Mention a colleague

When you want a colleague to see something on a student's record, mention them. Type @ in a comment, a contact note or an event's notes, pick the person from the list, and save. They get a notification in the bell at the top of the page and an email with a link that opens the entry.

A mention does not assign the student to anyone. The student's assigned advisor stays exactly as it was.

Mention Someone

1. In the note box, type @ and the first letters of the person's name, or choose @ Mention under the box.
2. Pick the person from the list. Use the arrow keys and Enter, or click or tap a name. The note now reads, for example, "@Mike Johnson".
3. Save the comment, the contact or the event as usual.

Only a name picked from the list is a mention. If you type "@Mike Johnson" by hand without picking it, it stays plain text and nobody is notified. After you save, the name shows in the activity feed in your program's accent color.

You can mention up to 10 people in one entry. If someone cannot be mentioned when you save, for example because they were archived a moment ago, the entry still saves and TRIOPilot tells you which name was not mentioned.

Where You Can Mention

• A comment on a student's Activity Feed tab, when you add it or edit it.
• The notes on Log Contact, for one student or several.
• The notes on Record an Event. The mention rides on each attendee's contact.
• The notes when you fix a logged contact with its pencil, including a combined entry.

You cannot mention anyone in a comment a student wrote in the student portal, in appointment notes, or in a text message. The AI assistant cannot mention anyone either; log the contact from its draft, then edit the contact to add the mention.

Who You Can Mention

The list shows the advisors, assistants and admins who work in your program. It never shows you, guests, observers, archived staff or students.

What the Person Gets

• A notification in the bell. It says who mentioned them and for which student, for example "Ana Lopez mentioned you in a comment on Jordan Rivera's record". Choosing it opens the student's record at the right program year with the entry highlighted.
• An email with the same information and a link. The email never includes your note. The student's name is in the body of the email, never in the subject line.

When one contact or event covers several students, each person you mention gets one notification for the whole save, for example "for 12 students", not one per student. Its link opens a list of those students.

If the entry is in a program other than the one whose address the person is using, the link takes them to that program's address and opens the entry there.

Edit or Remove a Mention

• Editing an entry notifies only the people you add. People who were already mentioned are not notified again.
• Removing a mention does not take back the notification or the email that already went out.
• Adding the same person back to the same entry sends nothing new, unless they deleted that notification from their bell, in which case they are notified again.
• If you delete a comment, the notifications about it are removed from everyone's bell.

Good to Know

• The student can see mentioned names when they can see the note: a contact note while your student portal is on, or a comment you made visible to the student. The box reminds you when that applies.
• Your admin can turn the email off for the whole program. On the Emails tab under Settings, the Notifications card lists Someone Mentioned You. The bell notification still arrives. See Edit the emails TRIOPilot sends.
• You can turn the email off for yourself. Open Your account and turn off Email me when someone mentions me. It applies to the program you are working in, and the bell notification still arrives. See Manage your account.
• Mentions are recorded. The audit log names the people you mentioned when you saved. See See who changed what.

Related: Log a contact, Record an event and Update a student's record.