Manage Users

Create and manage user accounts, roles, and permissions in PEARS.

Manage Users allows administrators to create, edit, and manage user accounts for your organization. Each user account includes personal information, unit and program area assignments, viewable and editable permissions, role flags, and other configuration options.

Permission required: User manager.

Getting Started

To access the Users panel, click the cog icon in the top navigation bar, select Organization Settings, then choose People & Access → Users. The list view displays all users in your organization with options to search, filter, and add new users.

Screenshot: The Manage Users list page showing a table of users with columns for name, email, unit, program area, active status, and role flags

List View

The user list displays columns for name, email, unit, program area, active status, and role flags. You can search by first name, last name, or email address, and sort by name, email, unit, program area, or active status.

TIP: The External ID column is hidden by default. Add it through the column configuration to display it in the list; your choice is remembered on your next visit.

Filters

Use the filter sidebar to narrow results:

• Is Active — Show active or inactive users

• Unit — Filter by Extension Unit

• Program Area — Filter by program area

• User Groups — Filter by role assignment

• Is Supervisor — Filter by supervisor status

• Is Beta User — Filter by beta user status

Add a User

Click Add User to create a new user account.

1

Enter Account Information

• Username — Enter a unique username. (This field is only shown for certain organizations. Otherwise, the email address is used as the username.)

• Email — Enter the user's email address. This must be unique within your organization.

• First Name — Required.

• Last Name — Required.

• External ID — Optional. Store your organization's own identifier for the user, such as an employee or university ID (letters and numbers accepted). This mirrors the External ID field on sites.

TIP: If the email address matches an existing event-only user in the system, PEARS will automatically convert that account to a full user account.

2

Assign Unit and Program Area

• Unit — Select the user's Extension Unit.

• Program Area — Select the user's primary program area. (Only shown if your organization uses program areas.)

3

Configure Viewable Permissions

These fields control what data the user can see beyond their own records:

• Viewable Units — The user can view records from the selected units.

• Viewable Program Areas — The user can view records from the selected program areas. (Only shown if your organization uses program areas.)

• Viewable Users — The user can view all records where the selected users are creator or collaborator.

4

Configure Editable Users

• Editable Users — Select which users this person is allowed to edit. This is typically used for supervisors or administrators who need to manage other users' accounts.

5

Set Supervisor and Position

• Supervisor — Select this user's supervisor. The supervisor relationship is used in performance reviews and other workflows.

• Position — Select the user's position in the organization.

• Department — Enter or select the user's department.

6

Assign Role Flags

Role flags determine which modules and features the user can access:

• SNAP-Ed User — Grants access to SNAP-Ed modules including Program Activities, PSE Site Activities, Social Marketing Campaigns, Indirect Activities, Partnerships, Coalitions, Success Stories, Surveys, Reports, and Exports.

• Extension User — Grants access to Extension modules including Action Plans, Quarterly Efforts, Direct Contacts, Community Relationships, Professional Development, Performance Reviews, and all SNAP-Ed modules.

• Event Creator — Grants access to Community Events and the ability to create new events. (Only shown if the Events module is enabled.)

NOTE: If your organization uses both SNAP-Ed and Extension, each user must be assigned at least one of these roles.

7

Set Additional Options

• Time Zone — Select the user's timezone. Defaults to your organization's timezone.

• Active — Whether the user account is active. Deactivating a user removes all role assignments.

• Notes — Optional internal notes about the user.

8

Save

Click Save to create the user account.

NOTE: If the user has a supervisor and position assigned, and your organization has an active performance review plan, PEARS may automatically create performance review objects for the user. A confirmation dialog will appear before saving.

Program Area Members (Extension Only)

For organizations using Extension, an additional Program Area Members section appears below the user form. This section assigns users to program area roles for specific reporting periods.

Each program area member entry includes:

• Program Area — The program area assignment

• Role — The user's role (e.g., Leader, Member, Consultant, Follower)

• Reporting Period — The reporting period for this assignment

Only current and future reporting periods are shown. A user can only have one role per program area per reporting period.

Edit a User

From the list view, click a user's name to open the edit form. The edit page also displays:

• Last Login — When the user last logged in

• Last Seen — The user's most recent authenticated activity in PEARS, updated at most once every five minutes. Displays No recorded activity for users who have never been seen

• Recent Actions — The user's most recent activity in PEARS

• Current Roles — The user's assigned role flags

All fields can be updated. Changes to the supervisor or position may trigger performance review updates.

User Summary

A User Summary panel above each user account provides at-a-glance detail useful for support and troubleshooting. This panel is now visible to Organization Administrators and User Managers, not only Canopy staff.

Mark a User Account Inactive

To deactivate a user account, open the user's edit page and uncheck the Active checkbox, then click Save.

When an account is marked as inactive:

• The staff member can no longer log in to PEARS.

• All data created by the user remains intact.

• Other users can continue to view, edit, and analyze the inactive user's data.

To reactivate an account, re-check the Active checkbox and reassign any necessary roles.

NOTE: Deactivating a user account removes all of their role assignments and group memberships. You must reactivate the user and reassign their roles to restore access.

Export User Account Data

User Managers and Organization Administrators can export user account data to an Excel file.

1. From the Manage Users list view, use the filters and search to include all necessary users.

2. Click the Export button.

3. An Excel file downloads containing:

   • Codebook — Export metadata including who exported, timestamp, filters applied, and field descriptions.

   • User Data — User ID, username, email, external ID, unit, department, program area, position, permissions, last login, last seen, and record counts.

   • Program Area Team Members (Extension only) — Staff distribution and roles across program areas.

   • Quarterly Effort Report Checkup (Extension only) — Completion status for quarterly effort records.

NOTE: The user account export is only available for Organization Administrators and User Managers.

Manage Program Area Teams (Extension Only)

For organizations using Extension, the Program Area Team Members section on each user's edit page assigns users to program area roles for specific reporting periods.

Each assignment includes three interdependent fields:

• Program Area — The program area assignment.

• Role — The user's role: Member, Leader, Consultant, or Follower.

• Reporting Period — The reporting period for this assignment.

All three fields must be completed together or left entirely blank. Use the plus icon to assign multiple roles and the minus icon to remove assignments. Program Area Team Leaders for the current year appear in the PEARS Directory.