What does this feature do?
Need to quickly loop in a teammate on a record? Use mentions to notify them instantly and avoid back-and-forth. The Mention feature in Recruit CRM lets you tag teammates or teams directly in notes on the records.
When you mention someone, they receive an in-app notification and an email notification with a direct link to the record where you added the note. If the note is added to a candidate from within a job, the notification also includes the Job Name and Company Name to provide additional context. Email notifications also include the job's primary contact. This helps recipients quickly understand which opportunity the note relates to before opening the record.
When to use this feature?
You can use this feature when:
You want to quickly alert a teammate about an update on a candidate, company, contact, or job record.
You need a direct link to a specific record included in an email notification.
How to mention your teammate on a record?
You can mention your teammates on any record (candidate/company/contact/job) by adding the "@" symbol in the Notes section.
Your teammate will get an email notification with a link to the record you mentioned them on.
You can see all "mentions" in the Notes section:
Important Note: They might need to mark this email as "Not Spam" the first time so that all future "Mentions" show up right in the inbox.
You can reply to this email directly to start an email thread with your teammate or click View Mention to open the related record.
When the mention is added to a candidate from within a job, the opening line of the email body includes the candidate name, job name, company name, and the job's primary contact, making it easier to identify the context before opening the record. The email subject stays the same either way.
If you are on the Business plan and above, you can also mention "Teams" even if you don't belong to that team.
However, please note that the tagged user will only be able to see the note if their role has 'View Everything' access:
Editing a note that mentions someone:
When you edit a note that already has a mention on it, everyone already mentioned continues to be notified by email only - there's no in-app notification for an edit. The email lets them know the mention was updated.
If the note is a candidate note added from within a job, this email also includes the job name, company name, and primary contact for that job.
If your edit mentions someone for the first time, they instead get the standard mention notification described earlier in this article, both in-app and by email, since it's a new mention for them.
Troubleshooting
Problem: The tagged user cannot see the note on the record.
Problem: The tagged user cannot see the note on the record.
Likely cause
The user role does not have “View Everything” access.
What to check
Confirm the user’s role and permissions, especially access to 'View Everything' on that record type.
Resolution path
The Account Owner should update the user’s role permissions or assign a role with “View everything” access so they can see the note.
🤔FAQs
Can I mention teammates on any type of record?
Can I mention teammates on any type of record?
Yes. You can mention your teammates on any record, including candidates, companies, contacts, and jobs.
Do mention notifications include job details?
Do mention notifications include job details?
Yes. If a mention is added to a candidate note from within a job, both in-app and email notifications include the Job Name and Company Name so recipients can quickly understand which opportunity the note relates to.
Which job is shown if a candidate is associated with multiple jobs?
Which job is shown if a candidate is associated with multiple jobs?
Notifications display the Job Name and Company Name of the job pipeline where the note was originally added. Other manually associated jobs are not included.
Do email notifications include additional information?
Do email notifications include additional information?
Yes. In addition to the candidate, job, and company names, email notifications also include the job's primary contact in the subject line.
What happens when multiple candidates are mentioned from the same job?
What happens when multiple candidates are mentioned from the same job?
When mentions are created for multiple candidates within the same job, the notification groups them together under the same Job Name and Company Name, followed by the list or count of the affected candidates.
Does this apply to notes created from the candidate profile?
Does this apply to notes created from the candidate profile?
No. The additional job and company context is only included for notes added to a candidate from within a job. Notes created directly from the candidate profile continue to display the standard notification.
Conclusion:
Follow the steps above to mention individual users or teams, ensure emails reach their inboxes, and keep everyone aligned on key updates.
Hope this helps!
Happy Recruiting :)