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Sophia AI - User Guide

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There are three ways to interact with Sophia.

Getting Access

Sophia accounts are invitation-only: there is no self-service signup. An administrator from your organisation creates the account for you, and you receive an invitation email at the address they entered.

The email contains a single activation link of the form:

https://<your-sophia-host>/auth/activate?email=<your-email>&token=<...>

Open the link in your browser. The activation page asks you to:

  1. Choose a password. Re-type it in the confirmation field. The server rejects weak passwords (zxcvbn score < 3) — pick a passphrase or a long, varied password.

  2. Accept the Terms of Service (a link opens the document on restheart.com in a new tab).

  3. Accept the Privacy Policy (same).

  4. Specifically approve the clauses listed in §13.5 of the Terms — under Italian law (art. 1341 c.c.) these clauses require separate written approval.

All three checkboxes must be ticked before the Activate my account button enables. Click it and Sophia logs you in automatically and redirects to the main interface (chat for user, admin panel for admin / tenant-admin).

A few details to keep in mind:

  • The activation link is single-use and expires 7 days after it is sent. If it expires (or you lose the email), ask your administrator to resend the invitation — they can do it with one click from the Admin > Users page, which rotates the token and emails you a fresh link.

  • Until you complete activation, the account is invited and cannot log in via the regular login page — only the activation link works.

  • If the link looks broken because of an ad-blocker (it may show awstrack.me as a tracking host), disable the blocker for that domain or copy the link and open it directly.

After activation you can change your password and review your accepted policies anytime from the Profile page.

Forgot your password?

If you forget your password, click Forgot your password? on the login screen. Enter your email and Sophia sends a reset link to your inbox (valid for 1 hour). The page that opens lets you choose a new password — no policy re-acceptance needed.

For privacy reasons the response is intentionally neutral: you’ll see "If an account exists, we’ve sent an email" regardless of whether the email is registered. This prevents attackers from probing the system to discover registered accounts. The same endpoint also rate-limits to one email per minute per address.

If you never completed your initial activation, the same forgot-password flow will instead resend the invitation email — Sophia tracks the distinction internally.

Web Chat Interface

The simplest way to use Sophia is through the web chat interface. Navigate to the URL provided by your administrator, type your question, and get an instant response powered by your organization’s knowledge base.

Chat interface

Sophia streams responses in real time, supports follow-up questions, and formats answers with rich text, code blocks, and links.

Hint Questions

When the context defines them, the chat opens with a row of clickable chips — common starting questions chosen by your administrator. Click one to send it as your first prompt; ignore them and type your own at any time.

Agentic Mode

When Agentic Mode is enabled on the agent, Sophia autonomously searches and reads multiple documents before answering. You’ll see a real-time timeline of tool executions — each step is a badge with the tool name, arguments, and a result summary; click to expand for the full payload. Total iterations and per-iteration token usage appear at the bottom of the answer.

Agentic response

Collaborative Artifacts

If the context has Collaborative Mode on, Sophia can render rich interactive HTML artifacts directly in the chat — diagrams, calculators, mini-dashboards, REST micro-tools — and attach 2–4 follow-up button suggestions after each answer. You can also activate Collaborative Mode for a single message via the per-message toggle even when the agent default is off.

Interactive artifact in chat

To share a generated artifact with someone else (read-only, no login required), use the Share button on the artifact card — it produces a URL that returns only the artifact, scoped to that single interaction.

Deck View

Some contexts use Deck View — the chat is presented as a horizontal deck of cards instead of a vertical scroll. Navigate with the arrow buttons or swipe; each card holds prompt above and answer below. Useful for guided tours, lesson decks, and demo flows.

Deck view

Embedding

The chat interface supports multiple languages (English/Italian), customisable themes, and can be embedded into existing websites via iframe. Ask your administrator for the embed URL.

MCP Server

Connect your favourite AI client directly to your Sophia knowledge base via the Model Context Protocol (MCP). Supported clients include Claude Desktop, Cursor, Claude Code, and VS Code.

Your administrator can generate ready-to-paste configuration snippets from the admin panel.

See Sophia MCP Server for full setup instructions, including OAuth and API-token authentication for private agents.

REST API

For programmatic access, Sophia exposes a full REST API for chat operations, document management, and semantic search.

See API Documentation for endpoint reference and code samples.

Your Profile

Once logged in, click the avatar at the top-right of the chat (or the Profile link in the admin sidebar) to reach /profile — your personal account page. It groups everything you can manage about your own account:

  • Account — your email (immutable), display name (you can edit it inline by clicking Edit), tenant, roles, status, and member-since date. If an administrator has set knowledge tag restrictions on your account, this section also shows them read-only — both the global default and any per-agent overrides — with a short note about how the filter applies to document retrieval.

  • Accessible Agents — list of every agent you can chat with, marked public or private

  • Change Password — change your password; you’ll be asked to re-enter your current one as a confirmation. The new password is validated by the server (rejected if too weak)

  • Accepted Policies — version, date and link of the Terms, Privacy and Cookie documents you accepted. When a newer major version exists, the Update acceptance button opens the same modal you saw at activation. A Refresh button checks for new versions on the server without reloading the page.

  • Session — the Logout button. Closing the tab also ends your session when the cookie expires (typically 8 hours)

The ← Back button at the top-left of the profile page returns you to wherever you came from — the chat agent, the admin section, or any other page in Sophia — so you don’t lose your place. If you open /profile directly (e.g. via a bookmark), Back falls back to your role’s home page.

You can edit your display name and your password from here. All other fields (roles, tenant, accessible agents, knowledge tags) are managed by an administrator — to change any of them, contact yours.

Three small links are pinned at the bottom-right of every page: Terms · Privacy · Cookies. They open the corresponding documents on restheart.com in a new tab. They are visible to both logged-in and anonymous users.

The first time you log in (and after any major-version update of the Terms or Privacy Policy) Sophia displays a blocking modal asking you to:

  1. Accept the Terms of Service (link to the document)

  2. Accept the Privacy Policy (link to the document)

  3. Specifically approve the clauses listed in §13.5 of the Terms — under Italian law (art. 1341 c.c.) these clauses require separate written approval

You cannot use the service without accepting. The only escape is the Logout button in the modal. Sophia records the version and URL of each accepted document, along with timestamp and IP address, as evidence of consent.