Create an Event and Set the Basics

NaviTabi supports two kinds of events.

If you want to review the preparation flow

If you want to check what should be decided before publication, how to run test play, or how to guide participants, see Operations Guide - Preparation before the event.

Standard Event

Create a standard event

This is a rogaining or orienteering event where participants visit checkpoints or spots.

Create a new event

1. Open the Manage screen and choose Create New Event.
2. Enter the following information:
   • Event Name (required)
   • Country (required)
   • Area (required)
3. Tap the create button. The event is created in a private (unpublished) state.

On the web

On the web at /events/add, you can also enter a subtitle and the event date when creating the event, as well as the radius of the event area, always-on live tracking, hiding other players, and required Entry Number input.

Importing from an IOF XML file

You can also create an event and courses from an IOF XML (Ver 3.0) file produced by orienteering planning software. Import it from Import IOF XML File on the new event screen.

Set the basic information

After the event is created, the detailed settings screen opens. You can configure the following items.

Event information

Item	Required	Description
Event Name	✅	Name shown in the event list
Subtitle	-	Supplemental text under the event name
Description	-	Detailed event description and rules. Links can also be included
Notices	-	Important notes for participants
Cover image	-	Main image shown in event listings
Tags	-	Labels that show event type or features

Event schedule and location

Item	Required	Description
Country	✅	Country where the event is held
Area	✅	Event area
Area2	-	A more specific area (city, town, etc.)
Event Date (or Start Date)	-	Event date
End Date	-	Set this for multi-day events, up to 90 days
Location (Event Area)	-	Center point and radius shown on the map
Background Map	-	Map shown to participants, either default or custom

Automatic event area calculation

Even if you do not set the event area manually, NaviTabi can calculate the center and radius automatically after you place spots.

Approval settings

Item	Description
Require approval to join	Participants need organizer approval before joining
Event Number	A 4-digit number. Participants who enter the correct number are approved automatically
Require Entry Number Input	Participants must input their Entry Number

These three settings require the Organizer Plan

Require approval to join, Event Number, and Require Entry Number Input cannot be enabled without the Organizer Plan. Event Number can be entered only after Require approval to join is turned on.

QR Code Punch

Item	Description
QR code punching	Choose whether to use punching with QR codes posted at spots (Don't use QR / QR only / GPS or QR / GPS + QR (both required)). For details, see Course and spot settings - QR Code Punch

Events where QR Code Punch can be set

QR code punching can be set only on standard events (Score / Score (Free Start and Finish) / Fixed Order). It does not appear on Safety Tracking Events or permanent (no time limit) events.

Bonus QR is independent of the QR mode

The Bonus QR (a QR that adds points) used on score-type courses works regardless of the QR mode you choose here. Even with "Don't use QR" set, once you create a Bonus QR participants can scan it during play. To set it up, see Event management screen - Bonus QR.

Advanced settings

The following settings require the Organizer Plan, except Enable direct contact with event operators, which is available to everyone.

Item	Description
Always activate live tracking	Collects location from all participants in real time
Do not show other players during play	Prevents participant locations from being shown during play
Hide live map and results	Keeps the live map and rankings hidden from participants
Hide result details and photos	When on, other participants can no longer (1) open another participant's result detail screen or (2) see photos taken by other participants. Your own results and the photos you took, as well as the organizer, can still be viewed
Enable AI photo check	AI automatically checks whether captured photos match the sample photos. Only spots with a registered reference photo are covered, and permanent (no time limit) events are not verified. The setting is captured when a play starts, so changing it mid-play does not affect plays that are under way. See Photo check - Relationship to AI photo verification
URL to open at the end of play (survey, etc.)	Opens a specified URL after play ends. Useful for surveys such as Google Forms
Restrict event messages to organizer only	Limits event messages so only the organizer can send them
Enable direct contact with event operators	Allows participants to send direct messages to operators

Difference between "Hide result details and photos" and "Hide live map and result list"

These are two separate settings. Hide live map and results hides the live map and the ranking list themselves. By contrast, Hide result details and photos keeps the ranking list visible but hides only the "navigation to result details" of other participants and the "photos taken by other participants." You can also use them together.

For how this looks from a participant's point of view, see Participant Guide - Results and route review.

Note for permanent (no time limit) events

On a permanent (no time limit) event, when Hide result details and photos is on, even the organizer cannot open other participants' result details on the permanent event leaderboard. If the organizer wants to check another participant's result details, view them from the Manage screen (the results screen for event managers).

Safety Tracking Event

Create a Safety Tracking Event

This event type is used to share and monitor participant locations in real time. It can be used not only for orienteering and rogaining but also for trail-running safety management.

Create a new event

1. From the Manage screen, choose Create New Event -> Safety Tracking Event.
2. Enter the following information:
   • Event name (required)
   • Country (required)
   • Prefecture / Area (required)
   • Event date (required)
   • Event Area (required) - Set the center point and radius on the map
3. Tap the create button to create the event.

Differences from a standard event:

• Event date and event area are required
• Tags are not used
• Categories, courses, and spots are not needed
• The following settings are enabled automatically:
  • Always activate Live Tracking
  • Hide results and live map
  • Hide other participant locations

Safety Tracking specific settings

Item	Description
Location transmission interval	Choose from 1 minute, 3 minutes, or 5 minutes. Shorter intervals are more accurate but consume more battery
Show map to participants	Whether participants can see a map on their own screen
Share the live map with everyone	Whether all participants can view the live map

Other settings available for Safety Tracking Events

Besides the items above, you can set the same Description / Image / Background map as a standard event, the Organizer Plan-only Require Entry Number Input / URL to open when play ends / Restrict in-event messages to organizers only, and Enable direct contact with event operators, which needs no plan. The Subtitle can be entered only on iOS and the Web; the Android app has no subtitle field.

Add staff members

You can add event managers and event operators who help run the event. For the difference between the roles and how to add them, see Staff roles and permissions.

Use it as a group event

If you want to run the event for a club or community so that only group members can participate, create and manage the event from the group side. See Manage groups for details.

An event created in a group has no event owner or event managers; permissions come from the group roles (owner and managers). The Add Managers card therefore cannot be used. See Manage groups — Permissions and plans for group events.

Publish the event

When the event settings are ready, tap the Publish button in the header of the event management screen (dashboard) to publish. Once published, other users can find the event from the event list and map search.

Publishing has moved to the dashboard

Previously you switched publishing with a toggle on the edit screen, but publishing and unpublishing are now consolidated in the dashboard header (same on iOS and Android). The smartphone app's edit screen has no publish switch. The event edit screen on the Web still has a "Publish" switch; publishing from there does not run the pre-publish check.

When you publish, a Pre-publish Check runs automatically first, so you can review any configuration issues (Must fix / Review / Tips) on the spot. You can still publish even if there are items that need fixing, but we recommend reviewing them before publishing. For the button location and the detailed dialog flow, see Event management screen - Publishing and unpublishing.

Check before publishing

For a standard event, finish configuring categories, courses, and spots, and run a test play before publishing. If you change the course after participants start, it may affect results.

For Safety Tracking Events

A Safety Tracking Event has no categories or courses, so the pre-publish check does not run. Once published, participants will be able to join the event.

Next steps

• Organize the relationship between event, category, course, and spot -> Understand the event structure
• If you want to use a custom map -> upload it from Map management
• Create courses -> use Course and spot settings to place spots and build courses
• For a Safety Tracking Event -> check how to use the screen in Safety Monitoring
• If you want to run it as a group event -> see Manage groups
• If multiple people will help run it -> see Staff roles and permissions
• If you want to prepare participant guidance -> see Operations Guide - Guidance for participants