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Staff Roles and Permissions

When multiple people help run an event, you can add event managers and event operators. This page explains what each role can and cannot do, and how to add staff.

Overview of roles​

Event operations usually involve the following three positions.

RoleIntended responsibility
Event ownerThe person who created the event. Usually the final decision maker for settings and publication
Event managersHas the same in-app permissions as the owner, and works together on settings, reception, and results
Event operatorA staff member focused on on-site tasks such as reception, HQ support, and live monitoring

If one person runs the whole event alone, the event owner is enough. Add event managers and event operators when you want to split responsibilities.

Event operators cannot perform operations that change the content of the event or that change the overall state of the event. Everything else needed to run the event on the day is available to them just as it is to event managers.

Permission list​

For each dashboard card, the table shows whether an event operator can use it. The order follows the sections in Event management screen - Management and operation cards. Event owners and event managers can use everything in the table.

SectionOperationEvent operator
Create and editEvent settings / Category settings / Course setup / All spots / Quiz settings✕
PreparePre-publish Check✕
PrepareAdd ManagersViewing the list only
PrepareTest Play○
PreparePDF Map / PDF Spot List / Spot Punch QR○
PrepareBonus QR (including creating and editing)○
PrepareEvent QR / Play QR○
ParticipantsPlayer List○
ParticipantsCheck-in QR○
ParticipantsImport Roster✕
OperateLive tracking○
OperatePurchase Play Slots○
OperateBroadcast / Direct Messages○
OperateLeaderboard○
OperateResults list (including Photo Check)○
Reports and analysisLap data / Event Analysis○
ManageSlot Purchases○
ManagePaid Course Sales History✕
ManageArchive the event✕
HeaderPublishing and unpublishing✕

When an event operator tries one of the ✕ operations, "Manager permission is required." appears.

Publishing and unpublishing is not a card but a button in the header, and it is greyed out for event operators (Event management screen - Publishing and unpublishing). Archive the event cannot be performed even by an event manager until the event has been unpublished.

Notes on the table​

  • You open Photo Check from the "..." menu for a participant in the results list. You review punch photos one by one and record Accept / Pending / Reject. When you reject a photo, you can also choose whether to deduct that spot's points. It appears in the menu only for categories that punch with the camera. For the review steps, see Photo Check
  • Bonus QR is a per-event feature and does not depend on categories or courses, so event operators can both create and edit them. This is the only exception to "event operators cannot edit"
  • Purchase Play Slots has no permission gate either. An event operator can buy slots on the spot on the day, but the payment goes to the App Store / Google Play account of the person who performs the purchase. Leaving it to a staff member means someone is out of pocket, so decide in advance who buys them.

Boundaries inside a screen​

Some screens can be opened by anyone with card access, but a few operations inside them are limited to event managers and above.

Player List​

Event operators can do the following.

  • Approve and reject applications
  • Record an absence
  • Change a participant's category
  • Send an individual message to a participant
  • Switch the Open to Requests toggle and set the permission granted After approval
  • Export the Player List as CSV

Only Clear request & approval records, in the "..." menu at the top right, is limited to event managers and above.

Results list​

Score adjustment, force-ending a play, switching between Finished and DNF, and Photo Check can all be performed by event operators.

Alias name and entry number are not decided by role

Set alias name and Update Entry Number, in the "..." menu of the results list, depend not on the role but on whether the account of the person performing the operation is subscribed to the Organizer Plan. Without a subscription a lock icon appears on the menu item, and even an event manager cannot use it.

What event operators can do at check-in on the event day​

Event operators can carry out the check-in work on the day, except for Import Roster.

There is no screen called "reception" in the app. On the day you use the cards in the Participants group of the event management screen (dashboard).

CardWhat you do thereEvent operator
Player ListApprove or reject requests, record absences, change categories, send private messages, switch Open to Requests, export CSVYes
Check-in QRShow and share the QR code used for check-inYes
Import RosterImport a roster from a CSV fileNo (event manager or above)

Only Import Roster is restricted, because importing a roster is closer to rewriting the event settings than to check-in work.

For how check-in runs on the day, see Application and Approval Management; for building and importing the roster, see Creating and importing an entry list.

Events created in a group have no owner or managers

An event created from a group is run by the group's owner and managers instead of an event owner, event managers, and event operators. The Add Managers card cannot be used. See Manage groups — Permissions and plans for group events.

How to add staff​

Adding event staff is available with the Organizer Plan. Open the staff list from the Add Managers card under Add Managers on the dashboard.

The card is called "Add managers", but operators are added here too

The card is called Add Managers and its description reads "Manage organizer access for this event.", but you add both event managers and event operators from this screen. The screen is split into a Managers section and an Operators section, and when you add someone you choose Add manager or Add operator.

You can add them in either of the following ways.

  • Scan the other person's QR code to add them
  • Use Search User and enter the person's ID (email address) exactly to add them

You can add up to 5 event managers and 20 event operators per event.

Before adding someone, it helps to confirm that they are already able to log in to NaviTabi. If you add staff on the event day, it is safer to share the QR code or email address in advance to avoid congestion at reception.

Event operators can open this screen too​

The Add managers card has no permission gate, so event operators can tap it and see the staff list. However, when they try to add, remove, or change a role, "You do not have permission to manage this event." appears. They can view the list but cannot change it.

The event owner cannot be taken off the list​

The event owner cannot be removed from this screen, nor can their role be changed ("The event owner cannot be removed." and "The event owner cannot be changed." appear). In terms of in-app permissions the event owner and event managers are the same; the only real differences are this point and the fact that the plan is tied to a personal account.

Staff management is available only in the smartphone app

At the moment, adding, removing, and changing the role of staff is available only in the smartphone app. The web organizer screens have no staff management screen.

Deciding how to divide the work​

How to assign roles and how to divide event-day responsibilities is covered in Operations know-how - Preparation schedule.

Relationship to plans​

The Organizer Plan is granted to the registered user personally. Even if you add event managers or event operators, the Organizer Plan features are not automatically shared with all of them.

In particular, decide in advance who will operate Organizer Plan-only features. Even when multiple people run the event, the clearest arrangement is often for the owner or the subscribed user to handle final setting changes and export functions.

For plan and billing details, also see Subscription and billing management.