A school kalolsavam is rarely one flat list of participants. Most events are organised into houses, or a school split into classes and divisions, sometimes with a whole district of schools underneath a single festival. eTalenter needs to know this shape before you add a single participant, because it decides how results, points and access are organised for the rest of the event.
This guide covers three linked pages — Event Levels, Local Management, and Invite SubCoordinators — plus a bonus page for coordinators running more than one event, Event Submission. Every screenshot comes from a public demo event, read-only, that you can open and click along with yourself: v2.etalenter.com/v2/Public/LiveDemo → Kalotsavam → Open demo as Coordinator.
Step 1: Define the hierarchy (Event Levels)
Menu: Event Setup → Event Levels
This page sets up the levels your participants belong to — School, House, Class, Zone, District, and so on — ordered from top to bottom. Sub-coordinators are assigned to a level, and award standings are calculated per level, so this has to exist before you add candidates.
Click Add Level and set:
- Level Name: chosen from a curated list, e.g. School, House, Class, Zone, District.
- Type (called Level Type on the form): Used for Points (e.g. House) counts toward award standings; Used for Grouping only, no Points (e.g. Class) does not.
- Parent Level: which level this one sits under. Automatic follows the level directly above it in Order.
- Order: the level’s position in the hierarchy — 1 is the top level.
The demo event above has already added candidates, which is why its Add Level button is disabled and the page warns “After adding candidates, you won’t be able to change levels.” This is a real, permanent lock: levels can’t be added, edited, deactivated or deleted once any candidate is in the event, so get the hierarchy right first. To move a level under a different parent (for example, putting Class directly under School instead of under House), click its pencil icon, change Parent Level, and click Update — but only before candidates exist. Deactivating a level (rather than deleting it) keeps its id valid for anything already pointing at it. If your event has no sub-units at all, you can skip this page entirely.
Step 2: Add the actual houses, classes and divisions (Local Management)
Menu: Participants Management → Local Management
Once the hierarchy shape exists, this page is where you add the real units inside it — the actual houses, classes or divisions your participants will belong to. The page title changes to match your event’s own level names, so a house-and-class event sees “House & Class Management” and a house-class-division event sees “House & Class & Division Management,” as in the screenshot below.
There is one Add {Level} button for every level below the top one — in this demo that’s Add House, Add Class and Add Division. Click the one you need, choose the parent unit if asked, enter a Name and an optional Short Name, and submit.
Useful tools on this page:
- Edit (pencil icon) renames a unit, or changes its Short Name or Order.
- Shuffle {Level Names} Order randomly reorders every unit at these levels — Coordinator only.
- Ascending Order Reset renumbers every unit’s Order from 1 upward — Coordinator only.
- Remove Zero Candidates deletes every unit with no candidates, sub-coordinators, teams or child units — Coordinator only, useful for clearing out unused test units before an event goes live.
- Search by Name, Short Name, Competition Level, or Parent Organization.
This page is only available for events with more than one level — a single-level event has nothing to manage here. A SubCoordinator only sees Add buttons for levels below their own assigned unit, so a House coordinator can add classes inside their house but not a new house.
Step 3: Invite a coordinator for each level (Invite SubCoordinators)
Menu: Users & Roles → Invite <Level> SubCoordinators
Once your houses or units exist, each one usually needs its own coordinator — someone who manages just their house or school, not the whole event. eTalenter gives every level its own separate Invite <Level> SubCoordinators link, so a house-and-class event has one page for inviting House coordinators and another for Class coordinators.
Click Add New User and fill in:
- Full Name and Email Address — both required.
- Profile Picture — optional, a square photo works best.
- Invite Link Version — New Version or Old Version of the login link sent to them.
- The <Level> Name field — the specific unit this SubCoordinator covers, for example a particular House or District.
- Access Mode — Editable or Readable, whether they can change data or only view it.
- Accessible Sections — extra access such as Candidate Edit & Approve; this only appears if the event allows it.
After a SubCoordinator is added, use Share login details to resend their username and password by WhatsApp, or Remove (with a confirmation prompt) to take away their access. If a row shows a Missing wrench icon, its Organization was never set — click the icon to open the form and fix it. This page only shows the unit and Access Mode; it doesn’t list a SubCoordinator’s exact permissions beyond that.
Bonus: reuse participants from another event (Event Submission)
Menu: Participants Management → Event Submission
If you coordinate more than one event — for example, the same kalolsavam year after year, or several linked school events — this page copies participants straight from one event into another instead of re-entering them by hand.
Once loaded, the data goes through the exact same review table, columns and checks as Excel Import. If nothing matches your rank filters, the page tells you no participants were found instead of importing an empty set silently.
Common questions
I set up my levels wrong and now I can’t change them.
Levels lock permanently once any candidate has been added to the event. There is no override — you would need to remove the affected candidates first, or start again with a fresh event if that isn’t practical.
Where do I actually create a House called “Red House”?
Not on Event Levels — that page only defines the level type “House” itself. The actual named units go on Local Management, using its Add House button.
A SubCoordinator can’t add a new House.
That’s expected. SubCoordinators only see Add buttons for levels below their own assigned unit — a House coordinator can add Classes inside their House, but adding a new House is a Coordinator-level action.
Local Management shows nothing to manage.
This page only appears for events with more than one level. A single-level event has no lower units to manage.
My Event Submission source event list is empty.
You need to coordinate at least one other event yourself for it to show up as a source.
What’s next
With your hierarchy defined, your houses or units added, and coordinators invited for each one, the next guides in this series cover bringing in participants and teams in bulk, and opening registration so people can sign up directly.
Open the demo event and click through every page in this guide yourself: v2.etalenter.com/v2/Public/LiveDemo.
Leave a Reply
You must be logged in to post a comment.