Skip to main content

Staff Roles and Permissions

When multiple people help run an event, you can add event managers and event operators. This page explains the difference between the roles and how to assign them.

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 managerA helper with permissions close to the owner, who can work 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.

Roles you can assign​

RoleMain capabilities
Event managerBroad operations such as editing the event, managing entries, checking results, and exporting data
Event operatorOn-site operations such as live monitoring and participant handling

Tasks often suited for event managers​

  • Review event and category settings
  • Approve or reject entry requests
  • Handle participants at reception
  • Review photos and results
  • Export data after the event

Tasks often suited for event operators​

  • Check logins and category guidance at reception
  • Watch live monitoring screens
  • Handle first-line participant inquiries
  • Confirm attendance at HQ
  • Help with test play and operation checks

Things worth deciding in advance​

  • Who is allowed to update event settings
  • Who is responsible for approving entries
  • Who watches the live monitoring screen
  • Who makes result corrections and final confirmation

If one person handles both setting changes and HQ operation on the event day, confusion is more likely. Splitting the roles makes operation smoother.

Good use cases for each role​

When an event manager is a better fit​

  • Someone needs to help configure the event
  • You want them to handle approval and result review too
  • You want someone to assist with permissions close to the organizer

When an event operator is a better fit​

  • You want someone to handle reception or HQ operations on the day
  • You want someone to watch only the live monitoring screen
  • You want to keep setting changes limited to fewer people

How to add staff​

Adding event staff is available with the Organizer Plan. You can add them in either of the following ways.

  • Scan a QR code to add them
  • Search by user ID

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 user ID in advance to avoid congestion at reception.

Common staffing patterns​

Small event​

  • One owner handles both settings and event-day operations
  • Add one event operator only if reception help is needed

Medium-sized event​

  • Event owner: event settings and final decisions
  • Event manager: approvals, participant management, and result review
  • Event operator: reception, live monitoring, and participant inquiries

Event with stronger safety emphasis​

  • Event owner or event manager: overall judgment and SOS response
  • Event operator: location checking and HQ monitoring support

For Safety Tracking Events, it helps to decide in advance who handles SOS resolution and who decides whether to end sharing.

Operational guidance​

  • Limit setting changes to a small number of people
  • Separate the person watching monitoring screens from the person checking results
  • Decide in advance who makes the final decision
  • Share with added staff which screens they should use and which ones they should not use

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.