Meeting scheduler AI agent

  • Release version: Zurich
  • Updated November 4, 2025
  • 3 minutes to read
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    Summary of Meeting scheduler AI agent

    The Meeting scheduler AI agent, available with the Now Assist for Integration Hub application, automates the scheduling of meetings within your ServiceNow instance. It mimics human-like intelligence to organize Zoom or Microsoft Teams meetings, or create regular calendar events by finding available rooms, inviting relevant users, and setting appropriate time slots.

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    Key Features

    • Meeting Types Supported: Regular calendar events without links, Microsoft Teams meetings, and Zoom meetings with generated URLs.
    • Integration Requirements: Requires activation and configuration of Microsoft Exchange Online Spoke for user and calendar data, and Zoom Spoke to generate Zoom URLs.
    • User and Time Slot Selection: Retrieves relevant users from Microsoft Exchange Online or ServiceNow user table if needed, displays available time slots, and can expand search up to 2 days if initial slots are unavailable.
    • Meeting Management: Allows modification of meetings by adding rooms with specific capacity and location, updating attendees, and changing dates or times.
    • Agentic Workflows: Supports creation of workflows combining multiple AI agents and instructions to automate complex processes. AI agents can be cloned and customized as required.
    • AI Agent Discovery: Provides mechanisms to find available AI agents within the instance or explore additional agents via the ServiceNow Store AI Agent Marketplace.

    Key Outcomes

    • Streamlines meeting scheduling by automating room booking, attendee invitations, and calendar event creation.
    • Ensures meetings are accurately reflected on Outlook calendars with all necessary details and links.
    • Enhances productivity by reducing manual scheduling effort and providing flexible options for meeting setup and modifications.
    • Enables customization and extension of AI agent capabilities through cloning and agentic workflows tailored to organizational needs.

    Now Assist 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 Now Assist 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.
    • See Now Assist AI agents for information about AI agents.
    Looking for an AI agent?
    • 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 on your instance, see Find AI agents.
    • To find agents that might not be installed on your instance, visit the AI Agent Marketplace on the ServiceNow Store.
    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.