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.
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.
| Badge | Meaning |
|---|---|
| Private | An event that has not been published yet |
| Public | The event can be found from the list and map search |
| Safety Tracking | A Safety Tracking Event that uses location sharing |
| Approval Required | An event that requires organizer approval before play |
| Submitted | An 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.
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You switch an event between published and unpublished with the buttons in the header (same on iOS and Android). 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 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.
Auto-generated fields are published the same way and become ordinary public events (see Generate a Course — Let anyone run it (publishing)).
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 Available 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.
When the limit is not enough, you can raise it from Purchase Play Slots in the Operate group. How to buy, how long it lasts, and why it makes no difference who buys are covered in Purchase additional play slots.
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 Pre-publish Check (Android: Prepare for distribution) group.
The results are shown in three severity levels.
| Level | Meaning |
|---|---|
| Must fix | Items strongly recommended to fix before publishing (for example, courses or spots not set up). Their count is shown in the publish dialog |
| Review | Items you can publish with, but should look over |
| Tips | Advice 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).
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.
List of checks
The check screen groups results into Must fix / Review / Tips, and each item shows where to fix it under "How to fix". Use Re-check at the top to run it again.
Must fix (participants cannot play, or records will break, if published as is)
| Finding | How to fix |
|---|---|
| No public category. Make at least one category public so players can join. | Add a public category in Category Setup |
| No course is assigned to this category. / The assigned course is missing (it may have been deleted). | Assign a course in Category Setup |
| This course has a problem. | Check the start/finish and spots in Course Setup |
| This course references spots that are missing (they may have been deleted). | Check the deleted spots in All Spots |
| A quiz on this course is incomplete (check choices and correct answers). / This course has an invalid quiz reference (the quiz may have been deleted). | Check the question, choices, correct answer, and assignment in Quiz Setup |
| The last control of a point course is set as a timing-pause leg start. … | Reorder the controls or clear the timing pause on the last control |
| A team-mode category references a course that has a timing-pause spot. … | Remove the pause spot from the course or make the category standard play |
| A quiz is set on a spot that is used more than once in a loop course. | Remove the quiz or assign it to a spot used only once |
| This event requires approval to join, but every public category is a practice category. … | Publish at least one real category that accepts entry requests (practice = 2 controls or fewer and a time limit of 60 minutes or less) |
Review (fine to publish if intentional)
| Finding | How to fix |
|---|---|
| Every control in this score course is worth 0 points. | Set points in Course Setup |
| The entry number range has a problem. | Check the Entry Number range in Category Setup |
| No event location is set. It will not appear in nearby or area searches. | Set the location in Event Setup |
| Several categories share the same name, which may confuse participants. | Review the category names in Category Setup |
| This event requires approval to join, but entry requests are closed. Participants cannot apply. | Turn on Open to Requests in the Player List (fine if you use QR check-in or have closed entries) |
| This event requires approval to join, but the after-approval permission is not "Allow Play". Approved participants still cannot play. | Set After approval in the Player List to "Allow Play" (fine if you intentionally limit them to viewing until the start) |
Tips
| Finding | How to fix |
|---|---|
| No cover image is set. | Set a cover image in Event Setup |
| No event description has been entered. | Enter a description in Event Setup |
The header of the check screen shows "Not ready to publish (N to fix)" when there are must-fix items, but the publish button still works (choose Publish anyway in the publish dialog). The message is a warning that participants will most likely be unable to play if you publish as is.
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.
| Section | Examples of tasks |
|---|---|
| Author (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 |
| Participants | Player List, Reception QR, import participants |
| Operate | Live tracking, purchase play slots, broadcast messages, individual messages, leaderboard, results list |
| Reports (Android: Reports) | Lap data, event analysis (event analysis is iOS only; on Android, tapping the card shows a message that the operation is not supported on this device) |
| Manage | Play slot purchase history, paid course sales history, archive the event (to restore, open the "…" menu on the event management list -> Archived Events, pick the event, and choose Restore) |
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 Check-in QR and Import Roster 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).
Besides missing prerequisites, some cards are disabled by permission. For event operators, the editing cards such as event settings and category settings, plus Pre-publish Check, Import participants, Paid course sales history, and Archive the event, appear disabled, and tapping them shows "Manager permission is required." The publish button in the header is also greyed out. For the permissions of each role, see Staff Roles and Permissions - Permission list.
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 Test Play card appears instead of Open Event.
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 active - 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 code | Card group | When a participant scans it | Main use |
|---|---|---|---|
| Event QR | Prepare | The event details open in the app | Posting on posters or guidance materials |
| Play QR | Prepare | Play can start directly | When you want participants to start without reception |
| Check-in QR | Participants | The check-in screen opens to enter a number and display name | Same-day reception and attendance checks |
| Spot Punch QR | Prepare | Records passing a spot (punch) | Posted at each spot on events that use QR punching |
| Bonus QR | Prepare | Adds 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.
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.
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 Check-in QR instead. For the conditions to generate the check-in QR, see Application and approval management - Requirements for using the check-in QR.
Operating the QR screens
On each QR code screen you can copy the URL and share the image. To print, print the shared image from a printer app or a PC. The shared image includes the event name and the type of QR code.
Tapping Check-in QR first opens "Select the category for the check-in QR code", where you choose Event-wide (select category at check-in) or a specific category. With an event-wide QR, participants choose their category at check-in; with a per-category QR, the category is fixed. See Manage applications and approvals — Event-wide QR versus per-category QR for when to use which.
Output settings for PDF maps and PDF spot lists
- PDF Map — You can set the Paper size, Scale, map, North Reference (True North / Magnetic North), Course opacity, control circle radius, whether to show circle centers and control numbers, and the spacing of magnetic north lines. If no course is set or part of the background map cannot be fetched, a warning is shown
- For Scale, you can pick from the list, or use Enter a custom scale… at the top of the list to specify a whole number from 1 : 200 to 1 : 100,000. When you open the screen, the scale at which the whole course fits on the paper is selected automatically
- The exported PDF contains the map source (copyright credit) and the event QR code (see Printable PDF Maps — What the PDF contains)
- PDF Spot List — You can set the paper size, rows and columns, whether to include the start and finish, header margin, cell orientation (portrait / landscape), and the image aspect ratio (square / landscape / portrait / hidden). If rows × columns is too small for the number of spots, you are asked to increase them
PDF Map / PDF Spot List in the Prepare group are meant for handing out to participants and require the Organizer Plan. Without it, the button at the top right becomes Preview, and you can only check a PDF with a SAMPLE watermark inside the app. The exported PDF carries no personal-use notice, and you can modify it in a PDF editing app (for example, to move control numbers or add a title). However, do not remove the map source (copyright credit).
If you only want to print a map for yourself, there is a personal PDF that the Player Plan can export. See Printable PDF Maps for where to export it and what the limits are.
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
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.
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.
Bonus QR (scan to earn points)
Creating, distributing, and the constraints of Bonus QR codes that award points when scanned during play are covered in Bonus QR.
Related pages
- Overview of the Manage screen: Getting started - Event management screens
- Running participation approval: Application and approval management
- Monitoring a Safety Tracking Event: Safety Monitoring
- Live monitoring on the day: Live Monitoring
- How play slots work: FAQ - Event hosting
- Publishing an auto-generated field: Generate a Course