Your entity is the organization record that powers everything in admin: how you appear on the hub, who can log in and change data, how you relate to partner bodies, and where billing contacts sit. Getting entity management right is the difference between “we use Talentelly for one camp” and “this is our operating system for five years.”
Registering and the main entity screen
- Business registration — first-time organizations enter legal/brand basics, primary contact, and program context. Treat this like filing paperwork: accuracy beats speed. Business has more context for organizations evaluating the product.
- Entity in admin — ongoing edits to the public story: description, categories, contact surfaces, imagery if supported.
- Finer controls live under entity settings—save in logical chunks: identity and legal-ish fields rarely change; marketing copy changes every season.
Example: Peak Performance Athletics registers with their registered business name for invoices but sets a shorter display name (“Peak Athletics”) for parents searching the hub. That distinction matters when a child says “I train at Peak,” not the full legal title.
Admins: who can run the show
Under entity admins you typically can:
- See who has access and what they can reach (depending on product role model).
- Invite a new program head after a hiring cycle.
- Remove someone who left—do this on their last day, not three months later when you wonder why an old coach still gets notifications.
Example: A school promotes Ms. Rao from “assistant coordinator” to “head of sports.” The outgoing head’s admin access is removed; Ms. Rao is invited with the right level so she can manage events but not necessarily payments—if your governance separates those duties.
Real-world access patterns
| Pattern | Why it matters |
|---|---|
| Owner + finance | Only 1–2 people touch payment screens; reduces fraud and “who paid this?” confusion. |
| Coach-heavy | Many coaches create matches but cannot edit entity profile or connections—fewer accidental public typos. |
| Volunteer org | Rotating volunteers get time-bound access; document handoffs in your own runbook. |
Connections between organizations
Connections model formal relationships: a chapter and its national body, two clubs in a sister-city exchange, a school and an external academy that supplies coaches.
States you might see—pending, approved, verified—exist so both sides agree before participants see a link as “official.”
Example: St. Mary’s School wants to show it is affiliated with Regional Science Olympiad Foundation. The foundation sends a connection request; the school approves it. Now hub visitors see a trusted link instead of a random URL in the bio field.
Counter-example: If you only run a one-off workshop at another venue, you might not need a formal connection—a simple event description can be enough. Over-using connections clutters the profile.
Payments and finance-adjacent screens
Entity payments pages are grouped so finance admins do not hunt through user rosters. Expect explicit loading, empty, and error states—if a gateway times out, the UI should say so rather than silently failing.
Example: A martial arts dojo turns on online belt test fees. The owner checks payments each Friday, reconciles with their bank export, and raises a support ticket (help, tickets) only when a transaction shows pending longer than the SLA—attaching screenshot and approximate time speeds resolution.
Entity profile as a landing page
Think like a marketer for one afternoon:
- First paragraph: Who you serve and what makes you credible (years operating, affiliations, geography).
- Programs: Bullet-level clarity—“U-12 to U-18 football; weekend batches; girls’ league.”
- Contact: A path that actually works—monitored inbox, not a dead
info@from 2019. Contact Talentelly separately when you need platform-level support.
Example: Urban Beats Studio had a long history paragraph nobody read. They replaced it with “3 locations | Hip-hop, contemporary, kids’ creative movement | Trial class every Tuesday” and saw more hub inbound messages within a month (measure in your own CRM).
Tips
- Quarterly admin audit: List every person with access; remove leavers; confirm phone numbers on payment contacts.
- Connections review: Archive stale partnerships so parents are not directed to defunct orgs.
- Work emails for admins reduce “I lost access when I graduated” stories—especially in student-run clubs handing over yearly.
Related: Admin dashboard · Security · Getting started