Regenious user manual

1 Getting started

Sign in, find your way around, and get your workspace from empty to the first branded report in an afternoon.

Sign in

Your workspace has its own address, made from your agency name when you signed up: youragency.regenious.com. Your team signs in there. Your clients use the same address for the client portal (chapter 12).

1. Open your workspace address and enter your work email and password.
2. If two-step sign-in is on for you (it always is for the owner), a 6-digit code is emailed to you. Type it in. Didn't receive the code? Resend sends a new one.

Finding your way around

The “Get started” checklist

A new workspace shows a Get started card at the top of the Dashboard. It lists the six steps to your first branded report, with a progress bar. Each row links to the page where you do it, and the next open step is highlighted:

1. Add your logo and colours, in Branding.
2. Add your first client, in Clients.
3. Connect Google, in Integrations.
4. Link Google properties to clients, with Map properties.
5. Invite your team, in Team. This step is skipped on one-seat plans.
6. Create your first report, in Reports.

Press Hide when you no longer need the card.

On a phone

Every page works on a phone. The sidebar becomes a bar at the bottom of the screen, tables become cards, and dialogs open full screen.

2 The Dashboard

One screen with all your clients together: the totals, what needs your attention today, and how each client is doing.

Date range and comparison

The button at the top right (Last 28 days · vs previous period) sets the period for every number on the page. Choose last 7 / 28 / 90 days, last month, this month or your own dates. Then choose what to compare with: the previous period or the same days last year. The choice is stored in the page address, so you can send the link to a colleague and they see the same thing. Client pages keep the same range when you open them.

The four totals

Clicks and Impressions come from Google Search Console. Sessions and Key events (conversions such as calls, form fills and bookings) come from Google Analytics 4. Each card shows the change against the comparison period and a small trend line. The ⓘ next to a number explains what it is and how it is counted.

If you can only see the clients assigned to you, the totals only include your clients.

Needs attention

The list of things to look at today, with the most urgent first. Each line links to the page where you fix it.

• Drops of 20% or more in clicks or sessions.
• Google, Bing or Business Profile connections that need to be reconnected, and properties that failed to sync or were lost.
• Websites that are down, SSL certificates or domains that expire within 14 days, critical site checks and site-audit issues.
• Open alerts from your alert rules.

When everything is fine it says “All clear — no big drops, broken connections or open alerts.”

All clients

Every client in one table, sorted by the biggest change. The chips above it (Act now, Watch, Good) filter by health. The columns show the clicks trend, sessions, key events, which sources are connected (GSC, GA4, Bing, GBP) and the date of the last report. Click a client to open it. Click a column header to sort.

3 Clients

Add the businesses you work for, group them with tags, give them to team members and keep their details up to date.

The client list

• Tabs: Open (active + paused), Active, Paused, Archived, All. The line under the title shows how many clients your plan allows (“8 of 50 on your plan”). Archived clients don't count.
• Search by name, website or email. Filter by Tag, Team member or Connections (for example “Needs reconnect”). Sort with Sort.
• Bulk actions: tick several clients to pause, archive, tag or assign them in one go. Every bulk action can be undone right after.
• Shortcut: press n on the Clients page to add a client.

Add a client

1. Press Add client.
2. Type the Client name (required). The client's web address in your workspace is made from it.
3. Add the Website. We use it to suggest the right Search Console and Analytics properties, and to check the website's health.
4. Optional: Industry and a Primary contact (name, email, phone).
5. Press Add client. Next, connect Google and add locations.

Import clients from a CSV file

1. On Clients, press Import CSV. Download template gives you a file with the right columns.
2. Drop your CSV (up to 2 MB, 500 rows) on the page. Columns are matched automatically and you can change the matching.
3. Every row is checked before anything is saved: missing names, bad websites and duplicates are flagged. Fix them or leave those rows out.
4. Confirm. The clients are added in one go.

Tags

Tags group clients, for example by service, city or account manager. You add them to a client on its Settings tab, or with a bulk action. Tags on the Clients page opens the tag list. There you can add, rename or recolour a tag (one dialog) or delete one. Deleting tells you how many clients lose the tag. Click the client count to see those clients.

A client's Settings tab

Open a client, then Settings. Every field saves itself when you leave it, and “Saved” appears.

Locations

The Locations tab lists a client's branches. Locations linked from Google Business Profile come in automatically and follow Google. You can't edit them by hand, and only they count toward your plan's location limit. You can also type in extra addresses as an address book.

4 Connect Google, Bing and Business Profile

Connect your agency's accounts once. Every client's data then imports by itself, with 16 months of history.

Connect an account

1. Open Integrations in the sidebar.
2. Press Connect Google and sign in with the Google account that has access to your clients' Search Console sites and Analytics properties. We only ask for read-only access to those.
3. Press Connect Business Profile and sign in with the Google account that manages your clients' Business Profiles.
4. Press Connect Bing to add Bing Webmaster Tools (Growth and Agency plans).
5. We list everything the account can see. Then link each property to a client (next section).

• Reconnect: signs in again with the same account, for example after a password change. Nothing is lost.
• Disconnect: stops syncing that account and deletes our access. The data already imported is kept. You confirm with your password.
• Connect another account: for clients whose properties live in a different Google account.

Map properties to clients

Each Search Console site, Analytics property, Bing site and Business Profile location must belong to a client before its data is imported. Map properties suggests the right client for every property: same website, same domain or a similar name.

1. Open Integrations → Map properties.
2. Check the suggestions. Change a client with its picker, or leave a property unlinked.
3. Press Link N to confirm all of them at once. Undo is there if you change your mind.

Ask a client to connect their own Google account

If you don't have access to a client's Google account, open the client's Search Console tab and press Send client a connect link. Then Create link and send it to the client. The link works once, for 7 days. The client signs in with Google, and their properties are linked to them automatically.

When data arrives

• After linking, 16 months of history import in the background, newest month first. The client's pages show “Importing 16 months… 7/16”.
• After that, a nightly sync runs between 02:00 and 05:00 in your time zone. It also fills any gaps.
• Search Console data is 2–3 days behind, and Business Profile data 3–5 days. That's Google, not us. Every card says how recent its data is.
• Sync now at the bottom of a client's data tab fetches the latest data on demand. It is rate-limited.
• If Google access stops working, the connection shows Needs reconnect, you get one alert, and a banner with Reconnect appears. Reconnecting resumes everything.

5 A client's dashboards

Open a client to see everything about them, one tab per source. Every chart and table says in plain words what the numbers mean.

Overview and chart notes

Notes on the charts put a dated marker on every trend chart and in reports. Use them for changes such as “New homepage launched” or “Google core update”. Press Add note, pick the date, write the label and choose whether it is for this client or all clients.

Search Console

Devices, CTR vs position, keyword positions, branded searches

Why clicks changed

This card splits the change in clicks into its causes, in one plain sentence, followed by up to three gains and three losses with an example search for each. Causes are: ranking higher or lower, searched more or less often, more or fewer clicks per view, new searches, or searches the site no longer shows for. “Other searches” covers smaller changes and the searches Google keeps private, so the rows always add up to the real change.

Biggest movers and opportunity keywords

• Striking distance (positions 4–10) and Page 2 (11–20): the searches closest to more clicks, with the page that ranks and an 8-week position line.
• Competing pages: searches where two or more of the client's pages compete with each other.
• Won & slipped: searches that moved into or out of the top 10 or top 3.
• + Task at the end of a row turns it into a task for your team, with the numbers at that moment (chapter 11).

View all and Export

Every table shows its top rows. View all opens every row, 50 per page. You can filter (contains / does not contain, position range, minimum impressions, branded or not), sort and pick columns. The view is kept in the link. Export downloads Excel or CSV, or copies the table, always with every row and your filters. Export tab next to the date range makes one Excel workbook with every table of the tab plus a notes sheet.

Analytics

Sessions, organic sessions, key events, engagement rate, new users and views, with trends. Below that: sessions and key events by channel, and the pages that bring key events.

Bing

Bing clicks, impressions and CTR with their trends, the Bing searches table and the top pages. Bing reports searches per week, and the tab says so.

Insights

The Insights tab finds things worth doing from the data you already have. The chips at the top jump to each part:

• Quick wins: top-10 searches that get far fewer clicks than their position normally does. Rewrite their titles.
• Local searches: the share of clicks from “near me”, “open now” and city searches.
• From Google search to leads: each top page's Google clicks next to its visits and key events. Pages with traffic but no leads are flagged.
• New and lost searches and Pages losing clicks (four months in a row).
• Where visitors are: visits by city.

Indexing

Shows whether the client's important pages are in Google's index. If a page isn't, it says why and what to do, in plain words: noindex tag, blocked by robots.txt, 404, canonical elsewhere, or “Google visited the page but decided not to index it”.

1. Press Add URLs and paste the pages to watch, one per line. Only pages of the client's Search Console site are accepted, up to your plan's limit per client.
2. We check them with Google's URL Inspection: indexed pages weekly, the others daily.
3. The status cards at the top double as filters. Request indexing opens the page in Search Console (Google has no other way to do it).
4. Turn on the bell on a page to get an alert when it drops out of the index.

IndexNow, on the same tab, tells Bing, Yandex, Seznam and Naver about new or changed pages at once. Upload the small key file to the client's website one time, then paste URLs.

6 Google Business Profile

What happens on the client's Google listing (calls, directions, website clicks and reviews), plus replying to reviews and publishing posts without logging in to each profile.

• Location picker (top): All locations adds up every branch. Or pick one branch. A click on a row in the locations table does the same.
• Where people saw the profile: Google Maps vs Google Search. What people did: calls, website clicks, directions, messages and bookings.

Posts

The Posts section shows how many posts went out this period (with a 12-month bar chart) and the latest posts. That includes posts made here and posts made on Google or with another tool (tagged From Google).

1. Press New post.
2. Write the text (up to 1,500 characters). Optional: add a button (Book, Order online, Buy, Learn more, Sign up, Call now) with its link, and a JPG or PNG photo up to 5 MB.
3. Pick the locations: all, or the one chosen on the tab.
4. Publish. The list shows Waiting → Publishing → Published (with View on Google), or Not published with the reason.

Edit changes the text and button of a published post (the photo stays). Delete removes it from Google after you confirm. You can also plan posts in the content calendar and have them publish automatically.

Search keywords and reviews

Searches that found the profile lists the words people typed, per month. Google shows “< 15” for small numbers. Reviews shows the average rating, the stars, new reviews this period, how many wait for a reply, and the latest reviews with their replies.

Press Reply under a review, write your answer and send it. It goes to Google straight away. Edit reply and Remove change or delete it later.

7 Website health

We watch every client website for you: is it up, is it secure, can Google index it, is it fast, and is anything broken. You hear about it before the client does.

Uptime, SSL and domain

• We check the website every 5 or 15 minutes (depending on your plan). A failed check is checked again 30 seconds later. Only a second failure counts as down, and then you get an email and a notification, plus another when it is back.
• Down means: no answer within 15 seconds, a network / DNS / SSL error, a server error (5xx) or “page not found”. We also read the homepage regularly. A database error page, a “domain for sale” page or a blank page counts as down too.
• SSL certificate and domain expiry are checked once a day. You are warned 30, 7 and 1 day before.
• Outages of the last 90 days are listed with their reason and length.

Site checks

Every 12 hours we check the things that quietly hurt local SEO:

A new critical problem always sends an alert. Warnings alert when they are new. Notices are only listed. When a problem is fixed, its alert closes by itself and you get a “Fixed:” notification.

Planned maintenance

Working on the website, for example a redesign or a move to a new host? Press Plan maintenance and choose when (15 minutes to 7 days, up to 60 days ahead). During that time there are no checks and no alerts, and it doesn't count as an outage. End now finishes early and checks straight away.

Page speed

Google PageSpeed scores for mobile and desktop, the Core Web Vitals (LCP, CLS), and how real visitors experience the page. The homepage is always checked. Add page adds more pages, up to your plan's limit, with suggestions from the client's most-clicked pages. You get an alert when the mobile score drops 15 points or real visitors' experience turns Poor.

Site audit

The website is crawled every 1–4 weeks (depending on your plan) and checked for SEO problems, each with advice:

• Critical: robots.txt blocks the site, homepage noindex, broken pages, redirect loops.
• Warning: redirect chains, noindex pages, canonical problems, wrong sitemap URLs, missing or duplicate titles, H1s and meta descriptions.
• Notice: duplicate descriptions or H1s, several H1s, images without alt text, heavy or slow pages, no sitemap.

Each audit is compared with the one before: new issues are marked “new”, fixed ones are counted. Run audit now starts one straight away (a few per month, depending on your plan). New critical issues send an alert.

8 AI insights

An in-depth monthly review and strategy for one client, written by AI from that client's own data. Use it to prepare a client call or plan the next month.

1. Open a client, then AI insights.
2. Pick the month (this month or one of the 15 before). Months that already have an insight have a ✓.
3. Press Generate insight. It takes a minute or two. You can leave the page; the bell rings when it's ready.
4. Read it, turn actions into tasks, and print it or save it as PDF.

The AI reads Search Console, Analytics, Bing, the Business Profile (including posts and keywords), indexing, website health, the month's alerts and your team's finished tasks and published content. It writes:

• What went well and What needs attention (with severity), and Why it happened with the evidence.
• A Strategy for the coming weeks: 5–8 actions, most impact first, each with why, the steps, impact, effort, category and the number to watch.
• Content ideas per channel, Quick wins this week and things to Keep an eye on.

Print / PDF prints the insight on clean A4 pages (without the menu) or saves it as a PDF named after the client and month.

9 Reports

Branded PDF reports in your logo and colours. Make one by hand in a few clicks, or let a schedule make and email it every month.

Create a report

1. Press Create report (on Reports, or on a client's Reports tab).
2. Pick the client and a template.
3. Pick the period (last month, this month, last 28 / 90 days or your own dates) and the comparison.
4. Optional: the title, the paper size (A4 or US Letter) and, for clients with several branches, one Business Profile location.
5. Press Create report. The list shows waiting → making PDF → Ready.

Scheduled reports

A schedule makes a report and emails it to the client by itself.

1. Press New schedule.
2. Pick the client, the template and how often: every week, month or quarter, with the day, time and time zone. The form shows the next send date before you save.
3. Pick the period (last 7 / 28 days, previous month or quarter) and the comparison.
4. Add up to 20 recipients, and the email subject and message. You can use {{client_name}}, {{period}}, {{agency_name}} and {{report_title}}. Choose whether to attach the PDF.
5. Press Create schedule.

Each recipient gets their own email in your brand, with a View report button and the PDF. Your support email is the reply-to address. On each schedule: Send now, ⟲ delivery history (sent / opened / failed per address), ✎ edit, ⏸ pause / resume and 🗑 delete. Every email has an unsubscribe link. A run is skipped, with the reason, when the client is paused or archived.

A client's own Reports tab shows only that client's reports and schedules, with the same buttons.

Templates and the report builder

Three built-in templates are ready to use: Monthly SEO Summary, Executive One-Pager and Detailed Search Report. To change one, press Duplicate. That makes your own copy, which opens in the builder.

• The report's sections are on the left. Drag them, or use ↑ / ↓, to change the order. Remove the ones you don't need.
• The section library adds more: cover, executive summary, key numbers, search trend, top queries / pages, keyword positions, opportunity keywords, biggest movers, branded vs non-branded, website visits, traffic sources, key events, month by month, indexing, Bing, Business Profile (+ keywords, reviews, posts), website health, AI summary, glossary, your notes, page break.
• The live preview uses a real client and period. The selected section's settings (title, rows, numbers, notes) are on the side.
• Everything saves by itself (“Saved”).

10 Alerts and notifications

Rules that watch every client's numbers after each nightly sync, plus one bell for everything that needs you.

Alerts

• Open / Acknowledged / Resolved tabs with counts, and a client filter.
• Acknowledge: “I've seen it, I'm on it”. Resolve: done. Resolve all shown resolves the whole list.
• Alerts close by themselves when the numbers are back to normal (“back to normal”) or a website problem is fixed.
• Website, connection and report problems are alerts too (marked system).

Alert rules

A new workspace can press Add suggested rules to get four sensible rules at once. To make your own:

1. Press New rule.
2. Choose one client or all clients, the metric (Search Console clicks, impressions or position; GA4 sessions, organic sessions or key events) and the condition (drops / rises by %, below / above a value).
3. Choose the period (last 7 / 14 / 28 days) and the comparison (the days before, or the same days last year).
4. Choose the severity, “don't repeat for” (1 day / 3 days / 1 week), and in the app and / or by email.
5. Check now shows what the rule would say for every client today, without saving. Then Create rule.

Notifications

The bell in the header shows your unread count. Click it to see the latest 10. Click one to open it and mark it read. You get notifications for new alerts on clients you can see, reports that are ready or failed, AI insights that are ready, tasks given to you and their changes, client approvals and client messages, and invitations that were accepted.

See all opens the Notifications page with All / Unread and your email settings: alert emails right away, in a daily summary or not at all, and an optional daily summary of everything unread at an hour you choose.

11 Tasks and the content calendar

Your team's to-do board and each client's content plan. They are internal: your clients never see tasks, and they only see content you send them for approval.

The task board

• Drag cards between and within columns. On a phone, one column at a time.
• The chips Assigned to me, Overdue and Due today are quick filters. Also search, type (tasks / content), assignee, client, priority and due date.
• Board / List switches the view. CSV and Excel export the filtered tasks. Deleted shows deleted tasks so you can restore them.

1. Press New task (or the + on a column).
2. Write a title and the details. Pick the assignee, the due date, the priority and, optionally, the client and location.
3. Press Add task. The assignee gets a notification.

Click a card to open the task panel. There you can change the status, edit the details, add comments and files (images, PDF, Word, Excel; up to 8 MB each), and see the timeline of every change.

Who sees what: the owner and members with View every task see all tasks. Everybody else sees the tasks they created or are assigned to.

The content calendar

Each client has a Content calendar tab: the month as a grid, with Google Business Profile posts, blog articles, website pages, backlinks, Facebook, Instagram, email and other items. The statuses read Planned → Writing → Review → Published.

• ‹ › and Today move between months. Filter by channel. Export the month to CSV or Excel.
• Press + on a day, or New content, to add an item. Drag an item to another day to move it.
• Open an item to write the text (with Copy), add files, add the published link and comment, like a task.

Client approval

In the item's Client approval block, press Send to client. The client's contacts get an email and see the item in the portal. They can Approve it or Ask for changes with a note. Managers can also Approve for the client, so work never waits on a client who is offline. Take back makes it internal again. Files are sent along only when they are marked Client sees it.

Publish to Google Business Profile

An item with the channel GBP post gets Publish to Google Business Profile: a button and link, a photo, and either Publish now or Publish automatically at its date and time. An item that waits for approval goes out only once it is approved.

12 Client portal

A branded login on your own address where your clients see their results and the reports you share. It is read-only, and there are no passwords.

Set it up

1. Open Client portal in the sidebar. Your portal address is at the top (Copy, Open).
2. Switch the portal on for a client.
3. Press Invite contacts (it opens the client's Settings), enter their email and name and press Invite. They get an email in your branding with a sign-in link.
4. On Reports, press Show in portal on each report the client may see.

One contact can see several clients. Removing a contact's last client signs them out everywhere. Send again sends a new invitation.

What your client sees

The client enters their email on the portal login page and gets a sign-in link that works once, for 20 minutes. They never need a password.

The Content tab lists the items waiting for their approval, with the text and the files you marked for them. They press Approve or Ask for changes. Under a shared report they can write a question. You answer in the report's Thread.

13 Team and roles

Invite your team, decide which clients each person sees, and what they may do.

Invite a team member

1. Open Team and press Invite member.
2. Enter their email, pick a role and the client access: All clients, or Assigned clients only.
3. Send. They get a link that works once, for 7 days, where they set their name and password. A pending invitation uses a seat. You can resend or revoke it.

Edit a member

The 2FA column (owner only) switches two-step sign-in on or off for a member. Click a member to change their details, status (Active / Inactive; an inactive member frees their seat), client access and roles. Under Permission overrides you can give one person an extra permission, or take one away, without changing their role.

Roles

Every workspace starts with four roles. You can edit them or make your own in Roles.

14 Branding and skins

Your agency's look on every report, email, share page and the client portal, and your own colours inside the app.

Branding

1. Open Branding.
2. Enter the Brand name, then upload your Logo, a Logo for dark backgrounds and a Favicon (PNG, JPG or WebP, up to 2 MB).
3. Pick the Primary, Secondary and Accent colours and the font. You get a warning when white text on your colour would be hard to read.
4. Add your support email, website and a Report footer line.
5. Watch the Live preview of the report cover and the portal header, then press Save branding.

Hide the platform's name everywhere your clients look (plans with white-label) removes “Regenious” from reports, emails and the client portal, so clients see only your brand.

Skins

A skin is your own colour theme for the app: colours, shadows, corner radius and light or dark mode. It is personal, so each member picks their own and it doesn't change what clients see.

15 Billing

Your plan, what you use, and how you pay.

• Usage: clients, team seats (including pending invitations), Business Profile locations, AI uses this month, watched indexing URLs, page-speed pages and “Run audit now” presses. Below that, what your plan includes.
• Pay by card: secure checkout by Paddle, our reseller, who also handles sales tax / VAT and sends your receipts. Manage billing changes the card and downloads invoices.
• Pay manually: JazzCash, Easypaisa or bank transfer. Upload the proof and we check it within one working day.
• Change plan: you see what you pay today (only the difference) or the credit before confirming. Moving from manual to card keeps the days you already paid for.
• Cancel: access stays until the end of the paid period. Keep my subscription undoes it.

16 Security, data and activity

Security & sessions

Open your name at the top right → Security. It lists every device and browser you are signed in on, with when you signed in and when it was last active. Sign out ends one session. Sign out all other sessions ends every session except this browser, for example after using a shared computer. You also get an email whenever your account is used from a new browser or your password changes.

Two-step sign-in (the emailed 6-digit code) is switched on or off per member by the owner, in the 2FA column of the Team table. The owner always signs in with it.

Data & account (owner only)

• Export all data makes a ZIP with every client, report, setting and all imported data as CSV files, plus your report PDFs and logos. You get an email when it's ready. The download works for 7 days. You can make 3 exports a day.
• Delete workspace closes it at once (everyone is signed out, syncing stops, a card subscription is cancelled) and emails a restore link. After 30 days everything is removed for good.

Activity log

Who did what and when: sign-ins, clients added or deleted, reports made, exports, permission changes and more. Filter by person, action or date.

17 Help and support

Help & support in the sidebar lists your tickets with our team. New ticket opens one. You can also email support@regenious.com. It works even after a plan has ended.

The Glossary explains every number in the app and in reports: what it is, how it is calculated, what good looks like and where it comes from.

18 Troubleshooting

The messages you may see, what they mean, and what to do.