Install guide · Runs on Grok Bot
Hand your admin to an AI employee that keeps working when you log off
Grok Bot gives you AI employees that sign in to your email, calendar, documents and the websites you use, and work through the jobs you give them on a schedule, even with your laptop shut. This blueprint shows you how to set one up for the admin in your business, and how to stay in charge of what goes out.
Inside the blueprint
- Which admin jobs to hand over first, and how to write each one up as a job
- Connecting your email, calendar, documents and the other tools you use
- The approval rules that keep you in charge of anything that goes out
Dane Shelford I run a business that makes over a million dollars a year in profit, with no staff.
- Inbox Manager6 replies drafted. 3 emails need you today.7:41
- Chief of StaffYour morning brief is ready.7:02
- Invoice Clerk4 supplier invoices filed. Nothing overdue.6:15
- Follow Up Watch2 quotes still waiting on a reply. Drafts ready.6:00
Admin is the job that never ends
Emails to answer, invoices to process, follow ups to chase, a calendar to juggle and a report nobody has time to pull together. None of it is hard. It's the volume, and every piece means opening three systems to get the details right.
So it gets done at night, or it doesn't get done, and the hours go on work that doesn't move the business forward.
Instead of an admin assistant
What an AI employee can take off your plate
Your inbox
It sorts what comes in overnight, flags the few things that need you today, and drafts replies in your voice, ready for you to check.
Invoices, expenses and records
It processes the invoices that land in your email, reconciles expenses against your spreadsheets and keeps your customer records up to date.
Follow ups and the morning brief
It watches for promises and questions that haven't been answered, and has a brief waiting each morning on what's open and what's waiting on you.
More like an employee than a chatbot
A chatbot answers a question and forgets you. Each AI employee has a name, a job and standing rules, and it works from a computer in the cloud with a browser, files and the logins you give it. It runs on a schedule, or when something happens like a new email arriving, and it carries on with your laptop shut.
Show it a job once by recording yourself doing it, and it saves the steps to repeat. When the work grows, give another job to a second one, and they hand work to each other the way a small team would.
What it looks like
A morning in the app. Your bots report back on the night's work, pass jobs between them, set up a routine when you ask, and stop for your okay before anything goes out.
What the blueprint covers
- 01
Picking the first jobs
How to choose the admin worth handing over first, and how to write each one up as a clear job with standing rules.
- 02
Connecting your tools
Your email, calendar, documents and the other tools you use, through official connections where they exist and its browser where they don't.
- 03
Setting routines
Jobs that run on a schedule or when something happens, like a new email or a calendar change, so the work gets done without you asking.
- 04
Teaching it by showing it
Recording yourself doing a job once so it can repeat the steps, then correcting it until it's right.
- 05
Staying in charge
The approval rules that make it stop and ask before anything goes out, and how to keep your logins and data safe.
- 06
Adding a second employee
When a job deserves its own bot, and how they pass work between them.
You decide what it does on its own
The worry most owners have about AI near their customers is that it'll send something stupid. So you set the rules.
For any step that matters, like sending an email or changing a record, it stops and asks, and you allow it once, always, or not at all. The blueprint shows you how to set it up so anything going to a customer waits for your okay.
Dane
What you'll need
- A paid X plan that includes Grok Bot. It's xAI's product and their pricing, so check x.ai for today's plans
- The Grok Bot app on your Mac, PC, iPhone or Android
- Your email in Gmail or Outlook, plus your calendar and documents
- Logins for any other websites you want it to work in
Who it's for
- Admin takes hours you'd rather spend on the business
- You want help with the admin before you think about hiring for it
- You want to stay the one who signs off on what goes out
Not for you if
- You want something that runs with nobody checking it
- You need everything kept on Australian servers
- Most of your admin happens inside your accounting software, which it can't connect to directly yet
Questions
What can it connect to?
Gmail, Google Calendar, Drive, Docs and Sheets, Outlook and OneDrive, Slack, Notion and Salesforce through built in connections, with more being added. Anything else it reaches through its browser, using logins you type in yourself.
Does it work with my accounting software?
There's no built in connection to Xero, MYOB or QuickBooks yet. The blueprint focuses on what works today: invoices and receipts that arrive by email, and the spreadsheets you keep alongside your accounts.
Will it send things without me?
Only if you let it. Steps that matter stop and ask for your okay, and the blueprint sets it up so anything going to a customer waits for you.
Is my data safe?
It uses official connections where they exist, and passwords go into a masked field the AI never sees. Its cloud computer runs in the United States and is shared by every bot on your account, so the blueprint shows you what to connect and what to keep out.
Is there a limit to how much it does?
Yes. Your plan comes with a weekly allowance shared across Grok, Grok Bot and Cursor, and a busy bot can use it up quickly. The blueprint shows you how to keep jobs lean and cap any extra spend.
Do I need to be technical?
No. You set it up by talking to it and showing it jobs, the way you'd train someone new.
Am I signing up to buy anything?
No. Joining the waitlist costs nothing and commits you to nothing. You'll hear the day it opens and what the founding price is, and then you decide.
When is it out?
When it's built and tested. The waitlist hears first, before it's announced anywhere else.
Get your mornings back
Set up an AI employee for the admin in your business. Join the waitlist and you'll hear the day it opens.
Grok Bot is made by xAI and is their trade mark. This blueprint is my own and isn't made or endorsed by xAI. Features and plans are as described in xAI's documentation in October 2026 and may change.