Membership setup checklist

Quick facts

  • Everyone in your WildApricot database is a contact.
  • Members are contacts assigned to a membership level.
  • You can create multiple membership levels, each with different membership fees, subscription periods, renewal policies, and membership benefits.  
  • There are two types of membership in WildApricot, and both types can have multiple membership levels.
    • A bundle membership is a collection of members charged a single membership fee and managed by a bundle coordinator.
    • An individual membership is meant for one member.

This guide helps you build your membership database.

Step 1: Create a membership level

  1. In Admin view, navigate to Members > Levels and click Add level in the top left corner.
  2. Enter a Name and select the Type for your new membership level: Individual or Bundle. (Learn more about Membership bundles.)
  3. Enter the Membership fee amount for the new level and select the Taxes setting. (Learn more about Tax settings.)
  4. The Payment method is set to Offline only by default. To permit online membership payments, click the Payment settings link. (Learn more about Payment settings.)
  5. Set the Level security options. Select Public can apply if you want the new level to appear as an option on a membership application form. 
  6. Click the Renewal policy tab and continue to Step 2, below. 

► Want to learn more? Check out our article on membership General settings.

Step 2: Set the renewal policy

  1. In Members > Levels > Renewal policy, set the Renewal period for the level. 
  2. If you'd like to limit members' ability to renew in advance of their membership expiration date, click the Limit renewals box and choose the time period.
  3. To allow members to renew automatically through recurring online payments, enable online payments in Settings > Payment settings. (Learn more about Payment settings.)
  4. Next, schedule membership Renewal reminders and configure automated actions, such as suspension of membership if a member does not renew. (Learn more about Renewal reminders and actions.)
  5. Select the recipients for membership Renewal notification emails. (Learn more about System email recipients.)
  6. Click Save in the top left corner of the screen when you are finished.

► Want to learn more? Check out our article on Membership renewal settings.

Step 3: Create membership database fields

Membership fields are the building blocks for your membership database. They can appear on membership applications, online forms, directories, and contact records.

  1. Navigate to Members > Membership fields in the Admin view.
  2. Click Add new field.
  3. Select the field Type, enter the Field label, and indicate if the field will be Required. Provide additional field details if prompted. (Learn more about Field types.)
  4. Set the Member access options. These determine how members will be able to interact with the new field. (Learn more about Member access field settings.)
  5. Choose the Others access settings. This setting determines whether other members or public visitors to your website can view the contents of this field. (Learn more about Others access field settings.)
  6. Under Use in, select the membership level where the new field should be applied.
    1. If the membership field will apply to all membership levels, select All levels
    2. If it will only apply to certain levels, choose Selected levels and click the box beside one or more membership levels. 
  7. You can add optional explainer text in the Field instructions. Any explainer text will be displayed in small text next to the field.
  8. Select Save all changes at the top left of your screen.

► Want to learn more? See our articles on Field types and Database field settings.

Step 4: Add members to the database

You can add members to your database using any of the following methods:

These instructions will help you add individual members manually.

  1. Navigate to Members > List and click Add member at the top left of the screen.
  2. Select the Membership level from the dropdown menu.
  3. Provide the member's name and other data as desired. 
  4. Click Save at the top left of the screen when you are finished.

Note: A newly added member will have a membership status of Pending until the membership is activated. To learn more, see Activating and approving memberships.


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