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.

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.

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

1

Click Add Collaborator

On the Collaborators page, click the Add Collaborator button. A dialog box appears.

2

Select a User

In the User field, search for and select the PEARS user you want to add as a collaborator.

3

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.

4

Mark as Contributor (optional)

Check the Contributor checkbox if this collaborator directly contributed to the delivery of the program activity.

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.

If the collaborator is marked as a contributor, you may also enter the Number of Sessions they contributed to.

5

Save the Collaborator

Click Save to add the collaborator. The collaborator now appears in the list on the Collaborators page.

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.

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.

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, Demographics, or Evaluation.