it prepares are the usual ones, and they come from the same client record. See quote, contract and invoice on RegiaPro Lead →
Which plans include it
RegiaPro Bot is not sold separately and has no price of its own. It is not in the smallest plan, because every conversation uses a credit and Start has no credits.
| Start | Pro | Studio | |
|---|---|---|---|
| Chat on your website | no | yes | yes |
| Date checked against the calendar | — | yes | yes |
| Record created for you | — | yes | yes |
| Assistant inside the software | no | yes | yes |
| Credits included every month | none | yes | yes, more of them |
One chat conversation uses one credit. How many credits each plan includes is set out in the pricing. Compare the plans row by row →
Questions about the site chat
Can the chat say a date is free when it is not?
The AI does not judge the date: the software looks it up on the CRM calendar before answering, and the result goes into the reply as settled fact. Then the reply is reread and stripped of anything it has no right to say. One real limit remains: the chat sees the jobs recorded inside RegiaPro. A personal commitment written only on your Google calendar and never passed through the CRM is invisible to it, and that day will show as free.
Is a date the chat says is free a booking?
No, and the chat says so itself, in every answer: that the date shows as free at that moment, and that a person confirms it, not a chat. A date that is free today can be taken by someone else tomorrow: saying "it's yours" would be the same lie as saying it is free when it is not.
Does the bot blurt out a price if someone asks?
Only if you let it, and only as far as you choose. There are three modes: give no figures and invite them to get in touch (that is the starting one), say where prices start ("weddings start from…"), or say the starting price of each service. Even in the open modes an exact figure or a total never comes out: a number given before knowing how many hours, where and how many people is not a quote, it is a promise you will have to take back.
Where does it get the prices it might mention?
From the service types you have already filled in inside RegiaPro, not from a second price list you have to keep in step by hand. A second price list is, sooner or later, a wrong price list.
Do I have to read every conversation so I do not miss a contact?
No. Once the chat knows who the person is and how to reach them, it creates the record in the CRM for you, with "website" as the source and the transcript in the history. You find them the next morning among the people to follow up, without having read anything. You do still see the conversations that came to nothing: knowing how many people ask and then disappear is information, not waste.
Does the chat write to clients for me?
It talks to whoever opens the chat on your site, and that is all. It does not send emails, it does not send WhatsApp messages, it does not answer in your name anywhere else. When a new contact appears the only message that goes out is an alert to yourself — a notification in the software and an email to you — not a message to the person who wrote.
What happens to the data of people who write in the chat?
Before the first message the person has to tick a consent box, and RegiaPro keeps the exact wording they accepted that day — not a pointer to today's wording, which you might change tomorrow. Conversations from people who never became a contact delete themselves after a period you decide (two years to begin with). What stays is the record of whoever became a real client.
Can somebody run up my bill by firing off messages?
There is a cap on messages per visitor, a maximum length for each message, and a monthly spending ceiling with the running total shown in plain sight. Once the ceiling is reached the chat stops calling the AI: it replies with a polite message pointing the visitor to your WhatsApp, instead of going dark in a client's face.
And now, how do you put it on your site?
Five minutes, and you don't need to know how to code.
If you're on WordPress
There's a plugin to install, and it's called RegiaBot: you download it, upload it, and type your RegiaPro address into one box. You never touch the theme and you never write a line of code.
On every other site
A snippet of code you copy ready-made from your RegiaPro and paste once at the foot of your pages. On Wix and Squarespace it's the same snippet; for Shopify there's nothing ready today, and we say so.
The other four modules
They are one piece of software: the person writing in the chat tonight is the same one who will get the gallery in July.
You deliver with a link of your own, with a password and an expiry date. Your client marks the photos they want and you find the list already made.
Go to the pageRAW culling cut down to minutes: it groups bursts and suggests the best one.
Go to the pageWhere the record born from the chat ends up: follow-up reminders, the message already written, quote and contract.
Go to the pageIt builds the month's posting plan from the photos you have already delivered.
Go to the pagePut it on your site and see what happens in the evening
Fourteen days with the whole Pro plan, no credit card. The fastest way to find out whether you need it is to switch it on for a weekend and count how many conversations leave you a contact.