Bots that spot the empty weeks in your diary and find work to fill them

🧰 Before you start

• Grok Bot (install buttons on this page)
• Your work calendar (Google Calendar or similar)
• A price list or an old quote you're happy with
• 20 or so words your customers use for the jobs you want (e.g. for property: 'viewing day', 'open house', 'launch event')

🪜 Steps (tick as you go)

1. ☐
   1. Connect your calendar

   In Grok Bot, connect your calendar (look for connectors or apps in settings). Ask the bot to list the weeks in the next 3 months with no bookings.

2. ☐
   2. Create a research bot

   Make a bot (Above the Line called theirs 'Clarity'). Give it your list of customer words and your area, and ask it to find real upcoming jobs or events in your quiet weeks.

3. ☐
   3. Create a sales bot

   Make a second bot (theirs is 'Synergy') that writes one short, personal email per lead, based on your direction.

4. ☐
   4. Send emails to your drafts, not out

   Tell the sales bot to save every email in your Gmail drafts. Read each one and tell the bot to send only the ones you approve.

5. ☐
   5. Set a schedule

   Ask the bots to run every few hours on weekdays and add about 4 new leads each time, logged in a Google Sheet with the decision maker's email.

6. ☐
   6. Add a quoting helper

   Make a 'chief of staff' bot. Give it your price list and an example quote. When a request comes in, drop the attachments in and ask for an estimate.

7. ☐
   7. Check every quote before it goes

   Read each quote line by line: quantities, labour, fees and cancellation terms. Fix anything and tell the bot so it learns.

8. ☐
   8. Optional: build pages for the places you workOptional extra

   Above the Line had Grok Bot build one web page per venue it works at (146 pages), so planners searching for that venue find them.

💬 Prompts to copy

Look at my calendar and list every week between [start date] and [end date] with no bookings.
For those weeks, search for real upcoming [jobs/events] in [area] using these words: [list of 10-20 customer words].
For each lead, find: name of the event or company, date, venue, organiser and a public business email. Add them to my sheet [link]. Only add leads you can link to a real web page. Then write a short outreach email for each (British English, under 120 words, mention their date and how we can help) and save it as a draft. Do not send anything.

Here is a customer request (attached). Using my price list [link] and this example quote [link], prepare an estimate.
Break it down by [room / item / stage], add subtotals, labour, and [any fees, e.g. a 3.5% card fee], and use my standard terms. List anything you're unsure about or anything we may not have enough of at the top, so I can check it. Give me a PDF draft. Don't send it to the customer.

🔗 Links

• x.ai story: Above the Line (source): https://x.ai/stories/above-the-line
• Grok Bot official page: https://x.ai/bot

From https://usecasy.com/use-case/grokbot-fill-empty-weeks/ · Guide checked 16 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).