Auto Calculate Direct Contact Demographics

Automatically calculate direct contact demographics using CRM data in PEARS.

The Auto Calculate feature populates demographic data for a direct contact record by pulling matching data from CRM contact interactions.

1

Navigate to Direct Contacts

From the PEARS homepage, hover over the Engage menu and click Direct Contacts.

2

Open a Direct Contact record

Click the direct contact record that needs demographic information.

3

Go to Demographics

Click the Demographics link within the direct contact details to open the demographics page.

4

Click Auto Calculate

Click the Auto Calculate button. The button appears dark green when matching CRM data exists.

PEARS uses the following criteria to determine which CRM data to include:

• Unit — CRM notes for persons whose unit matches the direct contact record.

• Program Area — CRM entries with matching program areas.

• Date Range — CRM notes falling within the specified date range.

NOTE: CRM notes marked "Internal use only" are excluded from the calculation.

5

Save

Click Save and Continue or Save to preserve the calculated demographics.

How the Calculation Works

• Total Contacts — Each qualifying CRM note adds to a running total representing interactions within the date range. A "contact" equals one interaction with a person.

• Communication Methods — The system counts applicable CRM notes by communication method type.

• Demographics — For each qualifying CRM note, associated demographic data (gender, age, ethnicity, race) increments by 1.

TIP: Organizations not collecting demographic data will see "Unknown" recorded for those categories.