What is a bundle?
A membership bundle is a collection of members who are linked together and managed by one member who serves as the bundle coordinator.
Bundle members all share the same renewal date. The entire bundle is charged one membership fee, which is invoiced to and paid by the bundle coordinator. Bundles can be used to offer a special shared membership to companies, teams, or families.
Note: Membership bundles are separate and distinct from member groups.
You can create as many bundle membership levels as you like. When a person applies for membership at a bundle level, that person creates a new bundle and becomes the coordinator for the bundle. As the bundle coordinator, that person is responsible for adding new members to the bundle. Only the bundle coordinator can pay or renew membership on behalf of the entire bundle.
As an admin, you can set a limit on the maximum number of members allowed per bundle.
Creating a bundle membership level
Creating a bundle membership level involves the same steps as creating a regular membership level. These steps include:
- Select Members from the sidebar menu in admin view, then select Levels from the top menu.
- On the Membership level list, click Add level.
- Complete the settings under each of the three tabs:
- General
- Renewal policy
- New applications
- Click Save in the top left corner of the screen after the level setup is complete.
In the sections below, you'll find detailed information about the settings available under each tab.
General tab settings
Under the General tab, enter a Name for the new bundle membership level.
For Type, select Bundle.
- Select Limit to and provide a maximum number of members if you want to limit the number of members who can use a bundle membership.
- Select Unlimited to permit an unlimited number of members to share a bundle membership.
Enter a Membership fee amount and select the tax setting. This fee will be charged per bundle and invoiced to the bundle coordinator.
On the right side of the General tab settings, select the Level security options.
- Public can apply - Select this option to allow any applicant to create a bundle within this level. Disable this option if you want control to manually assign members to this bundle level.
- Member can change to - Controls whether members can switch themselves out of the bundle level and into a different membership level. If you enable this option, choose the levels that members can switch to. For more information, see Renewal options.
Renewal policy tab settings
Click the Renewal policy tab and select the membership renewal settings for the bundle level. All bundle members share the same renewal date and policy settings.
To learn more, see Membership renewal settings.
New applications tab settings
Click the New applications tab and configure the settings for application approvals and emails.
Tip: If you want membership applications to be automatically approved and activated, disable the Membership applications must be approved by administrator option. To learn more, view our help article, New applications tab. 
Creating a bundle
There are three ways in which a new membership bundle can be created:
- Applicant creates a bundle
- Admin creates a bundle
- Admin creates a bundle via import
Applicant creates a bundle
When a person applies for membership at a bundle level, that person creates the new bundle and becomes the coordinator for the bundle. As the bundle coordinator, that person is responsible for adding new members to the bundle. In your membership database, each bundle is named after the coordinator.
When a person submits an application for a bundle membership, the following actions are triggered:
- A bundle membership invoice is generated for the bundle coordinator applicant.
- Account login information and a temporary password is emailed to the bundle coordinator.
- The status of the bundle coordinator applicant is set to Pending new.
Important note: Bundle coordinator applicants with a status of Pending new must wait until they have been approved for membership and have paid the fee invoice before they can add members to the bundle. The Add member button will only be visible to coordinators with a status of Active.
After the applicant's membership is approved and the invoice is paid, the following actions are triggered:
- The status of the bundle coordinator is set to Active. The bundle coordinator can now add members to the bundle.
- A welcome email is sent to the bundle coordinator that tells them how to add members.
Admin creates a bundle
An account administrator can create a new bundle by assigning a bundle membership level to an existing contact. That contact then serves as the bundle coordinator.
To learn more, view Assigning membership levels.
Admin creates a bundle via import
To create a new membership bundle by importing a spreadsheet:
- In the spreadsheet, set the Membership level field of the bundle coordinator to the appropriate bundle level. This creates the bundle.
- Your spreadsheet should have two columns for emails: an Email column for each contact's individual email address and a Bundle Email column for the email address used to identify the bundle. The bundle coordinator's email address will serve as the bundle email.
- Make sure any members of a bundle listed in the spreadsheet share the same email address in the Bundle Email column as the bundle coordinator. Importing contacts with the same Bundle Email address as the coordinator will automatically assign those contacts to the coordinator's bundle.
For more information, see Importing membership bundles.
Adding members to a bundle
Contacts or members cannot add themselves to a bundle. There are three ways in which members can be added to a bundle:
- Bundle coordinator adds a member
- Admin adds a member to a bundle
- Admin adds members to a bundle via import
Bundle coordinator adds a member
After the invoice for the bundle membership fee is paid and the application is approved, the bundle coordinator can view and manage bundle members from within their own profile.
Bundle coordinators can add to their bundle any contact whose email address is not already in your WildApricot database.
To add a new member to the bundle, the bundle coordinator clicks the Add member button.
Important note: The Add member button will only be visible to bundle coordinators if both of the following are true:
- The bundle coordinator has a membership status of Active
- The bundle has not yet reached the maximum member limit
Admin adds a member to a bundle
An account administrator can add new members to any existing membership bundle by assigning the member to that level. For detailed instructions, view Assigning membership levels.
Note: Account administrators can only add existing contacts to a bundle, while bundle coordinators can only add new contacts – those not already in your WildApricot contact database – to a bundle.
To switch someone to a bundle who is already assigned to a non-bundle membership, open the contact details for the member, click the Membership tab, and click Add to bundle, then select the bundle.
In your membership database, each bundle is named after the coordinator.
For details, view Assigning membership levels.
Admin adds members to a bundle via import
You can add members to a bundle by importing a spreadsheet of contacts.
- In your spreadsheet, ensure there are two columns for emails: an Email column for each contact's email address and a Bundle Email column for the email address used to identify the bundle. The bundle coordinator's email address will serve as the bundle email.
- Make sure any members of a bundle listed in the spreadsheet share the same email address in the Bundle Email column as the bundle coordinator. Importing contacts with the same Bundle Email address as the coordinator will automatically assign those contacts to the coordinator's bundle.
For more information, see Importing bundles.
Other information about bundles
Removing a bundle member
To remove a member from a bundle, assign the bundle member to a different, non-bundle membership level.
A bundle coordinator cannot delete a bundle member, but they can archive a bundle member. When a member is archived, they are no longer part of the bundle but are still in the contact database.
Suspending bundle membership
You can suspend all the members in a bundle by suspending the bundle coordinator's membership.
See Suspending a membership for detailed instructions.
Archiving a bundle
You can archive all the members in a bundle by archiving the bundle coordinator.
For instructions on archiving the bundle coordinator, see Archiving and deleting contacts.
Deleting a bundle
To delete an entire bundle, reassign all bundle members to a non-bundle membership level.
Tip: Reassign the bundle coordinator last when reassigning the members of a bundle.
Searching for a bundle coordinator
To generate a list of bundle coordinators at a certain bundle level, follow these steps:
- In admin view, navigate to Contacts > Advanced search.
- For Membership level, select is and the name of the bundle level.
- Click Add criteria.
- In the popup window, select Role from the Membership related section and click OK.
- The Role criterion will appear on the Advanced search screen. For Role, select is and Bundle coordinator.
- Click the Search button at the bottom of the screen. A list of bundles coordinators at the bundle level you indicated will appear. You can select an individual coordinator from the list.
For a comprehensive list of all bundle coordinators across all bundle levels, remove the Membership level criterion. 
Changing the bundle coordinator
To change the bundle coordinator for a bundle, display the membership details for the member you want to be the new bundle coordinator, then click Make coordinator.
When a new coordinator is assigned, the former bundle coordinator becomes a regular bundle member.
Note: The Make coordinator button is grayed out if the current bundle coordinator has recurring payments set up. To change bundle coordinators in this case, stop the recurring payments for the current coordinator, then switch coordinators. Next, renew the bundle membership by clicking the Renew button on the Membership tab for the new bundle coordinator, then click Generate invoice.
Admin changes the assigned bundle or membership level of a coordinator
An account administrator can switch a bundle coordinator to a different bundle level, or to an individual membership level, if the coordinator's bundle has no members.
Navigate to the Membership tab within the contact record for the bundle coordinator, click Edit, and select a different level from the Membership level dropdown, then Save.
Coordinator changes bundle or membership levels
A bundle coordinator can switch their entire bundle to a different bundle level by clicking the Change option beside their membership level within their member profile.
A bundle coordinator can switch to an individual level only if their bundle has no members.
Bundle members cannot switch to a different membership level as long as they are still members of a bundle. To switch a bundle member to a different level, first remove them from the bundle.
