Running a kalolsavam takes more than one person. eTalenter has a separate invite page for each helper role — judges who score, executives who are listed as office bearers, people who just need to view content, draw masters who help run the draw, and whoever operates the projector. They all work almost the same way, which makes them quick to learn together.
This guide covers Invite Judges, Executives, Content Viewer, Draw Masters and Projector Access, plus a note on the older page that still manages some of the same people. SubCoordinators — house or unit-level coordinators — have their own page and their own guide earlier in this series. 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: Invite your judges (Invite Judges)
Menu: Users & Roles → Invite Judges
Judges need a login to score competitions, so this page collects their name and email and sends them access.
Click Add New User and fill in:
- Full Name and Email Address — both required.
- Profile Picture — optional, JPG/PNG/JPEG up to 10MB, ideally a 1:1 square.
- Invite Link Version — New Version or Old Version of the login link sent to them.
After saving, you’re offered Assign Competitions to go straight to giving this judge their competitions, or Not now to do it later — that assignment itself happens on the separate Assign Judges page, not here. If you’re judging yourself, Add Yourself as Judge adds the signed-in coordinator with one click (only shown if you aren’t already added). Share login details resends a judge’s username and password over WhatsApp, and Import Users uploads many judges at once from a list. Opening Users & Roles with no role chosen shows a picker listing every role, not just judges.
Step 2: Add your executives (Executives)
Menu: Users & Roles → Executives
Executives are office bearers — a President, Secretary, or similar — listed on staff ID cards. Unlike every other role here, an email address is optional, since an executive may not need to log in at all.
Fill in Full Name (required), their Position such as President or Secretary — this is what prints on their staff ID card — and Email Address only if they’ll need to log in. There is no Share login details button for Executives, precisely because that login is optional. Everything else — Add Yourself as Executive, Remove, Import Users — works the same as on Invite Judges.
Step 3: Give someone view-only access (Content Viewer)
Menu: Users & Roles → Content Viewer
Content Viewers get a login but the page doesn’t spell out their exact permissions beyond grouping them with Executives under staff access — use this role for someone who should be able to see the event without coordinator-level control.
The form and actions are identical to Invite Judges: Full Name and Email Address required, Share login details to resend access, Remove to take it away. The one quirk worth knowing: the quick-add button is labelled Add Yourself as ContentAdmin, using the role’s internal name, even though it’s shown everywhere else as Content Viewer.
Step 4: Invite draw masters (Draw Masters)
Menu: Users & Roles → Draw Masters
Draw Masters help run the competition draw and are grouped under draw management access.
Same form, same actions as the other roles: Full Name and Email Address required, Share login details, Remove with a confirmation prompt. If nobody has been added yet, as in the demo above, the list simply says no results — there’s nothing else to configure before adding your first one.
Step 5: Set up the projector operator (Projector Access)
Menu: Users & Roles → Projector Access
Whoever runs the screen or projector on event day needs their own login too, grouped under time management access.
The page doesn’t list exact permissions for this role beyond its name and grouping — in practice, it’s meant for the person controlling Result Presentation, Live Results or the Competition Status board on event day. Invite, resend login details, or remove them exactly as with the other roles.
A note on the older Manage Users page
You may still come across an older screen that manages SubCoordinators, Draw Masters, Content Viewers, Projector users or Judges — one role per link, reused from an earlier version of eTalenter. It can only add and remove people, not edit their details, and it’s reached from legacy links rather than its own menu item. The newer pages covered in this guide manage the exact same people, so there’s no need to use the older one unless you’re following an old link.
Common questions
Do Executives need an email address?
No. Email is optional for Executives specifically, since they may never need to log in — every other role here requires one.
I added a judge but don’t see them scoring anything.
Adding a judge here only creates their login. Which competitions they score is set separately, on the Assign Judges page — the Assign Competitions prompt right after adding them jumps there directly.
What does a Content Viewer actually get to see?
The page itself doesn’t spell out exact permissions; it’s grouped with Executives under staff access. Treat it as a general view-only role rather than a precisely scoped one.
Can I edit someone’s details after adding them?
Yes, on these newer pages — click Edit on their row. The older, legacy Manage Users page can only add or remove people, not edit them.
Where do I add a House or Class coordinator?
That’s SubCoordinators, covered in an earlier guide in this series — Invite <Level> SubCoordinators, not any of the pages here.
What’s next
With your team invited, the next guides in this series cover running the stages on event day — the schedule, the token system and the live board — and the competition draw itself.
Open the demo event and click through every page in this guide yourself: v2.etalenter.com/v2/Public/LiveDemo.
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