Most agents try AI one task at a time. Open a chat, ask for a listing description, close the tab, start over next week. The tool forgets your business every time, and you are still the one tracking every follow-up and deadline.
This free gameplan takes you from “I have never installed this” to a working assistant in six short sessions. Day 0 gets you set up. Days 1 through 5 each have one goal, simple steps, a prompt you can copy, and a clear finish line. You stay the licensed professional. Nothing goes out without your OK. By John Walker, Real Estate Instructor.
A chat window is like asking a stranger for help. A Grok Bot is more like hiring an assistant who keeps notes. You give it a name and a job, and it remembers how you like things done. It has its own computer in the cloud, so it can keep working on a schedule even when your laptop is closed. You talk to it by typing or by voice, on your computer or your phone.
Step 1: Pick a plan
Grok Bot does not have a stand-alone price. It comes included with a paid plan. As of October 2026 the official help pages list two ways in: any paid individual Cursor plan, or a SuperGrok subscription linked to your account. Each plan includes a weekly amount of use. Check x.ai/bot for current prices before you buy, because they can change. Most agents can start on the entry plan and upgrade only if they run out.
Step 2: Download the app
On your computer, go to x.ai/bot and find the download section.
Mac: pick Apple silicon or Intel. Not sure? Click the Apple menu, then About This Mac. If you see “Chip,” choose Apple silicon. If you see “Processor,” choose Intel. Open the file you downloaded, drag Grok Bot into Applications, and open it. If your Mac asks if you are sure, choose Open.
Windows: pick the download (most PCs use x64), run the installer, and open Grok Bot from the Start menu.
Phone: search “Grok Bot” in the App Store (iPhone, iOS 18 or later) or Google Play (Android 9 or later). Your conversations sync between phone and computer.
Step 3: Create your account and sign in
Open the app and choose Sign in.
A browser window opens. Create your account or sign in there, then come back to the app when the browser says you are done.
If you pay through SuperGrok, the app will ask you to link that account. Follow the prompt.
The app will walk you through a short welcome and ask which tools you use. Answer honestly. This only shapes suggestions. It does not connect anything yet.
Create your first Bot. Choose Create your own, then give it a short name, one job (“Chief of staff for my real estate business”), and a one-line description. You will fill in the details on Day 1.
Tip: If you already pay for a plan on the website, sign in to the phone app with the same account. Do not buy a second subscription inside the app.
Step 4: Connect your apps
Here is the problem most beginners hit: the assistant can’t help with your email or calendar until you let it in. Connecting takes about two minutes per app, and you only do it once. Every connection works the same basic way.
Which ones do I actually need?
Must-haveYour email: Gmail or Outlook (whichever you use for business)
Must-haveYour calendar: Google Calendar or Outlook Calendar
Nice-to-haveA social media scheduler, such as Buffer
Nice-to-haveYour CRM, if it is offered in the list
Start with the two must-haves. Add the rest after Day 5.
What the permission screen means
When you connect Gmail or Outlook, Google or Microsoft will show you a page that says something like “Grok wants to access your account,” with a list of things it can do, such as read, draft, or send email. Note that Google shows the name “Grok,” not “Grok Bot.” This screen comes from Google or Microsoft, not a stranger. It is the normal, safe way apps get permission, and it means you never hand over your password. If the page is on google.com or microsoft.com and you started it from inside the Grok Bot app, it is safe to click Allow (Google) or Accept (Microsoft). You can take the permission back at any time by disconnecting.
Seeing “send” on the list does not mean it will send on its own. On Day 1 you will set a rule: draft only, never send without your OK.
Must-haveGmail
What it does for you: Lets your assistant search and read your email, and write drafts for you to review.
In the Grok Bot app, click Connect apps in the left sidebar. (On the phone, tap your picture in the top left, then Connect apps.)
Type the name of the app in the search box.
Click Add.
A browser page opens. Pick your business account and sign in.
Read the permission screen, then click Allow or Accept.
Go back to the app. If it still says Needs auth, open the app’s card and choose Authenticate.
How to check it worked: The app appears under Installed. Then ask your Bot: “How many unread emails do I have from the last two days? Don’t change anything.” If it answers with real names, it worked. Note: Gmail connects one mailbox at a time.
Must-haveGoogle Calendar
What it does for you: Lets your assistant see your appointments and showings, find open time, and suggest events.
In the Grok Bot app, click Connect apps in the left sidebar. (On the phone, tap your picture in the top left, then Connect apps.)
Type the name of the app in the search box.
Click Add.
A browser page opens. Pick your business account and sign in.
Read the permission screen, then click Allow or Accept.
Go back to the app. If it still says Needs auth, open the app’s card and choose Authenticate.
How to check it worked: Ask your Bot: “What’s on my calendar tomorrow?” If it lists your real appointments, it worked.
Must-haveOutlook and Outlook Calendar (instead of Google)
What it does for you: Same jobs as Gmail and Google Calendar, for agents whose business email runs on Microsoft. Mail and Calendar connect separately, so do both.
In the Grok Bot app, click Connect apps in the left sidebar. (On the phone, tap your picture in the top left, then Connect apps.)
Type the name of the app in the search box.
Click Add.
A browser page opens. Pick your business account and sign in.
Read the permission screen, then click Allow or Accept.
Go back to the app. If it still says Needs auth, open the app’s card and choose Authenticate.
How to check it worked: Ask the same two test questions above. A company or brokerage Microsoft account may need approval from your IT person or broker first. If the sign-in page says you need an administrator, that is why.
Nice-to-haveBuffer (social media scheduler)
What it does for you: Lets your assistant save social posts as drafts in Buffer, so you can review and approve them before anything posts.
First, set up a free account at buffer.com and connect your Facebook, Instagram, or LinkedIn there.
Then follow the same Connect apps steps above and search for Buffer.
How to check it worked: Ask your Bot: “Save a test idea in Buffer that says Hello. Do not post it.” Then look for it in Buffer.
Nice-to-haveYour CRM
What it does for you: If your CRM appears in the Connect apps list, your assistant can look up contacts and notes. If it doesn’t appear, skip it for now. Your email and calendar do most of the work.
Open Connect apps and search for your CRM by name.
If it is there, follow the same steps. If not, move on.
How to check it worked: Ask your Bot to look up one contact you know well and tell you the last note. Don’t change anything.
Step 5: Your first 10-minute win
Prove it to yourself before you do anything else.
First-win prompt
Look at my email and calendar for the next 3 days. Give me a short list: my appointments, any email that looks like it needs a reply from me, and anything that looks time-sensitive. Do not send, delete, or change anything. Just report back.
You’re done when: The app is installed, you are signed in, email and calendar show as Installed, and your Bot has given you a real list from your own inbox and calendar.
Day 1
Give it your rules and your voice
Without rules, any assistant guesses. It might sound nothing like you, or try to do something you would never approve. Today you fix that once.
Today’s one goal: Your Bot knows who you are, how you write, and what it must never do.
Find two or three emails you wrote that sound like you. Copy them.
Paste the prompt below, fill in the brackets, and paste your emails at the end.
Read what it says back to you. Correct anything that is off.
Ask it to save these as standing rules.
Copy-paste prompt
You are my chief of staff. I am [name], a licensed real estate agent with [brokerage] in [market]. I am the licensed professional. You support me; you never give legal, tax, or lending advice and never make promises to clients.
Rules:
1. Draft only. Never send an email, text, or post, and never delete anything, without my explicit OK.
2. Follow fair housing rules. Describe properties, never people or neighborhoods’ residents.
3. Never invent facts, numbers, or reviews. If you don’t know, ask me.
4. Keep client information private.
My voice: [friendly / direct / formal]. Here are emails I wrote. Match this tone:
[paste 2-3 emails]
Repeat these rules back to me, then save them as standing rules.
Instructor’s note: Check your brokerage’s policies on AI tools. Your broker’s rules come first.
You’re done when: Your Bot repeats your rules correctly and writes a test email that sounds like you.
Day 2
Your morning brief
Most agents start the day reacting to whatever is loudest in the inbox. The important thing, a deadline or a hot lead, gets buried.
Today’s one goal: Every weekday morning, one short summary is waiting for you.
Paste the prompt below and choose your time.
Ask the Bot to run it once right now so you can see it.
Tell it what to add or cut.
Ask it to turn this into a routine (a task that runs on a schedule).
Copy-paste prompt
Every weekday at [7:30 AM], give me a morning brief:
1. Today’s appointments and showings, with addresses.
2. Emails that need a reply from me, most urgent first.
3. Anyone I promised to follow up with who I haven’t.
4. Anything due in the next 3 days.
Keep it under 15 lines. Do not send or change anything. Run it once now, then set it up as a routine.
You’re done when: You have read one brief, adjusted it, and your Bot confirms the routine is scheduled.
Day 3
Follow-ups and inbox drafts
Leads go cold because the reply takes too long, not because you don’t care. Writing the same kind of reply over and over eats your day.
Today’s one goal: Your Bot writes reply drafts and you approve them.
Paste the prompt below.
Open the drafts it made in your email. Read every one.
Edit anything that is not right, then send the ones you like yourself.
Tell the Bot what you changed so it learns.
Copy-paste prompt
Look at my inbox from the last 3 days. Find emails from clients, leads, and other agents that need a reply. For each, write a draft reply in my voice and save it as a draft in my email. Do not send anything. Then give me a list: who, what they asked, and the draft’s first line. Flag anything that needs my professional judgment, like price, contract terms, or legal questions, instead of drafting an answer.
Instructor’s note: You are responsible for everything that leaves your inbox. A draft is a starting point, not a decision.
You’re done when: You have reviewed the drafts, sent at least one yourself, and nothing was sent without you.
Day 4
Listing and marketing content
A listing goes live and the marketing lags behind, or it all sounds the same as every other agent’s.
Today’s one goal: Your Bot turns one listing into a description and social posts you approve.
Gather the facts for one listing: beds, baths, square feet, features, and what makes it special.
Paste the prompt with your facts.
Check every fact against the listing paperwork.
If you connected Buffer, ask it to save the posts as drafts there. Approve them yourself.
Copy-paste prompt
Here are the facts for my listing at [address]: [facts]. Write:
1. An MLS description under [character limit] characters.
2. Three short social posts: Facebook, Instagram, LinkedIn.
3. A short email to my sphere announcing it.
Use only the facts I gave you. Follow fair housing rules: describe the home, not who should live there. Don’t post or send anything. Show me drafts.
You’re done when: You have a description and posts you are proud of, every fact checked, and nothing posted without your OK.
Day 5
Your weekly review
Busy weeks blur together. Without a review, the same follow-ups slip every week and you can’t see what is working.
Today’s one goal: Every Friday, a review shows you what moved and what slipped.
Paste the prompt below.
Read the first review it gives you right now.
Give each item a yes, no, or later.
Confirm the routine is scheduled.
Copy-paste prompt
Every Friday at [3 PM], give me a weekly review:
1. What closed, what went under contract, what is pending.
2. Deadlines coming in the next 14 days. I will confirm dates against the signed contracts.
3. People I followed up with, and people I should have.
4. My top 3 priorities for next week.
Before any closing, remind me to warn the client about wire fraud: verify wire instructions by phone using a number they already have.
Run it once now, then set it up as a routine.
Instructor’s note: The contract is the source of truth, not the assistant. Check dates yourself.
You’re done when: You have read one weekly review and the Friday routine is scheduled. That is a working chief of staff.
Day 6 and beyond
Other ways to build your chief of staff
Picking an AI tool is confusing. Every company says theirs does everything, and agents end up paying for three subscriptions that each do a piece of the job. Here is a fair look at the main options so you can choose with your eyes open.
I use Grok Bot because it connects to my email and calendar, remembers my rules, and runs routines on a schedule without me opening a chat. That is the system this course teaches. The prompts in Days 1 through 5 work in most of these tools with small changes, so if you already pay for one, start there.
What it does well: Runs on your connected email, calendar, and apps, keeps standing rules, and runs routines on a schedule, like the morning brief and weekly review in this course. Drafts for your approval instead of sending.
Limits compared with a connected bot with routines: It is newer than some of the others, so the list of connected apps is still growing. Check that your CRM is offered.
What it does well: Excellent writer and researcher. Plus includes projects, scheduled tasks, and custom GPTs, and Pro adds an always-on agent.
Limits compared with a connected bot with routines: Scheduled tasks and app connections are available, but you set up and maintain more of the email and calendar workflow yourself. Some agent features are limited to the top tier.
What it does well: Strong, careful writing and long documents. Projects keep your files and instructions together, and Pro can hand off and schedule tasks. Connectors link apps.
Limits compared with a connected bot with routines: Usage limits reset every five hours, and heavy daily use can push you to Max. Routines are newer and less central than in a bot built around them.
Cost: Free; Pro $17/mo billed yearly or $20 monthly; Max from $100/mo
What it does well: Built into Gmail, Docs, and Calendar for agents who already live in Google. Good for summarizing threads and drafting inside the apps you use.
Limits compared with a connected bot with routines: Works best inside Google’s own apps. Less of a single assistant that keeps your rules and runs your whole week.
Cost: Free version available; paid plans: see site
What it does well: The natural choice if your brokerage runs on Outlook, Word, and Teams. Copilot works inside those apps with your work data.
Limits compared with a connected bot with routines: Best value only if you are already in Microsoft 365. Business plans are priced per user and may need your broker or IT person to set up.
Cost: Microsoft 365 Business Standard with Copilot $23.50/user/mo, paid yearly; Business Premium with Copilot $32/user/mo, paid yearly
What it does well: Built as an AI assistant: inbox management, drafts in your voice, daily briefs, meeting notes, scheduled routines, and approvals before anything goes out.
Limits compared with a connected bot with routines: Credit-based, so heavy use costs more. Bigger jobs use more credits, and the price is per user.
Cost: Free credits to try; Team $49.99/user/mo for 5,000 credits; top-ups $10 per 1,000 credits
What it does well: Connects to thousands of apps, which makes it powerful for automating a fixed process, like new lead to CRM to text alert.
Limits compared with a connected bot with routines: More of a builder’s tool. You design the steps, and an agent is billed by activities. Less of a conversational chief of staff out of the box.
Cost: Free tier; Agents Pro about $33.33/mo billed yearly; core automation Pro from $19.99/mo billed yearly
Prices were checked on each company’s official page on Oct 12, 2026 and change often. “See site” means we could not confirm a current price from the official page. Always check before you buy.
There is no separate Grok Bot price. It is included with paid plans: any paid individual Cursor plan, or a linked SuperGrok subscription. Each includes weekly usage, and extra use is billed only if you turn it on. See x.ai/bot for current prices.
Is my client information private?
Your data is handled under your account’s privacy settings and the provider’s terms, which you can review in the app and on their website. Use common sense: don’t paste Social Security numbers, bank details, or anything your brokerage doesn’t allow. Follow your broker’s policy on AI tools.
Will it send emails without me?
It doesn’t have to, and with the Day 1 rules it shouldn’t. You tell it: draft only, never send without my OK. Then you read every draft and send it yourself. You can also disconnect any app at any time. Make it a habit to check, especially in the first few weeks.
I’m not a tech person. Can I really do this?
Yes. If you can send an email and click Allow, you can do Day 0. After that, you talk to it in plain English, by typing or by voice.
Does it replace me?
No. You are the licensed professional. It handles the busywork around your decisions: drafts, reminders, and summaries. The advice, the judgment, and the relationship stay with you.
Where to go from here
Want it set up in minutes?
Agent Master
Agent Master is a ready-made Grok Bot template John built from the same system he uses to run his own business. It comes with the rules, the morning brief, and the weekly review already set up, so you can skip the setup and start with your own details.
Book John: for brokers, team leaders, and associations
Book this as a session for your office or board
John teaches this course live as a practical, plain-English session on running a real estate business with an AI chief of staff, built around the rules that protect clients and licenses.
