Meeting scheduler AI agent

  • Release version: Australia
  • Updated March 12, 2026
  • 2 minutes to read
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    Summary of Meeting scheduler AI agent

    The Meeting scheduler AI agent, provided by ServiceNow Otto for Integration Hub, is a standalone AI tool designed to automate meeting organization within your ServiceNow instance. It intelligently schedules Zoom or Microsoft Teams meetings and creates regular calendar events by finding available time slots, retrieving user and room details, and generating meeting URLs. The logged-in user running the agent is designated as the meeting organizer or host.

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    Key Features

    • Event Types: The AI agent supports creating three event types:
      • Regular calendar events without URLs or locations
      • Microsoft Teams meetings with join links
      • Zoom meetings with generated Zoom URLs
    • User and Room Availability: It retrieves details such as email addresses and time zones of invitees and available rooms to find suitable meeting times.
    • Flexible Scheduling: If a requested time slot is unavailable, the agent expands the search window up to two days to suggest alternative times.
    • Meeting Modification: Users can modify meetings after creation by adding rooms, attendees, or changing date and time.
    • Integration Requirements: To function fully, the Microsoft Exchange Online Spoke must be activated and configured, as well as the Zoom Spoke for Zoom URL generation.
    • User Selection Assistance: If the AI cannot determine the most relevant user from Microsoft Exchange Online, it retrieves matching users from the ServiceNow User table for manual selection.
    • Agentic Workflow Compatibility: The AI agent can be incorporated into larger agentic workflows comprising multiple AI agents to automate complex objectives.
    • Customization and Management: AI agents can be cloned and customized to meet specific organizational requirements. Users must have appropriate roles and permissions to run AI agents and access necessary data.

    Key Outcomes

    • Automated and efficient scheduling of meetings within ServiceNow, saving time and reducing manual coordination effort.
    • Seamless integration with Outlook calendars ensures meeting details are synchronized and accessible.
    • Improved meeting organization with intelligent selection of invitees, time slots, and rooms based on availability and context.
    • Flexibility to modify meetings post-creation enhances user control and adaptability.
    • Supports enterprise collaboration tools like Microsoft Teams and Zoom through native integrations, ensuring broad usability.

    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.
    Important:
    To use this AI agent, ensure that you have activated the Microsoft Exchange Online Spoke and configured the client credential alias. To generate Zoom URL for the meeting, you must activate and configure the Zoom Spoke.

    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.

    Schedule a meeting using the Meeting scheduler AI agent.
    Manish can review the meeting details and proceed with scheduling the meeting.
    Summary of the meeting details.
    Once the meeting is created, the details are displayed.
    Meeting details.

    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.

    Event is added to the Outlook calendar.
    Event details on Outlook.
    • 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 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 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 for more information about creating a clone.

    There might be AI agents installed with the Now Assist application that are not used in agentic workflows. To learn how to see all agents that are available to you, see Find AI agents.

    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.