What is MagicMap?

MagicMap is a compliance mapping platform built specifically for Australian Registered Training Organisations (RTOs). It replaces the spreadsheet-and-copy-paste approach to compliance mapping with a direct, live connection to Training.gov.au (TGA), so every unit of competency, element, and performance criterion in your maps is always current, always accurate, and ready for audit.

From first-time RTO compliance managers to experienced curriculum teams, MagicMap centralises your entire mapping operation into one place, so your team spends less time on manual data entry and more time producing work that actually stands up to scrutiny.

What MagicMap Does for RTOs

Your Complete Compliance Mapping Solution

MagicMap serves as the central hub for compliance mapping in your RTO:

The MagicMap Difference

1. Compliance-first design:

MagicMap is built with ASQA standards at its core. Every map you produce creates a clear, traceable link between your learning materials and the TGA unit - the evidence your auditor is looking for.

2. Live TGA data as always:

Unit data is pulled directly from Training.gov.au via API. There is no copy-paste, no version drift, and no risk of mapping to a superseded unit without knowing it.

3. Built for how RTOs actually work:

Whether you are a solo compliance consultant or a multi-campus training provider, MagicMap scales with you from a Free plan with unlimited maps to a collaborative Team workspace with AI-powered import.

What's Covered in This Article

This article provides a high-level orientation of the MagicMap platform and its primary benefits for RTO staff:

• Key capabilities: the core features that make up MagicMap
• How MagicMap is structured: workspaces, maps, and units explained
• Getting started: where to go next based on your role

Key Capabilities

1. Compliance Maps

• Build compliance documents that link your training and assessment content to TGA elements and performance criteria
• Choose from three map modes: Basic (all plans), Group and Cluster (Solo and Team plans)
• Unlimited maps on every plan, including Free
• Organise maps into Folders to keep your library tidy by qualification, client, or program
• Save reusable map structures as Templates to speed up future work

2. Live TGA Unit Library

• Search Units, Courses, and RTOs directly from training.gov.au - all fetched live, never stale
• Add any TGA unit of competency to a map from elements and performance criteria load automatically
• Browse TGA qualifications (Courses) to find the right units for a full program mapping
• Look up RTOs listed on TGA which is useful for consultants mapping on behalf of multiple clients
• No manual data entry and no risk of working from an outdated version

3. AI-Powered Import and Grouping (Michi AI)

• Michi is MagicMap's optional AI assistant add-on, available on Solo and Team plans
• Smart Import: upload your existing learning materials or mapping files (PDF, DOCX, XLSX, and more) and Michi automatically maps your content against TGA criteria
• Smart Grouping: Michi analyses your mapped content and organises it into logical groups automatically
• Every workspace receives 2 free AI operations (lifetime) to try Michi before subscribing to the add-on

4. Export for Audit

• Export completed maps as PDF (all plans), Excel, or Word (Solo and Team plans)
• Apply your organisation's branding to exported documents (Solo and Team plans)
• Produce clean, structured evidence documents ready for ASQA review or internal sign-off

5. Team Collaboration

• Team plan workspaces support multiple users on a per-seat model
• Workspace Owners manage seats, billing, and plan settings
• Collaborators access maps, units, and folders to contribute to shared mapping work
• All maps, folders, and templates are preserved regardless of plan changes

How MagicMap Is Structured

Every MagicMap workspace contains two parallel tracks: a read-only TGA Library (data fetched live from Training.gov.au) and your Mapping Workspace (the compliance documents your team creates). Understanding the difference between these two tracks is key to navigating the platform efficiently.

Platform Hierarchy

TGA Library - Units

• A unit is a TGA unit of competency — the user does not create it, MagicMap fetches it live from Training.gov.au
• Each unit contains elements of competency and performance criteria, assessment conditions, and evidence requirements
• Units are added to maps to anchor your compliance evidence against specific TGA criteria
• When TGA updates a unit, the data in MagicMap reflects the change

TGA Library - Courses

• A course is a TGA qualification, for example, Certificate III in Early Childhood Education and Care
• Courses are fetched live from Training.gov.au and available as reference data in your library
• Use courses to find and group the relevant units that make up a qualification before mapping

TGA Library - RTOs

• RTOs are registered training organisations listed on Training.gov.au
• Available as reference data in your library — particularly useful for consultants managing compliance mapping on behalf of multiple RTO clients

Mapping Workspace - Maps

• A map is the compliance document you build inside MagicMap,  separate from and distinct to the TGA unit it references
• You create a map, select one or more TGA units, and map your learning materials and assessments against the unit's elements and performance criteria
• Maps can be built in Basic, Group, or Cluster mode depending on your plan and delivery structure
• Maps are reusable: build once, export as many times as you need in any supported format

Mapping Workspace - Folders

• Folders are containers that organise your maps, they group maps together
• Use folders to keep your library organised: one folder per qualification, per RTO client, or per intake year
• Folders are user-created and can be renamed or restructured at any time

Mapping Workspace - Templates

• Templates are reusable map structures you save yourself to speed up future mapping work
• A template captures the structure of a map: the mode, sections, and layout, so you can recreate it quickly for a new cohort or program
• Templates are created and managed by users and are separate from your live map library

How They Work Together

1. Open your TGA Library and search for the relevant unit(s) of competency, course, or RTO
2. Create a new map: choose Blank, select a Template, or use Smart Import to auto-populate from your files
3. Add the TGA unit(s) to the map: MagicMap loads elements and performance criteria live from Training.gov.au
4. Map your learning materials and assessment tasks against each criterion, row by row, in your chosen mode (Basic, Group, or Cluster)
5. Optionally, run Smart Grouping to have Michi AI organise your mapped content into logical categories automatically
6. Save the completed map to a Folder to keep your library organised
7. Export the map as PDF, Excel, or Word for audit evidence, delivery sign-off, or internal review

This structure keeps TGA data live and separate from your mapping work, so there is always a clean, verifiable link between your compliance documents and the current Training.gov.au register.

Getting Started with MagicMap

Workspace Owners

Start here: Quickstart for Workspace Owners

Key articles: Plans Overview • Starting a Free Trial • Inviting Team Members • Billing and Subscription

Collaborators

Start here: Quickstart for Collaborators

Key articles: Creating Your First Map • Searching the TGA Unit Library • Organising Maps with Folders • Michi AI Add-On Overview

New Users and Evaluators

Start here: Core Concepts

Key articles: Plans Overview • Starting a Free Trial • What is ASQA? • What is TGA and Why Does It Matter?

Understanding Core Concepts

• Core Concepts: essential terminology and the MagicMap hierarchy
• Map Modes Explained: when to use Basic, Group, or Cluster
• Michi AI Add-On Overview: what Smart Import and Smart Grouping do
• Understanding Workspace Roles: what Workspace Owners and Collaborators can do
• Using Folders and Templates: how to keep your mapping library organised and efficient

MagicMap replaces the manual, error-prone process of compliance mapping with a live connection to TGA, so your evidence is always accurate, always current, and ready when ASQA comes knocking. Whether you are mapping a single unit, organising a full qualification across folders, or building a shared workspace for your compliance team, MagicMap gives you the structure, the data, and the export formats to do it right.

Related Articles:

• Core Concepts
• Quickstart for Workspace Owners
• Quickstart for Collaborators
• Plans Overview
• What is ASQA?
• What is TGA and Why Does It Matter?