Toolbelt Bots

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Tune-up reminder drafts

Once a month, the Bot finds customers who are due for maintenance and creates a reminder email draft for each one who agreed to hear from you.

You'll need
  • Google Sheets and Google Drive connected
  • Gmail connected
  • A Customers sheet with: Name, Email, Last service date, System type, Reminders OK (Yes/No)
Time saved, honestlyIt replaces filtering the customer list by date and writing each reminder. You still send each draft, and we have not measured the time saved.

Steps

  1. Tidy the customer sheetAdd a Reminders OK column. Only mark Yes for customers who agreed to reminders.
  2. Connect appsAdd Google Sheets, Google Drive and Gmail in Connect apps.
  3. Ask for the routinePaste the routine text below into your Front Desk Bot.
  4. Test with a small batchChange [25] to 3 for the first Test run, check the drafts, then set it back.

Routine: paste into the chat to create it

On the first Monday of each month at 9:00 AM, open the Google Sheet "Customers" ([SHEET LINK]).
Find customers whose Last service date is more than 11 months ago, whose Email is filled in, and whose Reminders OK is Yes.
For up to [25] of them, create a Gmail draft from me: a short, friendly reminder that their [System type] is due for a tune-up, our phone number [PHONE], our business address [ADDRESS], and a line saying they can reply STOP to stop reminders.
Do not send anything and do not change the sheet.
Post a list in this chat of who got a draft and who was skipped and why.

Replace everything in [BRACKETS]. After the Bot creates the routine, open it and check Instruction and When to run.

Limits

  • It is only as good as your Last service dates.
  • It creates drafts; sending 25 drafts is still 25 clicks.
  • Every routine run uses part of your weekly Grok Bot usage. Start with the schedule shown, then widen it if usage drops fast.

Safety notes

  • Commercial email in the US falls under the CAN-SPAM Act: identify yourself, include your physical address and honour opt-outs. The routine text includes those pieces; check them.
  • Remove anyone who replies STOP from the Reminders OK list right away.

Official docs

Status: written from the docs above on October 26, 2026. Not yet field-tested in a live shop; the last-tested date will appear here. Grok Bot changes often, so if a screen or button doesn't match, check what changed.