--- sourceDocument: Australia Workflow Data Fabric sourceDocumentLink: https://www.servicenow.com/docs/r/australia/integrate-applications Release : - australia ft:locale : - en-US ft:publication_title : - Australia Workflow Data Fabric ft:clusterId : - crint bundleId : - crint workflow : - Creator --- # Meeting scheduler AI agent # Meeting scheduler AI agent {#ariaid-title1} Release version: Australia Updated March 12, 2026 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Meeting scheduler AI agent The Meeting scheduler AI agent, provided by ServiceNow Otto for Integration Hub, automates the scheduling of meetings within your ServiceNow instance. It leverages human-like intelligence to organize Zoom or Microsoft Teams meetings and create regular calendar events by accessing user details, available rooms, and time slots. The logged-in user who runs the agent is designated as the meeting organizer or host. Show full answer Show less ## Key Features * **Event Types Supported:** * Regular calendar events without URL or location * Microsoft Teams meetings with joinable links * Zoom meetings with generated Zoom URLs * **Integration Requirements:** * Microsoft Exchange Online Spoke must be activated and configured with a client credential alias * Zoom Spoke must be activated and configured to generate Zoom meeting URLs * **Intelligent User and Time Slot Selection:** The agent selects the most relevant user based on collaboration and organizational context or allows manual selection from matching users in the ServiceNow User table if Exchange Online data is unavailable. * **Flexible Scheduling:** Lists available time slots and expands the search window up to two days if requested slots are unavailable. * **Meeting Modification:** Users can modify meetings by adding rooms with desired capacity and location, adding attendees, or changing date and time. * **Visibility and Tracking:** Meeting details are displayed after scheduling and automatically added to the user's Outlook calendar. * **Agentic Workflow Integration:** Supports creation of agentic workflows combining multiple AI agents and large language model instructions for complex automation scenarios. Agents can be cloned and customized as needed. ## Practical Considerations * Ensure the logged-in user has the necessary roles and permissions to access and modify relevant data tables associated with the AI agent. * Activate and configure required spokes (Microsoft Exchange Online and Zoom) to enable full functionality. * Use the Otto panel to access and interact with the Meeting scheduler AI agent for seamless scheduling. ## Benefits for ServiceNow Customers This AI agent streamlines meeting scheduling by automating user selection, time slot finding, and event creation with integrated conferencing links, reducing manual effort and improving efficiency. It ensures meetings are properly organized with relevant participants, appropriate rooms, and calendar synchronization, enhancing collaboration and productivity within your organization. ServiceNow Otto for Integration Hub application provides standalone AI agent that mimics human-like intelligence to perform tasks in your ServiceNow instance. Meeting scheduler AI agent that can be used to organize Zoom or Teams meetings and create regular calendar events. This AI agent retrieves details of available rooms, details of the relevant users you want to invite such as, email address and timezone, finds an available time slot, creates a calendar event, and generates a Zoom URL for the meeting. The logged-in user who runs the AI agent is marked as the meeting's organiser or host. This AI agent can create 3 types of events: * A regular calendar event: This is a meeting placeholder with no URL and location. * Teams event: This a meeting where attendees can join Microsoft Teams meeting. * Zoom event: This a meeting where attendees can join the meeting using Zoom URL. {#meeting-scheduler-ai-agent__ul_ryw_ddq_chc} Important: To use this AI agent, ensure that you have activated the [Microsoft Exchange Online Spoke](https://www.servicenow.com/docs/5vD_~5uXIaYSzJB8sWLW6g "The Microsoft Exchange Online spoke creates and manages calendar and mail in Microsoft Exchange Online. To create, manage, or delete users and groups, use the Microsoft Azure AD spoke.") and configured the client credential alias. To generate Zoom URL for the meeting, you must activate and configure the [Zoom Spoke](https://www.servicenow.com/docs/AezIv_tWPimXADdaKmjZqA "Create and manage Zoom meetings with the Zoom spoke from your ServiceNow instance. With this spoke, you can add participants, retrieve details, end or delete a meeting, or fetch the participant details of a conference."). In this example, Manish (the logged-in user) uses the Meeting scheduler AI agent from Otto panel to schedule a meeting with Vivek and provides details about the date, place, and meeting agenda. In this case, the AI agent schedules the meeting with most relevant user (based on collaboration and organizational context) named Vivek. If the AI agent is not able to retrieve details of the most relevant user from Microsoft Exchange Online, details of all users whose names match Vivek are retrieved from the ServiceNow User table \[sys_user\] and displayed, and logged-in user Manish can choose the required user. AI agent then displays the list of available time slots. Manish can select the feasible time slot. You can also view the AI steps. If a time slot at the mentioned time is unavailable, AI agents expands the search window to 2 days and displays the list of available slots. Manish can review the meeting details and proceed with scheduling the meeting. Once the meeting is created, the details are displayed. The event is added to your Outlook calendar and you can also view the meeting details in Outlook. Using AI agent, Manish can also modify the meeting by adding room of the required capacity and in a specified location, adding more attendees, changes date or time, and so on. * In the ServiceNow agentic system, you can create an agentic workflow that comprises of a set of large language model (LLM) instructions along with one or more standalone AI agents to execute an objective. See [Create an agentic workflow](https://www.servicenow.com/docs/access?context=configure-use-case-ai-agents&version=australia&pubname=australia-intelligent-experiences&ft:locale=en-US) for information about adding AI agents to create agentic workflows as per your requirement and provide the required trigger. You can also search for other available AI agents and add them to your agentic workflow. See [Find AI agents](https://www.servicenow.com/docs/access?context=find-ai-agents&version=australia&pubname=australia-intelligent-experiences&ft:locale=en-US) for more information. * You can create a clone of the required spoke AI agent and customize it as per your requirement. See [Duplicate an AI agent](https://www.servicenow.com/docs/access?context=clone-ai-agent&version=australia&pubname=australia-intelligent-experiences&ft:locale=en-US) for more information about creating a clone. {#meeting-scheduler-ai-agent__ul_tjz_vtr_m2c} There might be AI agents installed on your instance that are not used in agentic workflows. To learn how to see all agents that are available to you, see [Find AI agents](https://www.servicenow.com/docs/access?context=find-ai-agents&version=australia&pubname=australia-intelligent-experiences&ft:locale=en-US). Note: Ensure that the user running an AI agent has the required roles and permissions to access data or perform operations on data in the table that is associated with the AI agent.