How to Mention Team Members in Task Comments
To mention team members in task comments without pinging everyone else, choose who gets notified each time you post. Unnecessary notifications slow a team down, so task comments in Planfix let you address a message to one colleague, a whole department, or no one at all. This short video (1:19) shows how to tag teammates, notify an employee group, leave a personal note, and hide a comment.
What you’ll learn: how to address task comments in Planfix
- Notify everyone on the team with one comment (0:14).
- Address a whole employee group or department in one click (0:25).
- Turn off notifications for a personal note (0:30) or hide a comment (0:36).
- Notify just one person using the checkbox (0:44).
- Mention a colleague instantly with the @ symbol (0:53).
- Use search to find the right person in tasks with many participants (1:02).
How to mention team members in task comments, step by step
Step 1. Write the comment and check who is notified
In the task, click the Add comment block and type your message. Then select the task participants to notify in the Notify section and click Add. Everyone you selected gets a notification in their Chronicle. You can notify employees and external contacts separately; a selected contact’s block is highlighted in blue.
When you quote a comment in your reply, Planfix preselects its author, along with the participants you notified in your previous comment, so check the list before posting. Picking recipients for each comment is part of Planfix’s flexible notification settings.
Step 2. Notify the whole team or one department
To ask the whole team, select all employees at once in the notification list; to reach one department, select only the participants of a certain group. Departments and teams are set up as workgroups: go to Employees → Workgroups and click New group. You can pick a group only if its Display in the lists for choosing assignees and participants checkbox is selected.
Step 3. Leave a personal note without notifications
To keep a note for yourself, turn off notifications for everyone else and post it. Planfix shows a pop-up warning when a comment notifies no one; if you leave such notes often, click your avatar, open My Profile → Settings → Personal settings → Additional settings, and turn off Warning that no one is notified in the comment.
Step 4. Hide a comment with the privacy slider
For technical notes, internal discussion, or credentials, use hidden (private) comments. A privacy slider sits to the right of the employee list. Select who should see the comment (they get a green checkmark) and turn the slider on; people who won’t see it get a gray background. A reply that quotes a hidden comment is hidden by default.
Step 5. Notify one person with a checkbox or search
When the question is for one colleague, tick only that person’s checkbox in the Notify section. In tasks with many participants, use the search to find an employee or contact quickly.
Step 6. Mention a colleague with @
For a quick mention, type @ or + in the comment to notify a colleague. Mentions work only for employees and only in task comments. If the person isn’t on the task yet, saving the comment adds them as a participant.
Example: an internal question in a task with a client
Say a colleague has been talking with a client in a task, and you need to check something with your team. When you join that conversation, Planfix doesn’t preselect anyone to notify, which protects contacts from messages that don’t concern them.
Select the employee group you need in the Notify section, turn on the privacy slider to hide the comment from the client, and click Add. Your colleagues get the notification in their Chronicle.
Who targeted task comments are for
- Team leads: send one question to a whole department instead of tagging people one by one.
- Client-facing teams: keep internal discussion hidden in tasks where the client is linked.
- Specialists: keep technical notes and credentials in private comments that only selected employees (and account administrators) can see.
- Project managers: find the right employee or contact through search when a task has many participants.
FAQ
How do I tag someone in a task comment?
Type @ or + in the comment, or select the person in the Notify section. Mentions work only for employees; external contacts selected in Notify get an email notification.
Can I hide a comment from a client?
Yes. Turn on the privacy slider and choose which employees can see the comment. Account administrators still see all comments, including hidden ones.
How do I reduce notification noise and avoid notification fatigue?
Notify only the people who need to act. For your own notifications, use the Subscriptions and notifications tab in your user card to pick notification types and channels, and turn on Do not disturb for non-working hours (see the guide to notification channels and Do not disturb mode). The Notifications panel in a task card can turn off notifications for that task. Planfix recommends subscribing only to notifications that require your response, since too many notifications lead to fatigue.
Address every comment to the right people
Before you click Add next time, check who is in the Notify section. In Planfix task management software, every comment lives inside its task. If your team still talks in messengers, see how to move team discussions from chats into tasks. New to Planfix? Sign up to try it.
This video was featured in What’s New in Planfix: July 2026.
