How to mention users on records in Hubspot

Collaborating with teammates in Hubspot is easier when you know how to mention users directly on CRM records. By using @mentions in comments, you can notify specific colleagues, add context, and keep all communication attached to the right contact, company, deal, ticket, or custom object.

This guide walks you through how @mentions work, which users you can tag, notification behavior, and best practices so your team gets the most out of collaboration features on Hubspot records.

Understanding @mentions on Hubspot records

On supported records, you can add comments that include @mentions to alert coworkers. These comments become part of the record’s activity timeline, making it easy to see who was involved and what was discussed.

You can mention users in comments on:

• Contacts
• Companies
• Deals
• Tickets
• Custom object records

Using this feature keeps communication centralized inside Hubspot instead of scattered across email or chat tools.

Where you can use @mentions in Hubspot

@Mentions are available in different parts of the CRM, but the core behavior is the same: you type the at symbol and select a user from the list. On Hubspot records, you can typically use @mentions in:

• Comments on individual activities
• Comments on the main activity timeline
• Notes associated with a record (where supported)

Each mention alerts that user and links them back to the record inside Hubspot.

Step-by-step: mention a user on a record in Hubspot

Follow these steps to mention teammates on records. The interface may vary slightly based on your CRM edition and settings, but the overall process is similar.

1. Open the relevant Hubspot record

1. Go to your Contacts, Companies, Deals, Tickets, or custom object index page.
2. Click the name of the record where you want to leave a comment.
3. Review the existing activity timeline so you can decide where your comment belongs.

2. Choose where to add your comment

You can usually add a comment in one of two places:

• On a specific activity (such as a call, email, or meeting) to discuss that interaction.
• On the activity timeline in general to add contextual information about the record.

Click into the appropriate comment box on the Hubspot record.

3. Type your comment and add an @mention

1. In the comment field, type your message.
2. When you’re ready to tag a teammate, type the @ symbol.
3. Begin typing the user’s name immediately after the @ symbol.
4. Hubspot will show a dropdown list of matching users.
5. Click the correct user in the list to insert the mention into your comment.

The user’s name will appear highlighted or formatted as a mention, depending on your Hubspot UI.

4. Publish the comment

1. Review your comment for clarity and accuracy.
2. Confirm that the mentioned user is the correct teammate.
3. Click Comment, Save, or the equivalent action button to post the comment to the record.

Once posted, the comment becomes visible on the record’s timeline, and Hubspot sends a notification to the mentioned user according to their notification preferences.

How mention notifications work in Hubspot

When you @mention a teammate on a record, Hubspot triggers notifications so they can respond quickly. Notification details can vary by account settings and user preferences, but they typically include:

• In-app notifications in the main notification center.
• Email notifications (if the user has mention alerts enabled).
• Optional mobile push notifications for users of the Hubspot mobile app.

The notification links directly back to the record, allowing the mentioned user to open it, review the history, and reply or take action.

Who you can mention in Hubspot comments

On most Hubspot accounts, you can only mention users who:

• Have an active user account in your Hubspot portal.
• Have permission to access the relevant object type or record.

If someone does not appear when you type @ and their name, they may not have a Hubspot user account, or their permissions may be restricted. In that case, an admin may need to adjust their access or invite them as a user.

Best practices for using mentions inside Hubspot

To keep collaboration efficient and clean, follow these best practices when you @mention teammates on records.

Use clear, action-oriented comments

When you mention someone on a Hubspot record, make it obvious what you need from them. For example:

• “@Alex Can you review this quote before we send it to the customer?”
• “@Jordan Please follow up on this ticket and update the status by tomorrow.”

Action-oriented comments reduce back-and-forth and help teammates respond faster.

Mention only relevant teammates in Hubspot

Avoid over-tagging large groups. Mention only the users who truly need to see the update. This keeps notifications useful and prevents alert fatigue across your Hubspot workspace.

Keep sensitive details in mind

Comments on records are visible to users who have access to that record. Before you mention someone, confirm they should see the information. If a discussion requires higher privacy, use appropriate channels in addition to Hubspot comments.

Troubleshooting @mentions in Hubspot

If @mentions are not working as expected, use the checks below.

1. The user does not appear in the mention list

• Confirm that the teammate has an active user account in your Hubspot portal.
• Check if their name is spelled correctly as you type after the @ symbol.
• Ask an admin to review their user status and permissions if they still don’t appear.

2. The user is not receiving notifications

• Ask the teammate to verify their Notification settings in Hubspot.
• Have them check their email’s spam or promotions folders.
• Ensure they are logged into the correct portal, especially if they work with multiple Hubspot accounts.

3. You cannot see the comment box

• Verify that you have permissions to view and edit activities on that record type.
• Refresh the page or try a different browser if the UI seems incomplete.
• Contact your administrator if comment features seem disabled for certain users.

Why using mentions in Hubspot improves collaboration

Using @mentions directly on records helps your team:

• Keep all context attached to contacts, companies, deals, and tickets.
• Reduce email chains and chat threads about CRM data.
• Clarify ownership and next steps for each record.
• Improve response times by sending targeted notifications.

Over time, your Hubspot activity timelines become a reliable audit trail of decisions, questions, and collaboration between sales, marketing, and service teams.

Learn more about record collaboration in Hubspot

For the original documentation on this topic, review the official Hubspot knowledge base article on how to mention a user on a record: Mention a user on a record.

If you need broader CRM and process optimization help beyond basic @mentions, you can find strategic guidance and implementation resources at Consultevo.

By using @mentions consistently and following the best practices above, your team can turn Hubspot into a single, collaborative workspace where every record tells the full story of your customer relationships.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

Scale Hubspot

“`