Contact details tab

You can view detailed information for each contact in your WildApricot database on the Contact details tab.

Locating the Contact details tab

  1. In the admin view, select Contacts from the sidebar menu. 
  2. From the Contacts list, click the name of an individual contact.
  3. The Contact details tab is the default view for each contact record.

Modifying contact details

In the admin view, select Contacts from the sidebar menu, then click on the name of the individual contact in the Contacts list view. You can use the search options to find the contact name more quickly.

In the Contact details tab view, you can make changes to the contact's profile information, password, and administrator privileges. You can also add notes about the contact for internal use.

For each of these sections, click the Edit button to make changes, then click Save at the top of the screen when changes are complete.

For example, if you want to update a contact's address, navigate to Contacts > Contacts list. Search for and select the contact name from the list. In the Contact details tab for that contact record, click Edit in the Profile section, then scroll down the page to where the address contact fields are located. Make the changes, then click Save at the top of the screen.

Setting administrative access privileges

To grant, remove, or change administrator access privileges for the contact, click the Edit button in the Login details section of the Contact details tab.

You can choose from the following options:

  • No administrative privileges
    Select this option to remove admin access for existing administrators.
  • Account administrator (Full access)
    Grants the contact full access for all administrative functions. Use caution when granting this level of access because full admins can delete other admins and even the entire site.
  • Account administrator (Read-only access)
    Allows the contact to view nearly everything in the admin backend without being able to make any changes.
  • Limited access
    Provides the contact with administrative access to selected WildApricot features. Use this option if you have dedicated personnel in charge of events, memberships, editing webpages, or managing donations. 

When you select Limited access, you can limit the contact's access to one of the following roles:

  • Membership manager – can create new contacts, modify all existing ones
  • Event manager – can create and manage all events
  • Donations manager – can manage all donations
  • Website editor – can modify your website pages. With this option selected, you can choose to provide the contact with access to all pages on your website or only to selected pages.
    Note: When you grant access to a website page, you automatically grant access to all of its child or sub pages.

When you are finishing setting the contact's administrator privileges, click the Save button in the top left corner of the screen.

When a contact is granted administrator privileges, an email is sent to the contact with links to more information about managing WildApricot sites.

Changing a contact's password

To change a contact's password, go to the Contact details tab and click the Edit button to the right of Login details.

Enter the new password then click Save in the top left corner of the screen.

Note: If you change a contact's password manually, an email with the password will not automatically be generated and sent to the contact. Alternatively, you can select Email new password, which will generate a new password and notify the contact via email.

Emailing a new password

Instead of setting the password yourself, you can automatically generate and email a new password to the contact.

To generate a password and email it to a contact, go to the Contact details tab and click Email new password  in the Login details section. 

The system will generate a new password and email it to the contact. The image below is an example of what the email appears like to the contact/recipient. 

Archiving and deleting contact records

Archived records do not count against your database contacts limit and are excluded from system-generated communications. Archiving a record is the first step in deleting a record.

To archive a single contact:

1. In the admin view, select Contacts from the sidebar menu.

2. In Contacts list, click on the name of the contact. You can use the search options to find the contact's name more quickly.

3. In the Contact details view, select Archive at the top of the screen.

After you archive a contact, you can choose Delete or Restore from archive at the top of the screen.

With the record archived, you can now delete it by clicking the Delete button.

For a deeper dive, see Deleting and archiving contacts.

Merging contact records

You can merge data from two contact records, so that one record with the combined data remains active and the other record is archived.

As part of the merging process, you select the contact record you want to remain active and the other record to be merged and archived.

Important Note: You cannot undo the merging of contact records.

To merge two records, navigate to Contacts and select one of the two records – it doesn't matter which. With the one record open, click the Merge button towards the top.

From the window that appears, select the other contact to be merged. Click Next, then choose which contact record you want to keep active.

For more information, see Merging contacts.


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