# Your Grok Bot setup is a mess Source: https://aaronmakelky.com/blog/how-i-set-up-grok-bot Last updated: 2026-08-31 I organize Grok Bot like an org system with a chief of staff, project leads, and shared specialists. [Back to blog](/blog) Field notes August 31, 2026 · 6 min read Grok Bot · Workflow · Agents Your Grok Bot setup is a mess. I'm here to help you get it organized. And if you haven't started yet, it'll be even better for you because you won't have a mess to clean up. Everything I share with you today, I've actually been doing, this is not sponsored. And everything that you see here, you can take with either a prompt or a link to one of my bot templates. Video version: [YouTube](https://youtu.be/tcG1mSRbNGI) The templates: - [Chief of staff](https://x.ai/bot/eiVFbd0nIdH2gzSwHOs0D) - [Overwatch](https://x.ai/bot/HtClSXO_AmiQoyYH9aXV9) - [Set Up](https://x.ai/bot/BsExflSUXpW0hs21OTBzu) ## How are you gonna organize your Grok Bot? I think of it like an org system. And the biggest thing people leave out is being intentional with how you name and structure this. You just grab a bot and grab a template and give it a name and a cute little icon. What you need is an org system, and you need a chief bot that's like the main interface for you to go through to get to everybody else on the team. Then I use what I call project leaders, you could call them project managers. I don't organize things around specific tasks. I organize them around projects. So this one, let's say, might be my property management lead. And then that project management lead can call on two different specialists for a task, let's say throw down a webpage and proofread the copy and then pass that back through the chief to me. But I don't have different specialists for each one of these projects. So this one could be using the copywriter for one thing and a different project is calling on the same one. They'll pass that back to the chief. Now, if you just add a bunch of bots and they're all in one flat level, it does not work. Best thing to do is pin this chief bot to the top of your sidebar and then pin active projects. You're not always gonna be using them, but if you're in the middle of something, that lead should be pinned. And then you don't need any of these specialists in your sidebar. You need to be consistent with the shapes and colors, which I'll show you in a second, but that will clean up. 90% of my chats go through my chief. The other 10% through these. I almost never message the specialists. So what you get with your sidebar is something like this, before and after. If you have your chief, which is first, you gotta do that, and then your project leaders up here, you also have all these one-off bots and there's like 15 of them or 28 of them and you can't keep track. What I would do is I would clean that up, keep your pinned chats like this, and then hide all these one-off bots. So you can tell these basically got condensed down into the nine I don't need. And I do have a couple of teams that share leads because they overlap, but for the most part, I message my chief of staff bot and my project leaders. ## Naming, colors, and shapes So how do you organize this with the naming, the colors and the shapes? First of all, use the default designs. Here's what you get for colors when you make a Grok Bot. There's this color palette. You need to use it and be intentional. Don't go make your own. Yeah, they can be personalized, but it defeats the animation, which is like the best part of Grok Bot. They blink at you and the little shapes move around. You can use whatever you want, but this is the color system I use: - My chief is my only purple bot. - My project leaders are unique. So I might have one that's brown, one that's red, and one that's orange. That means you can have a lot of projects going without reusing colors. - Green is for all of the specialists that I don't want to message. They work underneath these leads. So that's my system and it just helps me visually. I don't even have to read the names. The other thing that really helps is the shapes. So what I do is I use three of these and they're all cool, but I stick to three: - The chief, that's one shape and it's the only one that gets that shape. I like the cloud for the chief. - Your leads, I like triangles. - Your specialists, I use squares. I don't use any of these other ones. And you get something like this. That's the leader. I know. I don't need to read this. These are the project managers and they're all different colors, which is related, like this one's with football, so it made sense to make it brown. This one, the podcast is blue, whatever you wanna do. But those are unique and you can rotate through and retire them as needed. But then you can tell by looking at those what they're called and how they fit. So use the shapes and colors. ## Two types of channels You're primarily gonna have two types of channels. One, I call all hands. What that means is my chief of staff is in here running and delegating between all of these different agents. I make them meet every weekday before I'm awake and they'll start messaging each other and it's all about coordinating projects and avoiding conflicts on the calendar. That's your most important channel and where you need to have your chief running all of the other project managers. The second one is you need project channels. So if you make a triangle bot to run this thing, like I have one called Operation Free Agent, you put in, here are the specialists, you get to coordinate between. And I'm still not gonna chat with this one a lot, but what you do see is your chief of staff is gonna pass things to this bot, and then it's gonna say, "Hey, I need the personal brand and the web dev to put up a blog for Aaron and his own style and color scheme or whatever." And those are the only real chats you need. One for all hands, one for each project, which shouldn't be any more than you have triangle bots in this system. Now, people are obsessed with getting templates to bots. I'm gonna tell you, none of mine are any good to anybody. They're like skill files. Use them as inspiration, but copying my skill is not gonna help with your task. I have a [chief of staff](https://x.ai/bot/eiVFbd0nIdH2gzSwHOs0D) bot. You probably have something similar. If you want a copy of it, use the chief of staff template. One that is a single purpose bot, which I stole from some other people and I customize for myself, is an [Overwatch](https://x.ai/bot/HtClSXO_AmiQoyYH9aXV9) bot. And its main job is keep everything organized, backed up in GitHub and portable. So if I hit rate limits, I can take it out. I'm not stuck in Grok Bot or having to pay to get more usage today. Or if Grok Bot's no longer the thing, I don't want all my work to die and have to copy and paste chats. That's silly. So it just has a couple of routines to clean up, organize and back stuff up in GitHub. That one is totally worth stealing if you don't have something similar. And then finally, I made a [Set Up](https://x.ai/bot/BsExflSUXpW0hs21OTBzu) bot for you based on exactly how I set mine up, down to the color and the names. It'll walk you through setting up your own Grok Bot system just like me so yours is no longer a disorganized mess. ## Related pages - [All field notes](/blog) - [Tools and downloads](/tools) - [About Aaron](/about) ## Sources and references - [Watch on YouTube](https://youtu.be/tcG1mSRbNGI) - [Chief of staff template](https://x.ai/bot/eiVFbd0nIdH2gzSwHOs0D) - [Overwatch template](https://x.ai/bot/HtClSXO_AmiQoyYH9aXV9) - [Set Up template](https://x.ai/bot/BsExflSUXpW0hs21OTBzu)