What this feature does?
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 email notification that includes a direct link to the record where you added the note.
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 a teammate in Recruit CRM
Mention a teammate on a record
Open the relevant candidate, company, contact, or job record where you want to collaborate.
Go to the Notes section of the record.
Type your note and enter the
@symbol to start a mention.
Select the teammate you want to mention from the available options.
Click + Add Note to save the note with the mention attached.
The mentioned teammate will receive an email notification containing a link to the record.
The teammate can click the View Mention button in the email to open the specific record in Recruit CRM.
Please note
If you are on the Business plan or above, you can mention teams in notes by typing @ and selecting the relevant team. You can mention any team, even if you are not a member of that team.
When you mention a teammate or team, Recruit CRM sends an email notification with a link to the record where the mention was added.
If it is the recipient's first mention email, they may need to check their Spam/Junk folder and mark it as Not Spam to ensure future mention notifications reach their inbox.
Recipients can reply directly to the mention email to start an email thread with the person who mentioned them, or click View Mention to open the relevant record in Recruit CRM.
A mention does not change the tagged user's existing record permissions. The tagged user can view the note in Recruit CRM only if their role has View Everything access.
If the tagged user does not have the required access, they may still receive the mention email but may not be able to view the note or record in Recruit CRM.
Troubleshooting
Problem: A mentioned teammate does not receive the email notification.
Problem: A mentioned teammate does not receive the email notification.
Likely cause: The email was filtered into spam or junk.
What to check: Ask the teammate to look for the mention email in their spam or junk folder.
Resolution: The teammate should mark the mention email as not spam so future mention notifications appear directly in their inbox.
Problem: A tagged user cannot see the note in Recruit CRM after being mentioned.
Problem: A tagged user cannot see the note in Recruit CRM after being mentioned.
Likely cause: Their role does not have “view everything” access.
What to check: Confirm the user’s role and its access level, specifically whether “view everything” access is enabled.
Resolution: An Account Owner should adjust the role to have “view everything” access if appropriate, so the tagged user can view the note.
Problem: A user on the account cannot mention teams.
Problem: A user on the account cannot mention teams.
Likely cause: The account is not on the business plan or above.
What to check: Verify the current plan and confirm whether it is the business plan or above.
Resolution: Upgrade to the business plan or above if team mentions are required.
FAQs
Q1: Where can I use mentions in Recruit CRM?
Q1: Where can I use mentions in Recruit CRM?
You can use mentions in the notes section of any record such as candidate, company, contact, or job.
Q2: What happens when I mention a teammate in a note?
Q2: What happens when I mention a teammate in a note?
The mentioned teammate receives an email notification that includes a link to the specific record where the note with the mention was added.
Q3: Can I mention teams as well as individual teammates?
Q3: Can I mention teams as well as individual teammates?
Yes. If you are on the business plan and above, you can mention teams in notes, and you can mention any team even if you do not belong to that team.
Q4: How can a mentioned teammate respond to a mention email?
Q4: How can a mentioned teammate respond to a mention email?
They can reply directly to the email to start an email thread with the teammate who mentioned them, or click the “View Mention” button in the email to open the record in Recruit CRM.
Q5: How do I make sure mention emails do not go to spam?
Q5: How do I make sure mention emails do not go to spam?
The first time a teammate receives a mention email, they may need to mark it as not spam in their email client. After that, future mention notifications should appear in the inbox.
Conclusion:
Mentions in notes help your team collaborate faster in Recruit CRM by sending targeted email notifications that link directly to specific records, while respecting role-based visibility and plan-specific options. If you need further help using mentions for your workflow, contact your Recruit CRM support for additional guidance.