Keep track of who's joined, renewed or cancelled your subscription club, with every address and date in one place

🧰 Before you start

• A Grok Bot account (free trial, then The X Subscription Premium)
• Your current member list, however messy (spreadsheet, notebook photos or emails)
• Your club rules: price, send-out date, how renewals and cancellations work
• About an hour

🪜 Steps (tick as you go)

1. ☐
   1. Get Grok Bot

   Install Grok Bot (buttons below) and sign in. In Settings, look for Usage & Billing and set a monthly spending limit.

2. ☐
   2. Create a Club bot

   Create a new bot and name it after your club. Keep it for this one job.

3. ☐
   3. Give it your rules

   Paste the 'Club rules' prompt with your price, send-out day and how renewals and cancellations work. It saves these as its standing instructions.

4. ☐
   4. Clean up the list once

   Upload your current list (spreadsheet, photos or pasted emails). The bot merges duplicates, flags missing addresses and builds one sheet: name, address, start date, paid until, status.

5. ☐
   5. Send it every change

   Forward sign-up, payment and cancellation emails to the bot, or paste a message such as 'Aisyah moved to Ipoh, new address: ...'. It updates the sheet and confirms in one line.

6. ☐
   6. Get the send-out list

   Use the 'Send-out list' prompt a few days before you post: who gets this month's package, any address changes, and who has cancelled.

7. ☐
   7. Optional: renewal remindersOptional extra

   Ask it to draft a friendly reminder for members whose subscription ends in the next 14 days, for you to check and send.

💬 Prompts to copy

You keep the member list for my subscription club. Save these rules:
Club: [name], [what members get]
Price: [amount and currency] per [month/quarter]
Send-out day: [e.g. the 5th of each month]
Renewals: [how and when people renew]
Cancellations: [notice needed, e.g. before the 25th]
The list has these columns: name, email, postal address, start date, paid until, status (active / cancelling / cancelled / paused), notes.
When I send a change, update the list and reply with one line saying what changed. If something is unclear (two people with the same name, a missing address), ask me instead of guessing. Never email members yourself.

This month's send-out is on [date]. Give me:
1. Everyone who should get a package (active and paid until after the send-out date), with postal addresses, as a table I can print labels from.
2. Address changes since last month.
3. Anyone who cancelled or whose payment has run out, so I don't send to them.
4. Members whose subscription ends in the next 14 days, with a short friendly renewal reminder draft for each.
Don't send anything.

🔗 Links

• Texas Twins Dad's post (source): https://x.com/Texas_Twins_Dad/status/2113628013573108160
• Grok Bot docs: get started: https://docs.x.ai/grok-bot/get-started

From https://usecasy.com/use-case/grokbot-subscription-club-tracker/ · Guide checked 26 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).