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Grok Bot Teams: Plan, Audit And Roll Out A Shared Bot With 5 Prompts In Your Agent OS

By Julian Goldie · 31 October 2026 · agentos.guide

Grok Bot teams works best when your Agent OS does the prep: the brief, the secrets audit, the house rules and the rollout note, before anyone clicks Share.

xAI launched the feature as Team Bots in v0.61.0 on 26 September 2026, and the docs now name it Shared Bots.

Grok Bot holds the shared Bot itself.

Your Agent OS is where you plan it, check it and keep it tidy each week.

Below is a quick start, five copy-paste prompts and a weekly loop.

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Quick start: the 5-minute version

1. Confirm you're on a Cursor team with Grok Bot. Under The X Subscription, Premium, Super and Ultra include it; Plus doesn't.
2. In your Agent OS, run Prompt 1 to draft the Bot's job and setup list.
3. In Grok Bot, choose +, then Create a Bot, and paste the job sentence.
4. Run Prompt 2 on everything you plan to attach, and drop whatever it flags.
5. Share with People you invite, two testers first.

That's enough to get a working shared Bot by lunchtime.

The rest of this guide tightens it.

What your Agent OS handles, and what Grok Bot handles

Keeping prep in your Agent OS means the thinking is saved in your own files, not buried in one chat.

Prompt 1: draft the shared Bot's brief

Give your agent the job in plain words and let it shape the setup.

Read https://docs.x.ai/grok-bot/shared-bots.md and https://docs.x.ai/grok-bot/bots.md.
I want one Grok Bot Shared Bot for my team. Its job: [describe the job].
Write:
1. A one-sentence job description to paste into Create a Bot.
2. Short instructions (max 10 lines) in plain English.
3. A list of apps, skills and files it needs, and why each one.
4. Who should be Manager and who should stay Collaborator.
Flag anything the docs say works in every teammate's chat.
Save it as shared-bot-brief.md in my workspace.

The docs say one sentence is enough for the job, so push back if your agent writes a paragraph.

Prompt 2: audit secrets and files before you share

This is the step most teams skip.

Anything the owner or a Manager attaches is usable in every teammate's chat, so check it first.

Here is everything I plan to attach to a shared Grok Bot: [paste list of secrets, logins, files, apps].
Using https://docs.x.ai/grok-bot/vault.md and https://docs.x.ai/grok-bot/shared-bots.md:
- Mark each item KEEP, REMOVE or MOVE-TO-PERSONAL.
- REMOVE anything I wouldn't hand to every person on the share list.
- For logins, say whether a Manager should add it to the Bot's own Vault (Configure > Tools).
- Give me the final attach list as a checklist.

The Vault docs add a useful detail: a secret's description is visible to the Bot, but its value never is.

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Prompt 3: write Team Rules and Ask first rules

Team Rules are short lines every member's Bots must follow, set by an admin on the Grok Bot page of the Cursor dashboard.

On Enterprise, admins can add team Ask first rules and lock Auto-review on as well.

Read https://docs.x.ai/grok-bot/teams-and-enterprises.md (Team Rules, Enforce Auto-review, Auto-review rules).
My team does: [describe the work].
Write:
- 3 to 5 Team Rules, each under 15 words.
- A list of Ask first actions for our shared Bot (payments, external email, deleting, publishing).
- One line on which of these need the Enterprise plan.
Keep the wording plain enough to paste straight into the dashboard.

One finding from the docs makes this prompt worth running.

A shared Bot left in a thread with no approver present runs with Auto-review off, and only Enterprise's Enforce Auto-review closes that.

So keep risky jobs out of unattended threads on self-serve plans.

Prompt 4: write the Slack rollout message

Once the owner or a Manager connects Slack with Bring to your team's Slack, everyone needs to link their account.

Write a short Slack message (under 120 words) announcing our new shared Grok Bot called [name].
Include:
- What it's for, in one line.
- How to link: Settings > General > Shared Bots > Link.
- That each person's chat is private, even from the owner.
- That replies use each person's own Grok Bot usage.
- "Pick Allow once for anything touching money or customer accounts."
No hype. End with one clear instruction.

Linking isn't optional in practice.

Skip the link and a teammate can't reach the owner's saved sign-ins or private data, a rule added in v0.77.0.

Prompt 5: run the weekly shared-Bot review

A shared Bot drifts as the team uses it, so review it on a schedule.

Every Friday, help me review our shared Grok Bot [name].
I'll paste: questions it got wrong, any "No Access to This Bot" or usage-limit messages people reported, and the current share list.
Then:
1. Suggest instruction fixes (max 5).
2. List anyone who should be added or removed from Share.
3. Check https://x.ai/changelog/bot for new Team Bot or Shared Bot lines since last week and tell me what changes for us.
Save the notes to shared-bot-reviews/[date].md.

The changelog check matters, because the feature has moved quickly.

Managers came in v0.64.0, team Vault logins and the Only you share option in v0.78.1.

How privacy and usage work for your teammates

Your rollout note should get these right, so here they are straight from the Shared Bots page.

• Chats are private. The owner and Managers can't open a teammate's conversation.
• Team memory is announced. The Bot says when it saves something for the team, and keeps personal details out of it.
• Usage is personal. Each reply draws on the usage of the person it's answering.
• Owner pays for unlinked workflows. Slack posts from apps or workflows with no linked Cursor account use the owner's usage.

There's no separate Grok Bot spend cap, so watch usage in the first fortnight.

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Roles to settle before you share

Decide who does what before the Bot goes live, because changing roles later confuses people.

• Owner: one person who builds the Bot and is the only one able to delete it from the sidebar.
• Manager: a backup who can edit instructions, skills, memory and apps. Managers arrived in v0.64.0.
• Collaborators: everyone else, who simply chat with it.
• Admin: whoever runs the Cursor dashboard, sets Team Rules and uses Auto-add.

Write those four names into the brief file from Prompt 1.

Your agent can then remind you who to ask when something needs changing.

A useful middle ground arrived in v0.75.2: owners and Managers can let Collaborators create routines from Configure, without promoting them.

Common snags, and what to tell your agent

Most rollout problems show up as one of a handful of messages, all listed on the Shared Bots page.

• No Access to This Bot: the person isn't on the share list yet. Add them in Share.
• Bot Not Found: it was removed, or it was never shared with that person.
• Browse shared Bots is missing: they're outside the Cursor team, or their app is out of date.
• Disabled by team admin: the team connector policy blocks that app, and an admin has to allow it.
• A privacy mode warning: their privacy setting is stricter than the owner's, so the chat can't use their computer.

Paste the exact message into your Agent OS during the Friday review.

Ask it to match the message to the fix and to add the pattern to your notes, so the next new starter gets the answer straight away.

Over a month, that file becomes your team's own help page for the shared Bot.

The weekly workflow, end to end

1. Monday: run Prompt 1 for any new job, and update the brief file.
2. Tuesday: run Prompt 2 before attaching anything new.
3. Wednesday: an admin pastes rule changes from Prompt 3 into the dashboard.
4. Thursday: post Prompt 4's message for any new starters.
5. Friday: run Prompt 5 and fix the top issue.

Admins can also use Auto-add in Manage Shared Bots to put the Bot in the sidebars of the right group, and members can't hide it.

Remember that deleting a shared Bot wipes it for everyone, chats and routines included, so edit the share list instead.

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FAQ

Does my Agent OS control the Grok Bot Shared Bot directly?

No. You create and share the Bot in the Grok Bot app. Your Agent OS drafts the brief, audits attachments, writes rules and runs the weekly review.

Which prompt should I run first?

Prompt 1, the brief. It gives you the one-sentence job to paste into Create a Bot and the list of what to attach.

Why audit secrets before sharing?

The Shared Bots docs say apps, secrets and files the owner or a Manager adds work in every teammate's chat, so anything attached reaches the whole share list.

How often should I review a shared Bot?

Weekly. The feature changed in eight releases between 26 September and 27 October 2026, so a Friday check of the changelog and the share list keeps it current.

Final word on Grok Bot Teams

Paste Prompt 1 into your Agent OS now, then book a free strategy session if you want help rolling out Grok Bot teams across your business.

Related guides on agentos.guide

→ Grok Bot Slack: Run A Shared Team Bot In Your Agent OS

→ Grok Bot Routines: Plan And Review Them In Your Agent OS

→ Grok Bot Shopping: Safe Buying Prompts In Your Agent OS

→ New Grok Bot vs Hermes Agent — The Ghost Team

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