OOTB iCal → Google Calendar (fastest way)
ServiceNow already sends iCalendar (ICS) invites for Changes OR incident management using the change.calendar.integration email templates. These are used to send calendar invitations to the assigned_to, and they work with any calendar system that understands ICS, including Google Calendar.
The idea is:
Instead of (or in addition to) sending the invite to individuals, send it to a Google shared calendar email address. Stakeholders then subscribe to that calendar in Google Workspace.
1. Set up a shared Google Calendar
In Google Workspace:
Create a new calendar, e.g. “Change Calendar (ServiceNow)”.
In the Calendar settings, note the Calendar ID – it’ll look like
change-calendar@yourdomain.com or similar.
Make sure the calendar is shared appropriately with your org so stakeholders can add it.
That calendar ID is also an email address. Any ICS invite emailed to it becomes an event on that calendar.
2. Use the Change iCal notification in ServiceNow
Out of the box, ServiceNow has a Change calendar integration notification that sends ICS invites when planned start/end and assigned_to are set. These use the change.calendar.integration email template.
ServiceNow
You’ll either:
Re-use the existing notification, or
Create a new notification specifically for the Google calendar.
Steps (one-way, read-only publish to Google Calendar):
In ServiceNow, go to:
System Notification → Email → Notifications.
Either:
Open the existing Change calendar integration notification (if present); or
Click New and create a notification like:
Table: Change Request [change_request]
When to send: e.g. Inserted or Updated
Condition:
state is Scheduled or Implement, and
planned_start_date and planned_end_date are not empty.
Type: make sure it uses the Calendar / iCal template if one is available.
In the Who will receive section:
Add the Google Calendar email (the Calendar ID from earlier).
Optionally also keep assigned_to if you still want assignees to get personal invites.
Ensure the notification uses the change.calendar.integration OR incident.meeting.invitation email template (or a clone of it) so the correct ICS fields (UID, DTSTART, DTEND, etc.) are sent.You need to search it via Filter operation on notification UI.
Result:
Every time a Change hits your condition (e.g. scheduled/approved), ServiceNow emails an ICS invite to the shared Google Calendar.
All stakeholders who have added that shared calendar in Google Workspace see the change windows overlaid on their personal calendar.
This is the simplest, fully supported method. No scripting, no REST, just smart use of existing iCal invites
On my Screenshot that I Attached , Who will receive tab.
You will NOT select a user from the lookup icon.
Instead, do this:
— Use "Groups/Users in fields" → Additional email recipients (comma-separated)
Scroll down in the notification form (in the “Who will receive” tab):
There is a field named:
"Additional recipients (comma-separated)"
or
"Email addresses" (depending on version)
This is the fastest way to create calender or Meeting invite for your Google Calender but if you want for granicular or controlled , its via Scripted REST API.
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