Importers

Import survey responses and demographics data from WebNEERS into PEARS.

PEARS provides several import tools for bulk data entry. Each import type generates a dynamic template customized to your organization's configuration, validates your data, and reports errors in a downloadable error workbook.

Available Importers

• Import Program Activities — Create program activity records in bulk from a spreadsheet.

• Import Partnerships — Create partnership records in bulk, including action plan links and collaborators.

• Import Sites — Create site records and update site demographics in bulk.

WebNEERS Import

The WebNEERS Importer allows you to import survey response data and participant demographics from WebNEERS exports into PEARS. The import process creates survey responses, demographics records, and marks program activities as complete when all required data is present.

Permission required: WebNEERS importer permission.

Getting Started

To access the WebNEERS Importer, click the cog icon in the top navigation bar, then under Utilities, select Importers. The page displays a list of your existing imports and a form to create a new one.

Screenshot: The Importers page showing the list of existing imports with their names, types, status, and the form to create a new import

Create an Import

1

Enter Import Details

• Name — Enter a descriptive name for this import (e.g., "Fall 2025 WebNEERS Import").

• Type — Select WebNEERS as the import type.

Click Save to create the import. You will be redirected to the import detail page.

2

Upload CSV Files

From the import detail page, click Upload to open the file upload form. Select the CSV files exported from WebNEERS:

• Adult Pears — Upload adult_pears.csv for adult participant data.

• Youth Pears — Upload youth_pears.csv for youth group data.

• Youth Group Details — Upload YouthGroupDetails.csv with race and grade details. (Required if uploading youth data.)

• Checklist files — Upload any state-specific checklist CSV files that match your organization's configured survey templates.

NOTE: You must upload at least an adult file or a youth file. If you upload youth data, the Youth Group Details file is also required. Filenames must match exactly (case-sensitive).

3

Submit the Import

Click Submit to process the uploaded files. PEARS will:

1. Parse each CSV file and match rows to existing program activities using the PEARS_Program_ID column.

2. Create survey response records from checklist data, mapping each question column to the corresponding survey question.

3. Calculate and create demographics records (age, gender, race, ethnicity) from participant data.

4. Mark program activities as complete if they have all required data (instruments, demographics, and custom data).

5. Mark the import as complete.

If any errors are encountered during processing (such as unrecognized program IDs or invalid data), you will receive an email report detailing the errors. Records with errors are skipped, but the rest of the import continues.

View Import Results

After processing, the import detail page displays:

• Created Programs — List of program activities with their PEARS IDs and custom data status.

• Demographics — Demographics records created by this import, showing the program, demographic record, and total attendees.

• Survey Responses — Survey responses attached to programs, showing the survey name, pre/post type, and response count.

Delete an Import

From the import detail page, click Delete to remove the import record.

NOTE: An import can only be deleted if it has not yet created any records (programs, demographics, or survey responses). Once records have been created through the import, the import cannot be deleted.

CSV File Specifications

adult_pears.csv

Each row represents one adult participant. Key columns include:

• Adult_ID — Unique participant identifier

• PEARS_Program_ID — Links the participant to a PEARS program activity

• Checklist_Date — Date the checklist was completed

• ExitCklist — Entry (0) or Exit (1) indicator

• Exit_Date — Participant exit date

• Age, Sex, Race_Code_Binary, Ethnicity_Code — Demographic fields

• Q01, Q02, etc. — Survey question response values

youth_pears.csv

Each row represents one youth group. Key columns include:

• Youth_ID — Unique group identifier

• PEARS_Program_ID — Links the group to a PEARS program activity

• Entry_Date, Exit_Date — Group entry and exit dates

• nGraduates — Number of graduates

• Q01_Entry, Q01_Exit, etc. — Paired entry/exit survey question response values

YouthGroupDetails.csv

Provides race and grade detail data for youth groups:

• Youth_ID — Links to youth_pears.csv

• Data_Type — "Race" or "GRD" (Grade)

• Data_Code — Numeric code for the category

• nYouth — Count of youth in this category

TIP: Only the import creator and organization administrators can view and manage an import. Data managers have additional flexibility to import data for completed programs or past reporting periods.