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Organizer Setup

To run the Safety Tracking feature smoothly in production, it is recommended that both organizers and participants perform advance tests.

Preparation flow​

  1. Create a Safety Tracking Event in the app or on the web
  2. Confirm the event settings
  3. Configure play area and restricted areas (optional, recommended for stray detection and hazard avoidance)
  4. Assign a unique number to each participant
  5. Share usage guidance in advance
  6. Prepare enough play slots
  7. Publish the event before the morning of the event day

Example recommended settings for an orienteering competition:

  • Show map with current location on participant screen: OFF
  • Allow everyone to view live map: OFF
  • Require Entry Number Input: ON
  • Background Map: set an O-map if needed
The settings screen of a safety tracking event with the recommended settings. Show map with current location on participant screen and Allow everyone to view live map are off, and Require Entry Number Input is on

For trail running and similar activities, it may make more sense to let participants see their own location. See Settings by activity type for details.

Even with the map hidden, participants can review their own track after they finish location sharing (Join a Safety Tracking Event — Review your record after sharing ends).

Other settings​

  • URL to open after play (e.g., survey): When set, participants who stop location sharing themselves are asked, when they close the review screen, whether to open the page in an external browser (Open), so you can guide them to a survey or arrival report form. The prompt is also shown if the review screen could not be opened. They can also open it from Open Organizer's Page on the review screen (if they do, the prompt is not shown when they close it). The prompt is not shown when sharing is stopped less than 3 minutes after it started, or when it ends by an operator's force end or the 24-hour automatic stop

Configuring play area and restricted areas​

Even for safety tracking events, you can configure the play area (monitoring scope) and restricted areas (cliffs, flooded rivers, private property, hazardous locations) from the Play Area card on the dashboard.

When configured, participants receive immediate alerts (vibration, sound, notifications, direction arrow back to the area) upon straying or entering restricted areas, while all owners, managers, and operators receive push notifications and highlighted alerts on the monitoring screen. For setup details, see Organizer Guide — Play Area and Restricted Areas.

  • Enable direct contact with event organizer: When ON, participants can send individual messages to operators. This is useful as a contact point for questions that are not serious enough to use SOS
  • Restrict sending of in-event messages to organizers only: When ON, broadcast messages become one-way communication from operators (participants can only view them). ON is recommended for large events

Participant number operation​

It is easier to operate if you assign a unique number to each participant and include it in the start list and guidance materials.

  • Tell the number on the day
  • Include it in the start list
  • Make it easy to confirm again at reception

If you prepare a participant Roster in advance, participant names and other details are automatically filled in (prefilled) during QR check-in, making reception smoother.

To use the check-in QR (the Check-in QR card)

To use the Check-in QR for a Safety Tracking Event, turn on Require Entry Number Input (as in the recommended settings above). Once set, you can generate the check-in QR from the Check-in QR card on the dashboard. For details, see Application and approval management - Requirements for using the check-in QR.

What to guide participants in advance​

  • How to install the app
  • Location permission settings
  • Battery level and mobile data confirmation
  • How to start and how to stop on the day
  • How to use SOS

Participant-facing guidance is organized in Participant preparation and event-day flow.

Preparing play slots​

Safety Tracking uses the same pricing model as standard NaviTabi courses.

  • Up to 10 plays per day per event are free (see Pricing and Billing FAQ — Free play limits)
  • Beyond that, additional play slots are added by in-app purchase (see Event Hosting FAQ — Purchase additional play slots)
  • One play is counted for each person who starts location sharing. If the same person restarts sharing on the same day (the day changes at 6:00 a.m. Japan time, 21:00 UTC), the second time is not counted
  • Once the day's play slots are used up, even people who have already shared once cannot restart
  • The Location Sharing Test and an operator's Share your location with other organizers (on both iPhone and Android) are not counted. If staff share location in the same way as participants, that is counted too

If you expect many users, it is safer to purchase in advance so you do not have to handle it in a rush on the day.