TL;DR: Grok Bot is an Ai assistant with its own computer in the cloud. It can sort your email, draft replies, prep your meetings and run weekly jobs. You need Premium or higher on The X Subscription. Setup takes about 65 minutes, and you approve each message before it goes out.
For owners who live in their inbox and calendar. No coding needed.
What you need: a Mac or Windows computer, Premium or higher on The X Subscription, 1 admin or vendor inbox with no customer, patient, health or payment info, and about 65 minutes.
Step 1: Pick A Plan And Download The App
About 10 minutes.
Leverage Ai has no relationship with Grok Bot. I pay for my own subscription, and I use no referral link.
Quick definition: A Bot is one Ai assistant with a name and a job. Start with 1.
Click path
Go to x.ai/pricing and pick Premium. It's $30 a month before tax, as of Oct 31.
Download the app from x.ai/bot.
Open it and choose Sign in.
Finish signing in with the account the app asks for, in your browser.
Note: Grok Bot is a separate app from the Grok chat app, and the $8 Plus plan doesn't include it.
My default: Premium, monthly. Super and Ultra add more usage, so skip them until you hit your weekly limit.
Step 2: Give Your First Bot One Job And Your Rules
About 5 minutes.
After a short intro, Grok Bot sets up your first Bot, named Grok Bot. Paste:
Your job is to be my office assistant for [business name], a [type of business] in [city]. You help with my inbox, my calendar, meeting prep and a weekly report. Rules you never break:
1. Never send an email or Slack message without showing me a draft first.
2. Never accept, decline, move or cancel a meeting without asking.
3. Never delete or archive anything without asking.
4. Never buy or pay for anything.
5. Never give legal, tax, medical or investment advice.
If you're unsure, ask me. Remember this for all future work.Note: Grok Bot's docs say to back saved rules with approvals too. Step 3 does that.
My default: 1 Bot for the whole office this month. All your Bots share one computer and the same apps, so a second Bot won't wall anything off.
Step 3: Turn On Your Safety Net
About 10 minutes.
Quick definition: Auto-review is Grok Bot's automated check before an action runs. When it needs you, you see an approval card.
Click path
Open Settings → General. Under Bot, make sure Auto-review is on.
Under When Grok Bot wants to:, type "send any email or Slack message."
Under It should:, choose Ask first, then press Add Rule.
Add 3 more Ask first rules the same way: "delete or archive any email," "create, accept, decline or move any calendar event" and "buy or pay for anything."
Open Settings → Computer → Your computer and set Execution on this computer to Never allow.
At grok.com/dashboard/billing, under Additional usage credits, leave Auto Top-up off or set a monthly limit.
Note: On an approval card, pick Allow once while you're learning. Always allow saves a rule, so skip it for sending and paying. A spending cap won't halt a job that's already running.
My default: all 4 Ask first rules, and Never allow on my own computer.
Step 4: Connect An Admin Inbox And Your Calendar
About 10 minutes.
Keep private stuff out. In week 1, connect an admin or vendor inbox. Never connect a patient inbox. Keep customer names and card numbers out of the chat, and never type a password or one-time code there. When a site needs a login, Grok Bot asks for it in a secure form it can't read.
If you run a health practice, check with your attorney before you connect any inbox or calendar.
Click path
Choose Connect apps in the sidebar.
Search for Gmail (or Outlook) and add it. Choose Authorize, then finish the sign-in in your browser.
Do the same for Google Calendar (or Outlook Calendar). Pick one without patient appointments.
Check that both show under Installed. Added can still need a sign-in, so choose Authenticate if it asks.
Note: Gmail connects 1 mailbox and can read, draft, send and label mail. Calendar can create events and answer invites. Your rules cover both.
Note: On a company Google account, you may see "Your admin needs to review Grok." Your IT person has to approve it. Personal Gmail skips this. Skip Zoom for now, since Grok Bot's docs list a known sign-in error with no fix yet.
My default: Gmail and Calendar only. Add Slack later; messages it sends there come from your name. Check your account's privacy settings, and keep out anything you wouldn't want stored in the cloud.
Step 5: Run Your First Inbox Sort
About 5 minutes. Start with a job that changes nothing. Paste:
Look at my inbox from the last 24 hours. Sort every email into 4 groups: Reply today, Can wait, FYI only, Likely spam. For each one, give me the sender and subject, plus one line on why it's in that group. Don't reply, label, archive or delete anything.Note: Correct it in plain words, like "Vendor invoices go in Reply today," and say "remember that."
My default: run this every morning for a week before it drafts anything.
Step 6: Have It Draft Replies, Then Press Send Yourself
About 10 minutes. Paste:
From the Reply today group, draft replies to the 3 emails that need a simple answer. Keep them short and friendly, and sign as [your first name]. If an email asks about a price, a refund, a complaint or a date I'd have to promise, skip the draft and flag it for me. Show me each draft. Don't send anything.Quick definition: A draft card is the preview Grok Bot shows you, marked Needs approval.
Click path
Read the recipients and the message on each draft card.
Need changes? Tell the Bot in chat what to fix.
Choose Send (or Send message for a Slack draft).
Or choose Discard to drop it.
You approve every send, as long as 2 things stay true. Drafts stay on (they're on by default, and they can be turned off), and your Ask first rule for sending stays in place. Skip giving your Bot its own email address for now. Email you ask for in chat from that address can go out once Auto-review allows it, with no draft.
Note: Never choose Disable drafts for Bot. That Bot then sends directly. Grok Bot's terms call approval controls "aids only" that may miss some actions, so read the To line every time.
My default: it drafts and I send, every time.
Step 7: Turn One Job Into A Weekly Routine
About 10 minutes.
Quick definition: A routine is a job your Bot runs on a schedule, even when your laptop is closed.
Click path
Check your time zone: Settings → General → Bot → Timezone.
Paste the prompt below in chat.
Click the Bot's name at the top of the chat, then open the routine on the Details tab. Check When to run.
Choose Test to run it now. A new routine otherwise waits for its next scheduled time.
Every Friday at 3:00 PM, write a one-page summary of my week from my inbox and calendar. Include meetings I had, emails still waiting on my reply, promises I made that are still open, and next week's meetings. Use subjects and totals only, no customer names. Post it in this chat. Don't email or message anyone. If an app isn't connected, tell me and stop.Note: A test does real work. Any email a routine writes waits as a draft until you press Send. Its approval cards expire after 30 minutes, so if you miss one, ask it to try again.
My default: weekly. Skip hourly routines. Grok Bot's docs say an hourly schedule can use a week of usage in a day.
Step 8: Do A Friday Check-Up
About 5 minutes, once a week.
Click path
Open Settings → Usage & Billing and check this week's usage.
On the Bot's Details tab, pause any routine you don't need.
Open Connect apps and look at what's under Installed.
Paste:
List every routine you run for me with its schedule and its last run. List the apps you're connected to, and tell me which ones we haven't used in 2 weeks. Then tell me what you remember about me so I can fix anything wrong.Note: Your plan includes a weekly pool of usage. Big or frequent jobs use more. Extra use comes from prepaid credit. After a long time away, Grok Bot may ask whether to keep routines running and pause them if you don't answer.
My default: Friday afternoon, right after the weekly summary lands.
Start Here This Week
Today: Steps 1 to 4, about 35 minutes.
Tomorrow morning: the inbox sort in Step 5.
Midweek: draft 3 replies and send them yourself.
Thursday: paste "For each of tomorrow's meetings, give me the time, who it's with, the purpose and 3 questions to ask. Don't accept, decline, move or message anyone."
Friday: set up the weekly summary routine, then do your check-up.
LEVERAGE MATH: What a Grok Bot setup takes
Time Involved (our estimates)
Steps 1 and 2, plan and first rules: 15 minutes
Steps 3 and 4, safety net plus inbox and calendar: 20 minutes
Steps 5 and 6, first sort plus first drafts: 15 minutes
Steps 7 and 8, first routine plus check-up: 15 minutes
Total setup: about 65 minutes
Every week after: about 15 minutes, plus time reading drafts
Your turn (week 1, then week 4)
Minutes on your morning inbox, before: ____
Minutes on your morning inbox, with the sort: ____
Drafts sent as written vs. fixed first: ____
Times you hit your weekly usage limit: ____
Here's my honest read.
Expect a week of corrections before the sort feels right. Ask it to remember each fix.
It's only as safe as your rules and your reading. Keep drafts on, and read every draft before you press Send.
Nate
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