Skip to main content

Getting Started - Organize an event with NaviTabi

This page explains the preparation needed to organize an event with NaviTabi.

If you want to learn the operational flow

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 introduce safety tracking events

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 check-in, 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​

Creating and publishing events, and playing as a participant, are both free without subscribing to a plan. The paid subscriptions are the Player Plan for participants and the Organizer Plan for organizers. For events held outside Japan, School/Club plans with more play slots are also available (Pricing and Billing FAQ — Pricing for events outside Japan; events held in Austria have no play slot limit).

Player Plan​

This plan is for participants. It is not required to join events. With it, you can export course maps as PDF for personal use and view play records older than 30 days.

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 events for free

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.

On iOS

Open it from the Manage tab in the bottom tab bar.

On Android

Open the drawer from the menu icon in the top-left corner, then select Manage events.

The iOS Manage tab. The events you manage are listed, each with badges such as Published, Unpublished, Approval Required, Submitted, and Safety Tracking

From this screen, you can:

  • Create 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 New Event (/events/add) - Create a new event
  • Manage Maps (/mypage/maps) - Upload and manage KMZ map files
  • Manage groups (/mypage/groups) - Create and edit groups you own or manage, manage members, invitation QR codes, recommended events
  • Manage group events (/mypage/group-events) - List and create events of groups you own or manage (Manage Groups)
  • My Activities (/mypage/activities) - List of your own play records and their results (GPX download)
  • Purchase History (/mypage/invoices) - Review past purchases
  • Plan (/mypage/plan) - Review and purchase plans
  • Settings (/mypage/setting) - Edit your profile

From the overview page opened with Edit on an event, you can go on to Quiz Setup, Bonus QR, and a course's Combo Bonus. The Player List is on the ⓘ tab of the event page opened with View on an event.

My Page on the web. The left menu lists Manage Events, Create New Event, Manage groups, Manage group events, Manage Maps, My Activities, Purchase History, Plan, and Settings; on the right is the event overview page

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 AIAll dashboard cards (results list, leaderboard, messages, lap data, event analysis, purchase and sales history, archive, QR codes, PDF export)
Reorder categories (Save order)Adding and canceling visits on Fixed Order courses, and score actions on team records (other administrative actions on results are also available in the web Live Console)
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 sizeQR code punch settings, KML, beacons, paid courses, category PDF upload, My Spots and Public Spots
GPX download of an individual play recordPurchasing additional play slots, adding staff members
The Publish switch on the edit screen (the pre-publish check does not run)Purchasing the Player Plan
Creating and editing groups, managing members, invitation QR codes, recommended events, listing/creating/editing group eventsComments within a group
Purchasing the Organizer Plan and School/Club Plan, managing KMZ maps, purchase history
Approving and rejecting applications and recording attendance (Player List)
Creating quizzes and assigning them to courses, creating Bonus QRs and saving QR images, combo bonus

Next steps​

If you follow the sequence below, it is easier to work through the Organizer Guide without getting lost.

  1. Understand the overall structure: Understand the event structure
  2. Create an event: Create an event and set the basics
  3. Create courses and spots: Course and spot settings
  4. Define competition rules: Category settings
  5. If you use team play: Set up team play
  6. If you run events for groups: Manage groups
  7. If multiple people help operate the event: Staff roles and permissions