Organize Routine Work with a Small Bot Team

What you’ll learn

Give one bot a clear role, then add specialists for email, research, or writing. Set up a draft-only routine and learn to review the handoffs before relying on a larger team.

Key steps

1. 1

   Install the app and create your first bot.

   Open x.ai/bot and follow the installation and sign-in instructions. Use the plus control to create a new bot. Start with one job you need help with instead of building a whole team at once.

2. 2

   Give the bot a name and a specific role.

   Explain the job in a conversation and answer its setup questions. Use a short name and a descriptive title so you can recognize it in the sidebar. State what it may do and what requires your approval.

3. 3

   Connect only the required apps.

   Ask the bot to help with a task such as drafting email. Follow the connection card for Gmail or another needed app, reading the access request first. Provide only business context you are allowed to share.

4. 4

   Test an email-drafting routine.

   Describe which messages to check and when to prepare replies. The example uses Gmail and a Notion CRM page for context. Require draft-only output, review recipients and facts, and check the saved schedule before relying on repeat runs.

5. 5

   Add a specialist after the first job works.

   Create another bot for a distinct task, such as researching topic ideas or outlining a video. Give it the relevant instructions and examples. Keep returning to the same bot for that task so the work stays organized.

6. 6

   Use a delegator and review the handoffs.

   Create a main contact bot and explain which specialist handles each job. Put the relevant bots in a shared thread for a small project. The source shows research passing to a writer and then a designer; inspect the exchanges and approve the topic and final output before publication.