# PEARS Support Homepage PEARS support documentation homepage Welcome to the PEARS support documentation. Browse the sections below to find help with using PEARS. ## Plan
Title
/pages/UVFNXCcAViztKFlOjIkeAction Plans/pages/UVFNXCcAViztKFlOjIke
/pages/DHrLPZqdTX8aQAbdJu5gSurveys/pages/DHrLPZqdTX8aQAbdJu5g
/pages/BWt8ufLwY6ZSPdpHNYWVProfessional Development/pages/BWt8ufLwY6ZSPdpHNYWV
/pages/IzEmm21YO76EqPIrH4FcPerformance Reviews/pages/IzEmm21YO76EqPIrH4Fc
/pages/xU2ikeEBN39JoL41XZjqCommunity Events/pages/xU2ikeEBN39JoL41XZjq
## Engage
Title
/pages/MzfoofWdBzEKvNxnUA9ECommunity Relationships (CRM)
/pages/5OzxSw4JFnPaDBx2Md10Direct Contacts
/pages/9wfXJOhNzkBRR3ZAhqBDProgram Activities
/pages/jcffLmfaX9cviZqz857GPSE Site Activities
/pages/48ZAyduPwsw5iJL5wG0dSocial Marketing Campaigns
/pages/LH08tMH5MwdDQzmYlBQlIndirect Activities
/pages/Mbz3pdkH53jqGUZ89PFTPartnerships
/pages/5m081iGIeybMhDb5ePotCoalitions
## Analyze
Title
/pages/0Z9Ac9DQ9KuKpSyOuSlgImpact Dashboards
/pages/9Fe5dHmKUZ3NbBFYSH00Survey Response Exports
/pages/ZF1zxDeiOcQCARz81H4EN-PEARS Export
## Reflect
Title
/pages/588fMZRfYjRSFh6bMUSSSuccess Stories
/pages/hoLvGRnJWewAXqazAeIFQuarterly Efforts
/pages/bHfSfxEHmHx48NB1UVlzAction Plan Reports
/pages/yOPvSe5Y38kQO3qxBg9qPerformance Reviews
## Accounts & Permissions
Title
/pages/HrdeK2kyG8qe8v1dUN6DAccounts & Permissions
## Administration
Title
/pages/6eSMgyJGIR3h3ozWWtARAdministration
/pages/8CctYF9MR4N8ahWSOIZBUtilities
## Manage Data
TargetTitle
/pages/OInbDkuqYTwrAXzP0bf5Manage Data
## Updates
Title
/pages/T4pFWDwVfnXcbyC1oe0ZCommunity Events — 2026
/pages/d5F9g8yG8VFgNn6joTFIAll Updates
# Getting Started Foundational resources for navigating PEARS, understanding modules, and working with common features. New to PEARS? Start here. This section covers the basics of navigating the system, understanding available modules, and using features that appear across multiple areas of PEARS.
TitleTarget
Reporting Decision Tree/pages/LvcAU8EkL0qHXBdLMXhh
SNAP-Ed Module Descriptions/pages/B5dy6doFH9PUrTd9K5kS
Extension Module Descriptions/pages/E7mjijVeAIzuCllo6zRv
Search for Data/pages/FrVlnHsncWvtj7kyUIIc
List Views and Filters/pages/qtjYzQb9UVkkdUBFzZSc
Add Custom Data/pages/RwzAcy3ZjSpcuynjrpji
Add Partners/pages/4YW1HV80D0rgVBJrOBFi
# Reporting Decision Tree A visual guide to help you choose the right PEARS module for reporting your activities. The Reporting Decision Tree is a downloadable PDF resource that helps you determine which PEARS module to use when documenting your work. Use this guide when you are unsure whether an activity should be reported as a Program Activity, Indirect Activity, PSE Site Activity, Partnership, Coalition, or another record type. ## How to Use the Decision Tree The decision tree walks you through a series of questions about the nature of your work: 1. **What type of activity did you conduct?** — Determines whether you are reporting direct education, indirect outreach, policy/systems/environmental work, or organizational relationships. 2. **Who was involved?** — Helps distinguish between partnerships (two-party relationships) and coalitions (multi-party groups). 3. **What was the delivery method?** — Guides you to the correct module based on how the activity was delivered. Follow the branches from your starting point to arrive at the recommended module for your record. ## Related Documentation * [SNAP-Ed Module Descriptions](/getting-started/getting-started/snap-ed-module-descriptions) — Overview of the seven SNAP-Ed reporting modules * [Extension Module Descriptions](/getting-started/getting-started/extension-module-descriptions) — Overview of Extension reporting modules # SNAP-Ed Module Descriptions Overview of the seven SNAP-Ed reporting modules available in PEARS. PEARS provides seven modules for reporting SNAP-Ed activities. Each module captures a different type of work. Use the descriptions below to determine which module fits your activity. ![Screenshot: The PEARS top navigation bar showing the Plan, Engage, Reflect, and Analyze menus where SNAP-Ed modules are accessed](/files/NxyCOYNCauEYrUaR3Czm) ## Program Activities Direct education involves educators actively engaging participants through evidence-based interventions delivered in-person or online. Use Program Activities to report sessions where you are teaching or facilitating learning with a defined audience. **Examples:** Nutrition education classes, cooking demonstrations, youth curricula delivery. ## PSE Site Activities Policy, Systems, and Environmental (PSE) changes involve working with sites to implement changes within the site as a whole. Use PSE Site Activities to document efforts that change the environment, policies, or systems at a location rather than educating individuals directly. **Examples:** Updating school wellness policies, adding salad bars to cafeterias, establishing community gardens. ## Social Marketing Campaigns Social marketing campaigns are multi-level, coordinated initiatives that use marketing strategies to communicate consistent messaging across multiple platforms and encourage behavioral change. Use this module for organized campaigns with defined channels and messaging. **Examples:** Media campaigns promoting fruit and vegetable consumption, social media outreach tied to a branded initiative. ## Indirect Activities Indirect activities deliver education without face-to-face contact. This includes mass communications, community events, interviews, advertisements, and materials distributions. Use this module when your activity reaches people without direct interaction. **Examples:** Newsletter distributions, health fair booths, radio interviews, bulk mailings. ## Partnerships Partnerships involve two or more individuals or organizations that regularly meet, exchange information, and identify and implement mutually reinforcing activities. Use this module to document ongoing collaborative relationships with external organizations. **Examples:** Working with a local food bank, collaborating with a school district on wellness initiatives. ## Coalitions A coalition is a group of individuals and organizations that commit to joint action. Coalitions typically include representation from multiple sectors. SNAP-Ed Nutrition Action Councils (SNACs) are a common example. **Examples:** State Nutrition Action Councils, multi-agency health coalitions, community food security councils. ## Success Stories Success stories are narratives illustrating the difference SNAP-Ed staff and programming are making in people's lives. Use this module to document compelling examples of program impact. **Examples:** A participant who changed eating habits after a program series, a community that adopted new food access policies. ## Related Documentation * [Reporting Decision Tree](/getting-started/getting-started/reporting-decision-tree) — A visual guide for choosing the right module * [Extension Module Descriptions](/getting-started/getting-started/extension-module-descriptions) — Overview of Extension reporting modules # Extension Module Descriptions Overview of the Extension reporting modules available in PEARS. PEARS provides several modules for reporting Cooperative Extension activities. Extension modules share some overlap with SNAP-Ed modules but include additional tools for tracking professional development, quarterly efforts, and performance reviews. ![Screenshot: The PEARS navigation menus expanded showing Extension-specific modules like Professional Development, Quarterly Efforts, and Performance Reviews alongside shared modules](/files/nfIxiT0J4TAFM2OUj36h) ## Shared Modules Extension organizations have access to the same core reporting modules as SNAP-Ed, with some configuration differences: * **Program Activities** — Report direct education sessions and programs delivered to participants. * **PSE Site Activities** — Document policy, systems, and environmental changes at partner sites. * **Social Marketing Campaigns** — Track coordinated marketing initiatives that promote behavioral change. * **Indirect Activities** — Report outreach activities delivered without face-to-face contact. * **Partnerships** — Document collaborative relationships with external organizations. * **Coalitions** — Track multi-organization groups committed to joint action. * **Success Stories** — Capture narratives illustrating the impact of Extension programming. ## Extension-Specific Modules * **Direct Contacts** — Track individual contacts and demographic data for Extension programming. * **Action Plans** — Define goals, outcomes, indicators, and outputs for Extension program planning. * **Quarterly Efforts** — Report quarterly summaries of Extension work including contacts, efforts, and demographics. * **Action Plan Reports** — Document progress toward action plan outcomes with evidence and data. * **Professional Development** — Track event proposals, approved events, and staff development plans. * **Performance Review Plans** — Manage the performance review process including self-assessments, supervisor reviews, and board member evaluations. ## Related Documentation * [Reporting Decision Tree](/getting-started/getting-started/reporting-decision-tree) — A visual guide for choosing the right module * [SNAP-Ed Module Descriptions](/getting-started/getting-started/snap-ed-module-descriptions) — Overview of the seven SNAP-Ed modules # Search for Data Use the site-wide search feature to find records across multiple PEARS modules. The PEARS site-wide search feature allows you to search across multiple modules using keywords. Use this to quickly locate records without navigating to each module individually. ## How to Search {% stepper %} {% step %} #### Open the search page Click the **magnifying glass icon** on the PEARS homepage to open the search page. ![Screenshot: The PEARS homepage with the magnifying glass search icon highlighted in the top navigation bar](/files/gp98jYY4blXzWiNJkT3L) {% endstep %} {% step %} #### Apply filters (optional) Use the filter options to narrow your search by **reporting period**, **program area**, or **specific modules**. Click **Apply** to save your filter selections. ![Screenshot: The search page filter panel showing reporting period, program area, and module filter dropdowns](/files/UXyNpeowD3ov23XYw49e) {% endstep %} {% step %} #### Enter search keywords Type your keywords into the search field and press **Enter**. Results display matching records accessible to your user account, listed newest to oldest. ![Screenshot: Search results page showing matching records with module badges, record titles, and date information](/files/MB8R5Tx6YDKpg7dFe7jS) {% endstep %} {% endstepper %} ## Searchable Fields by Module The search feature looks through the following fields in each module: | Module | Searchable Fields | | ------------------------------ | -------------------------------------------------------------------------------- | | **Action Plans** | Title, situation statement, public value, outcomes, indicators, intended outputs | | **Action Plan Outcomes** | Short-term, medium-term, and long-term evidence | | **Program Activities** | Activity name, site, comments, recipes used | | **Success Stories** | Title, keywords, background, narrative, quotes | | **Indirect Activities** | Title, recipes used, activity channel | | **PSE Site Activities** | Site, setting, intervention topic, comments, changes adopted | | **Partnerships** | Name, site, assistance type, relationship depth | | **Coalitions** | Name, assistance type, members, relationship depth | | **Social Marketing Campaigns** | Name, intervention topics, details | ## Modules Not Included in Search The following modules are not included in the site-wide search: Surveys, Professional Development, Quarterly Efforts, Direct Contacts, Performance Reviews, and Community Relationships (CRM). To find records in these modules, navigate to the module directly and use the module's built-in filters. ## Access Permissions Search results are limited to records you have permission to view. Your access depends on your collaborator status, supervisor roles, program area assignments, and data manager designation. # List Views and Filters Learn how to navigate list views, apply filters, search for records, and export data across PEARS modules. Every reporting module in PEARS uses a list view to display records. List views provide filtering, searching, and exporting tools to help you find and manage your data. ## Page Layout When you open a module, the page displays: * **Module title and description** at the top of the page * **Filter controls** for narrowing the displayed records * **Search bar** for keyword-based record lookup * **Record list** showing matching records * **Add button** for creating new records * **Export button** for downloading data ![Screenshot: A module list view page showing all layout elements — module title at top, filter dropdowns, search bar, record list table, and Add/Export buttons](/files/oH0dNXg93NDORjbfiJVV) ## Filters ### Default Filters By default, list views show records from the **current reporting year** that were **created by you**. You can adjust these filters to see other records you have permission to access. ### Applying Filters * Click a filter dropdown to view available options. * Select one or more options within each filter. Filters update the list in real time. * Click the **More** button to access additional filter options. * Filters show records matching **any** selected option within a filter category. ![Screenshot: Filter controls showing open dropdown menus with selectable options and the More button for additional filters](/files/8DVcEtToiAtIICEoqyBu) ### Clearing Filters * Click the **x** next to any active filter to remove it. * Click **Reset** to return all filters to their default settings. ![Screenshot: Active filter tags with x buttons for removal and the Reset button to clear all filters](/files/eVC891GntynCquBZXa3W) {% hint style="info" %} **TIP:** Records remain in the system even when they are not visible in your current view. Adjusting filters does not delete or modify any records. {% endhint %} ## Sorting Click a sortable column header to sort the list by that column. Both the column title and its **sort arrows** are clickable, and clicking again reverses the sort direction. ## Search Use the search bar to find records by keyword. The search respects your current filter settings, so only records matching both the filters and the search term are displayed. {% hint style="info" %} **TIP:** Your search text is preserved when you navigate away from a list view and return. This means you do not need to re-enter your search term each time you open the module. {% endhint %} ## Adding Records Click the **Add** button to create a new record. This opens a blank form for the selected module. ## Exporting Data Click the **Export** button to download an Excel spreadsheet containing all records that match your current filter and search criteria. {% hint style="info" %} **TIP:** Apply filters before exporting to control which records are included in the download. {% endhint %} ## Access Permissions The records visible in your list view depend on your user permissions. You may see records where you are a collaborator, records within your supervisory scope, records in your program areas, or all records if you are a data manager. # Add Custom Data Learn how to enter organization-specific custom data fields when creating records in PEARS. The Custom Data section allows organizations to collect data specific to their unique work and reporting requirements. Organization administrators design which fields appear in this section, making it customizable per organization. ## Applicable Modules Custom Data fields can appear in the following modules: * Action Plans * Community Relationships (CRM) * Direct Contacts * Program Activities * PSE Site Activities * Social Marketing Campaigns * Indirect Activities * Partnerships * Coalitions * Success Stories * Quarterly Efforts * Action Plan Reports ## How to Add Custom Data {% stepper %} {% step %} #### Locate the Custom Data section When creating or editing a record, find the **Custom Data** section in the progress panel. In most modules, Custom Data appears after the Collaborators section. For modules without a Collaborators section, Custom Data appears after General Information. ![Screenshot: The record progress panel with the Custom Data section highlighted in the navigation sidebar](/files/L3K7ygsX6CFR2WMep3wE) {% endstep %} {% step %} #### Complete the fields Enter information into each field on the Custom Data page. Required fields are marked with a red asterisk (\*). {% endstep %} {% step %} #### Save your work Click **Save and Continue** to advance to the next section, or click **Save** to store your progress and review the record details. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** The fields displayed on the Custom Data page are configured by your organization's administrators. Different organizations may see different fields for the same module. {% endhint %} {% hint style="warning" %} **NOTE:** The record must be saved before custom data fields will display. If you do not see the Custom Data section, save the record first and then navigate back to it. Records cannot be saved until all required custom data fields are completed. {% endhint %} ## Managing Custom Fields Organization administrators can add, edit, and configure custom fields through the [Manage Custom Fields](/administration/administration/manage-custom-fields) administration page. # Add Partners Learn how to link partnership records to other PEARS records. The Partners section allows you to link existing partnership records to records in other modules. This documents which partners contributed to a specific activity or story. ## Applicable Modules The Partners section is available in the following modules: * Program Activities * PSE Site Activities * Indirect Activities * Success Stories ## How to Add a Partner {% stepper %} {% step %} #### Navigate to the Partners section Click **Partners** in the progress panel of the record you are working on. {% endstep %} {% step %} #### Click Add a Partner Click **Add a Partner** to begin linking a partnership record. {% endstep %} {% step %} #### Select the partner Choose the partner's name from the dropdown list. The list contains all Partnership records reported in your organization for the current reporting period. {% hint style="info" %} **TIP:** If the partner you need is not listed, the partnership must first be created in the [Partnerships](/engage/partnerships) module. {% endhint %} {% endstep %} {% step %} #### Document contributions Select the partner's contributions to the record. {% endstep %} {% step %} #### Save the partner Click **Save** to add the partner to the record. {% endstep %} {% endstepper %} ## Managing Partners After adding partners, you can: * **Add** more partners by clicking the **Add** button. * **Edit** a partner's contributions by clicking the **Edit** button. * **Remove** a partner from the record by clicking the **Delete** button. When finished, click **Save and Continue** to proceed to the next section, or **Save** to preserve changes and view record details. {% hint style="info" %} **TIP:** When copying individual records within the same reporting period, partners transfer automatically. The Copy Multiple feature does not copy partner associations. {% endhint %} # Export Data Export data from any PEARS module into Excel spreadsheets for additional analysis. The PEARS export feature allows you to download data from any module into Excel spreadsheets for additional analysis. You can export records you have created or have permission to access. ## How to Export {% stepper %} {% step %} #### Navigate to the module From the PEARS homepage, open the appropriate menu (**Plan**, **Engage**, **Reflect**, or **Analyze**) and select the module you want to export from. {% endstep %} {% step %} #### Filter your data Use the filter and search tools on the list view to refine which records will be included in the export. {% hint style="info" %} **TIP:** The export includes only the records that match your current filter and search criteria. Adjust filters before exporting to control the data set. {% endhint %} {% endstep %} {% step %} #### Click Export Click the **Export** button. An Excel document downloads automatically to your device containing all listed records. ![Screenshot: A module list view with the Export button highlighted, showing filtered records ready for download](/files/dNIBnImj6YeCo5K2dfbY) {% endstep %} {% endstepper %} ## Export File Structure Each Excel export contains multiple tabs: * **Codebook** — Shows export metadata including the user who ran it, the timestamp, the filters that were applied, and descriptions of each field. * **Module data** — Contains the primary data from the selected records. * **Additional data tabs** — Supplementary information that is split into separate tabs when needed (e.g., session data, collaborator data). * **Collaborators** — Records from the Collaborators section of entries. ## Working with Exported Data * **Enable Editing** — Exports may open in Protected View. Click **Enable Editing** to modify the file. * **Freeze the top row** — Use **View > Freeze Panes** to keep column headers visible while scrolling. * **Sort and filter** — Use the Data menu to sort and filter columns. * **Formulas** — Use SUM, COUNT, VLOOKUP, and other Excel formulas for calculations. * **Pivot tables** — Create pivot tables to summarize data and generate graphs. ## State-Level Exports Administrators with state-level access can export data across multiple agencies: 1. Click your username in the top navigation bar and select **Switch Organization**. 2. Select the state-level organization. 3. Navigate to the desired module and export as described above. # Bulk Actions Use bulk actions to copy or edit multiple records at once across PEARS modules. Bulk actions allow you to copy or edit multiple records at the same time. This feature is available across most modules in PEARS and can save significant time when managing large numbers of records. {% hint style="info" %} **TIP:** Only records visible on the current page are processed during bulk actions. Increase the number of rows displayed per page to select more items at once. {% endhint %} ## Supported Modules Bulk actions are available in the following modules: * Direct Contacts * Program Activities * PSE Site Activities * Social Marketing Campaigns * Partnerships * Coalitions * Indirect Activities * Success Stories * Quarterly Efforts * Action Plan Reports {% hint style="warning" %} **NOTE:** Bulk copying is not available for Direct Contacts, Success Stories, or Quarterly Efforts. These modules only support bulk editing. {% endhint %} ## Bulk Copy Records {% stepper %} {% step %} #### Navigate to the module From the PEARS homepage, navigate to the module containing the records you want to copy. {% endstep %} {% step %} #### Filter the list Use the available filters to locate the records you want to copy, such as filtering by reporting period or program area. {% endstep %} {% step %} #### Select records Check the boxes next to the records you want to copy. ![Screenshot: Module list view with checkboxes selected next to several records, showing the Copy Items and Edit Field buttons above the list](/files/yDlGEZMuQ2UgNr7kqksL) {% endstep %} {% step %} #### Click Copy Items Click the **Copy Items** button above the list. {% endstep %} {% step %} #### Configure copy preferences In the popup menu, configure the copy preferences such as the target reporting period or other options specific to the module. ![Screenshot: The Copy Items popup dialog showing configuration options including target reporting period selection](/files/iaBvEfT7gQu632PrKQov) {% endstep %} {% step %} #### Click Copy Click **Copy** to create the duplicated records. PEARS validates the selections and provides a status update when the operation is complete. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Data managers can copy records to initialized reporting periods. Menu options vary depending on the module type. {% endhint %} ## Bulk Edit Records {% stepper %} {% step %} #### Navigate to the module From the PEARS homepage, navigate to the module containing the records you want to edit. {% endstep %} {% step %} #### Filter the list Use the available filters to narrow down the records you want to update. {% endstep %} {% step %} #### Select records Check the boxes next to the records you want to edit. {% endstep %} {% step %} #### Click Edit Field Click the **Edit Field** dropdown menu above the list. {% endstep %} {% step %} #### Choose the field to modify Select the field you want to change from the dropdown options. ![Screenshot: The Edit Field dropdown menu expanded showing available field options for bulk editing](/files/OIR8WofcyBMw06TUvxCN) {% endstep %} {% step %} #### Enter the new value Enter or select the new value for the field. {% endstep %} {% step %} #### Click Update Click **Update** to apply the changes. PEARS confirms success or reports any validation errors. {% endstep %} {% endstepper %} # Action Plans Create and manage strategic action plans that guide your programming efforts and track outcomes. An **Action Plan** in PEARS is a strategic document that outlines your programming goals, intended outcomes, and planned activities for a reporting period. Action plans connect your situation assessment to measurable outcomes and serve as the foundation for action plan reports. ## Getting Started To access Action Plans, hover over the **Plan** menu in the top navigation bar and click **Action Plans**. The Action Plans list displays all of your records with options to search, filter, sort, and create new entries. ![Screenshot: The Action Plans list view showing the table of action plan records with columns for title, reporting period, level, status, and program areas, along with the search bar, filter options, and Add Action Plan button at the top](/files/655NoqHXgCkX2k4fwA49) ## Workflow Creating a complete action plan involves several steps. PEARS guides you through each section in order: {% stepper %} {% step %} #### General Information Enter the plan title, reporting period, level, type, program areas, and other basic information. [Create an Action Plan](/plan/action-plans/create-an-action-plan) {% endstep %} {% step %} #### Collaborators Add other PEARS users who contributed to or should have access to this action plan. [Collaborators](/plan/action-plans/collaborators) {% endstep %} {% step %} #### Custom Data (if applicable) If your organization has custom data sections configured, complete the required custom data fields. {% endstep %} {% step %} #### Situation Assessment Describe the needs assessment results, situation statement, and public value for the plan. [Situation Assessment](/plan/action-plans/situation-assessment) {% endstep %} {% step %} #### Outputs Describe the activities, products, or deliverables that will be implemented to reach the plan's intended outcomes. [Outputs](/plan/action-plans/outputs) {% endstep %} {% step %} #### Outcomes & Indicators Define the short-term, medium-term, and long-term outcomes you expect, along with measurable indicators. [Outcomes and Indicators](/plan/action-plans/outcomes-and-indicators) {% endstep %} {% step %} #### Mark as Complete Once all required sections are finished, mark the action plan as complete. State-level plans are submitted for review. [Mark an Action Plan as Complete](/plan/action-plans/mark-an-action-plan-as-complete) {% endstep %} {% endstepper %} ## Additional Actions * [Copy an Action Plan](/plan/action-plans/copy-an-action-plan) — Duplicate an existing plan to a new reporting period or level. * [Action Plan Reports](/reflect/action-plan-reports/action-plan-reports) — Report on progress toward your action plan's outcomes. {% hint style="info" %} **TIP:** The **Plan Progress** panel on the right side of the action plan detail page shows your completion percentage and a checklist of remaining sections. {% endhint %} # Create an Action Plan Learn how to create a new action plan in PEARS, including selecting a level, type, and program areas. This article walks through the steps to create a new action plan in PEARS. An action plan defines your programming goals, connects to program areas, and establishes the framework for tracking outcomes. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Action Plans From the PEARS homepage, hover over the **Plan** menu in the top navigation bar and click **Action Plans**. {% endstep %} {% step %} #### Click Add Action Plan On the Action Plans list page, click the **Add Action Plan** button to open the action plan form. ![Screenshot: The Action Plans list page with the Add Action Plan button highlighted in the top-right area of the page](/files/LsS38gEIbpUTn0kdw4T2) {% endstep %} {% step %} #### Enter a Title In the **Title** field, enter a descriptive name for this action plan. Choose a title that clearly identifies the plan's focus or purpose. {% endstep %} {% step %} #### Select a Reporting Period In the **Reporting Period** field, select the reporting period that this action plan covers. The available reporting periods are determined by your organization's settings. {% endstep %} {% step %} #### Select a Level In the **Level** field, select the scope of this action plan: * **Individual** — A plan created by an individual staff member for their own programming. * **Unit** — A plan created for an entire extension unit. * **State** — A state-level plan that goes through the approval workflow. * **Multi-State** — A national-level plan for multi-state coordination. {% hint style="warning" %} **NOTE:** The level you select determines which plan types are available and whether the plan goes through an approval process. State-level plans require review and approval before they are finalized. {% endhint %} {% endstep %} {% step %} #### Select a Plan Type In the **Plan Type** field, select the type of plan. The available options depend on the level you selected: * **Individual/Unit level:** Local, Pilot * **State level:** Pilot, Core, Signature * **Multi-State level:** Multi-State {% endstep %} {% step %} #### Link to a State or Multi-State Plan (if applicable) If the **Linked State Action Plan** or **Linked Multi-State Action Plan** fields are available, select the parent plan that this action plan supports. * Individual plans can link to a state-level plan. * State plans can link to a multi-state plan. {% hint style="info" %} **TIP:** Linking your plan to a higher-level plan allows your organization to track how individual and unit efforts contribute to state and national goals. {% endhint %} {% endstep %} {% step %} #### Select Program Areas In the **Program Areas** field, select the program area(s) that this action plan addresses. {% endstep %} {% step %} #### Select a Unit (if applicable) If the **Unit** field is available, select the extension unit associated with this action plan. {% endstep %} {% step %} #### Select Critical Issues (if applicable) If the **Critical Issues** field is available, select any critical issues that this action plan addresses. More than one issue may be selected. {% endstep %} {% step %} #### Select Crisis Impact (if applicable) If the **Crisis Impact** field is available, select a crisis if this action plan was created in response to or impacted by a specific crisis event. {% endstep %} {% step %} #### Add Comments and Uploads (optional) In the **Comments** field, enter any additional notes about this action plan. In the **File Attachments** section, upload any relevant files or documents. {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the action plan and proceed to the [Collaborators](/plan/action-plans/collaborators) page. To save without continuing, click **Save** instead. ![Screenshot: The action plan General Information form showing all fields including Title, Reporting Period, Level, Plan Type, Program Areas, Unit, Comments, and File Attachments, with the Save and Save and Continue buttons at the bottom](/files/aViQM9Bdq4zGajYYgL2G) {% endstep %} {% endstepper %} # Collaborators Learn how to add collaborators to an action plan in PEARS. The Collaborators section allows you to grant other PEARS users access to view or edit your action plan. Collaborators can also be marked as contributors. {% hint style="info" %} **TIP:** Only staff members with active PEARS accounts can be added as collaborators. The creator of the record is automatically listed as a collaborator. {% endhint %} {% hint style="info" %} **TIP:** Collaborators on a **State-level** or **Multi-State** action plan can also view records linked to that plan's child plans. For example, a collaborator on a state-level plan can see individual and unit plans linked to it, along with their related records. For **Multi-State** plans, this visibility extends across organizations — a collaborator can see records linked to state-level child plans in other states. This does not grant access to the other organization itself, only to the linked records. {% endhint %} ## Add a Collaborator {% stepper %} {% step %} #### Navigate to the Collaborators Page After saving a new action plan, PEARS automatically takes you to the Collaborators page. You can also access it from the action plan detail page by clicking **Collaborators** in the progress panel. {% endstep %} {% step %} #### Click Add Collaborator Click the **Add Collaborator** button. A dialog box appears. {% endstep %} {% step %} #### Select a User and Set Access Search for and select the PEARS user you want to add. Set their access level to **View & Edit** or **View Only**, and optionally mark them as a **Contributor**. ![Screenshot: The Add Collaborator dialog showing the user search field, Access Level dropdown with View & Edit and View Only options, and the Contributor checkbox](/files/TgBZ5hZgYGEWPvuHoqBZ) {% endstep %} {% step %} #### Save Click **Save** to add the collaborator. {% endstep %} {% endstepper %} ## Continue to the Next Step After adding collaborators, click **Save and Continue** to proceed to the [Situation Assessment](/plan/action-plans/situation-assessment) page. # Add Situation Assessment Learn how to complete the situation assessment for an action plan in PEARS. The Situation Assessment section captures background context for your action plan, including whether a needs assessment was performed, the situation your programming addresses, and the public value your plan provides. {% stepper %} {% step %} #### Navigate to the Situation Assessment Page After completing the Collaborators step, PEARS directs you to the Situation Assessment page. You can also access it from the action plan detail page by clicking **Situation Assessment** in the progress panel. {% endstep %} {% step %} #### Indicate Whether a Needs Assessment Was Performed In the **Was a needs assessment performed for this action plan?** field, select **Yes** or **No**. If you select **Yes**, the **Brief description of assessment results** field appears. Enter a summary of the needs assessment findings. {% hint style="warning" %} **NOTE:** If you select **Yes**, the description field is required. You must provide a summary of the assessment results before continuing. {% endhint %} {% endstep %} {% step %} #### Enter a Situation Statement In the **Situation statement** field, describe the problematic condition or issue that demands a programmatic response. This sets the context for your action plan's goals and outcomes. {% endstep %} {% step %} #### Enter the Public Value (if applicable) In the **Public Value** field, describe the public benefit that your programming provides. This field is required for state-level plans. {% hint style="info" %} **TIP:** If your organization has the [Public Value Editor AI tool](/administration/administration/ai-tools#public-value-editor) enabled, the Public Value field includes an AI-powered editor that can draft a statement based on your needs assessment results, situation statement, and any additional context you provide. Click the AI button in the editor toolbar to open the generation modal. {% endhint %} {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the situation assessment and proceed to the [Outputs](/plan/action-plans/outputs) page. ![Screenshot: The Situation Assessment form showing the needs assessment Yes/No toggle, the assessment results text field, the Situation Statement text area, and the Public Value text area with the Save and Continue button at the bottom](/files/mGcaffRMqWXh4VAr0TZQ) {% endstep %} {% endstepper %} # Add Outputs Learn how to describe the planned outputs for an action plan in PEARS. The Outputs section describes the activities, products, or deliverables that will be implemented to reach your action plan's intended outcomes. {% stepper %} {% step %} #### Navigate to the Outputs Page After completing the Situation Assessment, PEARS directs you to the Outputs page. You can also access it from the action plan detail page by clicking **Outputs** in the progress panel. {% endstep %} {% step %} #### Describe Your Planned Outputs In the text editor, describe the activities, products, or deliverables you plan to implement. Be specific about what you will do to achieve the outcomes defined in your action plan. ![Screenshot: The Outputs text editor showing the rich text editing toolbar and the text area where users enter their planned outputs, with Save and Save and Continue buttons below](/files/ohbp8k2tplmmHiyLePn9)
EXAMPLE: Writing Effective Outputs Strong outputs are specific, actionable descriptions of what you plan to deliver. For example: * "Conduct a 6-session nutrition education series for SNAP-eligible adults at the Main Street Community Center." * "Develop and distribute a bilingual food safety guide for new immigrants in the county." * "Host 3 farm-to-table cooking demonstrations at local farmers markets during the summer season."
{% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the outputs and proceed to the [Outcomes and Indicators](/plan/action-plans/outcomes-and-indicators) page. {% endstep %} {% endstepper %} # Add Outcomes & Indicators Learn how to define outcomes and measurable indicators for an action plan in PEARS. The Outcomes and Indicators section defines the changes you expect your programming to produce and the measurable indicators that will track progress. Outcomes are organized by time frame: short-term, medium-term, and long-term. ## Navigate to the Outcomes and Indicators Page After completing the Outputs section, PEARS directs you to the Outcomes and Indicators page. You can also access it from the action plan detail page by clicking **Outcomes & Indicators** in the progress panel. ![Screenshot: The Outcomes and Indicators page showing the Short Term, Medium Term, and Long Term tabs, with the Add Outcome button and the list of existing outcomes with their indicators](/files/HNBcT4fapbCAHGd46dr0) ## Add an Outcome {% stepper %} {% step %} #### Select an Outcome Term Click the tab for the time frame of the outcome you want to add: * **Short Term** — Changes expected in the near term (e.g., increased knowledge or awareness). * **Medium Term** — Changes expected over several months (e.g., behavior changes). * **Long Term** — Changes expected over a year or more (e.g., health or economic outcomes). {% endstep %} {% step %} #### Enter the Outcome Click **Add Outcome** and enter the following: * **Short Name** — A brief label for the outcome (up to 100 characters). * **Full Name** — A detailed description of the expected change. {% endstep %} {% step %} #### Add Indicators to the Outcome Each outcome must have at least one measurable indicator. Click **Add Indicator** and enter: * **Indicator Name** — A description of how the outcome will be measured. * **Type** (if available) — Some organizations include a Type field to choose how the indicator is reported in the Action Plan Report. Select **Qualitative** (a textbox is provided for reporting) or **Quantitative** (a number field is provided for reporting). Selecting **Quantitative** reveals the Denominator field. * **Denominator** — For quantitative indicators, optionally enter a denominator value. * **Survey Question** — Optionally link the indicator to a specific survey question for automated data collection. ![Screenshot: The Add Indicator form showing the Indicator Name text field, Type dropdown with Qualitative and Quantitative options, Denominator field, and Survey Question dropdown](/files/pPC0byhYYSSW5VHFe3g0) {% hint style="info" %} **TIP:** Linking indicators to survey questions allows PEARS to automatically pull response data into your action plan reports. {% endhint %} {% endstep %} {% step %} #### Add Additional Outcomes and Indicators Repeat the steps above to add all outcomes and their indicators across each time frame. You can add multiple outcomes per term and multiple indicators per outcome. {% endstep %} {% step %} #### Continue Click **Continue** to proceed to the [Mark as Complete](/plan/action-plans/mark-an-action-plan-as-complete) page. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Every outcome must have at least one indicator before the Outcomes and Indicators section can be marked as complete. If any outcome is missing an indicator, PEARS will display a validation warning. {% endhint %} # Mark an Action Plan as Complete Learn how to mark an action plan as complete in PEARS and understand the approval workflow for state-level plans. After completing all required sections of an action plan, you can mark the record as complete. The behavior differs based on the plan level. ## Check Completion Status The **Plan Progress** panel on the right side of the action plan detail page shows your completion percentage and a checklist of required sections: * General Information * Collaborators * Situation Assessment * Outputs * Outcomes & Indicators * Custom Data (if required by your organization) ![Screenshot: The Plan Progress panel on the right side of the action plan detail page showing the completion percentage, a checklist of sections with green checkmarks for completed items, and the Mark as Complete button](/files/aViQM9Bdq4zGajYYgL2G) {% hint style="info" %} **TIP:** All items in the Plan Progress checklist must be marked as complete before you can mark the action plan as complete. {% endhint %} ## Mark as Complete {% stepper %} {% step %} #### Open the Action Plan Navigate to the action plan detail page. {% endstep %} {% step %} #### Click Mark as Complete Click the **Mark as Complete** button. If any required sections are incomplete, PEARS displays a list of the missing items. {% endstep %} {% step %} #### Confirm Confirm that you want to mark the action plan as complete. * **Individual and Unit plans** are marked as complete and become visible to other Extension staff. * **State-level plans** are submitted for review. The status changes to **Submitted** and a reviewer will approve the plan or request changes. ![Screenshot: The Mark as Complete confirmation dialog showing the plan title, completion status, and the Confirm button to finalize the action plan](/files/NYRxxqKu1Yw6ZPayBiSV) {% endstep %} {% endstepper %} ## Approval Workflow (State-Level Plans) State-level action plans go through a review process after submission: {% stepper %} {% step %} #### Plan Submitted When you mark a state-level plan as complete, its status changes to **Submitted** and a reviewer is notified. {% endstep %} {% step %} #### Reviewer Approves or Requests Changes The reviewer can: * **Approve** the plan — The status changes to **Approved** and the plan is finalized. * **Request Changes** — The status changes to **Changes Requested** and you receive an email with the reviewer's feedback. You can then edit the plan and resubmit. {% endstep %} {% endstepper %} ## Mark as Incomplete To make changes to a completed action plan, click the **Mark as Incomplete** button on the detail page. This reverts the plan to draft status. {% hint style="warning" %} **CAUTION:** For state-level plans, marking as incomplete changes the status back to **Draft** and removes it from the review queue. You will need to resubmit the plan for approval after making your changes. {% endhint %} # Edit an Action Plan Learn how to edit an existing action plan in PEARS. Follow the steps below to edit an existing action plan record. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Action Plans From the PEARS homepage, hover over the **Plan** menu and click **Action Plans**. {% endstep %} {% step %} #### Select an Action Plan The Action Plans list displays available records. Click the action plan you want to edit. {% endstep %} {% step %} #### Click Edit On the action plan detail page, click the **Edit** button. ![Screenshot: The action plan detail page showing the plan title, status, and the Edit button in the top-right area of the page](/files/PYvK135Rh0J0l43cdBsV) {% endstep %} {% step %} #### Edit the Action Plan Use the links below the progress bar to navigate to different sections of the form. Modify the action plan details as needed. For field-specific guidance, refer to: * [General Info](/plan/action-plans/create-an-action-plan) * [Add Situation Assessment](/plan/action-plans/situation-assessment) * [Add Outputs](/plan/action-plans/outputs) * [Add Outcomes & Indicators](/plan/action-plans/outcomes-and-indicators) {% endstep %} {% step %} #### Save Click **Save and Continue** to save changes and proceed to the next section, or click **Save** to save and return to the record detail page. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** All users within your organization can see approved State-level plans and all finished Individual/Unit-level plans. {% endhint %} {% hint style="warning" %} **NOTE:** By default, the Action Plan list shows records created in the current reporting year. Click the **Filter** button to access records from other reporting periods. {% endhint %} # Delete an Action Plan Learn how to delete an action plan in PEARS. Follow the steps below to delete an action plan record. {% stepper %} {% step %} #### Navigate to Action Plans From the PEARS homepage, hover over the **Plan** menu and click **Action Plans**. {% endstep %} {% step %} #### Select an Action Plan Click the action plan you want to delete. {% endstep %} {% step %} #### Click Delete On the action plan detail page, click the **Delete** button. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the action plan. ![Screenshot: The delete confirmation dialog asking the user to confirm permanent deletion of the action plan, with OK and Cancel buttons](/files/YLqOHy25TEfZq7r16IGY) {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting an action plan is permanent and cannot be undone. Linked records such as Action Plan Reports may also be affected. {% endhint %} {% hint style="warning" %} **NOTE:** You may only delete records you created in the current reporting period, unless you are a Data Manager. Organization Data Managers are listed in the [PEARS Directory](/accounts-and-permissions/accounts-and-permissions/directory). {% endhint %} # Copy an Action Plan Learn how to copy an action plan in PEARS to a new reporting period or level. You can copy an existing action plan to create a new plan that starts with the same information. This is useful when creating plans for a new reporting period or adapting a state-level plan for individual or unit use. ## Copy Options Depending on your permissions and the plan's level, different copy options may be available: * **Copy to Next Reporting Period** — Creates a copy in the next available reporting period. * **Copy to Current Reporting Period** — Creates a copy in the current reporting period (for plans from previous periods). Organization administrators and data managers can copy any individual-level plan from a past reporting period to the current year, including plans they did not create. * **Copy to Individual Plan** — Creates an individual-level copy from an approved state-level plan. * **Copy to Unit Plan** — Creates a unit-level copy from a state-level plan. * **Copy to State Plan** — Creates a state-level copy (requires administrator permissions). {% hint style="info" %} **TIP:** A target reporting period is offered for copying as soon as it includes at least one of the plan's **Critical Issues** and one of its **Program Areas** — it no longer needs to be fully set up first. **Completed** and **Approved** plans can be copied forward, and copying to a reporting period is available to organization administrators as well as Program Area Team Leaders and Consultants for that period. If none of these criteria are met, PEARS displays a message explaining why the copy isn't available. {% endhint %} ## Copy an Action Plan {% stepper %} {% step %} #### Open the Action Plan Navigate to the action plan detail page. {% endstep %} {% step %} #### Select a Copy Option Click the **More** dropdown menu and select the appropriate copy option. ![Screenshot: The action plan detail page with the More dropdown menu expanded, showing copy options such as Copy to Next Reporting Period, Copy to Individual Plan, and Copy to Unit Plan](/files/uvyySDrXiyQ2kYUDivjP) {% endstep %} {% step %} #### Review the Copy PEARS creates the new action plan and opens it for editing. The title is appended with "(Copy)". Review and update the following: * **Title** — Edit the title to give the new plan a unique, descriptive name. * **Reporting Period** — Verify the correct reporting period is selected. * **Collaborators** — The collaborator list is reset and needs to be reconfigured. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** When copying a plan, all outcomes and indicators are carried over to the new plan. Linked state and multi-state plan references may be cleared or preserved depending on the copy type. {% endhint %} # Export Export action plan data from PEARS as an Excel workbook. The Action Plans export generates an Excel (.xlsx) workbook containing data from your action plans. The export includes the plan details, collaborators, and outcome indicators across multiple worksheets. ## Getting Started To export action plans, navigate to the Action Plans list under the **Plan** menu and click the **Export** button. The export includes all action plans matching your current filters. ![Screenshot: The Action Plans list page with the Export button highlighted, showing the filter options applied above the list of action plan records](/files/LsS38gEIbpUTn0kdw4T2) {% hint style="info" %} **TIP:** Apply filters before exporting to limit the results to a specific reporting period, status, or program area. Large exports are processed in the background and you will receive an email when the file is ready to download. {% endhint %} ## Workbook Structure The export workbook contains the following worksheets. Data can be linked across worksheets using the **plan\_id** column. * **Codebook** — Describes each column in the workbook and provides notes about the exported data. * **Action Plan Data** — One row per action plan with fields including title, reporting periods, organization, unit, level, program areas, situation assessment details, status, and timestamps. * **Collaborators** — One row per collaborator per action plan, including the user's name, access level, contributor status, and contribution description. * **Outcome Indicators** — One row per outcome indicator, including the outcome term, text, linked survey question, and denominator. Indicators are grouped by outcome. # Surveys Create and manage evaluation surveys to collect participant data for your programs in PEARS. **Surveys** in PEARS are evaluation instruments used to collect data from program participants. Surveys can be attached to program activities, performance reviews, and other modules to measure outcomes. You can design custom surveys, manage questions, share surveys with other users, and collect responses online. ## Getting Started To access Surveys, hover over the **Plan** menu in the top navigation bar and click **Surveys**. The Surveys list displays all surveys you have access to, with options to search, filter, and create new surveys. ## Workflow Creating a survey ready for use involves several steps: {% stepper %} {% step %} #### General Information Enter the survey title, purpose, delivery types, program areas, and other details. [Create a Survey](/plan/surveys/create-a-survey) {% endstep %} {% step %} #### Questions Design your survey by adding questions and response options. [Add Survey Questions](/plan/surveys/add-survey-questions) {% endstep %} {% step %} #### Permissions Choose whether to share the survey with other users, units, or organizations. [Survey Permissions](/plan/surveys/survey-permissions) {% endstep %} {% step %} #### Mark as Active Activate the survey so it can be attached to program activities and used to collect responses. [Mark a Survey as Active](/plan/surveys/mark-a-survey-as-active) {% endstep %} {% endstepper %} ## Additional Actions * [Copy a Survey](/plan/surveys/copy-a-survey) — Duplicate an existing survey to customize for a new use. {% hint style="info" %} **TIP:** Surveys must be marked as **Active** before they can be attached to program activities or other modules. Draft surveys are only visible to the creator and cannot be used for data collection. {% endhint %} # Create a Survey Learn how to create a new evaluation survey in PEARS. This article walks through the steps to create a new survey in PEARS. Surveys define the questions and response options used to evaluate your programming. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Surveys From the PEARS homepage, hover over the **Plan** menu in the top navigation bar and click **Surveys**. {% endstep %} {% step %} #### Click Add Survey On the Surveys list page, click the **Add Survey** button to open the survey form. ![Screenshot: The Surveys list page with the Add Survey button highlighted in the top-right area of the page](/files/wQXihFlobQ7hCKx8fBO2) {% endstep %} {% step %} #### Enter a Survey Title In the **Survey Title** field, enter a descriptive name for this survey. {% endstep %} {% step %} #### Select a Purpose In the **Purpose** field, select the purpose of this survey from the dropdown. {% hint style="info" %} **TIP:** The most common purpose is **Direct Education**, which is used for surveys attached to program activities. Additional options may be available to organization administrators. {% endhint %} {% endstep %} {% step %} #### Select a Type In the **Type** field, select the survey type (e.g., Program). {% hint style="info" %} **TIP:** The Type field is locked once survey responses have been collected. **Data managers** can still change the Type after responses exist if needed. {% endhint %} {% endstep %} {% step %} #### Select Delivery Types In the **Delivery Types** field, select how this survey may be used. You can select multiple options.
GLOSSARY: Delivery Types * **Pre** — The survey is designed to be administered before a program begins. * **Post** — The survey is designed to be administered after a program concludes. * **Follow-up** — The survey is designed to be administered at a later date. * **Retrospective** — The survey asks participants to reflect on both before and after states, administered at program conclusion. **Note:** Retrospective surveys cannot be combined with other delivery types.
{% endstep %} {% step %} #### Enter a Description (optional) In the **Description** field, provide a brief description of the survey's purpose or content. {% endstep %} {% step %} #### Enter a Copyright Notice (optional) In the **Copyright notice, if applicable** field, enter any copyright information for the survey instrument. {% endstep %} {% step %} #### Select Program Areas (if applicable) In the **Program Areas** field, select the program area(s) this survey is associated with. This field is required for Direct Education surveys. {% hint style="warning" %} **NOTE:** The program areas selected here determine which program activities can use this survey. Only program activities with matching program areas will be able to attach this survey. {% endhint %} {% endstep %} {% step %} #### Select Indicators (if applicable) If the **Indicators** field is available, select any SNAP-Ed Evaluation Framework indicators that this survey measures. {% endstep %} {% step %} #### Enable Aggregate Responses (optional) Check the **Allow entering response data as aggregate counts** toggle if you want users to be able to enter summarized response data instead of individual responses when this survey is attached to a program activity. {% endstep %} {% step %} #### Upload a Print Version (optional) In the **Print Version** section, upload a printable version of the survey (PDF, DOCX, or other supported format). This file will be available for download from the survey detail page. {% endstep %} {% step %} #### Upload Instructions (optional) In the **Instructions** section, upload any instruction documents for administering the survey. {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the survey and proceed to the [Questions](/plan/surveys/add-survey-questions) page. ![Screenshot: The survey General Information form showing the Survey Title, Purpose dropdown, Delivery Types checkboxes, Description, Copyright notice, Program Areas, Indicators, aggregate response toggle, and file upload sections with Save and Save and Continue buttons](/files/y976UYOLhN4GDMsKAgLa) {% endstep %} {% endstepper %} # Add Questions to a Survey Learn how to add and manage questions on a survey in PEARS. The Questions page is where you design your survey by adding questions, defining response options, and organizing the question order. ## Navigate to Survey Questions After saving a new survey, PEARS takes you to the Questions page. You can also access it from the survey detail page by clicking **Questions** in the progress panel. ## Add a Question from the Question Library The Question Library is the primary way to add questions to a survey. It contains questions that have been used across surveys in your organization, allowing you to reuse existing questions for consistency. {% stepper %} {% step %} **Click Add Question** On the Questions page, click the **Add Question** button. The Question Library opens. {% endstep %} {% step %} **Search and filter the library** Use the search bar and filters to find questions. You can filter by: * **Author** — Narrow the library by who authored each question: * **My Questions** — Only questions you created. * **Questions Created By My Organization** — Only questions authored within your current organization. This is the default when the library opens, so users see a clean library of just their own org's content first. * **My Organization's Questions** — Questions your organization has used, including any that were imported or shared in from elsewhere. * **Question type** — Filter by graphable types, text types, or demographic types. * **Indicator** — Filter by linked SNAP-Ed indicators. Select one or more questions from the results. {% endstep %} {% step %} **Add selected questions** Click **Add** to add the selected questions to your survey. The questions are copied into your survey and can be customized without affecting the originals. {% endstep %} {% endstepper %} ## Create a Custom Question If the Question Library does not contain a suitable question, you can create a custom question. {% stepper %} {% step %} **Open the custom question form** In the Question Library, click the **Custom Question** link below the search results. {% endstep %} {% step %} **Choose Question or Text** Select whether the item is a **Question** (collects responses) or **Text** (provides instructions or supplemental information without responses). {% endstep %} {% step %} **Select a Question Type** Choose the type of question from the dropdown. Question types include: * **Text-based types** — Open-ended text responses. * **Graphable types** — Multiple choice, rating scales, and other types that can be charted in reports. * **Demographic types** — Automatically generate answer options and must match specific requirements to ensure data calculates correctly in PEARS. {% hint style="info" %} **TIP:** Graphable question types allow PEARS to generate visual charts and summary statistics from the response data. {% endhint %} {% endstep %} {% step %} **Enter the Question Text** Type the question text in the text field. You can add formatted text, include images with captions and alignment options, and provide alternate text for pre/post surveys. {% hint style="info" %} **TIP:** Question text cannot consist of images only. You can optionally set a **Field Name** to control how the question displays in exports. {% endhint %} {% endstep %} {% step %} **Add Response Options (if applicable)** For multiple choice or rating scale questions, add the response options that participants can choose from: * Enter the option text. * Optionally assign a **numeric value** to each response option for scoring purposes. * Optionally upload an **image** for visual response options. * Optionally mark the **correct answer** for knowledge-based questions. Click **Add Option** to add additional response options. {% endstep %} {% step %} **Link to Indicators (if applicable)** If your organization uses SNAP-Ed indicators, you can tag individual questions with the indicators they measure. This allows PEARS to connect survey responses to action plan outcomes. {% endstep %} {% step %} **Save the Question** Click **Save** to save the question. Repeat the steps above to add all questions to your survey. {% endstep %} {% endstepper %} {% hint style="warning" %} **CAUTION:** It is best to edit custom questions as soon as possible after creating them. Once a custom question has been added to other surveys, editing may become unavailable. {% endhint %} ## Manage Questions * **Reorder questions** — Use drag-and-drop or the ordering controls to rearrange questions. * **Edit a question** — Click on a question to modify its text, type, or response options. * **Delete a question** — Click the delete button to remove a question. * **Lock a question** — Questions can be locked to prevent editing after responses have been collected. ![Screenshot: The Questions page showing a list of survey questions with drag handles for reordering, pencil icons for editing, delete buttons, lock icons, and the Add Question button at the top](/files/DqVzIcwJy5TmKjPiGjKl) {% hint style="warning" %} **CAUTION:** Once a survey has collected response data, its questions can no longer be modified. Make sure all questions are finalized before marking the survey as active and collecting responses. {% endhint %} ## Continue to the Next Step Click **Save and Continue** to proceed to the [Permissions](/plan/surveys/survey-permissions) page. # Set Permissions for a Survey Learn how to share a survey with other users, units, or organizations in PEARS. The Permissions page allows you to control who can access and use your survey. You can share surveys with individual users, extension units, or entire organizations. {% hint style="warning" %} **NOTE:** Sharing settings do not take effect until the survey is marked as **Active**. Draft surveys are only accessible to the survey creator. {% endhint %} ## Navigate to Survey Permissions After completing the Questions step, PEARS directs you to the Permissions page. You can also access it from the survey detail page by clicking **Permissions** in the progress panel. {% stepper %} {% step %} #### Indicate Whether to Share In the **Do you want to share this survey with others?** field, select **Yes** or **No**. If you select **No**, only you and your collaborators will be able to use the survey. {% endstep %} {% step %} #### Add Individual Permissions If you chose to share (but not make public), click **Add Shares** to grant access to specific users, units, or organizations. For each permission, select: * **Scope** — Choose whether to share with an individual user, an extension unit, or an organization. * **Entity** — Select the specific user, unit, or organization. * **Allow to copy** — Choose **Yes** or **No** to allow the entity to create their own copy of the survey. * **Allow to view all data** — Choose **Yes** or **No** to allow the entity to view all response data. Click **Save** to add the permission. {% endstep %} {% step %} #### Review Permissions The permissions table shows all current shares with their access levels. You can **Edit** or **Delete** individual permissions. ![Screenshot: The Permissions page showing the permissions table with columns for Scope, Entity, Allow to Copy, Allow to View All Data, and Edit/Delete action buttons](/files/kNgXPijokYx1wf0j6DJi) {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to proceed to the [Mark as Active](/plan/surveys/mark-a-survey-as-active) page. {% endstep %} {% endstepper %} {% hint style="warning" %} **CAUTION:** If you share a survey and it is already in use (attached to program activities), you cannot remove sharing. To restrict access, you must first remove the survey from all program activities. {% endhint %} # Add a Custom Question to a Survey Learn how to add a custom question to a survey in PEARS. If the Question Library does not contain a suitable question, you can create a custom question directly within a survey. Custom questions can include formatted text, images, and configurable response options. {% hint style="info" %} **TIP:** The PEARS Team recommends using existing library questions when possible to save time and ensure consistency. {% endhint %} {% stepper %} {% step %} #### Navigate to Surveys From the PEARS homepage, hover over the **Plan** menu and click **Surveys**. {% endstep %} {% step %} #### Open the survey Click the survey title to open it. If your survey is not active, click the **x** next to the Status filter to show all surveys. {% endstep %} {% step %} #### Go to the Questions page Click **Questions** in the progress panel to open the questions page. {% endstep %} {% step %} #### Click Add Question Click the **Add Question** button. The Question Library opens. {% endstep %} {% step %} #### Click Custom Question Below the search results in the Question Library, click the **Custom Question** link to open the custom question form. {% endstep %} {% step %} #### Choose Question or Text Select whether the item is a **Question** (collects responses) or **Text** (provides instructions or supplemental information without responses). {% endstep %} {% step %} #### Select a Question Type Choose the type of question from the dropdown: * **Text-based types** — Open-ended text responses. * **Graphable types** — Multiple choice, rating scales, and other types that can be charted in reports. * **Demographic types** — Automatically generate answer options and must use corresponding question types for proper PEARS calculations. {% hint style="info" %} **TIP:** Graphable question types allow PEARS to generate visual charts and summary statistics from the response data. {% endhint %} {% endstep %} {% step %} #### Enter the question text Type the question text in the text box. Use the formatting tools (Bold, Italic, Underline) as needed. * Optionally add an image by clicking the image icon. Include alt text so screen reader users can understand the content. * For pre/post surveys, add alternate question text to change the tense (e.g., "Now that you have finished the program..."). * Optionally set a **Field Name** to control how the question displays in exports. {% endstep %} {% step %} #### Add response options (if applicable) For multiple choice or rating scale questions, configure the response options: * Enter the option text. * Optionally assign a **numeric value** to each option for scoring purposes. * Optionally upload an **image** for visual response options. * Optionally mark the **correct answer** for knowledge-based questions. Click **Add new option** to create additional response options. {% endstep %} {% step %} #### Link to indicators (if applicable) If your organization uses SNAP-Ed indicators, tag individual questions with the indicators they measure. Include exactly one "Unique Identifier" question type if using the "Responses by Matched ID" export feature. {% endstep %} {% step %} #### Save the question Click **Save Question** to add the custom question to your survey. {% endstep %} {% endstepper %} {% hint style="warning" %} **CAUTION:** Custom questions should be edited immediately after creation. Once a custom question has been added to other surveys, editing may become unavailable. {% endhint %} # Format a Survey Learn how to format and organize questions on a survey in PEARS. The Questions page includes tools to reorder, indent, edit, and configure questions after they have been added to a survey. {% stepper %} {% step %} #### Navigate to the Questions page Open the survey and click **Questions** in the progress panel. {% endstep %} {% step %} #### Reorder questions Click and drag questions into the desired order on the page. {% endstep %} {% step %} #### Indent questions Click **Increase Depth** to indent questions for visual organization. This is useful for grouping related or multi-part questions together. {% hint style="info" %} **TIP:** A maximum of 3 depth layers is allowed. Questions increase one layer at a time. {% endhint %} {% endstep %} {% step %} #### Edit question text Click the **pencil icon** on a question to edit its wording. You can also adjust alternate text for follow-up surveys and set field names for data exports. {% endstep %} {% step %} #### Mark questions as required Click the **asterisk icon** on a question to mark it as required. Required questions must be answered before the survey can be submitted. {% endstep %} {% step %} #### Remove question numbering Click **Not Numbered** to remove numbering from headings or questions that should not be numbered. {% endstep %} {% step %} #### Lock a question Click **Lock** to prevent a question from being removed in future survey copies. {% hint style="warning" %} **NOTE:** Locking questions prevents removal but may complicate editing in copies of the survey. {% endhint %} {% endstep %} {% step %} #### Duplicate a question Click the **copy action button** to duplicate a question along with its response options. {% endstep %} {% step %} #### View metadata Select **Show Metadata** to view advanced information such as the question ID and type. {% endstep %} {% step %} #### Continue Click **Continue** to proceed to the [Permissions](/plan/surveys/survey-permissions) page. {% endstep %} {% endstepper %} # Mark a Survey as Active Learn how to activate, deactivate, or revert a survey to draft status in PEARS. Surveys must be marked as **Active** before they can be attached to program activities or used to collect responses. The status page allows you to transition a survey between Draft, Active, and Inactive states. ## Survey Status Lifecycle * **Draft** — The survey is being designed. Questions and settings can be freely edited. The survey cannot be attached to program activities. * **Active** — The survey is available for use. It can be attached to program activities and used to collect responses. Some fields become read-only. * **Inactive** — The survey is no longer available for new attachments, but existing response data is preserved and included in reports. ## Activate a Survey {% stepper %} {% step %} #### Navigate to the Toggle Status Page From the survey detail page, click **Mark as Active** in the progress panel. Or, after completing the Permissions step, PEARS directs you to the status page automatically. {% endstep %} {% step %} #### Review and Confirm PEARS displays a confirmation message. Review that all sections are complete: * General information is filled in. * At least one question has been added (required if the survey is shared). * Permissions have been configured (if sharing). Click **Confirm** to activate the survey. {% hint style="warning" %} **CAUTION:** Once a survey is active and has collected responses, its questions can no longer be modified. Ensure all questions are finalized before activating. {% endhint %} {% endstep %} {% endstepper %} ## Deactivate a Survey To prevent a survey from being attached to new program activities while preserving existing data, mark it as **Inactive**: 1. Open the survey detail page. 2. Click **Mark as Inactive** in the progress panel. 3. Confirm the status change. {% hint style="info" %} **TIP:** Inactive surveys and their response data are still included in reports. Surveys that are already attached to program activities can still be used to collect responses. {% endhint %} ## Revert to Draft If a survey has no responses and is not attached to any program activities, you can revert it to **Draft** status for further editing: 1. Open the survey detail page. 2. Click **Mark as Draft** in the progress panel. 3. Confirm the status change. # Print a Survey Learn how to print a survey from PEARS. You can print a formatted version of any survey directly from PEARS. {% stepper %} {% step %} #### Navigate to Surveys From the PEARS homepage, hover over the **Plan** menu and click **Surveys**. {% endstep %} {% step %} #### Open the survey Click the survey title to open the survey details page. {% endstep %} {% step %} #### Click Print Survey Click the **Print Survey** button on the survey details page. A print-formatted page loads displaying the survey. ![Screenshot: The survey detail page with the Print Survey button highlighted, showing the survey title, status, and other details above the button](/files/qnze4alzAdF9ceQdToOw) {% endstep %} {% step %} #### Print or save Right-click on the print page and select **Print** to send the survey to your printer or save it as a PDF. {% endstep %} {% endstepper %} # Copy a Survey Learn how to copy an existing survey in PEARS to create a customized version. You can copy an existing survey to create a new survey that starts with the same questions and settings. This is useful when you want to customize an existing survey or create a version with minor modifications. {% stepper %} {% step %} #### Open the Survey Navigate to the survey detail page for the survey you want to copy. {% endstep %} {% step %} #### Click Copy Click the **Copy** button on the survey detail page. The copy form appears. ![Screenshot: The survey copy dialog showing the Survey Name field pre-filled with Copy of followed by the original name, checkboxes for Questions and Permissions to include in the copy, and the Copy button](/files/1u6EbyogOmBBv9IA6fgE) {% endstep %} {% step %} #### Edit the Survey Name The **Survey Name** field is pre-filled with "Copy of" followed by the original survey name. Edit this to give the new survey a unique, descriptive name. {% endstep %} {% step %} #### Select Data to Copy Choose which elements to include in the copy: * **Questions** — Check this box to copy all questions and their response options from the original survey. * **Permissions** — Check this box to copy the sharing permissions from the original survey. {% endstep %} {% step %} #### Click Copy Click the **Copy** button to create the new survey. PEARS creates the copy and opens it for editing. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Copied surveys start in **Draft** status, regardless of the original survey's status. You can freely edit the questions and settings before activating the new survey. {% endhint %} {% hint style="warning" %} **NOTE:** You can only copy a survey if the survey owner has granted you copy permission, or if you are the survey creator. {% endhint %} # Professional Development Manage professional development event proposals, approvals, registrations, and development plans in PEARS. The **Professional Development** module in PEARS allows you to propose educational events, submit them for approval, register for approved opportunities, and build a personal development plan. Event proposals include details such as competencies, objectives, and audience, along with one or more scheduled occurrences. ## Getting Started To access Professional Development, hover over the **Plan** menu in the top navigation bar and click **Professional Development**. ![Screenshot: The Professional Development module landing page showing tabs for Plans, My Proposed Events, and Event Catalog, along with the list of records and the Add buttons](/files/suoy0Kno7jrXCFkFFAvm) ## Workflow {% stepper %} {% step %} #### Create an Event Proposal Enter the event title, level, contact information, core competencies, program areas, description, objectives, and audience. [Create an Event Proposal](/plan/professional-development/create-an-event-proposal) {% endstep %} {% step %} #### Add Event Occurrences Add one or more occurrences to the proposal with dates, location, delivery methods, and editors. [Add Event Occurrences](/plan/professional-development/add-event-occurrences) {% endstep %} {% step %} #### Submit for Review Mark the proposal as ready to submit so it can be reviewed and approved or rejected. [Submit for Review](/plan/professional-development/submit-for-review) {% endstep %} {% step %} #### Register for Opportunities Browse approved events and register for professional development opportunities. [Register for Opportunities](/plan/professional-development/register-for-opportunities) {% endstep %} {% step %} #### Create a Development Plan Build a development plan by selecting a program area, core competencies, approved opportunities, and other activities. [Create a Development Plan](/plan/professional-development/create-a-development-plan) {% endstep %} {% endstepper %} # Create an Event Proposal Learn how to create a new professional development event proposal in PEARS. An event proposal captures all the details about a professional development opportunity, including who it is for, what it covers, and who to contact. After creating a proposal, you will add one or more occurrences before submitting it for review. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Click Add Event Proposal Click the **Add Event Proposal** button to open the event form. ![Screenshot: The Professional Development page showing the My Proposed Events tab with the Add Event Proposal button highlighted](/files/GBWCX1WKE9q7kqjFjqa3) {% endstep %} {% step %} #### Enter a Title In the **Title** field, enter a descriptive name for this professional development event. {% endstep %} {% step %} #### Select a Level In the **Level** field, select the appropriate level for this event: * **Basic** — Introductory or foundational content. * **Advanced** — In-depth content for experienced participants. {% endstep %} {% step %} #### Select a Contact User In the **Contact User** field, select the primary contact person for this event. This is the person participants should reach out to with questions. {% endstep %} {% step %} #### Enter a Contact Phone Number In the **Contact Phone** field, enter the phone number for the contact person. {% endstep %} {% step %} #### Select Core Competencies In the **Core Competencies** field, select one or more competencies that this event addresses. The available competencies are filtered based on your organization. {% endstep %} {% step %} #### Select Program Areas In the **Program Areas** field, select the program area(s) that apply to this event. {% endstep %} {% step %} #### Enter a Description In the **Description** field, provide a detailed description of the event. Use the rich text editor to format the content as needed. {% endstep %} {% step %} #### Enter Objectives In the **Objectives** field, describe the learning objectives for participants. Use the rich text editor to format the content as needed. {% endstep %} {% step %} #### Enter the Audience In the **Audience** field, describe the intended audience for this event. Use the rich text editor to format the content as needed. {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the proposal and proceed to [Add Event Occurrences](/plan/professional-development/add-event-occurrences). ![Screenshot: The event proposal form showing all fields including Title, Level dropdown, Contact User, Contact Phone, Core Competencies multi-select, Program Areas, Description rich text editor, Objectives, and Audience, with Save and Save and Continue buttons at the bottom](/files/SLszTlcGfT8cJ5FaljOf) {% endstep %} {% endstepper %} # Add Event Occurrences Learn how to add occurrences with dates, location, and delivery methods to a professional development event proposal in PEARS. Each event proposal requires at least one occurrence. An occurrence represents a specific scheduled instance of the event and includes details such as dates, location, and delivery methods. You can add multiple occurrences if the event takes place more than once. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} ## Add an Occurrence {% stepper %} {% step %} #### Navigate to the Occurrences Section From the event proposal, navigate to the occurrences section. At least one occurrence must be added before the proposal can be submitted. {% endstep %} {% step %} #### Set the Schedule Type Select the scheduling option that applies to this occurrence: * **Is TBA** — Check this box if the event does not have a confirmed date yet. The start and end date fields will not be required. * **Is Ongoing** — Check this box if the event is a self-paced activity with no fixed schedule. The start and end date fields will not be required. If neither box is checked, specific dates are required. {% endstep %} {% step %} #### Enter Start and End Dates (if applicable) If the occurrence is not marked as **TBA** or **Ongoing**, enter the **Start Date** and **End Date** for this occurrence. Both fields are required when a specific schedule is set. {% endstep %} {% step %} #### Enter a Location In the **Location** field, enter the location where this occurrence will take place. {% endstep %} {% step %} #### Select Delivery Methods In the **Delivery Methods** field, select one or more methods that describe how this occurrence will be delivered (e.g., in-person, virtual, hybrid). {% endstep %} {% step %} #### Add Editors (optional) In the **Editors** field, select other PEARS users who should have permission to edit this occurrence. {% endstep %} {% step %} #### Select a Reporting Period In the **Reporting Period** field, select the reporting period that this occurrence falls within. {% endstep %} {% step %} #### Enter Other Information (optional) In the **Other Information** field, enter any additional details about this occurrence. Use the rich text editor to format the content as needed. {% endstep %} {% step %} #### Save the Occurrence Click **Save** to add the occurrence. Repeat these steps to add additional occurrences as needed. ![Screenshot: The event occurrence form showing the Is TBA and Is Ongoing checkboxes, Start Date and End Date fields, Location text field, Delivery Methods multi-select, Editors field, Reporting Period dropdown, Other Information rich text editor, and the Save button](/files/Mx0EdnLWZ3lUkL0uLUaf) {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** You cannot select both **Is TBA** and **Is Ongoing** for the same occurrence. Choose one or the other, or leave both unchecked to enter specific dates. {% endhint %} {% hint style="warning" %} **NOTE:** At least one occurrence is required before the event proposal can be submitted for review. {% endhint %} {% hint style="warning" %} **NOTE:** Occurrences in past reporting periods are read-only. All fields (date, location, delivery methods, description) are disabled, and the **Remove** button is not available. To make changes to an event, create a new occurrence in the current reporting period. {% endhint %} # Submit for Review Learn how to submit a professional development event proposal for review and approval in PEARS. Once your event proposal and occurrences are complete, you can submit the proposal for review. A reviewer will evaluate the proposal and either approve or reject it. {% stepper %} {% step %} #### Open the Event Proposal Navigate to the event proposal you want to submit. Verify that all required fields are complete and at least one occurrence has been added. {% endstep %} {% step %} #### Set Ready to Submit In the **Ready to Submit** field, select **Yes** to indicate that the proposal is ready for review. ![Screenshot: The event proposal detail page showing the Ready to Submit dropdown set to Yes, with the proposal details and occurrences listed above](/files/CJjM5HoSbheGjwKSXA4H) {% endstep %} {% step %} #### Save the Proposal Click **Save** to submit the proposal. The proposal will now be sent to a reviewer for evaluation. {% endstep %} {% step %} #### Await Review The reviewer will evaluate the proposal and take one of the following actions: * **Approved** — The event is approved and will become available as a registration opportunity. * **Rejected** — The proposal is returned with a reason for rejection. You will receive an email notification with the rejection reason. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Before setting **Ready to Submit** to **Yes**, review the proposal details and all occurrences to ensure accuracy. Once submitted, the proposal enters the review process. {% endhint %} {% hint style="warning" %} **NOTE:** If your proposal is rejected, review the rejection reason provided in the email notification, make the necessary changes, and resubmit the proposal. {% endhint %} # Register for Opportunities Learn how to browse and register for approved professional development opportunities in PEARS. After event proposals have been approved, they become available as professional development opportunities. You can browse these opportunities and register for events that align with your development goals. {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Develop** menu and click **Professional Development**. {% endstep %} {% step %} #### Browse Available Opportunities Review the list of approved professional development events. You can filter and search for opportunities by program area, competency, date, or other criteria. {% endstep %} {% step %} #### View Event Details Click on an event to view its full details, including the description, objectives, audience, level, and available occurrences. ![Screenshot: The event detail view showing the event title, description, objectives, audience, level, and a list of available occurrences with dates, locations, and Register buttons](/files/GZhKSaS6x8jiz4NSnWV2) {% endstep %} {% step %} #### Select an Occurrence Review the available occurrences for the event, including dates, location, and delivery methods. Select the occurrence that fits your schedule. {% endstep %} {% step %} #### Register Click the **Register** button to register for the selected occurrence. You will receive a confirmation of your registration. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Registered opportunities can be added to your development plan. See [Create a Development Plan](/plan/professional-development/create-a-development-plan) for details. {% endhint %} # Create a Professional Development Plan Learn how to create a professional development plan to track your goals and activities in PEARS. A development plan helps you organize your professional growth by selecting a focus area, core competencies, and the opportunities or activities that support your goals. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Click Add Development Plan Click the **Add Development Plan** button to open the development plan form. ![Screenshot: The Professional Development page showing the Plans tab with the Add Development Plan button highlighted](/files/suoy0Kno7jrXCFkFFAvm) {% endstep %} {% step %} #### Select a Program Area In the **Program Area** field, select the program area that represents the focus of your development plan. {% endstep %} {% step %} #### Select Core Competency In the **Core competency to focus on this year** field, select the competency that you want to develop or strengthen through this plan. {% endstep %} {% step %} #### Select a Reporting Period In the **Reporting Period** field, select the reporting period for this development plan. {% endstep %} {% step %} #### Select Events (optional) In the **Events** field, select from approved professional development events that you have registered for or plan to attend. These are events that have been approved through the proposal workflow. {% endstep %} {% step %} #### Add Other Activities (optional) If you have development activities outside of PEARS events, click **Add Another Activity** to add them. For each activity, enter a **Name** that describes the activity. You can add multiple other activities as needed. {% endstep %} {% step %} #### Save the Development Plan Click **Save** to create your development plan. ![Screenshot: The development plan form showing the Program Area dropdown, Core Competency dropdown, Reporting Period dropdown, Events multi-select field with approved events, Other Activities section with Add Another Activity button, and the Save button](/files/GaIUciGUWtiz8mdXF0LV) {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** You can update your development plan at any time to add new opportunities or activities as they become available. {% endhint %} {% hint style="warning" %} **NOTE:** Only approved events appear in the **Opportunities** field. If you do not see an event you are looking for, confirm that the event proposal has been approved. {% endhint %} # Edit an Event Proposal Learn how to edit an existing event proposal in PEARS. You can edit an event proposal to update its details, such as the title, description, competencies, or audience. {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Go to My Proposed Events Click the **My Proposed Events** tab to view your created event proposals. {% endstep %} {% step %} #### Open the event proposal Click the title of the event proposal you want to edit. {% endstep %} {% step %} #### Click Edit Click the green **Edit** button to make the event details editable. {% endstep %} {% step %} #### Update the event information Modify any fields as needed. See [Create an Event Proposal](/plan/professional-development/create-an-event-proposal) for guidance on completing each field. {% endstep %} {% step %} #### Save Click **Save** to preserve your changes. {% endstep %} {% endstepper %} # Edit a Professional Development Plan Learn how to edit a professional development plan in PEARS. You can edit a professional development plan to update its program area, competency, events, or other activities. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Open the development plan Click the development plan you want to edit from the list. {% hint style="info" %} **TIP:** By default, the list shows records you created in the current reporting year. Use the **Filter** button to locate other records. {% endhint %} {% endstep %} {% step %} #### Click Edit Click the **Edit** button to open the editing interface. {% endstep %} {% step %} #### Update the plan Make any necessary changes to the plan fields. See [Create a Professional Development Plan](/plan/professional-development/create-a-development-plan) for guidance on each field. {% endstep %} {% step %} #### Save Click **Save** to finalize your edits. {% endstep %} {% endstepper %} # Add an Event to a Development Plan Learn how to add an approved event to a professional development plan in PEARS. You can add approved professional development events to your development plan using the Event Catalog. {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Browse the Event Catalog Click the **Event Catalog** tab to view available approved events. ![Screenshot: The Event Catalog tab showing a list of approved professional development events with toggle switches, event titles, competencies, and dates](/files/LfoIbeJI5Gye6zRqjIfo) {% endstep %} {% step %} #### Toggle an event on Click the toggle switch next to the event you want to add. The icon changes color to indicate the event has been activated. {% endstep %} {% step %} #### Open your development plan Click the **Plans** tab, then click the development plan you want to add the event to. {% endstep %} {% step %} #### Click Edit Click the **Edit** button on the plan detail page. {% endstep %} {% step %} #### Select the event In the **Events** field, begin typing the event name. A dropdown menu displays matching options. Click the correct event to select it. Repeat this step to add multiple events as needed. {% endstep %} {% step %} #### Save Click **Save** to finalize your changes. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** By default, the development plan list shows records from the current reporting year. Click the **Filter** button to locate records from other periods. {% endhint %} # Remove an Event from a Development Plan Learn how to remove an event from a professional development plan in PEARS. You can remove events from a professional development plan if they are no longer applicable. {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Open the development plan Click the development plan containing the event you want to remove. {% endstep %} {% step %} #### Click Edit Click the **Edit** button on the plan detail page. {% endstep %} {% step %} #### Remove the event Locate the event to remove and click the **x** next to it. Repeat for any additional events you want to remove. {% endstep %} {% step %} #### Save Click **Save** to confirm the changes. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Verify which events you intend to remove before saving, as all removals are applied at once. {% endhint %} # Delete a Professional Development Plan Learn how to delete a professional development plan in PEARS. Follow the steps below to delete a professional development plan. {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Select a Development Plan Click the development plan you want to delete. {% endstep %} {% step %} #### Click Delete On the development plan detail page, click the **Delete** button. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the development plan. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting a development plan is permanent and cannot be undone. {% endhint %} # Delete an Event Proposal Learn how to delete an event proposal in PEARS. Follow the steps below to delete an event proposal. {% stepper %} {% step %} #### Navigate to Professional Development From the PEARS homepage, hover over the **Plan** menu and click **Professional Development**. {% endstep %} {% step %} #### Select an Event Proposal Click the **Event Proposals** tab, then click the event proposal you want to delete. {% endstep %} {% step %} #### Click Delete On the event proposal detail page, click the **Delete** button. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the event proposal. ![Screenshot: The delete confirmation dialog asking the user to confirm permanent deletion of the event proposal, with OK and Cancel buttons](/files/w9YuqjrVVJho3lXMjgUr) {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting an event proposal is permanent and cannot be undone. {% endhint %} # Performance Review Plans Manage annual performance review cycles with self-assessments, supervisor reviews, and optional board member reviews in PEARS. **Performance Review Plans** in PEARS provide a structured process for conducting annual staff evaluations. Administrators create review plans that define participation, assessment windows, and surveys. Staff members complete self-assessments, supervisors provide evaluations and feedback, and board members can optionally participate in the review process. ## Getting Started To access Performance Review Plans, hover over the **Plan** menu in the top navigation bar and click **Performance Review Plans**. The Performance Review Plans list displays all review plans with options to search, filter, and create new plans. ![Screenshot: The Performance Review Plans list view showing the table of review plan records with columns for year, positions, status, and assessment windows, along with the search bar, filter options, and Add Review Plan button](/files/6KZ6dPqu5SVkzqcmu1p1) ## Create a Review Plan An administrator creates a review plan that defines the review year, participating positions, assessment windows, and surveys. [Create a Review Plan](/plan/performance-review-plans/create-a-review-plan) {% hint style="info" %} **TIP:** Each stage of the review process has its own assessment window with start and deadline dates. Participants can only submit their reviews during the open window for their role. {% endhint %} {% hint style="warning" %} **NOTE:** Board member reviews are only available when the review plan has the **Uses Board Members** option enabled. If your organization does not use board member reviews, this stage is skipped. {% endhint %} # Create a Review Plan Learn how to create a performance review plan in PEARS, including setting assessment windows, selecting surveys, and configuring supporting data. This article walks through the steps for administrators to create a new performance review plan in PEARS. A review plan defines the review year, which positions participate, assessment windows for each role, and the surveys used for evaluation. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Performance Reviews From the PEARS homepage, hover over the **Plan** menu in the top navigation bar and click **Performance Review Plans**. {% endstep %} {% step %} #### Click Add Review Plan On the Performance Reviews list page, click the **Add Review Plan** button to open the review plan form. ![Screenshot: The Performance Review Plans list page with the Add Review Plan button highlighted in the top-right area](/files/Tk5tYLJPajVn26CQhuD9) {% endstep %} {% step %} #### Select a Year In the **Year** field, select the year this performance review covers. This is a required field and determines the review period for all participants. {% endstep %} {% step %} #### Select Positions In the **Positions** field, select the position(s) that will participate in this review cycle. You can select multiple positions. Only users assigned to the selected positions will be included in the review. {% endstep %} {% step %} #### Set the User Assessment Window Configure the time period during which staff members can complete their self-assessments: * **Start Date/Time** — The date and time the self-assessment window opens. * **Deadline Date/Time** — The date and time the self-assessment window closes. Staff members can only submit their self-assessments during this window. {% endstep %} {% step %} #### Set the Supervisor Window Configure the time period during which supervisors can complete their reviews: * **Start Date/Time** — The date and time the supervisor review window opens. * **Deadline Date/Time** — The date and time the supervisor review window closes. {% hint style="warning" %} **NOTE:** The supervisor window should typically begin on or after the user assessment deadline so that supervisors can review completed self-assessments. {% endhint %} {% endstep %} {% step %} #### Set the Board Member Window (optional) If your review plan includes board member participation, check the **Uses Board Members** option and configure the board member assessment window: * **Start Date/Time** — The date and time the board member review window opens. * **Deadline Date/Time** — The date and time the board member review window closes. If your organization does not use board member reviews, leave the **Uses Board Members** option unchecked and skip this step. {% endstep %} {% step %} #### Select the Self Assessment Survey (optional) In the **Self Assessment Survey** field, select the survey that staff members will complete as part of their self-assessment. This survey is optional — leave it blank to skip the self-assessment step for this plan. {% hint style="info" %} **TIP:** The survey must already exist in the Surveys module and be marked as **Active** before it can be selected here. See [Surveys](/plan/surveys) for instructions on creating and activating surveys. {% endhint %} {% endstep %} {% step %} #### Select the Supervisor Survey (optional) In the **Supervisor Survey** field, select the survey that supervisors will complete when evaluating each staff member. This survey is also optional and independent of the self-assessment — a plan can use one survey, both, or neither. {% hint style="info" %} **TIP:** When a survey isn't configured, its assessment step is hidden from the review workflow, and the review can still be completed without it. {% endhint %} {% endstep %} {% step %} #### Select the Board Member Survey (optional) If the **Uses Board Members** option is enabled, select the survey that board members will complete in the **Board Member Survey** field. This field is only required when board member reviews are enabled. {% endstep %} {% step %} #### Configure Copy User Review to Supervisor (optional) Check the **Can Copy User Review to Supervisor** option if you want the staff member's self-assessment survey responses to be pre-populated into the supervisor's survey. This allows supervisors to see the user's self-ratings alongside their own evaluation. This option is only available when both the self-assessment and supervisor surveys are configured and identical. {% endstep %} {% step %} #### Configure Supporting Data (optional) If you want staff members to include data from other PEARS modules in their self-assessments, check the **Uses Supporting Data** option. Then configure the supporting data requirements: **Module Choices** — Select which PEARS modules staff members can pull supporting data from: * Action Plans * Professional Development Plans * Action Plan Reports * Quarterly Efforts * Program Activities * Success Stories **Year** — For each selected module, specify which year of data to include relative to the review year: * **Previous** — Data from the year before the review year. * **Same** — Data from the same year as the review year. * **Next** — Data from the year after the review year. {% hint style="info" %} **TIP:** Supporting data gives reviewers context about the staff member's work and accomplishments. Select the modules and year that are most relevant to your organization's evaluation criteria. {% endhint %} {% endstep %} {% step %} #### Save the Review Plan Click **Save** to create the review plan. Once saved, the plan is active and participants will be able to access their assessments when their respective windows open. ![Screenshot: The review plan form showing the Year dropdown, Positions multi-select, User Assessment Window date/time fields, Supervisor Window date/time fields, Board Member settings, survey dropdowns, Copy User Review toggle, Supporting Data configuration, and the Save button](/files/z7xdaBaQ67cxuiSseSwe) {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Changes to assessment windows or participating positions after the review plan is created may affect users who have already started their assessments. Review all settings carefully before saving. {% endhint %} # Create a Performance Review Assessment Learn how to create a performance review assessment survey in PEARS. A performance review assessment is a survey with the purpose set to "Performance Review." These surveys are used within performance review plans for self-assessments, supervisor reviews, and board member reviews. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Surveys From the PEARS homepage, hover over the **Plan** menu and click **Surveys**. {% endstep %} {% step %} #### Click Add Survey Click the **Add Survey** button on the Surveys list page. {% endstep %} {% step %} #### Enter a title Enter a descriptive title for the assessment in the **Survey Title** field. {% endstep %} {% step %} #### Set the purpose to Performance Review In the **Purpose** dropdown, change the selection from "Direct Education" to **Performance Review**. ![Screenshot: The survey creation form with the Purpose dropdown expanded showing the Performance Review option selected, along with the Survey Title field above](/files/nWq4NKODykGGw94tlLDv) {% endstep %} {% step %} #### Select delivery types Choose the applicable delivery types for the assessment, such as User Review or Supervisor Review. Remove unwanted delivery types by clicking the delete icon next to each item. {% endstep %} {% step %} #### Enter a description In the **Description** field, provide a description of the assessment and any relevant notes. {% endstep %} {% step %} #### Enter copyright information (optional) In the **Copyright notice** field, enter any copyright information for the assessment instrument. {% endstep %} {% step %} #### Enable aggregate responses (optional) Toggle the **Allow entering response data as aggregate counts** option if you want aggregate data entry. The toggle turns dark green when activated. {% endstep %} {% step %} #### Upload a print version (optional) Click **Browse** to upload a printable version of the assessment (PDF, DOCX, or other supported format). Only one print version file may be uploaded per assessment. {% endstep %} {% step %} #### Upload instructions (optional) In the **File Attachments** section, upload supporting documents by clicking **Select** or dragging files into the upload area. {% endstep %} {% step %} #### Save Click **Save and Continue** to save the assessment and proceed to add questions, or click **Save** to preserve your work. ![Screenshot: The performance review assessment form showing all completed fields including title, purpose set to Performance Review, delivery types, description, copyright, aggregate toggle, print version upload, and file attachments section](/files/MWHsfNESZeqilGfZbVr0) {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** After creating the assessment, add questions using the [Add Questions to a Survey](/plan/surveys/add-survey-questions) workflow, then mark the survey as active before assigning it to a review plan. {% endhint %} # Add Supporting Data Learn how to configure supporting data requirements for a performance review plan in PEARS. The Supporting Data tab allows administrators to require staff to include PEARS records in their performance reviews. When enabled, staff will select from their own PEARS entries as part of the review process. {% stepper %} {% step %} #### Navigate to Performance Review Plans From the PEARS homepage, hover over the **Plan** menu and click **Performance Review Plans**. {% endstep %} {% step %} #### Open the review plan Click the performance review plan you want to configure. {% endstep %} {% step %} #### Go to Supporting Data Click the **Supporting Data** tab in the plan details. {% endstep %} {% step %} #### Enable supporting data Select **Yes** to indicate that staff should be required to include PEARS records in their performance reviews. {% endstep %} {% step %} #### Add required modules Click **Select Modules** to choose which data types to request. In the **Add Required Module** window: * Select one module type from the dropdown (only one per entry). * Select the year from which data is requested: **Previous**, **Current**, or **Next** year. * Click **Save** to confirm. Repeat to add additional modules as needed. {% endstep %} {% step %} #### Manage required modules Review the listed required modules. Use the **pencil icon** to edit or the **x** to remove entries. ![Screenshot: The Supporting Data tab showing the list of required modules with their types and year settings, along with pencil edit and x remove buttons, and the Select Modules button to add more](/files/3cCmujfsQYkanIBkUVqm) {% endstep %} {% step %} #### Save Click **Save and Continue** to proceed to the next section, or **Save** to store your progress. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** If supporting data is required, staff must select from their PEARS entries when completing their reviews. If no data exists for a required module, staff must create it before submitting their review. Plans cannot be edited after the designated start date. {% endhint %} # Copy a Performance Review Plan Learn how to copy a performance review plan to a new reporting year in PEARS. Copying a performance review plan duplicates its settings to a new year, saving time when creating plans with similar configurations. {% stepper %} {% step %} #### Navigate to Performance Review Plans From the PEARS homepage, hover over the **Plan** menu and click **Performance Review Plans**. {% endstep %} {% step %} #### Open the review plan Click the performance review plan you want to copy from the list. {% hint style="info" %} **TIP:** The default list displays plans from the current reporting year. Use the **Filter** button to locate plans from previous years. {% endhint %} {% endstep %} {% step %} #### Click Copy Click the **Copy** button on the plan details page. ![Screenshot: The review plan detail page showing the Copy button, with the plan year, positions, and assessment window details visible](/files/XpSs860x4Xi5Wh15ZSBu) {% endstep %} {% step %} #### Select the target year The copy page opens with the current reporting year selected by default. Select a different year from the dropdown if needed. {% endstep %} {% step %} #### Review and confirm Review the plan data and click **Copy** to finalize the duplication. A confirmation message appears when the copy is successful. {% endstep %} {% step %} #### Edit the copy (optional) Click **Edit** to modify any settings on the newly created plan. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** If you copied a plan to a future reporting year, adjust the **Reporting Year** filter to view your new plan. You can edit the plan at any time before its start date. {% endhint %} # Mark a Performance Review Plan as Complete Learn how to mark a performance review plan as complete in PEARS. Marking a performance review plan as complete finalizes the plan. You can reverse this action if further edits are needed. {% stepper %} {% step %} #### Navigate to Performance Review Plans From the PEARS homepage, hover over the **Plan** menu and click **Performance Review Plans**. {% endstep %} {% step %} #### Open the review plan Click the performance review plan you want to mark as complete. {% endstep %} {% step %} #### Click Mark as Complete Click the **Mark as Complete** button on the plan details page. {% endstep %} {% step %} #### Confirm On the confirmation page, click **Mark as Complete** again to finalize. The plan status updates and the button changes to **Mark as Incomplete**. ![Screenshot: The review plan detail page after marking as complete, showing the updated status and the red Mark as Incomplete button that replaces the Mark as Complete button](/files/XpSs860x4Xi5Wh15ZSBu) {% endstep %} {% endstepper %} ## Reversing Completion To make further edits to a completed plan: 1. Open the review plan. 2. Click the red **Mark as Incomplete** button. 3. The plan returns to an editable state. {% hint style="warning" %} **NOTE:** You can edit a review plan until its start date. Once the start date has passed, changes can no longer be made regardless of completion status. {% endhint %} # Delete a Performance Review Plan Learn how to delete a performance review plan in PEARS. Follow the steps below to delete a performance review plan. {% stepper %} {% step %} #### Navigate to Performance Review Plans From the PEARS homepage, hover over the **Plan** menu and click **Performance Review Plans**. {% endstep %} {% step %} #### Select a Performance Review Plan Click the performance review plan you want to delete. {% endstep %} {% step %} #### Click Delete On the performance review plan detail page, click the **Delete** button. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the performance review plan. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting a performance review plan is permanent and cannot be undone. Any associated review assessments may also be affected. {% endhint %} # Community Events Create and manage community events with registration, payment, and confirmation workflows in PEARS. A **Community Event** in PEARS represents a public, unlisted, or internal event that participants can register for and attend. The Community Events module provides complete event management from creation through registration, payment, and confirmation. Use this module to publish events, collect registrations, process fees, and track attendance. ## Getting Started To access Community Events, hover over the **Plan** menu in the top navigation bar and click **Community Events**. The Community Events list displays all of your records, with options to search, filter, sort, and create new entries. ![Screenshot: The Community Events list view showing the table of event records with columns for event name, dates, status, program areas, and registration count, along with the search bar, filter options, and Add Community Event button](/files/dniLxmjnk9Bh7WPdg2gi) {% hint style="info" %} **TIP:** The Community Events list defaults to the current year for faster loading. Use the **Year** filter to view events from other years, the **Ended in Range** filter to find events that ended during a specific window (helpful for end-of-month reconciliation), and the **Collaborators** filter to find events where a specific user is listed as a collaborator (not just the creator). {% endhint %} ## Workflow Creating a complete community event involves several steps. PEARS guides you through each section in order: {% stepper %} {% step %} **General Information** Enter the event name, summary, details, delivery methods, dates, location, and other basic information. [Create a Community Event](/plan/community-events/create-a-community-event) {% endstep %} {% step %} **Collaborators** Add other PEARS users who contributed to or should have access to this event. [Collaborators](/plan/community-events/collaborators) {% endstep %} {% step %} **Sessions (if multi-session)** If the event has multiple sessions, add each session with its own name, date, time, and location. [Event Sessions](/plan/community-events/event-sessions) {% endstep %} {% step %} **Registration Types** Configure the registration types available for the event and customize registration forms for each type. [Registration Types](/plan/community-events/registration-types) {% endstep %} {% step %} **Payment (if paid)** Set up payment methods, fee amounts per registration type or session, and optional discounts. [Event Payment](/plan/community-events/event-payment) {% endstep %} {% step %} **Confirmations** Create confirmation messages for each registration type using dynamic tokens. [Confirmations](/plan/community-events/confirmations) {% endstep %} {% step %} **Preview and Publish** Preview the event listing and publish it to make it visible to registrants. [Publish an Event](/plan/community-events/publish-an-event) {% endstep %} {% step %} **Manage Registrations** View, edit, and manage individual registrations, mark attendance, process payments, and send confirmations. [Manage Registrations](/plan/community-events/manage-registrations) {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** The **Event Progress** panel on the right side of the event detail page shows your completion status and a checklist of remaining sections. {% endhint %} # Create a Community Event Learn how to create a new community event in PEARS, including event details, delivery methods, scheduling, and general information. This article walks through the steps to create a new community event in PEARS. A community event tracks a public, unlisted, or internal event that participants can register for and attend, including its scheduling, location, and delivery details. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. Required fields must be completed before you can save the record. {% endhint %} {% stepper %} {% step %} #### Navigate to Community Events From the PEARS homepage, hover over the **Plan** menu in the top navigation bar and click **Community Events**. {% endstep %} {% step %} #### Click Add Community Event On the Community Events list page, click the **Add Community Event** button to open the event form. ![Screenshot: The Community Events list page with the Add Community Event button highlighted in the top-right area of the page](/files/EUPlj0bwu2sfn73vUy62) {% endstep %} {% step %} #### Enter an Event Name In the **Event Name** field, enter the title for this event. This is the name that will be displayed to registrants on the event listing. {% hint style="info" %} **TIP:** Choose a clear, descriptive name that helps registrants understand what the event is about at a glance. {% endhint %} {% endstep %} {% step %} #### Enter a Summary In the **Summary** field, enter a brief phrase or sentence that describes the event. The summary appears on event listing pages and search results. {% endstep %} {% step %} #### Enter Event Details In the **Details** field, enter the full event details using the rich text editor. This field supports formatted text, links, and other rich content to describe what participants can expect. {% endstep %} {% step %} #### Select Delivery Methods Choose how the event will be delivered to participants by checking one or more **Delivery Methods**: * **In-Person** -- The event will be held at a physical location. * **Virtual** -- The event will be delivered online. You may select both options if the event offers a hybrid experience. {% endstep %} {% step %} #### Select a Site/Location (if in-person) If you selected **In-Person** as a delivery method, select the **Site/Location** where the event will be held. Start typing to search for an available site. {% hint style="warning" %} **NOTE:** The **Site/Location** field is required when **In-Person** is selected as a delivery method. {% endhint %} {% endstep %} {% step %} #### Select a Unit In the **Unit** field, select the extension unit responsible for this event. {% endstep %} {% step %} #### Select Program Areas In the **Program Areas** field, select the program area(s) that apply to this event. At least one program area is required. {% endstep %} {% step %} #### Select Event Categories (optional) In the **Event Categories** field, select one or more categories to help classify and organize the event. {% endstep %} {% step %} #### Set the Event Schedule Complete the following date and time fields: * **Start Date/Time** -- The date and time the event begins. * **End Date/Time** -- The date and time the event ends. * **Time Zone** -- The time zone for the event schedule. {% hint style="warning" %} **NOTE:** All three scheduling fields are required. Ensure the time zone is accurate, especially for virtual events with participants in multiple regions. {% endhint %} {% endstep %} {% step %} #### Indicate if the Event Has Multiple Sessions Select **Yes** or **No** for the **This event has multiple sessions** field. If you select **Yes**, you will configure individual sessions in the [Event Sessions](/plan/community-events/event-sessions) step after saving. {% endstep %} {% step %} #### Upload Event Images (optional) Upload images for the event: * **Cover Image** -- A full-size image displayed on the event detail page. * **Listing Thumbnail** -- A smaller image displayed on event listing pages. If you upload a cover image but no listing thumbnail, PEARS automatically center-crops the cover image to fit the square thumbnail. {% endstep %} {% step %} #### Add Uploads (optional) In the **Uploads** section, attach any relevant files or documents, such as agendas, maps, or supplementary materials. {% endstep %} {% step %} #### Configure Additional Options (optional) Complete any additional optional fields as needed: * **This is an unlisted event** -- Check this option if the event should not appear in public event listings. Unlisted events can still be accessed via a direct link by anyone who has it. * **This is an internal/private event** -- Check this option if only PEARS users in your organization should be able to see or register for the event. Anyone else who follows the link gets a "not found" response, and the event is hidden from public search engines. This option can be combined with **This is an unlisted event** to also hide the event from logged-in users' public catalog. * **This is a promotional event where no registration is needed** -- Check this option if the event is for promotional purposes only and does not require registration. * **Allow group registrations** -- Check this option to allow registrants to register additional people during the registration process. When unchecked, the "Add another person" step is skipped and registrants go directly to the summary page after completing their own registration. This option is off by default. * **Create CRM Contacts Automatically** -- Check this option to automatically create CRM contact records for registrants. * **Comments** -- Enter any internal notes about this event. ![Screenshot: The lower portion of the community event form showing the additional options including checkboxes for unlisted event, internal/private event, promotional event, Create CRM Contacts Automatically, and the Comments text field](/files/pLCb67WaYC5Yc6Y1tgll) {% endstep %} {% step %} #### Save and Continue Click the **Save and Continue** button at the bottom of the form. PEARS saves the event and takes you to the next step in the workflow: the [Collaborators](/plan/community-events/collaborators) page. To save without continuing, click the **Save** button instead. {% hint style="info" %} **TIP:** If you created this event by copying an existing event, a **Copied From** field on the event detail view links back to the original event. The same information is included in the [Export](/plan/community-events/export) so you can trace copy history later. {% endhint %} ![Screenshot: The community event General Information form showing all fields including Event Name, Summary, Details rich text editor, Delivery Methods checkboxes, Site/Location, Unit, Program Areas, Event Categories, date/time fields, session toggle, image uploads, and Save buttons at the bottom](/files/3ssIJfNSMQveS9MsoWev) {% endstep %} {% endstepper %} # Collaborators Learn how to add, edit, and remove collaborators on a community event in PEARS. The Collaborators section allows the creator of a community event to grant other PEARS users access to view or edit the record. Collaborators can also be designated as contributors to the event. {% hint style="info" %} **TIP:** Only staff members that have active PEARS accounts can be added as collaborators. The creator of the record is automatically listed as a collaborator with **View & Edit** access and **Contributor** status. {% endhint %} ## Navigate to Collaborators After saving a new community event, PEARS automatically takes you to the Collaborators page. You can also access it by opening an existing event and clicking the **Collaborators** tab in the progress panel. ## Add a Collaborator {% stepper %} {% step %} #### Click Add Collaborator On the Collaborators page, click the **Add Collaborator** button. A dialog box appears. {% endstep %} {% step %} #### Select a User In the **User** field, search for and select the PEARS user you want to add as a collaborator. {% endstep %} {% step %} #### Set Access Level In the **Access** field, choose the level of access for the collaborator: * **View & Edit** -- The collaborator can view and make changes to the event. * **View Only** -- The collaborator can view the event but cannot make changes. {% endstep %} {% step %} #### Mark as Contributor (optional) Check the **Contributor** checkbox if this collaborator directly contributed to the planning or delivery of the event. {% hint style="info" %} **TIP:** Marking a collaborator as a contributor allows you to track who was involved in organizing the event. Contributors are displayed on the event detail page and may be included in reports. {% endhint %} {% endstep %} {% step %} #### Save the Collaborator Click **Save** to add the collaborator. The collaborator now appears in the list on the Collaborators page. ![Screenshot: The Add Collaborator dialog for a community event showing the User search field, Access dropdown with View & Edit and View Only options, and the Contributor checkbox](/files/uGzIi2TGkaJtNBKhZN0Z) {% endstep %} {% endstepper %} ## Edit a Collaborator To edit an existing collaborator, click the **Edit** button next to their name. Update the access level or contributor status, then click **Save**. ## Delete a Collaborator To remove a collaborator, click the **Delete** button next to their name and confirm the removal. ![Screenshot: The Collaborators page for a community event showing the list of collaborators with their names, access levels, contributor status, and Edit/Delete buttons](/files/K34GTBBfQ9ByeRRanXgs) {% hint style="warning" %} **CAUTION:** Removing a collaborator immediately revokes their access to the event. This action cannot be undone -- you will need to re-add them if you want to restore their access. {% endhint %} ## Continue to the Next Step After adding collaborators, click the **Save and Continue** button to proceed to the next section of the workflow. If the event has multiple sessions, the next step is [Event Sessions](/plan/community-events/event-sessions). Otherwise, you will proceed to [Registration Types](/plan/community-events/registration-types). # Event Sessions Learn how to add and manage multiple sessions for a community event in PEARS. If your community event spans multiple sessions, use the Sessions section to define each one individually. Each session can have its own name, date, time, and location. Sessions are only available when **Has Multiple Sessions** is set to **Yes** on the General Information form. {% hint style="info" %} **TIP:** If your event is a single session, you can skip this step. The event's start and end dates from the General Information form will be used. {% endhint %} {% stepper %} {% step %} #### Navigate to the Sessions Tab After saving the General Information and Collaborators sections, PEARS takes you to the Sessions page. You can also access it by opening an existing event and clicking the **Sessions** tab in the progress panel. {% endstep %} {% step %} #### Click Add Session On the Sessions page, click the **Add Session** button to open the session form. {% endstep %} {% step %} #### Enter a Session Name In the **Session Name** field, enter a descriptive name for this session, such as the topic or focus area. {% endstep %} {% step %} #### Set the Session Start Date and Time In the **Start Date/Time** field, select the date and time this session begins. {% endstep %} {% step %} #### Set the Session End Date and Time In the **End Date/Time** field, select the date and time this session ends. {% endstep %} {% step %} #### Select a Location (if applicable) In the **Location** field, select or enter the location for this session. If the session takes place at a different site than the main event, specify the session-specific location here. {% hint style="info" %} **TIP:** If all sessions share the same location as the main event, you may leave this field blank and the main event location will apply. {% endhint %} {% endstep %} {% step %} #### Save the Session Click **Save** to add the session to the event. The session now appears in the list on the Sessions page. ![Screenshot: The Add Session form showing the Session Name text field, Start Date/Time picker, End Date/Time picker, Location field, and the Save button](/files/ooJXQg2tyXxaa6hX1YJG) {% endstep %} {% step %} #### Add Additional Sessions Repeat steps 2 through 7 to add more sessions as needed. All sessions are displayed in a list with their names, dates, and locations. ![Screenshot: The Sessions page showing a list of added sessions with their names, start and end dates/times, locations, and Edit/Delete buttons for each session](/files/FohjJmWXgmK7vm4L5EGN) {% endstep %} {% endstepper %} ## Edit a Session To edit an existing session, click the **Edit** button next to the session name. Update the fields as needed and click **Save**. ## Copy a Session To quickly create a similar session, click the **Copy** button next to the session name. PEARS creates a new session named "Copy of {name}" with the same date, time, location, capacity, and description, then opens the edit modal so you can adjust it. Fees and registrations are **not** copied. You can copy a session even after an event is live, as long as you have permission to edit the event. ## Delete a Session To remove a session, click the **Delete** button next to the session name and confirm the removal. {% hint style="warning" %} **CAUTION:** Deleting a session may affect registrations that are associated with that session. Review existing registrations before removing a session. {% endhint %} ## Continue to the Next Step After adding all sessions, click the **Save and Continue** button to proceed to [Registration Types](/plan/community-events/registration-types). # Registration Types Learn how to configure registration types and custom registration forms for a community event in PEARS. Registration types define the ways participants can register for your event. Each type can have its own custom registration form, allowing you to collect different information depending on how the participant plans to attend. {% stepper %} {% step %} **Navigate to the Registration Types Tab** After completing the previous sections of the event workflow, PEARS takes you to the Registration Types page. You can also access it by opening an existing event and clicking the **Registration Types** tab in the progress panel. {% endstep %} {% step %} **Select Registration Types** Choose one or more registration types for the event by checking the available options. Common registration types include: * **Participant** -- For people who plan to attend the event. * **Non-Participant** -- For someone registering other people but not attending themselves. Additional registration types may be available depending on your organization's configuration. {% hint style="info" %} **TIP:** You must select at least one registration type before the event can be published. Selecting multiple types gives registrants the ability to choose how they will participate. {% endhint %} {% endstep %} {% step %} **Configure a Custom Registration Form (optional)** For each registration type, you can customize the registration form that participants will complete. Click the **Edit Form** button next to a registration type to open the form builder. In the form builder, you can: * Add custom fields to collect additional information from registrants. * Rearrange fields to control the order they appear on the form. * Mark fields as required or optional. * Remove fields that are not needed for this registration type. ![Screenshot: The Registration Types page showing checkboxes for available registration types such as Attended and Not Attending, with Edit Form buttons next to each type for customizing the registration form](/files/5dSwqbK7SB0KdTz8XXMk) {% endstep %} {% step %} **Save Registration Types** Click **Save and Continue** to save your registration type selections and proceed to the next step. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Changing registration types after the event has been published may affect existing registrations. Review your registrations before modifying the available types. {% endhint %} {% hint style="info" %} **TIP:** If you change the event's end date, any registration type deadline that falls after the new end date is automatically moved back to match. This prevents registration deadlines from extending past the event itself. {% endhint %} ## Continue to the Next Step After configuring registration types, click the **Save and Continue** button. If the event has fees, the next step is [Event Payment](/plan/community-events/event-payment). Otherwise, you will proceed to [Confirmations](/plan/community-events/confirmations). # Event Payment Learn how to configure payment methods, fees, and discounts for a paid community event in PEARS. If your community event charges a fee, use the Payment section to configure payment methods, set fee amounts, and create discounts. This section is only available when the event has been marked as a paid event. {% stepper %} {% step %} #### Navigate to the Payment Tab After completing the Registration Types section, PEARS takes you to the Payment page if the event has fees. You can also access it by opening an existing event and clicking the **Payment** tab in the progress panel. {% endstep %} {% step %} #### Select Payment Methods Choose one or more **Payment Methods** by checking the available options. Payment methods determine how registrants can pay for the event. Optionally add **payment instructions** for each method. Instructions are displayed to registrants during checkout when they select that payment option (e.g., "Make checks payable to..."). {% hint style="info" %} **TIP:** Selecting multiple payment methods gives registrants flexibility in how they pay. Ensure your organization can process each selected method before enabling it. {% endhint %} {% hint style="info" %} **TIP:** Payment methods can be restricted to a single audience in [Manage Lists](/administration/administration/manage-lists): * **Internal Use Only** methods appear only when entering a registration through Manage Registrations and are hidden from the public registration form. * **Public Use Only** methods appear only on the public registration form and are hidden from Manage Registrations (useful when an organization's policy prevents staff from handling credit card payments on behalf of registrants). Both restrictions are tagged in the Payment Settings list so event creators can tell at a glance where each method will appear. {% endhint %} {% endstep %} {% step %} #### Configure Fee Amounts Set the base registration fee for each registration type. If the event has multiple sessions, you can set additional fees for individual sessions in a separate tab. {% hint style="warning" %} **NOTE:** Fee amounts must be entered for all active registration types before the event can be published. Enter **0** for any registration type that should be free of charge. {% endhint %} {% endstep %} {% step %} #### Add Discounts (optional) To offer discounted pricing, click the **Add Discount** button and configure the discount details: * **Early Bird Discounts** -- Set a discounted fee that applies to registrations received before a specified date. Enter the **Early Bird Deadline** date and specify the discount as either a **percentage** off the original price or a **fixed dollar amount**. If more than one early bird discount is in effect at the same time (overlapping date ranges), PEARS applies the one that saves the registrant the most. * **Promo Codes** -- Create promotional codes that registrants can enter during registration to receive a discount. Enter the **Promo Code**, specify the discount as a **percentage** or **fixed amount**, and optionally set a **Usage Limit** to cap the number of times the code can be used. Repeat this step to add multiple discounts as needed. {% endstep %} {% step %} #### Configure Add-On Purchases (optional) Add-on purchases allow you to offer supplementary items (such as course materials, merchandise, or meal options) at an additional cost. Add-ons are configured through registration form questions: * Navigate to [Registration Types](/plan/community-events/registration-types) and add a form question with choice options (checkboxes, single-select, multi-select, or toggles). * Assign a price to each response option. * Registrants see add-on items and their costs during the registration process. {% endstep %} {% step %} #### Enter Accounting Codes (optional) In the **Accounting Codes** section, enter any accounting or billing codes required by your organization for tracking event revenue. {% hint style="warning" %} **NOTE:** Once anyone has been invoiced for a fee, its accounting details — accounting code, amount, discountable setting, and taxable amount — can no longer be edited. This keeps existing invoices accurate. To change pricing after invoices exist, refund and re-register the affected participants. {% endhint %} {% endstep %} {% step %} #### Save Payment Configuration Click **Save and Continue** to save the payment configuration and proceed to the next step. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} ## Continue to the Next Step After configuring payment, click the **Save and Continue** button to proceed to [Confirmations](/plan/community-events/confirmations). # Confirmations Learn how to create confirmation messages for each registration type in a community event in PEARS. The Confirmations section allows you to create custom confirmation messages that are sent to registrants after they complete their registration. You can configure a different message for each registration type and use dynamic tokens to personalize the content. {% stepper %} {% step %} #### Navigate to the Confirmations Tab After completing the previous sections of the event workflow, PEARS takes you to the Confirmations page. You can also access it by opening an existing event and clicking the **Confirmations** tab in the progress panel. {% endstep %} {% step %} #### Select a Registration Type The Confirmations page displays a tab or section for each registration type configured on the event. Click on a registration type to edit its confirmation message. {% endstep %} {% step %} #### Enter a Confirmation Message In the confirmation message editor, compose the message that registrants will receive. Use the rich text editor to format the message with headings, links, lists, and other formatting. {% endstep %} {% step %} #### Insert Dynamic Tokens (optional) Use dynamic tokens to personalize the confirmation message with registrant and event details. Tokens are replaced with actual values when the message is sent. Available tokens include: * `{{event_title}}` -- The name of the event. * `{{event_location}}` -- The location of the event. * `{{event_start_date}}` -- The start date of the event. * `{{registration_type}}` -- The type of registration selected. {% hint style="info" %} **TIP:** Click the **Insert Token** button in the editor toolbar to see all available tokens and insert them into your message without typing them manually. {% endhint %} ![Screenshot: The Confirmations page showing the rich text editor with a confirmation message being composed, the Insert Token button in the toolbar, and dynamic tokens like event\_title and event\_location inserted in the message body](/files/lKQC1gB7nDtAfv9Ldxdo) {% endstep %} {% step %} #### Repeat for Additional Registration Types If the event has multiple registration types, repeat steps 2 through 4 for each type. Each registration type can have its own unique confirmation message. {% endstep %} {% step %} #### Save Confirmations Click **Save and Continue** to save the confirmation messages and proceed to the next step. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Confirmation messages are sent automatically when a registration is completed. Review your messages carefully before publishing the event to ensure they contain accurate information. {% endhint %} ## Continue to the Next Step After configuring confirmations, click the **Save and Continue** button to proceed to [Preview and Publish](/plan/community-events/publish-an-event). # Publish an Event Learn how to preview and publish a community event in PEARS to make it visible to registrants. Before making your event visible to registrants, PEARS allows you to preview the event listing and verify that all details are correct. Once published, the event appears in public event listings and is open for registration. {% stepper %} {% step %} **Navigate to the Preview Tab** After completing all previous sections of the event workflow, PEARS takes you to the Preview page. You can also access it by opening an existing event and clicking the **Preview** tab in the progress panel. {% endstep %} {% step %} **Review the Event Listing** The Preview page displays the event as it will appear to registrants. Review the following details: * **Event name and summary** -- Verify the title and description are accurate. * **Dates and times** -- Confirm the schedule and time zone are correct. * **Location** -- Ensure the site or virtual meeting details are accurate. * **Sessions** -- If the event has multiple sessions, verify each session is listed correctly. * **Registration types** -- Confirm the available registration options. * **Fees and discounts** -- If the event is paid, verify the fee amounts and any discounts. * **Images** -- Check that the event image and listing thumbnail display correctly. {% endstep %} {% step %} **Make Corrections (if needed)** If any details need to be updated, navigate back to the appropriate section using the progress panel tabs and make your changes. Then return to the Preview page to verify the updates. {% endstep %} {% step %} **Publish the Event** When you are satisfied that all details are correct, click the **Publish** button to make the event live. ![Screenshot: The bottom of the Preview page showing the Publish button and the optional Publish At date/time field for scheduled publishing](/files/xZTzMPTAoWWgzrvaKGt9) {% hint style="warning" %} **NOTE:** Once published, the event is visible to the public (unless marked as unlisted or internal/private) and open for registration. You can still edit event details after publishing, but changes will be immediately visible to registrants. {% endhint %} {% endstep %} {% endstepper %} ## Scheduled Publishing If you set a **Publish At** date during the Preview & Publish step, the event will be published automatically at the scheduled date and time. You do not need to click the **Publish** button manually in this case. {% hint style="info" %} **TIP:** You can override a scheduled publish date by clicking the **Publish** button before the scheduled time. This immediately publishes the event regardless of the scheduled date. {% endhint %} ## Unpublish an Event To remove a published event from public listings, open the event and click the **Unpublish** button. The event will no longer be visible to registrants, but existing registrations are preserved. # Form Builder Basics Learn the basics of the drag-and-drop form builder for community event registration forms in PEARS. The Form Builder is a drag-and-drop interface for designing registration forms for community events. It appears after configuring a registration type (attendee, sponsor/vendor, volunteer, or other). {% hint style="info" %} **TIP:** The form builder auto-saves as you work. You can exit using the **Go back** button at the top left of the screen and all progress will be saved under the respective registration type. {% endhint %} ## Building a Form {% stepper %} {% step %} #### Add fields Drag field elements from the right-side panel onto the form canvas to add them. Available field types include text inputs, dropdowns, checkboxes, radio buttons, date pickers, and file uploads. {% endstep %} {% step %} #### Rename fields Click on a field to open its properties. Rename each field in the properties section — these names appear in data exports and help identify specific questions. {% endstep %} {% step %} #### Set fields as required Expand the **Validation** section in the field properties and toggle the **Required** setting. A red asterisk appears next to the field label as a visual indicator. {% endstep %} {% step %} #### Add conditional logic Use the **Conditions** section to configure fields that show or hide based on responses to other fields. For example, display a text field only when a "Yes" response is selected. {% endstep %} {% step %} #### Reorder fields Drag fields up or down on the canvas to change their order on the form. {% endstep %} {% step %} #### Remove fields Click the delete icon on any field to remove it from the form. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** For questions about advanced form builder features, contact PEARS Support at or (785) 789-3199. {% endhint %} # Add Event Registrants to CRM Learn how to automatically add event registrants as CRM contacts in PEARS. When creating a community event, you can configure PEARS to automatically create CRM contact records for registrants. This links event registrations to the Community Relationships module. {% hint style="warning" %} **NOTE:** Access to the Community Events module requires the appropriate permissions. Coordinate with your organization administrator and PEARS Support to be granted access. {% endhint %} {% stepper %} {% step %} #### Create or edit a community event Navigate to **Plan > Community Events** and create a new event or open an existing one for editing. {% endstep %} {% step %} #### Enable CRM contact creation In the **Additional Information** section of the event form, check the **Create CRM Contacts Automatically** option. When enabled, PEARS automatically creates a CRM contact record for each registrant. ![Screenshot: The Additional Information section of the community event form showing the Create CRM Contacts Automatically checkbox enabled](/files/pLCb67WaYC5Yc6Y1tgll) {% endstep %} {% step %} #### Save the event Click **Save** or **Save and Continue** to save the event settings. {% endstep %} {% step %} #### View CRM contacts from registrations Click **Manage Registrations** to view who registered for the event. Use the redirect link under the **CRM** header in the registration list to navigate directly to the contact record in the CRM module, where you can view event history and interaction records. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Organization administrators can set a default CRM contact creation setting in **Organization Settings** under Event Management. Event creators can override this default for individual events. {% endhint %} # Public View: Register for an Event How the public registration experience works for community events in PEARS. This article describes the public-facing registration experience that participants see when registering for a community event. {% hint style="info" %} **TIP:** If a registrant visits the registration link for an event that has already ended, they see a friendly "not open for registrations" message instead of an error page. {% endhint %} {% stepper %} {% step %} #### Find the event From the organization's public event page, find the desired event and click **Register Now** to begin the registration process. {% hint style="info" %} **TIP:** The public event list includes a **Status** filter (Any, Open, Closed) that lets registrants narrow the list to events still accepting registrations, and a **Date** filter for showing only events within a chosen date range. The search box matches both the event name and the event **Details** text, so events can be found by keywords that appear only in the description. Event cards also display a **Registration Full** or **Registration Closed** badge so the registrant can tell at a glance whether they can sign up before opening the event detail page. {% endhint %} {% hint style="info" %} **TIP:** Opening a link to an **internal** event while signed out sends the registrant to the PEARS login page; after signing in, members of the event's organization are taken straight to the registration details. Users who aren't members of that organization see a clear message explaining they must be a member to view its internal events. {% endhint %} {% endstep %} {% step %} #### Enter attendee information The registration form requests the attendee's name and email. Select whether you are registering as a **Participant** or registering on behalf of someone else. Click **Continue** to advance. {% endstep %} {% step %} #### Complete additional fields Provide any additional details required by the organization. Required fields are marked with red asterisks. The specific fields vary by event. Click **Next** after completion. {% endstep %} {% step %} #### Register additional people (optional) If the event allows group registrations, indicate whether you are registering additional people by selecting **Yes** or **No**. Choosing Yes prompts you to enter their information; selecting No advances you to the next step. {% hint style="info" %} **TIP:** If the event organizer has not enabled group registrations, this step is skipped and you proceed directly to the review page. {% endhint %} {% endstep %} {% step %} #### Review and pay Review all attendees, subtotal, and total costs on the order summary page. Apply promo codes if applicable. To remove a promo code that has been applied, click the **Delete** button next to the code. Select your preferred payment method using the **Pay With** button. Click **Complete Registration** to submit. {% hint style="info" %} **TIP:** Review specific payment instructions for each method. For example, checks may need to be made payable to a specific organization. {% endhint %} {% endstep %} {% step %} #### Confirmation A "You're Going" confirmation page displays with registration and event details. You can edit your registration before the deadline or add the event to your calendar using **Save the Date**. {% endstep %} {% endstepper %} # Manage Registrations Learn how to view, edit, and manage registrations for a community event in PEARS. After your event is published and participants begin registering, use the Manage Registrations section to view registration details, mark attendance, process payments, and send confirmations. ## Who Can Manage Registrations To protect registrant demographic and contact information, access to the **Manage Registrations** screens and registrant detail surfaces is restricted to: * The event's **creator** * The event's **collaborators** (any access level) * Users with the **Event Administrators** role * Users with the **Data Managers** role Other users with viewable access to the event (through viewable program areas, units, or users) still see the event itself, including a count of how many registrations it has on the event detail page, but the **Manage Registrations** button is disabled with an explanatory tooltip and the underlying pages return a permission-denied response. {% hint style="info" %} **TIP:** This restriction applies only to registration management. Permissions on the event itself -- editing details, sessions, payment settings, and so on -- are unchanged. {% endhint %} ## Navigate to Registrations Open an existing community event and click the **Registrations** tab in the progress panel. The registrations list displays all current registrations with participant names, registration types, payment status, and attendance status. {% hint style="info" %} **TIP:** Registrants who registered others but are not attending themselves display a **Registration Type** of "Non-Participant" and a **Payment Status** of "No Charge." These non-participants are not counted in the registration total shown in the events list or on the **Manage Registrations** button, so the displayed count reflects actual attendees. {% endhint %} ## View and Edit a Registration {% stepper %} {% step %} #### Open a Registration On the Registrations page, click the name of a registrant or the **Edit** button next to a registration to open the registration detail view. {% endstep %} {% step %} #### Review Registration Details The registration detail view displays all information submitted by the registrant, including: * **Registrant name and contact information** * **Registration type** selected * **Session selections** (if the event has multiple sessions) * **Custom form responses** (if a custom registration form was configured) * **Payment status** and amount (if the event has fees) {% endstep %} {% step %} #### Edit Registration Information Update any registration fields as needed and click **Save** to apply the changes. {% hint style="info" %} **TIP:** For paid events, you can now edit registration form responses that do not affect pricing -- such as cabin mate requests, pickup locations, or pre/post-conference selections without a price attached. Questions tied to pricing (sessions, paid add-ons) remain locked so invoice history stays intact; to change those, refund and re-register the participant. {% endhint %} {% endstep %} {% endstepper %} ## Payment History For paid events, the registration detail view includes a **Payment History** section that lists every payment activity in chronological order — each charge, refund, and void — with its date, type, amount, and provider reference. This replaces the previous single invoice view; earlier invoices (for example, from a re-checkout) are retained rather than deleted, so a registration's full payment activity is always visible. ### Refund or Void a Transaction From a transaction's actions, you can reverse a payment. PEARS chooses the correct operation automatically and labels the confirmation accordingly: * **Void this transaction?** — Shown when the payment has not yet settled. * **Refund this transaction?** — Shown when the payment has already settled. {% hint style="warning" %} **NOTE:** Refunds and voids require the **Refund** permission. If a reversal can't be completed, the error message distinguishes a permission or configuration problem from a payment-gateway failure, and attempting to reverse a transaction that was already processed shows a clear "already processed" message. {% endhint %} ## Edit Registrant Name and Email For registrations that are **not** linked to a PEARS user account, you can correct the registrant's first name, last name, or email address directly from the registration detail view -- useful for fixing typos or recording a different email for certification purposes. {% stepper %} {% step %} #### Open the Edit Modal On the registration detail view, open the **Actions** menu and click **Edit Contact Info**. A modal opens with editable **First Name**, **Last Name**, and **Email** fields. {% hint style="warning" %} **NOTE:** **Edit Contact Info** is hidden for registrations tied to a fully set-up PEARS user account. To change the name or email on those registrations, the account holder must update their own user profile. {% endhint %} {% endstep %} {% step %} #### Update the Fields and Save Edit the fields as needed and click **Save**. First name, last name, and email are all required. {% hint style="warning" %} **NOTE:** This update only affects this event registration. It does not change the registrant's PEARS user account, CRM contact, or registrations on other events. Any receipts already linked to this registration are updated with the new name and email. {% endhint %} {% endstep %} {% endstepper %} ## Mark Attendance {% stepper %} {% step %} #### Select Registrations On the Registrations page, check the box next to one or more registrations you want to update. {% endstep %} {% step %} #### Mark as Attended Click the **Mark Attended** button to record that the selected registrants attended the event. The attendance status updates in the registrations list. {% hint style="info" %} **TIP:** You can also mark attendance individually by opening a registration and checking the **Attended** checkbox on the registration detail view. {% endhint %} {% endstep %} {% endstepper %} ## Mark as Paid {% stepper %} {% step %} #### Select Registrations On the Registrations page, check the box next to one or more registrations you want to mark as paid. {% endstep %} {% step %} #### Mark as Paid Click the **Mark Paid** button to update the payment status for the selected registrations. {% endstep %} {% endstepper %} ## Send Confirmations {% stepper %} {% step %} #### Select Registrations On the Registrations page, check the box next to one or more registrations you want to send confirmations to. {% endstep %} {% step %} #### Send Confirmation Messages Click the **Send Confirmation** button to send the configured confirmation message to the selected registrants. The confirmation message is based on the registration type and the templates configured in the [Confirmations](/plan/community-events/confirmations) section. {% hint style="warning" %} **NOTE:** Confirmation messages are sent to the email address provided during registration. Verify that the email addresses are correct before sending. {% endhint %} {% endstep %} {% endstepper %} ## Resend or Follow-up on a Single Registration Open a registration's detail view to send a follow-up email for that registrant. The available email actions depend on whether the registration is complete: * **Resend Confirmation Email** -- Available for **complete** registrations. Sends the registration confirmation again using the registration type's confirmation message. * **Send Incomplete Email** -- Available for **incomplete** registrations. Opens a dialog where you can write a custom message and click **Preview** to see exactly what the registrant will receive, including the "Complete Registration" button and fallback link. Send delivers a short reminder with a link the registrant can use to finish signing up. {% hint style="info" %} **TIP:** Demographic responses (ethnicity, race, age, gender) are never included in confirmation emails. The recipient sees a "User responses to demographic questions are hidden." message in their place, matching the hidden-data behavior on the Manage Registrations page. {% endhint %} ## Copy a Registrant's Resume Link On the registration detail view, click **Get link to resume registration or pay** to copy a direct link for that registrant. The link sends them to the right place automatically -- resume an incomplete registration, pay an outstanding balance, or view a completed registration -- so you can email it to the registrant without picking which link applies. The same link is included on each parent registration row in the [registration export](/plan/community-events/export). ## Delete a Registration To remove a registration entirely, open its detail view and click **Delete Registration**. {% hint style="warning" %} **NOTE:** **Delete Registration** is only available to Event Administrators (assigned through the [PEARS Directory](/accounts-and-permissions/accounts-and-permissions/directory)). Most users can only **cancel** a registration; the **Delete** option is hidden from them so the registration history is preserved. {% endhint %} ## Bulk Actions The Registrations page supports bulk actions for managing multiple registrations at once. Check the boxes next to the registrations you want to update, then select an action from the bulk actions menu: * **Mark Attended** -- Record attendance for the selected registrations. * **Mark Paid** -- Update payment status for the selected registrations. * **Send Confirmation** -- Send confirmation messages to the selected registrants. {% hint style="info" %} **TIP:** Use the **Select All** checkbox at the top of the list to quickly select all registrations on the current page. {% endhint %} # Reschedule an Event Learn how to reschedule a published community event in PEARS, including date changes, session updates, and registrant notifications. If you need to move a published event to a new date, use the Reschedule Event option to update event dates, session times, and registration deadlines in one place, then notify registrants of the change. {% hint style="info" %} **TIP:** Use Reschedule for an event that is still happening but at a new date or time. To cancel an event entirely, use the existing cancel workflow instead. {% endhint %} ## Reschedule a Published Event {% stepper %} {% step %} #### Open the Event Navigate to the event you want to reschedule and open its detail view. {% endstep %} {% step %} #### Click Reschedule Event Click the **More** button on the event detail view and select **Reschedule Event** from the menu. {% hint style="warning" %} **NOTE:** The **Reschedule Event** option is only available for published events and only to users with editable permission for that event. {% endhint %} {% endstep %} {% step %} #### Adjust the Dates In the Reschedule modal, update any of the following: * **Start Date & End Date** -- The new event start and end dates. * **Session dates** -- Dates for each existing session. You can change dates for sessions that already exist, but you cannot add or remove sessions from this modal. * **Registration type deadlines** -- The cutoff date for each registration type. * **Promo code expiration** -- The end date for any active promo codes. {% endstep %} {% step %} #### Confirm the Changes After adjusting the dates, a confirmation dialog summarizes: * The list of dates and details being changed. * The option to email all registrants about the change, along with the number of registrants who will be notified. Check the email option if you want PEARS to send a notification to registrants, then click **Confirm** to apply the reschedule. {% endstep %} {% step %} #### Registrants Are Notified (optional) If you opted to email registrants, PEARS sends each one a notification informing them of the date change. The event itself is flagged as **Rescheduled** so the new status appears in the events list, filters, and exports. {% endstep %} {% endstepper %} ## Filter Rescheduled Events On the Community Events list view, use the **Status** filter to find events that have been rescheduled. Rescheduled events remain visible in their existing categories and are also flagged with a rescheduled status for tracking and follow-up. ## Related Documentation * [Email Notifications](/plan/community-events/email-notifications) -- See the full list of emails PEARS sends for community event registrations. * [Event Sessions](/plan/community-events/event-sessions) -- Manage sessions and session-specific dates. * [Registration Types](/plan/community-events/registration-types) -- Configure registration type deadlines. # Registration and Payment Statuses Reference for the registration and payment statuses shown on community event registrations in PEARS. Every registration on a community event has both a **registration status** (who the registrant is and whether they are attending) and a **payment status** (where they are in the payment lifecycle). These statuses appear on the [Manage Registrations](/plan/community-events/manage-registrations) page and drive several downstream behaviors such as email eligibility, reporting, and refund options. ## Registration Statuses Registration status reflects the registrant's role and attendance state for the event. | Status | Meaning | How It's Set | | ---------------- | ---------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Attendee** | The registrant is registered and plans to attend. | Selected on the public registration form when the registrant chooses "I am registering as an attendee." | | **Non-Attendee** | The registrant submitted the registration on behalf of others but is not attending themselves. | Set automatically when a registrant selects "I am registering on behalf of someone else" during registration. | | **Attended** | The registrant was present at the event. | Set by an event manager via the **Mark Attended** bulk action or the **Attended** checkbox on the registration detail view. See [Manage Registrations](/plan/community-events/manage-registrations). | | **Cancelled** | The registration has been cancelled and is no longer active. | Set when a registration is cancelled. Cancelled registrations cannot be edited or updated. | {% hint style="info" %} **TIP:** Non-Attendee registrations do not receive event reminder emails and are excluded from attendance totals. They still appear in the registrations list and in the CRM when [Add Event Registrants to CRM](/plan/community-events/add-registrants-to-crm) is enabled. {% endhint %} ## Payment Statuses Payment status reflects where a registration sits in the billing and invoicing lifecycle. Payment statuses only apply when the event has fees configured in [Event Payment](/plan/community-events/event-payment). | Status | Meaning | How It's Set | | ------------- | ------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Unpaid** | A balance is owed for this registration. | Default status when a registrant completes a paid registration but has not yet paid (for example, selecting "Pay by Check"). | | **Paid** | The registration has been paid in full. | Set automatically when an online payment is processed, or manually when an event manager clicks **Mark Paid** on the [Manage Registrations](/plan/community-events/manage-registrations) page. | | **Refunded** | A refund has been issued for the registration. | Set when a user with the **Refund** event permission processes a refund. Refunds appear as separate negative-total rows in the [Payment Details export](/plan/community-events/export). | | **No Charge** | The registration is complimentary and has no associated fee. | Set automatically for registration types with a $0 fee, for Non-Attendees on paid events, and for registrations fully covered by a 100% discount or promo code. | {% hint style="warning" %} **NOTE:** Registrations with invoice history — including refunded or partially paid registrations — cannot be deleted, which protects historical payment records. Cancel the registration instead. {% endhint %} ## Statuses in Exports and Reporting Both registration and payment statuses are included in event exports: * **Registration export** — Includes each registrant's registration status, payment status, and attendance state. * **Payment Details export** — Lists one row per transaction with a **Transaction Type** of "Payment" or "Refund." See [Export](/plan/community-events/export) for details. ## Related Documentation * [Manage Registrations](/plan/community-events/manage-registrations) — Update attendance and payment statuses in bulk or individually. * [Email Notifications](/plan/community-events/email-notifications) — Understand how statuses affect which emails are sent. * [Event Payment](/plan/community-events/event-payment) — Configure fees, discounts, and payment methods. * [Registration Types](/plan/community-events/registration-types) — Define the registration options available to the public. # Email Notifications Reference for when PEARS sends emails for community event registrations, including triggers, recipients, and related configuration. PEARS automatically sends several emails throughout the community event lifecycle — from the moment a registrant completes a registration through reminders, edits, cancellations, and refunds. Use this article to understand what triggers each email and who receives it. {% hint style="info" %} **TIP:** All event notification emails set the **Reply-To** address to the person who performed the action, so registrants can reply directly to the right event manager or collaborator. {% endhint %} ## Emails Sent by the Community Events Module | Email | When It's Sent | Recipient | Notes | | -------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Registration Confirmation** | Automatically when a registration is completed on the public registration page. | The registrant (and each additional attendee, if group registrations are enabled). | Content is controlled by the registration type's confirmation message. See [Confirmations](/plan/community-events/confirmations). Demographic responses (ethnicity, race, age, gender) are not included in the email body — the recipient sees a "User responses to demographic questions are hidden." message in their place. | | **Resend Confirmation Email** | When an event manager clicks **Resend Confirmation Email** for a completed registration on the [Manage Registrations](/plan/community-events/manage-registrations) page. | The selected registrant. | Only available for completed registrations. Uses the same confirmation template as the automatic send. Useful after editing a registration or updating the confirmation message. | | **Send Incomplete Email** | When an event manager clicks **Send Incomplete Email** for an incomplete registration on the [Manage Registrations](/plan/community-events/manage-registrations) page. | The selected registrant. | Only available for incomplete registrations. Event managers can customize the message body and click **Preview** to see the full email -- including the "Complete Registration" button -- before sending. Includes a link the registrant can use to finish signing up. | | **Registration Edited** | When a registration is updated — either by the registrant through the edit link or by an event manager on the registration detail view. | The registrant. | Reply-To is set to the user who made the change. | | **Registration Cancelled** | When a registration is cancelled. | The registrant. | Cancelled registrations can no longer be edited. See the [changelog](/changelog) for details on cancellation protection. | | **Registration Deleted** | When an event manager deletes a registration that has no invoice history. | The registrant. | Registrations with invoice history cannot be deleted to preserve payment records. | | **Registration Refunded** | When a refund is processed for a paid registration. | The registrant. | Only available to users with the **Refund** event permission. | | **Event Reminder** | Automatically before the event's start date, based on the reminder schedule configured on the event. | All registrants with **Participant** registration types. | Non-participants do not receive reminders. | | **Payment Details Export Ready** | When a large [Payment Details export](/plan/community-events/export) finishes processing. | The user who requested the export. | Sent only for background exports; small exports download immediately. | {% hint style="warning" %} **NOTE:** All emails are delivered to the email address provided during registration. Verify email addresses on the [Manage Registrations](/plan/community-events/manage-registrations) page before resending confirmations or processing updates. {% endhint %} ## Customizing Email Content Most event emails draw their content from settings configured on the event: * **Confirmation message** — Edited per registration type on the [Confirmations](/plan/community-events/confirmations) page. Supports dynamic tokens such as `{{event_title}}`, `{{event_location}}`, `{{event_start_date}}`, and `{{registration_type}}`. * **Event name, date, and location** — Pulled from [General Information](/plan/community-events/create-a-community-event) and populated into confirmation tokens. * **Payment instructions** — Set per payment method on the [Event Payment](/plan/community-events/event-payment) page and included in confirmation emails when relevant. ## Related Documentation * [Confirmations](/plan/community-events/confirmations) — Configure confirmation messages for each registration type. * [Manage Registrations](/plan/community-events/manage-registrations) — Resend confirmations and manage individual registrations. * [Registration and Payment Statuses](/plan/community-events/registration-and-payment-statuses) — Understand the statuses that drive email eligibility. # Event List Endpoint Access public community event data programmatically through the PEARS Event List API endpoint. The PEARS Event List Endpoint provides programmatic access to an organization's published community events. Use it to display events on external websites, sync with other systems, or build custom integrations. ## Endpoint URL ``` https://pears.io/events//events-api/ ``` Replace `` with your organization's public identifier. {% hint style="info" %} **TIP:** Contact PEARS support if you don't know your organization's public slug. {% endhint %} ## Pagination Results are paginated, returning 20 items per page by default. | Parameter | Description | | ----------- | ---------------------------------------- | | `page` | Page number to retrieve | | `page_size` | Number of results per page (default: 20) | **Example:** ``` https://pears.io/events//events-api/?page=2&page_size=10 ``` The paginated response includes the following metadata fields: | Field | Type | Description | | ------------------ | -------------- | ----------------------------------- | | `next` | String or null | URL of the next page of results | | `previous` | String or null | URL of the previous page of results | | `count` | Integer | Total number of matching results | | `num_pages` | Integer | Total pages available | | `page_size` | Integer | Results per page | | `current_page_num` | Integer | The current page number | ## Ordering Use the `ordering` parameter to sort results. Prefix a field name with a hyphen (`-`) to reverse the sort order. Available fields: * `title` * `start_date` * `created_at` * `modified_at` **Example:** ``` ?ordering=-start_date ``` ## Search Use the `q` parameter to filter events by title. **Example:** ``` ?q=agriculture ``` ## Filtering Narrow results using one or more of the following filter parameters. | Parameter | Description | | ------------ | ---------------------------------------------------------- | | `unit` | Unit identifier | | `has_fee` | Boolean indicating whether the event has a fee | | `zip_code` | Filter by location ZIP code | | `is_virtual` | Boolean for virtual (`true`) or in-person (`false`) events | | `max_range` | Maximum distance range from the ZIP code | **Example:** ``` ?unit=1&has_fee=true&zip_code=66502&is_virtual=false&max_range=50 ``` ## Response Fields Each event object in the `results` array includes the following fields: | Field | Type | Description | | -------------------------- | ------------------------- | ----------------------------------------- | | `id` | Integer | Event's unique identifier | | `title` | String | Event name | | `summary` | String | Brief event description | | `event_image_upload` | Integer | Unique image identifier | | `event_image_download_url` | String | URL for downloading the event image | | `start_date` | ISO 8601 DateTime | Event start timestamp | | `end_date` | ISO 8601 DateTime or null | Event end timestamp | | `site_display` | String | Event location name | | `is_published` | Boolean | Publication status | | `is_in_person` | Boolean | Whether in-person attendance is available | | `is_virtual` | Boolean | Whether virtual attendance is available | | `created_at` | ISO 8601 DateTime | Event creation timestamp | | `modified_at` | ISO 8601 DateTime | Last modification timestamp | | `confirmation_message` | String (HTML) | Registration confirmation text | | `payment_instructions` | String (HTML) or null | Fee payment details | | `has_fee` | Boolean | Whether the event charges fees | | `time_zone` | String | Event timezone designation | | `display_name` | String | Formatted event title | {% hint style="warning" %} **NOTE:** Only published events are returned by this endpoint. {% endhint %} ## Example Response A successful request returns a JSON object with pagination metadata and a `results` array of event objects. ```json { "default_ordering": "", "ordering": "", "next": null, "previous": null, "count": 3, "num_pages": 1, "page_size": 20, "current_page_num": 1, "results": [ { "id": 1, "title": "The Art and Science of Agricultural Technology (Symposium)", "summary": "Agricultural Technology stands as a pillar in our quest for advancement and understanding.", "event_image_upload": 428743, "event_image_download_url": "http://localhost:8000/uploads/download/428743/", "start_date": "2024-04-23T00:00:00-05:00", "end_date": null, "site_display": "4-H", "is_published": true, "is_in_person": true, "is_virtual": true, "created_at": "2024-03-11T20:44:40.225542-05:00", "modified_at": "2024-04-03T08:59:16.416519-05:00", "confirmation_message": "

Thank you for registering...

", "payment_instructions": null, "has_fee": false, "time_zone": "US/Central", "display_name": "The Art And Science Of Agricultural Technology (Symposium)" } ] } ``` ## Support If you need help using this endpoint, contact PEARS support: * Email: * Phone: (785) 789-3199 * Hours: Monday–Friday, 8am–5pm CST # Export Export community event data from PEARS as an Excel workbook. The Community Events export generates an Excel (.xlsx) workbook containing data from your events. The export includes event details, collaborators, sessions, registration types, forms, and payment information across multiple worksheets. ## Getting Started To export community events, navigate to the Community Events list under the **Plan** menu and click the **Export** button. The export includes all events matching your current filters. ![Screenshot: The Community Events list page with the Export button highlighted, showing the filter options applied above the list of event records](/files/EUPlj0bwu2sfn73vUy62) {% hint style="info" %} **TIP:** Apply filters before exporting to limit the results to a specific date range, status, or program area. Large exports are processed in the background and you will receive an email when the file is ready to download. {% endhint %} ## Workbook Structure The export workbook contains the following worksheets. Data can be linked across worksheets using the **event\_id** column. * **Codebook** — Describes each column in the workbook and provides notes about the exported data. * **Events** — One row per event with fields including title, summary, program areas, unit, location details, time zone, start and end times, payment settings, status, and timestamps. If the event was copied from another event, the row includes a **Copied From ID** and **Copied From** name pointing back to the source event. * **Collaborators** — One row per collaborator per event, including the user's name, access level, event organizer status, contributor status, and contribution description. * **Event Sessions** — One row per session, including the session name, start and end times, and location. * **Event Registration Types** — One row per registration type, including the type name, deadline, and capacity. * **Event Forms** — Form elements and options associated with event registration types, including element names, types, and option labels. The Registrations sheet also includes a **Resume Link** column with the direct link for each parent registration. Child registrations leave this column blank so you can skip them when emailing the link to the registrant -- the parent's email already covers the group. ### Payment Worksheets The following worksheets are included when the event payment feature is enabled for your organization: * **Event Registration Fees** — Base fees associated with registration types. * **Event Session Fees** — Fees for individual event sessions. * **Early Bird Discounts** — Time-limited discounts applied to registration fees. * **Additional Fees** — Add-on fees triggered by form element selections. * **Promotional Codes** — Discount codes that can be applied during registration. ### Payment Details Export The Payment Details export is available from the event detail page for users with the **Export Payment Details** permission. It contains one row per transaction with a **Transaction Type** column indicating "Payment" or "Refund." Refunds appear as separate rows with negative totals, so summing a payment and its refund yields the net amount. Rows are sorted by registration, with refund rows immediately following their corresponding payment. {% hint style="info" %} **TIP:** Test/preview registrations created while previewing the registration flow are excluded from the Payment Details export. {% endhint %} # Community Relationships (CRM) Manage a contact database and track interactions with individuals and communities in PEARS. The **Community Relationships** module in PEARS provides a contact relationship management (CRM) system for maintaining a database of individuals you work with. Each contact record stores personal details, communication preferences, demographics, and social media information. You can also log interactions to track the communications and engagements you have with your contacts over time. ## Getting Started To access Community Relationships, hover over the **Engage** menu in the top navigation bar and click **Community Relationships**. The contacts list displays all of your records with options to search, filter, sort, and create new entries. The search bar searches across contact names, email addresses, phone numbers, mailing addresses, and **site names**. A **Site** filter is also available to filter contacts by their associated site. ![Screenshot: The Community Relationships list view showing the contacts table with columns for name, organization, unit, email, and phone, along with the search bar, filter options, and Add Person button at the top](/files/ic55oIxjeEjYow4pg1rf) ## Workflow Building and managing your contact database involves several key tasks: {% stepper %} {% step %} #### Add a Contact Create a new person record with their name, unit, site, phone numbers, email addresses, and mailing address. [Add a Contact](/engage/community-relationships/add-a-contact) {% endstep %} {% step %} #### Contact Demographics Enter demographic information for a contact including gender, age, race, and ethnicity. [Contact Demographics](/engage/community-relationships/contact-demographics) {% endstep %} {% step %} #### Communication Preferences Set a contact's preferred communication methods and add their social media profiles. [Communication Preferences](/engage/community-relationships/communication-preferences) {% endstep %} {% step %} #### Create an Interaction Log an interaction to record a communication event with one or more contacts. [Create an Interaction](/engage/community-relationships/create-an-interaction) {% endstep %} {% step %} #### Merge Contacts Combine duplicate contact records into a single person, preserving all associated data. [Merge Contacts](/engage/community-relationships/merge-contacts) {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Contacts created in the CRM module can be linked to interactions, program activity registrations, and other records throughout PEARS. {% endhint %} # Add a Contact Learn how to create a new contact record in the Community Relationships module in PEARS. This article walks through the steps to create a new person record in the Community Relationships (CRM) module. ![Screenshot: The CRM Add Person form showing the Title dropdown, Name field, Unit selector, Organization field, phone number fields, email section, and mailing address fields](/files/js4NTMVspWIqOm9bxKvj) {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Community Relationships From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships**. {% endstep %} {% step %} #### Click Add Person On the Community Relationships list page, click the **Add Person** button. ![Screenshot: The Community Relationships list page with the Add Person button highlighted in the top-right area](/files/ic55oIxjeEjYow4pg1rf) {% endstep %} {% step %} #### Select a Title (optional) In the **Title** dropdown, select the contact's title if applicable (e.g., Mr., Ms., Mrs., Dr.). {% endstep %} {% step %} #### Enter the Contact's Name In the **Name** field, enter the contact's full name. This field is required. {% endstep %} {% step %} #### Select a Unit In the **Unit** field, select the extension unit associated with this contact. This field defaults to your primary unit. {% endstep %} {% step %} #### Select an Organization (optional) In the **Organization** field, select the site or organization associated with this contact. {% endstep %} {% step %} #### Enter Phone Numbers (optional) Enter the contact's phone numbers in the available fields: * **Mobile Phone** * **Home Phone** * **Work Phone** {% endstep %} {% step %} #### Add Email Addresses (optional) In the **Email** section, enter one or more email addresses for this contact. If you add multiple email addresses, select one as the **Primary** email. Click the **Add Email** button to add additional email addresses. {% endstep %} {% step %} #### Enter Mailing Address (optional) Fill in the contact's mailing address using the following fields: * **Address** * **Address Line 2** * **City** * **State** * **Zip Code** {% endstep %} {% step %} #### Select Categories (optional) In the **Categories** field, select one or more categories to organize this contact. Categories are specific to your organization. {% endstep %} {% step %} #### Upload a Picture (optional) In the **Picture** section, click the upload area to attach a photo of the contact. {% endstep %} {% step %} #### Add Notes (optional) In the **Notes** field, enter any additional information about this contact. {% endstep %} {% step %} #### Save the Contact Click **Save** to create the contact record. After saving, you can continue to add [demographics](/engage/community-relationships/contact-demographics) and [communication preferences](/engage/community-relationships/communication-preferences). {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** A contact must have at least a name and unit before it can be saved. All other fields are optional and can be filled in at any time by editing the contact record. {% endhint %} # Contact Demographics Learn how to add demographic information to a contact record in PEARS. The Demographics section of a contact record captures gender, age, race, and ethnicity data for an individual in the Community Relationships module. ![Screenshot: The Demographics section of a CRM contact form showing the Gender dropdown, Age field, Race multi-select field, and Ethnicity dropdown](/files/QlCtiVVYj0wgNPJ7k6cV) {% stepper %} {% step %} #### Open the Contact Record Navigate to the Community Relationships list and click on the contact you want to edit. Then navigate to the **Demographics** section of the contact form. {% endstep %} {% step %} #### Select Gender (optional) In the **Gender** field, select the contact's gender from the dropdown. {% endstep %} {% step %} #### Enter Age (optional) In the **Age** field, enter the contact's age. {% endstep %} {% step %} #### Select Race (optional) In the **Race** field, select one or more race categories that apply to this contact. Multiple selections are allowed. {% endstep %} {% step %} #### Select Ethnicity (optional) In the **Ethnicity** field, select the contact's ethnicity from the dropdown. {% endstep %} {% step %} #### Save the Contact Click **Save** to update the contact record with the demographic information. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Demographic data entered on contact records can be used to auto-calculate demographics on direct contact reports and other records throughout PEARS. {% endhint %} {% hint style="warning" %} **NOTE:** The Race field allows multiple selections. If a contact identifies with more than one race, select all that apply. {% endhint %} # Communication Preferences Learn how to set communication preferences and social media profiles for a contact in PEARS. The Communication Preferences section of a contact record defines how the individual prefers to be contacted and stores their social media profiles. ![Screenshot: The Communication Preferences section of a CRM contact form showing the Text, Phone, Email, and Mail opt-in toggles and the social media URL fields for Facebook, X, Instagram, and LinkedIn](/files/xqC4Iv8Qzk3kYOLan1LU) {% stepper %} {% step %} #### Open the Contact Record Navigate to the Community Relationships list and click on the contact you want to edit. Then navigate to the **Communication Preferences** section of the contact form. {% endstep %} {% step %} #### Set Communication Opt-In Preferences Toggle the following options to indicate whether the contact has opted in to each communication method: * **Text** -- The contact agrees to receive text messages. * **Phone** -- The contact agrees to receive phone calls. * **Email** -- The contact agrees to receive emails. * **Mail** -- The contact agrees to receive physical mail. {% endstep %} {% step %} #### Enter Facebook URL (optional) In the **Facebook** field, enter the contact's Facebook profile URL. {% endstep %} {% step %} #### Enter X (formerly Twitter) Link (optional) In the **X (formerly Twitter) link** field, enter the contact's profile URL. {% endstep %} {% step %} #### Enter Instagram Handle (optional) In the **Instagram** field, enter the contact's Instagram handle or profile URL. {% endstep %} {% step %} #### Enter LinkedIn URL (optional) In the **LinkedIn** field, enter the contact's LinkedIn profile URL. {% endstep %} {% step %} #### Save the Contact Click **Save** to update the contact record with the communication preferences and social media information. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Communication preferences help ensure you are reaching out to contacts through their preferred channels. Always confirm opt-in status before sending communications. {% endhint %} {% hint style="warning" %} **NOTE:** Social media fields are URL fields that validate the format of the entered link. Enter the full URL for each profile. {% endhint %} # Create an Interaction Learn how to log an interaction with one or more contacts in PEARS. An interaction records a communication event with one or more contacts in the Community Relationships module. Use interactions to track meetings, phone calls, emails, and other engagements with the people in your contact database. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to CRM From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships (CRM)**. {% endstep %} {% step %} #### Select a contact Click the contact you want to add an interaction for. {% endstep %} {% step %} #### Select an Interaction Type In the **Notes** section of the contact record, select the **Interaction Type** from the dropdown. Standard interaction types are available, plus: * **Other, please specify** — Reveals an additional field for entering a custom communication method description. * **Roster Attendance** — Displays an extra field for uploading attendance files. * **Internal use only** — Documents notes without counting them as interactions. Internal notes are not included in Direct Contact demographics when using the auto-calculate feature. {% endstep %} {% step %} #### Enter Notes Enter the interaction notes in the text field. This field is required. {% endstep %} {% step %} #### Select Program Areas (optional) Select one or more **Program Areas** associated with this interaction. {% endstep %} {% step %} #### Enter Time (optional) Enter the duration of the interaction. {% endstep %} {% step %} #### Set the Date and Time Select the date and time when the interaction took place using the calendar popup. {% endstep %} {% step %} #### Set Privacy (optional) Click the **Shared with my org** toggle to make the interaction private. When an interaction is made private: * Only the creator can view the interaction details in both CRM and CRM exports. * Other users see: "You do not have permission to view this private note." {% hint style="info" %} **TIP:** The toggle icon changes color when privacy is activated. {% endhint %} {% endstep %} {% step %} #### Add Uploads (optional) Attach any relevant documents or files related to this interaction. {% endstep %} {% step %} #### Save the Interaction Click **Add Note** to save the interaction. The interaction will appear on the contact record. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** CRM interactions can be used for auto-calculating data in the Direct Contacts module. See [Auto Calculate Direct Contact Demographics](/engage/direct-contacts/auto-calculate-demographics) for details. {% endhint %} # Merge Contacts Learn how to merge duplicate contact records in the Community Relationships module in PEARS. When duplicate contact records exist in your database, you can merge them into a single record. The merge process combines data from the duplicate records into one target contact and removes the duplicates. {% hint style="warning" %} **NOTE:** Merging contacts is a permanent action and cannot be undone. Review the records carefully before proceeding. {% endhint %} {% stepper %} {% step %} #### Navigate to Community Relationships From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships**. {% endstep %} {% step %} #### Select Contacts to Merge On the Community Relationships list page, select the duplicate contact records you want to merge by checking the boxes next to their names. {% endstep %} {% step %} #### Click Merge Click the **Merge** button to begin the merge process. {% endstep %} {% step %} #### Select the Target Person In the **Select Person to Merge Into** field, choose the contact record that will be kept after the merge. All data from the other selected records will be combined into this person. {% endstep %} {% step %} #### Review the Merge Preview Review the merge preview to confirm which data will be retained. The merge process will: * **Combine email addresses** from all selected contacts into the target person's record. * **Move all interactions** from the duplicate records to the target person. * **Move all registrations** from the duplicate records to the target person. * **Delete the duplicate records** after all data has been transferred. {% endstep %} {% step %} #### Confirm the Merge Click **Merge Contacts** to complete the process. The duplicate contact records will be deleted and all of their associated data will be transferred to the target person. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Before merging, compare the contact records side by side to ensure they are true duplicates. Check names, email addresses, and other identifying information to avoid merging records for different people. {% endhint %} # Edit a CRM Contact Learn how to edit a CRM contact record in PEARS. Follow the steps below to edit an existing CRM contact record. {% stepper %} {% step %} #### Navigate to Community Relationships From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships (CRM)**. {% endstep %} {% step %} #### Select a Contact The CRM Contacts list displays available records. Click the contact you want to edit. {% endstep %} {% step %} #### Click Edit On the contact detail page, click the **Edit** button. {% endstep %} {% step %} #### Edit the Contact Modify the contact details as needed. For field-specific guidance, refer to [Create a CRM Contact](/engage/community-relationships/add-a-contact). {% endstep %} {% step %} #### Save Click **Save** to save your changes. {% endstep %} {% endstepper %} # Edit a CRM Contact Interaction Learn how to edit a CRM contact interaction in PEARS. Follow the steps below to edit an existing interaction on a CRM contact record. {% stepper %} {% step %} #### Navigate to Community Relationships From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships (CRM)**. {% endstep %} {% step %} #### Select a Contact The CRM Contacts list displays available records. Click the contact whose interaction you want to edit. {% endstep %} {% step %} #### Locate the Interaction In the Notes section, hover over the interaction you want to edit to reveal the edit and delete options. {% endstep %} {% step %} #### Click Edit Click the **Edit** button to open the interaction fields for editing. {% endstep %} {% step %} #### Edit the Interaction Modify the interaction details as needed. For field-specific guidance, refer to [Create an Interaction](/engage/community-relationships/create-an-interaction). {% endstep %} {% step %} #### Save Click **Save** to save your changes. {% endstep %} {% endstepper %} # Delete a CRM Contact Learn how to delete a CRM contact record in PEARS. Follow the steps below to delete a CRM contact record. {% stepper %} {% step %} #### Navigate to Community Relationships From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships (CRM)**. {% endstep %} {% step %} #### Select a Contact Click the contact you want to delete. {% endstep %} {% step %} #### Click Delete On the contact detail page, click the **Delete** button. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the contact and all associated interactions. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting a CRM contact is permanent and cannot be undone. All interactions associated with the contact are also deleted. {% endhint %} {% hint style="info" %} **TIP:** The **Delete** button is only visible to users who have permission to delete the contact (the record creator, organization administrators, and data managers). If you do not see a Delete button, you do not have permission to remove this contact. {% endhint %} # Delete a CRM Contact Interaction Learn how to delete a CRM contact interaction in PEARS. Follow the steps below to delete an interaction from a CRM contact record. {% stepper %} {% step %} #### Navigate to Community Relationships From the PEARS homepage, hover over the **Engage** menu and click **Community Relationships (CRM)**. {% endstep %} {% step %} #### Select a Contact Click the contact whose interaction you want to delete. {% endstep %} {% step %} #### Locate the Interaction In the Notes section, hover over the interaction you want to delete to reveal the edit and delete options. {% endstep %} {% step %} #### Click Delete Click the **Delete** button next to the interaction. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the interaction. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting an interaction is permanent and cannot be undone. {% endhint %} # Export Export community relationship (CRM) data from PEARS as an Excel workbook. The Community Relationships (CRM) export generates an Excel (.xlsx) workbook containing your contact records and their interaction history. The export includes contact details and interactions across multiple worksheets. ## Getting Started To export community relationships, navigate to the Community Relationships (CRM) list under the **Engage** menu and click the **Export** button. The export includes all contacts matching your current filters. ![Screenshot: The Community Relationships list view with the Export button highlighted and active filter options visible above the contacts table](/files/ic55oIxjeEjYow4pg1rf) {% hint style="info" %} **TIP:** Apply filters before exporting to limit the results to a specific unit, category, or search term. Large exports are processed in the background and you will receive an email when the file is ready to download. {% endhint %} ## Workbook Structure The export workbook contains the following worksheets. Data can be linked across worksheets using the **person\_id** column. * **Codebook** — Describes each column in the workbook and provides notes about the exported data. * **Contacts** — One row per contact with fields including name, title, email addresses, phone numbers, mailing address, organization site, unit, demographics (gender, age, race, ethnicity), categories, communication preferences, social media links (Facebook, X/Twitter, and Instagram), and custom data. * **Interactions** — One row per interaction, including the contact(s) involved, the PEARS user who created it, interaction date and time, length, communication method, program areas, and notes. # Direct Contacts Track and report on direct education contacts made with individuals and communities in PEARS. A **Direct Contact** in PEARS tracks the people you reached through direct education during a specific time period. Each record captures the unit, program areas, communication methods used, and demographic data of the people contacted. ## Getting Started To access Direct Contacts, hover over the **Engage** menu in the top navigation bar and click **Direct Contacts**. The Direct Contacts list displays all of your records with options to search, filter, sort, and create new entries. ![Screenshot: The Direct Contacts list view showing the records table with columns for reporting period, date range, unit, program areas, and status, along with the search bar, filters, and Add Direct Contact button](/files/5gXYOEMDPra81rnyCVo7) ## Workflow Creating a complete direct contact record involves several steps: {% stepper %} {% step %} #### General Information Enter the reporting period, unit, program areas, and other basic details. [Create a Direct Contact](/engage/direct-contacts/create-a-direct-contact) {% endstep %} {% step %} #### Demographics Enter the number of people contacted and their demographic breakdown by communication method, gender, age, ethnicity, and race. [Add Demographics Data](/engage/direct-contacts/add-demographics-data) {% endstep %} {% step %} #### Mark as Complete Once all required sections are finished, mark the direct contact as complete. [Mark a Direct Contact as Complete](/engage/direct-contacts/mark-a-direct-contact-as-complete) {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** Each unit can have only one direct contact record per date range and reporting period. If a record already exists for your unit and date range, you will need to edit the existing record instead of creating a new one. {% endhint %} # Create a Direct Contact Learn how to create a new direct contact record in PEARS. This article walks through the steps to create a new direct contact record in PEARS. ![Screenshot: The Create Direct Contact form showing the Reporting Period dropdown, Date Range selector, Unit field, Program Areas multi-select, Action Plans field, Comments text area, and Uploads section](/files/xTniA1UujgsRZJIRw9QU) {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Direct Contacts From the PEARS homepage, hover over the **Engage** menu and click **Direct Contacts**. {% endstep %} {% step %} #### Click Add Direct Contact On the Direct Contacts list page, click the **Add Direct Contact** button. {% endstep %} {% step %} #### Select a Reporting Period In the **Reporting Period** field, select the reporting period for this direct contact record. {% endstep %} {% step %} #### Select a Date Range In the **Date Range** field, select the date range during which the contacts occurred. {% endstep %} {% step %} #### Select a Unit In the **Unit** field, select the extension unit responsible for these contacts. This field defaults to your primary unit. {% endstep %} {% step %} #### Select Program Areas In the **Program Areas** field, select the program area(s) that apply to the contacts made during this period. At least one program area is required. {% endstep %} {% step %} #### Select Action Plans (if applicable) In the **Action Plans** field, select any action plans associated with these direct contacts. {% endstep %} {% step %} #### Add Comments and Uploads (optional) In the **Comments** field, enter any additional notes. In the **Uploads** section, attach any relevant documents. {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the record and proceed to the [Demographics](/engage/direct-contacts/add-demographics-data) page. {% endstep %} {% endstepper %} # Add Demographics Data Learn how to enter demographic data for a direct contact record in PEARS. The Demographics section records the number of people contacted and their demographic breakdown by communication method, gender, age, ethnicity, and race. ![Screenshot: The Direct Contact Demographics page showing the Total field at the top, followed by the Communication Method section with In Person, Phone, Email, Video Conference, Social Media, Text, and Other fields, and the Gender, Age, Ethnicity, and Race data entry sections below](/files/7bYD9uN29Z0D1gBJusB0) {% stepper %} {% step %} #### Enter Total Contacts In the **Total** field, enter the total number of people contacted. This number must be greater than zero. {% endstep %} {% step %} #### Enter Communication Method Totals Enter the number of contacts made through each communication method: * **In Person** * **Phone** * **Email** * **Video Conference** * **Social Media** * **Text** * **Other** {% hint style="warning" %} **NOTE:** The sum of all communication method totals must equal the total number of contacts. {% endhint %} {% endstep %} {% step %} #### Enter Gender Data Enter the number of contacts for each gender category: * **Male** * **Female** * **Non-binary** (2023+ reporting periods) * **Unknown** * **Prefer Not to Respond** The sum of all gender values must equal the total. {% endstep %} {% step %} #### Enter Age Data Enter the number of contacts for each age category. Age categories include youth ranges, adult ranges, and unknown/prefer not to respond. {% hint style="info" %} **TIP:** The specific age categories available depend on your reporting period. 2023+ reporting periods have additional categories such as 60–75 and 76+. {% endhint %} {% endstep %} {% step %} #### Enter Ethnicity Data Enter the number of contacts for each ethnicity category: * **Hispanic / Latino** * **Non-Hispanic / Latino** * **Unknown** * **Prefer Not to Respond** The sum must equal the total. {% endstep %} {% step %} #### Enter Race Data Enter the number of contacts for each race category. Contacts who identified with more than one race should be counted in the **Two or More Races** field and the individual race fields for each race they identified. ![Screenshot: The Race data entry section of the Direct Contact Demographics page showing the individual race category fields, the Two or More Races field, Unknown, and Prefer Not to Respond fields with their numeric input boxes](/files/eHkUZPBr91V4mVFyYpca) {% hint style="warning" %} **NOTE:** The sum of single-race counts plus Two or More Races, Prefer Not to Respond, and Unknown must equal the total. Each multi-race field cannot exceed the Two or More Races count. {% endhint %} {% endstep %} {% step %} #### Save and Continue Click **Save and Continue** to save the demographics and proceed to the next section. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** If your organization uses the Community Relationships (CRM) module, you may be able to auto-calculate demographics from your CRM interaction data for the matching date range. {% endhint %} # 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. {% stepper %} {% step %} #### Navigate to Direct Contacts From the PEARS homepage, hover over the **Engage** menu and click **Direct Contacts**. {% endstep %} {% step %} #### Open a Direct Contact record Click the direct contact record that needs demographic information. {% endstep %} {% step %} #### Go to Demographics Click the **Demographics** link within the direct contact details to open the demographics page. {% endstep %} {% step %} #### 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. {% hint style="warning" %} **NOTE:** CRM notes marked "Internal use only" are excluded from the calculation. {% endhint %} {% endstep %} {% step %} #### Save Click **Save and Continue** or **Save** to preserve the calculated demographics. {% endstep %} {% endstepper %} ## 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. {% hint style="info" %} **TIP:** Organizations not collecting demographic data will see "Unknown" recorded for those categories. {% endhint %} # Mark a Direct Contact as Complete Learn how to mark a direct contact record as complete in PEARS. After completing the general information, demographics, and any required custom data, you can mark the direct contact as complete. ![Screenshot: The Direct Contact detail page showing the Mark as Complete button in the actions area and the section completion indicators](/files/g1gxWFVoPvI8Ek0P1Qcv) {% stepper %} {% step %} #### Open the Direct Contact Navigate to the direct contact detail page. {% endstep %} {% step %} #### Click Mark as Complete Click the **Mark as Complete** button. If any required sections are incomplete, PEARS displays a list of missing items. {% endstep %} {% step %} #### Confirm Confirm that you want to mark the direct contact as complete. The record is now finalized and a **Completed** badge appears on the detail page. {% endstep %} {% endstepper %} ## Mark as Incomplete To make changes to a completed record, click **Mark as Incomplete** on the detail page to re-enable editing. # Edit a Direct Contact Learn how to edit a direct contact record in PEARS. Follow the steps below to edit an existing direct contact record. ![Screenshot: The Direct Contact detail page showing the record summary with the Edit and Delete buttons visible in the actions area](/files/nT09mF7LbQ2Yd6WeU0SV) {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} {% stepper %} {% step %} #### Navigate to Direct Contacts From the PEARS homepage, hover over the **Engage** menu and click **Direct Contacts**. {% endstep %} {% step %} #### Select a Direct Contact The Direct Contacts list displays available records. Click the record you want to edit. {% endstep %} {% step %} #### Click Edit On the direct contact detail page, click the **Edit** button. {% endstep %} {% step %} #### Edit the Direct Contact The General Information page loads. Select the section you want to update and modify the record details as needed. For field-specific guidance, refer to: * [Create a Direct Contact](/engage/direct-contacts/create-a-direct-contact) — General Information * [Demographics](/engage/direct-contacts/add-demographics-data) — Demographic data {% endstep %} {% step %} #### Save Click **Save and Continue** to save changes and proceed to the next section, or click **Save** to save and return to the record detail page. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** You may only edit Direct Contacts you created in the current reporting period, unless you are a collaborator, editable user, or Data Manager. Contact your Data Manager to access records from previous reporting periods. Organization Data Managers are listed in the [PEARS Directory](/accounts-and-permissions/accounts-and-permissions/directory). {% endhint %} # Delete a Direct Contact Learn how to delete a direct contact record in PEARS. Follow the steps below to delete a direct contact record. {% stepper %} {% step %} #### Navigate to Direct Contacts From the PEARS homepage, hover over the **Engage** menu and click **Direct Contacts**. {% endstep %} {% step %} #### Select a Direct Contact Click the record you want to delete. {% endstep %} {% step %} #### Click Delete On the direct contact detail page, click the **Delete** button. {% endstep %} {% step %} #### Confirm Deletion A confirmation dialog appears. Click **OK** to permanently delete the direct contact record. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Deleting a direct contact is permanent and cannot be undone. {% endhint %} {% hint style="warning" %} **NOTE:** You may only delete records you created in the current reporting period, unless you are a Data Manager. Organization Data Managers are listed in the [PEARS Directory](/accounts-and-permissions/accounts-and-permissions/directory). {% endhint %} # Export Export direct contact data from PEARS as an Excel workbook. The Direct Contacts export generates an Excel (.xlsx) workbook containing your direct contact records, including demographic breakdowns and contact method totals. ## Getting Started To export direct contacts, navigate to the Direct Contacts list under the **Engage** menu and click the **Export** button. The export includes all direct contacts matching your current filters. ![Screenshot: The Direct Contacts list view with the Export button highlighted and active filter options for reporting period, unit, and program area visible above the records table](/files/rNw7sBgupwnf5IyrgSiY) {% hint style="info" %} **TIP:** Apply filters before exporting to limit the results to a specific reporting period, unit, or program area. Large exports are processed in the background and you will receive an email when the file is ready to download. {% endhint %} ## Workbook Structure The export workbook contains the following worksheet: * **Codebook** — Describes each column in the workbook and provides notes about the exported data. * **Direct Contact Data** — One row per direct contact record with fields including the reporting user, organization, reporting periods, unit, program areas, linked action plans, date range, total contacts, contact method breakdowns (in person, phone, email, video conference, social media, text, other), and demographic breakdowns by gender, age, ethnicity, and race. # Program Activities Track and report on direct education meetings, sessions, and interventions delivered to participants. A **Program Activity** in PEARS represents a direct education meeting or intervention. Each program activity can track a unique intervention with one or more sessions delivered to the same audience. Use this module to record the details of your programming, including delivery methods, session information, collaborators, demographics, custom data, and evaluation surveys. ## Getting Started To access Program Activities, hover over the **Engage** menu in the top navigation bar and click **Program Activities**. The Program Activities list displays all of your records, with options to search, filter, sort, and create new entries. ![Screenshot: The Program Activities list view showing the records table with columns for program name, reporting period, program areas, sessions, participants, and completion status, along with search, filter, and Add Program Activity button](/files/APkPbomo4wBzHEM4WyyT) ## Workflow Creating a complete program activity record involves several steps. PEARS guides you through each section in order: {% stepper %} {% step %} #### General Information Enter the program name, program areas, delivery methods, session details, and other basic information. [Create a Program Activity](/engage/program-activities/create-a-program-activity) {% endstep %} {% step %} #### Collaborators Add other PEARS users who contributed to or should have access to this program activity. [Collaborators](/engage/program-activities/collaborators) {% endstep %} {% step %} #### Custom Data Complete any required custom data sections based on your program areas, such as SNAP-Ed or Youth Programming data. * [Add SNAP-Ed Custom Data](/engage/program-activities/add-snap-ed-custom-data) * [Add Youth Programming Data](/engage/program-activities/add-youth-programming-data) {% endstep %} {% step %} #### Demographics Record participant demographic information including gender, age, ethnicity, and race. [Add Demographics Data](/engage/program-activities/add-demographics-data) {% endstep %} {% step %} #### Evaluation Attach surveys, collect responses, and track evaluation data for your program activity. * [Add Survey Evaluations](/engage/program-activities/add-survey-evaluations) * [Enter Survey Response Data](/engage/program-activities/enter-survey-response-data) * [Collect Survey Response Data with a Public Link](/engage/program-activities/collect-survey-responses-with-a-public-link) {% endstep %} {% step %} #### Mark as Complete Once all required sections are finished, mark the program activity as complete. [Mark a Program Activity as Complete](/engage/program-activities/mark-a-program-activity-as-complete) {% endstep %} {% endstepper %} ## Additional Actions * [Copy a Program Activity](/engage/program-activities/copy-a-program-activity) — Duplicate an existing record to save time. * [Edit an Attached Survey](/engage/program-activities/edit-an-attached-survey) — Modify survey details after attaching them. * [Import Program Activities](/engage/program-activities/import-program-activities) — Create multiple program activities at once from a spreadsheet. {% hint style="info" %} **TIP:** The **Program Progress** panel on the right side of the program activity detail page shows your completion percentage and a checklist of remaining sections. {% endhint %} # Create a Program Activity Learn how to create a new program activity record in PEARS, including session details, delivery methods, and general program information. This article walks through the steps to create a new program activity in PEARS. A program activity tracks a direct education meeting or intervention, including its sessions, delivery methods, and participants. ![Screenshot: The top portion of the Create Program Activity form showing the Program activity name field, Reporting Periods selector, Program Areas multi-select, and Delivery Methods checkboxes](/files/JV3yCqKFhOUekHROkA1I) {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. Required fields must be completed before you can save the record. {% endhint %} {% stepper %} {% step %} #### Navigate to Program Activities From the PEARS homepage, hover over the **Engage** menu in the top navigation bar and click **Program Activities**. {% endstep %} {% step %} #### Click Add Program Activity On the Program Activities list page, click the **Add Program Activity** button to open the program activity form. {% endstep %} {% step %} #### Enter a Program Activity Name In the **Program activity name** field, enter a name for this program activity. This is a name you give the program activity for your reference. {% hint style="info" %} **TIP:** Choose a descriptive name that will help you identify the program activity later, such as the topic, audience, or location. {% endhint %} {% endstep %} {% step %} #### Select Reporting Periods The **Reporting Periods** field displays the available reporting periods for your organization. Select the reporting period(s) that apply to this program activity. {% hint style="warning" %} **NOTE:** The reporting period you select determines which fields appear on the form. Some fields are only available for reporting periods in 2023 and later. {% endhint %} {% endstep %} {% step %} #### Select Program Areas In the **Program Areas** field, select the program area(s) that apply to this program activity. At least one program area is required. The options listed change based on the reporting period(s) selected. Program areas also determine which custom data sections will be required later in the workflow. {% hint style="warning" %} **NOTE:** Changing program areas on an existing program activity may remove associated custom data or demographics if the new program areas no longer require those sections. {% endhint %} {% endstep %} {% step %} #### Select a Program Group (if applicable) If the **Program Group** field is available, select the group that describes the target audience or specific subject for this program activity.
GLOSSARY: Program Group A **program group** describes a target audience or specific subject for a series of related program activities. Program groups help organize and report on activities that share a common theme. This field is currently only available within certain organizations.
{% endstep %} {% step %} #### Select Action Plans (if applicable) In the **Action Plans** field, select any action plans that are associated with this program activity. The available action plans are filtered based on the program area(s) you selected. {% endstep %} {% step %} #### Select Delivery Methods Choose how the program was delivered to participants. **For reporting periods in 2023 and later**, select one or more options from the **Delivery Methods** checkboxes: * **In Person** — The program was delivered face-to-face. * **Virtual, live & online** — The program was delivered through a live virtual session (e.g., Zoom, Teams). * **Virtual, self-directed & interactive** — Participants accessed the program on their own through interactive online content. **For reporting periods before 2023**, select a single option from the **Delivery Method** dropdown. {% hint style="info" %} **TIP:** Your delivery method selection determines which session fields appear below. Selecting **In Person** or **Virtual, live & online** displays the Sessions section. Selecting **Virtual, self-directed & interactive** displays the Virtual Modules section. {% endhint %} {% endstep %} {% step %} #### Enter Session Details If you selected **In Person** or **Virtual, live & online** as a delivery method, enter the details for each session in the **Sessions** section. For each session, complete the following fields: * **Start Date** — The date the session took place. * **Start Time** — The time the session began (optional). * **Length (min)** — The duration of the session in minutes. * **# Participants** — The number of participants who attended. * **Virtual** (2023+) — Check this box if the session was delivered virtually. * **Using IM** (pre-2023) — Check this box if interactive multimedia was used during the session. Click **Add More** to add additional sessions. To remove a session, check the **Delete** checkbox next to it. ![Screenshot: The Sessions section of the Program Activity form showing a table with columns for Start Date, Start Time, Length, Number of Participants, Virtual checkbox, and Delete checkbox, with an Add More button below](/files/OIVoyoV0TCkDzIGW6jjr) If you selected **Virtual, self-directed & interactive**, enter the details for each module in the **Virtual Modules** section: * **Description** — A brief description of the virtual module. * **Avg. Time (min)** — The average time in minutes to complete the module. * **# Participants** — The number of participants who completed the module. Click **Add More** to add additional modules. {% endstep %} {% step %} #### Enter Virtual Content Dates (if applicable) If you selected **Virtual, self-directed & interactive** as a delivery method (2023+ reporting periods), enter the date range during which the virtual content was available: * **Virtual Content Start Date** — The date the content became available. * **Virtual Content End Date** — The date the content was no longer available. {% endstep %} {% step %} #### Select a Delivery Site In the **Delivery Site** field, select the location where the program was delivered. Start typing to search for an available site. {% hint style="warning" %} **NOTE:** The **Delivery Site** field is required if you selected **In Person** as a delivery method, or if your organization requires a site for all program activities. {% endhint %} If you cannot find the correct site, you may enter a location in the **Other Site** field and select the **Nearest City** from the dropdown. {% endstep %} {% step %} #### Select a Unit (if applicable) In the **Unit** field, select the extension unit where the program activity was delivered. {% endstep %} {% step %} #### Indicate Youth Programming (if applicable) If the **Did this program activity deliver any programming to youth?** field appears, select **Yes** or **No**. Selecting **Yes** will require you to complete the Youth Programming custom data section later in the workflow. {% endstep %} {% step %} #### Enter Volunteer Information (if applicable) If volunteer fields are available, complete the following: * **Youth Peer Volunteers Involved** — Select **Yes** if youth volunteers assisted with this program activity. * **Number of Volunteers** — Enter the total number of volunteers. * **Total Volunteer Hours** — Enter the total hours contributed by all volunteers.
EXAMPLE: Calculating Volunteer Hours If 3 volunteers each contributed 2 hours, the total volunteer hours would be **6**. Enter the combined total for all volunteers, not the per-person amount.
{% endstep %} {% step %} #### Select Languages (if applicable) In the **Language(s) used to deliver this program** field, select all languages that were used to deliver this program activity. {% endstep %} {% step %} #### Select Crisis Impact (if applicable) In the **Crisis** field, select a crisis if this program activity was delivered in response to or impacted by a specific crisis event. {% endstep %} {% step %} #### Add Comments and Uploads (optional) In the **Comments** field, enter any additional notes about this program activity. In the **Uploads** section, attach any relevant files or documents. {% endstep %} {% step %} #### Save and Continue Click the **Save and Continue** button at the bottom of the form. PEARS saves the program activity and takes you to the next step in the workflow: the [Collaborators](/engage/program-activities/collaborators) page. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} # Collaborators Learn how to add, edit, and remove collaborators on a program activity in PEARS. The Collaborators section allows the creator of a program activity to grant other PEARS users access to view or edit the record. Collaborators can also be designated as contributors to the program activity. {% hint style="info" %} **TIP:** Only staff members that have active PEARS accounts can be added as collaborators. The creator of the record is automatically listed as a collaborator with **View & Edit** access and **Contributor** status. {% endhint %} ## Navigate to Collaborators After saving a new program activity, PEARS automatically takes you to the Collaborators page. You can also access it by opening an existing program activity and clicking the **Collaborators** tab in the progress panel. ## Add a Collaborator {% stepper %} {% step %} #### Click Add Collaborator On the Collaborators page, click the **Add Collaborator** button. A dialog box appears. {% endstep %} {% step %} #### Select a User In the **User** field, search for and select the PEARS user you want to add as a collaborator. {% endstep %} {% step %} #### Set Access Level In the **Access** field, choose the level of access for the collaborator: * **View & Edit** — The collaborator can view and make changes to the program activity. * **View Only** — The collaborator can view the program activity but cannot make changes. {% endstep %} {% step %} #### Mark as Contributor (optional) Check the **Contributor** checkbox if this collaborator directly contributed to the delivery of the program activity. {% hint style="info" %} **TIP:** Marking a collaborator as a contributor allows you to track who was involved in delivering the program. Contributors are displayed on the program activity detail page and may be included in reports. {% endhint %} If the collaborator is marked as a contributor, you may also enter the **Number of Sessions** they contributed to. {% endstep %} {% step %} #### Save the Collaborator Click **Save** to add the collaborator. The collaborator now appears in the list on the Collaborators page. {% endstep %} {% endstepper %} ## Edit a Collaborator To edit an existing collaborator, click the **Edit** button next to their name. Update the access level, contributor status, or number of sessions, then click **Save**. ## Delete a Collaborator To remove a collaborator, click the **Delete** button next to their name and confirm the removal. {% hint style="warning" %} **CAUTION:** Removing a collaborator immediately revokes their access to the program activity. This action cannot be undone — you will need to re-add them if you want to restore their access. {% endhint %} ## Linked Events (if applicable) If your organization has event management enabled, the Collaborators page may also include a **Linked Events** panel. This allows you to associate the program activity with community events recorded in PEARS. ## Continue to the Next Step After adding collaborators, click the **Save and Continue** button to proceed to the next section of the workflow. Depending on your organization's settings and program areas, the next step may be [Custom Data](/engage/program-activities/add-snap-ed-custom-data), [Demographics](/engage/program-activities/add-demographics-data), or [Evaluation](/engage/program-activities/add-survey-evaluations). # Copy a Program Activity Learn how to copy an existing program activity in PEARS to create a new record with the same general information. You can copy an existing program activity to create a new record that starts with the same general information. This saves time when you are creating multiple similar program activities. {% stepper %} {% step %} #### Navigate to the Program Activity From the PEARS homepage, hover over the **Engage** menu and click **Program Activities**. Select the program activity you want to copy from the list to open its detail page. {% endstep %} {% step %} #### Open the Copy Form On the program activity detail page, click the **More** dropdown menu and select **Copy**. {% endstep %} {% step %} #### Edit the Program Name The **Program Name** field is pre-filled with "Copy of" followed by the original program activity name. Edit this name to give the new record a unique, descriptive name. {% endstep %} {% step %} #### Select Data to Copy The general information from the original program activity is always included in the copy. You may also choose to copy additional sections by checking the corresponding boxes: * **Attached Surveys** — Copies the surveys attached to the original program activity. * **Collaborators** — Copies the collaborator list from the original. * **Partners** — Copies the partner list from the original (if applicable). * **Program Demographics** — Copies the demographic data from the original. * **Custom Data** — Copies any custom data sections (such as SNAP-Ed or 4-H data) from the original. * **Sessions / Virtual Modules** — Copies all sessions or virtual modules from the original. Use the **Select All** or **Select None** buttons to quickly check or uncheck all options. {% hint style="warning" %} **CAUTION:** Select only the data that applies to the new program activity. For example, if the new program activity will have a different audience, you should not copy the Program Demographics, as the demographic data from the original may not apply. {% endhint %} {% endstep %} {% step %} #### Copy the Program Activity Click the **Copy** button to create the new program activity. PEARS creates the record and opens it for editing. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** Some data sections may not be available for copying if the original and new program activities use different reporting period formats. For example, demographics and youth programming data cannot be copied from a pre-2023 program activity to a 2023+ program activity because the data formats are different. {% endhint %} # Add SNAP-Ed Custom Data to a Program Activity Learn how to complete the SNAP-Ed custom data section for a program activity in PEARS. If your program activity includes a SNAP-Ed program area, you will need to complete the SNAP-Ed Custom Data section. This section captures project details, curricula, intervention topics, and other SNAP-Ed-specific information. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} ## Navigate to SNAP-Ed Custom Data After completing the Collaborators step, PEARS directs you to the Custom Data page. Click the **SNAP-Ed** tab to open the SNAP-Ed custom data form. You can also access this section from the program activity detail page by clicking **Custom Data** in the progress panel. {% stepper %} {% step %} #### Apply a Template (if available) If your organization has created SNAP-Ed custom data templates, you can apply a template to pre-fill the form. Select a template from the **Template** dropdown and the form fields will populate with the saved values. {% hint style="info" %} **TIP:** Templates save time when you frequently create program activities with the same SNAP-Ed settings. Contact your PEARS administrator to set up templates for your organization. {% endhint %} {% endstep %} {% step %} #### Select a Project In the **Project name** field, select the SNAP-Ed project associated with this program activity from the dropdown. This field is required. {% endstep %} {% step %} #### Select an Intervention (if applicable) If the **Intervention** field is available, select the appropriate intervention from the dropdown. The available options are filtered based on your reporting period. {% endstep %} {% step %} #### Select a Setting In the **Setting** field, select the framework setting where the program was delivered from the dropdown. If the appropriate option is not listed, select **Other** and enter the setting in the text field that appears. {% endstep %} {% step %} #### Select a Primary Curriculum In the **Primary Curriculum** field, select the SNAP-Ed approved curriculum that is most aligned with this program activity. This field is required. If the appropriate curriculum is not listed, select **Other** and enter the curriculum name in the text field that appears. The available curricula are filtered based on your reporting period and organization. {% endstep %} {% step %} #### Select Additional Curricula (optional) In the **Additional Curricula** field, select any additional SNAP-Ed approved curricula used in this program activity, if applicable. {% endstep %} {% step %} #### Select Objectives (if applicable) In the **Objectives** field, select the objective(s) from your state's SNAP-Ed proposal that align with this program activity. More than one objective may be selected. If the appropriate objective is not listed, select **Other** and enter the objective in the text field that appears. {% endstep %} {% step %} #### Select Target Audiences (if applicable) In the **Target audiences** field, select the group(s) of individuals this program activity is intended to reach. More than one audience may be selected. If the appropriate audience is not listed, select **Other** and enter the audience in the text field that appears. {% endstep %} {% step %} #### Select Intervention Topics (if applicable) In the **Intervention Topics** field, select the EARS intervention topic(s) covered by this program activity. More than one topic may be selected. If the appropriate topic is not listed, select **Other** and enter the topic in the text field that appears. {% endstep %} {% step %} #### Select a Funding Source (if applicable) If the **Funding Source** field is available, select the funding source for this program activity from the dropdown. {% hint style="warning" %} **NOTE:** The Funding Source field is only available for organizations that have enabled this feature. If your organization requires it, this field will be marked as required. {% endhint %} {% endstep %} {% step %} #### Select Priority Indicators (if applicable) In the **Priority Indicators** field, select any priority indicators that apply to this program activity. More than one indicator may be selected. {% endstep %} {% step %} #### Indicate Food Demonstration In the **Did this activity include a food demonstration/taste test?** field, select **Yes** or **No**.
GLOSSARY: Food Demonstration A **food demonstration** is an activity where participants observe or participate in food preparation and may sample the prepared food. This includes taste tests where participants try a food item. It does not include scenarios where food is simply provided for consumption without an educational component.
{% endstep %} {% step %} #### Enter Recipes Used (if applicable) If the program activity included a food demonstration, enter the names of the recipes used in the **What recipe(s) were used?** field. {% endstep %} {% step %} #### Save and Continue Click the **Save and Continue** button to save the SNAP-Ed custom data and proceed to the next step in the workflow. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} # Add Youth Programming Data Learn how to complete the Youth Programming (4-H) custom data section for a program activity in PEARS. If you indicated that your program activity delivered programming to youth, you will need to complete the Youth Programming custom data section. This section captures 4-H enrollment, volunteer counts, project areas, and detailed demographic breakdowns specific to youth programming. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} ## Navigate to Youth Programming Data After completing any prior custom data sections, PEARS directs you to the Youth Programming form. You can also access this section from the program activity detail page by clicking **Custom Data** in the progress panel and selecting the **Youth Programming** tab. {% stepper %} {% step %} #### Select a Delivery Mode In the **Youth Programming Delivery Mode** field, select the method used to deliver this youth programming from the dropdown. This field is required. The available delivery modes are filtered based on your reporting period and organization. {% endstep %} {% step %} #### Select Project Areas In the **Project Areas** field, select the 4-H project area(s) that apply to this program activity. At least one project area is required. The available options are filtered based on your reporting period. {% endstep %} {% step %} #### Enter Enrollment Counts In the enrollment section, enter the number of youth participants: * **4-H Enrolled** — The number of participants who are enrolled in 4-H. * **Non-4H Enrolled** — The number of participants who are not enrolled in 4-H. The **Total Enrolled** field is automatically calculated from these two values. {% endstep %} {% step %} #### Enter Served Counts In the served section, enter the following: * **First Served (4-H)** — The number of youth being served for the first time. * **Previously Served (4-H)** — The number of youth who have been served before. The **Total Served** field is automatically calculated. The total served must equal the total enrolled. {% endstep %} {% step %} #### Enter Volunteer Counts Enter the number of volunteers who participated: * **Adult Volunteers** — The number of adult volunteers. * **Youth Volunteers** — The number of youth volunteers. * **Youth from Military Families** — The number of participating youth from military families. This number cannot exceed the total enrolled count. {% endstep %} {% step %} #### Enter Gender Breakdown Enter the number of participants for each gender category: * **Male** * **Female** * **Non-binary** * **Prefer Not to Respond** * **Unknown** The **Total Gender** field is automatically calculated. This total must equal the total enrolled count. {% endstep %} {% step %} #### Enter Grade Level Breakdown Enter the number of participants for each grade level, from **Pre-K** through **Post High School**, along with **Not in School**, **Special Education**, and **Unknown**. The **Total Grade** field is automatically calculated. This total must equal the total enrolled count. {% endstep %} {% step %} #### Enter Residence Breakdown Enter the number of participants by residence type: * **Farm** * **Rural** * **Town** * **Suburbs** * **Cities** * **Unknown** The **Total Residence** field is automatically calculated. This total must equal the total enrolled count. {% endstep %} {% step %} #### Enter Ethnicity Breakdown Enter the number of participants for each ethnicity category: * **Hispanic** * **Non-Hispanic** * **Prefer Not to Respond** * **Unknown** The **Total Ethnicity** field is automatically calculated. This total must equal the total enrolled count. {% endstep %} {% step %} #### Enter Race Breakdown Enter the number of participants for each race category: * **American Indian or Alaska Native** * **Asian** * **Black or African American** * **Hawaiian/Pacific Islander** * **White** * **Prefer Not to Respond** * **Unknown** * **Two or More Races** The **Total Race** field is automatically calculated. This total must equal the total enrolled count. {% endstep %} {% step %} #### Save and Continue Click the **Save and Continue** button to save the youth programming data and proceed to the next step in the workflow. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} {% hint style="warning" %} **NOTE:** All demographic category totals (gender, grade, residence, ethnicity, and race) must equal the total enrolled count. If any total does not match, PEARS will display a validation error and you will need to correct the values before saving. {% endhint %} # Add Demographics Data to a Program Activity Learn how to enter participant demographic data for a program activity in PEARS. The Demographics section records the demographic makeup of the participants in your program activity. The fields available depend on your reporting period and program areas. {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} ## Navigate to Demographics After completing any required custom data sections, PEARS directs you to the Demographics page. You can also access this section from the program activity detail page by clicking **Demographics** in the progress panel. {% stepper %} {% step %} #### Enter Total Participants In the **Total Participants** field, enter the total number of participants in the program activity. {% endstep %} {% step %} #### Select Reach Method In the **Method used to determine demographic makeup of participants** field, select the option that best describes how the demographic data was collected: * **Actual Count** — Demographics were collected through sign-in sheets, surveys, or other direct methods. * **Estimated Count** — Demographics were estimated based on observation or other indirect methods. * **Unknown** — The method used to collect demographics is not known. {% hint style="warning" %} **NOTE:** For SNAP-Ed program activities, the **Unknown** option is not available. You must select either **Actual Count** or **Estimated Count**. {% endhint %} {% endstep %} {% step %} #### Select a Data Source In the **Source of Data** field, select the source used to determine the demographic makeup of participants from the dropdown. If the appropriate source is not listed, select **Other** and enter the source in the text field that appears. {% hint style="warning" %} **NOTE:** This field is required for SNAP-Ed program activities. {% endhint %} {% endstep %} {% step %} #### Enter Gender Data Enter the number of participants for each gender category: * **Male** * **Female** * **Non-binary** * **Prefer Not to Respond** * **Unknown** {% endstep %} {% step %} #### Enter Age Data Enter the number of participants for each age range. The age categories available depend on your program type: **For SNAP-Ed programs:** * 5 - 7 years * 8 - 10 years * 11 - 13 years * 14 - 17 years * 18 - 59 years * 60+ years **For Extension programs:** * 5 - 17 years (Total Youth) * 18 - 29 years * 30 - 59 years (Total Adults) * 60+ years {% hint style="info" %} **TIP:** Only the age categories relevant to your program areas will be enabled. Categories that do not apply will be grayed out. {% endhint %} {% endstep %} {% step %} #### Enter Ethnicity Data Enter the number of participants for each ethnicity category: * **Hispanic / Latino** * **Non-Hispanic / Latino** * **Prefer Not to Respond** * **Unknown** {% endstep %} {% step %} #### Enter Race Data Enter the number of participants for each race category: * **American Indian or Alaska Native** * **Asian** * **Black or African American** * **Hawaiian/Pacific Islander** * **White** * **Prefer Not to Respond** * **Unknown** * **Two or More Races** The **One Race Only** field is automatically calculated and displays the count of participants who identified with a single race. {% hint style="warning" %} **NOTE:** Only the race categories relevant to your program areas will be enabled. Some categories may be grayed out depending on whether your organization is SNAP-Ed, Extension, or both. {% endhint %} {% endstep %} {% step %} #### Save and Continue Click the **Save and Continue** button to save the demographic data and proceed to the next step in the workflow. To save without continuing, click the **Save** button instead. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** The demographic form layout changes based on the reporting period of the program activity. Program activities with reporting periods before 2023 will see a different set of age categories and demographic fields than those with 2023+ reporting periods. {% endhint %} # Add Survey Evaluations to a Program Activity Learn how to attach survey evaluations to a program activity in PEARS and manage attached surveys. The Evaluation section allows you to indicate whether you performed any evaluations of the program activity and to attach survey instruments for collecting response data. ![Screenshot: The Evaluation section of a program activity showing the Did you perform any evaluations question, the survey attachment form with Survey dropdown, Type selector, Date Delivered field, and the list of already attached surveys with Enter Response Data, Edit, Share, and Remove buttons](/files/WPVHR2bYkvHODO0B5Zkt) {% hint style="info" %} **TIP:** The red asterisk **\*** next to the heading of a field indicates that the field is required. {% endhint %} ## Navigate to Evaluation After completing the Collaborators section (or Custom Data, if applicable), PEARS directs you to the Evaluation page. You can also access this section from the program activity detail page by clicking **Evaluation** in the progress panel. {% stepper %} {% step %} #### Indicate Whether Evaluations Were Performed In the **Did you perform any evaluations of this program activity?** field, select **Yes** or **No**. This field is required. * If you select **No**, click **Save and Continue** to proceed. No further evaluation data is needed. * If you select **Yes**, the survey attachment form appears below. {% hint style="warning" %} **CAUTION:** If you change this field from **Yes** to **No** after surveys have been attached, all attached surveys and their response data will be permanently deleted. {% endhint %} {% endstep %} {% step %} #### Select a Survey In the **Survey** field, select the evaluation survey you want to attach to this program activity from the dropdown. The available surveys are filtered based on the program area(s) of your program activity and the surveys available to your organization. {% hint style="info" %} **TIP:** Surveys must be created in the **Plan > Surveys** module before they can be attached to a program activity. If you do not see the survey you need, contact your PEARS administrator. {% endhint %} {% endstep %} {% step %} #### Select a Survey Type In the **Type** field, select the type of survey from the dropdown:
GLOSSARY: Survey Types * **Pre** — The survey was administered before the program activity began, to establish a baseline. * **Post** — The survey was administered after the program activity concluded, to measure outcomes. * **Follow-up** — The survey was administered at a later date to measure sustained impact. * **Retrospective** — The survey asks participants to reflect on their knowledge or behavior both before and after the program, administered at the end.
{% endstep %} {% step %} #### Enter the Date Delivered In the **Date Delivered** field, enter the date the survey was administered to participants, in **mm/dd/yyyy** format. This field is required. {% endstep %} {% step %} #### Enter a Survey Name (optional) In the **Name** field, you may enter a custom name for this attached survey instance. This is useful if you are attaching the same survey multiple times (e.g., as both a pre-test and a post-test). {% endstep %} {% step %} #### Choose Whether to Aggregate Responses Check the **Aggregate responses** checkbox if you would like to enter summarized response data rather than individual participant responses. {% hint style="warning" %} **CAUTION:** Aggregate responses provide less detailed data than individual responses. When responses are aggregated, you enter combined totals rather than one response per participant. This limits the analysis that can be performed on the data. {% endhint %} {% hint style="info" %} **TIP:** When collecting responses in aggregate, the option to collect data via a public link or QR code is not available. For more information on collecting responses with a public link, see [Collect Survey Response Data with a Public Link](/engage/program-activities/collect-survey-responses-with-a-public-link). {% endhint %} {% endstep %} {% step %} #### Save the Attached Survey Click the **Save** button to attach the survey. The survey now appears in the list of attached surveys on the Evaluation page. You can attach additional surveys by repeating the steps above. {% endstep %} {% step %} #### Continue to the Next Step After attaching all surveys, click **Save and Continue** to proceed to the next step in the workflow. {% endstep %} {% endstepper %} ## Manage Attached Surveys After a survey is attached, it appears in a table with the following information: * **Survey Name** — The name of the attached survey. * **Responses** — The number of responses collected. * **Aggregate** — Whether responses are aggregated. * **Type** — The survey type (Pre, Post, Follow-up, or Retrospective). * **Delivered At** — The date the survey was delivered. Each attached survey has action buttons to: * **Enter Response Data** — Open the response form to enter individual or aggregate responses. See [Enter Survey Response Data](/engage/program-activities/enter-survey-response-data). * **Analyze** — Generate an AI-powered summary of the collected responses. See [AI Tools](/administration/administration/ai-tools#survey-analysis) for details on this feature and the data it sends to OpenAI. * **Edit** — Modify the survey details. See [Edit an Attached Survey](/engage/program-activities/edit-an-attached-survey). * **Share** — Get a public link or QR code for online response collection. * **Remove** — Remove the survey and all associated response data from the program activity. {% hint style="info" %} **TIP:** The **Analyze** button is only visible when your organization has the [Survey Analysis AI tool](/administration/administration/ai-tools#survey-analysis) enabled. {% endhint %} # Enter Survey Response Data Learn how to enter survey response data for a program activity in PEARS, including individual and aggregate responses. After attaching a survey to a program activity, you can enter response data collected from participants. Responses can be entered individually (one per participant) or as aggregate totals, depending on how the survey was configured. ## Navigate to the Response Form {% stepper %} {% step %} #### Open the Program Activity From the PEARS homepage, hover over the **Engage** menu and click **Program Activities**. Select the program activity from the list to open its detail page. {% endstep %} {% step %} #### Go to the Evaluation Section On the program activity detail page, scroll to the **Evaluation** section, or click **Evaluation** in the progress panel. {% endstep %} {% step %} #### Click Enter Response Data In the list of attached surveys, find the survey you want to enter responses for and click the **Enter Response Data** button. {% endstep %} {% endstepper %} ## Enter Individual Responses If the survey is configured for individual responses (not aggregated), you will see a form with the survey questions displayed for one participant at a time. {% stepper %} {% step %} #### Complete the Survey Questions Answer each question on the form as reported by the participant. The question types may include text fields, multiple choice selections, rating scales, and other formats, depending on how the survey was designed. {% endstep %} {% step %} #### Save the Response Click the **Save** button to save the current response. PEARS saves the response and displays a blank form for the next participant. {% endstep %} {% step %} #### Add Additional Responses Continue entering responses for each participant. Each saved response is added to the list for this survey. {% hint style="info" %} **TIP:** You can navigate between previously entered responses using the pagination controls at the top of the form. {% endhint %} {% endstep %} {% step %} #### Delete a Response (if needed) To delete an individual response, navigate to it using the pagination controls and click the **Delete** button. {% endstep %} {% endstepper %} ## Enter Aggregate Responses If the survey was configured with the **Aggregate responses** option, you will enter summarized totals rather than individual participant responses. {% stepper %} {% step %} #### Enter Combined Totals For each question on the survey, enter the combined totals across all participants. For example, if a question asks participants to rate their knowledge on a scale of 1–5, enter the number of participants who selected each rating. {% endstep %} {% step %} #### Save the Aggregate Response Click the **Save** button to save the aggregate response data. {% endstep %} {% endstepper %} {% hint style="warning" %} **CAUTION:** Aggregate responses provide less detailed data than individual responses. Once a survey is set to aggregate mode, the response format cannot be changed. If you need individual-level data, remove the survey and re-attach it without the aggregate option selected. {% endhint %} ## Return to the Program Activity After entering all response data, click the **Back** link or navigate back to the program activity detail page to continue working on other sections. # Collect Survey Response Data with a Public Link Learn how to generate and share a public link for collecting survey responses online in PEARS. PEARS allows you to create a publicly available link that participants can use to submit their survey responses online. This is useful for collecting responses remotely without needing to enter the data manually. ## Share the Public Link {% stepper %} {% step %} #### Open the Attached Survey On the Evaluation page of the program activity, find the attached survey in the list and click the **Share** button.\ Survey share button {% endstep %} {% step %} #### Copy the Link or QR Code A dialog appears with: * **Public Link URL** — Copy this URL and share it with participants via email, messaging, or any other method. * **QR Code** — A scannable QR code that links to the survey. Participants can scan the QR code with their phone to open the survey directly. {% hint style="info" %} **TIP:** Print the QR code and display it at your program activity location so participants can easily access the survey on their phones. {% endhint %} {% endstep %} {% step %} #### Distribute to Participants Share the link or QR code with your program participants. When participants open the link, they will see the survey questions and can submit their responses directly. No PEARS account is required. {% endstep %} {% endstepper %} ## How Participant Responses Are Collected When a participant submits a response through the public link: * The response is automatically saved to the program activity in PEARS. * The response count on the Evaluation page updates to reflect the new submission. * The participant sees a confirmation page after submitting their response. {% hint style="warning" %} **NOTE:** If the public link has an expiration date and that date has passed, participants will not be able to submit responses. Update the expiration date or create a new link if you need to continue collecting responses. {% endhint %} # Edit an Attached Survey Learn how to edit the details of a survey that has been attached to a program activity in PEARS. After attaching a survey to a program activity, you can edit its details, such as the survey type, delivery date, name, aggregation setting, and online collection options. {% stepper %} {% step %} #### Navigate to the Evaluation Section From the PEARS homepage, hover over the **Engage** menu and click **Program Activities**. Select the program activity from the list to open its detail page, then scroll to the **Evaluation** section or click **Evaluation** in the progress panel. {% endstep %} {% step %} #### Click Edit In the list of attached surveys, find the survey you want to modify and click the **Edit** button. {% endstep %} {% step %} #### Update the Survey Details Modify any of the following fields as needed: * **Type** — Change the survey type (Pre, Post, Follow-up, or Retrospective). * **Date Delivered** — Update the date the survey was administered. * **Name** — Update the custom name for this attached survey instance. * **Aggregate responses** — Change whether responses are entered as aggregated totals or individually. * **Collect Responses Online?** — Enable or disable online response collection via a public link. * **Expiration Date** — Set or update the expiration date for the public link. {% hint style="warning" %} **CAUTION:** Changing the **Aggregate responses** setting after responses have already been entered may affect existing response data. Review your data before making this change. {% endhint %} {% endstep %} {% step %} #### Save the Changes Click the **Save** button to apply your changes to the attached survey. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** To change which survey instrument is attached (rather than just editing its details), you will need to remove the current survey and attach a new one. Removing a survey also deletes all response data associated with it. {% endhint %} # Delete an Attached Survey Learn how to remove an attached survey from a program activity in PEARS. If a survey was attached to a program activity in error or is no longer needed, you can remove it from the Evaluation section. {% hint style="danger" %} **CAUTION:** Deleting a survey will also delete any responses that have been added. Once survey data has been deleted, it cannot be recovered. {% endhint %} {% 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 containing the survey you want to remove. {% endstep %} {% step %} #### Go to the Evaluation section Click **Evaluation** in the progress panel to view the list of attached surveys. {% endstep %} {% step %} #### Delete the survey Click the **X** button on the far right of the survey you want to remove. {% endstep %} {% step %} #### Confirm the deletion Click **Yes** when the confirmation message appears. The survey and all associated response data will be permanently removed. {% endstep %} {% step %} #### Continue To attach a different survey, click **Attach Survey**. Otherwise, click **Save and Continue** to proceed to the next section. {% endstep %} {% endstepper %} {% hint style="info" %} **TIP:** If you plan to delete a program activity entirely, remove any attached surveys first. If surveys are attached, responses must be recorded before marking the program activity as complete. {% endhint %} # Auto Calculate Program Activity Demographics Automatically calculate program activity demographics using site data, survey responses, 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. {% 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 ### 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 %} ### 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. Age classifications are adjusted during calculation — for example, Pre-K becomes "Less than 5 years" and grades 1-12 become "5-17 years." {% endhint %} ### Youth Programming Data Data from the Gender and Race & Ethnicity tables within the Youth Programming section are aggregated automatically. ## 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. {% hint style="warning" %} **NOTE:** Report only unique individuals — count each person once regardless of how many times they attended. {% endhint %} # Analyze a Program Activity Excel Report Understand the contents and structure of a program activity Excel report in PEARS. Individual program activity Excel reports contain data from a single activity. This is different from program activity exports (available through the Analyze menu), which include multiple activities with expanded details such as site information and session data. {% hint style="info" %} **TIP:** Download the Excel report from the program activity detail page before performing your analysis. {% endhint %} ## Report Contents A program activity Excel report contains three types of sheets: ### Export Details Information about when the export was run and by whom, how many survey instruments are attached, and when the program activity was last updated. One sheet per file. ### Overview & Demographics All details from the General Information section of the program activity, plus custom section data and demographic information. One sheet per export. ### Data Tabs Raw survey response data as entered in PEARS. One sheet per attached survey instrument. Individual responses generate separate rows; aggregate data produces a single row. {% hint style="info" %} **TIP:** Use the data tabs for further statistical analysis in external applications such as Excel or Google Sheets. {% endhint %} --- [Next Page](/llms-full.txt/1)