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Event management screen (dashboard)

The event management screen (dashboard) is where you manage and run a single event that you created and manage. It gathers a header showing that event's status together with cards for each management and operation task.

:::tip How to open the Manage screen For how to open the Manage screen itself and an overview of what you can do from it, see Getting started - Event management screens. :::

Opening it from the managed events list​

The events you manage are shown as a list in the managed events list. Each row shows the event name and date, along with badges that indicate that event's status.

BadgeMeaning
PrivateAn event that has not been published yet
PublicThe event can be found from the list and map search
Safety TrackingA Safety Tracking Event that uses location sharing
Approval RequiredAn event that requires organizer approval before play
Applications receivedAn event that has unprocessed participation requests
Added play slots until ◯/◯The expiry of additionally purchased play slots

Select the event you want to manage from the list to open that event's dashboard.

:::note Badges change with the situation Badges are shown automatically based on settings and the event status. For example, the Approval Required badge does not appear on an event where approval is not required. If you cannot find a badge you expect, check whether the matching setting is turned off. :::

Header indicators​

When you open an event's dashboard, the header gathers that event's status and the information you need to run it. Along with the event name, Private / Public status badges and badges such as Safety Tracking / Approval Required / the expiry of added play slots appear depending on your settings.

Publishing and unpublishing​

You switch an event between published and unpublished with the buttons in the header (same on iOS and Android). There is no publish switch on the edit screen.

  • When private - A green Publish button appears.
  • When public - A red Unpublish button appears.
  • If you do not have sufficient permission (for example, an event operator), the button is greyed out and tapping it shows the reason.

Publishing​

When you tap Publish, a pre-publish check (see below) runs first, followed by a confirmation dialog. The event is never published just by tapping the button.

  • When there are no issues - You are asked "Publish this event?"; choose Publish to publish. If there are warnings or tips, their counts are shown as well.
  • When there are items that need fixing - "The pre-publish check found N problem(s)" is shown with the details listed. The default is Cancel (go back to fix); to proceed without fixing, you can choose Publish anyway (items that need fixing do not block publishing).
  • View details - From View details in the dialog you can open the full pre-publish check results. Pressing Publish at the bottom of that screen publishes right away.
  • When the check could not run - If the check did not run because of a network problem or similar, you are told so and can still publish.

Once published, the event appears in the list and map search, and participants can join.

Unpublishing​

When you tap Unpublish, a confirmation dialog appears. Because unpublishing shuts participants out, it always requires confirmation.

  • Once unpublished, participants can no longer open the event, and the Reception QR, Play QR, and Event QR all stop working.
  • While the event is open (and for permanent events) the impact is large, so a stronger warning is shown. Participants who are playing will not be able to continue.

Play slots n/m​

For an event that has a play slot limit, the header shows your play slots usage in the form n/m (in use / limit).

  • n (in use) - The number of play slots already consumed that day
  • m (limit) - The maximum number of play slots available that day

Play slots reset each day at 21:00 UTC (6:00 AM Japan time). Once the limit is reached, no new plays can be accepted for the rest of that day. If you want to raise the limit, you can purchase additional play slots as an in-app purchase. Added play slots remain valid for 7 days from the date of purchase.

:::info How play slots work in detail For how play slots are counted and how to purchase more, see FAQ - Event hosting. :::

Pre-publish check​

The pre-publish check automatically inspects whether an event is ready to publish, before you publish it. It runs automatically as part of the publish flow, and you can also review the results at any time from the Pre-publish Check card in the Prepare (Android: Prepare for distribution) group.

The results are shown in three severity levels.

LevelMeaning
Must fixItems strongly recommended to fix before publishing (for example, courses or spots not set up). Their count is shown in the publish dialog
ReviewItems you can publish with, but should look over
TipsAdvice for a better setup

Items under Must fix do not block publishing (the organizer can choose Publish anyway), but we recommend reviewing them before publishing.

The checks cover not only course and spot settings but also the path participants take before they can start playing. For example, for events that require approval, the check verifies that the published categories are not all training categories (Must fix), that the acceptance of applications is not stopped, and that the permission granted after approval allows play (both Review items).

:::note Which events this applies to The pre-publish check is available for standard events. A Safety Tracking Event has no categories or courses, so it is out of scope and the check does not run. :::

Management and operation cards​

The main area of the dashboard lays out the tasks for managing and running that event as cards. Tapping a card opens the corresponding settings or operation screen. The cards are grouped by purpose.

SectionExamples of tasks
Create and edit (Android: Create)Event settings, category settings, course setup, all spots, quiz settings
Prepare (Android: Prepare for distribution)Pre-publish Check, Add managers, test play, PDF map, PDF spot list, Spot Punch QR (only enabled for events that use QR punching), Bonus QR, Event QR, Play QR
ParticipantsPlayer List, Reception QR, import participants
OperateLive tracking, purchase play slots, broadcast messages, individual messages, leaderboard, results list
Reports and analysis (Android: Reports)Lap data, event analysis
ManagePlay slot purchase history, paid course sales history, archive the event

The "i" information tooltip​

When you tap the "i" (information) icon in the corner of a card, a tooltip explains that task in more detail. Use it when a task is hard to understand from the display alone.

Cards that are unavailable​

Tasks that are not ready yet appear dimmed and cannot be tapped, or are hidden from the list. For example, if you have not created categories or courses yet, tasks that depend on them (such as the results list or generating the Play QR) cannot be used until the prerequisites are ready. The Reception QR and Import participants cards cannot be selected unless the approval settings needed for reception are configured (see Application and approval management - Requirements for using the check-in QR).

:::note Permanent events have a different card layout For permanent (no time limit) events, the cards related to reception and event-day operation (Player List, Reception QR, import participants, the Operate / Reports cards, and the Play QR) are not shown, and an Event screen card appears instead of Test play. :::

Badges on cards​

Some cards show a badge to tell you about a state that needs attention.

  • Unread mark (red dot) - When there are new unread messages (broadcast messages and individual messages)
  • Count - The number of unprocessed participation requests (Player List, for approval-based events)
  • Roster in use - When roster-based check-in is enabled (import participants)

QR code types​

NaviTabi lets you generate five types of QR codes, each for a different purpose, from the dashboard cards.

QR codeCard groupWhen a participant scans itMain use
Event QRPrepareThe event details open in the appPosting on posters or guidance materials
Play QRPreparePlay can start directlyWhen you want participants to start without reception
Reception QRParticipantsThe check-in screen opens to enter a number and display nameSame-day reception and attendance checks
Spot Punch QRPrepareRecords passing a spot (punch)Posted at each spot on events that use QR punching
Bonus QRPrepareAdds bonus points (the visit record does not increase)Awarding points to participants who meet conditions, at sponsor stores and the like

In addition, for events that use QR punching, you can export the punch QR codes to post at spots in bulk as a PDF from the Spot Punch QR card (see Course and spot settings - QR Code Punch).

  • Output layout - QR codes are laid out on A4 portrait paper, one cell per spot (up to 6 per page; if there are many targets, they are split across multiple pages). Each QR is printed with the event name, control number, and spot name.
  • Target spots - The controls and finish of the selected course are included. The QR for the start point is not output.
  • Events that do not use QR punching - This card appears dimmed and cannot be used. Tapping it shows "Unavailable because this event does not use QR punch."
  • When there are no target spots - If the selected course has no spots subject to QR punching, "This course has no controls that use QR punching." is shown and no PDF is output.

:::caution Printed QR codes expire when a spot is recreated QR codes are unique to each spot. If you delete and recreate a spot, the QR codes you already printed stop working. If you recreate a spot, output the PDF again and replace the printed code. :::

:::note Play QR and Reception QR are used in different cases The Play QR is for events that do not require participation approval. On approval-based events, the card appears dimmed and cannot be used (tapping it shows "Not used for approval-based events"); use the Reception QR instead. For the conditions to generate the check-in QR, see Application and approval management - Requirements for using the check-in QR. :::

Bonus QR (scan to earn points)​

A Bonus QR is a QR code that awards bonus points to a participant who scans it during play. It suits area-touring events, where sponsor stores and the like present the QR only to participants who meet certain conditions.

:::note This is different from the three access QRs and the Spot Punch QR Unlike the Event QR, Play QR, and Reception QR (for accessing the event) explained in the "QR code types" section above, or the Spot Punch QR that records passing a spot, a Bonus QR is a QR that only adds points. Scanning it does not increase your spot visit record (punch). :::

Creating and managing​

From the Bonus QR card in the Prepare (Android: Prepare for distribution) group, you can create, edit, and delete Bonus QRs.

  1. Open the Bonus QR card to see a list of the Bonus QRs you have created
  2. Create a new bonus from Add Bonus QR (on iOS, the "+" at the top right of the list screen)
    • Name - The name of the bonus (adding the store name or similar makes it easier to tell apart). It appears on the participant's earned screen and in the results
    • Bonus points - The points awarded. Specify an integer from 1 to 999
  3. To manage a bonus you created, tap its row in the list (on iOS you can choose Show QR Code / Edit / Delete)

You can create up to 50 per event. When you reach the limit, "You can create up to 50 bonus QR codes per event." is shown and you cannot add more.

:::note Managing on Android On Android, tapping a row in the list opens that bonus's edit screen directly, with Show QR Code and Delete buttons on that screen. :::

:::note Deleting or editing does not change points already earned The points and name are burned into the record the moment a participant scans. So even if you later delete a Bonus QR or change its points or name, the points and display name a participant has already earned stay as they were. Deleting only stops further new earning from then on. If a participant scans the QR of a deleted bonus, "This bonus QR code is not currently available." is shown. :::

How to distribute​

Choose Show QR Code from the list to display that bonus's QR code. Share it from the screen (save as an image, print, and so on) and hand it to the store or similar. The QR shows the following note.

Show this QR code only to participants who meet your conditions. Scanning it during play awards the bonus points.

Scope and limitations​

  • Eligible courses - Points can only be earned on Score or Score (Free Start and Finish) courses. If a participant scans on an ineligible course, "Bonus QR codes cannot be used on this course." is shown.
  • Earning only during play - It is valid only between the start and the finish. Before the start it shows "You haven't started yet."; before the gun in a mass start, "The start time hasn't arrived yet."; while paused, "Please resume before punching." — and no points are added.
  • Once per person - The same Bonus QR is added only once per play (from the second scan on, "You have already received this bonus." is shown). One person can earn any number of different Bonus QRs, and there is no limit on how many people can scan a single QR.
  • Location does not matter - Participants do not need to be near a spot. Points are added wherever they scan.
  • Works offline - Because the scan is verified on the device, points are added even where there is no signal, and they are sent once the connection is restored.
  • Team events - Bonus QRs are currently available only in individual play. If scanned in a team-event category, "Bonus QR codes are not available in team events yet." is shown and no points are added.
  • Permanent (no time limit) events - The Bonus QR card is not shown and cannot be used.

:::note A scan button appears even when QR punch is off Once you create even one Bonus QR, a QR scan button appears on the play screen of score-type courses even if that event has "QR code punching" turned off (so participants can scan the Bonus QR). :::

:::caution Setting up a Bonus QR blocks older app versions On an event where you have created a Bonus QR, participants on an older app version that does not support this feature are blocked from joining until they update. Make sure you can guide participants to update the app.

Deleting all the Bonus QRs lifts this block. The Combo Bonus set up in the next section, on the other hand, does not lift the block even if you delete all the rules, and older app versions stay unable to join that event (see Course and spot settings - Combo Bonus). :::

For how participants earn points, see the Participant guide - Bonus points (QR & combo). The Combo Bonus, which awards points for combinations of checkpoints (CPs), is configured in Course and spot settings - Combo Bonus.

Operator location sharing​

When several operators run an event together, a bar for sharing current locations among operators may appear at the top of the dashboard. Turning it on lets operators share their current locations with each other, so headquarters, check-in, and patrol staff can coordinate while knowing where each person is.

  • On - Your current location is shared with other operators, and their current locations are shown on the map as well
  • Off - Your current location is not shared, and locations are not shared among operators

:::note This is separate from participant location sharing This bar controls location sharing among operators. It is a different mechanism from participant location sharing in a Safety Tracking Event. For participant-side location sharing, see Safety Monitoring. :::

:::caution Turn it off when sharing is no longer needed There is no need to keep sharing locations after the event is over. When operator location sharing is no longer needed, turn it back off. :::