Getting Started - Organize an event with NaviTabi
This page explains the preparation needed to organize an event with NaviTabi.
If you want to understand the preparation and event-day flow rather than screen-by-screen instructions, see the Operations Guide.
If you want to review location sharing, SOS, and event-type-specific settings together, see Safety Tracking.
What this guide covers
The Organizer Guide mainly covers the following settings and management tasks.
- Creating standard events
- Setting up courses and categories
- Configuring team play
- Running group events
- Handling registration, live monitoring, and results
Prepare your account
To organize an event, you need a NaviTabi account that is already logged in and is not an anonymous account. If you do not have one yet, create an account by following Participant Guide - Getting Started. For what differs on the participant side, see What changes when you log in.
There is no special organizer registration process. If you have a logged-in account, you can start creating events immediately.
Plans
NaviTabi has two subscription plans.
Player Plan
This plan is for participants. It covers basic functions such as joining events and viewing results.
Organizer Plan
This plan is for organizers. In addition to the Player Plan features, it unlocks the following advanced functions.
- Settings that control entry and progress, such as approval-required entry, required Entry Numbers, and mass starts
- Settings for operations and visibility, such as adding event managers and operators, forcing live tracking, and hiding results or locations
- Features that speed up setup and reporting, such as CSV / PDF / KML import and export, copying courses, and AI photo verification
See Subscription and Billing — Plan comparison for the full list.
You can create and publish events even without subscribing to the Organizer Plan. Consider the plan only if you need the advanced features above.
If the free limit of 10 plays a day per event is not enough, you can purchase additional play slots on the spot without subscribing to the plan.
How to subscribe
Open Settings in the smartphone app, choose Subscribe to paid plan, and purchase the plan you want. Payments are handled through the App Store on iOS or Google Play on Android. The Organizer Plan can also be purchased on the NaviTabi Web plan page. See Pricing and Billing FAQ — How do I subscribe to a paid plan? for details.
Event management screens
Smartphone app
You can view the list of events you created or manage from the Manage screen.
Open it from the Manage tab in the bottom tab bar.
Open the drawer from the menu icon in the top-left corner, then select Manage.
From this screen, you can:
- Create a new event - Standard event or Safety Tracking Event
- Edit events - Event info, categories, courses, and spots
- Test play - Try the course before publishing
- Manage participants - Approve or reject applications and check the participant list
- Run the event day - Live monitoring and messages to participants
- Export data - PDF maps, results CSV, QR codes, and more
- Manage Raster Maps - Upload custom maps
- Archive - Organize finished events
- My Spots - Keep spots outside of any event and import them later (the Spots button in the toolbar; the pin icon on Android). See My Spots and Public Spots
Events can be sorted by creation date, event name, distance from your current location, number of stars, and number of plays.
Web
When you log in to NaviTabi Web, you can manage events from My Page.
- Manage events (
/events/edit) - List, edit, and delete events - Create Event (
/events/add) - Create a new event - Manage Maps (
/mypage/maps) - Upload and manage KMZ map files - Settings (
/mypage/setting) - Edit your profile - Purchase history (
/mypage/invoices) - Review past purchases
What you can and cannot do on the Web
| Available on the Web (app.navitabi.co.jp) | Smartphone app only |
|---|---|
| Create and edit events, categories, and courses; place spots; write descriptions with AI | All dashboard cards (results list, leaderboard, messages, lap data, event analysis, purchase and sales history, archive, QR codes, PDF export) |
| Reorder categories (Save order) | Administrative actions on results (force end, DNF toggle, alias, Entry Number, photo check, score adjustment, time edits) |
| Duplicate a course (Organizer Plan) | Pre-publish check |
| Delete events, categories, and courses (not possible once play records exist) | CSV / IOF-XML / Lap Center / PDF export |
| 3D live map (rotate and tilt) and track/label size | QR code punch settings, combo bonus, KML, beacons, paid courses, category PDF upload, My Spots and Public Spots |
| GPX download of an individual play record | Purchasing additional play slots, adding staff members |
| The Publish switch on the edit screen (the pre-publish check does not run) | Purchasing the Player Plan |
| Purchasing the Organizer Plan and School/Club Plan, managing KMZ maps, purchase history |
Next steps
If you follow the sequence below, it is easier to work through the Organizer Guide without getting lost.
- Understand the overall structure: Understand the event structure
- Create an event: Create an event and set the basics
- Create courses and spots: Course and spot settings
- Define competition rules: Category settings
- If you use team play: Set up team play
- If you run events for groups: Manage groups
- If multiple people help operate the event: Staff roles and permissions