--- sourceDocument: Zurich Workflow Data Fabric sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/integrate-applications Release : - zurich ft:locale : - en-US ft:publication_title : - Zurich Workflow Data Fabric ft:clusterId : - crint bundleId : - crint workflow : - Creator --- # Meeting scheduler AI agent # Meeting scheduler AI agent {#ariaid-title1} * Release version: Zurich * * Updated November 4, 2025 * * ![](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, available via the Now Assist for Integration Hub application, automates scheduling of meetings within your ServiceNow instance. It supports organizing Zoom and Microsoft Teams meetings, as well as creating regular calendar events. The AI agent intelligently retrieves user details, identifies available time slots, creates calendar events, and generates meeting URLs when applicable. The logged-in user initiating the agent is designated as the meeting organizer or host. Show full answer Show less ## Key Features * **Event Types Supported:** Regular calendar events (placeholders with no URL/location), Teams meetings, and Zoom meetings with generated URLs. * **Integration Requirements:** Activation of Microsoft Exchange Online Spoke and configuration of client credential alias is mandatory. Zoom URL generation requires activation and configuration of the Zoom Spoke. * **User and Room Selection:** The AI agent fetches relevant user details based on collaboration context and Exchange Online data. If multiple users match a name, the logged-in user can select the correct attendee. Available meeting rooms and capacity can also be specified during scheduling. * **Time Slot Management:** The agent proposes available time slots; if none match the requested time, it expands the search window up to two days and offers alternatives for selection. * **Meeting Modifications:** Meetings can be updated post-creation to add rooms, attendees, or change time and date. * **Integration with Outlook:** Scheduled events are added directly to the user's Outlook calendar, with meeting details accessible there. * **Customization and Workflow Integration:** Users can clone and customize AI agents to fit specific needs. Agents can be combined into agentic workflows with large language model instructions for complex automation. Tools like AI Agent Studio support these configurations. * **Access Control:** Users running AI agents must have appropriate roles and permissions to access and modify the relevant data tables. ## Practical Benefits for ServiceNow Customers By leveraging the Meeting scheduler AI agent, ServiceNow customers can streamline meeting organization, reduce manual coordination efforts, and ensure meetings are scheduled efficiently with relevant attendees and resources. Integration with Microsoft Exchange and Zoom ensures seamless calendar updates and meeting join links, enhancing productivity. The ability to customize and combine AI agents into workflows allows organizations to tailor automation to their unique processes while maintaining security through role-based access controls. 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. {#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/5ETQ5_I7Aq36jzH7oCDdeQ "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/6kRJhNIppsh9G55lfo0Lfg "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 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. 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=zurich&pubname=zurich-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=zurich&pubname=zurich-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=zurich&pubname=zurich-intelligent-experiences&ft:locale=en-US) for more information about creating a clone. * See [AI Agent Studio](https://www.servicenow.com/docs/access?context=na-ai-agents&version=zurich&pubname=zurich-intelligent-experiences&ft:locale=en-US) for information about AI agents. {#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=zurich&pubname=zurich-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.