Give your front office one shared Bot, not five copies of it.

Picture a five-person front office. Maya, the founder, spent a few evenings building a Bot that knows how the company quotes: the price sheet, which jobs need a site visit, how much notice a rush job needs, and how to word the follow-up so it sounds like her. It's good. It's also on Maya's account. So Jonah in sales, Priya in accounts, Luis in ops, and Kim in marketing still message Maya every time a quote gets tricky.

The obvious fix is to share it. Until now, sharing usually meant handing out a template. Everyone gets their own copy, and for a few weeks that works fine. Then Maya changes the rush rule from one day's notice to three. Her copy knows. The other four don't, because a copy doesn't follow the original. Jonah tells a customer Friday is fine while Luis plans around three days. Same company, two answers, and nobody did anything wrong.

If your team has started using AI seriously, some version of this probably sounds familiar. The good Bot lives with one person, and everyone else either asks that person or works from an older copy.

What Team Bots change

At the end of September, Grok Bot added Team Bots. A Team Bot is a Bot one person owns and publishes to their Cursor team. Once it's published, everyone on the team can chat with it. The help page puts the difference plainly: a Team Bot link opens the same shared Bot, while a Bot template gives each person their own copy.

Three details matter for a small office. Each person's chat is private. The owner can't read teammates' chats, and teammates can't read the owner's. Only the owner can change the Bot, so when Maya updates the rush rule, she does it once and everyone is talking to the new version. And if Maya already has a Bot she likes, she doesn't have to start over. Publishing it makes a separate team copy, she picks which secrets, memories, and routines come along, and her personal Bot and its chats stay where they are.

See the office three ways

Below is Maya's office with its quoting Bot set up three different ways. Pick a setup at the top, click a desk to open that person's chat, then have Maya change the rush rule and watch who hears about it. The office and names are made up.

The parts worth reading twice

A Team Bot uses the plugins and secrets its owner added, and those work the same for everyone who chats with it. So only add keys and files you're happy for the whole team to use. In a teammate's own chat it can also use that person's plugins, and it asks before it touches their personal accounts.

Approvals are the one I'd slow down on. A Team Bot only stops to ask for approval in the owner's own chat. In teammates' chats, in Slack, and in group chats, there's nobody there who can answer an approval card, so it works within the permissions the owner set up. That makes those permissions the real setup decision, not an afterthought.

The rest is practical. Team Bots always run in the cloud, so a Bot that runs on your own computer can't be one. When a teammate chats with your Team Bot, it counts against their Grok Bot usage, not yours. The owner can connect a published Team Bot to Slack, and each teammate links their Slack account once. If your team has an admin, they can put a Team Bot in everyone's sidebar so nobody has to go looking for it.

Where I'd start

Pick the one question that keeps landing on the same person. In most small front offices it's quoting, or how to answer a certain kind of customer email, or what the current return process is. Make that your first Team Bot. Name the owner, write down what it's allowed to do without asking, and tell people their chats are private so they actually use it. The next time a rule changes, change it in one place, and see whether anyone still has to go ask the founder.

This is the kind of setup we help small teams with: choosing the first shared role, writing down what it knows and what it's allowed to do, and getting the whole front office working from the same one.