A programme that runs from local units up through districts to a zone needs two things planned before the first registration: how the tiers are built in the software, and how the winners of one tier reach the next. This guide covers both with eTalenter, using screenshots from the read-only live demo. The demo event is a school festival (School, House, Class, Division), so the level names differ from yours, but every page works the same way.
Choose how to split the tiers
| Approach | How it works | Good when |
|---|---|---|
| One event, with levels | You define the levels inside one event, for example State, Zone, District and Local. Units sit under their parent and each level can have its own coordinators. | One organising team runs every tier together and wants the units, points and coordinators in one place. |
| One event per tier | The local, district and zone rounds are separate events with their own coordinators and dates. Winners are listed from the lower event and carried to the next one. | Different people run each tier, on different dates, and each tier needs its own schedule and results. |
You can also combine them: levels inside each event for its own units, and one event per tier for the rounds.
Step 1: Define the levels
Open Event Setup → Event Levels. The page describes the hierarchy you build, and its own example is State → Zone → District → Local (marker 1). Each level has an Order (1 is the top), a Level Name, a Parent Level and a Type: “Used for Points” counts towards award standings and “Used for Grouping” only groups people (marker 2). The hierarchy preview below the table shows the shape you have built. Plan this first: after candidates are added you cannot change the levels (marker 3).
Step 2: Add the units and invite a coordinator for each
Once the levels exist, add the real units (the actual zones, districts and local units) on Participants Management → Local Management, and invite a coordinator for each level from Users & Roles. A sub-coordinator sees Add buttons only for levels below their own unit. The details, with screenshots, are in our guide to levels, units and sub-coordinators.
Step 3: Run each tier as a normal competition
Each tier uses the same event flow: registration, chest numbers, scoring and results. See the results guide for assigning ranks and publishing. When a tier is finished, its results are the list of people who go up.
Step 4: List the winners to carry up
Open Participants Management → Event Submission in the event that will receive the winners (or in the finished event, to produce the list). Choose the source event (marker 1). It lists events you coordinate. Tick the ranks to include in the Rank List: First, Second, Third, Consolation or Participated (marker 2). Click Load Results (marker 3). The page shows the winners for each age group, with name, date of birth, registration ID, their unit at each level and whether a profile picture has been added. Each competition has its own column, and a badge shows the rank won (marker 5). A person who placed in several competitions appears once, with a badge in each column. Click Export to PDF (marker 4) to hand the list to the next tier.
Step 5: Register the qualifiers in the next tier
The next tier’s coordinator or sub-coordinator adds the listed people to the upper event, for example through Bulk Participants or by importing a spreadsheet. Use the same age group names in every tier so the lists match, and check the photo column before the handover, because the next tier will need photos for ID cards.
Edge cases
| Situation | What to do |
|---|---|
| You set the levels wrong | Levels cannot be changed once any candidate is in the event. Remove the candidates first or start a fresh event, so plan the hierarchy before registration. |
| The source event list is empty | It only shows events you coordinate. Ask the organiser of the lower tier to add you as a coordinator of that event. |
| You only want the top three | Tick First, Second and Third only. Add Consolation or Participated if the next tier takes more people. |
| The list is for the printer or a meeting | Use Export to PDF to get a printable copy of the list. |
| Age groups differ between tiers | Give the age groups the same names in every tier, or the lists will not line up. |
| A winner has no photo | The Profile Picture column shows whether a photo has been added. Collect missing photos before the next tier prints ID cards. |
| A district wants its own points table | Mark the level as Used for Points on Event Levels so it counts towards standings. |
Frequently asked questions
Can eTalenter run a zone, district and local programme?
Yes. Define the levels in one event, or run each tier as its own event, and carry the winners up from the lower tier’s results.
How do winners move to the next level?
Use Event Submission to list the winners of the source event by rank and age group, export the list, and add those people to the next tier’s event.
Can I change the levels later?
Not after candidates have been added. Decide the levels before registration opens.
Planning a multi-tier programme on eTalenter? Open the read-only live demo and look at Event Levels and Event Submission as a demo coordinator, no sign-up needed. For help with the software, message us on WhatsApp (WhatsApp only, no phone calls) or email support@etalenter.com.
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