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
1
Enter Total Contacts
In the Total field, enter the total number of people contacted. This number must be greater than zero.
2
Enter Communication Method Totals
Enter the number of contacts made through each communication method:
In Person
Phone
Email
Video Conference
Social Media
Text
Other
NOTE: The sum of all communication method totals must equal the total number of contacts.
3
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.
4
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.
TIP: The specific age categories available depend on your reporting period. 2023+ reporting periods have additional categories such as 60–75 and 76+.
5
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.
6
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
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.
7
Save and Continue
Click Save and Continue to save the demographics and proceed to the next section.
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.
