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Task management with ghost users

Mindomo task management feature allows you to manage users and assign tasks with ease. If you want to work with real users, they can create their own accounts and collaborate with you on projects.

However, sometimes you may want to do task management without the need to involve your colleagues or employees. You can use ghost users to keep track of your employees’ work, without inviting them to edit the mind map. They do not even need an account.

Ghost users are fictitious users that are not linked to an e-mail address. You only add them by writing their name.

For example, small business owners can distribute tasks for their few employees in a mind map to have a clear view of what everybody has to do.

You can add people from the task context menu.

You will have to choose if you want to assign a task to a real user with a Mindomo account or create a Ghost User.

Ghost users’ list

You can add more ghost users to the list. You cannot add the same name twice. You should add a name and a surname for each of them, or at least the initials of their names.

Adding them does not mean the task will be assigned to them. You have to go back to the task and assign it to one or more of the ghost users.

You can assign the users as many tasks as you want.

Delete ghost users from the list

If you delete a ghost user from the ghost users’ lists, he will not disappear from the task you have assigned to him. However, he will be grayed out as in the image below and you will not be able to assign him new tasks.

If you realize you still want to use that name after you deleted it, you can add it again to your guest user’s list, and then you will be able to assign tasks to him.

Use ghost users on other mind maps

All the ghost users created will be available on other maps. You will see them in the list and you can choose which one to assign the task.

Cloud synchronization

If you assign tasks to ghost users from a map, these changes will be saved in the Cloud and can be synchronized with the desktop version.

To do this, you have to export a mind map from the online version in Mindomo File format (.mom) and open it on the desktop version. Only ghost users that have been assigned tasks are imported into the desktop settings.

If you add new ghost users on the desktop version, assign them a task, Sync and Save Online, and log in with the same account on the browser version, you will be able to utilize those users. Only the users that have been assigned a task will synchronize.

If you sync a map, the other maps on the desktop do not sync automatically. You will have to do the same for the other maps.

If the ghost users do not appear in the browser version after you added them from the desktop and assigned them tasks, you should refresh the map.

On the desktop version, ghost users that you have created and assigned tasks to them are saved on your computer and from there they are synchronized (Sync and Save Online) and stay on the map, even if you switch to the online version. They can be used both in that mind map and in any other online mind map.

However, if you delete a ghost user from the desktop version, he will still be available and you can assign tasks to him on the online version.

If you delete a ghost user from the online version, the changes are synchronized with the desktop version when you export the mind map and you will see that the user is deleted there too.

To sum up, from desktop to online it syncs only when you add users, not when you delete them.

When you open any map on the desktop or create a new map, users are connected to you.

On the mobile version, you can only see guest users on tasks that have been assigned to them, but you can not make any changes.