Meeting scheduler AI agent

  • Release version: Australia
  • Updated August 14, 2026
  • 2 minutes to read

    • This AI agent specializes in organizing Zoom or Microsoft Teams meetings and creating regular calendar events with ease. It helps users find available time slots and set up meetings effortlessly.

    Workflow

    1. Determine whether the user has specified a preferred meeting type (Zoom, Microsoft Teams, or a standard calendar event).
    2. Fetch the email address of the currently logged-in user.
    3. Identify the title, subject, or purpose of the meeting from the user's request.
    4. Check if any attendees are provided in the request.
    5. Check whether the request includes any date, day, or time reference (such as Monday, Today, Morning, Tomorrow, 3 PM, 03:00:00, and so on).
    6. Identify if an email body is provided in the user's request.
    7. Check if any time zone is mentioned in the user's request.
    8. If the user requests to add a room or location for the meeting, ask for room name, city, and minimum capacity.
    9. Find available meeting times.
    10. Show the user a preview of the meeting invitation.
    11. Create the event if the user approves.
    Table 1. Configuration
    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.
    Tools
    Subflows
    Create Calender Event
    Find Meeting Times
    Generate Zoom Meeting URL
    Knowledge Graph
    Fetch attendees from the ServiceNow Users table
    Script
    Fetch Logged in User's Timezone and email address
    Flow Actions
    Fetch Relevant Users
    Look up Rooms
    Agent roles (ACLs) snc_internal
    Data access roles 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.
    Channels

    Not defined.
    Used in agentic workflows

    Not applicable.

    Learn more about Integration Hub at Integration Hub.