> For the complete documentation index, see [llms.txt](https://support.pears.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.pears.io/engage/program-activities/auto-calculate-demographics.md).

# Auto Calculate Program Activity Demographics

Automatically calculate program activity demographics using survey responses, site data, or youth programming data.

The Auto Calculate feature populates demographic data for a program activity by pulling from available data sources such as site demographics, survey responses, or youth programming data.

{% stepper %}
{% step %}

#### Navigate to Program Activities

From the PEARS homepage, hover over the **Engage** menu and click **Program Activities**.
{% endstep %}

{% step %}

#### Open the Program Activity

Click the program activity that needs demographic information.
{% endstep %}

{% step %}

#### Go to Demographics

Click **Demographics** in the progress panel.
{% endstep %}

{% step %}

#### Click Auto Calculate

Click the **Auto Calculate** button. If multiple data sources are available, select the one you want to use.

<figure><img src="https://2560412328-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ff0820LrBGQ9ZA8SC4BR1%2Fuploads%2FoKZmrFvuU2E4eyE9liZo%2FProgram%20Demographics%20Autocalculate.png?alt=media&amp;token=768af1b5-114c-4f4d-a684-9218bef8d332" alt="Add Demographics From Multiple Surveys"><figcaption></figcaption></figure>
{% endstep %}

{% step %}

#### Confirm the calculation

Review the data source and click to confirm. PEARS populates the demographic fields based on the selected source.
{% endstep %}

{% step %}

#### Save

Click **Save and Continue** or **Save** to preserve the calculated demographics.
{% endstep %}
{% endstepper %}

## Data Sources

### Survey Responses

The system totals responses from demographic questions within attached surveys. Unanswered questions are counted as "Unknown."

{% hint style="warning" %}
**NOTE:** Survey questions must use the correct types (Age, Gender, Ethnicity, Race) to enable auto-calculation.
{% endhint %}

### Site-Wide Demographics

The system multiplies total participants by the demographic percentages assigned to the site. For example, if a site has 200 total participants and 40% are Hispanic/Latino, the calculation yields 80.

{% hint style="info" %}
**TIP:** Site demographics auto-calculate is SNAP-Ed specific and is not available for Extension organizations.
{% endhint %}

### Youth Programming Data

Data from the Gender and Race & Ethnicity tables within the Youth Programming section are aggregated automatically.

{% hint style="warning" %}
**NOTE:** Age classifications are adjusted during calculation — for example, Pre-K becomes "Less than 5 years" and grades 1-12 become "5-17 years."
{% endhint %}

## Using Multiple Data Sources

To combine data from multiple surveys:

1. Auto calculate using the first survey.
2. Click **Auto Calculate** again.
3. Select the second survey.
4. Check the box: **I would like to add new demographic data to existing demographic values instead of replacing them.**
5. Confirm to combine data from both surveys.<br>

   <figure><img src="https://2560412328-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Ff0820LrBGQ9ZA8SC4BR1%2Fuploads%2Ft7kYfoqaNiDwN2I36koI%2FAdd%20Demographics%20From%20Multiple%20Surveys.png?alt=media&amp;token=d9d17fa0-aee3-497d-9379-ab7c54e2afe0" alt="Add Demographics From Multiple Surveys" width="375"><figcaption></figcaption></figure>

{% hint style="warning" %}
**NOTE:** Report only unique individuals — count each person once regardless of how many times they attended.
{% endhint %}