How to Send a Booking Link From Appointments

Summary

Overview: When Pippin decides a lead should book a meeting, it prepares a booking link. Unless your automation level is Full auto, the link waits for a person to send it. The Appointments page lists these links under Booking links to send, and you can send each one with a single click. You can also send, resend or copy your booking link for any lead from the lead's own Appointments tab.

Prerequisites:

• Your calendar (Cal.com or TidyCal) is connected and a booking URL is saved. An Admin sets this up under Settings › Connectors.
• To send from the Appointments page, Pippin has prepared at least one booking link.

How Pippin Decides

1. During a conversation, Pippin decides the lead is ready to book a meeting and prepares a link to your booking page.
2. Pippin checks your automation level:
   • Full auto: the link goes to the lead straight away. If that send fails, the link waits for approval instead.
   • Supervised or Review every reply: the link waits for approval.
3. A waiting link shows in two places: the Booking links to send panel on the Appointments page, and the Review Queue as a Booking Link card. Sending it from either place sends it once and clears it from both.
4. When you click Send Booking Link or Resend Link on a lead's Appointments tab, your click is the approval: the link goes out at once, on any automation level. If Pippin already drafted a link for that lead, that draft is the one sent, with your current booking URL, and it leaves the panel and the Review Queue. When that draft holds Pippin's email reply, the reply and the link go out together as one email. The message counts as sent by you, not by Pippin.

Limits

• Full auto needs the Growth plan or higher.
• On a free trial that has reached its outcome cap, booking links can't be sent until you subscribe.
• A lead who has opted out can't receive the link.
• You can't change the link or reject it from the Appointments page. To reject it, use the Review Queue.
• An archived lead's Appointments tab has no Send Booking Link or Resend Link button. Copy Booking Link still works.

Step-by-Step Instructions

Step 1: Open Appointments

1. In the left menu, click Appointments.
2. Find the Booking links to send panel. On a wide screen it is to the right of the calendar; on a narrow screen it is above it. Its note reads Pippin drafted these. Nothing goes to the lead until you send it.
3. The To send number above the calendar counts the same links.

Step 2: Check the lead

1. Each row shows the lead's name, their score icon, the channel icon (email, SMS or WhatsApp), their company and when the link was drafted, for example Drafted 2 hours ago.
2. To read the conversation first, click View lead (or the lead's name).

Step 3: Send the link

1. Click Send link.
2. A message confirms "Booking link sent to [name]." and the row leaves the panel.

What the lead gets:

• An email lead gets one email, sent as a reply in the conversation's email thread. When Pippin wrote a reply with the link, the email is that reply with the link below it. Otherwise it is a branded email with a Book a Meeting button.
• An SMS lead gets the link as a text message.
• A WhatsApp lead gets the link as a WhatsApp message.
• A Messenger lead gets the link as a Messenger message.
• A web chat visitor gets a booking button in the chat widget.
• An SMS, WhatsApp, Messenger or web chat lead who also has a real email address gets the branded email too, when your email inbox (Gmail or Zoho Mail) is connected.

If more than 50 links are waiting, the panel shows Showing 50 of …. Click See all in Review Queue for the rest.

Other way: send it from the Review Queue

1. In the left menu, click Review Queue.
2. Find the card with the Booking Link label. To show only booking links, click the Booking links chip.
3. Click Approve & Send, or click Reject if you don't want to send it.

Other way: send, resend or copy it from the lead's page

1. Open the lead and click the Appointments tab.
2. Choose:
   • Send Booking Link (when no link has gone out yet) or Resend Link (when one was already sent): sends your booking link to the lead now, on the lead's own channel, as listed above. A message confirms "Booking link sent."
   • Copy Booking Link: copies your workspace's booking URL, so you can paste it into a message yourself. A message confirms "Booking link copied."
3. If no booking URL is saved, the tab shows No booking link set up yet. instead of the buttons. The Admin sees a Connect a calendar link; other roles see Ask your admin to connect a calendar.

Verify It Worked

Success criteria:

• The lead no longer appears under Booking links to send.
• If the panel is empty, it shows No links to send and Booking links Pippin drafts will wait here for you.
• The lead's status changes to Meeting Link Sent.
• The lead's Appointments tab shows Booking link sent — awaiting confirmation with the date and channel.
• When the lead books, the booking shows on the calendar on the Appointments page.

Troubleshooting

Common errors

• A red message appears after you click Send link, Send Booking Link or Resend Link: the send was refused, and the message says why (for example, the lead opted out or your subscription is inactive). A link that was already waiting stays under Booking links to send and in the Review Queue. Fix: deal with the reason, then send again.
• "This lead has opted out of receiving messages, so it cannot be contacted automatically. You can still reply manually if needed.": Fix: don't send the link. Reply by hand only if the lead asks.
• "This lead is archived. Unarchive it to send a booking link.": Fix: unarchive the lead first. See How to Archive or Unarchive a Lead.
• "Please configure your calendar booking URL in Settings > Calendar first.": no booking URL is saved. Fix: the Admin saves the Booking Page URL under Settings › Connectors.
• "This booking link is already being sent.": someone (or Pippin) is sending the same link right now. Fix: wait a moment and check the lead's Appointments tab.
• "We couldn't confirm whether the booking email reached the customer. Check the conversation before resending it.": an earlier attempt to send this booking email may already be in the customer's inbox.
  • On the Appointments page, the row's Send link is greyed out. Click Check and resend from the lead.
  • On the lead's Appointments tab, a window titled The last booking email may already have arrived opens. Check the conversation or the sent folder of your connected mailbox first. Click Send again anyway only if the customer didn't get it; sending again may give the customer the same email twice.
• "Couldn't copy the link. Copy it from Settings > Calendar or try again.": your browser blocked the copy. Fix: try again.
• "Your calendar is not connected, so no bookings will appear.": no calendar is connected. Fix: click Connect your calendar (an Admin connects Cal.com or TidyCal).
• "… is connected but no booking URL is set — leads won't receive a booking link.": Fix: click Add your booking URL and save your booking URL.

Limitations & considerations

• Every role can send booking links, for any lead they can open.
• Approving the link does not book the meeting. The lead still picks a time on your booking page.

Next Steps & Related Resources

• Next steps:
  • How to See Your Appointments
• Related articles:
  • How Pippin Sends a Booking Link
  • How to Approve or Reject Items in the Review Queue
  • How to Connect Your Calendar (Cal.com or TidyCal)
  • Why Didn't Pippin Send a Booking Link?

Need more help? For more information and assistance, please send an email to support@pippify.ai.

Last Updated: 10/19/2026