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.

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.

1

Navigate to Community Events

From the PEARS homepage, hover over the Plan menu in the top navigation bar and click Community Events.

2

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

3

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.

TIP: Choose a clear, descriptive name that helps registrants understand what the event is about at a glance.

4

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.

5

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.

6

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.

7

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.

NOTE: The Site/Location field is required when In-Person is selected as a delivery method.

8

Select a Unit

In the Unit field, select the extension unit responsible for this event.

9

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.

10

Select Event Categories (optional)

In the Event Categories field, select one or more categories to help classify and organize the event.

11

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.

NOTE: All three scheduling fields are required. Ensure the time zone is accurate, especially for virtual events with participants in multiple regions.

12

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 step after saving.

13

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.

14

Add Uploads (optional)

In the Uploads section, attach any relevant files or documents, such as agendas, maps, or supplementary materials.

15

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

16

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 page.

To save without continuing, click the Save button instead.

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 so you can trace copy history later.

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