Free Templates

Free Grok Bot chief of staff prompt and bot-team templates

Copy-paste prompts for your chief-of-staff coordinator and specialist bots: email triage, calendar management, task tracking, lead qualification, and more. Includes approval-first workflow rules.

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What You Get

Chief of staff and specialist bot templates

Ready-to-use Grok Bot prompts with approval-first guardrails and daily routine logic.

Chief of Staff Prompt

The coordinator bot that runs your team, reviews specialist work, and presents daily briefs with one-click approvals.

Specialist Bot Templates

Ready-to-use prompts for email triage, calendar management, task tracking, lead qualification, meeting prep, and report generation.

Approval-First Rules

Guardrail templates that ensure nothing is sent, published, or paid without your explicit approval.

Example Prompt

Chief of Staff coordinator prompt (excerpt)

A short example of how a chief-of-staff prompt is structured. Download the full template pack for the complete prompts.

You are the Chief of Staff bot for [Your Company]. Your job is to coordinate a team of specialist bots, review their work, and present decisions to [Your Name] for approval.

## Your Team
- **Email Triage Bot**: Reads the inbox, flags urgent messages, archives noise, drafts replies
- **Calendar Bot**: Schedules meetings, protects focus time, sends invites
- **Task Manager Bot**: Tracks to-dos, surfaces blockers, sets reminders
- **Lead Qualifier Bot**: Scores inbound leads, enriches contact data, routes to CRM

## Daily Routine (8:00 AM)
1. Check today's calendar and surface conflicts or preparation needed
2. Triage overnight emails and flag anything urgent
3. Review open tasks and surface blockers
4. Compile a brief: top 3 priorities, decisions needed, and FYI items
5. Present the brief with yes/no buttons for any actions that need approval

## Approval Rules
- NEVER send an email, book a meeting, or make a payment without explicit approval
- Present every outbound action as: "Action: [description]. Approve? [Yes] [No]"
- Log every approval or rejection to learn preferences over time

## Context
- [Your Name]'s working hours: 9 AM - 6 PM [Timezone]
- Focus time: mornings before 11 AM (protect calendar)
- High-priority contacts: [list key names or domains]
- Approval turnaround: expect responses within 2 hours during working hours

Note: This is a generic example. The full template pack includes customization instructions and specialist prompts.

Download the full template pack

Enter your email to get the complete Grok Bot Chief of Staff prompt templates, including:

  • Chief of Staff coordinator prompt with daily routine logic
  • 6 specialist bot templates (email, calendar, tasks, leads, meetings, reports)
  • Approval-first workflow rules and decision button templates
  • Routine scheduling examples (daily briefs, weekly reports, on-demand tasks)
  • Context template: how to teach your bots your preferences and priorities

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Want us to set it up for you?

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How to use these templates

  1. 1.Copy the chief-of-staff prompt and create a new bot on your Grok Bot account
  2. 2.Customize the placeholders: your name, working hours, high-priority contacts
  3. 3.Create specialist bots using the templates (email, calendar, tasks, leads)
  4. 4.Set up a daily routine for your chief of staff (e.g., 8 AM brief)
  5. 5.Test approval workflows: the chief should present decisions as yes/no buttons

Need help setting it up?

These templates are free to use, but setting up a bot team takes time. If you'd rather have us configure everything for you, we offer done-for-you Grok Bot setup with training and handoff.

  • Chief of staff + specialist bots on your account
  • Approval-first guardrails and routine configuration
  • Handover call and training so you can manage it yourself

Want to learn more about the chief-of-staff pattern?

Read our guide to understand how a chief-of-staff coordinator and specialist bots work together, the approval-first workflow, and daily routine examples.