You can upgrade from a free or trial plan, or upgrade or downgrade from a paid plan. You can also change the billing period for a paid plan from monthly to yearly or every 2 years.
Wild Apricot does not automatically upgrade or downgrade your account based on your usage. It is your responsibility to monitor your contact count and make sure your billing plan suits your organization's needs.
Monthly plans are only payable by credit card as a recurring monthly charge. If you want to pay by check, you need to switch to an annual plan (which offers a 10% discount) or a 2-year plan (which offers a 15% discount). Annual plans can be paid either by credit card as a recurring charge or by invoice (payable by check or through PayPal).
Payment by credit card may incur extra fees charged by credit card companies. For more information, click here.
Canadian customers are assessed GST / HST on top of the subscription fees.
Only full account administrators can change your account billing plan.
Upgrading from a free or trial plan
When you open a Wild Apricot account, you automatically get a free 30-day trial. Your trial account has full access to Wild Apricot functionality at the Community billing plan level, with a few differences.
Plan |
Trial |
Community |
|---|---|---|
Max # of administrators |
5 |
10 |
| Overall storage limit | 100 MB | 2 GB |
Use custom domain? |
No |
Yes |
If you do not upgrade (or delete your account) before your trial period expires, you will automatically be downgraded to the ad-supported free plan. All your data and webpages will stay intact, but some functions will be deactivated, and Wild Apricot banners will be displayed on your site.
To keep your free account active, you must log into it as an administrator at least once every three months. If you do not do so, your account will be suspended after 3 months, and eventually deleted if no further activity takes place.
To upgrade from a free or trial account to one of Wild Apricot's paid plans, follow these steps:
- Hover over the Dashboard menu and click Account.
- From the Account screen, click the Upgrade to paid account button to upgrade from a trial account or the Upgrade account plan button to upgrade from a free account.
- Choose the billing plan you want to upgrade to, and the payment method you want to use, then click Next. (For a detailed list of the differences between the various plans, click here.) Monthly plans are only payable by credit card as a recurring monthly charge. Annual plans (which offer a 10% discount for 1-year plans and 15% for 2-year plans) can be paid either by credit card as a recurring charge or by invoice (payable by check or through PayPal).
- On the next screen, provide information for the billing contact and click Next.
- If you chose a credit card payment method, proceed with the payment then click Next. You'll be upgraded to your new account plan as soon as the payment has been successfully processed. If you chose to be invoiced for an annual plan, you'll be asked to confirm your invoice request. If you click Confirm invoice request, an invoice will be immediately generated and emailed using the billing contact information you provided. You will be returned to the Account and billing screen where you can view, print, or cancel the invoice.
Occasionally, you may get an error message when you try to upgrade your free or trial account to a paid account.
This is a very rare case and it might occur when a payment processor (e.g. Paypal) gets very busy. In this case, your upgrade request will be put on hold by the system (in order to avoid any duplicate charges) until you get in touch with Wild Apricot technical support. After support reviews your account, it will be either upgraded or, if no payment was received, your plan will be restored to its existing plan so you can repeat the payment.
Upgrading or downgrading a paid plan
At any time, you can change your Wild Apricot plan. You can upgrade to a plan with a higher contact limit or downgrade to a plan with a lower cost.
When you downgrade to a plan with a lower contact limit, you won't lose existing contacts or files, even if your account exceeds the new, lower limits. However, once you exceed your plan's limit, you will be unable to add any more contacts, including new event registrants or donors.
If you're being billed annually and you want to change your plan, you need to contact our billing department at billing@wildapricot.com.
When you upgrade an account – switch to a higher plan – you will be charged a pro-rated upgrade fee covering the remainder of your current billing cycle.
To upgrade or downgrade a monthly plan, follow these steps:
- Hover over the Dashboard menu and click Account.
- From the Account and billing screen, click the Change subscription button.
- Choose the billing plan you want to switch to, and indicate whether you want to pay using the credit card already on file or another card. (For a detailed list of the differences between the various plans, click here.)
- After you have made your choices, click Next.
- Click Confirm to complete the change.
If you downgrade or cancel your account, any remaining portion of your previous payment will not be refunded.
Downgrading from a paid plan to a free one
You can downgrade from a paid plan to a free one, and you won't lose any of your existing contacts or files, even if your account exceeds the new, lower limits. You can, at any time, upgrade back to a paid plan.
Since a number of product features are excluded from the free plan, downgrading from a paid plan will have a number of impacts. These impacts are described below.
Area |
Impact |
|---|---|
| Contacts |
No contacts will be lost even if you are over the 50 contact limit, but once over the limit, no contacts can be added even as new members, event registrants, or donors. |
| Administrators |
You won't lose any of your existing administrators but you won't be able to add any more or replace any that you remove. |
| Email |
Emails are limited to 50 recipients. Emails sent to a larger number will be randomly pared down to 50. |
| Events |
If you have more than 50 contacts, then no new contacts can register for events. Existing contacts can continue to register for events. |
| Online payments |
Online payments will no longer be accepted. Your payment system setting will be switched to manual payments. Recurring payments will be automatically stopped for members unless if you are using PayPal Standard as your payment provider. |
| Donations |
If your site has a donation form gadget, a message stating that donations are unavailable for this account will be displayed in its place. |
| Custom domain |
Custom domains are not supported with free plans. You may need to begin using your wildapricot.org domain in place of your custom one. |
| Website |
A Powered by Wild Apricot banner will appear at the bottom of your site with a Try it free link. |
| Theme overrides |
Theme overrides continue to function but cannot be modified. Support will not be provided for troubleshooting theme override issues with free plans. |
| Online store |
Catalog and cart gadgets will no longer appear on your site pages or templates. They will reappear once you upgrade to a paid plan. |
| Site search gadget |
The site search gadget will still appear on your site page(s) but when a visitor attempts a search, the following message will appear: "Site search is not available for this site." |
| Member app |
The member app will be disabled for your account. |
Changing your billing period
From the Account screen, you can change the billing period for a monthly plan to yearly (for a discount of 10%) or every two years (for a discount of 15%).
This self-service option for changing your subscription period is only available for monthly accounts, and is not available for locked in and overdue accounts. To change back to a monthly plan, or to switch between yearly and every 2 years, you need to email billing@wildapricot.com.
To change the billing period for a monthly plan, follow these steps:
- Hover over the Dashboard menu and click Account.
- From the Account and billing screen, click the Change period link beside the Monthly description of your subscription.
- On the screen that appears, choose the new subscription period (yearly or every two years) then click Continue.
- On the confirmation screen that appears, review the details of your updated subscription plan then click Confirm.
Once you confirm the new subscription period, we'll send a summary of the account change to your billing contact. On your next monthly renewal date, you'll be charged the annual or 2-year fee.
Extra fees charged by credit card companies
Some clients outside of Canada (where Wild Apricot is based) may have noticed an extra charge (around 1-4% of the total charge) added to their Wild Apricot subscription fees. Wild Apricot does not charge these fees. Since 2005, both Visa and Mastercard added a "cross-border assessment" surcharge on some purchases made outside the credit card's country of origin.
Since this is an optional extra charge, some card issuers simply tack on this fee to the cardholder, and it will even appear as a payment to Wild Apricot on the credit card statement. This is an Issuer Assessment applied directly by your Credit Card Issuer, this is not charged by Wild Apricot.
