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 event management 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 |
| Slots increased 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You switch an event between published and unpublished with the buttons in the header (same on iOS and Android).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 Check-in 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, Available Slots in the header shows that day's slots in the form n / m (remaining / limit). For an event with no limit, it shows Unlimited.
- n (remaining) - The number of slots still available that day (the limit minus the slots already used that day)
- m (limit) - The maximum number of play slots available that day (including any additional slots you purchased)
Play slots reset each day at 21:00 UTC (6:00 AM Japan time). Once no slots remain, 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 Prepare (Android: Distribute) 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 right to run it again. At the end of the list, the number of items without problems is shown as "N checks passed". The count breakdown at the top shows “Review N”. It counts the items in the Review section below.
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 main category that accepts entry requests (practice categories — 2 controls or fewer and a time limit of 60 minutes or less — accept neither entry requests nor QR check-in) |
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 Setup, Category Setup, Course Setup, Play area & restricted areas, All Spots, Quiz Setup |
| Prepare (Android: Distribute) | 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, Check-in QR, Import Roster |
| Operate | Live Tracking, Purchase Play Slots, Broadcast, Direct 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 | Slot Purchases, Paid Course Sales History, Archive (to restore, open the "…" menu on the event management list -> Archived Events, pick the event, and choose Restore) |
In the second image, ① is the count badge on the Player List card (the number of unprocessed participation requests), and ② is the red dot on the Broadcast card (unread messages). For the kinds of badges, see Badges on cards.
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 Setup and Category Setup, plus Pre-publish Check, Import Roster, Paid Course Sales History, and Archive, 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, Check-in QR, Import Roster, the Operate / Reports cards, and the Play QR) are not shown, and an Open Event 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 and Direct Messages)
- Count - The number of unprocessed participation requests (Player List, for approval-based events)
- Roster active - When roster-based check-in is enabled (Import Roster)
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 events requiring approval"); 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.
Putting a display name and entry number in the Play QR
By adding a display name and an entry number to the URL of the Play QR, you can make a QR code for each team. When a participant scans that QR code, the play screen opens with the display name and entry number already filled in, without going through check-in.
The Play QR URL has the following form, with displayName= (display name) and entryNumber= (entry number) left empty.
navitabi://event/play/<event ID>/<category ID>?displayName=&entryNumber=
- Tap Play QR, choose a category, and tap Copy Link on the QR screen
- Add the display name after
displayName=and the entry number afterentryNumber= - Turn the resulting URL into a QR code with a QR code generator tool or service. Make one for each team
For example, with the display name "あさひ" and entry number 12, it looks like this.
navitabi://event/play/<event ID>/<category ID>?displayName=%E3%81%82%E3%81%95%E3%81%B2&entryNumber=12
- Write the display name URL-encoded (percent-encoded) in UTF-8. Use
%20for spaces (do not use+) - Write the entry number as a whole number of 1 or more. If the category has an entry number range, use a number within that range
- The device that scans the QR code saves the display name and entry number for that event. The start confirmation shows the display name and number from the QR code, so have participants check that they belong to their team
If the display name is empty, the entry number is outside the category's range, or the category uses Play as a Team (Score combined), input fields for the display name and entry number appear before the play screen (prefilled with the values from the QR code). For events that require approval to join, only participants who have already been approved can open the play screen with the Play QR (the QR code does not check them in). Permanent events, unpublished events, and closed events cannot be opened.
Output settings for PDF maps and PDF spot lists
- PDF Map — You can set the Course, Paper size, Scale, Map, North Reference (True North / Magnetic North), Course opacity, Radius of control circles, whether to show Center dots in control circles and Control numbers, and Magnetic north lines spacing. 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, Number of rows / Number of columns, whether to include the Start spot / Finish spot, Header space, Cell direction (Vertical / Horizontal), Image crop size (Square / Landscape / Portrait / Hide), Image resolution, and Number font size / Name font size / Description font size. 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 (Android: Distribute) 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 event management screen: Getting started - Event management screens
- Play Area and Restricted Area settings: Play Area and Restricted Areas
- 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