# Importers

PEARS provides several import tools for bulk data entry. Each import type generates a dynamic template customized to your organization's configuration, validates your data, and reports errors in a downloadable error workbook.

## Available Importers

* [Import Program Activities](/engage/program-activities/import-program-activities.md) — Create program activity records in bulk from a spreadsheet.
* [Import Partnerships](/engage/partnerships/import-partnerships.md) — Create partnership records in bulk, including action plan links and collaborators.
* [Import Sites](/administration/administration/manage-sites/import-sites.md) — Create site records and update site demographics in bulk.

## WebNEERS Import

The WebNEERS Importer allows you to import survey response data and participant demographics from WebNEERS exports into PEARS. The import process creates survey responses, demographics records, and marks program activities as complete when all required data is present.

**Permission required:** WebNEERS importer permission.

### Getting Started

To access the WebNEERS Importer, click the **cog icon** in the top navigation bar, select **WebNEERS Importer**. The page displays a list of your existing imports and a form to create a new one.

![Screenshot: The Importers page showing the list of existing imports with their names, types, status, and the form to create a new import](/files/ieYdK54TLi3wsDeyRpKi)

### Create an Import

{% stepper %}
{% step %}
**Enter Import Details**

* **Name** — Enter a descriptive name for this import (e.g., "Fall 2025 WebNEERS Import").
* **Type** — Select **WebNEERS** as the import type.

Click **Save** to create the import. You will be redirected to the import detail page.
{% endstep %}

{% step %}
**Upload CSV Files**

From the import detail page, click **Upload** to open the file upload form. Select the CSV files exported from WebNEERS:

* **Adult Pears** — Upload `adult_pears.csv` for adult participant data.
* **Youth Pears** — Upload `youth_pears.csv` for youth group data.
* **Youth Group Details** — Upload `YouthGroupDetails.csv` with race and grade details. *(Required if uploading youth data.)*
* **Checklist files** — Upload any state-specific checklist CSV files that match your organization's configured survey templates.

{% hint style="warning" %}
**NOTE:** You must upload at least an adult file or a youth file. If you upload youth data, the Youth Group Details file is also required. Filenames must match exactly (case-sensitive).
{% endhint %}
{% endstep %}

{% step %}
**Submit the Import**

Click **Submit** to process the uploaded files. PEARS will:

1. Parse each CSV file and match rows to existing program activities using the `PEARS_Program_ID` column.
2. Create survey response records from checklist data, mapping each question column to the corresponding survey question.
3. Calculate and create demographics records (age, gender, race, ethnicity) from participant data.
4. Mark program activities as complete if they have all required data (instruments, demographics, and custom data).
5. Mark the import as complete.

If any errors are encountered during processing (such as unrecognized program IDs or invalid data), you will receive an email report detailing the errors. Records with errors are skipped, but the rest of the import continues.
{% endstep %}
{% endstepper %}

### View Import Results

After processing, the import detail page displays:

* **Created Programs** — List of program activities with their PEARS IDs and custom data status.
* **Demographics** — Demographics records created by this import, showing the program, demographic record, and total attendees.
* **Survey Responses** — Survey responses attached to programs, showing the survey name, pre/post type, and response count.

### Delete an Import

From the import detail page, click **Delete** to remove the import record.

{% hint style="warning" %}
**NOTE:** An import can only be deleted if it has not yet created any records (programs, demographics, or survey responses). Once records have been created through the import, the import cannot be deleted.
{% endhint %}

## CSV File Specifications

### adult\_pears.csv

Each row represents one adult participant. Key columns include:

* `Adult_ID` — Unique participant identifier
* `PEARS_Program_ID` — Links the participant to a PEARS program activity
* `Checklist_Date` — Date the checklist was completed
* `ExitCklist` — Entry (0) or Exit (1) indicator
* `Exit_Date` — Participant exit date
* `Age`, `Sex`, `Race_Code_Binary`, `Ethnicity_Code` — Demographic fields
* `Q01`, `Q02`, etc. — Survey question response values

### youth\_pears.csv

Each row represents one youth group. Key columns include:

* `Youth_ID` — Unique group identifier
* `PEARS_Program_ID` — Links the group to a PEARS program activity
* `Entry_Date`, `Exit_Date` — Group entry and exit dates
* `nGraduates` — Number of graduates
* `Q01_Entry`, `Q01_Exit`, etc. — Paired entry/exit survey question response values

### YouthGroupDetails.csv

Provides race and grade detail data for youth groups:

* `Youth_ID` — Links to youth\_pears.csv
* `Data_Type` — "Race" or "GRD" (Grade)
* `Data_Code` — Numeric code for the category
* `nYouth` — Count of youth in this category

{% hint style="info" %}
**TIP:** Only the import creator and organization administrators can view and manage an import. Data managers have additional flexibility to import data for completed programs or past reporting periods.
{% endhint %}


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://support.pears.io/administration/utilities/importers.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.