Instead of typing in every candidate by hand, eTalenter can let people register themselves through a public web form — with their own competitions, their own payment, and a QR code to share. You stay in control of who gets in and what happens to each entry before it counts.
This guide covers Eligible Registrations, Public Registration, and Review Candidates, plus a bonus page for repeat organisers, Send Reminders. 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: Control who is allowed to register (Eligible Registrations)
Menu: Event Setup → Advanced Settings → Eligible Registrations
If you only want people you’ve already vetted to be able to register — for example, schools that paid an entry fee in advance — this page keeps a whitelist of registration numbers. Only someone entering a number on this list can complete the public form.
To add numbers from a spreadsheet: click Download Template for the CSV format (Registration Number, Issued To, Contact Number), fill it in, click Upload CSV File, check the preview, then Add to List. To add one by hand, fill in the three fields and click Add. Either way, nothing is saved to the event until you click Save All Changes. Adding the same registration number twice by hand is rejected, though a CSV upload quietly keeps only one copy of a duplicate.
Step 2: Build the registration form (Public Registration)
Menu: Event Setup → Advanced Settings → Public Registration
This is where you design exactly what candidates and teams fill in when they register online, across six tabs:
- Individual Registration: the sign-up form for one candidate (Guardian Registration, Agreement, User steps).
- Team Registration: the sign-up form for a team (Team, Team Members, Team Member Profile steps).
- Participation and Payment: the competition-selection step and the payment step.
- Mail Content: the wording of the registration confirmation, approval and account emails.
- Public Page Content: the sidebar, main view, footer and contact text shown on the public page.
- QR Code: the registration link and a scannable QR code for it.
On any step, drag a field in from Choose Components to add it, or click a field then Delete to remove it — a field marked not deletable, such as Email on Guardian Registration, can’t be removed. Copy and Paste copy a step’s fields so you can reuse them elsewhere, Reset to Defaults replaces the current step with the platform’s default set, and Live Preview opens the form exactly as a candidate would see it. Click Save after changing a step — it only saves the step you’re currently viewing.
To turn off payment without turning off the whole form: open the Participation and Payment tab, click its Payment step, then Remove All to delete every payment field (or remove them one at a time), and Save. The switch for the entire public registration form — on or off — lives on a different page, Advanced Config, not here.
The QR Code tab gives you the direct registration link plus a QR code for it — handy on a printed poster or a WhatsApp broadcast. Show Logo puts your organisation’s logo in the middle of the code, and Logo Width sets its size from 50 to 300 pixels. If your event has its own live web address, switch on Use Live URL so the link and code point there instead.
Step 3: Review and approve what comes in (Review Candidates)
Menu: Participants Management → Review Candidates
Every public self-registration lands here before it’s a normal candidate. Switch between the Individual and Team tabs, and filter by Status: In Progress, Waiting for Approval, Reviewed, Approved, Rejected, or All Submitted.
Click View to open a registration for review — if it isn’t approved yet, you’re asked to approve it first. Profile opens a read-only profile (Coordinators only, not shown to SubCoordinators, who also don’t see identity numbers). To remove just one competition from someone, click Remove on that competition’s chip; this only works while their status is In Progress or Rejected. The zip and Excel icons download every photo or the whole visible list, and the call and WhatsApp icons open a chat straight to a listed phone number.
Bonus: bring back people from your earlier events (Send Reminders)
Menu: Participants Management → Send Reminders
If you’ve run events before, this page finds everyone who took part and lets you email them about the new one — instead of manually re-inviting people you already have contact details for.
Filter by status — All Users, Not Sent, Already Sent, or Opted Out — or search by name, email or mobile. Tick the people to notify, or tick the header checkbox to select everyone eligible, then click Send Reminders and confirm the count. Anyone who opted out can’t be selected. This list is built from people who joined your earlier events; it has nothing to do with candidates already registered in the current one.
Common questions
How do I stop random people from registering?
Use Eligible Registrations to require a pre-issued registration number, so only people you’ve already approved can get through the public form.
I don’t want to collect payment online.
Open Public Registration → Participation and Payment → Payment step, and click Remove All to strip out the payment fields, then Save.
The whole public registration form needs to come down.
That switch is on the Advanced Config page, not on Public Registration itself.
I can’t delete a field from the form.
Some fields, like Email on Guardian Registration, are marked not deletable and can’t be removed.
A registration is stuck and I can’t remove one of its competitions.
Competitions can only be removed from a registration while its status is In Progress or Rejected.
Nobody shows up on Send Reminders.
That list only includes people from your own earlier events. A brand-new organiser with no past events will always see zero eligible users.
What’s next
With registration open and entries being reviewed, the next guides in this series cover bringing in participants and teams in bulk for events that don’t use public registration, and preparing chest numbers, ID cards and printouts once everyone is confirmed.
Open the demo event and click through every page in this guide yourself: v2.etalenter.com/v2/Public/LiveDemo.
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