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Participant Preparation and Event-Day Flow

This page is the reference page to use when you want one place that summarizes what should be told to participants.

How to use this page​

  • Organizers can use it as a base when preparing participant guidance or handouts
  • Reception staff can use it to organize what to check before the start
  • Participants themselves can use it to review all advance preparation in one place

If participants only need a short page for the steps at the venue, it is easier to direct them to Participant Guide - Join a Safety Tracking Event.

Installation and device settings​

Ask participants to install the latest version of NaviTabi.

Settings worth checking in advance​

  • Location services: ON
  • Airplane mode: OFF
  • Battery saver mode: OFF
  • Wi-Fi: OFF
  • App location permission: Always Allow
  • Background App Refresh on iOS: ON
  • Mobile data on iOS: ON
Settings are required for background location transmission

If location permission is insufficient, location may stop being sent after the screen is closed.

On Android

While location is being shared, a "Location Sharing in Progress" notification stays visible. This is normal behavior. If you dismiss the notification or close the app from the recents (task list), sharing may stop.

One sentence that is useful in participant guidance​

Set location permission to "Always Allow". If it is only allowed while using the app, location sharing may stop after the screen is closed.

Event-day flow​

1. Before the activity starts​

  • Launch the app near the event location
  • Select the target event from nearby events
  • Run the Location Sharing Test
  • Enter your name and the assigned number to confirm operation
  • Tap Start Location Sharing and confirm the shown name and number
  • Confirm that the screen shows location sharing is active

What organizers should check before the start​

  • Whether participants opened the correct event
  • Whether they entered the assigned number correctly
  • Whether GPS or communication trouble appears during the test
  • Whether they are carrying the smartphone in a way suitable for the activity

If some participants fail the test, it is better to separate the cause before the start so confusion during the event is reduced.

2. During the activity​

  • Participants do not need to operate the smartphone except in emergencies
  • If SOS is needed, they send it by long-press
  • They can check battery level and connection status if necessary

Things worth explaining for during the activity​

  • In places without communication, SOS may not arrive immediately
  • Even while sharing location, they normally do not need to keep watching the screen
  • If battery becomes low, they should contact the organizer early
  • While sharing location, they can check logs such as the transmission history within the app (useful when they are unsure whether data "might not have been sent")

3. After the activity ends​

  • Long-press the stop button (Long press to stop) and tap Stop in the confirmation to end sharing
  • Confirm that sharing has ended
  • Check their own track, distance, and time on the review screen that opens after sharing ends (it can also be opened later from History or My Records on the event screen)

Things worth explaining after the finish​

  • If they forget to stop, location sharing may continue
  • If the organizer asks for finish confirmation, it is safest to show the screen in person
  • If device trouble prevents stopping, they should report it to the organizer
  • Even if the organizer has chosen not to show the map, participants can review their own track on a map after sharing ends (only their own record is shown, and it can be exported as GPX. See Join a Safety Tracking Event — Review your record after sharing ends)

How to use SOS​

  • Long-press the SOS button to send it
  • Add a message if needed
  • Out of coverage, it may not arrive immediately (the action itself can still be performed while out of coverage)
The Emergency Rescue Request dialog shown after long-pressing the SOS button, with the Describe your situation (optional) field and the Cancel and Send SOS buttons

What to mention when explaining SOS​

  • Use it when injured, unwell, or when the organizer should know immediately
  • If sent by mistake, also tell the organizer by voice or phone
  • An SOS sent while out of coverage is delivered automatically once communication is restored (no need to send it again). The app screen shows that you are offline and the send status

Live Activity (iPhone)​

Starting location sharing displays the event name and elapsed sharing time on the Lock Screen and other supported surfaces when Live Activities are allowed on the device. Score and checkpoint counts are not shown. An area violation displays a warning message. Live Activity does not show the direction or distance for returning; check these in the app. Stopping sharing shows the finished state before closing the activity. Disabling Live Activities and stopping location sharing are separate actions.

Safety event Live Activity showing the event name, Sharing Location status and elapsed sharing time
Live Activity for the same safety event, showing sharing status and elapsed time with a restricted-area warning for the Protected Area

When a play area or restricted area alert sounds​

If the organizer has configured a play area or restricted areas, going outside the play area or entering a restricted area triggers long vibration, sound, notifications, and a red banner at the top of the screen.

iPhone safety tracking screen with a Protected Area warning and return direction and distance above the map, sharing status, Stop and SOS controls below
  • When an alert appears — Follow the direction and distance displayed on the red banner at the top of the screen (e.g., "South 45 m") and return immediately to the safe area.
  • Cleared upon return — Once you return to the safe area, a notification "Back in the area" is shown and alerts stop.
  • Works even out of cell coverage — Even when out of cell reception, warning sounds, vibration, and screen navigation continue using the device's internal GPS.

Receiving messages from the organizer​

During the activity, the organizer may send messages to participants (for example, course changes or notice of a suspension).

  • Received messages can be checked on the message screen
  • Important or urgent messages may be sent repeatedly by the organizer depending on the situation
  • Once you have read the content, act according to the instructions
Messages from the organizers pop up only when they have just arrived

When a message from the organizers arrives while you have the location sharing screen open, it is automatically shown as a pop-up on both iOS and Android (within 60 seconds of sending). Messages to everyone are not sent as push notifications, and messages that arrived a while ago do not pop up either, so also check the message screen.

The pop-up shown when a message from the organizer arrives during location sharing, with the New message heading, Organizer to All, the message text, and the Close button

One sentence that is useful in participant guidance​

The organizer may send you messages during the activity. When one arrives, check its content and follow the instructions.

What to bring and general cautions​

  • A fully charged smartphone
  • Mobile battery
  • Rain protection
  • A running pouch or other carrying method

Suggested outline for organizer guidance​

This order usually works well when explaining the feature to participants.

  1. Installation and device settings
  2. What to do before starting on the day
  3. Basic rules during the activity
  4. How to use SOS
  5. How to stop sharing after the finish

Example text​

Before joining, update NaviTabi to the latest version and set location permission to "Always Allow".
On the day, open the app near the venue, enter the assigned number, and run the Location Sharing Test.
If everything works, tap "Start Location Sharing" and confirm that the screen shows sharing is active.
During the activity, you do not need to operate the smartphone except in an emergency. If you need rescue, long-press the SOS button.
After finishing, always long-press the stop button ("Long press to stop") and tap "Stop" in the confirmation to end location sharing.
When you stop, you can review your own movement on a map. You can also see it later from "History" in the app.