Once participants are registered, the paperwork starts: chest numbers for the stage, ID cards for identification, call sheets for the organisers, and rosters for every house or unit. eTalenter has one page for setting the number format and six more for turning that into printed output.
This guide covers ID Card Config, ID Cards, Staff ID Cards, By Competitions, By Participant, By Unit and Reports. 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: Set the number format (ID Card Config)
Menu: Event Setup → Groups & Competitions → ID Card Config
This page decides the text prefix and number length behind three different numbers: the Chest Card number printed on ID cards, an internal Unique ID, and the numbers used for the draw (lot) order. Each rule can be scoped by participant type, gender, group and competition, across three tabs — Unique ID Prefix, Chest Card ID Prefix (shown below), and Draw ID Settings, which has no Gender field.
The fastest way to set this up is Easy Install, shown only on the Chest Card tab: it suggests a prefix letter per age group — the group’s first letter, or the next word’s letter if that one is already taken — tick the ones you want and click Install Selected. To set one rule by hand instead, click Add Prefix, pick the scope, and enter Identity Card Number Start With and Length — a length of 3 with prefix “J” gives J001 up to J999, shown live under Sample Output. Each participant type/gender/group/competition combination on a tab must be unique; a duplicate rejects on save.
Step 2: Design and print candidate ID cards (ID Cards)
Menu: Print Participants → ID Cards
Pick a look, filter who’s included, and print or download a full sheet of cards.
Four tabs handle the design: Looks picks a ready-made font/colour/layout combination with a matching background; Image swaps just the background art, including your own upload; Profiles holds your saved designs — click one to keep editing it, since every change autosaves with no Save button; and Style lets you click any part of the card, such as the name or photo box, to restyle it directly. Click Options to pick a Group — required before anything loads — plus the participant type, which number to print (Identity Number, one per candidate, or Chest Number, one per candidate per competition), cards per row and rows per page. Click Load Candidates, then Print or Download; both always cover every matching candidate, not just what’s shown on screen.
Step 3: Print staff badges (Staff ID Cards)
Menu: Print Participants → Staff ID Cards
The same card-design tools, built for Judges and Executives instead of candidates.
Click Options and pick a Role — Judge or Executive, required — then Load Profiles and Print or Download. If nobody matches, a popup offers Add Judges or Add Executives, which jumps to Users & Roles so you can add them there — judges and executives are added on that page, not this one. Team photos, competition lists and per-candidate ID numbers never appear on staff cards, and an Executive’s Position (President, Secretary, and so on) shows on their card where a Judge’s would be blank.
Step 4: Call sheets by competition (By Competitions)
Menu: Print Participants → By Competitions
Every candidate registered for each competition, grouped under that competition’s heading — the standard call sheet for organisers to know who performs where.
Set filters such as Competition Status or a specific Competition, click Generate, then Print or Download as a PDF. Export to Excel gives one section per competition; Excel (Line by Line) gives one row per candidate for sorting or pivoting. Shuffle Call Sheet Order and Reset Call Sheet Order both ask you to confirm twice — do this before printing any call sheets, not after, since it cannot be undone and makes already-printed sheets out of date. Generate Competition Draw Numbers creates manual draw ID card numbers for the competitions you’ve selected, also permanent.
Step 5: Each participant’s own list (By Participant)
Menu: Print Participants → By Participant
The same data from the other direction — one heading per candidate or team, with their competitions listed underneath, handy for handing each participant their own schedule.
Filter by Age Group or Competition Item, then turn on header-line details under Options — Allow Identity Number and Allow Count Field are on by default, and you can add Gender, Membership Id, Phone, Mobile, Email or Date of Birth. Click Generate, then Print, Download, or export to Excel the same way as By Competitions. Allow Identity Number in the header only shows for the coordinator role.
Step 6: Rosters by house or unit (By Unit)
Menu: Print Participants → By <your unit name>
Every candidate grouped under their organisation unit — the event’s own lowest level, so this menu item is actually named after it, such as By House or By Division.
Filter by the unit level, Individual/Team, or Age Group, then Generate. Turn on the Fees column to see a running total above the preview and inside each unit’s section — fees and guardian contact columns only show for the coordinator role. Mixed Teams and Per Candidate Fees for Team Candidates both reload the data when changed, since they affect how team rows are counted and split.
Step 7: Build a custom report (Reports)
Menu: Reports
A flexible report builder for anything the dedicated print pages don’t cover.
Pick one of the ready-made report types shown as cards — each names the older page it replaces, such as “Participants by Competition” replacing By Competitions — or tick your own Columns below to build a custom layout. The Filters tab holds quick dropdowns, the full filter panel and your saved views; Group By & Sort picks which fields rows are grouped and ordered under; Style sets paper size, orientation and density. Click Generate, then Export to PDF, Export to Excel, Excel Line By Line, or plain CSV for the lightest format on very large data. To reuse a layout later, set it up once, open Filters, and Save it as a named view — saved views live only in that browser, not shared with other coordinators or devices. This page needs a screen at least 640px wide.
Common questions
My chest numbers all look the same, or clash with another group.
Check ID Card Config’s Chest Card ID Prefix tab — each participant type/gender/group/competition combination needs its own unique prefix rule, or use Easy Install to set one per age group automatically.
ID Cards won’t load anyone.
A Group must be picked in Options before Load Candidates works — it’s required, not optional.
Staff ID Cards says nobody matches.
Judges and Executives are added on the Users & Roles page, not here. Use the Add Judges or Add Executives shortcut in the popup, then come back and Load Profiles again.
I shuffled the call sheet order by mistake.
There’s a Reset Call Sheet Order button that puts it back to default — but both actions ask for double confirmation precisely because neither can be undone otherwise.
By Unit shows “Unit” instead of my event’s real level name.
That only happens if the label hasn’t loaded yet — the menu and page title are meant to use your event’s own lowest level name, like House or Division, automatically.
Reports won’t open.
It needs a screen at least 640px wide; a narrow or heavily zoomed-in window keeps it from opening at all.
What’s next
With chest numbers assigned and your printouts ready, the next guides in this series cover inviting judges and other team members, and running the stages on the event day itself.
Open the demo event and click through every page in this guide yourself: v2.etalenter.com/v2/Public/LiveDemo.
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