Quickstart for Workspace Owners

Welcome to MagicMap. As the Workspace Owner, you are the person who created or administers the workspace. You hold full control from choosing your plan and managing billing, to inviting team members and configuring settings. This guide moves you from first login to a fully set-up workspace, ready for your team to map.

What's Covered in This Article

• First login and the dashboard: finding your way around after sign-up
• Choosing your plan: Free, Solo, Team, and the Michi AI add-on
• Setting up your workspace: branding, settings, and the user menu
• Inviting your team: adding Collaborators on Team plan
• Michi AI: adding Michi AI to unlock Smart Import and Smart Grouping
• Creating your first map: the core mapping workflow
• Key Workspace Owner responsibilities: your ongoing role in the platform

Who Can Do This

The Workspace Owner is the user who signed up for MagicMap or was designated as the primary account holder. Only the Workspace Owner can access billing, change plans, purchase seats, manage the Michi AI add-on, and invite or remove Collaborators.

First Login and the Dashboard

Signing Up

1. Go to magicmap.com.au and click Sign Up
2. Enter your name, email address, and password
3. Select your plan: Free, Solo, or Team or start with a 7-day trial of Solo or Team (card required, no charge until trial ends)
4. Your workspace is created and you land on the dashboard

On subsequent logins, enter your email and password at magicmap.com.au and select your workspace if prompted.

The Dashboard

The dashboard is your home screen. It shows:

• Four library shortcut cards: Units, Folders, Courses, RTOs - linking to the relevant sections of your TGA Library
• Recent Maps: a list of your most recently modified maps, with map name and last modified date

The sidebar on the left is your main navigation:

For a full walkthrough of the interface, see Navigating the MagicMap Interface.

Choosing Your Plan

MagicMap has three base plans and an optional AI add-on. Your plan determines which features are available to your workspace.

Annual billing saves 16.7% on all paid plans, it's equivalent to 2 months free.

Starting or Managing a Trial

Solo and Team plans include a 7-day free trial, one per workspace, never repeatable.

1. Click your user menu (bottom-left) and select Subscription
2. Select the Solo or Team plan
3. Click Start Your Free 7-Day Trial
4. Enter your card details via Stripe - you will not be charged until the trial ends
5. Cancel at any time during the trial to return to the Free plan at no cost

Note: Purchasing the Michi AI add-on or additional seats during a trial ends the trial immediately and initiates billing.

Upgrading Your Plan

1. Open the user menu and click Subscription
2. Click Change Plan or Upgrade
3. Select your new plan
4. Confirm: your billing interval (monthly or annual) is preserved and a pro-rata charge applies immediately for the remaining billing period

For full details, see Plans Overview.

Setting Up Your Workspace

Before inviting your team or starting maps, take a few minutes to configure your workspace.

Workspace Settings

1. Open the user menu and click Settings
2. Review and update your workspace name and any organisation details
3. Click Save

Brand Settings

Brand Settings lets you add your organisation's logo and colours to exported maps. Available on Solo and Team plans.

1. Open the user menu (bottom-left) and click Brand Settings
2. Upload your organisation logo
3. Set your brand colours
4. Click Save

Branding appears automatically on all Excel and Word exports from your workspace.

Billing Information

1. Open the user menu and click Billing Information
2. Add your credit or debit card as the default payment method
3. Update your billing address if required

For full details on billing, invoices, and payment failure handling, see Billing and Subscription.

Inviting Your Team

Collaborators are available on the Team plan only. Each Collaborator occupies one purchased seat.

How Seats Work

The Team plan includes 3 base seats (minimum, these cannot be removed). Additional seats cost $5/month or $50/year each, billed pro-rata immediately when purchased.

Inviting a Collaborator

1. Open the user menu and click Manage Users
2. Click Invite Users
3. Enter the Collaborator's name and email address
4. Click Send Invitation
5. The Collaborator receives an email with a link to set their password and access the workspace

A pending invitation counts against your seat total. The Collaborator's status shows as Pending until they accept.

Managing Seats

1. Open the user menu and click Subscription
2. Under Seat Management, view your current seat count (purchased seats, active members, available seats)
3. Click Purchase More Seats to add seats which is charged pro-rata immediately
4. To reduce seats, schedule a removal seats remain active until your next renewal date
5. You cannot remove a seat occupied by an active member. Remove the member first, then schedule the seat reduction

Removing a Collaborator

1. Open the user menu and click Manage Users
2. Find the member and click the three-dot menu next to their name
3. Click Remove from Workspace
4. The member loses access immediately. Their maps remain in the workspace

Note: Removing a member does not automatically reduce your seat count. Schedule a seat reduction separately if needed.

Adding the Michi AI Add-On

Michi AI unlocks Smart Import and Smart Grouping for your workspace. Available on Solo and Team plans.

1. Open the user menu and click Subscription
2. Under Add-Ons, toggle on Michi AI
3. Click Confirm and Activate Michi
4. You are taken to Stripe to confirm, Michi is available immediately after

Michi AI costs $29/month or $290/year, billed on the same interval as your base plan. Cancellation takes effect at your next renewal date.

Note: All workspaces include Free, receive 2 free AI operations (lifetime). These never renew and are not affected by plan changes. The Michi AI add-on is required for unlimited operations.

For full details, see Michi AI Add-On Overview.

Creating Your First Map

As Workspace Owner you create maps the same way Collaborators do - the difference is that you also control the workspace settings that affect all maps.

1. Click Create New in the sidebar
2. Under Create Map, choose:
   • Blank map: start from scratch
   • Select template: use a saved Template to pre-populate structure
   • Import map: upload an existing file. If Michi AI is active, Smart Import will analyse the file and auto-populate the map
3. Name your map and select the TGA unit(s) to map against. MagicMap loads elements and performance criteria live from Training.gov.au
4. Choose your map mode: Basic (all plans), Group, or Cluster (Solo and Team)
5. Click Create to open the map editor
6. Map your learning materials and assessment tasks against each TGA criterion row by row
7. When complete, save the map to a Folder and export it as PDF, Excel, or Word

For a step-by-step walkthrough, see Creating Your First Map.

Key Workspace Owner Responsibilities

Your role in MagicMap spans four ongoing areas beyond day-to-day mapping.

1. Plan and Billing Management

Keep your plan, seats, and add-ons matched to your team's actual needs.

• Review your Subscription page after onboarding your team to confirm seat count is accurate
• Monitor billing in Billing Information — update your payment card before it expires to avoid a payment failure grace period
• Upgrade or add seats as your team grows; schedule seat reductions when team members leave
• Decide whether Michi AI delivers enough value for your team's volume of mapping work — the 2 free lifetime operations let you test it before committing

2. Team and Access Management

Maintain a clean, accurate member list.

• Invite new Collaborators promptly when they join the team, pending invitations count against your seat total
• Remove Collaborators who have left and schedule seat reductions accordingly
• Understand that only the Workspace Owner can change plans, manage billing, or adjust workspace settings - Collaborators do not have access to these areas
• If your workspace has multiple users, establish naming and folder conventions so the shared Map Index stays navigable

3. Workspace Configuration

Keep branding and settings current.

• Update Brand Settings when your organisation's logo or colours change — branding applies to all exported maps workspace-wide
• Review Settings if your organisation name changes
• Create shared Folders in advance so Collaborators have a consistent structure to file completed maps into

4. Compliance Oversight

As the Workspace Owner, you are accountable for the compliance output of the workspace.

• Ensure TGA units used in maps are current, it's used the Migration Tool (Solo and Team) to update maps when TGA releases a revised unit version
• Periodically review maps in the Map Index for accuracy, completeness, and folder organisation
• Export maps for ASQA audit evidence and store them in your RTO's document management system
• For consultants managing multiple RTO clients: use Folders to separate each client's maps clearly, and use the RTOs section of My Library to reference each client's registration details

Related Articles:

• Core Concepts
• Navigating the MagicMap Interface
• Plans Overview
• Starting a Free Trial
• Managing Seats (Team Plan)
• Michi AI Add-On Overview
• Billing and Subscription
• Inviting Team Members
• Creating Your First Map
• Organising Maps with Folders