Core Concepts
MagicMap is built on a clear separation between the data that comes from Training.gov.au (TGA) and the compliance documents you create. Understanding this separation is the key to navigating the platform, and to producing mapping evidence that holds up at audit.
This article explains every object in MagicMap, how they relate to each other, and the terminology you will encounter throughout the platform and this knowledge base.
What's Covered in This Article
- The two tracks: TGA Library vs. your Mapping Workspace, and why they are separate
- TGA Library objects: Units, Courses, and RTOs
- Mapping Workspace objects: Maps, Folders, and Templates
- Map modes: Basic, Group, and Cluster - when each applies
- Workspace roles: Workspace Owner and Collaborator
- How it all works together: the end-to-end workflow
The Two Tracks: TGA Library and Mapping Workspace
Everything in MagicMap belongs to one of two tracks.
- TGA Library: read-only data fetched live from Training.gov.au. This includes Units (TGA units of competency), Courses (TGA qualifications), and RTOs (registered training organisations). You do not create these - MagicMap retrieves them directly from the national register. They are always current.
- Mapping Workspace: the compliance documents you create. This includes Maps (your compliance mapping documents), Folders (to organise maps), and Templates (reusable map structures). Everything here is user-created and lives in your workspace.
| Track | Objects | What it is |
|---|---|---|
|
TGA Library (read-only) |
Units | TGA units of competency, include elements and performance criteria |
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Courses | TGA qualifications (e.g. Certificate III in...) |
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RTOs | Registered training organisations listed on TGA |
| Mapping Workspace (user-created) | Maps | Compliance documents built using TGA units |
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Folders | Containers that organise related maps |
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Templates | Reusable map structures saved by the user |
Key point: Maps and Units are two separate top-level objects. A unit comes from TGA and is never created by the user. A map is a compliance document the user builds inside MagicMap using one or more units. Folders organise maps - not units.
TGA Library Objects
Units
A unit is a TGA unit of competency, for example, BSBWHS411 Implement and monitor WHS policies, procedures and programs. It is the fundamental building block of compliance mapping in the VET sector.
| What it is | A TGA unit of competency, fetched live from Training.gov.au |
| What it contains | Elements of competency, performance criteria, assessment conditions, evidence requirements |
| Who creates it | No one. MagicMap retrieves it from Training.gov.au automatically |
| How it is used | Added to a map to anchor your compliance evidence against specific TGA criteria |
Key point: When TGA updates a unit, MagicMap reflects the change. You are always mapping against the live version of the unit.
Courses
A course is a TGA qualification, for example, Certificate III in Early Childhood Education and Care (CHC30121). Courses are available as reference data in your TGA Library.
| What it is | A TGA qualification or course of study, fetched live from Training.gov.au |
| What it contains | The qualification code, title, packaging rules, and constituent units |
| Who creates it | No one. MagicMap retrieves it from Training.gov.au automatically |
| How it is used | As reference data to identify and group the relevant units before mapping |
Key point: Courses do not contain maps. They are reference data only — use them to browse and select the units you need for a qualification-level mapping project.
RTOs
An RTO is a registered training organisation listed on Training.gov.au. RTOs are available as reference data in your TGA Library.
| What it is | A registered training organisation listed on Training.gov.au |
| Who creates it | No one. MagicMap retrieves it from Training.gov.au automatically |
| How it is used | As reference data - particularly useful for compliance consultants managing mapping on behalf of multiple RTO clients |
Mapping Workspace Objects
Maps
A map is the compliance document you build inside MagicMap. It is the central deliverable, the evidence document that links your training and assessment materials to TGA elements and performance criteria.
| What it is | A compliance document created by the user inside MagicMap |
| What it contains | Rows mapping your learning/assessment content against TGA elements and performance criteria |
| Who creates it | You. In any plan, including Free |
| How it is structured | In one of three modes: Basic, Group, or Cluster (see Map Modes below) |
| How it is used | To produce audit-ready evidence linking your training materials to TGA requirements |
Key point: A map is separate from and distinct to the TGA unit it references. Adding a unit to a map does not move or copy the unit — it creates a live link to the current TGA data.
Folders
Folders are containers that organise your maps. They do not contain units or TGA data — only maps.
| What it is | A user-created container for organising maps |
| What it contains | Maps only, not units, courses, or RTOs |
| Who creates it | You |
| How it is used | To group related maps, for example, all maps for one qualification, one RTO client, or one intake year |
Key point: Folders organise maps, not units. A map can be saved into a folder at any time without affecting the map's content or TGA links.
Templates
Templates are reusable map structures you save to speed up future mapping work.
| What it is | A reusable map structure saved by the user |
| What it captures | The map's mode, section structure, and layout - not the content rows or TGA unit links |
| Who creates it | You |
| How it is used | Selected when creating a new map to pre-populate structure, saving time on setup for repeat mapping tasks |
Key point: Templates are separate from your live map library. Editing a template does not affect maps already created from it.
Map Modes
Every map in MagicMap is built in one of three modes. The mode determines how your content is structured and which plans it is available on.
| Mode | Plans | What it does | Best for |
|---|---|---|---|
| Basic | All plans | One unit per map. Content rows mapped against elements and performance criteria in a single list. | Single-unit mapping, quick compliance checks |
| Group | Solo, Team | Content within one unit is organised into named logical groups or themes. | Organising complex units with many criteria into clear sections |
| Cluster | Solo, Team | Multiple TGA units mapped together as a cluster. Content can be mapped to criteria across all units in one view. | Qualification-level mapping across multiple units |
Key point: Group and Cluster modes are available on Solo and Team plans only. If you are on the Free plan, all maps use Basic mode. Maps created in Group or Cluster mode during a trial remain visible in read-only view if you return to the Free plan - no content is lost.
Workspace Roles
Every MagicMap workspace has two roles.
Workspace Owner
- The person who created the workspace or holds full administrative access
- Can create, edit, and export maps
- Manages billing, plan selection, seat purchases, and the Michi AI add-on
- Can invite and remove Collaborators on Team plan workspaces
- Only one Workspace Owner per workspace
Collaborator
- A team member invited to a Team plan workspace by the Workspace Owner
- Can create, edit, and export maps and work with TGA Library data
- Cannot access billing, change plans, or manage seats
- Each Collaborator occupies one purchased seat on the Team plan
Key point: Collaborators are only available on the Team plan. Free and Solo plans support one user - the Workspace Owner only.
How It All Works Together
- Search the TGA Library for the unit(s) of competency relevant to your training program. Use Courses as a reference to identify which units belong to a qualification. Use RTOs as a reference if you are mapping on behalf of a specific registered provider.
- Create a new map from the dashboard. Choose Blank to start from scratch, select a saved Template to pre-populate the structure, or use Smart Import (Michi AI) to auto-populate from your existing learning materials or mapping files.
- Add TGA unit(s) to the map. MagicMap loads the unit's elements and performance criteria live from Training.gov.au. In Cluster mode, multiple units can be added to one map.
- Map your content. Row by row, link your learning materials and assessment tasks against each TGA element and performance criterion. In Group mode, content is organised into named sections. In Cluster mode, content spans multiple units.
- Optionally, run Smart Grouping (Michi AI) to automatically organise your mapped content into logical categories - saving time on manual restructuring.
- Save the completed map to a Folder to keep your library organised by qualification, client, or program.
- Export the map as PDF (all plans), or Excel or Word (Solo and Team plans) to produce your audit-ready compliance evidence document.
This separation - live TGA data in the library, compliance documents in your workspace, means there is always a clean, verifiable link between what you have mapped and what TGA currently requires.
MagicMap's object model is designed to eliminate the confusion between source data and your work product. TGA Library objects (Units, Courses, RTOs) are always live and authoritative. Your Mapping Workspace objects (Maps, Folders, Templates) are always yours to create, organise, and export. Keep this separation in mind and the rest of the platform will make immediate sense.
Related Articles:
- What is MagicMap?
- Map Modes Explained
- Searching the TGA Unit Library
- Creating Your First Map
- Understanding Workspace Roles
- Organising Maps with Folders
- Glossary