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, hover over the Plan menu in the top navigation bar and click Community Events, then click the Export button. The export includes all events matching your current filters.

Screenshot: The Community Events list with events in the table and the Export Payment Details, Export and Add buttons above the filter bar, with the Export button outlined

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.

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.

Registrations are exported separately, with the Export button on an event's Registrations page. That workbook's Event 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.

TIP: Waitlisted entries appear on the Event Registrations sheet with a status of "Waitlisted" and a " (Waitlisted)" suffix on the registration type. A waitlisted_at column records when each person joined the waitlist, down to the second so same-day signups stay in order. See Event Waitlists.

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 Export Payment Details button on the Community Events list page, for Event Administrators and users with the Export Payment Details permission, when the event payment feature is enabled for your organization. Like the main export, it includes the events matching your current filters. Its Payment Details worksheet contains one row per transaction with a transaction_type column indicating "Payment," "Refund," or "Void." Refunds and voids 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 and void rows immediately following their corresponding payment.

The workbook also includes these worksheets:

• Accounting Information — One row per accounting split of each transaction.

• Payment Notes — Notes recorded against a registration's payments, including whether each note appears on the registrant's receipt. See Payment Notes.

TIP: Test/preview registrations created while previewing the registration flow are excluded from the Payment Details export.