Create an Event from a Program Activity

Learn how to create a community event directly from a program activity in PEARS, and what information PEARS copies to the new event.

A program activity records the direct education you deliver, while a community event handles the public listing, registration, and confirmations for that programming. When a program activity needs an event that participants can register for, you can create the event directly from the program activity. PEARS copies the activity's dates, sessions, site, and unit onto a new draft event and links the two records automatically.

Before You Begin

Your organization must have the Community Events module turned on. This is the Use Event Management Module setting under Events in Organization Settings. Organization Administrators cannot change it there; contact PEARS Support to turn it on.
You need permission to work with community events, such as the Event Administrator role, permission to publish events, or any other Community Events permission. Without it, the Link Event panel does not appear.
The program activity must already be saved and must not be marked as complete. The Link Event button is hidden on completed program activities.
A program activity can be linked to only one event. If an event is already linked, unlink it first. See Link an Event to a Program Activity.

Open the Program Activity

From the PEARS homepage, hover over the Engage menu in the top navigation bar and click Program Activities. Click the program activity to open its detail page.

Click Link Event

In the right column of the detail page, below the Progress panel, find the Link Event panel and click the Link Event button. The Link Community Event dialog box appears.

Enter a Name for the New Event

In the Create a new event field, type the name registrants will see for the event. Leave Link from an existing event empty. Filling in one field disables the other.

Click Create Event

Click the Create Event button. PEARS confirms that the event was created and reminds you that it is not published yet, then takes you to the new event's detail page.

Finish and Publish the Event

The event is created as a Draft. Work through the remaining event sections, such as the description, registration types, payment, and confirmations, and then publish the event so registrants can find it. See Community Events for the full workflow and Publish an Event for publishing.

What PEARS Copies to the Event

The new event starts with the following information from the program activity:

Event name — the name you entered in the dialog box.
Unit — the program activity's unit.
Start and end date/time — the earliest session start and the latest session end from the program activity's sessions, in your organization's time zone. The event keeps the same clock times the sessions show on the program activity, even if your own time zone differs from your organization's.
Event sessions — one event session for each program activity session, named after the program activity (for example, Nutrition Basics - Session 1, Nutrition Basics - Session 2), each with that session's start and end times.
Delivery method — In-Person when the program activity has in-person sessions and a Delivery Site, Virtual when it has virtual sessions, or both. If neither applies, set the delivery method on the event.
Site/Location — the program activity's Delivery Site, when the event is in-person. A virtual-only event has no site. A location typed into Other site is not copied.

Everything else on the event is entered on the event itself.

TIP: Once the event is linked, a Linked Event Details card appears on the program activity, and the activity's Demographics page can auto-calculate participant demographics from the event's registrations. See Link an Event to a Program Activity.

TIP: If you would rather build the event from scratch, create it under Plan > Community Events (see Create a Community Event) and then link it to the program activity. See Link an Event to a Program Activity.