WildApricot

Implementing WildApricot as your membership management system involves several key phases, from planning and data migration to website setup and member onboarding. Most organizations can expect the full process to take about 3 to 6 months, depending on complexity and team availability.

Step-by-Step Implementation Process

1. Assemble Your Project Team

• Gather a small, dedicated team (usually 2–5 people) including roles such as project manager, website coordinator, database administrator, content writer, and volunteer manager.
• Ensure team members are available throughout the entire project.

2. Initial Setup

• Register for a WildApricot trial account and familiarize yourself with the platform’s features and setup guides.

3. Plan Your Member Database (10–20 hours)

• Identify all sources of member data (like spreadsheets or old databases).
• Define your membership levels, renewal rules, and any group or bundle memberships.
• Prepare your data for export and cleaning.

4. Create a Master Import File (10–50 hours)

• Consolidate and clean your member data into a single, well-organized spreadsheet.
• Set up custom fields in WildApricot to match your data structure.
• Test the import process to ensure accuracy.

5. Plan and Build Your Website (10+ hours)

• Choose a website theme and design page layouts.
• Plan your site’s structure and create necessary content pages.
• Customize the look and feel to match your organization’s branding.

6. Import and Test Data (2–10 hours)

• Import your master file into WildApricot.
• Verify that all data is correctly imported and troubleshoot any issues.

7. Populate Website Content (10+ hours)

• Add content using WildApricot’s tools, such as member directories, event calendars, and donation forms.
• Set up navigation menus and access permissions.

8. Configure Payment System (2–3 hours)

• Set up online payment processing for memberships, events, and donations.
• Test payment workflows to ensure everything works before going live.

9. Comprehensive Testing (20+ hours)

• Test all key processes: member signups, renewals, event registrations, payments, and website access.
• Get feedback from staff, board members, or volunteers.

10. Launch (2–3 hours)

• Point your domain to the new WildApricot site.
• Switch payment processing to live mode.
• Announce the launch to your members.

11. Post-Launch Optimization (1–12 months)

• Communicate with members about the new system and provide support.
• Collect feedback and refine your processes.
• Use reporting and mobile tools for ongoing management.

WildApricot Customization Capabilities

WildApricot is built to be flexible and adaptable for a variety of organizations, including associations, clubs, nonprofits, and professional groups. Here are the main ways it can be customized:

Website and Branding

• Themes and Layouts: Choose from a selection of mobile-friendly themes, all of which can be customized for colors, fonts, and layouts to match your brand.
• Custom Fonts and Colors: You can select from web-safe fonts or upload your own, and use color pickers to match your organization’s style.
• Drag-and-Drop Editor: Modify website pages, add widgets (called gadgets), and adjust layouts without any coding.
• Custom CSS: Advanced users can apply their own CSS for deeper design changes.

Functional Customization

• Custom Fields: Create custom fields for member profiles, event registrations, and forms, so you can collect and manage the information that matters most to your organization.
• API Access: Developers can use WildApricot’s API to build integrations, automate tasks, or connect with other software such as accounting or email marketing tools.
• Integration Options: WildApricot can connect with platforms like QuickBooks, Zapier, and WordPress for expanded functionality.
• Custom Directories: Build member directories or listings using your own design and search filters.

Access and Permissions

• Custom Access Controls: Restrict access to certain pages, events, or content based on membership level or group.
• Multi-Language Support: Translate your site and interactive elements into multiple languages for international use.

Content Flexibility

• Page Types: Create various types of pages, including home, event registration, member directory, donation, and storefront pages. You can also add calendars, polls, forms, and forums.
• Templates: Use and customize page templates for consistent design across your site.

WildApricot’s main cost is a monthly or annual subscription, but there are other potential fees to consider:

• Subscription Fees

• Base Plans: Prices start around $48–$60 per month for up to 100 contacts, and go up to about $216 per month for 2,000 contacts. Larger plans are available for bigger organizations.
• Features: All plans include the same core features, such as website builder, event management, and member management.

• Setup and Customization Fees

• Self-Setup: You can set up WildApricot yourself, which typically takes 60–100 hours of effort.
• Professional Setup: Hiring a consultant for setup, content transfer, and membership data migration usually costs between $1,200 and $2,500, depending on your needs.
• Custom Theme Installation: Installing a custom theme costs about $99 per year.
• QuickBooks Integration: There is a one-time setup fee of about $2,999, plus $99 per year for maintenance, and $16 per month for the automation platform if used.

• Payment Processing Fees

• WildApricot Payments: Standard rates are about 2.9% + $0.30 per transaction for most credit cards, and 3.5% + $0.30 for American Express.
• Other Payment Processors: If you use Stripe, PayPal, or Authorize.net instead of WildApricot Payments, a 20% transaction fee applies for US and Canada-based customers.

• Maintenance and Support

• Software Maintenance: Regular updates and maintenance are included in your subscription.
• Support: Standard support (help articles, webinars, email, and phone support during business hours) is included. Advanced or priority support may cost extra, especially if you use third-party consultants.
• Integration Upgrades: Upgrading integrations, such as QuickBooks, may cost around $199 per upgrade.

WildApricot provides a comprehensive range of training and support options to help new users get started and succeed:

• In-Platform Help Panel: New users can access a help and support panel directly within the admin dashboard. This feature allows users to search for help topics, view articles relevant to the current task, and launch interactive tutorials.
• Interactive Tutorials: Step-by-step guides are available within the software, allowing users to learn how to perform common tasks through hands-on, guided instructions.
• Live Chat Support: Support agents are available via live chat during business hours (Monday to Thursday, 9am–7pm EST; Friday, 10am–5pm EST) for real-time assistance.
• Email Support: Users can reach out to the support team by email for help with more complex questions or troubleshooting.
• Coaching Calls: During the trial period, new users can book free coaching calls to receive personalized guidance and best practices.
• Self-Help Resources: WildApricot offers a library of help articles, video tutorials, and recorded webinars so users can learn at their own pace.
• Custom Training: Some organizations choose to work with consultants or third-party trainers who offer tailored training sessions, either online or in person, to address specific needs such as membership management, event setup, or website building.

WildApricot takes data security seriously and implements several safeguards to protect user and member information:

• Strong Password Requirements: All users must set passwords that are at least 12 characters long and include a mix of uppercase and lowercase letters, numbers, and special characters. Admin passwords must be changed annually.
• Anti-Spam Protection: The platform uses reCaptcha on login pages and forms to prevent spam and unauthorized access.
• Encrypted Traffic: All data exchanged between users and WildApricot servers is protected by HTTPS encryption, ensuring privacy and security during transmission.
• Secure Hosting: WildApricot is hosted on a leading cloud infrastructure provider known for its robust security and reliability.
• Payment Security: All payment transactions are processed through a secure payment gateway with end-to-end encryption, keeping financial data safe.
• Regular Security Updates: The software is routinely updated with the latest security patches to address vulnerabilities and improve protection.
• Account Security Enhancements: Additional measures, such as periodic forced password changes for administrators and improved password policies, further strengthen account security.

WildApricot maintains and improves its software through regular updates:

• Frequent Releases: Updates and new features are typically released every few months, including bug fixes, enhancements, and security improvements.
• Staggered Rollouts: Updates are deployed in phases over several days or weeks to ensure stability and minimize any potential issues.
• Minimal Disruption: Updates are designed to be seamless and generally do not cause downtime for users’ websites. Most updates are completed within a few hours.
• Advance Notifications: Users are informed in advance about upcoming updates and any significant changes through system notifications and support communications.
• Automatic Updates: All updates are managed by WildApricot’s technical team, so users do not need to take any action to benefit from the latest features and security enhancements.

Data Ownership and Portability

Data Ownership

• Your organization retains full ownership of all data entered into WildApricot. This includes member information, event registrations, financial records, and any other data you manage on the platform.
• WildApricot does not claim any rights to your data and will not use it for purposes other than providing services to your organization.

Data Portability

• You can export your data at any time. Administrators have the ability to download all member records, contact lists, event registrations, and financial data in spreadsheet-compatible formats such as CSV.
• The export process is straightforward and can be done directly from the admin dashboard.
• Your data is encrypted during transfer and securely stored on industry-standard cloud infrastructure, ensuring privacy and compliance.

Upgrading Your Plan

• You can upgrade your subscription at any time if your organization grows or your needs increase. The upgrade is effective immediately, and any additional fees are calculated on a pro-rated basis for the remainder of your current billing cycle.
• All your data, settings, and customizations remain intact when you upgrade.

Downgrading Your Plan

• You can also downgrade your plan at any time. If your data exceeds the limits of the new plan (such as the number of contacts), you will not lose any existing data, but you will not be able to add new contacts or process new registrations until you are within the plan’s limits.
• Refunds are not provided for any unused portion of your previous payment when you downgrade or cancel.

Managing Your Plan

• All changes to your subscription, including upgrades, downgrades, and billing frequency adjustments, can be managed by administrators through the platform’s billing section.
• Discounts are available for annual or biennial billing, which take effect at your next renewal.

Data Retention After Cancellation

• If you decide to cancel your account, you should export all necessary data before closure. After cancellation, your account and data may be permanently deleted according to WildApricot’s data retention policies.

Contract Renewal Terms

• Automatic Renewal: WildApricot subscriptions renew automatically at the end of each billing period, whether you are on a monthly, annual, or biennial plan. You do not need to take action to continue service unless you wish to cancel or change your plan.
• Advance Notifications: Administrators and billing contacts receive notifications before renewal dates and if there are any issues with payments or account status.
• Pro-Rated Upgrades: If you upgrade your plan in the middle of a billing cycle, you are charged only for the difference, calculated on a pro-rated basis for the remainder of that cycle.
• Plan Adjustments: You can upgrade or downgrade your plan at any time from the admin dashboard. Upgrades take effect immediately. Downgrades may limit your ability to add new data if you exceed the new plan’s limits, but your existing data is not deleted.

Cancellation Terms

• Self-Service Cancellation: You can cancel your subscription at any time by deleting your account through the admin dashboard. This action stops all future charges.
• Email Cancellation: Cancellation requests can also be made by emailing the billing department from an authorized administrator email. For security, you must confirm the request, and cancellation is processed within three business days.
• Refund Policy: If you cancel shortly after registration or renewal (typically within 14 or 30 days), you may be eligible for a full refund. After this period, refunds are generally not provided, but you will retain access until the end of your paid term.
• Account Suspension: If your account is overdue on payments, you will be notified. If payment is not received, your account may be suspended and eventually deleted.
• Data Export: Before cancelling, you should export all your data. Once your account is closed, your data may be permanently deleted according to WildApricot’s data retention policy.

• GDPR Compliance: WildApricot has measures in place to comply with data protection regulations such as the General Data Protection Regulation. This includes secure data handling, support for data subject rights, breach notification procedures, and the ability for customers to request compliance documentation or conduct audits.
• Data Security: All data is encrypted during transfer and stored securely on cloud infrastructure. Access controls and regular security updates help protect your information.
• Accessibility: WildApricot websites are designed to follow best practices for accessibility, including compliance with the Americans with Disabilities Act and Web Content Accessibility Guidelines (WCAG) 2.0, 2.1, and 2.2. Accessibility features are regularly reviewed and improved.
• Payment Security: All payment processing is conducted through secure gateways using end-to-end encryption, meeting industry standards for financial data protection.
• General SaaS Standards: While not specifically certified for every standard, WildApricot’s practices align with typical software-as-a-service industry expectations, including strong password policies, incident response protocols, and regular security maintenance.