Build a Safe Email Campaign Bot with Grok Bot: Campaign Sender

Upload an Excel/CSV recipient list + email template → Grok Bot sends individual Gmail messages and generates a bounce report

Who

Operators who need to send bulk emails to customers or candidates without risking sender reputation via BCC

You get

Create a Campaign Sender Skill in Grok Bot, upload a list, send real individual Gmail messages, track progress, detect bounces, and output an English daily report

You need

Gmail

Steps

1. Create a focused Bot

   Open Grok Bot, click New → Create new Bot, and name it Campaign Sender. Keep it single-purpose; mixed bots get messy.

2. Connect Gmail

   Go to Connect apps, choose Gmail, and authorize the account you want to send from. The source states this is the only permission needed.

3. Install the Campaign Sender Skill

   Paste the following Skill instruction into the Bot chat. After saving, you can invoke it with /Campaign Sender.

   Execution prompt · Source text。Grok Bot Skill/instruction input; invoke later via /Campaign Sender

   Copy prompt

   Save this as a skill called “Campaign Sender”.
   
   When to use: User provides an Excel (.xlsx/.xls) or CSV/TSV recipient list + final subject and body template for sending individual Gmail messages.
   
   Required access: Connected Gmail app. User must upload or provide the spreadsheet. Never store credentials, full recipient data, or campaign content permanently.
   
   Workflow:
   1. Inspect the file. Identify the email column. Report: total rows, blank addresses, obvious syntax failures, and case-insensitive duplicates. Do not do SMTP verification unless asked.
   2. Confirm the connected Gmail sender address.
   3. Render the template as HTML. Preserve links, paragraphs, bold, lists, signatures, and attachments. Replace placeholders only from matching spreadsheet columns.
   4. Create one unaddressed Gmail draft for review. Show sender, subject, recipient count, and any unresolved placeholders.
   5. Get explicit confirmation of the final template AND exact recipient scope before any sending. A vague “send it” is not enough.
   6. Optionally send a test to the authenticated account if requested.
   7. Send one separate Gmail message per row (never BCC/CC the whole list). Reuse the same in-memory subject and MIME payload. Request only message ID and labels.
   8. Maintain an append-only progress record: row number, email, status, Gmail message ID, timestamp, error. Resume by skipping successful rows. Never auto-retry uncertain results.
   9. Stop on quota, auth, policy, or repeated transient errors. Report successful / failed / skipped / uncertain / remaining counts.
   10. After the run finishes or stops, search Gmail only for bounce notices tied to this run’s recipients and campaign subject. Do not mix other campaigns.
   11. Classify bounces and produce the English daily report below.
   
   Automatic daily report (always generate, copy-ready English):
   - Report date
   - Planned / attempted / successfully sent / failed / uncertain / duplicate / skipped counts
   - Completion time in user’s timezone
   - Total bounces and messages with no bounce detected so far
   - Current bounce and non-bounce rates
   - Bounce reasons: address not found / unable to receive, disabled mailbox, mailbox full, temporary delay, spam or policy rejection, other
   - Bounced domains with counts and percentages
   
   Rules:
   - Use Gmail acceptance only for the “sent” count. Do not claim “delivered” unless Gmail provides clear evidence.
   - Keep the report factual and concise. Do not add recommendations, retry advice, or list-cleaning instructions.
   - Preserve spreadsheet order.
   - Skip blank, malformed, duplicate, previously successful, or explicitly excluded addresses and log the reason.
   - Never send until the user explicitly confirms the final template and recipient scope.
   - Respect Gmail/Google Workspace limits. Do not promise fixed daily capacity.
   - Token-efficient: parse spreadsheet once, reuse payload, emit progress every 25–100 messages with counts only, search bounces once at the end.
   
   After saving, confirm the skill is available and list the exact confirmation phrase you will require before any send.

4. Prepare your recipient list

   Upload an Excel or CSV file with an email column. Optional columns like FirstName or Company can be used as {{FirstName}} placeholders in your template.

5. Run the campaign

   Upload the file and paste your subject and body template, then send the run command. The Bot will clean the list, show a preview draft, and wait for your explicit confirmation. It only starts sending one-by-one after you reply with something like “Confirm send to these 287 recipients with this template.”

   Execution prompt · Source text。Grok Bot chat input, sent after uploading the file with subject and body

   Copy prompt

   Run Campaign Sender on this list.

6. Get the report

   When finished, the Bot produces a copy-ready English report with sent/failed/skipped counts, bounce rate, reasons, and bounced domains. The source emphasizes the report contains numbers only, without extra advice.

7. Optional: make it recurring

   To schedule recurring runs, send the following command specifying the Drive file and schedule. The Bot will still stop for your approval before sending.

   Execution prompt · Source text。Grok Bot chat input for setting a recurring task

   Copy prompt

   Every Monday at 9am, run Campaign Sender on this Drive file. Always stop for my approval before sending.

No prompt needed — just follow the steps.