How to Build a Grok Bot That Checks Your Calendar Every Week (Conflicts, Prep Notes, Free Time)

Every Sunday at 6 PM, you get next week at a glance: double-bookings, meetings with no agenda, and suggested focus blocks, plus a one-page prep brief before each outside meeting.

Checked October 17, 2026. Researched and drafted with help from Grok Bot, one of the agents covered.

Why build this

Most calendar problems are small surprises. Two meetings at the same time. A call with no agenda. A Tuesday packed from 8 to 6 with no lunch.

You could catch all of that yourself by scrolling through next week. Most of us don't.

This Grok Bot does the scrolling for you, once a week, at a time you pick. It tells you what needs fixing, suggests where your focus time could go, and preps you for meetings with people outside your company.

It reads and suggests. It doesn't move, accept, decline, or create events. You make every change yourself.

Who it's for

• Busy people whose week fills up before they look at it.
• Managers and consultants with lots of outside calls.
• Anyone who wants protected time for deep work but never blocks it.
• People with ADHD who like a calm "here's your week" summary. (One Reddit user described wanting exactly this.)
• You've finished our beginner Grok Bot track.

What you'll need

• Grok Bot on The X Subscription Premium ($30/month) or higher, or a paid Cursor plan, or an older SuperGrok subscription linked to your account. (Plans checked Oct 17, 2026.)
• Google Calendar, connected with Grok Bot's Calendar plugin.
• Optional: Gmail, so prep briefs can include your last emails with each person. (Read-only use. Grok Bot connects one Gmail mailbox at a time.)
• 20–25 minutes, and a calendar with next week's meetings already in it.

What you'll get

• A step-by-step build: Bot, Calendar connection, first weekly preview, skill, Sunday routine.
• A Bot description that keeps it read-only.
• The full weekly calendar check prompt (conflicts, no-agenda meetings, overloaded days, focus blocks).
• A meeting prep brief prompt using public info and, optionally, your past emails.
• How to set Ask first rules so it can't change your calendar.
• Troubleshooting for time zones, shared calendars and Google admin blocks.
• A "Same job in other agents" box for Gemini, Muse, Dots and Hermes.

Time

About 20–25 minutes to build, plus one or two Sunday test runs.

Quick questions

Will it move my meetings? No. It lists problems and suggestions. You decide.

Can it see my work calendar? If you connect your work Google account, yes, but your company's Google admin may need to approve it first.

Does it work with Outlook calendars? This guide uses Google Calendar. Grok Bot's help page documents the Google Calendar plugin. Microsoft plugins (Outlook, Outlook Calendar) may also be listed in Connect apps, so search there. They aren't on the help page yet, and we haven't tested them for this guide.

Before you start: 5-minute safety setup

The Calendar plugin can create and update events and respond to invites. This bot doesn't need to. So block those actions:

1. Open Settings → General → Auto-review (Auto-review is Grok Bot's safety checker. It decides which actions stop and wait for your OK.) and add:

   • Ask first before creating, changing, deleting, or responding to any calendar event.
   • Ask first before sending any email or message.

2. Settings → General → Bot → Execution on Local Computer → Never allow.

3. Settings → General → Bot → Timezone. Make sure it matches the time zone your calendar uses. This matters more for a calendar Bot than any other.

Step 1: Create the Bot

1. New in the sidebar (or Cmd/Ctrl+N) → Create new Bot. (First launch: Create your own.)
2. Edit Profile: name it Week Planner. In Label, type Weekly calendar check (this is its job).
3. Paste this description:

Job: Each Sunday, review my next week in Google Calendar and tell me what needs attention. Before outside meetings, prepare a short brief.

My working hours: [e.g. Mon–Fri, 9 AM–5:30 PM]. Lunch: [e.g. 12–1].
My company's email domain: [e.g. @mycompany.com]. Anyone else is "outside."
Focus time I want each week: [e.g. two 2-hour blocks, mornings].

Standing rules:
- Never send, buy, publish, or delete without my approval.
- Read only. Never create, move, delete, accept, decline, or respond to any event. Suggest changes; I make them.
- Prep briefs use public information only (company websites, public profiles, news) and my own emails if Gmail is connected. No guessing about people.
- If the calendar can't be read, say so. Don't use an old copy.

4. Turn on Notifications in Bot settings.

Step 2: Connect Google Calendar

1. Select Connect apps in the sidebar.
2. Search Google Calendar, choose Add, and finish the Google sign-in in your browser.
3. Check it's under Connect apps → Your plugins → Installed.

What the plugin can do: read calendars you can see, create and update events, check free time, and respond to invitations on calendars you can edit. It can't add Zoom links or change Google Meet settings.

Optional: Gmail for prep notes. Add Gmail the same way. Your Ask first rule keeps it from sending anything. If you already built our email Bot (I1), Gmail is already connected. Plugins are shared across all your Bots.

Step 3: Run the weekly check by hand

Type @, attach Google Calendar, and paste:

Review my Google Calendar for next week, Monday [date] to Friday [date].

Give me:
1. Conflicts: any events that overlap. Show both events and the times.
2. No-agenda meetings: meetings with no description, no agenda, and no attached doc.
3. Overloaded days: days with more than [5] hours of meetings or no break of 30+ minutes between 11 AM and 2 PM.
4. Outside meetings: meetings with anyone not from [@mycompany.com]. List who and when.
5. Focus time: suggest 2 blocks of [2 hours] where I'm free, preferably mornings. Just suggest. Don't create them.
6. Travel or prep: anything that needs a document, a drive, or a time zone change.

End with "This week in one line."
Read only. Don't create, move, or respond to any event.

What good looks like: a list you can act on in five minutes. Open Google Calendar yourself and fix the conflicts, message the no-agenda organizers, and drag in the focus blocks.

Want it to make the focus blocks for you? You can say "Create these two focus blocks." Your Ask first rule will show an approval card for each one. Check the time, then choose Allow once. Keep that a by-hand step, not part of the routine. Approvals from routines expire after about 10 minutes anyway, and having the Bot write to your calendar is the Advanced tier (see A4).

Step 4: Add meeting prep briefs

For each outside meeting next week, write a one-page prep brief:
- Who: name, company, role. Public info only, with links. If you're not sure it's the same person, say "not sure."
- Our history: my last 3 emails with them (subject, date, one-line summary). Skip this if Gmail isn't connected.
- Why we're meeting: from the event title and description.
- 3 questions I could ask.
- 1 thing I should send or read before the call.

Save all briefs in one file: /workspace/week-planner/prep-[week date].md, and show me a short list here.
Don't contact anyone.

Read one brief closely. Check that the person's public info matches the right person. Common names are where AI gets it wrong.

Step 5: Tune it

Shorter. Conflicts and no-agenda meetings first. Only show overloaded days if there are any.

Ignore events I've marked "Free" and all-day events like holidays and birthdays.

I also use the "Family" calendar. Include it for conflicts, but don't make prep briefs for it.

Use this format for all future weekly calendar checks.

Step 6: Save it as a skill

Save the process we just used as a skill called "Weekly calendar check."
Include:
- my working hours, lunch, company domain, and focus-time goal
- which calendars to read and which to ignore
- the 6 checks and the output format I approved
- how to write prep briefs (public info + my emails only, "not sure" when unsure)
- the read-only rule: never create, move, delete, or respond to events
- what to do if the calendar can't be read: report it and stop

Step 7: Schedule it for Sunday evening

Every Sunday at 6:00 PM my time, run the "Weekly calendar check" skill for the coming Monday to Friday.
Post the summary here and save the prep briefs file.
Read only: never create, move, or respond to any event.
If Google Calendar isn't connected, post "Calendar needs attention" and stop.

Open View conversation details → Routines (click the Bot's name at the top of the chat, then find Routines on the Details tab), pick the routine, and choose Test (older versions call it Test run). Because this bot only reads, the test is safe.

Optional daily add-on: a second routine that runs every weekday at 7 AM and posts "Today's prep: anything starting in the next 12 hours, plus the brief for any outside meeting." Routines must be at least 5 minutes apart, and a Bot can own up to 50, so you have room.

Make it yours: 3 variations

Consultant: "For each client meeting, add the last invoice date from my emails and any open question I asked them."

Parent: "Read the Family calendar too. Flag school pickups that clash with work meetings, and list what to pack for each kid activity."

Salesperson: "For each outside meeting, add the company's latest public news from the past 30 days with links."

Safety settings recap

Privacy note: prep briefs are about real people. Keep them to public, professional info. Don't ask the Bot to dig into anyone's personal life.

Troubleshooting

Problem	Likely cause	Fix
Times are an hour or more off	Time zone mismatch	Settings → General → Bot → Timezone, and check your Google Calendar time zone
A shared calendar is missing	Not visible to the connected account	The plugin only sees calendars your Google account can see. Ask the owner to share it with you
"Your admin needs to review Grok" / "Access blocked"	Work Google account	Ask your Google admin to trust the app Grok
Plugin shows Needs auth	Sign-in incomplete	Connect apps → Your plugins → Calendar → Authenticate
Prep brief has the wrong person	Common name	Add the person's company and email domain to the event, or tell the Bot "use only sources that mention [company]"
Routine didn't run on Sunday	Paused, signed out, or the app paused routines after a long time away	View conversation details → Routines; check it's enabled and look at recent runs

Same job in other agents

Next step

Ready to let a Bot handle the back-and-forth of booking meetings? Move up to A4: How to Build a Grok Bot That Schedules Meetings From Your Email (It Books After You OK). It finds open slots, drafts the reply, and only creates the event after you approve.

Want both Bots working together? A3: Build an AI Team With Grok Bot reuses this bot and the email Bot (I1) as specialists.