--- sourceDocument: Australia Enable AI sourceDocumentLink: https://www.servicenow.com/docs/r/australia/intelligent-experiences Release : - australia ft:locale : - en-US ft:publication_title : - Australia Enable AI ft:clusterId : - platai bundleId : - platai workflow : - Platform --- # Microsoft Exchange Online meeting scheduler AI agent # Microsoft Exchange Online meeting scheduler AI agent {#ariaid-title1} Release version: Australia Updated September 30, 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 Microsoft Exchange Online meeting scheduler AI agent The Microsoft Exchange Online meeting scheduler AI agent streamlines scheduling meetings by integrating directly with Microsoft Exchange Online calendars. It automates the process by gathering essential meeting details such as attendees, subject, date, and time zone, then identifies available meeting times for all participants before creating the calendar event. Show full answer Show less ## Workflow * Collects attendee information and resolves ambiguities when multiple people share a name by prompting the user to select the correct email address. * Requests the meeting subject if not initially provided by the user. * Asks for meeting date or time if missing. * Uses the user-specified time zone or defaults to the user's own time zone. * Finds suitable meeting times based on attendee availability and suggests alternative slots if the requested time is unavailable. * Creates the calendar event and shares meeting details, including a link to the event. ## Configuration and Permissions * **Third-party access:** By default disabled; can be enabled to allow external AI agents to use this agent. * **AI specialist access:** Disabled by default; enabling it provides additional configuration options for mapping inputs and outputs. * **Long-term memory:** Disabled by default; when enabled, previous user interactions are used as context for the language model to improve interaction quality. * **User roles:** Access is restricted to specific roles, typically sncinternal. * **Data access roles:** Govern what data the AI agent can access and the actions it can perform, also typically sncinternal. * **Triggers:** Not defined by default but can be configured by administrators to automate agent invocation. ## Tools and Integration The agent utilizes scripts and subflows to perform key functions, such as fetching full standard time zone names, retrieving the logged-in user's time zone, looking up attendee emails, finding meeting times, and creating calendar events. It can be configured for use in Virtual Agent or ServiceNow Otto interfaces via Assistant Designer. ## Benefits for ServiceNow Customers * Automates meeting scheduling within Microsoft Exchange Online, reducing manual coordination efforts. * Ensures meetings are scheduled at times convenient for all attendees by checking calendar availability. * Supports role-based access control and configurable permissions to maintain security and compliance. * Provides flexibility through configurable settings such as third-party access and long-term memory usage to tailor the agent to organizational policies. This AI agent schedules meetings in Microsoft Exchange Online. It collects the attendees, subject, date, and time zone, finds times when attendees are available, and creates the calendar event. ## Workflow {#inth-ms-exchange-microsoft-exchange-online-meeting-scheduler-ai-agent__buqcxhqoczir} The agent helps the user find an available time and schedule a meeting in Microsoft Exchange Online. 1. Ask the user for the attendees and look up their email addresses, asking the user to choose when a name matches more than one person. 2. Ask for the meeting title or subject if it isn't provided. 3. Ask for the meeting date or time if it isn't provided. 4. Use the time zone the user mentions or, if none is given, the user's own time zone. 5. Find meeting times when the attendees are available around the requested time or day, and ask the user to pick a slot when the requested time isn't free. 6. Create the calendar event and share the meeting time and a link to the meeting details. {#inth-ms-exchange-microsoft-exchange-online-meeting-scheduler-ai-agent__ol_npr_lor_bjn} {#inth-ms-exchange-microsoft-exchange-online-meeting-scheduler-ai-agent__buqcxhqoczir__entry__2} | Field | Description | |-|-| | Allow third party to access this AI agent | When enabled, third-party AI agents can use this agent. This value is off (false) by default. This setting is defined in the AI Agent configs \[sn_aia_agent_config\] table on the External discoverable field. | | Allow AI specialists to access this AI agent | When enabled, AI specialists can use this agent. This value is off (false) by default. When set to true, more configuration options for tools become available so that an AI specialist can map inputs and response templates to tool outputs. This setting is defined in the AI Agent configs \[sn_aia_agent_config\] table on the Specialist enabled field. | | Manage long-term memory | When enabled, all previous user interactions are used as context for the LLM. This value is off (false) by default. This setting is defined by the sn_aia.ltm.enable_long_term_memory system property. For more information, see [ServiceNow Otto AI agents reference](https://www.servicenow.com/docs/MUqSU8rHp3ao~q3QEWgHkA "Find more information about user roles, tables, and the different properties that are installed in ServiceNow Otto AI agents."). | | Tools | Scripts : Fetch full standard name of time zones : Get Logged in User's Timezone : Look up Attendees Emails Subflows : Create Calendar Event : Find Meeting Times | | Allowed user roles The specific user roles that can access this AI agent. | snc_internal | | Data access roles The specific user identity roles that determine which data the AI agent can access and what actions it can take. | snc_internal | | Triggers | Optional. None defined by default. An admin can specify triggers if desired. For more information, see [Add a trigger to an AI agent](https://www.servicenow.com/docs/NXqRJBQV_Vw00FEzklcAJw "In the guided setup for an AI agent, add triggers to run the AI agent automatically when certain conditions are met."). | | Channels | Configure an assistant for Virtual Agent or ServiceNow Otto panel using [Assistant Designer](https://www.servicenow.com/docs/access?context=configure-now-assist-va&version=australia&pubname=australia-conversational-interfaces&ft:locale=en-US). | | Used in agentic workflows | Not applicable. | [Table 1. Configuration] **Related topics** * [Microsoft Exchange Online Spoke](https://www.servicenow.com/docs/access?context=ms-exch-online-spoke&version=australia&pubname=australia-integrate-applications&ft:locale=en-US) * [Integration Hub spokes](https://www.servicenow.com/docs/access?context=spokes-list&version=australia&pubname=australia-integrate-applications&ft:locale=en-US)