Core Concepts
Magic Map 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 Magic Map, 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 Magic Map 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 - Magic Map retrieves them directly from the national register.
- 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 Magic Map using one or more units. Folders organise maps - not units.
Units and courses on TGA can have different statuses, include current, superseded, or deleted. Always check the status of a unit before mapping against it. Superseded units are still visible in Magic Map as they may be in active use on existing maps, but new maps should be built against current units wherever possible
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.
| Component | What it is |
| Unit code | The unique national identifier (e.g. BSBWHS411) |
| Unit title | The full name of the unit |
| Published content | The information published by TGA for a unit, including elements of competency, performance criteria, performance evidence, knowledge evidence, assessment conditions, foundation skills, and more — the exact fields present vary by unit and training package. |
| Who creates it | No one. Magic Map retrieves it from Training.gov.au automatically |
| How it is used | Selected when creating a map; its published structure becomes the mapping framework for your compliance rows |
Key point: When you create a new map, Magic Map always uses the live version of the unit from TGA at that moment. For existing maps, Magic Map notifies you when TGA has published an update to a unit used in that map. It is then your decision whether to update the map to reflect the new version. Magic Map does not update existing maps automatically. The Migration Tool (Solo and Team plans) assists with applying unit updates to existing maps.
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.
| Component | What it is |
| What it is | A TGA qualification or course of study, fetched from Training.gov.au |
| What it contains | The qualification code, title, packaging rules, and constituent units |
| Who creates it | No one. Magic Map 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.
| Component | What it is |
|---|---|
| What it is | A registered training organisation listed on Training.gov.au |
| Who creates it | No one. Magic Map 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 Magic Map. It is the central deliverable, the evidence document that links your training and assessment materials to TGA elements and performance criteria.
| Component | What it is |
|---|---|
| What it is | A compliance document created by the user inside Magic Map |
| 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. Selecting a unit for a map loads its published structure as the mapping framework, it does not copy or modify the unit itself.
Folders
Folders are containers that organise your maps. They do not contain units or TGA data — only maps.
| Component | What it is |
|---|---|
| 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.
| Component | What it is |
|---|---|
| What it is | A reusable map structure saved by the user |
| What it captures | The map's mode 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 Magic Map 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. Your content rows are laid out in a single flat list mapped against the unit's elements and performance criteria. | Single-unit mapping, quick compliance checks |
| Group | Solo, Team | One unit per map. Content rows are organised into named sections (groups) that you define, for example "Theoretical Knowledge" or "Practical Assessment". Useful for structuring complex units. Smart Grouping (Michi AI) can propose these sections automatically | Organising complex units with many criteria into clear sections |
| Cluster | Solo, Team | Two or more TGA units in a single map. A single content row can be mapped against criteria across multiple units simultaneously, reflecting integrated delivery. | Qualification-level mapping across multiple units |
Key point: Group and Cluster modes are available on Solo and Team plans. On the Free plan, all maps use Basic mode. If you created maps in Group or Cluster mode during a trial and your workspace later returns to the Free plan, those maps remain visible in read-only view, no content is deleted, but editing requires upgrading to Solo or Team again.
Workspace Roles
Every Magic Map 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. Magic Map 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.
Magic Map'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 Magic Map?
- Map Modes Explained
- Searching the TGA Unit Library
- Creating Your First Map
- Understanding Workspace Roles
- Organising Maps with Folders
- Glossary