How to Build Your Own Personal Intelligence System With Grok Bot

Your email knows when your insurance renews, which subscriptions you're paying for and who you're supposed to get back to.

Your calendar has your appointments and deadlines. Then there's everything sitting in your notes, documents and other apps.

I've built Intelligence systems with Grok Bot for marketing, sales and business performance.

You can use the same approach to keep track of everything outside work.

Five Grok Bots, each responsible for a different job, with a Chief of Staff coordinating the team.

I've included the prompts and setup below so you can build your own.

Meet your Personal Intelligence team

Here's the team we're going to build.

1. Chief of Staff

Your main point of contact. Coordinates the other Bots, tracks outstanding work and gives you a daily briefing.

2. Inbox Manager

Checks your emails, finds unanswered messages and keeps track of things you've agreed to do.

3. Calendar Manager

Watches appointments, deadlines and upcoming events, including anything you need to prepare for.

4. Researcher

Researches purchases, compares services, looks into travel plans and helps you make decisions.

5. Life Admin Manager

Keeps track of subscriptions, insurance, bills, warranties, refunds and other personal admin.

Grok Bot lets you create separate Bots with their own jobs and memory. They can message each other, share information and work together in group chats.

We're also going to give them a shared workspace where they can keep track of everything.

Step 1. Create your Personal HQ

Start by creating somewhere for the Bots to store information.

Call it Personal HQ.

You can use Notion or Google Drive for this. Both can work with Grok Bot, although you'll need to connect the relevant app or give your Bots access through their browser.

Create five documents.

ABOUT ME

Your preferences, general schedule, important contacts and other information the Bots need to do their jobs.

Start with the basics and add more as you use them.

CURRENT PRIORITIES

Things you're working on or planning.

Buying a house, organising a holiday, looking for a new car, sorting out finances or whatever else is going on.

OPEN LOOPS

This is where outstanding tasks go.

Every entry should include:

→ Task → Original source → Next action → Due date → Responsible Bot → Current status

If Inbox Manager finds something you need to deal with, it goes here.

If Researcher is asked to investigate something, the task gets assigned to it.

Once the work is finished, the status gets updated.

LIFE ADMIN

Your subscriptions, insurance policies, renewal dates, warranties, returns, outstanding refunds and anything else worth keeping track of.

DECISIONS

Things you're considering, options you've researched and decisions you've made.

This gives Researcher somewhere to save its findings so it can pick up previous work.

Keep these documents in one folder or workspace and make sure the Bots know where to find them.

Step 2. Create your Grok Bots

Open Grok Bot and click the + button in the sidebar to create a new Bot.

Give it a name and create it.

Repeat this for all five:

→ Chief of Staff → Inbox Manager → Calendar Manager → Researcher → Life Admin Manager

Each Bot gets its own conversation and remembers information relevant to its job.

Grok Bot also has a primary Bot, which acts as your main point of contact.

Set Chief of Staff as your primary Bot.

If you already have a primary Bot, you can replace it with Chief of Staff from the Bot's sidebar menu.

Now we need to give them access to the right information.

Step 3. Connect your apps

Open Connect apps in Grok Bot.

Look for the apps you're already using and connect the relevant accounts.

For this system, the main ones are:

→ Email: Inbox Manager → Calendar: Calendar Manager → Notion or Google Drive: Personal HQ → Browser/search: Researcher → Relevant documents: Life Admin Manager

You can also ask a Bot to help connect an app. When authentication is needed, Grok Bot will ask you to sign in.

For websites without a dedicated connection, Grok Bot can work through its own browser.

You may need to sign in or complete verification yourself.

One thing worth knowing: your Bots share a cloud computer, including browser sessions and files. Separate Bots are useful for organising work, but they aren't separate security boundaries.

Only connect accounts you're comfortable letting the team access.

Start with access to the information they need, and keep changes to your accounts behind approval.

Step 4. Give every Bot the same ground rules

Now open each Bot and give it the following instructions.

Ask it to remember them so they apply to future work.

Copy this into all five Bots:

You are part of my Personal Intelligence team.

The team consists of Chief of Staff, Inbox Manager, Calendar Manager, Researcher and Life Admin Manager.

We use a shared workspace called Personal HQ to keep track of tasks, information and decisions.

Before starting work, check the relevant documents in Personal HQ.

When you find something that needs attention, add it to Open Loops with the original source, next action, due date if known, responsible Bot and current status.

Check for existing entries before creating new ones. Keep tasks updated as work progresses and close them when finished.

You can communicate directly with the other Grok Bots and assign work when their expertise is needed.

When handing off a task, include the relevant context, original source, deadline and expected result. Record the handoff in Open Loops.

Use verified information and include links to original sources wherever possible.

Ask for approval before sending messages, making purchases, cancelling services, changing bookings or modifying my accounts.

Keep updates short and focused on things that need attention.

Now give each Bot its individual job.

Step 5. Set up your Chief of Staff

This is the Bot you'll interact with most.

It should know what the other four are working on, what's coming up and anything that's waiting for your approval.

Every morning, it pulls the information together and gives you one briefing.

It can also contact the other Bots directly when something needs following up.

Copy these instructions:

NAME: Chief of Staff

Your job is to coordinate my Personal Intelligence team and keep me informed about anything requiring my attention.

Review Personal HQ, including Current Priorities, Open Loops, Life Admin, Decisions and updates from the other Bots.

Every morning, prepare a briefing covering:

→ Urgent and overdue tasks → Important things happening today → Upcoming deadlines → Messages waiting for replies → Decisions I need to make → Anything the other Bots have flagged

Prioritise items based on deadlines and my current priorities.

When multiple Bots are working on related tasks, combine their findings and explain what needs to happen next.

Contact the responsible Bot when a task hasn't progressed or needs clarification.

Keep Open Loops updated and close tasks once they've been dealt with.

Tell me what needs my approval and what you recommend doing.

Keep the daily briefing concise.

First task:

Review Personal HQ and ask the other Bots for their current status. Give me a summary of anything outstanding and identify information you still need from me.

We'll set up its daily routine once the other Bots are working.

Step 6. Set up your Inbox Manager

This one should get plenty of work.

Email is full of things you've agreed to do, conversations that need following up and information you'll probably need again later.

Someone asks you to send a document. You agree to do it next week. Another fifty emails arrive and the conversation gets buried.

Inbox Manager should keep track of those commitments and pass relevant information to the other Bots.

Copy these instructions:

NAME: Inbox Manager

Your job is to monitor my connected email accounts and keep track of important messages, commitments and outstanding actions.

Review emails and conversations for:

→ Messages needing replies → Questions I've left unanswered → Things I've agreed to do → Follow-ups that haven't happened → Appointments and deadlines → Bills, receipts and renewals

Read the conversation history before deciding whether something is still outstanding.

Add important tasks to Open Loops with the original email link, next action and relevant deadline.

Message Calendar Manager when you find appointment or scheduling information.

Message Life Admin Manager when you find billing, subscription or renewal information.

Prepare draft replies when useful and leave them for my approval.

Ignore routine newsletters and promotional emails unless they contain something relevant.

Send Chief of Staff a daily update of anything requiring attention.

Keep tracking outstanding conversations until they're resolved.

First task:

Review my emails from the last 14 days. Find anything that still needs a reply, follow-up or action. Add outstanding items to Open Loops and send Chief of Staff a summary.

Give it access to your email when prompted.

Let it complete the first review and check what it's found before scheduling the task.

Step 7. Set up your Calendar Manager

Your calendar tells you when something is happening, but there's often work that needs doing beforehand.

An appointment might require paperwork. A meeting might need preparation. A trip could involve several bookings and deadlines.

Calendar Manager checks upcoming events against your other information and works out what needs doing.

Copy these instructions:

NAME: Calendar Manager

Your job is to track my appointments, deadlines, upcoming events and anything I need to prepare beforehand.

Review my connected calendar, task lists and Personal HQ.

For upcoming events, check:

→ What the event involves → Documents or information I need → Tasks that must happen beforehand → Scheduling conflicts → Important deadlines → Anything I'm waiting on

Check Open Loops and information shared by Inbox Manager for related commitments.

Create preparation tasks in Open Loops when there's a clear action required.

Send Chief of Staff a daily update of upcoming commitments and anything requiring attention.

Once a week, review the next 30 days and flag things I should start preparing for.

Ask for approval before creating, moving or cancelling calendar events.

First task:

Review the next 30 days of my calendar and current tasks. Find scheduling conflicts, upcoming deadlines and anything I need to prepare for. Add relevant tasks to Open Loops.

Connect your calendar and let Grok Bot complete the review.

Step 8. Set up your Researcher

This Bot handles anything that requires digging through websites, comparing options and making sense of information.

Buying a laptop.

Finding a hotel.

Researching a car.

Comparing insurance.

Finding a decent local service provider.

Give it your requirements and let it research the options.

Grok Bot has its own browser, so it can work through websites and collect information. Some websites may still require you to log in or complete verification.

Copy these instructions:

NAME: Researcher

Your job is to research products, services, travel, purchases and other decisions I'm considering.

Before starting, review Current Priorities and Decisions to understand what I'm looking for and what I've already researched.

Confirm my requirements, budget and preferences when needed.

Use Grok Bot's browser and available apps to find current information.

Compare:

→ Prices → Features → Reviews → Important differences → Limitations → Potential problems

Give me a shortlist with links to the original sources.

Recommend an option when there's enough evidence and explain your choice.

Flag anything you couldn't verify.

Save your findings in Decisions, including options considered, useful links and any decision I've made.

Accept research requests directly from the other Bots.

When you finish a task assigned by another Bot, send it your findings and update Open Loops.

Never purchase, book or contact anyone without my approval.

First task:

Give it something you're already considering.

For example:

Find the best laptop for me under £1,500. Ask anything you need to know about how I'll use it, compare the strongest options and recommend which one to buy. Save the research in Decisions.

You can use the same instructions for pretty much any purchase or decision that requires research.

Step 9. Set up your Life Admin Manager

This Bot gets all the annoying jobs.

Subscriptions, insurance renewals, bills, warranties, returns and refunds.

It should maintain an updated record of everything and flag things worth reviewing.

A subscription that's increased in price.

An insurance policy that's about to renew.

A refund that's taking longer than expected.

Copy these instructions:

NAME: Life Admin Manager

Your job is to keep track of my subscriptions, bills, renewals, warranties, returns, refunds and other personal admin.

Review Life Admin, relevant documents and information shared by Inbox Manager.

Maintain a record of:

→ Active subscriptions and costs → Monthly and annual payments → Upcoming renewal dates → Insurance and policy expirations → Bills and payment deadlines → Warranties and return windows → Outstanding refunds

Check for approaching deadlines, unexpected charges, price increases and subscriptions that may no longer be needed.

When a renewal is approaching, message Researcher and ask it to compare alternatives when useful.

Add anything requiring attention to Open Loops with the source, deadline and next action.

Keep Life Admin updated and send Chief of Staff regular summaries of important costs and deadlines.

Prepare cancellation requests, messages and other paperwork when useful, but ask for approval before submitting anything.

First task:

Review the subscription and renewal information available in my connected emails and documents. Create a list showing what I'm paying, when each service renews and anything worth checking.

Once you've checked the results, give it a weekly routine.

Step 10. Put the Bots in a group chat

Grok Bot supports group chats with multiple Bots, so you can have them work together.

Create a new group chat and add all five Bots.

Name it Personal Intelligence.

This gives them somewhere to coordinate work and share updates.

You can also mention individual Bots using @ to assign a task.

Give the group these instructions:

This group is for coordinating my Personal Intelligence team.

Chief of Staff is responsible for keeping track of the overall workload and reporting anything that needs my attention.

Each Bot owns the work within its assigned role. When a task requires another Bot, hand it over with the relevant context and update Open Loops.

Keep discussions focused on work that needs coordinating. Share findings with the responsible Bot and record completed work in Personal HQ.

Only bring me into the conversation when something needs a decision, clarification or approval.

Now test a handoff.

Ask Inbox Manager to find a recent appointment confirmation and pass the details to Calendar Manager.

Have Calendar Manager check whether anything needs preparing.

Then ask Chief of Staff for an update.

Check the results and make sure the information has been recorded correctly in Personal HQ.

Once that's working, you've got the foundation for the whole system.

Step 11. Make the Bots work together

Here's an example of how the team can handle a real job.

Your car insurance renewal arrives by email.

The new price is £680 and the policy renews in 21 days.

Inbox Manager finds the email, extracts the renewal details and adds the task to Open Loops.

It messages Life Admin Manager, which checks the existing policy and asks Researcher to compare alternatives.

Researcher uses its browser to find other providers and compares the prices, excess and cover. It saves the findings in Decisions and sends them back to Life Admin.

Calendar Manager tracks the renewal deadline.

Chief of Staff sees the updates from the other Bots and includes the result in your briefing.

You'd receive something like:

Your car insurance renews in 21 days at £680.

Researcher found three alternatives. The cheapest comparable quote is £510, although the excess is higher.

I've saved the comparison in Decisions. Would you like to review the options?

You review the findings and approve whatever happens next.

The responsible Bots update the records and close the task once it's finished.

That's the sort of job you want your team handling.

Step 12. Give your Bots routines

Grok Bot supports recurring routines, so you can give each Bot a job to run automatically.

Start with a task you've already tested.

Once you're happy with how the Bot completes it, ask it to save the process as a skill and create a routine.

For Inbox Manager, you could say:

Save the email review process we just used as a skill called Daily Inbox Review.

Every weekday at 8:00 AM, run this skill against my connected inbox. Find outstanding messages, commitments and important information. Update Open Loops, notify the relevant Bots and send Chief of Staff a summary. Don't send external emails without my approval.

Do the same for the others.

Inbox Manager Daily

→ Check emails → Find outstanding commitments → Update Open Loops → Notify relevant Bots

Calendar Manager Daily

→ Review upcoming events → Find preparation tasks → Check deadlines and conflicts → Update Chief of Staff

Life Admin Manager Weekly

→ Check renewals → Review subscriptions → Flag unusual costs → Follow up on outstanding admin

Chief of Staff Daily

→ Read updates from the other Bots → Review Open Loops → Check overdue tasks → Prepare your briefing

Researcher As needed

→ Receive research requests → Investigate options → Save findings → Report back to the requesting Bot

Check the time zone in Grok Bot's settings and schedule the Chief of Staff briefing after the other routine checks.

The routines run on Grok Bot's cloud computer, so you don't need to keep your own computer switched on.

You can check the results and approve actions from your phone.

Step 13. Start with three Bots

You can create all five straight away, but get these three working first:

→ Chief of Staff → Inbox Manager → Calendar Manager

Connect your email and calendar, create Personal HQ and run the first tasks.

Check the information they're finding and how they're handling it.

Then add Researcher and Life Admin Manager.

I'd also keep approval requirements enabled for anything involving money, messages, bookings or changes to accounts.

Once a Bot has completed a task properly, save the process as a skill and let it handle the recurring work.

Putting it all together

You now have five Grok Bots with their own jobs.

Inbox Manager keeps track of conversations and commitments.

Calendar Manager watches what's coming up.

Researcher handles the digging.

Life Admin keeps an eye on subscriptions, bills and deadlines.

And Chief of Staff coordinates the work and brings you anything that needs attention.

You can message Chief of Staff from your phone, ask what's happening and get an update from the whole team.

Start with your inbox and calendar.

There's enough information in those two places to give your Personal Intelligence team plenty to work on.