Step-by-step guides

Where to click to connect things

RegiaPro works on its own the moment you walk in. Some things, though, need a connection to a service that is already yours — your Instagram, your Fatture in Cloud, your AI account. Each connection is made once only and then you never think about it again.

Below, for each one: where to click inside RegiaPro, what you need to have to hand before you start, and how you know it really worked.

If the software told you "a key is missing"

It means one of these connections has not been made yet. The message always tells you which: find that name in the list below and go straight to its guide.

The connections, one by one

None of them is compulsory. RegiaPro works without them too: whatever is missing stays switched off, and it tells you.

The AI that writes for you

It switches on the "Autofill with AI" buttons. You need a key from your own Anthropic account.

Fatture in Cloud

Sends invoices to the Italian tax authority without retyping them. You need a token from your account.

Instagram

Actually sends the posts out, instead of leaving them for you to publish by hand. You need a Meta app.

The photo selection app

The token the app uses to see your jobs. It already exists: it just needs copying.

The chatbot on your website

How it talks, what it can and cannot say. It uses the same AI key as the first connection.

Your contact details in galleries

Phone, WhatsApp, website and social profiles that the client sees at the top of the gallery. No connection needed: you just type them in.

The chatbot also has to go on your site, and that is a separate page

The guides below cover how the chat behaves: its tone, what it is allowed to say, where the conversations end up. Making it appear on your site is a different matter, and it has a page of its own: the plugin to install for WordPress and the snippet to paste for every other site, with a note for each platform saying what has actually been tested and what has not.

How to put the chat on your site

Almost all the connections you make yourself

Maps and calendar are switched on from inside the software, with the steps written next to the box you paste into. Outgoing mail, on the other hand, still has to be set up on the server: if you need that, the way to get it is to ask us — it is explained further down, with the reason why.

The AI that fills things in for you

It switches on the "Autofill with AI" buttons scattered through the software. Until the key is there, those buttons stay off and tell you so.

Inside RegiaPro, where to click Settings AI and chatbot Autofill with AI

What you need first

An account on console.anthropic.com — that is the site of the company behind the AI RegiaPro uses. The free one is fine. If you do not have one, it takes five minutes to open with your email.

Go and get the key

On console.anthropic.com, in the keys section (API keys), click to create a new one. They show it to you once only: copy it straight away. It always begins with sk-ant-.

Come back to RegiaPro and paste it

Settings → the AI and chatbot tab → open the "Autofill with AI" panel. Paste the key into the box and press "Save the key".

Set a spending cap

In the same panel there is "Monthly spending cap". Above that figure RegiaPro refuses to call the AI until the following month. It starts at €5, and you raise it whenever you want. It is there to stop the bill growing without you noticing.

How you know it works

In the same panel, under the box, the wording changes from "Not configured yet" to "Configured". Further down, "Spent this month" appears with a small bar: that is the real figure, kept up to date.

Two things to know

The key cannot be read back. Once saved, RegiaPro keeps it encrypted and shows it to nobody, not even you: if you lose it, you make a new one on the Anthropic site and replace it. That is deliberate, and it is why you should copy it straight away at step 1.

The model used is the cheapest one (Claude Haiku), chosen on purpose to keep this to a few euros a month.

Fatture in Cloud

RegiaPro sends the invoice to Fatture in Cloud, and it is Fatture in Cloud that files it with the Italian tax authority — exactly as if you had typed it out on their site yourself. Without this connection you still have the tax authority's free portal, as now.

Inside RegiaPro, where to click Settings Documents Fatture in Cloud

What you need first

A Fatture in Cloud account already up and running. You need no developer and no website to receive replies: it is all done on two pages of their site.

On Fatture in Cloud: create an app

Go to Settings › Developers › My Apps and create a free one. It is there for one thing only: to get you a Client ID. Copy it.

Same place: connect the app

Go to Settings › Connected applications › Connect a new application. Paste in the Client ID, choose your company and grant at least the "Sales invoices" permission. They give you an Access Token that does not expire, until you remove it yourself.

Grab the company ID too

It is the number you see in the browser address bar while you are inside Fatture in Cloud: app.fattureincloud.it/c/THIS-NUMBER/… Copy the number only.

Come back to RegiaPro and paste in the two values

Settings → the Documents tab → open the "Fatture in Cloud" panel. Put the token in the "Access token" box and the number in the "Company ID" box.

Press "Check connection"

It is the button just below. If it comes back with your company name, the token and the ID are right. If it comes back with an error, what it means is written underneath.

The first real invoice: do the dry run first

A new connection nearly always gets something wrong the first time — a missing permission, a VAT rate they do not recognize. Finding that out on an invoice already filed means correcting it with a credit note: a real nuisance.

So when you press "Transmit" on an invoice, RegiaPro asks you first whether you want to do a dry run only. Say yes the first time. Fatture in Cloud checks everything and sends nothing to anybody. If the dry run passes, the connection is sound and you can send it for real.

A few hours later use "Check the status": it tells you whether the tax authority accepted or rejected it, and if it was rejected it tells you why.

If it comes back with an error

"invalid token" → do it again from step 2.
"does not have permission" → do it again from step 2, and this time tick Sales invoices as well.
"cannot find a VAT rate" → that rate has to be created inside Fatture in Cloud first, not here.

Instagram

Without this connection, a finished post stops at "Over to you": photo and caption done, but you publish it by hand. With the connection, it goes out on its own.

Inside RegiaPro, where to click Social Instagram connection → Set up

Careful: this is not in Settings. It is at the top of the Social page, which is in the left-hand menu.

What you need first

Three things, and this is the long part — they are all on Meta's side, not RegiaPro's:

an Instagram account that is professional (not personal), linked to a Facebook Page;
an app on developers.facebook.com with the Instagram product inside it;
a token generated by that app with two specific permissions: instagram_business_basic and instagram_business_content_publish.

Press “Connect Instagram”

Go to the Social page. At the top, in the "Instagram connection" panel, there is "The quick way" with the "Connect Instagram" button: Meta's screen opens, you choose your account, you say yes and you come back here. RegiaPro writes down the token and the account ID by itself.

Or by hand: the three boxes

The boxes are still there, for anyone who prefers them or who has already connected that way. Press "Set up" and fill in: App ID, your Meta app's number; Instagram business account ID, the numeric identifier of your professional profile; Access token, the one generated in the step above. Then press "Save".

Press "Check connection"

If everything is right, it comes back with your account name: "Connection verified: account @yourname". That is the proof you need.

What goes out on its own and what does not

Single photos and carousels: yes. Reels and stories: no, and that is not an oversight — they are video, and RegiaPro does not handle video. You go on posting those yourself, with the usual button. If you try, it tells you instead of failing silently.

Meta accepts at most 100 publications every 24 hours per account, and wants photos in JPEG — if you upload one in another format, RegiaPro converts it itself before sending.

The token does not come back

As with the AI key: once saved, it cannot be read back — not even encrypted. If you need to change it, you paste in a new one. If you leave the box empty, the old one stays as it is. There is also "Remove the connection", which deletes it altogether.

The photo selection app

This is the easiest of the lot: you do not have to go and fetch anything from anywhere. The token already exists inside RegiaPro: it just needs copying and pasting into the app, once.

Inside RegiaPro, where to click Settings AI and chatbot Photo selection app

Copy the token

Open that panel. Next to "Your token" the value is hidden behind dots: press "Show" to see it, or just "Copy".

Paste it into the app

Open the photo selection app on your computer. At the top of the page there is the "Token" field: paste it there. It stays saved: you do not have to put it in every time.

What it opens and what it does not

It is there for one thing only: to let the app read the list of your jobs that have a photo folder. It opens nothing else in the software. But keep it to yourself all the same: anyone who has it sees that list.

If you think somebody has seen it

In the same panel there is "Regenerate token": it makes a new one and throws the old one away. Straight afterwards you have to paste the new one into the app, otherwise the app stops seeing your jobs — and that is not a fault, that is this.

The chatbot on your website

The chat bubble your visitors see on your site. It has no connection of its own: it uses the same key and the same spending cap as the AI (the first guide above). So if you have done that one, this one is already half done.

Before any of this, it has to go on your site

What is written below is how the chat talks. Making it appear on your site is a different matter, and it isn't done from here: on WordPress there's a plugin to install, on every other site there's a snippet to paste. It all lives on a page of its own, with a note for each platform saying what has actually been tested.

How to put the chat on your site

Inside RegiaPro, where to click Settings AI and chatbot Public chatbot on the website

First: the AI key

If you have not put it in yet, do it with the first guide. Without it, the chatbot answers nobody.

Tell it how to talk

In the "Assistant's tone" box write a few words, not an essay: "informal and friendly", "professional but warm". If you leave it empty it uses the usual tone, which is already polite.

Tell it what not to say

In the "Instructions for the assistant" panel, one rule per line. For example: "never talk about exact prices before knowing the date", "never promise availability you have not checked". The tone is how it talks, the instructions are what it may say: they are two different things.

Where the conversations end up

In the Chatbot section of the menu, not here: here you only decide how it behaves. In the same panel you can also switch on the email alert every time the chatbot brings you a new contact.

Your contact details in galleries

This is not a connection and needs no key: these are your contact details, and they end up at the top of the galleries you send to clients. A field left empty means that icon does not appear: that is how you hide what you do not want shown.

Inside RegiaPro, where to click Settings Company Studio details

Exactly how to write them

Phone — with the international code in front: +393331234567. That is what makes the "call" button appear.
WhatsApp — the number without the plus: 393331234567. That is not a whim: it is the format WhatsApp wants.
Instagram — the name only, without the @ and without the address: studioname.
Facebook — only what comes after facebook.com/.
YouTube — the channel name as it appears after youtube.com/, with the @: @studioname.

And the name you sign off with

In the same panel there is "How you sign off in messages": it is the name the client reads at the bottom of the WhatsApp messages and emails that go out from RegiaPro. Leave the wrong name in it and they will notice before you do.

The extra connections: which you do yourself, and which you do not

Maps and calendar you switch on yourself, from inside the software: below it says which screen to click on. Outgoing mail you do not — that still has to be set up on the server — and the Google Sheet stops at the last step. We write that down instead of pretending there is a button somewhere: hunting for it for half an hour is worse than knowing straight away that it is not there.

Maps — this is what gives you the error when you create a job

If creating a new job brings up "the Google Maps key is missing", or "distance calculation is not configured", this is it. It is used for working out distance, fuel, tolls and the time you have to leave, and for finding a place by name.

The box is there, and it is inside the software: Settings → Costs and diary → "Maps and distances". If you do not know what a key is, in there you will find the button "I do not know what a key is: show me the steps", which walks you through from start to finish. It takes five minutes.

Until you have put it in the software still works: you type the distance in by hand, everything else runs.

Google Calendar — this one you connect yourself

Settings → Costs and diary → "Google Calendar". Inside there is the "Connect with Google" button: press it, Google's screen opens, you choose your account, you say yes and you come back into RegiaPro. Then you pick which calendar the appointments go to. Two steps, and it is once only.

Until you have done it nothing breaks: appointments stay in RegiaPro's own calendar, where they work. RegiaPro does not call Google and says so plainly, instead of showing you an empty calendar as if it were yours. And anyone who had already connected it with the key file does not have to redo anything: that way is still there, in the same panel.

The Google Sheet — half yourself, the last step with us

It is a copy of your contacts inside a spreadsheet: handy to look at on your phone, or to pass to somebody without giving them RegiaPro. The real contacts stay in the software — the sheet is rewritten from RegiaPro, not the other way round.

The steps are in Settings → Maintenance → "The Google Sheet: how to connect it", and you do most of it yourself. Not the last step: the sheet's ID has to be written into a configuration file, and on a RegiaPro installed by us you cannot open that file. Write to us and we will put it in — it is a five-minute job. We are working on getting that out of the way too.

Also under Maintenance you will find "Rebuild the sheet": that is for afterwards, when the connection is already there and the sheet has drifted out of step. It is not the button that switches it on.

Outgoing mail

The emails RegiaPro sends your clients — the gallery is ready, the quote, the reminders — need a mailbox to go out from, and that too is configured on the server.

WhatsApp, on the other hand, already works, and it is different. RegiaPro sends nothing of its own accord: it prepares the message, you read it over and press send from your own WhatsApp. That is deliberate — software that writes to clients on its own will, sooner or later, write the wrong thing to the wrong person. The only thing to do is put your number in the studio details.

Three things switch themselves on, no guide needed

Two-step sign-in and sign in with Google are switched on from the “My sign-in” item in the menu: the steps are written right next to the box you type into. The photo app licenses — which computers are connected, and how to disconnect one — live on the RegiaPro Photo page, in the “Connected computers” panel.

Stuck on a step?

Write to us and tell us where you got stuck: a person answers, the one who built the program, not an automation.

Write to us The other questions