Skip to main content
Equip includes email templates for every candidate-facing message your pipeline can send: invitations, rejections, and offers. Default templates are provided for each type, and you can edit them or create your own with dynamic variables that fill in per candidate.

​
Template Types

There are five template types. Each maps to a specific moment in your candidate pipeline: Templates are managed in the Templates section of your account, and each pipeline stage can have its own template attached. In the pipeline builder, you can attach an invitation template to Assessment, AI Interview, Video Interview, and Custom stages, and a rejection template to any non-terminal stage.
Templates are rich text, so you can format the message and place the test link or signing link wherever you like in the body.

​
Template Variables

Variables are placeholders that Equip replaces with real values when the email is sent. In the template editor, each variable is click-to-copy and shows an example value, so you can paste it straight into your message. These variables work in every template type:

​
Invitation variables

Assessment and AI Interview invitation templates add variables for the link and its timing rules: Video Interview and Custom Stage invitation templates add a stage_type variable that fills in the Stage Type.

​
Offer email variables

The Offer Email template adds signing_link, the Offer Letter Signing Link the candidate uses to view and sign their offer.
Include the timezone-aware start-window variables in invitation emails. Candidates see the deadline in their own timezone, which cuts down on missed attempts and support questions.

​
Stage-Transition Emails

Emails are recruiter-triggered, never automatic. Moving a candidate to a new stage opens a contextual dialog, and you decide whether an email goes out.
1

Move the candidate

Change the candidate’s stage from the applications dashboard or their profile. If the target stage sends email, a dialog opens with a preview of the message built from that stage’s template.
2

Review the email

Check the preview with the variables filled in for this candidate. For rejections, the Send rejection email to candidates checkbox is off by default, so no rejection email is sent unless you tick it.
3

Choose sending options

Optionally set a Reply-To team member so candidate replies reach a real inbox instead of the default no-reply@equip.co address. You can also use Schedule Send to delay delivery by minutes, hours, or days, up to 7 days ahead.
4

Send

Confirm to send or schedule. The action is logged in the candidate’s journey, for example “sent assessment invite” or “scheduled rejection email”.
Candidates with an unverified email address do not receive stage-change emails. The invite dialog warns you, and you can copy a verification link from the candidate’s profile to share with them.
  • Changing Stages - The full stage-change flow, including credits and rejection reasons
  • Pipeline Stages - Which stage types support invitation and rejection templates
  • Custom Sender Email - Send candidate emails from your own domain
  • Email Status - Track whether invitations were sent, delivered, and opened