Quickstart for Collaborators

Welcome to Magic Map. As a Collaborator, you have been invited to a shared Team workspace by your Workspace Owner. Your role is the day-to-day mapping work: building compliance maps, working with TGA unit data, and exporting evidence documents. This guide gets you up and running from your first login.

What's Covered in This Article

• Accepting your invitation and logging in: your first steps in the workspace
• Finding your way around: the key areas of the interface you will use every day
• Searching the TGA Library: how to find units, courses, and RTOs
• Creating and editing maps: the core mapping workflow
• Exporting a map: producing your compliance evidence document
• Organising with folders: keeping the shared workspace tidy
• Key Collaborator responsibilities: a summary of your core actions

Who Can Do This

Collaborators invited to a Team plan workspace by a Workspace Owner. Collaborators can create, edit, and export maps and access TGA Library data. Collaborators cannot access billing, change plans, manage seats, or adjust workspace settings.

Accepting Your Invitation and Logging In

Your Workspace Owner sends your invitation by email.

1. Open the invitation email from Magic Map
2. Click "Click here to create your account and join the mapping magic!" - the link in the email that takes you to the account setup page
3. Set your password when prompted
4. You will be taken directly into your shared workspace

On subsequent logins, go to https://app.magicmap.com.au/library, enter your email and password, and select your workspace if prompted. Or go to magicmap.com.au and click Sign Up for first log in.

Switching between workspaces: If you belong to more than one workspace, open the user menu (bottom-left) and click the workspace icon or name to switch to a different workspace.

Finding Your Way Around

Once you are in the workspace, the sidebar on the left is your main navigation.

The dashboard (your home screen) shows four shortcut cards: Units, Folders, Courses, RTOs, and a Recent Maps table listing your most recently modified maps. Click any map name to open it directly.

For the full article on navigation, see Navigating the Magic Map Interface.

Searching the TGA Library

The search bar at the top of the sidebar is always visible, you can search for units, courses, and RTOs from anywhere in Magic Map without navigating to a specific section first.

To search:

1. Click the Search bar at the top of the sidebar
2. Type a unit code (e.g. BSBWHS411), a qualification code (e.g. CHC30121), an RTO name, or a keyword
3. Results for Units, Courses, and RTOs appear directly in the search results
4. Click any result to view its full details

Note: You do not need to navigate to My Library > Units or My Library > Courses first. The search bar retrieves Units, Courses, and RTOs from anywhere in the platform.

What you can find

Units: TGA units of competency — elements, performance criteria, performance evidence, knowledge evidence, foundation skills, and assessment conditions (content varies by unit). Use units to find the right TGA framework before building a map.

Courses: TGA qualifications (e.g. Certificate III in Early Childhood Education and Care). Use courses to identify which units belong to a qualification before starting a mapping project.

RTOs: Registered training organisations listed on TGA. Useful reference data if you are mapping on behalf of a specific registered provider.

Creating and Editing Maps

A map is the compliance document you build in Magic Map. It links your learning materials and assessment tasks to TGA elements and performance criteria.

Creating a New Map

1. Click Create New in the sidebar
2. Under Create Map, choose one of:
   • Blank map: start from scratch
   • Select template: choose a saved Template to pre-populate the map structure
   • Import map: upload an existing mapping file (XLS, XLSX, CSV, DOCX, PDF and more)
3. Name your map and select the TGA unit(s) to map against
4. Magic Map loads the unit's elements and performance criteria live from Training.gov.au
5. Click Create to open the map
6. Select your map mode: Basic, Group, or Cluster which based on your workspace plan and the structure of your training program:

See Map Modes Explained for full guidance on choosing a mode.

Working in a map

Once your map is open and the mode is selected, you add columns to link your evidence against the TGA unit's framework:

• Add columns: add Assessment Task and Demo/Observation columns against the TGA elements and performance criteria that appear as rows in the map
• In Group mode: organise your content into named group sections to structure the evidence document
• In Cluster mode: work across two or more TGA units in the same map view

Note: TGA elements and performance criteria are the pre-populated rows in your map - they come from Training.gov.au and cannot be edited. You add your evidence in the columns against each row.

Using Smart Import (Michi AI)

If your workspace has the Michi AI add-on active, Smart Import can read your existing files and automatically map your content against TGA criteria.

1. Click Create New > Import map
2. Upload your file, Michi will analyse it and suggest matches against TGA criteria
3. Review Michi's suggestions, accept or adjust each match
4. Confirm to generate the populated map

Each Smart Import uses one AI operation. All workspaces have 2 free lifetime AI operations to try this before a Michi AI subscription is required.

Exporting a Map

When your map is complete, export it as a compliance evidence document.

1. Open the map you want to export
2. Click the Download button in the map toolbar
3. Select your export format:
   • PDF: available on all plans
   • Excel: available on Solo and Team plans
   • Word: available on Solo and Team plans
4. The file downloads to your device

If your Workspace Owner has configured branding (logo, colours), it will appear automatically on Solo and Team plan exports.

Note: If Excel and Word options appear locked, your workspace may be on the Free plan. Contact your Workspace Owner about upgrading to Solo or Team.

Organising with Folders

Folders keep the shared workspace tidy. They group related maps together - for example, all maps for one qualification, one RTO client, or one intake year.

Creating a Folder

There are three ways to create a folder:

• From the dashboard: click the Folders card
• From Create New: click Create New in the sidebar, then Folder under Add to Library
• From My Library: expand My Library in the sidebar and click Folders, then create from there

Assigning a map to a folder

1. Open the map from Map Index or the dashboard Recent Maps table
2. Click Assign in the map toolbar
3. In the Assign Map dialog, tick the checkbox next to the destination folder under Folder(s)
4. Click Assign to confirm

Note: Folders organise maps only, not units, courses, or RTOs.

Key Collaborator Responsibilities

As a Collaborator, your work in Magic Map centres on four core areas.

1. Build and Maintain Compliance Maps

Create new maps from scratch, from a template, or via Smart Import. Keep maps accurate and up to date as TGA units are revised or your training materials change.

• Open maps from Map Index or the dashboard
• Add and edit content rows to maintain the TGA evidence link
• Use the correct map mode for the structure of your training program

2. Work with Live TGA Data

Use the TGA Library to find and verify unit, course, and RTO data before and during mapping.

• Never manually enter TGA unit data, always search the library and add directly to your map
• Check the unit's current elements and performance criteria in My Library before starting a new map
• If a unit has been updated on TGA, contact your Workspace Owner about using the Migration Tool to update existing maps

3. Export Evidence Documents

Produce audit-ready exports for your compliance manager, auditor, or delivery partner.

• Export maps as PDF, Excel, or Word as required
• Check with your Workspace Owner if export formats appear locked
• Name and file exports clearly so they are traceable to the correct map version

4. Keep the Shared Library Organised

A tidy workspace benefits your whole team.

• Save completed maps to the correct folder
• Use clear, consistent map naming conventions
• If you notice duplicate maps or outdated content, raise it with your Workspace Owner rather than deleting, only owners manage workspace-level cleanup

Related Articles:

• Core Concepts
• Navigating the Magic Map Interface
• Searching the TGA Unit Library
• Creating Your First Map
• Map Modes Explained
• Exporting a Map
• Organising Maps with Folders
• Michi AI Add-On Overview