Help Site Offline Version

version 4.
3
date: 22 December 2011
Sales & Support: (Toll-free) +1 (877) 493-6090 Bonasource Inc. 144 Front Street West, Suite 725, Toronto, Ontario M5J 2L7, Canada Copyright 2011. Wild Apricot by BonaSource Inc.
1. Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1 For new users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.1 Login in to your account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.2 Getting Started Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.2.1 Getting Started with Wild Apricot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.2.2 Getting Started with Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.2.3 Getting Started with Membership Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.2.4 Getting Started with Websites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.3 Dashboard Page Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.3.1 Referral summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.3.1.1 Referral transaction log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.4 Custom domain setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.4.1 Domain name management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.4.2 Godaddy DNS Setup example . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.4.3 Network Solutions Custom Domain Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.4.4 Custom domain setup troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.5 Email setup and WildApricot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.6 Working with Support Tickets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.1.7 Browser compatibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2 Functionality by module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1 Contact Database and Membership Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.1 Contact database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.2 Member list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3 Setting up your database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.1 Customizing your contact database fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.2 Customizing your member database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.3 Member directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.4 Membership levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.5 Bundle Membership Level Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.6 Member Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.3.7 Privacy settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.4 Contact Vs Member records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.5 Archived vs. active records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.6 User ID . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.7 Adding a new contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.8 Individual vs. Organization record . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9 Searching and filtering contact and member records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9.1 Advanced search - Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9.2 Keyword search - Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9.3 Advanced search - Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9.4 Saved searches - Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9.5 Custom reports layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.9.6 Saved searches - Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10 View and edit contact details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10.1 Contact Email Settings and Email Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10.2 Donation records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10.3 Edit email subscriptions for a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10.4 Event registration records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10.5 Photos - Contact Card . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.10.6 View email subscriptions for a contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.11 Merging Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12 Membership management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.1 Adding member records manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.2 Member applications workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.3 Discount coupons for member applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.4 Automating membership renewals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.5 View and edit memberships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.6 Manual member renewal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.7 Suspending a membership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.8 Access control by member status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.12.9 Default membership emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.13 Setting and Changing Passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.14 Import Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.14.1 Import Field Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.14.2 Import History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.14.3 Import of Bundles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.14.4 Spreadsheet Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.15 Bulk changes using import and export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.1.16 Exporting members and other contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.2 Sending email blasts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.2.1 Log of Sent Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.2.2 Tracking Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.2.2.1 Managing Undeliverable Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.2.3 Using macros in emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.2.3.1 A list of macros . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
6 7 7 8 9 13 20 28 31 35 37 37 40 42 44 48 49 50 51 53 53 53 56 58 58 61 77 85 87 97 101 106 107 110 111 112 115 115 118 119 122 124 127 128 130 133 134 136 138 138 138 141 142 145 156 159 166 168 170 171 172 174 178 186 189 192 195 195 196 198 205 208 210 215 218
1.2.2.4 Working with Email Drafts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3 Online self-service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.1 Member and contact - edit profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.2 Member and contact - email settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.3 Member Photo albums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.4 Member self-service functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.4.1 Member - renew or change level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.4.2 Online member application form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.4.3 Member contact form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.4.4 Upload and manage member photo albums . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.3.5 View account history and pay invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4 Website and Content Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.1 Administrative and Member Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.2 Content pages vs. functional pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.2.1 Customization of functional pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.2.2 Functional pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.2.3 Online Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.3 Page Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.3.1 How to add web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.3.2 Custom URLS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.3.3 Subpages and multi-level pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.3.4 Invisible pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.3.5 Search Engine Optimization (SEO) Tools - Page Title and Meta Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.4 Page access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.4.1 Page visibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.4.2 Website Pages with Restricted Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.4.3 Authorization required message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5 Editing web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.1 Inserting documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.2 Inserting pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.3 Inserting Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.4 Inserting gadgets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.5 Inserting and editing tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.6 Inserting HTML or JavaScript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.7 ArtText . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.8 Layouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.9 Cleaning up your webpage code after pasting from Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.10 Line spacing in Web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.5.11 Extending your website with third-party tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.6 File Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.6.1 Complete list of supported file types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.7 Forum Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.7.1 Forum subscriptions by email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.7.2 Forum summary page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.7.3 Individual Forum page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.8 Photo album page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.9 Using Google Analytics with Wild Apricot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.10 Printing Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.11 Blog module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.4.12 Email Subscription Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5 Help with customization and setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.1 Basic Visual Setup Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.1.1 Website themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.1.2 Page header customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.1.3 Logo customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.1.4 Title customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.2 Page footer customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.3 Customizing colors and styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.5.4 Partner directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6 Event Calendar and Event Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.1 Events database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.1.1 Event categories (tags, labels) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.2 Publishing your event calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.3 Adding new events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.3.1 Customize event registration form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.3.2 Event Registration Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.3.3 Extra event registration costs (dynamic event pricing) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.3.4 Event visibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.3.5 Capping event registrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.4 List of event attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.5 Viewing and contacting event attendees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.6 Adding event attendees manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.7 Guest event registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.8 Self-service online event registration process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.8.1 Adding an event into desktop calendar software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
224 226 226 233 235 235 235 238 242 245 249 255 255 256 256 257 258 259 262 265 267 269 270 272 272 275 277 278 287 289 292 297 304 308 310 321 340 340 341 373 376 379 379 381 383 387 389 392 398 401 403 403 405 406 410 411 412 413 415 415 415 418 421 424 428 431 437 438 439 440 441 442 445 452 458
1.2.6.8.2 Completing pending event registrations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.9 Customizing event emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.9.1 Default Event Emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.10 Event registration report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.6.11 Event payments report by registration type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7 Fundraising and Donations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.1 Donations database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.2 Online donation form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.3 Donation Form Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.4 Manually record a donation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.5 Donation Confirmation Email . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.6 Edit and delete a donation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.7.7 Personalized Fundraiser Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8 Financial Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.1 Financial Management Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2 Payments - Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.1 Custom currency setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.2 Adjust or Cancel Payment or Refund . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.3 Online Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.4 Record Payment and Settle to Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.5 Refunds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.6 Payment tenders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.7 Failed online payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.8 Key Payment Changes from version 4.2 to 4.3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.2.9 Processing credit card option for administrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.3 Audit log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.4 Invoices - Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.4.1 Issue manual invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.4.2 Find invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.4.3 Resend or Print Invoices and Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.4.4 Adjust or cancel invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.4.5 Complimentary transactions and special discounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.5 Managing Receivables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.6 Settings and customization of invoices and receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.7 Financial Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.8 Quickbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.8.1 QuickBooks Export Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.8.9 Reconciling transactions and invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.9 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.2.10 Emails and Newsletters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3 Release history . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3.1 Changes to Emails in 4.3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.3.2 Getting ready for new version 4.3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4 Account administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.1 Delete contact records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.2 Changing Your Billing Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.3 Anti-spam settings (Captcha) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.4 Managing site administrators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.5 Changing your billing plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.6 All Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.6.1 Site Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.6.2 Organization details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.6.2.1 Organization Timezone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.7 Deleting your account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.8 Upgrading to a paid billing plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.8.1 Change account billing plan exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.9 Routing of system emails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.10 Trial site and Free Billing plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.11 Automatic emails schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.12 Page and Field Size Limits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.4.13 Functionality by billing plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5 For Designers and Developers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1 CSS Customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1.1 Customization Notice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1.2 Working with WebDAV . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1.2.1 Setting Up WebDAV in Mac OS X . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1.2.2 Setting Up WebDAV in Windows Vista . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1.2.3 Setting Up WebDAV in Windows 7 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.1.2.4 Setting Up WebDAV in Windows XP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2 Customization tweaks examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.1 Adding content under menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.2 HTML Color Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.3 How to create special characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.4 Identifying page id . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.5 Creating a Contact Us or Feedback Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
460 462 465 468 470 472 472 474 475 479 482 483 486 488 489 499 503 504 509 559 569 574 575 577 579 581 585 588 590 593 595 600 602 605 610 619 623 625 629 630 630 656 659 670 670 671 673 675 682 683 685 686 688 689 690 694 695 697 699 700 701 703 703 705 705 707 708 715 718 724 724 725 729 732 732
1.5.2.6 Hide Powered By branding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.7 RSS icon customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.8 Scale widget pages to iframe . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.9 Redirect to another page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.2.10 Inserting favicon - favorites icon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3 Theme Overrides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.1 Advanced customization warning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.2 Template Engine Reference Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.2.1 Theme Overrides Tutorial - Adding Text & Links to Login Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.3 Template Gadgets and Modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.4 Theme and page generation process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.5 Quick customization examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.6 Theme files language syntax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.7 Mainconfig.cfg parameters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.8 How themes interact with Colors and Styles customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.9 Header backgrounds and Theme customization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.10 Art text styles in themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.11 CSS and LESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.3.12 Page Model . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.4 White-labeled version of Wild Apricot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1.5.5 Widgets - integrating Wild Apricot into another website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Home
Wild Apricot Help
From this Help site you can find help articles and videos tutorials on almost every tool and topic related to Wild Apricot. You can expand the categories to the left, do a search above or get started by clicking on some of the articles below.
Getting Started Guides

If you've just started using Wild Apricot or are taking over an existing Wild Apricot account, then these guides are for you: Getting Started with Wild Apricot Getting Started with Websites Getting Started with Events Getting Started with Membership Management
Searching Help pages in Wild Apricot

And you can also search this help site directly from your Wild Apricot account by clicking on the icon in the top right of your account.
Popular Help Pages

For New Users
Using your own domain Email setup (mailboxes) Setting up online payments Importing your contacts and members Using Wild Apricot Widgets in another website Help with customization and setup
By Feature/Tool
Contact Database and Membership Management Email newsletters (aka Email blasts) Website and Content Management Editing web pages Blog module Discussion Forums module Event Calendar and Event Registration Finances - Invoices, Payments and Accounts Receivable Fundraising and Donations
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Up-to-date online version: help.wildapricot.com
Product and Account

Version history and upcoming updates Account administration Video tutorials Webinars New
For new users

For new users
For new users Login in to your account Getting Started Guides Dashboard Page Overview Using your own domain Email setup (mailboxes) Accepting online payments Using Wild Apricot Widgets in another website Help with customization and setup
Login in to your account

Log in to your account
Where to log in? Login troubleshooting I do not remember my Wild Apricot site What is my login? I hid my login box on my website. How do I log in now? I reset my password but I did not receive any email? When I click on the link in the email, it opens "404 - Page not found" page When I click on the link in the email, it does not work; it says that it is expired? Logging in is necessary to access administration functions for your Wild Apricot account - as well as for some online self-service functions (See Online self-service)
Where to log in?

You cannot log in from www.wildapricot.com, you must visit your Wild Apricot website first and log in using the login box on your site. To log in to your site: find a login box (see example below) enter your email and password and then click on the [Login] button.
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Login troubleshooting
I do not remember my Wild Apricot site
If you do not remember your Wild Apricot website address, check your email inbox for the welcome email that was sent to you when you signed up for the account, or contact us at support@wildapricot.com for help recovering your account.
What is my login?
Use your email address and password to log in to your Wild Apricot account. If you do not remember your password, use the Forgot password link next to the Login button.
I hid my login box on my website. How do I log in now?

To access your site use the following URL:
http://YourSiteName.com/Sys/Login or http://yoursitename.wildapricot.org/Sys/Login
I reset my password but I did not receive any email?

If you don't receive the password reset email, you should check the following: Your email spam folder - make sure to white label this email so that future emails will go to your inbox If you have set up Wild Apricot to use your own custom domain name (See: Custom domain setup) you have to make sure that it is set up with the correct SPF record, and SPF settings
When I click on the link in the email, it opens "404 - Page not found" page
This problem is related to incorrect custom domain set up. Make sure that it is set up as described on our help page Custom domain setup
When I click on the link in the email, it does not work; it says that it is expired?
For security reasons, password reset link is only valid for 24 hours. After this you will need to use the Forgot Password link again.
Getting Started Guides

Getting Started with Wild Apricot
If you're new to using Wild Apricot or taking over an existing Wild Apricot based service, then these guides are for you. The following guides will introduce you to key concepts behind Wild Apricot and all it's tools to get you started as quick as possible. Getting Started with Wild Apricot Getting Started with Websites Getting Started with Events Getting Started with Membership Management
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Note these guides are only meant to introduce the concepts behind Wild Apricot, for detailed guides on specific features please see help.wildapricot.com.

This guide is for new users of Wild Apricot an overview, explaining what it can do and how all the pieces work together. We assume that you already have an account - whether a free, paid or a trial one. If not, go ahead and open a trial account - it only takes a couple of minutes, see 30 Day Free Trial. A trial account has all the features of a paid account with a few minor exceptions (see plan differences). At any point during the trial you can upgrade to a paid account and keep all the data you created during your trial. If you decide that Wild Apricot is not a good fit for you, you can delete your account including any data (e.g. Membership records) youve added. (see Deleting your account).
What is Wild Apricot?

Wild Apricot is web-based software that automates and simplifies administration of small associations, non-profits, clubs and membership sites. Wild Apricot isn't just one program (e.g. a membership database) but many 'modules' that work together. Instead of 5 separate software programs - for managing events, membership lists, mailing lists and editing your website - you can do all those things in Wild Apricot. Furthermore, your Wild Apricot account and data can be accessed simultaneously by multiple people - from any computer with an Internet connection and a web browser (e.g. Internet Explorer, Firefox, Chrome).
All these modules are accessible from the top menu of the Wild Apricot secure Administration Area (aka admin back-end.) When you click on any item, you will see the actions and reports that relate to the selected module/section. Here are the main Wild Apricot modules: Dashboard - provides an overview of your key data from different modules Contacts - Contact database Web pages - Website hosting and management tool (aka CMS - Content Management System) Events - Event management and online event registration Members - Membership management Donations - Donor database and online fundraising Finances - Accounts receivable and financial reporting Settings - a list of all of the configuration options for each module (e.g., payment settings, default e-mails, etc.). There are two other modules which do not have their own tabs but instead are accessible / tightly integrated within other modules: Email module - this allows you to send and track email newsletters and announcements, automatic email confirmations and scheduled announcements and reminders Online payments module - integrated with Members, Events and Donations The Web pages module ties all Wild Apricot functionality together, providing seamlessly integrated tools like:
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It is up to you how you use Wild Apricot. You can create a full website with all of the bells and whistles - or create an event registration page and integrate it into your existing website using our Widgets. And although we have many tools for working with all of the data within Wild Apricot (i.e, contact database search, event registration report and financial reports) you can also export data to other software packages (e.g. Excel or Quickbooks).
How do administrators, members and general public access your Wild Apricot site?
Each Wild Apricot account automatically comes with website hosting and a free website address (aka URL) to access your account (e.g. yourorganization.wildapricot.org). You can change this name at any time (e.g. to newname.wildapricot.org) - or use your own domain (such as your-organization.com) see Custom domain setup. As described above you can also embed pieces of Wild Apricot functionality by embedding widgets (see Widgets) into other websites - but for now we will assume that you use a Wild Apricot website and all its integrated functionality so your account administrators, public visitors and members will go to your Wild Apricot website address.
To access the Administration Area, login with your email and password you have selected when opening the account. You can set up additional administrator accounts for your staff and volunteers, and assign them appropriate administration rights (see Managing site administrators). Public visitors will be able to view webpages you have made visible to the world, including event registration and membership application functions. Your members will also be able to login in the same place as administrators do, but instead of the Administration area they will get access to member-only webpages that you have set up for their membership level to provide access to online self-service functions, such as
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updating their membership profile, checking membership status, renewing and paying online.
Working with Contact and Member Records

All of the activities in Wild Apricot revolve around and are linked to what we call a 'contact'. A contact record is simply a record for an individual, organization, family, team, etc. Each contact record is uniquely identified by an e-mail address and/or by a Member ID. 'Members' are also considered contacts but are different from other contact records because they have a membership level assigned to them (see Membership levels) and contain additional information in membership fields (see Customizing your member database). Your contacts list (aka Contact database) is accessed via the Contacts tab and contains all of your records (e.g., Members, Contacts, Donors, Newsletter subscribers, Event Attendees, etc.). Think about this as a replacement for the 'traditional' spreadsheet database (such as Excel) in Wild Apricot. From this contact list you can find, search and filter all of your contacts to update records, send out newsletters, mass emails and export your records. You can also create saved searches to reuse them in the future (see Saved searches - Contacts). To get started, you can import your existing contacts/members (see Import Guide). In addition, contact records are created automatically when people sign up for a membership (see Membership Registration Form), register for an event (see Publishing your event calendar), subscribe to a newsletter (see E-mail Subscription Form) or make donations (see Donation records).
Viewing & Editing Individual Contact Records

For each contact record you can view its full details and all related activity (e.g., registrations, donations, event attendance, etc.) from their 'contact card' (see Contact details screen). In other words, all activity records (e.g. donations, memberships, events, invoices, etc.) are tied together by the contact's e-mail address. Although you can edit almost everything related to a contact from this screen (e.g. membership, fields, events, donations, etc.) a few things like invoices/payments need to be edited elsewhere - where that's the case you will see a link to those records (e.g. "Financial transactions").
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Finances - Taking Payments and Creating Reports

All transactions generate invoices that can be found under the Finance tab. Payments are also tracked here and can be found by using a combination of search and other filters. Online payments are recorded automatically. But when payments are made offline (e.g., by check, cash, etc.) or online (e.g., credit card) an invoice will be generated where you can record the payment manually. You can generate financial reports within Wild Apricot or export your data to Excel or Quickbooks.
Online Payments
Once set up (see Online Payments), online payments are automatically integrated with all other modules: Events, Members, Donations. For example, new members will be able to pay online right after they fill out their information on the membership application form:
Offline Payments (Check, Cash,etc)
Using the same example of a membership application, if a new member chooses to pay by check, you will record their payment once it's received. Thus, all your payments (online and offline) are recorded and tracked in Wild Apricot.
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Wild Apricot's Finance module allows you to:

Automatically generate invoices for all transactions on your website Track online and offline (manual) payments, including payment method (tender) View the financial transactions via the list of Invoices or list of Payments/Refunds Generate financial reports: Income Report, Payments Report and Aging Receivables Export your financial transactions, including special QuickBooks formatted file Look up original transactions (e.g. membership application or event registration) which generated a particular invoice
Where do I learn more ?

Online Help - For more detailed guides search our online help site. (see Wild Apricot Help) Videos - Watch our step-by-step videos (see Video tutorials) Contact Support - We have phone and e-mail support available for when you need one-on-one help (see Help & Support) Community Forums - Learn about the new features we're working on and discussing for future releases (see http://community.wildapricot.com/).
Getting Started with Events

Getting Started with Events
Understanding the Wild Apricot Events Module Workflow overview Setting up a new event 1. Adding basic information 2. Customizing the registration form 3. Adding tickets 4. Automating event announcements, reminders and receipts Promoting event Online registration process Managing attendees Reports Managing event payments Managing new contact information Advanced event options Offer events for preview but not registration Capping registrations Guest registration Event tagging Show attendees list Planned event enhancements Additional resources
Understanding the Wild Apricot Events Module
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With Wild Apricot's events module, you can set up one or several events - publish them online on your Wild Apricot website (or another website) and offer online self-service registration. Instead of registering manually (e.g., via email, fax, paper registrations) participants can register online and can even pay online right away, e.g. with a credit card. Wild Apricot also automates common administration tasks, such as: promoting events to your contacts with automatic event announcements sending scheduled event reminders to registered attendees automatically sending registration and payment receipts With Wild Apricot you can also organize various types of events, for example: annual and regular conventions, conferences and seminars board meetings training sessions and webinar registration (e.g., does not include video steaming of webinar) small ad-hoc meetings and gatherings Event registrations can be set up with: free or paid registration availability to public and/or members only an option to add guests additional add-on prices You can customize an event registration form to collect specific information about registrants, meal choices and other preferences, breakout sessions and additional options.
Workflow overview
Events are managed from the Events tab. From which you'll see a complete list of all of your events. Click on any event to view and edit it - or click on the ? Adding new events button to create a new one. Once the event is set up and published for online registration, it will immediately show up on your Wild Apricot event calendar page - where your website visitors can preview the details and register for it. A set of automated event announcement e-mails can be set up to promote your newly created event to people in your contact database. When people receive the event announcement e-mail or just see the event on your website, they can open it to see more details - and proceed to register online. You can offer registration 'tickets' with different pricing (AKA event registration types, see Event Registration Types). For example, you can have a ticket priced at $50 for general public and another priced at $40 for members only. Wild Apricot can automatically enforce ticket availability based on membership status in your Membership database (see Membership levels). After selecting a ticket, registrants go through the event form and select additional event options, if any (for example, meal preference, event sessions). Finally, unless this event is free, registrants go through the payment process. In the meantime, in the system backend (aka administration interface), new registrants are automatically added to the attendees list, Wild Apricot can also automatically send event registration and payment receipts, as well as a notification to site administrators. Wild Apricot can cap the maximum number of attendees, close registration on certain dates and save time and effort for you in many other ways. As an administrator, you can always check the progress of your registration. From the event details you can always see how many people have purchased different tickets. You can also run various reports that can help you with event organization - for example, a report that will allow you to see how many people have ordered fish and how many steak. In addition, you can also contact attendees by e-mail or export them into a spreadsheet file (for example, to
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create name tags).
Setting up a new event

To add an event, just click on the Adding new events button under the Events tab. To setup an event, you need to configure the following information: 1. 2. 3. 4. Basic information (aka Event details) - such as an event name, description, date and time Registration form fields (if any) Pricing and availability options (AKA Registration types) - E.g. one price for public and another for members; early bird pricing, etc. E-mail templates and scheduling - for automatic registration confirmation e-mails, announcements and reminders
To save time you can create an event by copying any other existing event.
1. Adding basic information
Here you would provide basic event information such as event name, date and location. You can also use your artistic side (and our editor) to create a beautiful event Description that will be visible to your website visitors. You can add your posters, files for download and any additional information.
2. Customizing the registration form
In addition to the common fields (see: Customizing your contact database fields) that will be present on every form, you can also add as many custom (event-specific) fields as needed that will help you to collect additional registration details and event preferences.
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With additional event registration fields you can collect event-specific information and even up-sell some extra options to your registrants. For example, you can add an event field that will offer a meal selection. Depending on the selection, an additional cost will be added at the checkout.
3. Adding tickets
Pricing is set up through the registration types (see Event registration types). You need to set up at least one registration type (aka ticket) to enable online registration - or you can set up as many as desired. For example, you can set up an event where you will offer: 1. free tickets to your premium members 2. $5 tickets to your regular members 3. $10 tickets to the general public In addition you can also offer tickets only until or after a certain date.
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Note, we do not process online payments ourselves. Instead you need to set up with one of the supported online payment processors, see Online Payments.
4. Automating event announcements, reminders and receipts
Each event can be set to include the following automatic e-mails: Announcements - use this e-mail to promote the event to your contacts Reminders - this one is used to send reminders to registered attendees Registration confirmations - can be sent to you (administrator) and attendee right after the registration When on the event details page click on Emails link. To set them up or adjust, click on the Events database button.
Promoting event
There are a number of ways you can promote your Wild Apricot event: If you have an event calendar page (see Publishing your event calendar) on your website, it will appear there automatically. Similar to blog pages, each event calendar page has an RSS link that can be used by people to subscribe with an RSS reader. Set up automatic announcements to people in your Wild Apricot database (see Customizing event emails) Send automatic reminders to people who already registered Send out e-mail blasts with event information and a link to event details (see: Sending e-mail blasts) Promote your event in other ways (e.g., Facebook, Twitter) and provide a link to your event details
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Now people can view your event information - and proceed to registration right here.
Online registration process

Once you publish the event (by checking Enable registration checkbox on the event details) people can register for events online right on your website, from the event calendar page. After selecting the event from the calendar page, registrant will select available ticket and fill-out the event registration form. In addition to the calendar page you can also present your events through the gadgets that you can add to any pages of your website. For example, you can add an event gadget to your home page and it will automatically show the next 3 upcoming events (see: Inserting gadgets). If the event is set up with a guest registration option, registrant will be able to indicate the number of guests. Next, the registrant will proceed with the transaction and complete the event registration. After the registration, registrant (and administrator) receives a confirmation email that can be used to include additional event details.
Managing attendees
As people register for the event they will automatically be added to the attendees list of the event. At any time you can go to your event and see who have registered and what options they've chosen. From here you can easily: Export your attendees into a spreadsheet file - use Viewing and contacting event attendees button. This can be used to create additional event reports. Send them a quick email Manually register or un-register attendees as needed - use Adding event attendees manually button. See Adding event attendees manually
Reports
In addition to Export option, each event has two built in reports: Registration by types report - will produce a summary of how many tickets you have sold and of what types (see Event payments report by registration type). Registration field report - can be used to plan your event ahead of time. For example, if you want to see how many people have ordered steak and how many fish. You can simply run this report and then order the required amount of food ahead of time (see Event registration report).
Managing event payments
When your event is set up with a payment option Wild Apricot will automatically generate the following financial records for each attendee: Invoice (see:Invoices - Overview) Payment record (see: Payments - Overview) all other additional transaction details will be logged in Audit log (see:Audit log) Similar to your events, all financial records can be found under the Finances tab. To see the financial transactions for a particular event just click on a Financial transactions link from the event details. This will take you to the Finances tab with financial records just for this particular event. From here you can review invoices, payment records and audit log. With the help of Financial reports you can analyze your financial transactions in more detail (see: Financial Reports). And you can also export your financial details into Quickbooks for further processing (see:Quickbooks).
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Managing new contact information

When you offer an event for registration, the registration form will capture personal contact details such as First/Last names, E-mail, Organization, along with the event registration options (if added). If the person is already one of your existing contacts then the new event registration will be simply added to it, no new contact will be added. But if a new person registers, who is not yet in your database, a new contact will be created and added to your Contact list (that you can access from a Contacts tab). Note, that each additional contact is counted against your overall account limit. See Pricing. This allows you to capture new contacts and follow up with them later on. For example, you would be able to: Promote new events to past event attendees (by using automated event announcements) Send them other e-mails, such as newsletters, membership campaigns and other offers Alternatively, if you do not wish to keep new contacts or need to stay within your account limit you can always archive and delete them after the event (see:Delete contact records).
Advanced event options
Offer events for preview but not registration
Sometimes, you might want to offer a preview of an upcoming event. To do this you only enable the event's visibility without enabling registration (see Event visibility )
Capping registrations
If you have events with limited spaces you can choose to cap your event to the specific number of registrations. When the registration number is reached the event registration will automatically stop.
Guest registration
You can also enable guest registrations - so that registrants can add additional people to the registration (with additional cost). For more details see Guest event registration.
Event tagging
Tags can be used to classify events. You can assign an unlimited number of categories to each event and afterwards you can find events using those tags as well as create event pages which filter events by category. See Event categories (tags, labels).
Show attendees list
Show attendee list option allows you to publish a list of people who have registered for an event (and selected this option) to encourage others to register, or to encourage networking, for example. You can allow registrants to list their name and a link to their public profile with the event.
Planned event enhancements

Things that come up in requests that are not currently available in Wild Apricot - but are on our roadmap: RSVP Recurring events limits per registration type and selection fields (for now limit applies to the entire event only) admin to process credit card for event registration from within Wild Apricot
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Note you can use our wishlist forum to browse and to add your own feature suggestions.
Additional resources
Before you can start accepting online registrations and payments, check the following options: Payment settings (Go to Settings tab / Payment settings) if you accept online payments this is where you would set your payment processor. Note payment settings apply globally to entire site. if you accept offline payments (e.g. by check or cache) you need to specify your Payment instructions for events so that people know how to send you funds (scroll to the bottom of Payment settings page) Default event e-mails - when you create a new event the system will use these email templates to create event specific e-mails. You can then adjust event specific e-mails directly from the event.
Getting Started with Membership Management

Membership Startup Guide
Introduction
Wild Apricot software is tailored for associations, clubs, non-profits, and member-based organizations. One of its core modules is the Contact and Membership Management Database. This guide provides an overview of how Wild Apricot can be used to manage your members and other contacts like newsletter subscribers, donors, event attendees, and volunteers. We will describe the database structure (membership levels, database fields) and demonstrate the major member functions related to applications and renewals: updating records, searching, emailing, and reports. See Getting Started with Wild Apricot to learn more about other capabilities.
Comparing Wild Apricot Online Database with Excel database

Wild Apricot's contact database is part of a new breed of software called "web apps" - software that is completely web-based. These types of applications have many advantages over traditional desktop software. Let's compare and contrast Wild Apricot contact/member database to a very common way to store member and contact records - Microsoft Excel software: Feature Installation / Access Wild Apricot Access via your web browser, no installation required Excel You need a computer with Excel program installed Also need a copy of the Excel file with your member records
Database Setup So-called 'Relational' database: each record is linked to additional data in other modules, e.g. Finances, Events etc. Flat file database (records stored in one table) Entire record is represented on a single row
Sharing / Multiple users
Multiple admins can simultaneously work with the same database
Each person has access to his own local copy of the file and then has to send updated file to others If edited simultaneously, leads to multiple files copies that have to be manually reconciled
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Member Self-Service, including Payment
Members can apply, pay online, renew, update own records - no admin intervention necessary Online payments are integrated into the membership application and renewal processes Member record automatically created/updated once payment is received
Members have to contact/notify the admin, who would make all the required updates mannually Payment process is handled separately and payments records have to be created/updated manually
Website Integration
Website can have pages which show information directly from the database, such as a member directory, or save information into the database, such as a membership application page
Admin has to manually update web pages every time membership database changes Entries on website online forms have to be manually entered into the database
Data Consistency
A single database stored online Members & Admins all update the same database Data is always up-to-date
Multiple database copies on different computers No easy way to share workload or reconcile changes made by different people Often end up with data inconsistency
Member Communications
Email your contacts/members directly from Wild Apricot Emailing statistics/details are available in Wild Apricot
Use 3rd party emailing system to send mass emails Emailing statistics and details stored in a separate system
Reporting System automatically generates various membership and financial reports for you Any reporting is done manually, and often requires the use of 3rd party systems
Integrated view Quickly get a glimpse of each member status, financial standing, event registrations, and donations No easy/quick way to tell if member is paid up or not, is registered for events, made donations, etc.
Membership management automation
Members who apply and pay online are automatically granted access to a secure site System automatically sends renewal reminders and confirmations Members who do not renew/pay are automatically locked out until they do
Always keeping track who has paid or not, and then manually give them access or lock them out Manually send renewal reminders/confirmations from a separate system.
Contacts vs. Members / Donors / Event registrants

A contact can be a member, an event attendee, donor, a newsletter subscriber or any one else who registers on your website. Each contact can have a membership (or not), one or more event registrations, one or more donations.
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Just like in Excel, each contact record is made up of various database fields used to store data, and you are free to create as many of these fields as you want. Wild Apricot database fields are divided into two types: Common fields (apply to all contacts) and additional fields which apply to some of the contacts. For example: A member record is made up of Common fields + member-specific fields A donor record is made of the same Common Fields + one or more donation records which store donation specific fields.
Types of database fields in Wild Apricot:
1. 2. 3. 4.
Common fields - Apply to all contacts and automatically appear on all Wild Apricot forms, See Customizing your contact database fields Membership fields - Apply to members-only (non-members will not have these fields), see Customizing your member database Donation fields - These fields apply to donation records, see Donation Form Customization Event fields - Each event can have its own separate event fields that apply to event registrations for that particular event. For example, event registration record for Event A is made up of Common fields plus Event A fields only, while Event B record is made up of Common fields and Event B fields only. See Customize event registration form
Customizing database fields

The various database fields can be customized by the administrator:
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How members differ from all other contacts

Members are a special type of contact: They are assigned to a specific Membership level Each membership level defines: Type of member (e.g. monthly or annual subscriber, board vs regular member, paying vs non-paying). The automatic emails and actions that should take place after a member applies, renews or becomes overdue. For example, Premium members might renew annually and are given an extra 30 day grace period to renew, while Basic members renew every month and automatically lose their member privileges if they do not renew on time. Website access level, such as a situation where Premium members might have more membership fields in their profile and get access to more content on the Website compared to Basic members. In addition to Common fields, members also have special membership-related fields such as renewal date, and member status. Although all contacts can login, only members can be given special access to Restricted / Member-only pages and events. They can be listed in a Member directory. Can be organized into Member Groups. See also Contact vs Member records
Working with Contact and Member records

After logging in, the administrators will see an "admin view" made up of pages that allow you to view and change various parts of the site. The Dashboard page gives you a quick overview of your entire account and shows your billing plan, summary of your contact database, upcoming events, recent donations, and more. From here you can also quickly jump to various parts of the site:
Contact List
From Contacts you can find everyone in your Wild Apricot database (members, event registrants, email subscribers, volunteers, donors), and each contact is represented with a unique ID (which is system generated) and a unique email address.
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From this list you can go to the contact you want to view, and edit that record if applicable, see View and edit contact details
Searching records
Wild Apricot offers a number of ways to look up records. Keyword search: Just start typing in the search box and all matching records will start to appear Filter: Using various predefined filters you can quickly bring up specific types of contacts (such as event attendees, donors, or non-members) Advanced search: For more complicated searches (e.g. members who last logged in 3 months ago, and/or made a specific donation amount) you can perform an advanced query, see Advanced search - Contacts See also Searching and filtering contact and member records.
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Email Communications
Rather than using an outside system for communicating with your members, you can email them right from Wild Apricot: Manual emails: You can compose and send out as many emails (or eNewsletters) as you want at any time, see Sending e-mail blasts Automatic emails: There are a number of emails that can be setup to go out automatically e.g. Application confirmation emails, Renewal Reminders and Invoices / Receipts Member to member communications: With so much spam out there, your member email addresses can be kept private while still allowing them to be contacted via a form on their profile, see Member contact form.
Managing data records

Adding contact records into the system
There are 3 ways people can be added into your Wild Apricot database: Self service: Anyone who submits any of the online forms on the website (such as an application, event registration, donation or e-mail subscription form) is automatically added into the system. (See Online Forms) Manually one by one by administrators: The admin can add contact records one-by-one, see Adding a new contact Imported by administrators: If migrating from one database system to another, and you already have a list of member records (for instance, in an Access / Excel database) you can import these records in bulk, see Import Guide
Exporting up your records
Contact / Member records - All or some of your contact records can be exported at any time, see Exporting members and other contacts Filtered contacts - Run any search you want and only the filtered records will be exported, see Searching and filtering contact and member records Event attendees - All the event registration info can be exported separately for each event, see Viewing and contacting event attendees Donation records - From the donations tab you can export all / some of the donation records, see Donations database
Archiving and Deleting records
Some records simply expire / become outdated (members who fall by the wayside or fail to renew). Rather than deleting these expired records entirely, Wild Apricot has the option to archive the records so they can be restored at a later date, see Archived vs. active records. These archived records are automatically excluded from receiving emails and do not count towards your database limit, and until restored they pretty much behave like deleted records. Once archived, a record can be deleted anytime, see Deleting contact records
Hierarchical memberships and grouping membership records

Family / Corporate memberships
Aside from individual memberships, you can also have family or corporate memberships which pay/renew as a group. In Wild Apricot these linked members are known as bundles, see Bundle Membership Level Overview A single person in each bundle is designated as the bundle administrator and is responsible for paying and managing the rest of the bundle
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members, Because these members are linked, they share the same renewal date, membership level, and access to the system , but each member has their own profile and can still log into the site separately.
Grouping Members
You can also group members who share similar interests or belong to particular committees. For example you can have members that all belong to different membership levels and pay different fees. Some of them may like football, others tennis, and some both. In this case you would use the Member Groups feature of Wild Apricot, see Member Groups Members can belong to multiple groups so you can add any member to any group(s). You can also send emails to specific groups only, or create restricted pages that can only be seen by members of that group, see Website Pages with Restricted Access
Handling Member Applications
Wild Apricot comes with an online member application form, and the common fields and membership fields that you create are automatically added to this form, see Online member application form The application process works a bit differently depending on the membership level selected by the user (Free or Paid) and the payment method used (Offline/Check vs. Online payment) Here is a high level workflow:
Automated application confirmation emails can be customized separately for each membership level, and you have the option of automatically approving the applications, see Member applications workflow For paid memberships you can also automatically send customized receipts and invoices, see Invoice and receipt settings Both online and offline payments can be handled, see Payment settings
Handling Membership Renewals
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Its easy for members to forget when their current membership expires, so the organization has to somehow remind the members, who in turn have to send payment, have the admin/treasurer record this payment, and then extend the membership appropriately. Wild Apricot simplifies this whole process by automatically sending the renewal reminders, see Automating membership renewals. Members can then renew themselves online and the system will automatically extend their membership appropriately, see Member - renew or change level You can also set up automatic recurring payments so members are automatically billed and renewed each billing cycle, see Recurring payments The admin can manually record renewals (those who send renewal checks without going through the system), see Manual member renewal
Adding a Member Directory to your website

Unlike Excel, where you have to manually create and manage a list of members outside of your website and then copy that information into your website editor, Wild Apricot comes with an integrated member directory page that is automatically updated whenever any of the member info changes, see Member directory You can also have multiple member directories, each customized to show different member lists and information. For example you could have a public directory to show less sensitive data (phone numbers), while a private directory (for members only) displays more member specific information. However, each member retains the ability to hide their entire profile (so they are NOT shown in the directory) or choose to only hide parts of their profile, see Privacy settings If you are not using Wild Apricot to host your main website (e.g, using Widgets) you can embed the directory into an existing page, see Widgets integrating Wild Apricot into another website Here's how an example of a membership directory in Wild Apricot:
Online Self Service Functions

One of the main advantages of using Wild Apricot is that it gives your members the ability to perform various tasks on their own - without bothering the administrators. Applications - People can sign up for membership via an online application form, pay and be automatically added to your member directory Renewals - Member can renew and pay online Member Upgrades - Members can switch their membership levels themselves and right away are granted the privileges of the new membership level Updating Profiles - Members can edit their own profiles (e.g. new email address) and the changes are automatically reflected everywhere on the site Financial history - Members and other contacts can view a full history of past invoices and payments and pay any outstanding invoices online Example of a logged in member editing his/her own profile:
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Getting Started with Websites

Getting Started with Websites
Website Customization Breakdown Simple Checklist for Setting up a Website Adding and Managing Web pages Editing Web Pages Setting up Interactive database-driven web pages linked to other Wild Apricot modules Website Migration Checklist: moving your old website to a Wild Apricot website Using your own Domain (aka Website Address or URL) Additional Resources This is a quick start-up guide on Wild Apricots website module - for a general overview of Wild Apricot see Getting Started with Wild Apricot Our aspiration is to provide powerful website management capabilities for people to build and manage their websites even if they do not have advanced knowledge of web technologies or web design expertise.With that in mind, Wild Apricot provides simple point and click tools and does not make you learn web programming or HTML coding. Wild Apricot also includes more advanced tools for professional web designers and adventurous learners - see CSS customization and Theme Overrides. In technical terms, the Wild Apricot website module provides a hosted CMS (Content Management System). Instead of creating website pages manually on your desktop one by one and then uploading them to your webserver, Wild Apricot provides you with a way to do all of that directly online, in your browser - add and manage pages, customize website look and feel, tweak SEO settings and so on.
Website Customization Breakdown

You can think of web pages in Wild Apricot as being made of various layers/elements that can be accessed through appropriate tools. This approach helps to keep your web pages uniform instead of editing all the minute details of each page individually, which can easily lead to wildly different looks between site pages.
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1. Website Background - The background of your website depends on your selected Theme , but you can also modify it via CSS 2. Page Header, Footer & Logo - to customize the common header of your pages (i.e,header background & logo). (And common footer is handled in the same way) 3. Pictures & Files - You can insert pictures and files using the Pictures and Document buttons 4. Page Layout - to change the columns and rows on a particular page see Layout options. 5. Text & Link Styles - you can change the appearance of your text (i.,e size, color, weight,etc) with Colors and Styles and CSS for more advanced users 6. Menu Items - the menu is generated automatically from the web pages you create on your site (see Page management) 7. Custom Themes - if you're an experienced website designer or developer Wild Apricot also allows you to customize your selected Theme, or even create your own themes from scratch - see Theme Overrides
Simple Checklist for Setting up a Website

We will assume that you have already opened an account - which comes with a free website address like yourname.wildapricot.org Although there isn't one mandatory order to setting up your website, here's a sample checklist on how you can go about setting up your website: Explore website themes and select the one you like the most (aka design template) - see Themes Customize site Header and Footer (areas that appears at the top and bottom of all your pages - for example you can place your logo and organization name in your header. Fine-tune website look and feel if necessary using Color and Styles function Create Pages (initially you can just create empty placeholder pages and go back and edit them one by one), including interactive pages integrated with other Wild Apricot modules - and set appropriate permissions (Public, certain Members, only administrators) Edit and format Pages, add files and pictures Set up visitors/traffic tracking (e.g., Google Analytics) Optimize your Site for Search Engines (SEO) Set up your Wild Apricot website to use your own custom domain (e.g. www.mydomain.org) Here is a visual illustration of the initial steps:
Adding and Managing Web pages

With Wild Apricot you dont have to worry about file names for your pages (i.e, Home.html) or other technical details. Click on a button to add a page, (see How to add web pages) and simply give it the name for the website menu. You can always rename, move, or delete it via Page Management screen.
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Since your website editor is built right into your actual website, their is no uploading step to publish your changes (e.g., Dreamweaver, Frontpage, FTP). Instead you just click Save and your changes will be instantly published. (If you want to keep your page as a draft until it is finished, set its permissions as 'Admin only')
Editing Web Pages

Editing and formatting your webpage is very simple - just go to the page in question and click on the Edit button, You will see commonly used formatting tools (similar to Microsoft Word and other editing software) for your layout, text and tables, as well as Wild Apricot specific tools for inserting pictures, links and documents. You can also extend your web pages by inserting 3rd party gadgets, for example insert a form, slideshow, video, poll - see Custom HTML ,Forms and Videos For in-depth instructions on web page editing, see Editing web pages
Setting up Interactive database-driven web pages linked to other Wild Apricot modules
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The most powerful aspect of your Wild Apricot website is that it is automatically integrated with all the other modules in your Wild Apricot account (e.g., Events, Members,etc) - so you can display content and integrate functions from those modules on your web pages. For example, instead of keeping a manual list of upcoming events on your home page, you can add an Events Gadget which will automatically list upcoming events and link them to event details pages and online registration forms.
Here are some examples of interactive pages you can add to your Wild Apricot website with a few clicks: Event Calendars Membership Directories Membership Forms Subscription Forms (e.g. for newsletter signup) Donations Forms Forums Blogs with Comments Photo Galleries
Website Migration Checklist: moving your old website to a Wild Apricot website
Generally speaking you will need to take the various elements that make up your page and then recreate/copy them into Wild Apricot using appropriate functions. Here is a suggested checklist to follow: Pick the starting website theme which is the closest match to your desired design Analyze your old website to determine the common areas of your website (Header, Menu, Footer, any site-wide Javascript like Google Analytics) vs. the content on individual web pages Insert the contents of your header into the header area (see page header) Copy the contents of your footer into the footer section (seefooter) Copy javascript into Global Javascript if applicable Copy all the files (pictures/attachments) from your old site into Wild Apricot Recreate all of the pages in Wild Apricot (see page management) Copy the contents of individual pages from your old site to the new one. Review and polish the formatting as necessary. Adjust the links to pictures and attachments to use the copies on Wild Apricot Recreate interactive pages (e.g., Member Directories, Event Calendars, etc.) and set them up using the appropriate Wild Apricot module (i.e, events, members,etc) Polish the overall look and feel via Colors and Styles function or CSS customization Review all the pages Switch over your domain to point to the Wild Apricot website
Using your own Domain (aka Website Address or URL)

After having started your trial you may want to change the free website URL you were given to a different one or to a custom URL(aka domain) that you may own - see Custom Domains
Additional Resources
Website Traffic Tracking - for information on using Google Analytics or other traffic tracking solutions to your site: see[ Using Google Analytics with Wild Apricot|Using Google Analytics with Wild Apricot] Website Search Engine Optimization (SEO) - for information on optimizing your site for search engines so new visitors can find your site better see: Search Engine Optimization (SEO) Tools - Page Title and Meta Tags
Dashboard Page Overview

Dashboard Page
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Overview Main menu Account Profile and Password Reset Toolbar Account statistics - Contacts database Event statistics Donation statistics Your account Member Login Activity and Page Updates Referrals Commission on Referrals
Overview
The "Dashboard" is the first page the admin sees after logging in. Gives a quick snapshot of your entire account Shows your billing plan, summary of your contact database, upcoming events, recent donations, most active members and pages which have not been updated for the longest time. Provides links to easily jump to various parts of the site
Main menu
This menu provides access to the main functionality groups in Wild Apricot:
At the top right of the main menu, the name of the currently logged in Administrator is shown. Clicking on the name will take you the contact card for this person. You can also: Click Change password to change your password Click To member view to switch from administrator mode to member mode (This will only show if your administrator record also has a membership assigned) Click Logout to completely log out of the system At the top right you will also find an icon to print the current page. When you select a tab menu item (e.g., Dashboard, Contacts, Web pages,etc) you will see links to various sections that relate to that tab's functionality as well as buttons to perform common actions. Overview - the dashboard page itself Referrals - if you refer other people using your referral link you can earn affiliate commissions this page provides all the accounts you referred and how much you have accumulated. Note that some functions like "Support" and "Sent e-mails" do not have their own tabs but rather are accessible in the context of specific places in the system where you need them. e.g. List of sent emails is also accessible via the Settings tab
Account Profile and Password Reset

Just on top of the menu shows the name of the currently logged in admin and provides links to Log out and Change your password Password can also be changed by directly editing the contact record via the "Contacts" tab.
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Toolbar
Located just below the sub-menu the toolbar shows the current release version number with a link to its release history.
Help: will give you the help page(s) related to the screen you are currently on, just mouse over it You can also search the online help directly from within your site Support: takes you to the support screen where you can see a list of your support messages and submit new ones. Account number: uniquely identifies your site, use it in any communications with Wild Apricot support. The toolbar will change depending on the Tab you are on, providing functions appropriate to the context of what you are doing at the moment.
Account statistics - Contacts database
This section lists the main categories of contacts in your Wild Apricot account - total contacts, members, donors and event attendees. The total contacts is important since the maximum number of contacts allowed in your database is dependent on your selected billing plan. For each contact type the system shows new records in the last 7 and last 30 days as well as the number of archived records (Archived records do NOT count towards your database size, and cannot receive e-mailings/e-newsletters).
Event statistics
This section lists next three events and the number of confirmed and pending (registered but not confirmed paid) attendees. Click on the event name link to view Event details. To view all events go to Events section in the main menu.
Donation statistics
If you are using the online donations form, this section will show the last 5 donations. To view all, go to the Donations section.
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Your account
This section provides a summary of your Wild Apricot account plan. It also shows you how much of your file storage space is being used.
Click on the Account and billing link for more detailed information.
Member Login Activity and Page Updates
Lists the most active non-admin members, based on number of logins. Administrators are NOT included in this list, even if they log in as members. The top 5 pages that have not been updated for the longest time are also listed here
Referrals
Want to spread the word about Wild Apricot? Use this area to share your "wild" experience with Wild Apricot. To do this: Click on [Tell a friend] to send a referral to your friends (thank you!)
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Commission on Referrals
If you want to earn referral commissions, follow the Earn referral commissions link and send referrals from there. From that moment on, this section on the dashboard will look slightly different - it will provide basic statistics on the accounts you referred to Wild Apricot:
Referral summary
Referral summary
Accessing the summary The screen Creating a referral link Summary of Referrals
For full information on the referral program and how it works, see our Affiliate program (Referral commissions) - terms of use
You can earn commissions by referring others to Wild Apricot and when they upgrade to a paid account, you will get 10% of their monthly charge for 2 years. Once you have $100 or more accumulated, contact partners@wildapricot.com and we will send you the payment. You can use the Referrals screen to create a referral link and get an overview of your referrals.
Accessing the summary

You can access the summary from your Dashboard. Click on the View details link in the Referrals section.
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The screen
The screen is made up of three major sections. An overview of how much you have accumulated in commissions over time, how much had been paid out to you, and how much remains in your balance. Instructions on how to refer someone to Wild Apricot. a Summary of successful referrals.
Creating a referral link

If you want to refer someone to Wild Apricot (and in the process accrue commissions) you can send them a link. They use this link to open their Wild Apricot site and when they upgrade to a paid plan you can then start earning commissions. Email invitation - This will give you an email that you can edit. All you have to do it enter the email of the person you wish to refer, make any changes to the message you may wish to, and click send Copy and paste link - This lets you take the link and then put in your own email. This is handy if you want to send the link to a number of people and customize your own message. Share on Facebook/Share on Twitter - This lets you post a referral link to your Twitter account or Facebook profile. (NOTE: You have to have pre-existing Twitter and/or Facebook account. This will not open one for you).
Summary of Referrals
This section lists all the people who you have referred to Wild Apricot who have upgraded to a paid plan. Once someone who has used your referral link signs up for a paid plan, then you begin collecting commissions. (All amounts are in U.S. dollars) The table is made up of the following information an icon that shows if this is currently accumulating commissions or not. Description The name of the organization (and serves as a link to their referral detials) The status of their account. It can be billable since, which indicates when they upgraded to a paid plan), or deleted, which does not accumulate any further commissions for you. Subscription plan indicates the billing level of the account.
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Per month - how much the referral generates in commissions for you each month. At the bottom of the column is the total for all referral for the month. Total accumulated - how much this referral has accumulated for you. This also contains a link to the Transaction log for referrals via the details link.
Referral transaction log

Referral transaction log
Each time you accrue a commission from a referral a transaction is created. If you click on the details link on the Referral summary for each referral you will see the transaction log.
Transaction log
The transaction log is made up of two parts: Information about the account, including their URL and registration date. A list of each commission earned.
The actual log entries are made up of the following: Date - The date of the transaction Description - How this commission was earned. Amount - the amount earned for each individual transaction. At the bottom of this column is the total earned (not shown in screen).
Custom domain setup

Custom domain setup
1. Choose and Register Your Domain Name 2. Set up your domain to point to Wild Apricot General instructions "CNAME" record "A" record 3. Setup TXT record for your domain 4. Add your domain to your Wild Apricot account Optional settings Subdomain Email hosting Examples See also
Custom Domain Name Setup Video: 06:36
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Custom domain feature is available for paid plans only. See: Pricing
You can use your own domain name ( = website address) for your Wild Apricot website. For example, instead of using a free Wild Apricot address like nycs.wildapricot.org you can use www.nycs.net. Correctly setting up your domain can be tricky - and this is further complicated by the fact that domain setup process is different from one domain registrar to another. We have provided an overview of the process and key instructions - if you need any assistance with it you should contact your domain name registrar.
1. Choose and Register Your Domain Name

Skip this step if you already have registered your domain name. Chose domain name registrar. There are many companies that offer this service, from our experience Godaddy.com offers a competitive price and all the necessary capabilities for domain management. Tips: Make sure that your selected domain name registrar offers online self-service for DNS management. This will give you direct control over the DNS records for your domain and ability to create and modify A, CNAME, and SPF records as needed. (Most registrars offer this as part of the basic domain registration, but there are still a few that do not.)
2. Set up your domain to point to Wild Apricot

Each domain name registrar has its own way of setting up Domain Name Server records. You can either contact your domain name provider directly and ask for their assistance with the setup. Use the following email template. Just copy-paste and adjust it as required.
Please assist me with my domain name setup <MYDOMAIN.COM> by modifying / adding the following DNS records to it: 1) CNAME Name: www Value: sites.memberlodge.org 2) A record Name: @ Value: 66.29.208.61 3) TXT record Name: @ Value: v=spf1 mx include:memberlodge.org ~all
@ refers to your domain name here, so it can be replaced with "yourdomain.org", and with some domain registrars the name is not required)
Or you can try to set it up yourself. General instructions are provided below. We have also provided a more detailed examples for two domain registrars - see Godaddy DNS Setup example and Network Solutions DNS Setup Example. Even if you are using another domain registrar, you might still find these two examples helpful - but will have to interpret how to apply similar settings via your own domain registrar. When in doubt, check directly with your domain registrar for additional help or instructions. Some (of many) Domain Name registrars Godaddy NetworkSolutions.com Siteground.com Web.com Netfirms.com
General instructions
"CNAME" record
First setup a canonical name (CNAME) www for your DNS servers which points to sites.memberlodge.org.
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For example:
Name: www Value: sites.memberlodge.org
1. Copy exactly as shown above - do not replace "sites.memberlodge.org" with anything else! 2. This only sets up "www.yourdomain.org" and not "yourdomain.org".
"A" record
If you want "yourdomain.org" (without the leading 'www') to work as well you need to setup an A-record for "yourdomain.org" to point to our server IP address 66.29.208.61 For example:
Name: @ Value: 66.29.208.61 (Note: the "Name" could vary from provider to provider. In most cases you would use "@" or "yourdomain.org". It may also not be required, in which case it would be blank. Follow up with your domain provider support for more details.
3. Setup TXT record for your domain

You need to create a TXT record for your domain (this is usually in the SPF setup section) - this basically specifies that Wild Apricot servers are allowed to send emails on your behalf. Without a TXT record the "From" email address will be automatically generated from the free sub-domain we provide you, and you will not be able to create a custom "From" address that is based on your custom domain (see: Organization details email settings). If your domain currently does not have a TXT record, you should add one as follows:
Name: @ Value: v=spf1 mx include:memberlodge.org ~all
1. Copy the value exactly as shown above - do not replace "memberlodge.org" with anything else. 2. If you already have a TXT record then simply modify it by adding "include:memberlodge.org" before "~all" 3. With some domain registrars the name is not required, or it can be set to your domain e.g. "mydomain.com"
4. Add your domain to your Wild Apricot account

Go to Domain name management and do the following Add your custom domain Set your custom domain as 'Primary' - meaning that it will be used for email links While the process on WA's end takes about few minutes to complete, the process on your registrar's end can take 24-48 hours. Your free Wild Apricot-provided domain like NYCS.memberlodge.org will still work to reach your website - as a backup option. You can setup several custom domains, for example NYCS.info, NYCS.net and NYCS.com. One of the domains will be selected as primary.
Optional settings Subdomain

Subdomain is a type of domain address - for example, if you have an established website at www.abc.org, you can setup WildApricot on a subdomain like memberarea.abc.org
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For more information on how to set this up contact your domain name provider.
Email hosting
Be careful regarding your email (mailboxes on your own domain - for example john@ABCorganization.org). Wild Apricot does not include email hosting so if you are using your own domain, you have to set it up so that web traffic is sent to our servers while email traffic is sent to your email hosting company. (By the way, you can use free email hosting, for example from Google - see Email setup and WildApricot)
Examples
Godaddy DNS Setup example Network Solutions DNS Setup example
See also
Custom domain setup troubleshooting Email setup and WildApricot
Domain name management

Domain name management
Customize Wild Apricot Domain Address Add Your Custom Domain Check your Domain name settings
Custom Domain Name Setup Video: 06:36 When you open a Wild Apricot account, your initial Wild Apricot website address is provided for free within one of our own domains. It is generated automatically based on the organization name you have entered when you opened a trial account, but you can change it at any time. You might already have your own domain and if you have a billable Wild Apricot account (but not a free one), you can set it up to use with Wild Apricot. For example, instead of using a free Wild Apricot address like nycs.memberlodge.org you can buy a domain nycs.net and have your Wild Apricot website at www.nycs.net. From Domain name management ( Settings > Domain Name Management ) you can control these settings.
Customize Wild Apricot Domain Address

The first time you get to this page it will have only one record - your initial free domain:
You can freely edit the first part of this free website address and select one of our subdomains by clicking on Change link:
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Add Your Custom Domain

To add your custom domain (which you already own), click on [Add custom domain] button:
By default, if you add a domain like abc.org, we will automatically add both www.abc.org and abc.org, because normally you would want people to be able to access your website either way. If you do not want this, delete one of these domains via Remove link. It is not enough to add it on this page, for your domain to work you have to make the appropriate changes via your domain registrar - See Custom domain setup You can have many domains setup for your website at the same time - one free domain is always provided by Wild Apricot and any number of custom domains you have purchased. One of these domains has to be assigned as the primary one - it is used in all email notifications etc. You can change your primary domain by clicking on the 'Set as primary' link for a particular domain:
Check your Domain name settings

There are some features that allow you to troubleshoot your domain name configuration.
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After adding your domain, there is a Check... button next to the each name that your have configured. Clicking on the button will bring up a pop-up window that tells you if the configuration is: Correct - your domain name should work perfectly. Incomplete Your CNAME/A-record was configured properly and the domain will point to your site. But SPF or TXT record is not correct. Note, in this case all emails sent from your account will still use default Wild Apricot FROM email address (e.g. nycs@memberlodge.org) which is based on your default Wild Apricot domain name URL. You will also see this notice in Settings > Organization details > E-mail settings Invalid - Your CNAME/A-record is incorrectly configured - the domain will not work with your site. Sites that are Correct or Incomplete can be set as your primary domain name.
If one of your TXT (or SPF) records is incorrect or missing the status of your custom domain will remain as "Incomplete" and all emails from your account will be sent based on your default Wild Apricot email address. In order to send your emails based on your own custom domain name you must setup TXT (or SPF) record as indicated in Custom domain setup help page.
To fix the problem, you will have to go to your domain name registrar's site and re-check and modify your settings. Once you do you can Recheck... them on your site later. NOTE These changes can take 24 to 72 hours to take effect, so you may want to wait a while after setting up/changing your settings before rechecking. Further information on fixing issues with your Domain name can be found here - Custom domain setup troubleshooting
Godaddy DNS Setup example

Godaddy DNS Setup example
Log into your Godaddy Account CNAME A record SPF record Add your domain to your Wild Apricot account See also
Log into your Godaddy Account

1. Log in to your GoDaddy account at www.godaddy.com 2. From the Domains tab go to Domain Management 3. Go to Domain Manager and click the domain that you'd like to point to your Wild Apricot site 4. Click the Launch link under DNS manager
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Note: The settings shown below are exactly the same for all Wild Apricot accounts, so DO NOT substitute any of the given values marked in red boxes with your own.
CNAME
5. Look for the www CNAME alias. Most probably, it will be in the section CNAME (Alias) and setup to point to @. Click on the row to edit this setting. If there is no such record setup yet, click Quick Add link instead
6. Enter in the field Points To Host Name : sites.memberlodge.org (without dot at the end) and save.
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A record
Next setup the A-record to point to our I.P. Find @ in the section A (Host). (Use Quick Add link if its not already there) Enter in the field Points To Ip Address : 66.29.208.61
SPF record
In the TXT (Text) section, find the line which starts with your domain name or @. If the section is empty, click [Quick Add] link Specify TXT Name: <mydomain.ext> (without www) or just put @; TXT Value: v=spf1 mx include:memberlodge.org ~all
Add your domain to your Wild Apricot account

Go to Domain name management and do the following Add your custom domain Set your custom domain as 'Primary' - meaning that it will be used for email links While the process on WA's end takes about few minutes to complete, the process on your registrar's end can take 24-48 hours. Your free Wild Apricot-provided domain like NYCS.memberlodge.org will still work to reach your website - as a backup option. You can setup several custom domains, for example NYCS.info, NYCS.net and NYCS.com. One of the domains will be selected as primary.
See also
Custom domain setup Custom domain setup troubleshooting Email setup and WildApricot
Network Solutions Custom Domain Setup

Network Solutions DNS Setup
Updating your Domain to point to your Wild Apricot Website Setup A-Record Setup CNAME Setup SPF TXT record Setting up your domain in Wild Apricot See also
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Updating your Domain to point to your Wild Apricot Website

Log into your Network solutions account and go to Manage Account. Under "My Domain Names" click on Edit DNS of the domain you want:
Next click on Edit Advanced DNS Records:
Setup A-Record
Click on Edit A Records:
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! Set @ (none) to 66.29.208.61 and click continue:
Leave A-record www box empty.
Setup CNAME
Click on Edit CNAME Records
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Set www to sites.memberlodge.org and click continue:
Setup SPF TXT record

Click on Edit TXT Records:
Add Text record: v=spf1 mx include:memberlodge.org ~all and click continue:
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Setting up your domain in Wild Apricot

Once you have made these changes make sure you add your domain to your domain name management (see Domain Name Management ).
See also
Custom domain setup Custom domain setup troubleshooting Email setup and WildApricot
Custom domain setup troubleshooting

Custom domain setup troubleshooting
Custom domain setup troubleshooting How to access your site when custom domain malfunctions Check your DNS records Check your setup DNS Servers Email hosting note See also
How to access your site when custom domain malfunctions

Your Wild Apricot account comes with free domain (e.g. nycs.memberlodge.org) that, if your account's custom domain name malfunctions, can always be used to access your account. This domain is always present, it cannot be remove but you can rename it if required, see: Domain name management If you do not remember this domain name, you can always find it in the emails that were sent to you when you first opened Wild Apricot account.
Check your DNS records

On average, it might take up to 48 hours for DNS records on Internet to pick up your new settings (though usually it happens much faster). If it is not working after this period you might need to check your settings. As a first step, check that your DNS records are showing correct information. For more details and help on this contact your domain name host.
Check your setup

It is important that you follow setup steps, see Custom domain setup, since it is the only correct way to setup your Wild Apricot account to work with your custom domain name. Make sure to avoid the following mistakes: One of the most common mistakes for custom domain setup is a domain redirect to your Wild Apricot domain. Also, avoid setting up your custom domain by putting Wild Apricot site within an iframe (aka domain masking).
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Make sure that you add custom domain to the domain list and set it as primary. See: Domain name management These mistakes can create all kinds of problems, including the following: PayPal payment problems, reset password problem, broken registration links etc.
DNS Servers
We do not provide DNS servers ourselves since most domain registrars already provide this service at no charge for every domain (e.g. godaddy.com registrar in our example). However if you have registered your domain through one of small reseller domain registrars you might not have direct access to your DNS settings, just the ability to change your DNS servers. Here are your options in this case: 1) Contact your domain registrar and ask if they can set it up manually for you - use their domain servers to point your domain to our server (via CNAME or IP address). This is the best option as many domain registrars can do this even if they do not provide web-based self-service interface for you to do it. The biggest challenge is to get hold of a knowledgeable service rep at the domain registrar - since this is a relatively rare situation, many service reps will have hard time understanding what you need them to do. 2) Contact your hosting company (the one whose DNS servers you currently use) and ask them to change their name server settings to point website to us. Whether they would do it or not - and what would they charge - depends on a particular hosting company. This is the option to follow if you will still use the hosting company for email hosting. 3) Transfer your domain to another registrar which provides DNS servers and online access to their settings. This takes a few days and incurs a one-time charge (depends on each registrar).
Email hosting note

Be careful regarding your email. We do not provide email hosting with Wild Apricot account (we think it is better left to experts!) so make sure not to change the email settings for your domain. Your email should work in exactly the same way it worked before you make the website domain change above.
See also
Custom domain setup Domain name management Godaddy DNS Setup example Email setup and WildApricot
Email setup and WildApricot

Email hosting (mailboxes)
Overview Some details to take into account when using Wild Apricot & Google Apps: Domain Verification SPF Record
Overview
Wild Apricot does not include email hosting services (neither mailboxes nor email aliases) - we do not want to reinvent the wheel. There are many great free or very cheap email hosting services you can use together with your Wild Apricot account. In a nutshell this is done by setting up your web domain so that Wild Apricot takes care of your website (www.<yourdomain.org> - see Custom domain setup) while all your emails <anything>@<yourdomain.org> are handled by any email service.
Some details to take into account when using Wild Apricot & Google Apps:
A popular (and free!) email provider is Google Apps. You can sign up for it here: Google Apps (Free Edition). There are a few things to bear in mind when setting up Google Apps with Wild Apricot:
Domain Verification
Google Apps provides three different ways to verify that you own your domain. Only two can be used with Wild Apricot. Create a TXT record: You create TXT records using the admin panel available from your domain provider (the company you purchased your domain from), not the Google Apps control panel or Wild Apricot backend. For instructions on how to do this, see Create a TXT record Add a Meta-Tag: You add a <meta> tag to your site's home page by going to Settings > Page Management in the Wild Apricot backend. Here you will see a list of your pages, to the right of the name for your home page will be a link that says "Meta-tags". Click this and add the content provided by Google in the box labeled "Raw Headers" (you may need to uncheck the box that says "Use Default"
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first). For more information, see: Modifying Meta Tags

SPF Record
If your Wild Apricot account uses your custom domain name and you use Google Apps to handle email, make sure to properly setup your domain's SPF record. To set your domain's SPF record, publish the following TXT record on your DNS (you may need to contact your domain provider's support department if this is foreign to you):
v=spf1 include:memberlodge.org include:aspmx.googlemail.com ~all
Additional info: How do I set my SPF records? (from Google Apps Help) Should I modify the SPF record to enable the email gateway? (from Google Apps Help)
Working with Support Tickets

Working with Support Tickets
Occasionally you might run into an issue that you can't solve with the help of our online documentation, help videos or built in help search. So you may be wondering where to turn to. Well you can always e-mail us at support@wildapricot.com or call us at +1 (877) 493-6090. You can also view the list of current open tickets from within your account, review each ticket details, submit responses and new tickets online use the 'Support' icon in the top right of your screen. Note: this list only includes tickets submitted online or by e-mail - it does not include records for your support phone calls, unless one has been manually created by one of our support agents as a follow-up to your call.
Give it a Try!
When you click on this button for the first time it will probably look like this:
And of course if you have a question or comment to submit just click on the [Submit new ticket] button.
Viewing Replies
However if you've already submitted a ticket this screen might look a little more like this:
So what do we have here? First we have some tools that will help you to filter and search for tickets and next we have a list of tickets that includes the date it was submitted as well as the last response, subject and status. By the way, normally the support icon will look like this:
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However if you have a new reply, it will look like this:
Understanding ticket status

Open - We got the ticket and will get back to you (normally within 1 business day) Waiting for client - We've sent the reply and now are waiting to hear back from you. Or waiting for the ticket to close if there is nothing else that needs to be done. Closed - Either we solved your problem or it was closed for another reason
Viewing Ticket Messages

And when you do click one of the tickets you'll see the following screen (which will open in a new window). From here you can review all the conversation of your ticket as well as: Reply to the ticket Close the ticket
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Browser compatibility
Browser compatibility
Fully supported browsers Partially supported browsers Unsupported browsers Additional Requirements Known limitations for Safari and Chrome browsers
Fully supported browsers

Browser Internet Explorer Firefox (Win, Mac) Safari (Win, Mac) Google Chrome (Win, Mac) Version 7, 8, 9 3.6, 8 and up 5.0.5 and up 15.0 and up Fully supported Fully supported Supported with minor limitations Supported with minor limitations
Partially supported browsers

Browser Opera (Win, Mac) Version 9.5 Public and members Works, except for the WYSIWYG Editor Administration functions Not supported
Unsupported browsers
Browser Internet Explorer Firefox Opera Mobile browsers (e.g. iPad, iPhone) Version 6 and earlier Earlier than 3.0 7.0 and earlier Any Please upgrade at http://www.microsoft.com Please upgrade at http://www.mozilla.com Please upgrade at at http://www.opera.com We have done some testing and we know that many of the administration screens work on mobile browsers, however, many essential screens and functions do not, e.g. page/email editing
Additional Requirements
Screen Resolution: Wild Apricot system requires minimum screen resolution of 1024x768. JavaScript: Required. For instructions on turning on JavaScript, see: How to Turn on Javascript in Internet Browsers Cookies: Required. For instructions on how to enable cookies, see : How to Enable Cookies in Your Internet Web Browser OPTIONAL: Trusted Zone: If you use Internet Explorer and have enabled high security settings, you may wish to add your Wild Apricot site to your "Trusted Zone" list to ensure that Wild Apricot features aren't accidentally blocked. For instructions on adding sites to Internet Explorer's Trusted Zone, see: How to Add a Website to Trusted Sites
Known limitations for Safari and Chrome browsers

1. 2. 3. 4. 5. Gadgets: Cannot resize by dragging the edges / corners Images: Cannot resize by dragging the edges / corners - you can still specify size in the insert picture dialog Horizontal line: Inserting a horizontal line does not work using the WYSIWYG editor toolbar Spell check dialog box: The font might appear larger compared to other browsers Autofill form suggestions: In some dialogs and forms, suggestions may not appear in the field but instead at a different place on the screen 6. Pop-up menu: Right-click in File Management window does not work in Safari for the Mac. Instead, an ordinary browser right-click menu is shown 7.
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7. Logout: In Safari 4.0.5, when viewing the member profile page in Widget Mode, logout may not work. Make sure that you are set to always accept cookies. Check your browser setting and make the following adjustments if necessary: Preferences -> Security -> Accept Cookies: Always
Functionality by module
Functionality by module
IF you're new to Wild Apricot we recommend reading our Getting Started with Wild Apricot guide. Functionality by module Contact Database and Membership Management Email newsletters (aka Email blasts) Website and Content Management Blog module Discussion Forums module Event Calendar and Event Registration Fundraising and Donations Financial Management Invoices - Overview Payments - Overview Reports
Contact Database and Membership Management

Contact Database and Membership Management
If you're new to Wild Apricot we recommend reading our Getting Started with Membership Management guide. Setting up your database Customizing your contact database fields Customizing member database fields Membership levels Member Groups (Committees, Chapters) 'Bundle' Memberships (Corporate, Family, Team) Privacy settings Online Member directory Contact management Contact database and Member list Searching and filtering contact and member records View and edit contact details Sending email blasts and newsletters Adding a new contact Importing records Exporting records Membership management Workflow for new member applications Automating membership renewals Adding member records Viewing and editing member records Manually renewing membership Suspending a membership Access control by member status Discount coupons for member applications Self-service functions Online application form View account history and pay invoices Member and contact edit profile Member and contact email settings Member - renew or change membership level
Contact database
Contact database
Contact list Contact Search Filters Contact Keyword Search Viewing contact details Self-service for contacts to access their profile See also
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Your Wild Apricot Contact database contains contact records of people or organizations of interest to you. Anyone who makes a donation, registers for an event, or applies to become a member will have a contact record created automatically. You can also add records manually one by one or via import. You can send out emails to all or a specific subset of your contacts, see Sending e-mail blasts All the contacts in your database can use online self-service functions on your Wild Apricot website (see Online self-service) - view their contact record, update email preferences, view history of invoices and payments, etc. Contacts that are members also have access to their membership information, and they will also be able to renew their membership or change it to another membership level, see Member - renew or change level. Members can also be linked via so-called 'bundles', see Bundle Membership Level Overview The maximum number of contacts in your database is determined by your subscription plan. You can change your subscription plan at any time, see Changing your billing plan You can archive (and then delete) contacts that are no longer needed. See Archived vs. active records See also Getting Started with Membership Management
Contact list
To access the list of your contacts, login into your Wild Apricot account and click on Contacts tab. You will get a list of all the contacts in your system, which will look similar to this:
The contacts are automatically shown in the Simple Search tab, and you can perform a keyword search and use pre-defined filters from a drop-down list. For Advanced Search see Advanced search - Contacts. Any contacts that have a pending action, such as a transaction or a renewal, are indicated with a yellow exclamation point next to their name. A yellow dot is displayed next to the contact property that requires your attention. The columns on the list are: Contact - Name of the contact, their member ID and the contact's email Membership - If the contact is a member, their member level, membership status and renewal date (if applicable) are displayed. If the membership has been suspended, then this column is marked with "Suspended"
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Events - Information for the last event that the contact registered for Donations - Information of the last donation made by the contact Balance - The current balance outstanding for this contact Because Wild Apricot gives you the option to use either the contacts name, organization name, email, or any combination of those - what is displayed as the link under the Contact header will vary. See image below for reference:
(See also: Individual vs. Organization record) Using toolbar buttons you can add a new contact or a member (see screenshot below), export the current list of contacts, send a mass email to the current list - or use Keyword search and the filters to search within this list.
Contact Search Filters
Contact list can be filtered so that you can see: only those that have memberships or not, those that have made donations or registered for events, or contacts that have not had any other interaction with the site. The complete list of filters is: All - All non-archived contacts Attention required - Contacts that require some action from you. For example, contacts that have applied for membership but their payment. Contacts with actions required have a yellow dot next to the action that requires attention with Membership - All contacts that have current membership with Event registrations with Donations Administrators
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Non-members - All contacts that do NOT have current membership Contacts - Contacts that do not have membership, event registrations, or donations associated with them Archived (excluded elsewhere) - Contacts that have been archived. In the search results these contacts will be grayed out to indicate they are not active (i.e, archived). To view a list of contacts with suspended membership, select "All" from the filter drop-down, and then do a keyword search on the word "Suspended"
Contact Keyword Search

You can also further narrow down your list by using the keyword Search box. Simply start typing and the system will immediately filter and show only the records which contain the text you have typed. All of the fields shown on the list page will be searched: First name, last name, organization, membership status, member level, renewal date, email, donations, and last event registration. You can type several words (separated with a space) and the search will only show records which contain ALL of these words.
Viewing contact details

To access the contact details just click on the contact from the list. See: View and edit contact details.
Self-service for contacts to access their profile

Contacts can access their profile by logging in into the site via the login box or login page. If the contact forgets their password they can use the Forgot password link. (See Self-service password recovery) to set a new password. You can also reset it for them.
See also
Searching and filtering contact and member records Advanced search - Contacts Import Guide Adding a new contact Online self-service
Member list
Member list (member database)
To access the list of your members go to the Members tab. You will get a summary table of your member database:
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This table does not include contacts that are not members. You can search and filter your contacts via the Contact List
Rows correspond to Membership levels setup in your database with a row for totals across all levels at the bottom. Archived contacts and suspended memberships are not included in these totals. You can view those via Contact list and/or via Advanced search - Members The columns are: Total - total number of members for this level. If the membership level is bundle, the number of bundles is shows in brackets next to the number of members. Active - number of members in Active status. Renewal overdue - number of members who are past their renewal date. Lapsed - number of members in Lapsed status. Lapsed members are not shown in the Member directory and can not access Members-only area of your website (but can login into their member profile to renew their membership). You can change member record status manually or automatically via Automating membership renewals Pending / New - you can setup your Membership application workflow to either keep new applications in Pending - New (and change status to Active by hand) - or set it to change memberships status to Active automatically if they paid online or for free membership levels. Pending / Renewal - this status can be set via Automating membership renewals, manually or if a member initiates membership renewal but does not finish online payment Pending / Level change - this status is set if a member initiates membership level upgrade but does not finish online payment New in last 7 / 30 days shows the number of new memberships added in the last 7 and 30 days Toolbar buttons allow you to add a new member, export the whole database, or send a mass email to all members in your database:
All numbers in this table are links - you can click on it to view that specific list of members.
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Using the green buttons in the toolbar you can add a new member, export the current selection, or send out an email blast to members on this list - or use the Keyword search to search within this list.
See also
?Individual vs. Organization record
Setting up your database

Setting up your database
Setting up your database Customizing your contact database fields Customizing your member database Member directory Membership levels Bundle Membership Level Overview Member Groups Privacy settings
Customizing your contact database fields

Customizing your common database fields
Overview Customizing Common Fields Field Types Field settings System fields Saving changes See also
Overview
All of the records in the system are stored in the same database - contacts, members, event attendees and any other records Common Fields apply to all contacts. There are additional fields that apply to specific types of contacts / contact transactions: Membership Fields store additional information for members only Donation Fields are additional fields that apply to donation records Event Fields are additional fields for event registrations in a particular event
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You can add an unlimited number of custom fields Each online form (application, donation, event or email subscription) will automatically be generated based on the common fields AND the additional specific fields that apply to that form.
Common fields are global, so you cannot have a Common field with the same name as a membership, donation, or event field. On the other hand a membership field can have the same name as a donation or event field since these are hidden from each other.
Customizing Common Fields

To view, edit or add a new common (contact) field go to Settings -> Common fields:
Field Types
You can only set the type of database field when creating a new field. Click on the [Add new field] button and select the field type. Currently available field types are: Section divider - this is not a real entry field, but rather a 'header' for a set of fields, useful to arrange the fields into logical groups. Section divider is automatically hidden from online forms if there are no fields within this section visible to the current user. Text - simplest type of field, used for short text entries Multiline text - used for text entries up to 3000 characters Picture - a field for person's photo, company logo, online avatar etc. Rules and terms - see Field for contractual terms Multiple choice - so-called checkboxes - you can add as many options as needed and multiple values can be selected Radio buttons & Dropdown - set of pre-defined choices, and only one can be selected at a time. The difference is in how this field is presented during data entry. See also Working with List Fields
Field type cannot be changed after the field has been created / saved. Deleting a field will automatically lose all data stored in that field for all contacts. The only way to change a field type is to first export all contacts to an Excel file, delete the field and re-create it as a new field type, then re-import the saved Excel file
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Field settings
Click on the field you want to edit to bring up the field parameters (in above example we are editing the field "Phone") Field label - the name of the field must be unique. Since common fields span across all contacts this means this common field name cannot be used again in membership fields, event fields, or donation fields. Mandatory - sets whether the field is required or optional Others access - defines who is allowed to view this field in the member's public profile. This is a default setting which can also be changed by each member, see Privacy settings Admin Only - indicates internal field that can only be seen or edited by the Administrator. Admin-only fields are displayed under "Internal use" on the Contact details screen.
System fields
There are special Common system fields which cannot be deleted (but can be renamed): First name, Last name, Email, User ID (aka Member ID), Organization and Phone User ID is automatically generated by the system and cannot be changed, see User ID. Hiding system fields: If you do not need any of these you should make them admin-only (since they cannot be deleted); Only "Email" and "User ID" cannot be hidden since these fields have to be unique for each person and are used as contact identifiers. Renaming: System fields are used throughout the system so be careful when renaming them e.g. renaming "Organization" to "Company" is fine, but renaming "Last name" to "Address" is not a good idea and will cause problems later on. Required fields: When manually adding a new contact only one of "First name", "Last name", "Email" or "Organization" is required, see Adding a new contact. For all self-service Online Forms (member application, email subscription, donation and event registration) the email field is always required.
Saving changes
Your changes will be reflected on the screen, but will not be permanently saved until you use the [Save all changes] button on the toolbar Once your changes are saved, they will immediately be reflected on all online forms, Contact records, Member directory etc.
See also
Customizing your member database Customize event registration form Donation Form Customization Page and Field Size Limits
Internal use fields Internal use fields

Setting up fields for internal use Viewing and editing internal use fields Using an internal use field Notes field There may be certain information that you want to track for your contacts for administrative use only. These are called Internal use fields.
Setting up fields for internal use
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You can make any contact or member field you create as Internal use field. To do so, select the "Admin-only" option on any field you want to be for internal use only. See Customizing your contact database fields and Customizing your member database.
The following fields CANNOT be made into internal use fields User Id (aka Member Id) First Name Last Name Email
Viewing and editing internal use fields
Internal use fields can be viewed and edited on the contact details for the contact. They are under the heading Internal use fields. Click on the edit button to edit the fields contents. Any time a contact fills out an application, records a donation, or registers for an event the internal use fields and their values on the contact card are copied to the registration/application/donation as part of the registration details. Details on existing registrations/applications are not updated.
Using an internal use field
There are a number of ways that you can use Internal use field on your site. For example: The fields can be used for gauging successes of membership drives. if you are trying to recruit more female members, you may want to add a field called "Gender" for tracking this information You could create a field called "Event attended" as a way to track people who have attended the events they have registered for. You would mark their attendance in the field on their Event registration details.
Notes field
One of the internal use fields is a "Notes" field. This field can be edited at any time by you, but will also contain some automatic notes logged by Wild Apricot. If you want to keep these separate, create a second field for your own notes, e.g. Administrator Notes.
Customizing your member database

Customizing your member database
Overview Viewing Membership Fields Available Membership Field Types Membership field parameters Change field order Delete existing field Saving changes See also:
Overview
All of the records in the system are stored in the same database - contacts, members, event attendees and any other records Common Fields apply to all contacts, whereas member records can store additional information in so-called 'Membership fields' You can add unlimited custom fields - both to common fields and membership fields You can set specific membership fields to only apply to members on a specific membership level Your online application form will be automatically generated based on the common fields, membership fields and the parameters you have setup for them. Here are the main differences between Membership fields and Common Fields: Membership Fields Applicability Can be made set to be edited in Membership Application only, but not in member profile Only for members Yes Common Fields For all contacts (including members) No, always editable in both application and profile
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Can be edited in member profile only, but not in membership application Can be set to view only Can be set to Admin only Can be restricted to specific Membership Levels only
Yes Yes Yes Yes, see Customizing database fields by level
No, always editable in both application and profile No, always editable Yes No, always available to all membership levels
Viewing Membership Fields

To view, edit or create new membership fields go to to Settings -> Membership fields:
Available Membership Field Types

In addition to all the data types available to Common field types (see Common Fields) , there are also two dynamic pricing / extra charges fields available, see Dynamic membership pricing fields
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Membership field parameters
Mandatory - whether this field is required or optional Member access - whether member is allowed to edit or view this field Edit in member own profile - member can edit this field by logging into the site and editing their profile. In Application form - field can be edited when filling in the application form. View only - Members can only view this field, only the admin can edit its contents No access - Internal use - Admin-only field which is hidden from members Others access - defines whether other people are allowed to view this field. This is a default setting, members are still free to change their privacy settings, see Privacy settings Use in - Defines whether the field applies to all membership levels, or if it should be restricted to specific membership level(s) only, see Customizing database fields by level
Change field order
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To change the order in which your fields appear, click on the field you want to move and use the arrows which appear on the left of the field, or just drag and drop the field to the desired position:
Delete existing field
If you delete a field then the stored data in that field will be lost for all members and this data cannot be recovered. Hint: Always export your member records prior to deleting any field in order to preserve the contents of the field.
Note: There are several 'system' fields which can not be hidden or deleted.
Saving changes
Note: You must click the [Save all changes] button on the toolbar before exiting the field creation process. If you do not all your changes will be lost.
Once your changes are saved, they will be immediately reflected on the online Member application form, Member directory, when adding members by hand and in the import template generated for you (see Import Guide )
See also:
Customizing database fields by level Field for contractual terms Member picture Dynamic membership pricing fields User ID
Customizing database fields by level Customizing database fields by level

Information that is common to all people interacting with you site (members, event attendees, donors) are kept in the Contact database - See Customizing your contact database fields. Specifically for member records, Wild Apricot allows you to customize available fields separately for each membership level. For example, you can define a basic set of fields for "Free" member level, and additional fields for Premium membership level and so on. These fields are used in the Wild Apricot system: Membership application forms Member own profile Member record as viewed and edited by administrators Member personal webpage (linked from Member directory)
Restricting a field to certain membership levels
Go to Settings -> Member settings -> Membership fields Click on the field you want to edit. Change 'Use in' settings as appropriate:
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(See: Customizing your member database for general customization of fields). Note that fields that were restricted by level will display a small lock icon next to them To quickly review which fields belong to what level you can use filters. For Example select 'All fields in level: Free' to show the fields available for 'Free' level (including common fields). You can also use 'Common for all levels' to only show all fields that are common among all the levels (and none of the level-specific fields).
Dynamic membership pricing fields Dynamic membership pricing fields

Setting up dynamic pricing of membership dues Usage examples: How dynamic pricing fields are displayed and used during membership application Bulk Import of extra costs fields Viewing extra costs selections
This feature is only available to "Community" plans and higher, see Pricing.
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Setting up dynamic pricing of membership dues
When customizing your database fields there are two field types (Extra charges multiple choice and Extra charges radio button) which have amount fields for each option. These can be added to new membership applications for either all membership levels or a set of membership levels that you define. Depending on the selections made when applying, appropriate amounts are added to the total membership fee to be paid.
Member Access Members can only select or edit these fields during their membership application or as part of a renewal. Which means that any time after their application or before their renewal date they will not be able to edit this value in their profile.
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Settings associated with these fields: Show in new applications / Include in renewals - This defines whether this field will be shown on new applications AND/OR during renewals.
Usage examples:
Show in new applications = Yes | Include in renewals = No This would be a typical settings for something like branded merchandise offered to new members only Show in new applications = Yes | Include in renewals = Yes This can be used if you want to offer members a chance to re-purchase an item each time they renew (for example, a calendar for the current year). Show in new applications = No | Include in renewals = Yes This corresponds to an item which is not offered to new members - but is offered for renewing members.
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Prorate amount in new applications This will prorate the cost of the field over a partial period of time. This will only apply for new applications. Please see Prorating membership dues for new applications for information on how prorating works. One-time initiation / setup fee: Use 'extra charges multiple choice' field type, only have one choice, pre-select it and make it Mandatory. Set Show in new applications = Yes | Include in renewals = No Member-selection driven membership fee: (for example, if your fees differ based on member company size). Use 'extra charges radio buttons' field type, make it Mandatory. Set Show in new applications = Yes | Include in renewals = Yes. Allow member to change selection during renewal - If you unselect this option, the item will be included in the renewal, but the member will not be able to change their selection.
Warning for Automatic Recurring Payments If Automatic recurring payments are used then same amount will be included and charged for each payment regardless of your settings. For example, if member chose to purchase a branded t-shirt for $8.99 in the initial application, then each automatically recurring payment will continue to add that $8.99 charge.
How dynamic pricing fields are displayed and used during membership application
If you have indicated that extra cost fields should be on the application form, then the applicant will see the extra choices:
The selected extra costs are then added to the base membership fee:
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The selected extra costs items are also displayed along with their charges on the invoice:
Bulk Import of extra costs fields
It is not recommended to make changes to extra costs fields via import because linked invoices will not be updated and you would probably need to generate updated invoices for each record anyway. Instead, we suggest to adjust each recor individually, see Adjust or cancel invoice
Viewing extra costs selections
You can also see who has ordered or selected extra cost items by using the Advanced search - Members on the Members screen. Simply choose
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the item from the drop down list, and indicate the selection from the list of available options. You can also create a Saved search based on the time frame that the offer was available, and then use the Custom reports layouts feature to display the names and selections made by your members.
Field for contractual terms Field for contractual terms

One of the field types that can be added to your member database and event registration forms is a special field - a checkbox with a link to documentation of waivers, terms of use, contractual conditions etc. Let's see how it works for the member database - event registration form works in the same way. Go to Settings / Membership settings / Membersh fields and click on [Add new field] button. Give your new field a name (e.g. Terms of use), select Type - 'Rules and terms' then enter the text for the link (e.g. I agree to terms of use) and the actual link to the webpage with actual rules and terms (you can create a separate page or upload a document, then copy-paste a link to it into this field). You can also specify whether this field should be accessible only on new applications or in the member profile as well.
Now the online membership application form will have a mandatory Terms of use field. Clicking on the Link opens 'Terms of Use' in a separate window. (you can even preselect this field if desired).
Note that in the above example member will not be able to edit Terms of use field in the member profile.
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Member picture Member picture field

WildApricot allows you to add member picture to the member profile. It is an optional setting and has to be setup by the administrator. Go to Settings / Membership settings / Database fields and click on [Add new field] button. Give your new field a name (e.g. Picture) and select Picture field Type.
Move your new field to the desired location
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Now when a new member is added there will be an option to add a picture.
Please wait for it to finish uploading.
Once the picture is visible you have the option to remove it or change it.
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Picture will also be displayed on 'Member profile' page that is selected from 'Members directory' page !wa_33_webpages_memberdirectory.png!0
Note
Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild Apricot website This can happen if your images use CMYK color space instead of RGB one. Normally web images are saved with RBG color space and images meant for printing are saved with CMYK color space. Some systems only support images with RGB color space, not CMYK. You can get more information on color spaces by clicking here. To determine an image's color space go to: http://regex.info/exif.cgi To convert an image from CMYK to the supported RGB color space you can use the free online tool found here: http://www.pixlr.com/editor/ Just open your image and save it as .jpg - this will automatically save it in RGB color space.
Working with List Fields Working with List Fields

Setting up new list fields Editing list fields Editing individual items. Additional options Sorting list items Inserting multiple items See also
List Fields Video: 05:11 Wild Apricot database allows you to customize contact fields, membership fields, event registration fields and donation fields. One category of fields is so-called 'List fields' - list of pre-determined items. This includes threes specific field types: Multiple choice, Radio buttons, Dropdown. (Please note that Extra charges fields use different interface, see Dynamic membership pricing fields)
Setting up new list fields
When you create a new list field, you will see a screen similar to this:
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Use Items textbox to add/edit items in the list as necessary. Enter each option that you want your contacts/members to choose from on its own line. (Use "enter" or "return" on your keyboard to move to the next line). You can also paste text from another program to speed up the entry. We have also provided some pre-defined lists that you can use to populate your list: U.S. states Canadian provinces Countries
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Select which list you want to use, and then click [Insert] to populate the list. Each time you click insert, it will replace the the values already in the box. Once your list has all the choices you want, click the [Done] button to save your list changes. You still need to click the [Save all changes] button at the top of the screen to finalize all the changes to this and any other fields you might have added/edited.
Editing list fields
Editing individual items.
To edit an individual item, click on its name in the list. This will change the item into Edit mode. In this mode you can do the following Move the item's placement UP or DOWN the list using the arrows Edit the item name Add a new item below the current one with the plus icon (+) Delete the item with the red X. Make the item selected by default by clicking the green "Select" icon. Please note that radio buttons and drop-downs can only have ONE item set as a default selection, while checkboxes can have multiple items selected.
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You can also add a new item by clicking on the "Add new item" link at the top of the items box. This will add it to the bottom of the list. Additional options The three buttons under the items box allow you to apply changes to the entire list.
Sorting list items Sort (A/Z - Z/A) will sort the list by alphabetical order. The first click will sort it from A to Z. Clicking it a second time will sort it from Z to A. Inserting multiple items Add multiple items will open a window with a text box where you can easily add/paste multiple items, similar to list field creation interface described above. (Note that existing items will not be present in that box - they can only be edited individually) New items will be added to the bottom of the list, so you will either have to move them individually to where you want them on the list or use the [Sort (A/Z - Z/A)] button to re-sort the list.
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Clear removes all items from the list - be careful!

See also
Customizing your contact database fields Customizing your member database Customize event registration form Donation Form Customization
Member directory
Member directory
Overview Adding member directory Member directory settings Intro message Select which records to include Search options Initial directory view Sorting order Search results layout Member directory example Public view Member View Admin View Making directory public or member-only Search options for visitors Browsing Mode Privacy options See also
Member Directory Page Troubleshooting Video: 04:14

Overview
Your member directory page provides an automatically updated searchable list of your members - you can customize which fields are to be shown, search and sort options, which records to include etc. Display of each record is governed by privacy settings which can be changed individually for each record, see Privacy settings By placing a member directory within a Restricted access section , you can limit it to be only available to members etc. You can setup several member directories with different settings. For example, one directory might briefly list all the records in your database - members and non-members. Another directory page might list only premium members and display additional information website addresses, pictures and logos etc.
Adding member directory
To add a member directory webpage to your website, use the Add page button.
Member directory settings
To set up your member directory page, go to the Web pages tab, find the directory in the website menu, click on it and then click on the [Edit settings] button in the toolbar.
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Intro message You can enter a text message which will appear at the top of your member directory.
Select which records to include
All members - by default the directory will show all members. From saved search - Choose one of the Saved searches - Members to use for the directory. (This option is only displayed if you have at least one saved search under Members tab)
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Selected levels - pinpoint what levels to include. (Useful when you want to have multiple membership directory webpages, this will allow you to show different members on different directory pages). In Wild Apricot you can create multiple Membership levels - 'categories' of members. For each of these levels you can select whether these records should be included in the Member directory Bundle: Show administrators only - You can set up your directory so that only bundle admins will be displayed. If this is selected, individual members of the bundle will not be shown in the directory, but their profiles will still be accessible as they are linked from the bundle admin's profile (See - Bundle admin profile page for more details) Search options
Advanced search Show all permitted fields - will show a complete list of fields that are available for search Show selected fields only - or, administrator can select a predefined list of fields only Browsing - allows you to define up to four fields that will show up on top of the member directory page. Note: you can only use fields with predefined lists for browsing - such as drop-down, radio button, multiple selection fields - but not text or other fields Initial directory view
You can set the default view to Simple search or Advanced search Sorting order
You can set up to three levels of sorting based on the fields from your member database. However note that you can not sort by membership fields which are not multi-line text, radio button or multiple choice fields. For example, you might want to sort by Member level first, then by last name. In this way your members in more expensive membership categories will be displayed higher up. Search results layout
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You can customize the layout of the member directory. You can display up to four (4) columns in the directory list. Each column can be customized to show a header and up to three fields from database. The width of the column can be adjusted as well. Note: The first field of the first column will automatically link to the member's public profile page.
Member directory example
Depending on your level of level of access (e.g. public user vs logged in member/admin) the displayed fields in the directory can look slightly different. Public view Here is an example of how a member directory page might be displayed on your website to public visitors
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If the public is not allowed to view the linked fields they are simply shown as view details instead. The rest of the fields the public don't have access to a simply hidden. Member View Here is the same Member directory page displayed to a logged in member:
Note the difference in between two views. You (and your members) can choose what information can be shown to public, members or no one. To set this up go to Settings -> Member profile page. For more details see Privacy settings. Admin View
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The admin view will be exactly the same as that of a logged in member.
Making directory public or member-only
Access and visibility of member directory page is controlled in the same way as it is for other pages: See Page access and Page visibility
Search options for visitors
In Simple or Keyword search mode people can simply start typing 'Designer' (for example) and the system will immediately find and display all matching records (whether 'Designer' is found in the Job title field, email field, listing field - or name fields)
Browsing Mode
Browsing mode allows you to define up to four fields that will show up on top of the member directory page. (Note: you can only use fields with predefined lists for browsing - such as drop-down, radio button, multiple selection fields - but not text or other field types) Each option will have a number corresponding to the number of members with this field. User can select any search combination by simply clicking on the available options. When selected, search will automatically show the corresponding number of records.
People can also switch to the Advanced search mode. As you can see from the settings above, Advanced search can be setup with two options: Show all permitted fields and Show selected fields only. For example, you can create a directory limited to people belonging to specific group, selected by a certain custom field etc. Users will then only be able to search within these selected records. Advanced search fields are now explicitly setup by the administrator and cannot be changed by users.
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From the search results page people can click into the individual member details page. If you use bundles, you have the option to display the bundle administrators only. If this is selected (see Show members settings above), bundle members will not be included in the member directory. Here is how bundle administrator will appear in a list:
After you click on selected bundle administrator it will open public profile page, bundle members will be shown at the bottom of the page:
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Privacy options
Everyone is concerned about privacy so you should be extra-cautious about releasing member contact information. Wild Apricot gives you - and your members - full control over that. First of all, as an administrator you get to define what fields are in your member database (see Customizing your member database). Second, for each field you can define whether it is accessible to the public or members (and thus shown in the member profile page and member directory - see Privacy settings). Finally, each member is in full control over his public member profile - and can control which fields he wants to show for his own record. Thus, one member might be comfortable sharing email and telephone, another one only the telephone and yet someone else will chose not to show anything except his name - or even opt out of being included in the member directory altogether! This information can be updated by the administrator for each member (including using the import function) - and also by each member via online self-service page. See Member - edit profile
See also
Individual vs. Organization record Privacy settings Saved searches - Members
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Membership levels
Membership levels
Overview Membership level types General Tab Renewal Policy Tab New Applications Tab Deleting membership levels See also
Overview
Each membership level can define: Member access privileges to web pages Membership application and renewal fees and terms Eligibility for special pricing in events Inclusion into one or more member directories Membership record fields You can create as many levels as you want and have an instant overview of your member list by level, member status etc.
Membership level types

1. Individual memberships (described on this page below) 2. Bundle memberships (See Bundle Memberships) - can be used for corporations, teams, families etc. Member levels are setup via Settings -> Membership levels. You can add and edit membership level details as needed. To add a new membership level click on [Add level]. To edit a membership level, click on the level name.
General Tab
Level Info Name - level name to identify it, e.g. Regular members Type - individual or bundle(See Bundle Memberships ) Membership fee - fee for membership Note: If your membership renews on a specific date (vs. on an anniversary of a join date), this amount will not be pro-rated, independently of when whether a member joins in the beginning of a period or at the end. We plan to add pro-rating capability in the future. Description - you can add more level specific information. Level Security Options Public can apply - (E.g. you would not want to show such levels as 'Board members' on the member application, as such levels would only be assigned manually by administrators) Member can change to - you can define the list of member levels to which members of the existing level will be able to change
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Note: members will be billed the full price of the new membership term. All refunds must be done manually.
Renewal Policy Tab

This tab defines renewals settings for current membership level - renewal period, automatic recurring payments, renewal reminders and automatic processing of lapsed membership records.
See Automating membership renewals for details. See also: Automatic recurring payments
New Applications Tab

This tab defines processing of new member applications.
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See Member applications workflow for more details.
Deleting membership levels

Since membership level is a mandatory field (every member must belong to one specific member level) there is one default member level that cannot be deleted - all other empty member levels can be deleted. (Thus, in the default member level there is no [Delete] button)
To remove a member from a given member level you can delete / assign the member to another member level, see editing member record. You can also assign members to other member levels in bulk, see making bulk changes. If you need to revoke the membership of a contact, you can Suspend membership
See also
Recurring payments Automating membership renewals
Bundle Membership Level Overview

(a.k.a. Family Membership, Group Membership, Team Membership, Corporate Membership) Overview Creating a bundle membership level Automating bundle renewals Bundle Applications workflow Automatically approving new applications Bundle admin application workflow Adding Bundle member workflow Related topics
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Overview
Bundle Membership allows you to create a set of members linked together and managed by one of the members - the 'Bundle administrator'. Bundle Membership allows you to sell/manage memberships in bundles (for example, for corporate memberships, sports teams, families). Bundle settings such as renewal date, status, membership level etc. are the same across all the bundle members. Bundle membership fee covers the cost of the whole bundle for up to a specified bundle limit (which can also be unlimited). Only the bundle admin can renew and/or pay on behalf of the whole bundle.
Creating a bundle membership level

To use bundles you first need to create a bundle membership level - go to Settings -> Membership settings -> Membership levels and either add a new level or edit one of the existing levels: (See also Membership levels) Set type of membership level to Bundle and specify the bundle limit if applicable:
Automating bundle renewals

From the renewal policy tab you can setup the renewal emails and actions that should automatically take place, see Automating membership renewals All bundle members share the same renewal date (set in the bundle admin record) Note that while bundle members can also receive renewal reminders and renewal notifications, only the bundle admin can actually renew on behalf of the entire bundle
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The renewal reminders and actions above take place before the bundle is renewed. Renewal notifications are send once the bundle is renewed. Pending renewal email - is sent when renewal is initiated and the renewal invoice is generated. Everyone in the bundle goes into "Pending Renewal" status. Renewal confirmation email - is only sent once the payment is received and the renewal is completed. Everyone in the bundle goes into "Active" status.
If send email to site administrator is enabled, then everyone that you specify in Routing of system emails will receive a copy of the admin email.
Bundle Applications workflow

Wild Apricot allows you to automate various emails and actions that should take place when someone first joins / applies into a bundle membership level (see Member applications workflow). On the bundle level New Applications screen is where you setup this new bundle applications workflow.
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Automatically approving new applications
In some cases you may want to review the application first to see if it meets the minimum requirements etc., but if you want to automatically approve / activate all new applications you should disable the setting "Membership applications must be approved by administrator". You also have the option to automatically approve / activate the membership before payment is received in full.
Bundle admin application workflow
As soon as the bundle application is submitted a number of automatic actions take place: Invoice - the application invoice is generated (and emailed depending on your Invoice and receipt settings) Application initiation email - is automatically sent (if enabled) Status - the bundle admin goes into "Pending New" status and at this point they cannot add members to the bundle (See also Access control by member status) Password email - is sent right away. The member can still reset the password at anytime using the forgot password link
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After the invoice is paid and application is approved the following take place: Status: The bundle admin goes into "Active" status and gets full member benefits Bundle administrator activation email - is automatically sent if enabled (you can use this email to welcome the bundle admin and instruct them how to add members etc.)
Adding Bundle member workflow
Bundle members cannot add themselves to the bundle, they have to be added by the bundle admin (the site administrator can also add members to bundles) Once added the bundle member is automatically activated and emailed the password and activation emails. This bundle member activation email can be customized separately with different instructions etc. compared to the bundle admin activation email.
If send copy to Account administrator is enabled then everyone that you specify in Routing of system emails will receive a copy of the admin email.
Related topics
Bundles - Site Administrator View Bundles - Member View Import of Bundles
Bundles - Member View Bundles - Member View

Bundle Administrator Bundle Member See also
Bundle Administrator
Anyone who applies online and selects a bundle membership level will automatically become the bundle administrator of a new bundle. Note that you can have multiple bundles with the same membership levels.
The bundle administrator can view and manage bundle members from within his own profile: (See Member - edit profile)
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All bundle members will share the same Membership Status, Renewal due on and Membership Level settings. Once activated the Bundle administrator can : Use the [Add member] button to add new members up to the bundle limit Edit / Delete / Archive existing bundle members by clicking on the links to the bundle member
You must have a member application form on your site that allows the public to register into this member level, otherwise the [Add Member] button is hidden.
Bundle Member
Bundle members can also log into the site separately to access restricted pages and update their own profiles:
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See also
Bundle Membership Level Overview Bundles - Site Administrator View
Bundles - Site Administrator View Bundles - Site Administrator View

Creating new bundles 1. Creating new bundles - Admin back end 2. Creating Bundles - Via Import Creating bundles via member application Add member to existing bundle how to bundle from Bundle Admin record How to bundle from a Member record How to switch bundle admins How to remove a member from a bundle Related pages
Bundles Video: 04:56

Creating new bundles
The site administrator (who can be a full account administrator or just a membership manager) can create a new bundle in one of two ways: 1. Creating new bundles - Admin back end Non-members - Go into the contact record and assign a membership - put them into the desired bundle membership level Existing members - Edit the membership record and switch them from current membership level into a bundle membership level
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After saving your changes, a new bundle is created - this member automatically becomes the bundle administrator:
2. Creating Bundles - Via Import Simply assign the member to a bundle membership level in the import file to create a new bundle, see Import Guide Creating bundles via member application Anyone who applies into a bundle membership level automatically becomes the bundle administrator of a new bundle, see Bundles - Member View
Add member to existing bundle
The site administrator can add any contact / member to an existing bundle from the bundle administrator record or from the contact / member. how to bundle from Bundle Admin record Any contact (including other bundle administrators without their own bundle members) can be added to a bundle From the bundle administrator record use the [Add member] button to select the contact to add. This will bring up a list of all contacts that can can be added to this bundle:
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The contacts list can be searched using a keyword search (e.g. contact's name, email) Selected contact can be: Non-member contact - membership is automatically assigned and contact becomes part of the bundle A current bundle member - automatically removed from original bundle and becomes part of the current bundle A current bundle administrator without any bundle members - original bundle is removed, and becomes an ordinary bundle member of new bundle NOTE: Current bundle admin with bundle members - cannot be added to another bundle (you must first assign another bundle member as the bundle administrator) How to bundle from a Member record If a member does not belong to any other bundle you will see an [Add to bundle] button on the membership record:
Each bundle is represented by its bundle administrator - select the bundle administrator you want to bundle with:
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How to switch bundle admins
Each bundle can only have one bundle administrator at a time Any bundle member can be turned into the new bundle administrator From the bundle member record use the [Make Administrator] button The original bundle administrator will automatically be relegated to an ordinary bundle member:
How to remove a member from a bundle
Put the bundle member into another membership level to remove them from their current bundle To kill off a bundle all bundle members must be switched to other membership levels (bundle administrator must be switched last)
Related pages
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Bundles - Member View
Member Groups
Member Groups
Creating groups Editing a group Group Participation Defining whether members can view and change their group participation Group Participation Management by site administrators Controlling access to web pages by group Searching members by their group participation This function gives you the ability to organize members into groups - such as 'Board of Directors', 'Volunteer Committee', etc. These groups are independent of membership levels - they can include members from different levels. These groups can be used in a number of ways: Keep track of member participation in committees Quickly selecting a group of members - e.g. to email them. (This is done via Advanced search - Members) Create a website section restricted to a particular group (See: Website Pages with Restricted Access)
Creating groups
To create a group and manage its membership, go to Settings -> Membership -> Group Management.
The summary screen lists the groups and a count of participants. To delete a group, click the "Remove" link next to it. This only removes the group; all of the members are untouched. To add a new group, click on [Add new group]. This brings up the group details page.
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Here you can enter name for the group and a brief description of the group (optional). To save the group, click on [Save] button at the top of the page. Clicking the [Cancel] button returns the administrator to the Group management page and does not save any information.
Editing a group
To manage a group, click on the name of the group in the summary screen. This brings up the Edit group screen, where you can also edit the group name and description.
The screen also displays a list of members of the group, with links to their profiles. Click on [Manage Participants] at the bottom of the screen to add or remove members from that group. The Manage participants page can also be accessed by clicking [Manage Participants] at the top of the Group Management page. On the Manage participants page you can select the group you want to manage from the drop down list. Members can be added and removed from the group using the [Admit Selected] and [Dismiss Selected] buttons at the bottom of the page.
Group Participation Defining whether members can view and change their group participation
Group participation details for each member are stored in a special system field - 'Group participation' Settings for this field can be adjusted similarly to other fields via Member database customization:
Here are the main ways you can set up Group participation control: 1) Member access: No access. In this case only administrators will be able to see and change Group participation for each member. 2) Member access: View only. In this case members will see their groups via their profile - but can not change it. This is the most common setup in our experience. 3) Member access: Edit. In this case members can see AND freely change their group participation:
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If they have been given the right to edit Group participation in their application, they can join a group when they apply for membership to your organization.
Group Participation Management by site administrators
At the top is a drop down box listing all the Groups that have been created. You can switch between groups by selecting a new one from the list. Below that are two boxes. The one on the left contains a list of members that belong to the Group. To the right is a list of all members of the organization. To join a member to a group, select their name from the list of all members and click the "Admit selected" button. You can select multiple members by clicking on their names while holding down the "CTRL" key on your keyboard. There is no limit to the number of groups that a member can belong to. To remove a member from a group, click on their name in the Participants box and click the [Dismiss selected] button. Clicking on the [Save all changes] button at the top of the page will save the Group. Clicking [Cancel] will bring back the Group management page. Administrator can also edit group participation for a particular member via that member profile (See View and edit memberships):
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In each contact card there is a section called "Group participation" under the Membership tab. When viewing the profile, all the groups that member belongs to are shown as a link. Clicking on the link brings up the Edit groups screen. Clicking the [Edit] button lets you edit the Group participation for that member.
When editing the profile, a list of all groups is displayed with checkboxes next to them. Selecting a checkbox assigns the member to that group when the profile is published. Deselecting a checked checkbox dismisses the member from that Group. A member can also be added to a group via their profile or by an import. When bulk importing members via a spreadsheet, they can be assigned to a Group by entering the Group names in the column called "Group Participation". (See: Import Guide)
Controlling access to web pages by group
Website pages can have their access restrictions applied to a Group instead of membership levels. This allows web pages to be created for the use of a specific set of members regardless of their membership level. To set access level to a Restricted Access Section (RAS) page by group(s) go into Page Management and select the appropriate RAS page:
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Click [Selected Groups] and then select all the groups that should have access to the RAS page. NOTE You can only limit access based on either membership levels or groups, not both simultaneously. In above example only members in the "Board of directors" or "Elite" groups will have access to Member-only section page (and its sub-pages) irrespective of the member level. See also Website Pages with Restricted Access
Searching members by their group participation
Groups can be used for searching and filtering members (e.g. to select an email a particular group)
One of the criteria you can choose from is called "Group Participation" (or whatever the field name is defined as on the Database fields screen), and displays a list of Groups. For more information see Advanced search - Members.
Privacy settings
Privacy settings for member profile page
Privacy settings for member profile page Individual Privacy Settings Default Privacy Settings (And applying them to all existing members) Changing privacy settings Applying changes to all existing records
Each member can control who can see which field on Member profile page. As administrator you can control these settings as well. Please respect the privacy of your members and keep in mind the privacy laws of your region.
Each member in your database has a personal webpage - so-called 'member profile page'. This page can be made accessible to other people on your website - and they can find and access it via a Member directory. Access to this page can be turned on or off by the administrator - and then adjusted for some individual member records - by administrator and by member himself. Furthermore, administrator can set the default settings for each field - which apply to all new records. Each member can change these settings
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specifically for his own record. And administrators can also change these settings for individual records if necessary, see View and edit memberships. Changing these settings will also effect how a member is displayed in the Member Directory, and wheter their name is displayed on Blog Posts and Comments, Forum posts and Replies, and in the List of Registered Attendeesfor an event.
Individual Privacy Settings
To change the privacy settings of a single member go to the member record and click on Privacy:
Default Privacy Settings (And applying them to all existing members)
The Member Profile Page defines the default settings for new members and can also be used to make bulk changes to the privacy settings for all members. To access member profile page go to Settings > Membership Settings > Member profile page:
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This page consists of two main parts: Access by others: here you can set the following: (a) Member profile page access: this defines whether it is shown at all or hidden (b) If it is set to be shown, here you can define access level for each field: Anybody - Shown to anyone viewing this page Members - Only shown to logged-in members (all levels) viewing this page No Access - Hidden from the public or other members Fields to use as page title: here you can define up to 3 fields used as the page title in the member profile.
Changing privacy settings
To change the settings, click on [Edit]:
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Click [Save] to save your changes or [Cancel] to exit without saving.
Note: To update privacy settings for all existing members you must make at least one change, otherwise the current settings would only apply to new members.
Applying changes to all existing records
Whenever you change the settings, you have the choice to only have the settings applied to all new profiles (i.e. members who join after you make the changes), or re-apply to all existing profiles as well. In the first case you will have members that can have different fields displayed on their profile. In the second, all profiles will display the same fields. If you choose to re-apply to existing profiles, it will override any changes to profile permissions that members might have made on their own.
For example, the above settings will cause a member profile in the member directory to look like this:
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The same settings can also be accessed via Customizing your member database and Customizing your contact database fields Member can change what fields to display in his own public profile - See: Member - edit profile
Configuring member photo albums Configuring member photo albums
For how your members can use their photo albums see Upload and manage member photo albums
Your members can add photo albums to their profiles if they want to share pictures of themselves or things they have done with your organization. Here's how you can set up the albums and configure their access.
Enabling photo albums.
Photo albums are available to your members and display on their profile. To enable this feature go to Settings -> Membership -> Member profile page. Click the Edit button.
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With photo albums you have the following options Allow albums Limit to - selecting this lets you limit the number of albums a member can create You can control album access the same way that you can control any other field on the profile page. Instructions on this can be found in Privacy settings. The settings you make here will apply to member profiles. To configure photo albums for an individual member, please see - Photos - Contact Card. Once photo albums are configured, members can then create albums on their profile pages and upload images to them - see Upload and manage member photo albums
Contact Vs Member records

Contact Vs Member records
Overview Contact database fields How to turn a member into a contact How to turn a Membership Field into a Common Field Import Considerations Contact Database structure 4:20
Overview
Everyone in your Wild Apricot database is a contact, whether that person is an actual member or not. Some contacts are 'pure' contacts (i.e. people you simply want to keep in touch with, past members or prospective donors or members) - while other contacts might also have active membership, linked event registrations and/or donations. A contact can be one or more of the following: Member
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A contact with membership assigned (i.e. belong to particular Membership level) Get listed in Member directory and have access to restricted / secure pages, see also Membership management In addition to Common fields members also have additional membership fields for storing member data. Event attendee Anyone registered for at least one event, see Event registration records In addition to Common fields you can also create additional event fields which are only visible within that event Donor A contact who has made at least one donation, see Donations database In addition to Common fields donors also have donation fields 'Pure' contact Contacts with no membership, donations or events associated with them, see Contact List Consists of Common fields only and no other additional fields
Contact database fields

Each contact record is made up of Common fields as well as additional contact-specific fields (i.e. a member is made up of both Common fields and Membership fields) Common fields are automatically added to all forms (membership, event, and donation forms) so only fields that apply to everyone should be created as Common fields i.e. First name, Email etc. Note that once a field name is used as a Common field, that same name can no longer be used to create a membership, donation or event field. You can however use the same field name as a donation, membership, and event field as long as you don't have it as a Common field.
How to turn a member into a contact

To remove membership and turn a member into an ordinary contact, just suspend the membership, see Suspending a membership. This contact is free to then re-apply using the online application form.
How to turn a Membership Field into a Common Field

The system will not allow you create a common field with the same name as a membership field, event field or donation. A Membership field however can have the same name as a donation or event field (since these are mutually exclusive) There is currently no way to change the type of a field once it has been created. It is also not possible to convert a membership field into a Common field directly (or vice versa). Here is a workaround you can use to achieve both of the above: 1. 2. 3. 4. Export your entire contact list and save it - do not make any changes to the Excel file. Now delete the membership field you want to move over. Create a new Common field with the same name (and type) as the deleted membership field. Re-import your saved Excel file.
To switch field types (e.g. from a radio button into a multiple choice), in step 3 above, just create the new field as the new type.
Import Considerations
Currently only 'pure' contacts and/or members can be imported from an Excel file, see Import Guide (for donors and event attendees, you can import them as contacts and then manually record their donations and event registrations, but in most cases this is probably too much manual work so most people simply import and leave them as contacts). Any contact can however be exported, see exporting members and other contacts, event attendees and Donations database.
Archived vs. active records

Archived vs. active records
Differences between archived and regular records Archiving records Deleting a single record Restoring archived records Searching archived records Wild Apricot allows you to archive you contacts. This is useful if you want to reduce the total active records count or exclude expired contact records from being included in e-mail blasts. This is also the first step in deleting a contact or member from your contact's database.
Differences between archived and regular records

Archived records do not count into your contact database total for your billing plan. When you send emails, archived records are automatically excluded from your current selection of records
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Automatic event notices are not sent to archived records. Archived members can not login (So they can not register for an event with a member fee, update their profiles or view member-only content) You can not edit an archived record directly - you have to restore it first. A record can be archived / restored from archive as many times as needed. All the fields and data (information on attended events etc.) will stay intact.
Archiving records
There are a number of ways to archive a record: Manually archive a single record. For a bunch of records at the same time - via import, see Import Guide - if you set the "Archived" field to "Yes" in your excel file, the record will be archived By merging 2 records, see Merging Records - the discarded record is automatically archived. To archive a single record, find it in the contact list, get to the record details page and then click on the [Archive] button:
Deleting a single record

To delete a record, archive it first. Find an archived record (see Searching archived records) and then click on [Delete] button
To delete records in bulk see Delete contact records
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Restoring archived records

When viewing an archived record, you can use the [Restore from archive] button to restore it from archive.
Searching archived records

You can filter the contact list by archived (excluded elsewhere) to see a list of all the archived records:
You can also use advanced search to search for archived and suspended members only: (non-member contacts will not be included)
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User ID
User ID (a.k.a. Member ID)
Each time a new contact added into the database, they are automatically assigned a unique number called User ID (a.k.a. Member ID). All other fields in the contact record (like email, first name, address etc.) can be changed, but this system generated user ID will always remain the same until the record is deleted. Both the contact and administrators can view this ID:
Admin view
Contact View
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Import Considerations
The user ID field is exported each time you export your contact/member records, see Exporting members and other contacts When importing existing records (e.g. when you do a bulk update) the system will use the User ID (or email) to uniquely identify the record. If the system recognizes the imported record by either User ID or Email that record will be updated with the new imported information, otherwise a new record is created. See also Import Field Guide Do not attempt to modify this User ID via import, your changes will not take or worse you may end up updating the wrong record (if you somehow specify a valid existing user ID)
Adding a new contact

Overview Identifying Contacts Adding a new contact
Overview
A contact can be created in 1 of 3 ways: Manually adding a new contact record - the subject of this page. Importing contacts in bulk from a spreadsheet ( see our Import Guide ) Automatically when a self-service transaction is completed (i.e, donation, event registration, member application, subscription form sign-up,etc). However if a contact - identified by an e-mail address- has already completed any of these transactions then a new record will not be created.
Identifying Contacts
Wild Apricot will store all your contact records using a combination of a special system 'Member ID' (which can not be changed or deleted) as well as the contacts e-mail address (if they have one).

Go to the Contacts tab and click on [Add contact] button:
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On the following screen, you will fill out the person's contact card (fields). See Customizing your contact database fields. (Note: even though you might have marked some fields as mandatory, this is only enforced in online self-service forms, administrators can add records without filling out all mandatory fields. You must fill in at least one of these fields: First name, Last name, Organization, e-Mail though.)
Common (or Contact) fields set to be Admin only are displayed in the Internal use fields section of the contact's record, see View and edit contact details A contact can be made a site administrator without being an actual member. A site administrator can be a full administrator or a limited access administrator. e.g. You may want to make someone an event manager but not give them full access to the whole site. For more see Managing site administrators
Note: giving limited admin access is a feature available to "Community" plans and above only.
Individual vs. Organization record

Organization Vs individual Memberships
Overview Organization vs Individual setup
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How to search for Organization members Example See also
Overview
The Wild Apricot database can store both individual member records and memberships records for Organizations/Companies. For the latter, there are two possibilities: 1. The organization/company needs just one member record (similar to an individual membership, except that different fields might be filled out) 2. The organization/company is a group of people linked together, membership is payable as group fee and renewal is processed for the whole group. We call these bundles and each bundle is represented / administered by a bundle administrator, see Bundle Membership Level Overview. In this case, the individual members within the bundle have their own separate profiles (and can log in / receive emails separately etc.) Both Individual and Organization members are considered "contacts" in Wild Apricot, and each contact is represented with a number of fields, including these system fields: User ID - This is system generated and every contact is automatically assigned a unique ID (Organizations and Members in a bundle will each have a separate User ID) First name and Last name - Generally applies to individual members only; For organizations / company members you can leave empty (and only use it for members within a bundle) Organization - Organization name. Can be hidden if not needed. Email - Should be unique for each contact, and cannot be hidden. Can be left empty when records are added manually by administrators - but is mandatory on all self-service online forms (member application, event registration, etc.) and is required to login and use any self-service functions. See Online self-service. You can add an unlimited number of custom fields, see Customizing your contact database fields
Organization vs Individual setup

At least one of the fields "First Name", "Last Name", "Organization" and "Email" is required when adding new contacts, the rest of the fields can be left empty. Thus you can enter your member records as follows: Individual members - with First and/or Last names filled out Organization members - leave First/Last name fields empty, and only fill out the Organization field Here is an example of a Contact list showing both Individual and Organization records:
In above example "Anderson Research" is an organization (but not a bundle), "Banks LLC" an organization bundle, "Danny Boyd" a bundle member, and "Sara Coerner" an individual member.
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How to search for Organization members

Let's say you have both individual and organization members and you want to find just the organizational memberships. In this case you can use Member Advanced Search, and if you want to further control which fields to display and/sort by you can use Custom reports layouts. Here is a search for bundle organizations that is used in combination with a custom report layout:
Example
For this example we have a member directory page that lists corporate members and each organization also has a number of individual contacts associated with it.
In order to create this hierarchy, we will need to create a bundle membership level first (we will call it Corporate level). Next, add an organization record and set it as a bundle administrator. After that, setup an organization record you can add individual records to it to form a 'bundle'. You can also import your records as bundles, see Import of Bundles And finally, let's set up a member directory page to show only a specific level - Corporate membership (see Member directory).
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To see the child records from the directory, click on any row. It will open an organization record with linked individual records. You can click on each of them to see the details.
See also
Contact Vs Member records Customizing your contact database fields Customizing your member database
Searching and filtering contact and member records

Searching and filtering contact and member records
Contact record search Member record search
Contact record search

Everyone in your Wild Apricot database is a contact, so from the Contacts tab you can find anyone you want (whether that person is member, non-member, event attendee, donor etc). To email or export a specific list of contacts you can filter out, keyword search or do an advanced search on the Contact database. Advanced search - Contacts - Allows you to conduct more complicated searches Saved searches - Contacts - An advanced search can be saved so you can quickly re-run the search at any time. Individual vs. Organization record - How Wild Apricot handles individual and organization records
Member record search

Rather than working with the entire Contact list you also have the option to work with the member records only. From the Members tab you can quickly find and filter out the members you want. Member list summary - provides an overview of members by level, status and other parameters. Keyword search - Members - Quick and simple way to search through your member records. Just type a word or several words to filter out matching records. Advanced search - Members - Create more complicated member database search queries with multiple criteria. Saved searches - Members - Save your advanced searches so you can reuse at anytime. Custom reports layouts - Use in conjunction with your saved searches to customize and sort the search results list
Advanced search - Contacts

Advanced Search - Contacts
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Overview Advanced search for contacts Text / Multi-text fields Checkbox fields Drop-down / Radio Button fields Identifier fields Date fields All vs. Any See Also
Overview
Occasionally you may want to find certain contacts who match a specific criteria so you can either email or export just this selected group of people. To filter out the contacts you want, you simply need to perform a keyword search or an advanced search. You can quickly find a specific contact using contact keyword search, see Contact list. However, to perform more complicated searches (i.e. all donors who donated a certain amount and also attended a specific event) you have to use advanced search.
Advanced search for contacts

From the Contacts tab click on Advanced Search:
From this screen you can add as many search criteria as needed using the Add criteria link:
The search criteria fields are divided into Contact related, Membership related, Events related, and Donations related. These field lists include both system fields and your own custom fields.
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Select as many desired search criteria as needed and click the [OK] button when done. The field type determines the possible search options:
Text / Multi-text fields
i.e. "email", "lastname", "organization" - can be searched by: Contains / Does not contain: will return memberships that contain / do not contain matching string Is / Is not: returns memberships that match / do not match exactly Empty / Not Empty: returns memberships that are empty / not empty Begins with: returns memberships that start with the string Ends with: returns memberships that end with the string Any: automatically returns all memberships i.e. all memberships will match
Checkbox fields
Can be searched by: Any of selected: Returns memberships matching at least one of the selected choices All of selected: Only memberships that match exactly all selected choices None of selected: Must not match any of the selected choices Any: All memberships will match
Drop-down / Radio Button fields
Can be searched by: Is / Is not: Returns memberships that match / do not match exactly Any: All memberships will match
Identifier fields
"Member ID" can be searched: Is: Will only return the one membership that matches exactly, if any Any: All memberships will match
Date fields
i.e. "Earliest Donation Date", "Last login date", "last renewal date" - Can be searched by: On or before: Specify a date, otherwise all memberships will match if no date is specified On or After: All memberships will match if no date is specified Is / Is not: All memberships will match if no date is specified This month / Last Month / This Year / Last Year: Only memberships in that month / year are returned Any: All memberships will match
All vs. Any
The same field can even be added several times and you can use the option 'Match Any' to match any of the selected search criteria:
Or you can use the option 'Match All' to search for records matching all the search criteria. For example, to find all contacts who: 1. Opted to receive emails and 2. Belong to the Board member group and 3.
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3. Confirmed for at least one event and 4. Made a donation of at least $100 you can construct a query like this:
Once you have the list of results, you can: browse individual records export these records send an email to selected people save them for future use - see Saved searches - Contacts
See Also
Advanced search - Members Searching and filtering contact and member records Saved searches - Contacts
Keyword search - Members

Keyword search - Members
Overview Find members by typing a keyword Fields included in member keyword search Column 1 Column 2 Column 3 Column 4
Overview
Members are listed on the Members tab while all contacts (members, donors, email subscribers, etc.) are listed on the Contacts tab. This gives you the option to search for members from either the contacts or members tabs, and here we will show how to do a quick search from the members page. Keyword search is a convenient and simple way to quickly filter out member records matching any word(s) you type. For more complicated and other fun searches you should use Advanced search instead.
Find members by typing a keyword

Keyword search will only search within the fields that are explicitly shown on that page, in this case "First Name", "Last Name", "Membership level", etc. See image below:
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Note Archived records are not included in this list. You should use Advanced search instead if you want archived records included.
Your entire member list is searched, but only 100 records are displayed at a time; use the show dropdown list for paging of results. The records are automatically sorted by LastName. If LastName is missing then it will try sorting first by FirstName, then by Organization, and finally by Member ID (a.k.a. User ID). Just start typing in the search box and records that match what you type are automatically filtered out, e.g. to find a specific member you can type their email, and to find all active members in the "regular membership" level you would type "active regular membership".
Fields included in member keyword search
Here is the complete list of fields that will be searched using Keyword search: Column 1 First name Last name Organization Administration - e.g. type "full access" (without quotation marks) in the search box to filter out all members with full access admin privileges. Column 2 Membership level Role - defines whether member is part of a bundle or not e.g. type "bundle" to bring out all members who are in a bundle; type "individual" to filter out non-bundled members Column 3 Member status Renewal due date Column 4 Email Emailing preferences - e.g. type "subscribed" to filter out members with emails enabled.
Advanced search - Members

Advanced search - Members
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Overview Getting Started Select Criteria Fields to Search By Match Option Searching specific types of fields Text / Multi-text fields Checkboxes Drop-downs / Radio Buttons Identifier Date See also
Overview
You can search for members from either the Contacts tab or from the Members tab using a simple Keyword search or advanced search. Here we will look at advanced via the members tab.
A search from the Members tab only looks in the member records (see Contact Vs Member records) but not in other non-member contacts. To search across all contacts (including non-members, donors, event attendees etc.) you should go to the Contacts tab instead, see Advanced search - Contacts. Searches via the Contacts tab are a lot more powerful and give you more options, so it is generally a good idea to run all searches from there rather than from the Members tab.
Getting Started
Keyword search is a great way to quickly find a particular member. If you have a large database and want to find a group of Memberships by a particular set of attributes (so you can export or email them) then Advanced search is the way to go. To get started go to the Members tab and click Advanced search:
Select Criteria Fields to Search By

You can search by just about any membership field (including all custom membership fields you create yourself and other system fields) except fields of type "picture". Use the Add criteria link to bring the full list of available search fields and add as many as you want:
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Match Option
The Match option defines whether ALL the search criteria should be met (a.k.a. AND boolean operator) or whether ANY of the search criteria should be met (a.k.a. OR boolean operator)
Match ALL - Use this option if you want all the search criteria conditions met e.g. To find all "active" members with a specific "renewal date" who "last logged in" last year Match ANY - Use this option if you want any of the search criteria met e.g. Members in Level Gold OR in Level Silver
You can add the same search field criteria multiple times e.g. say you want to find 3 unrelated members then you can add the "Email" search criteria 3 times with Match set to ANY
Searching specific types of fields

The type of each field determines how that field can be searched e.g. a radio button will only give you search options "IS / IS NOT", while a text field will give more search options like "CONTAINS" / "BEGINS WITH" etc. Text / Multi-text fields e.g. "email", "last name", "organization" - can be searched by:
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Contains / Does not contain: will return records that contain / do not contain matching string Is / Is not: returns records that match / do not exact string Empty / Not Empty: returns records that are empty / not empty Begins with: returns records that start with the string Ends with: returns records that end with the string Any: does not filter by this field Checkboxes Search by: Any of selected: Returns records matching at least one of the selected choices All of selected: Only records that match all selected choices None of selected: Must not match any of the selected choices Any: Does not filter by this field
Drop-downs / Radio Buttons Can be searched by: Is / Is not: Returns records that match / do not match exactly Any: Does not filter by this field Identifier "User ID" can be searched: Is: Will only return the one membership that matches exactly, if any Any: Does not filter by this field Date e.g. "Last login date", "last renewal date" - Can be searched by: On or before On or After Is / Is not: This month / Last Month / This Year / Last Year: Only memberships in that month / year are returned Any: Does not filter by this field
See also
Saved searches - Members

Only "Community" plans and above can create saved searches.
Advanced search - Members is a powerful tool to build complicated searches. Now you can save frequently used searches to instantly reuse them. Here is how it works: When you create and run an Advanced search - you can save it for future use (add a name and press on [Save] button):
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Once your search is saved you can quickly reuse it any time. This can be done from the Advanced search screen by using Saved search drop down menu:
Or you can go directly to Saved searches screen and select any search from the list of saved searches.
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You can choose any of the custom search layouts you may have defined as well. See Custom reports layouts for more information on this feature. You can also create Custom layouts by clicking on the [Custom layout] button.
Search criteria such as last month or this year is calculated based on the actual date when you run the saved search.
Custom reports layouts

Custom report layouts
Overview Creating and managaing custom report layouts Using custom report layouts Search results with custom report layout applied Search results with default layout
Overview
When you run a search in Wild Apricot the results are automatically laid out in a default format (i.e. which fields are displayed and how they are sorted). There are cases however where you might want to view different/some fields only, sorted by specific field(s). Custom report layouts allow you to do just that when used in conjunction with member saved searches.
1. Custom report layouts only apply to member saved searches (i.e. Advanced searches created and saved from the Members tab); they cannot be used with searches via the Contacts tab. 2. This feature is only available to "Community" billing plans and higher, see Pricing
Creating and managaing custom report layouts

To create a new custom report layout (or manage existing ones) go to Settings -> Membership Settings -> Custom report layouts:
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Sorting order: You can specify up to 3 fields to sort by, and the sort is in ascending order (sort fields can be different from display fields). Display fields: Your custom layout can have up to 5 columns, and within each column you can have up to 3 fields; the 1st field in the 1st column will link to the member record.
Using custom report layouts

Once your custom report layout is created the next step is to apply it to one of your saved member searches (to create saved searches see Saved searches - Members). Go to Members -> Saved Searches and choose the layout you want to use with each search:
Search results with custom report layout applied
When you run the saved search the results will be displayed based on your chosen layout. Using the "Sorted by Organization" custom layout in our example above we get a report with just 2 columns sorted by organization name:
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Search results with default layout
Here is the same search but this time using a default layout:
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Saved searches - Contacts

Saved searches - Contacts
Only "Community" plans and above can create saved searches.
Advanced search - Contacts is a powerful tool to build complicated searches. Now you can save frequently used searches to instantly reuse them. Here is how it works: When you create and run an Advanced search on your contacts - you can save it for future use (add a name and press on [Save] button):
Once your search is saved you can quickly reuse it any time. This can be done from the Contact Advanced search screen by using Select saved search drop down menu:
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Or you can go directly to Saved searches tab and select any search from the list of saved searches.
Search criteria such as last month or this year is calculated based on the actual date when you run the saved search.
View and edit contact details

Viewing and editing Contact records by administrators
Overview Contact Details 1. Operations on the current record 2. Contact summary 3. Common fields 4. Login Details 5. Internal Use 6. Financial transactions Contact Tabs See also
Overview
Everyone in your Wild Apricot database is considered a Contact Each contact has a number of fields. Some fields are predefined by the system, and then there are 'Common fields' which can be customized as desired. In addition, some contacts will have a membership profile, while others have associated event registrations, donations, some combination of the above, or they are just plain email / newsletter subscribers (see also Customizing your contact database fields)
Contact Details
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From the Contact database click on the contact you wish to view. For contacts with associated membership / events / donations you can also access the contact record from the respective Members, Events or Donations tabs.
1. Operations on the current record

Account Statement - generates an account statement report for the contact, see Financial Reports Send email - send an email to this contact Merge - merge this record with another one, see Merging Records Archive - archives the record (first step if you wish to delete it). See Archived vs. active records
2. Contact summary
This section gives a quick overview of the contact's activities, such as "Last Login date", and status of "Membership", "Events", "Donations" and "Payment".
3. Common fields
View / Edit this contact's common fields. To add/delete/rename the common fields see Customizing your contact database fields For members the membership fields can be viewed / updated from here as well (they are shown below common fields). To add/delete/rename membership fields see Customizing your member database
4. Login Details
From here you can grant, remove, or change administrator access to the contact, see Managing site administrators Reset / change the contact's password Last login date is also shown here. This is automatically tracked by the system
5. Internal Use
All Common and Membership fields set to admin-only (Internal use) are shown here. Only administrators can view / update these internal fields
6. Financial transactions
This will allow you to see all financial transactions filtered just for this record. See Financial Management Overview
Contact Tabs
In addition to the Contact Details there are more tabs that allow you to view/update additional info / settings associated with that contact, such as: Membership - View / edit member details like Membership level, Member Status, Renewal date etc. See View and edit memberships
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Events - View / Edit events contact registered for, or record new events (See View Event Registrations) Donations - View / Edit / Record new donations on this record, See Donation records Email settings and log - Turn emails on/off, view log of emails sent to the contact Privacy - View / Edit info about this contact other people are allowed to view, See Privacy settings Photos - Allow or prevent member from adding photo albums to their profile, See Member Photo albums Any tabs that have a pending action (awaiting payment on a donation, or approval on a membership application) have a yellow exclamation point icon ( ). Once you are on that page, the information that requires your attention will be indicated with the same icon.
See also
Member - edit profile
Contact Email Settings and Email Log

Contact Email Settings and Email Logs
Viewing individual email details Email settings and log overview Email History Editing Email Preferences Disabling/Enabling Email Delivery Finding Emails with Delivery Problems Sending a Contact an Email See Also Wild Apricot allows you send various types of emails such as newsletters, event notifications, membership reminders, forum post notifications, and more, to everyone in your Contact database Each of these emails are also tracked once once they are sent, which also means you can review the delivery details. These logs can include: date & time email was sent email origin and number of recipients delivery failures & successes
Viewing individual email details
From the sent email log you can click on specific emails to view more information about them, such as: Email Text - a copy of the text/images (email contents) that were sent Failures - a summary of the recipients who failed to receive your email as well as a response message for the failure. If sending failed for any recipients you can use the [Resend to failed emails] button to try sending these emails again, or you can send it to everyone again using the [Send again] button. Delivered - a summary of all the users who received the emails as well as who opened emails and clicked on links. Links Tracking - a summary of the number of times each link within the email was clicked.
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Important Note: To view email tracking statistics you must enable tracking before you send out your emails (see Tracking Emails and How email tracking works)
Email settings and log overview
To access the email settings for any contact go to the Email settings and log tab on the contact's record:
Email preferences: Shows which emails are currently turned on/off Subscription sources: Displays all the email subscriptions the contact is signed up for, see Email Subscription Form Forum subscriptions: List of all the forums the member is subscribed to, See Forum subscriptions by email Email history: A log of all the emails sent to this contact
Email History
Once any of your contacts have received any emails from your Wild Apricot site (renewal reminders, newsletters, etc.) they will be listed under the 'Email history' section of "Contact Email Settings and log". Which information is visible in this log or email history will depend on your email tracking settings for your account in general (see Organization details ) and for each email specifically (see Tracking Emails).
Editing Email Preferences
Normally, your contacts control their own email preferences (See Member - emails settings). But in some cases, you as an administrator might need to edit a contact's email preferences. However, be cautious not to violate any privacy or spam laws and respect the wishes of your contacts! Types of Preferences: Workflow emails - automatic emails related to different workflows in Wild Apricot, such as membership application, donations, renewal reminders for memberships. This option is dimmed out because workflow emails are always enabled - unless you select the option to disable all emails for this contact. Event announcement - automatic event announcements and reminders, see Default Event Emails Manually sent emails - manually sent emails, see Sending email blasts
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Disabling/Enabling Email Delivery
If you do chose to disable all emails for a contact or email delivery has repeatedly failed for a contact you will see the following warning:
You can choose to leave email delivery disabled for this contact or reactivate. If you would like to reactive it you have two options: Click the [Enable email delivery using current email] if you think the current email address is valid Click [change email] to add a new address if you think the current address is invalid or outdated If you do change the email address, we recommend using the [Email new password] button to automatically send your contact their password at their new address.
Finding Emails with Delivery Problems
If email delivery to a contact fails repeatedly, Wild Apricot will automatically disable email delivery for this contact. You can find these disabled emails via the contact search or by reviewing your failed emails.
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To re-enable delivery to these emails you will need to update their email address or confirm that the current address is correct (see Managing Undeliverable Emails)
Sending a Contact an Email
You will also notice a [Send email] button on this screen - what this allows you to do is a send an email directly to this contact without having to do an email blast. This email will also be logged in the contact's email log.
See Also
Log of Sent Emails Tracking Emails
Donation records
Managing Donations for a Contact
Each contact has a section on their contact card listing all their donations, which links to the full details of each donation. Donations tab Donation details Refunding Donations See Also
Donations tab
Donations tab looks like this:
It includes: Toolbar function to Record new donations. List of all donations for the contact
Donation details
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After you click on one of the donations you will see the following information for the donation. Amount Date Donation Number Tender - This indicates the type of payment that was used. Some options are Cash, Wire Transfer, PayPal, Credit Card, and Special Discount Comments for payer - This is a field where an administrator can add a note that will be visible to the contact when they view the payment from their profile Donation Details - Address information Internal Notes - For any internal records your would like to keep about this donation
Refunding Donations
Donations can be edited by an administrator or they can be refunded. Recording a refund through Wild Apricot doesn't actually return the donation to the donor, it only makes a record of it in the system. To return an online refund, you need to do it from your payment gateway. For more information, see Issuing Refunds.
See Also
Edit and delete a donation Issuing Refunds
Edit email subscriptions for a contact

Email subscriptions and preferences for contacts / members
Editing email preferences Editing subscription sources See also Wild Apricot gives you the ability to send emails to your contacts through the system - see Sending email blasts. Sometimes due to your organization policy, privacy laws, or the contact's wishes, you may not want to or be able to send them emails. You can edit their email settings on the Email settings and log tab on their Contact card.
Editing email preferences
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On the Email settings and log tab click on the [Edit] button for Email preferences to change what emails the contact can receive. You will see the following options:
Send emails per settings below - This option is selected by default. When this is selected, you will see the following extra options: Workflow emails - This option can't be disabled by itself, only by disabling all emails Event announcements - Receive advance announcements about upcoming events. Manually sent emails - Messages from administrators, newsletters and other important notifications. Disable ALL emails - This option will allow you to disable all emails for the contact. 1. No matter what the settings are for manually sent emails, automatic emails that apply to a member's profile or membership status will still be sent, such as Renewal and level change notifications ('Email enabled' option controls all emails, including automatic ones). 2. Members can change their own Subscription settings on their profile page - See Member and contact - email settings . If they do so, their preferences are also changed on this screen.
Editing subscription sources
Clicking on the [Edit] button for Subscription sources allows you to change the email subscription sources for a member (See: Email Subscription Form)
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See also
E-mail Subscription Form Log of Sent E-mails
Event registration records

View Event Registration Records for a particular contact
Overview See also
Overview
On each contact record there is an 'Events' tab that gives you access to all the event registrations for that contact. You can also manually register the contact for more events from the same screen:
Click on any of the listed events to bring the event registration details, see Event registration details Each event registration record contains Registration date Status - This indicates if the registration is pending or confirmed. Pending registrations are in yellow and have an exclamation point icon ( ), showing that there is some action required. Event - the event name and date Registration type - this will also list the number of guests that may have been registered at the same time. Amount - The amount that is associated with the registration type. This will also let you know if the price includes any guest registrations Balance Due: It will also list the balance due for any events.
See also
View and edit contact details Adding new events Event registration details
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* Organization Timezone
Event registration details Event registration details

Overview Event Registration Actions Event Registration Editing Options Adding guest registrations Event registration details screen provides full information for a particular registration record. It is accessed in a variety of ways - via a list of contact event registrations on a Contact card or a registration record on the Event attendees page.
Overview
At the top of the details page are action buttons - see below for details. Event registration details for a particular event might be different (registration form might have different fields etc.), but there are always the same three sections Attendee registration form - This contains the contact name details from the contact fields of the event attendee (i.e., First Name, Last name,etc). General - This contains the event name, registration type and total amount paid by the event attendee. Internal Notes - Information about the registration status and event registration type If there are any guest registrations, there will be another section: Guest registrations - Lists any guests and their costs registered along with this contact. In cases where details about the guest has been collected, there will be a link to their registration details. Event Registration Actions
Edit - will allow you to edit registration details Cancel registration - will remove the registration from the event including the guest registrants added by the primary attendee. Canceled registrations can be accessed via a special filter on the Attendee list and can be restored. Generate Invoice - this will show up only if there is no invoice for the current registration yet (e.g. if it was manually added by administrator). This button will generate the invoice based on current registration details and give you a chance to review/edit it if necessary. Delete - This will permanently delete the registration, its invoice and attached guest registrations if any. Deleted registrations can't be restored. Send Notification - sends registration confirmation email to the event attendee Record payment - this will be shown only if registration is not yet fully paid up and allows to record a payment received for the registration.
Event Registration Editing Options
Any registration can be edited after it has been recorded by the system. This can be done by any administrator with Event Management privileges . Note Registration details for a guest have only two options, Edit or Delete. You can change any contact details or event registration options by clicking on the Edit button that is on the same line as "Attendee registration form". But keep in mind that changing the name in event registration record will not change the name on his contact record. Adding guest registrations If it has been enabled in the registration types (see Guest event registration ), you will also be able to record guest registrations when editing the
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registration of the contact - a number of guests or full details for each guest.
Photos - Contact Card

Photos - Contact Card
This page will show you how you can edit photo album settings for an individual member. For information on how to enable and set up photo albums, see Configuring member photo albums. You can control album access for that member or see a member's photos by clicking on the Photo tab of their Contact card.
Viewing the photo tab
When you first look at the photo tab for the member you will see the following:
Photo album - This will tell you if this member has albums enabled. Albums - This will give you a count of all the albums that the member has created and their names. Clicking on the Albums link will take you to the member's profile. The names of the albums are links that you can click on if you want to see what photos the member has posted. This is useful if you need to review them to make sure that they are appropriate and/or don't violate your terms of service. Clicking on the Edit button will let you either Disable or Enable the albums. If albums are disabled they will not appear on this member's profile page no matter what their settings are. The member cannot override these settings. As you can with any field or information displayed on the member profile, you can also modify the visibility of the albums on the Privacy settings tab.
View email subscriptions for a contact

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Merging Records
Merging Records
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Overview
The [Merge] tool allows you to merge two records (i.e. event registrations, financial transactions etc). After the merge, one record is kept active and the other record is archived (see Archived Contact). Merging records can not be undone. Merge tool assumes that you have already identified the records to merge - there is currently no automation to find suspected duplicates. To start merging, open one of the duplicate records and click on 'Merge' button - you will then be able to locate and select the second record and decide which one to keep and which one to archive. For example, you may have a member "johnsmith@foomail.com" who registered for an event with his alternative e-mail address "johnsmith@barmail.com". Now you want to reconcile this registration to his membership record (e.g., johnsmith@foomail.com") - use [Merge] tool to combined the record johsmith@foomail.com with johnsmith@barmail.com.
What is being merged

Most of the data from two separate records can be merged however there are some exceptions (see below)
Fully Transferred
Event registrations Donations Photo albums Blog posts Forum posts Group participation Forum subscriptions Subscription sources Sent e-mails Finances Balance Invoices Payments & Refunds Audit log
Merging Limitations
When merging a member with a non-member, all membership data will be transferred over, including passwords. However if both are members then all the member information of the record you wish to discard will NOT be merged.
Privacy and Email preferences
All the field Privacy settings and Email preferences settings are not merged.
Administrative Roles
Administrative rights are not merged (If the record being discarded is an admin then these admin rights will NOT be transferred over to the other record).
Contacts that cannot be merged
a Bundle admin with bundle members the only Full admin your own contact record a Member with active recurring payments
Starting merge
To start a merge, find (any) one of the two records you want to merge.
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Now that you've select one of the records, press the [Merge] button:
Next, select the second record:
Now, pick which record to keep (merged data will be stored in that record) and which to archive. And finally enter the word "Merge" in the text box to complete this merge.
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This extra bit of caution/confirmation helps to prevent mistakes - because this operation can't be undone and reversing a merge would be a tedious manual process.
If everything worked correctly, you should see this confirmation message. Note that you can still find the archived (e.g,. discarded) record - see Archived vs. active records
Membership management
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Adding member records manually Member applications workflow Discount coupons for member applications Automating membership renewals View and edit memberships Manual member renewal Suspending a membership Access control by member status Default membership emails
Adding member records manually

Adding members manually
Overview How duplicates member records are prevented Convert contact into member Approving member and dealing with membership invoice and payment Generating and paying the application invoice
Overview
There are three ways a member record can be added into the Wild Apricot database: Automatically, via online self-service- see Online member application form and Member applications workflow Bundle administrators can also add members to their bundles from within their profiles, see Bundles - Member View Manually via import, by administrators, see Import Guide Manually one by one, by administrators (described on this page) To add a new member record go to the Members or Contacts tab and click on [Add member]:
On the following screen fill in the member's details:
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Membership level - this is a required field, see Membership levels Password - You can assign an initial password if you want, but the member can always set this password themselves using 'Forgot password'. Common fields - Appear on all forms and apply to everyone (members + non-members), see Customizing your contact database fields Membership Fields - Additional fields used by members only, see Customizing your member database
When manually adding members in admin backend, only one of "Email", "First name", "Last name" or "Organization" is required, the rest of the fields can be left empty. It is possible to add a member without email, however email is required to log into the site.
How duplicates member records are prevented
Wild Apricot uses email address as a unique member identifier, so the system will not allow 2 different members to use the same email address. If you enter an email address that is already in your database (even if its Archived ), you will see an "Email in use" error message with a link to the existing person's record.
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Convert contact into member

A non-member contact is just a contact with no membership assigned (i.e. does not belong to any membership level). To convert a non-member contact into a member, go into that contact record and on the Membership screen click Assign membership.
Approving member and dealing with membership invoice and payment

If the member is joining a paid membership level you will have the option of generating an application invoice or simply activating them without an invoice (use the 2nd option if the member is not paying for this member application):
The 3 options here are:
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Activate without invoice - the member is activated and their account is up to date. Generate invoice - creates a member application invoice (which will need to be paid for) Cancel - will cancel membership and this record will become a regular contact
Generating and paying the application invoice
If you choose to generate an invoice you will have the option of recording the payment right away (assuming you already received the payment). Alternatively you can leave the invoice as unpaid and the member will be able to pay for it later, see View account history and pay invoices.
Comments for payer: Use this area to put up an message you want the member to see when they view the invoice online. Internal Notes: are only visible to the administrator You can then email the invoice to the member if you want (especially if its not paid, you need to notify the member the invoice is ready)
Member applications workflow
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Member applications workflow

High-level workflow overview Workflow settings Membership Application Review Automatic emails Member invoices Prorating Dealing with failed payments
High-level workflow overview

1. Prospective member submits online application 2. According to your Payment settings, member is directed to pay online - or receives an invoice and payment instructions. (Unless free membership is selected) 3. According to your membership level settings, membership can be approved and activated immediately - or left in 'Pending - New' status for later review 4. If a manual (offline) payment has been selected, site administrator can activate membership right away and record the payment immediately or later on 5. If your settings require manual membership approval, site administrator has to approve new member from the member profile If there already is a contact associated with the email used in the application form, then the membership application is associated with the existing contact, and the contact fields are updated to reflect the information on the application. See also Access control by member status. Along the way, Wild Apricot sends appropriate email notices, invoices and receipts to the member and/or administrators (everyone specified in Settings -> Routing of system emails will receive the admin email copy). Member records can also be added manually by the site administrator - see Adding member records manually For workflow on bundle memberships (e.g. corporate ) see Bundle Membership Level Overview
Workflow settings
Every membership level is configured individually. Go to Settings / Membership levels and open the appropriate member level and click on New applications tab. You can activate new members as soon as their application is submitted online, or you can keep them in "Pending - New" status until their application is reviewed and /or payment is received in full.
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Membership Application Review
Membership applications must be approved by administrators If this option is unchecked, all incoming applications are considered approved. Otherwise, incoming applications are marked as Pending - New. The site administrator must look over the application and make sure it matches the criteria for membership. They approve the application via the Contacts list, or Reject it if it does not. Note, rejected member record remains in the system as a contact record. Payment has to be received in full before membership is activated (This option is not applicable to free memberships) If this selection is unchecked, a membership application is activated as soon as it is approved. Otherwise, membership will be activated when it has been paid in full - either by a successful online payment or by recording a manual payment. The following table shows the different combinations that the options can be set to and how they impact the automatic activation of members: Membership application...SELECTED Payment received...SELECTED Payment received...NOT SELECTED Membership activated when paid in full and approved by admin Membership activated when approved by admin Membership application...NOT SELECTED Membership activated when paid in full. All memberships are activated immediately
Note: If neither option is selected, all new membership applications activate as soon as submitted, and have full access to your site at the membership level they have applied to. Please be careful when you are making your selections. You can also choose to send an application initiation email (sent after member submits application) and / or an application activation email (sent after member is activated).
Automatic emails
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There is a number of emails which can be automatically sent by Wild Apricot during the application process. When you create a new membership level, these emails are copied from Default membership emails. If desired, you can further customize them in each membership level separately. For instance, you have the following membership level e-mails: application initiation e-mail - sent when the application has been received (whether payment has been received or not). member activation e-mail - sent to confirm that the membership has been activated and that the member now has full access to the system. For both emails you can specify whether to send it to applicants, site administrators (with full or restricted access), or anyone else you have assigned to receive membership emails, see Routing of system e-mails. You can review and edit each email template - either via the default emails screen (where it can be applied across all existing levels or to new ones) - or within a particular level.
Click [Edit] to customize the e-mail. You can use rich-text to format the e-mail - for example, include your organization logo or links to the documents.
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When you customize emails, you can insert some fields from the member application through e-mail macros (highlighted in orange). To insert e-mail macros click on [Insert macro] button located in the editor toolbar.
You can always revert to the default email template using the [Restore default] button. To test the e-mail use [Test email] button. Note that a test e-mail that you will receive will contain a sample data (that you can see when inserting macros).
Member invoices
An invoice is generated and emailed to the member automatically for every new online application transaction (regardless of selected method of payment - online or manual). But if a new member is added manually by the site administrator, you would have to create a manual invoice that you can e-mail to new member. See Invoices - Overview Site administrators can look up all invoices and print or re-send them via Income report (see Income Reports)
Prorating
If your membership level is set up to renew on a specified date (e.g. January 1 of each year, or the member's join date) and is not set to automatically recur, you can prorate their application fee and selected costs that are associated with their application. For more information on how you can prorate the application fee, see Prorating membership dues for new applications.
Dealing with failed payments
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In some cases online membership payment might not get completed. This could happen due to the failed credit card transaction or if the applicant decides to abandon the application in the middle of the transaction. In this case, transactions will stay marked 'In progress' for 24 hours, after that it will be automatically marked as "Probably abandoned". You can find these records by going into your contact database, using 'Attention required' filter and typing 'abandoned' into search field. For more details on how to deal with failed transactions see Failed online payments
Prorating membership dues for new applications Prorating defined

Membership level settings Prorating extra cost fields Application form Invoices/Receipts Calculation examples Automatically prorate fees/selected costs Charge full fee and extend renewal Notes
Prorating Membership Dues Video: 04:02 Membership dues usually correspond to a certain period (duration) of membership - for example, 1 year. Some organizations base membership period on join date - meaning that new members can join at any time and their membership will be 1 year from the join date and renewed annually on that date. Other organizations use specific date-based membership, for example from January 1st to December 31st and all members renew on the same date. (In Wild Apricot selection of join date / specific date membership is set in each membership level). For fixed-date memberships an important consideration is how to deal with members that join in the middle of the current membership period and this is where prorating comes in. Prorating is adjusting the membership dues for new members for their first membership period proportionally according to the actual remaining time. Wild Apricot provides a way to automatically prorate base membership fee as well as certain extra costs (See Dynamic membership pricing fields)
For example, if your annual membership fee is $120 and your membership period is fixed to January 1st to December 31st and someone joins on June 10th, Wild Apricot can automatically adjust their membership fee to $70 (June-December). In addition, for people who join very close to the next renewal date you can set Wild Apricot to simply sign them up for the next renewal period. Continuing the example below, if somebody joins on December 5th 2010, even though current membership period (Jan 1st 2010 - Dec 31st 2010) is still active, you can have Wild Apricot automatically extend their membership period from Dec 5th 2010 to Dec 31st 2011 (instead of Dec 31st 2010).
Membership level settings
Automatic prorating can be activated for any membership level set to use specific date in their Renewal period
At the moment, prorating can not work together with automatic recurring payments.
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You can set up your prorating periods under the New applications tab on the Membership level details. If your membership level settings allowing prorating, you will see the following options
Automatically prorate fee/selected costs - (round up to nearest day/month) - Define at what point in time that the membership application fee should start to be prorated. This can be done in terms of either days or months. Charge full regular fee AND extend renewal by one additional period - Any application submitted in this time frame will pay the full membership fee, but they will not have to renew their membership until the next period after the current one. This can be done in terms of either days or months.
Prorating extra cost fields
For each extra cost field you can define whether it should be pro-rated as well via field customization screen. For example, if new members can get a t-shirt with your logo, that field probably would not be set to prorate - because they are getting the t-shirt whether their first membership period is full 12 months or just 7 months. On the other hand, if you use extra costs field to adjust membership dues (e.g. based on # of employees in member organization), that field should be prorated.
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Application form
When applying for a membership level whose cost is being prorated, the applicant is notified of the prorated cost when selecting their level, as well as on each screen of the application process.
Invoices/Receipts
Application fees and costs which have been prorated are shown on the invoice. There will be a line which details the full fee or extra cost, and then a line where this is prorated via a discount.
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There is an outside chance that the prorating might lead to a fee that is zero, or so close to it as to essentially be free. Please note that to avoid this and the complications that can arise from it, all pro-rated amounts are always rounded up to 0.01
Calculation examples
Here are a couple of example that help to explain how the prorating settings work. These both apply to a level with the following settings: Membership fee: $120 Renewal period: Annual, starting on 1st of June. Automatically prorate fees/selected costs This level has been set up so that memberships submitted 6 months before the next renewal date are prorated. The application is being paid online, and is submitted on January 1st. Since the application has been submitted 5 months before the renewal date, the following steps occur 1. The membership is broken down to a monthly rate, in this case 120/12 = $10. (If it were set to days, then the fee would be divided by the day 120/365 = $0.33) 2. The fee is rounded up to the nearest month, which means that the applicant will be charged for 5 months. If they had applied later, say on the 1st of May, they would be charged for 1 month. In this case, they are charged for the number of months multiplied by the monthly prorated fee - 5 X $10 = $50. Charge full fee and extend renewal This level has been set up so that memberships submitted within 30 days of the renewal date are to be charged the full amount and have their renewal period extended. The application is being paid online, and is submitted on May 21st, 2010. Since the application has been submitted within the 30 day window before the renewal date, the following steps occur 1. The member is charged the full amount for the membership level - $120. 2. Their renewal date will be set to June 1st, 2012. If this had not been set their renewal date would be June 1st, 2011. Notes If a membership level has a prorating period set up and the Administrator either Creates a member for that level OR Changes a member's membership level and sets their status to Pending-New The following will happen: 1. The application will be prorated according to the rules that have been defined (but selected extra charges will not be prorated). 2. There will be no "Prorated" label applied to this transaction on the Transaction list. The Charge full regular fee AND extend renewal by one additional period setting will work as described if the renewal date is left empty. After changing status from Pending-New to Active renewal date will be set to the next period.
Recording payments and approving applications Recording payments and approving applications
Overview Audit log and financial transactions
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See also
Overview
In Wild Apricot, a newly submitted membership application goes through two main checks: Payment - whether it's received or not. Payment can be recorded automatically for online payments or entered manually (e.g. checks received). See Payments - Overview Member application review - whether or not membership application has to be approved by administrator manually These options are setup individually for every membership level in Settings > Membership levels (See: Member applications workflow ). Depending on these settings, membership application process can be: Completely automated, or Semi-automated, where administrator would have to confirm and record the payment and/or review and confirm member application. When a new member applies through online membership application form (either with online or manual payment) system will automatically do the following: 1. create two financial records: Payment record Invoice 2. Follow "Member application review" settings for the selected membership level. New member will be either approved immediately after the payment is confirmed or manually by administrator. After the successful payment, the payment record is settled with the corresponding invoice. For online payments this process is automatic and unless there is a server interruption you do not need to do anything. For manual payments, in cases when a new member pays by cache/check or similar, payment must be recorded by administrator manually. In order to record the payment, administrator must find the new contact record from Contact database or corresponding invoice in Finances > Invoices (See: Find invoice). After the payment is recorded member application will go through the second check where it will be checked against the membership level "Member application review" settings. If "Member application review" in membership level is enabled, administrator would have to manually approve the new member. If it is not enabled then the new member will be approved automatically right after the payment confirmation. When a manual approval is required, membership status is marked as "Application pending". You can find members with this status from Contact list by doing a keyword search for "Application pending".
To approve a new member, go to Membership tab of the member record and click on Approve (or Reject) button. Note, records of rejected members remain in the system as contacts. To delete a contact see: Archived vs. active records
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After approval member record becomes Active (See: Access control by member status). Depending on the membership level settings, Member activation email can be sent to the new member and to administrator (See: Member applications workflow).
Audit log and financial transactions
The member record and logs for financial transactions can be accessed from member profile by going to Financial transactions.
It will filter all financial transactions just for this member. Here you can view: Invoices Payments & refunds Audit log
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See also
Record Payment and Settle to Invoice Refunds Adjust or Cancel Payment or Refund Failed online payments Issue manual invoice
Discount coupons for member applications

Discount coupons for member applications
Overview Create and View discount coupons Discount Coupon Details Deleting a coupon Entering a coupon on an application See also
Overview
This feature is available to "Community" plans and above only, See Pricing .
As an incentive to get people to join you may want to offer a discount on the initial membership fee. You can also use this initial discount as a way to offer "trial memberships" (e.g. if you give 100% discount on initial cost then the initial membership period becomes a free trial). Discount coupons can also come in handy to track your affiliate sales - give each affiliate a distinct coupon code, and then track the number of new memberships using that use each code. You can create an unlimited number of discount coupons each with different settings like discount amount and start / end times (see also Prorating membership dues for new applications )
Create and View discount coupons
Discount coupons can be created, viewed and edited by going to Settings -> Membership settings -> Discount coupons.
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Initially you are shown a list of previously created coupons: Name - general description of the coupon. Under the name is listed any restrictions on the coupons use and the levels that it can be used with. If no levels are listed, then the coupon is available to all levels. Code - 'secret' coupon code. Discount - percentage or amount for discount. Used - A count of the number of times a coupon has been used. Linked to a list of invoices where that coupon was used. To create a new coupon, click on the Add coupon button
Discount Coupon Details
Click on discount coupon to bring up the Discount coupon details page. Inactive coupons (see below) are shown grayed out. Main - the top part describes coupon details such as coupon status (active/disabled), the code and the the discount. Restrictions - defines how many times the code can be used, when and for which specific Membership levels
Active - A checkbox which allows you to turn a coupon on or off. If the checkbox is not selected, the coupon cannot be used on any membership applications. Name - A brief name that helps you identify the coupon and its purpose.
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Code - This can be an pattern of letters and numbers. If you cannot think of a good word or phrase to use, click on the Generate code button. This will give you a set of random characters that you can use as a code. Please note: 1) Each code must be unique. For example, you cannot use the code "Early Bird" on two different discount coupons. 2) Code are not case sensitive and will be automatically converted to upper case when saved Reduce cost by - You can reduce the level's membership fee by either a set amount or a percentage. Please note that you cannot enter a negative amount, and that your percentage cannot be greater than 100. You can also create Restrictions on the use of the coupon. Restrictions are defined by the following fields: By # of uses - enter a number to restrict max # of times a coupon can be used. By date - From date defines when the code will become active (usable), To date when the code will be disabled (unusable). Note The dates are based on your Organization Timezone By level - By default, the coupon will apply to all levels. If you only wish for it to be used on certain levels, you can check the "Selected levels only" and then select the levels you want. Note: You cannot assign discount codes to levels that are Free or have Automatic recurring payments You can combine these restrictions, e.g. create a discount that is only available to 100 people from 1 July to 30 July.
Deleting a coupon
To delete a coupon, click on its entry in the table on the Discount coupons screen. If the code has not been used, there will be a Delete button in the action button band at the top of the screen. You can only delete coupons that have not been used on any applications.
Entering a coupon on an application
When an applicant selects a level that has a discount code associated with it, there will be a text box at the bottom of the application where he can enter his discount code. This field it not mandatory and can be left blank.
If the applicant enters a valid code, the amount he is invoiced on his application will be discounted. If he enters an invalid code, or mistypes the code, he will be given another opportunity to enter the code. Only one code can be used per application. Once his code has been been applied, he will see a summary of its effect when he confirms his payment - the discount will will also be listed as a separate entry on the invoice.
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If the discount happens to be greater than or equal to the membership fee + any extra member costs, then payment is considered complete at that point and member will pay nothing.
Currently discount coupons cannot be used when admin manually adds new members, or via import.
See also
Prorating membership dues for new applications
Automating membership renewals

Automating membership renewals
Overview Membership Renewal Period Renewal Policy Settings for Membership Levels Automating Renewal Reminders and Actions Reminders Actions Bundle Administrators Notifications vs. Individual Notifications Examples of Renewal actions Customizing renewal emails
Overview
In Wild Apricot you can automate the membership renewal process (renewal workflow) with timed reminders and actions for each membership level. These settings can be accessed under the 'Renewal Policy' tab of the membership level that you would like to setup. You can access a list of all your membership levels from Member > Levels .
Membership Renewal Period

The renewal of your members will be calculated based on the following two properties of your membership renewal settings: Renewal Period - the interval of the membership (Never, Monthly, Quarterly, Twice a year, Every 1, 2, or 3 years, etc.) Join Date - can be set to either the date the member joins (rolling date), or a specific date (e.g. 1st or 15th of the month)
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If your membership currently has a rolling renewal date, then select Join Date. If you would like everyone to renew on the same day regardless of when they joined, select specific date. Here's an illustration:
In this example both Bob and Mary have signed up for membership on the 13th of May. Bob has signed up for Gold Membership while Mary picked Silver Membership. Both of these membership levels have a monthly renewal period, however the Gold Membership renews from the Join Date whereas the Silver Membership renews from a specific date (e.g. every 15th of a month). In this case, Bob will will have an entire month before his next renewal due date and payment are due, but Mary will only have 2 days until her first renewal because her membership renews on the 15th of every month irrespective of the date she joined. Note: this can be tweaked further using prorating settings. See: Renewal date calculation for more details on renewal date calculation
Renewal Policy Settings for Membership Levels
Select/create the membership level you would like to edit (Members -> Levels) and go to the Renewal policy tab:
Automating Renewal Reminders and Actions

Let's say we wanted to send 2 reminders to our Members who have an approaching renewal date with the following criteria:
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Reminders
Send the first reminder 14 days before their renewal date Send the second reminder 7 days before their renewal date Also send a notification to the administrator so he can follow up with this member if needed
Actions
If our member doesn't renew after 14 days send them a grace period notice If our member still hasn't renewed after 30 days, then we'll set them to lapsed and archive their record
Bundle Administrators Notifications vs. Individual Notifications
As illustrated below, bundle levels also have the option to notify bundle members as well as bundle administrators. And both individual and bundle membership levels include the option to notify administrators when members are notified - however the administrator doesn't have to be your site administrator or even a contact in your contact list (e.g, a custom e-mail recipient) see Routing of system e-mails for more details.
Examples of Renewal actions
As you can see, this is only one of our many options, and we could also have done the following: Change Member status to Lapsed, inform them about it but do not do anything else. Lapsed members do not have access to Members-only private website section, see Access control by member status Downgrade this record from a "Regular membership" level to a free level like "Other contacts" - this way the member can continue to receive emails and can upgrade again if they want to. In this case you must setup your member-only pages and other online benefits to be available only to "Regular Members" but not to "Other contacts"
Customizing renewal emails

You can customize the emails that are sent out to members and administrators during the various steps in the renewal process. When you create a membership level, emails are taken from Default membership emails automatically, but you can also customize these e-mails individually. See also Recurring payments Default membership emails Member - renew or change level Prorating membership dues for new applications Renewal date calculation Organization Timezone
Recurring payments Recurring payments
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Notes 1. Automatic recurring payments are only available to Community plans ($50 / month) and higher, See Pricing 2. Recurring payments can currently only be used for membership renewals 3. Supported payment systems are: Authorize.Net, PayPal Pro and PayPal Standard (for non-recurring payments you can also use Google Checkout, see Payment settings)
Automatic recurring payments for membership renewal Supported payment systems for recurring payments How member can control and change their recurring payment profiles How administrators can control recurring payments Limitations Making changes to membership levels with enabled recurring payments Discount coupons for member applications Processing membership application with Extra charges
Automatic recurring payments for membership renewal
Automatic Recurring Payments enable you to charge your members a fixed amount on a regular schedule. After you've configured your payment settings (see: Payment settings) you can enable recurring payments for a particular Membership level (See Membership levels). Once enabled, new members will be able to join and activate recurring payments for memberships. From that point onward, the system will automatically charge the payment and renew their membership. Note that the recurring payment invoice has to be paid separately from paying any other invoices (See View account history and pay invoices).
Supported payment systems for recurring payments
Recurring payments are currently available when using Authorize.net, PayPal Pro and PayPal Standard. For mroe details and options see: Recurring payments with Authorize.net Recurring payments with PayPal Pro Recurring payments with PayPal Standard
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How member can control and change their recurring payment profiles Depending on the payment system that is used for recurring processing (Authorize.net, Paypal Pro or Standard) members can control how their recurring payments are setup and processed. Authorize.net - Members pay with credit cards directly on your Wild Apricot site (See Membership subscription payment with Authorize.net). If a member needs to stop recurring payments they can do so directly from their Wild Apricot member profile page. (See: Member cancels Authorize.net recurring payment) PayPal Pro - Members pay with credit cards directly on your Wild Apricot site (See PayPal Pro User Payment Process). Note that PayPal Pro displays two options for payment: one with credit card and one with PayPal account. Users DO NOT have to create/use their own PayPal account if they chose to pay directly with their credit card. If a member needs to stop recurring payments they can do so directly from their Wild Apricot member profile page. (See: Canceling recurring payment) Alternatively, if user selected to pay with their PayPal account then they can stop their recurring payment directly from their member profile page and from their PayPal account. PayPal Standard - Members have to use their own PayPal account (or create one if necessary) in order to control recurring payment settings. This way, members can always login into their PayPal account and cancel it from there. See canceling recurring payments How administrators can control recurring payments Authorize.net - Administrator can cancel recurring payments from both Authorize.net account and Wild Apricot member profile page See: Authorize.net - Canceling recurring payment PayPal Pro - Administrator can cancel recurring payments from both PayPal account and Wild Apricot member profile page See: Paypal Pro - Canceling recurring payment PayPal Standard - Administrator can review and cancel recurring payments only from the organization's PayPal account. See PayPal Standard - Canceling recurring payments
Limitations
Making changes to membership levels with enabled recurring payments Authorize.net - Administrator can make any changes to the existing membership level that has enabled recurring payments. When an administrator makes an adjustment to: membership level price renewal settings automatic recurring payment selection The changes will apply to the existing members that have enabled Authorize.net recurring payment. For example, if an administrator decides to change the membership price from $10 to $20 a month then all existing members would be affected by this change (the next scheduled payment will be $20). When the membership level that is being adjusted includes members with recurring payments, administrators will see the following message informing them of the number of records that will be immediately affected. Note: Administrators are not required to make any adjustments to individual member records. PayPal Pro and Standard - Administrators can make any changes to the existing membership level with enabled recurring payments, but the changes WILL NOT affect existing members (as indicated in the screenshot below). Which means the Administrator would have to adjust these records manually, one-by-one.
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Discount coupons for member applications Discount coupons cannot be used with recurring payments. See Discount coupons for member applications Processing membership application with Extra charges Authorize.net - Extra charges will be added to the application cost and processed during first transaction. All consecutive payments will NOT include the Extra charges. PayPal Pro and Standard - Extra charges WILL BE processed with each automatic renewal. This information is shown to the administrator when adding any new extra charge field:
And on the membership level when automatic recurring payment is enabled:
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Users will also see a message on their application form:
Renewal date calculation Renewal date calculation

For new applications New application example For renewals Member renewal date calculation examples For member level changes See also
For new applications
Member renewal date is set when a new member status become Active (e.g. membership application with online payment was automatically confirmed and recorded or when administrator activates member manually) and calculated according to the membership level renewal policy. New application example Current date: 11 Mar 2011 If Membership Level Renewal period is set with: every 1 year, join date Then Renewal due on will be set to: Current date + Renewal period = 11 Mar 2012 and If Membership Level Renewal period is set to: every 1 year, specific date - 15 July Then Renewal due on will be set to nearest specific date = 15 Jul 2011 in case of specific date you can use prorating feature, see Prorating membership dues for new applications
For renewals
In order for the members to renew for the next renewal period, their member records must be already set in the system and they should have access to their membership profile page from where the renewal is initiated, see Member - renew or change level If [Renew until...] button is missing check: 1. Membership level renewal policy and make sure it is not set to Never, 2. Member renewal due on date and make sure it is not set to Never. If you have an existing member that you want to bring over to your new Wild Apricot account you must add them to the system first (either by import or manually). See Import Guide and Adding member records manually Only members with status Active or Lapsed can initiate renewal. Renewals are handled differently for members with automatic recurring payments and for bundle members. See Recurring payments and
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Bundle Membership Level Overview. Member renewal date calculation examples Today's date = 15 Mar 2011 Status as of today Active Level renewal policy annual, join date annual, join date annual, join date annual, join date Member's Current Renewal date 21 Mar 2011 11 Mar 2011 1 Feb 2011 01 Oct 2009 Member's New Renewal date 21 Mar 2012 11 Mar 2012 15 Mar 2012 01 Oct 2010 Notes
Normal situation - member is renewing a few days in advance
Active
Member was a few days late, but his record was still kept in Active status
Lapsed
This member was already in Lapsed status (due to manual admin editing or via automated renewal actions), thus system calculated his new renewal date from today's date (effectively it became his rejoining date) This is an 'abnormal' scenario - member Renewal date is way overdue but member status is still Active, so system assumes that member kept full use of membership benefits and this applied his renewal payment to backdate from the renewal date in the past. Thus, even after renewal, his renewal date is still in the past and he should renew again to catch up on payments. If you do not want this to happen, make sure that your members who fail to renew do not stay in Active status Lapsed member can renew from today's date according to current level renewal policy, even if his previous renewal date was reset to 'Never'
Active
Lapsed
annual, join date annual, specific date 01 July annual, specific date 01 July
Never
15 Mar 2012
Active
10 Dec 2011
01 Jul 2012
This is a bit of an unusual case: 1) For some reason, member's renewal date did not match level policy - e.g. you changed level renewal policy afterwards, or member record was manually edited / imported. As a result member is not renewed for the full year. 2) Member is also renewing far in advance of his renewal due date Member is renewed for less than 4 months in this case. Note that system will not jump to 2012 in this case, it only uses the nearest member level date.
Lapsed
10 Aug 2009
1 Jul 2011
Whenever your membership level renews on a specific date, check that renewal due date (day and month only) of individual members in this level matches that specific date. If these dates differ then member will not be renewed for the full period. E.g. if level is setup with: annual, specific date 15 July you have to make sure that members renewal date are also set to 15 July (the difference can happen due to member records imported with certain renewal dates or due to manual editing of records by administrators
For member level changes
If you want your members to have an option to switch to another level make sure that Level security options are setup to allow members to switch to other levels, see Membership levels. Renewal date logic is similar to the renewal examples above.
See also
Bundle Membership Level Overview Recurring payments Import Guide Adding member records manually
View and edit memberships

View and edit memberships View Contact's Membership
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Membership Editing Options Editing Membership See also
View and edit memberships

When someone becomes a member of your organization a contact record record (or Contact Card) is automatically created along with their membership. From this Contact Card ( Contacts > Contact List > [Click on a contact in the list] ) you (as account administrator) can view and edit their membership by clicking on the Membership tab. Members can use online self-service to edit their membership profile details, see Member - edit profile
View Contact's Membership

First find the membership record in question - see Searching and filtering contact and member records You can access the Membership profile (fields) information from Contact Details tab or the Members tab. From the contacts tab, select the member that you would like to view from the Contact list and click on the row. This will bring up their Contact Card.
Membership Editing Options

When viewing a Members contact card you will find the following options to make adjustments to the contact field, membership fields, renewal dates, or account statement.
Edit membership - to change membership level, status and any other membership/contact fields. Renew - to renew member manually. (See Member - renew or change level) Edit groups - customize which groups member belongs to. (See Member Groups) Suspend membership - choice to temporarily suspend the member which revokes the ability for a contact to log in as a member and all privileges associated with membership, but does not archive or delete their contact. (See below) Account statement - a history of the invoices and account standing of the member Archive - changes this into an Archive membership or to completely remove selected user from your database. Archived memberships do not count into your database total, can not login and are excluded from all emailings. You can always change any membership back to active status. (See Archived vs. active records).
Editing Membership
To edit membership level details, go to Membership tab The membership preferences define the level, renewal date. This area has button that enable you to: Edit membership information and fields For example Membership Status, Member Since, Renewal Due dates and manually change the password for the members login. Renew membership Suspend/Resume membership - See Suspending a membership Clicking on edit membership gives you the following screen:
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Click on Save once you have made changes.
See also
Manual member renewal

Manual member renewal
Overview Processing a membership renewal Updating Membership Information Membership Renewal Invoices
Overview
Wild Apricot automates membership renewals (see Member renewals automation) and allows your members to process membership renewals on their own (see Member - renew or change level) It is also possible for administrators to process the renewal manually, for example for members unwilling or unable to use online self-service for renewal. This page describes how to process a membership renewal manually. Note: Only Full Administrators or Member Managers can process membership renewals, see Managing site administrators
Processing a membership renewal

Find the member in question, go to the Membership tab and click on the [Renew] button.
The renewal button is only shown if the membership level renewal period is not "Never", and there is a specific renewal due date in the member record.
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Updating Membership Information

When renewing a member manually you will need to provide the following details: New renewal date - You can specify the next renewal date using this option. New status - The new status will automatically be set to 'Pending -Renewal' at this stage. Update Member Record - If any of the member data has changed, you can also update it at this point. You can also select an option 'Send Notification' - system will automatically email member a notification about renewal (see screenshot below).
Membership Renewal Invoices

For paid memberships you will have the option to generate a renewal invoice or activate the member without an invoice. Activate without invoice - will apply the renewal without generating an invoice (choose this option if the renewal is free, or you do not plan to record payment in Wild Apricot) Generate Invoice - will generate an invoice for the renewal (you have the option of recording payment on the invoice right away, or wait for member to make the payment)
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Cancel - will cancel the renewal (if you changed your mind for whatever reason!) If you choose to generate the invoice, the member can view the invoice and make an online payment through their profile, see View account history and pay invoices Once invoice is generated, you have an option to email it - the member will be able to view/pay the invoice online. If you have already received a payment, you can record it on the invoice to close it off.
Suspending a membership
Suspending a membership
From time to time it may become necessary to revoke someone's membership - e.g. for people who failed to renew their membership (this can be automated - see Automating membership renewals). To suspend a membership, go to the member's Contact card -> Membership tab (see: View and edit memberships). There is a button labeled Suspend in their Membership section. Click on the button to suspend the membership. Suspending a membership will: Remove the membership so they become a non-member contact Hide them from any member directory Keep an archive of their membership level and status Keep all their contact information as it was before (e.g. you can still send emails to this person) See also: Access control by member status
Resuming a membership
If, at a later date, you wish to reinstate the contact as a member, you can click on the Resume button - which will reactivate them to their previous membership level with all their details intact.
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The renewal date and payment/approval status will not be changed when a membership is resumed. You may have to manually edit the renewal date to reflect any time that the contact may be owed while their membership was suspended
See Also:
Automating membership renewals - Active vs Lapsed Members
Access control by member status

What members and contacts can do depending on the record status
Each member record has a "Status" field which affects available functionality. Status can be updated by the system (e.g. during the membership application process, based on online payment received, during membership renewal process) or manually by administrators. See Member applications workflow and Automating membership renewals The table below lists key functions (rows) by status (columns), plus another column for non-member contacts: Active Login Request forgot password See profile page with common fields See profile page with member fields Edit profile Apply for membership Register for events with membership benefits View event registration Renew or change membership Yes Yes Yes Yes Yes Yes Pending New Yes Yes Yes Yes Yes Pending Renewal Yes Yes Yes Yes Yes Yes Pending Level Change Yes Yes Yes Yes Yes Yes Lapsed Yes Yes Yes Yes Yes Suspended Yes Yes Yes Yes Yes Archived Yes Yes Yes Yes Yes Yes Contact Yes Yes Yes Yes Yes -
Yes Yes
Yes -
Yes -
Yes -
Yes Yes
Yes -
Yes Yes
Yes -
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Receive event reminders Receive emails Access restricted access web pages Be displayed in member directory Access to public profile View/Comment public blog View/Reply public forum Bundle administrator to add bundle members
Yes Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes -
Yes Yes Yes Yes Yes Yes Yes -
Yes Yes Yes Yes -
Yes Yes Yes Yes -
Yes Yes Yes Yes -
Yes Yes -
Yes Yes Yes Yes -
Default membership emails

Default membership emails
Customizing membership emails Updating membership emails across all levels When you create a new membership level, all automatic emails for membership level applications and renewals are based on a set of default membership emails which you can find under Settings > Default membership emails (see illustration below).
Clicking on this link will open a list of default emails.
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Customizing membership emails

You can customize membership emails by clicking on any of the emails and click edit:
When customizing emails, you can use all the formatting tools in the editor toolbar as well as the Macros that are available to membership related emails.
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You can test the email by clicking the Test button. This will send you a sample of the email that contains "sample" data (i.e. not the real data from your database) to give you an idea of what the email will look like. Once you have finished editing, click on the Save button and you will see the following pop-up:
As you can see, this popup has two options. One is to update just the default email template (which will not affect corresponding email in existing membership levels) and the other is to update the corresponding email template for all existing membership levels - see below.
Updating membership emails across all levels

You can also use this screen to update a particular email across all membership levels. For example, lets say you want to customize an Application initiation email for all membership levels in your list. Instead of going through each membership level one-by-one, you can customize the corresponding default email and when prompted during saving your changes, you can overwrite this particular email in all existing membership levels.
Setting and Changing Passwords

Setting and Changing Passwords
Overview When contacts are imported: If a contact/member is added manually: Passwords for new contacts created via online self-seIf service If someone forgets their password Self-service password recovery Password Requirements
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Overview
In Wild Apricot based sites, every contact can login to your site to access their profile or other restricted content using their email address and password. Their email is set by them or an administrator, but passwords can be set with an import (see Import), manually by administrators (see edit contact details, by the contact when they signup, or if they use the password reset feature (see below)
When contacts are imported:
If your users already have existing passwords in another system, you can import them by using 'password' field in your spreadsheet (see Import field guide). You can also use an import to bulk update all your contact passwords if they were missed in the original import, see Bulk update Otherwise, leave the password field blank in your import file and have your contacts/members use the 'forgot password' feature to set their password (see below).
Mass-emailing contacts to have them set their initial password
Use emailing functionality to let your newly imported contacts know how to reset their password (See Sending email blasts) Use "Contact Password Reset URL" macro (see below)
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Note: for security reasons this link will only work for 24 hours after sending. After that they will have to use 'Forgot password' link as described below.
If a contact/member is added manually:
You can enter a password manually You can ask them to use the Forgot password link to reset their password You can generate and send them a new password using the [Email new password] button (see: View and edit contact details)
Passwords for new contacts created via online self-seIf service
Password is emailed to them automatically - this email can be customized from Settings > Contact settings > Password email
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If someone forgets their password
They can reset it themselves using the password reset feature (see Password recovery below). If the email they enter is not valid, they will see a message so they know to contact an administrator to correct their email/reset their password. The administrator can do this using the password reset button [Email new password] (see below). Note: this password reset link will only be valid for 24 hours from the time the email is sent.
Self-service password recovery

If a member or contact wishes to reset their password, they will need to use the Forgot password link on your site.
This will automatically send them an email with a special (but temporary) link that will allow them to reset their password on your website. For security reasons, password reset link will only work within 24 hours - after that they will need to start the process over.
Password Requirements
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Minimum of 3 characters Maximum of 50 characters Any combination of letters, numbers and characters (except spaces)
Import Guide
Import Guide
How to import / upload your member, contact or donor records into Wild Apricot Overview Before You Get Started Canceling an Import Making bulk updates with Import Importing Bundles Impact of Import on existing Contacts/Members Initial Import Checklist Import Process Overview File Upload Confirming File Settings Using First Row "header" Values Mapping Fields Setting Member Passwords Importing records without membership levels column Reviewing and Starting Your Import Recommended: Keeping Notes Import in progress Simultaneous Imports Canceling an Import Reviewing Finished Import Troubleshooting Reviewing Imported Records See also
Overview
Wild Apricot allows you to import your contact / member records from a spreadsheet. Importing records this way can be used to update existing records or add new records to the database. - To update existing records you must specify a valid Member ID or e-Mail in your spreadsheet - Member ID or e-Mail is used to uniquely identify each person. - To create a new record leave the Member ID field empty AND either leave e-Mail field empty as well or specify a new e-Mail address not currently in the database. Here is the overview of the steps to complete an import. Upload your contacts (or member) list form a spreadsheet Review your file settings Map the fields in your Import file (your spreadsheet) to existing fields or set the system to create new fields during import Start the Import Process Review completed import
Before You Get Started Canceling an Import

You can cancel the import at any time before it completes - however, this will not affect the data already imported to that point.
Making bulk updates with Import

To learn how to use import to do bulk updates after you've completed you first import, see bulk updates ( see Bulk Updates using Import Bulk
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changes using import and export ).
Importing Bundles
See Import of Bundles for help with importing Bundle Membership levels.
Impact of Import on existing Contacts/Members
Member ID or e-Mail address is used to uniquely identify your contacts, and both have to be unique. Member ID is automatically generated by the system and you CANNOT create your own. if you provide an invalid Member ID it will be ignored and replaced with the system generated ID.
- During import the system first checks if a valid member ID is specified - if it exists then the record is updated (e-mail can also be updated this way). - If no valid member id is specified then the system checks if the supplied e-mail exists; if the e-mail exists then the record is updated, otherwise a new contact is created. - If no member ID or e-mail is supplied then a new contact record is created and assigned a new system generated Member ID. i.e. if in your spreadsheet you specify the following: Member ID or E-mail already exist: the record with that member id or e-mail is updated (no new record created) Both Member ID and E-mail do NOT exist: A new contact record is created; any specified member id is ignored and system generates its own member ID. Duplicate member ID / E-mail: If the member ID or e-mail is duplicated in the spreadsheet then all the duplicate records are NOT imported.
Initial Import Checklist

Before you start an import please make sure you review the following: Import File Format - XLS, XLSX, CSV or XML Spreadsheet format Required Fields - your Import file must always contain e-mail column, which is used as the primary identifier for records Field Date Format - If you have fields with date values be sure to use one of our support date formats, see "Date Formats" on our Import Guide help page.
Import Process Overview File Upload

Browse to Contacts Select Import Click the [Browse] button to upload your Import File Find and select your Import file from your computer - make sure the format is either XLS, XLSX, CSV or XML Spreadsheet. Click on the [Upload] to being the import process This button is disabled until you add a file to import
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Depending on the size of your file you may see the following screen. Once the upload of your Import file is complete you will be asked to confirm your file settings.
Confirming File Settings

The File Settings screen you will it depend on the type of file your are importing. If it is an XML Spreadsheet, XLS, or XLSX format you will see the following.
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However if it is a CSV format the file setting screen will look like this:
For CSV files you will need to define the following settings. Is the file Comma, Semicolon or Tab separated The kind of decimal used The date format used for date based fields.
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If you encounter problems with the date format you selected, try another choice.
Using First Row "header" Values

No matter what the format of your file you will also need to specify if you file has a row of column headers. If your file does have a row of column headers (see example below) then you should check this option (if it isn't already checked). However note that - leading apostrophe in Excel file column names are discarded because this how Excel treats them.
Mapping Fields
When you reach the "Mapping" stage of your import you will see your columns headers listed vertically on left side. If you did not have column headers in your Import File you will see the default column names.
Contacts vs. Members If you are importing Members you must assign them the membership level (see #4 Assign Contact to Membership ). But if you are imported contacts (i.e., prospects) you do not need to assign them to a membership level. See Contact Vs Member records for more details.
You will also see the following elements on this screen: 1. Sample data - These are the first few rows of data from your file. If anything looks strange at this stage please review and adjust any necessary settings by clicking the [Back] button 2. Import option - If you would like to import a particular field into your Wild Apricot database select it. Otherwise leave it unchecked and this field will be ignored (not imported). 3. Creating a new field options - If you select to create a new field with Wild Apricot for this field from your file you will have to give it a Name, Type and set the Access and the following options. a. New field - for all contacts: Select this option if this field should apply to all contacts b. New field - for all members : Select this option if your new field should only apply to members (contacts that belong to a membership). See Contact Vs Member records on the difference between these options. 4. Assign Contact to Membership Level - If you select to map a field to the system field Membership Level vs. importing a contact without a membership level you will have the following options a. Ignore all values that are not currently membership levels b. Add new levels into the system as they are encountered 5. Automatic Matches - When possible, the importer will attempt to match your fields to existing fields within your account. 6. Progress of Import - During each stage of the import you can see your current progress in the upper right progress indicator. 7. Notes on selection - Some fields have special rules or instructions for proper formatting. Read these messages to successfully complete your import.
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Setting Member Passwords
During the import process you have the option to set your member's password or have the system generate one for them. If you would like your members to set their own password you can send them a manual e-mail blast (see Sending e-mail blasts ) and use the "Member Password Reset URL" macro to send them the appropriate link to do so. See the "password" section on the Import Field Guide for more information on password options. Once you have completed your first import Wild Apricot will remember your mapping settings and reuse them during your next import.
Importing records without membership levels column
If you have both non-members and members in different levels in your import file, you need to map the appropriate fields as mentioned above to properly import your records. However, if you only have non-members (contacts) in your file or members from only one membership level it can be imported without mapping the membership level. System will automatically detect that you did not map anything to the system field 'Membership level' and you will see the following screen.
Your choices are to: Import all new records as contacts (e.g, Prospects, Newsletter Subscribers or other non-member contacts) Import all new records as members of one specific membership level - if you select this option you will need to select a level from the list.
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1. This only affects NEW records (records not already in Wild Apricot). Existing records are not affected in any way. 2. If importing new non-member contacts (i.e. you leave membership level empty) then any membership fields in your excel file are simply ignored.
Reviewing and Starting Your Import

And finally you will reach the stage to start the processing of your import file.
Recommended: Keeping Notes

To keep track of the reason behind different imports be sure to add some help notes (i.e., "import of new prospects") to help you keep track different imports. Click the* [Start Import]* button to being the processing of your import file.
Import in progress
Once the import process has been started (by clicking the [Start Import] button your current import file will start being processed. If you have other tasks to work on you can leave this screen safely and the import will continue in the "background" and you can review it's progress by visiting the
Import stage again.

Simultaneous Imports
If another administrator has started a new import, you will see the message below. As it indicates starting a new import session can cause conflicts with the data that is being imported by another admin so we require you to 'take ownership' of the current import to start a new import.
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Canceling an Import
Canceling an import If you chose to cancel your import before it completes (by clicking on the [Cancel] button it will stop the concurrent import without adding contacts to your database.
Reviewing Finished Import

Once the import is finished, you will see a summary of the Import file that was uploaded, the admin the completed the upload as well as other information such as dates, your notes and affected contacts. To review any of this information click on the corresponding link. For example if you would like to view the imported contacts click on the link next to total processed.
Troubleshooting
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If you notice that the system reported some problems with you import click on the link next to "Problems" to review the issue in the Import log. In the Import log you will see the following options to review and find the cause of the problem: "Rows with errors" Filter- This will allow you to view or search only the rows of data in your import log with errors. Alternatively you could set this to "all" to search all rows of your import log. *Errors:*The error recorded by the system will be noted in red with a note in gray with more specific details (if available). Also note that the row that each specific error relates to is on the right.
Reviewing Imported Records

From Contacts you can access the Import history for your account. Initially you will see a list of all your completed imports along with a basic search box. Using the details available in the list ( Date, Imported By, Notes,etc) locate the import you would like to review in detail.
See also
Bulk changes using import and export - For making bulk changes and or erasing values with export/import
Import Field Guide

Import: Field Guide
Import: Field Guide Mapping your records to Wild Apricot database fields Erasing Values Wild Apricot System Database Fields Additional fields available in the export file
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Supported Date Formats
Only Common and Membership fields can be imported. All other data related to events, donations, finances etc. can only be exported (not imported)
This page provides additional details related to importing contact / member records into your Wild Apricot database as described in the Import Guide. Here are some of the things you can do with import: Import new records into your Wild Apricot database or update existing records Import members or other contacts Create Membership Levels (including Bundle Memberships) Create new fields on the fly Set Member Renewal Dates
Mapping your records to Wild Apricot database fields

Use system fields if the information corresponds to an existing system field (i.e. Member Since, Member Status). Use Common (Contact) Fields if the information being collected applies to everyone (contacts, members, donors, event attendees, etc.). Use Member Fields if the information only applies to members.
Erasing Values
If you would like to erase the current value of a field rather than just change it to a new value, you have the following option. However, before starting your import, note that both NEVER and CLEAR are case sensitive. Clearing Date Fields - for any system date fields use the value NEVER to clear the current value. Clearing Custom Fields that you add and System fields called "Group participation" and "Notes" fields - use the value CLEAR to clear the value of the field.
Wild Apricot System Database Fields

System Field User ID (aka Member ID) Accepted Values Usually a 5, 6 or 7 digit number Notes This is a unique ID automatically generated by the system You CANNOT create your own User ID; any invalid values are ignored and replaced with the system generated ID If specified ID or Email already exists - the record is updated, otherwise a NEW record is created If specified ID and Email both DO NOT exist (or are left empty) - a new contact record is created with a new system generated ID If you duplicate valid User IDs, then all subsequent records with that ID are not imported
Email Any valid email format (i.e. randymarsh@naccp.com) Each email must be unique; all subsequent records with duplicated emails are not imported Though admininstrators can add contacts with no email, Email is required in order to log in (it is then used as the username) If email used already exists in the database, then the existing record will be updated
GROUP PARTICIPATION
You can only assign members to one or more groups that have already been created within Wild Apricot (see Member Groups)
Because you cannot create new groups via import, you cannot assign a member to a group unless it already exists. To assign a member to more than one group, write the group names on separate lines All non-existent group names you specify will result in a warning during import and will simply be ignored.
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PASSWORD Any combination of of letters, numbers and characters No spaces Number of characters: Min 3, Max 50 MEMBERSHIP ENABLED Passwords can only be imported, not exported Leave empty if you do not want to update the current user passwords
Yes - contact is a member No - membership is suspended; contact no longer treated as a member
If set to "No" all membership fields are ignored during import
MEMBERSHIP LEVEL
Name of your membership level Any combination of letters, numbers, characters and spaces
Use this field to specify the membership level which you have already created in Wild Apricot, or if the Membership level does not exist you will have the option to create it during the import 'mapping stage' See Membership levels
MEMBER BUNDLE ID OR EMAIL
The member ID or the email address of a bundle administrator
Use this field to bind members to the same bundle (see Import of Bundles)
MEMBER SINCE Use supported date format (see below) RENEWAL DUE Use supported date format (see below) Or set to Never - if member is not required to renew. STATUS Active - Member enjoys all member benefits Lapsed - Member has not paid his/her dues in time Pending - Renewal - Member initiated the renewal process, but payment has not been confirmed yet Pending - Level Change Membership level change was initiated, now waiting for payment confirmation or approval. Pending - New - New application is awaiting approval or payment confirmation. SUBSCRIBED TO EMAILS See Access control by member status
Yes No
If Yes, Contacts will be able to receive automatic email notices. If No, disables any emails that would be sent to this contact (the following fields Automatic Event Reminders and Emails and e-Newsletters will have no effect).
AUTOMATIC EVENT REMINDERS
Yes No
This controls whether or not automatic event notices / reminders are sent to the contact - set to "Yes" to enable and "No" to disable. This setting is overridden if subscribed to emails is set to "No" (i.e. will also be set to "No").
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EMAILS AND E-NEWSLETTERS
Yes No
This controls if the user will receive emails sent by Wild Apricot. Set to "No" to disable emails being sent out. This is specifically helpful if you have contacts that do not have a valid email address.
ARCHIVED Yes No ACCESS TO PROFILES BY OTHERS DETAILS TO SHOW Set to "Yes" if you want the contact archived, otherwise set it to "No".
Yes No
Set to "Yes" if you want this profile seen by others, "No" to hide it from everyone else.
Member ID&&Nobody First Name&&Anybody Last Name&&Members etc.
You can specify if a field should be shown by using the following format Fieldname&&Permission; where Permission is to the right and separated from the field name by a double ampersand '&&' and could be one of the following: Nobody, Anybody or Member.
PHOTO ALBUMS ENABLED
Yes No
Set to yes if you would like to enable photo albums for this member or no if you would like to disable this feature for this member.
NOTES Any string or characters Admin-only field, typically used by the system to record information not captured by other fields (i.e. automatic membership emails sent, when member was renewed, etc.)
Additional fields available in the export file

In addition to the fields above, there are several additional fields available in Export files (see Exporting members and other contacts) ADMINISTRATION ACCESS RENEWAL DATE LAST CHANGED LEVEL LAST CHANGED MEMBER ROLE BALANCE TOTAL DONATED These fields will be ignored during import if present in your import file.
Supported Date Formats

(This applies for CSV Files - Excel files store dates in special internal Excel format) dd mm yyyy 16 Nov 2003 yyyy-MMM-dd 2008-Dec-31 MM / dd / yyyy 12/31/2008 dd / MM / yyyy 31/12/2008 yy / MM / dd 8/12/31 dd-MMM-yy 31-Dec-08 yyyy-MM-dd 2008-12-31 dd.MM.YYYY 31.12.2008 MM.dd.YYYY 12.31.2008
Import History
Import History
Recommended Overview Detailed View Import History Import Results Using the Import Log
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Once you have completed a few imports or even just your first import ( see Import Guide ) you may want to review some earlier imports. For example you may want to find a out why a certain members information wasn't updated after an import or maybe you want to catch up on what other members have done before you start a imports. You can do this an more from the Import history.
Recommended
When you complete an import we highly recommend that you add notes to your import.
Overview
The import history contains a list of all the imports completed since your account was created. The import history displays a summary list of the following: date and time, Importer by (who completed the import), File (original file used) and the number of contacts processed during the import including how many were new members.
Detailed View
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Once you click on an import in the list you can get a detailed view of the import (see below).
Import History Imported by - who completed the import Completed on - date and time the import was completed File - the original file that was used to do the import. Including it's size, number of rows and columns Notes - any notes entered by the administrator once the import was completed or if they edited later. Suggestion: If you are editing import notes, add to existing notes (e.g, don't replace notes) so you have an accurate history of imports.
Import Results Total processed - the number of records that were processed as well as the number of new records created/updated. Time taken - the total amount of time that the import took. Problems - the number of problems that were encountered during import
Using the Import Log
You can access the import log by clicking on the link next to Import results. The import log will allow you to search your import logs for Rows with errors or all rows. You can use a combination of the filter and keyword search to locate the information you're looking for. The results are displayed below the search box.
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Import of Bundles
Import of Bundles
Overview Getting Started Mapping Fields and creating Bundles, Bundle Administrators and Bundle Members Creating Bundle Administrators Adding Bundle Members Creating the Bundle Membership Level Reviewing Created Levels Reviewing Imported Bundle Administrators and Members Limitations and Other Considerations Existing Bundle Administrators Renewal Date and Status Moving Bundle Members Removing Bundle Membership Suspending Bundle Members and Administrator
Overview
Bundles are groups of members (bundle members) linked to a 'parent' record (bundle administrator) - see Bundle Membership Level Overview These bundles can be created via import and we will show how this is done by following a specific example.
Getting Started
When importing bundles you first need to know who the Bundle Administrators and the associated Bundle Members are (see illustration below) : Member Bundle ID or Email: This field binds the members of a bundle i.e. it is the same for all members in the same bundle. The contact whose User ID / Email matches the Member Bundle ID or email will be imported as the Bundle Administrator. Email - If importing a new bundle (members not already in the system) then Emaill IS required for the Bundle Administrator only; for the rest of the bundle, members email can be left empty. User ID (aka Member ID) - The ID is not required, unless the bundle administrator has no email. In that case the bundle administrator must be added separately (so the system generates a user ID), and then use that auto-generated User ID to bind the rest of the bundle members to the bundle administrator. Membership Level - The name of the bundle membership level, only required for the bundle administrator.
In this example 5 bundles will be created (or simply updated if the bundle already exists):
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You can have multiple bundles in the same membership level (in above illustration there are 3 bundles in Corporate level and 2 bundles in the Family level).
Mapping Fields and creating Bundles, Bundle Administrators and Bundle Members
Once you have uploaded your Excel file and started the Import process (see Import Guide) you will reach the Field Mapping stage. If the field names in your Excel file match the field names in Wild Apricot, the system will automatically map the respective fields:
Note we have chosen to create new bundle levels in the case they do not already exist in the Wild Apricot system.
Creating Bundle Administrators
Bundle Administrators are created by mapping the bundle Email / ID column to the system field called "Member bundle ID or email". e.g. Roger Banks in the 1st row of our Excel file is using the email "Roger@Banks.com", and that same email is also specified as his "Member bundle ID or Email" - This automatically makes Roger the bundle administrator (Note we could have used Roger's ID instead of his email in this case, 409684) Similarly Buck Meister, Maggie May, Kimmy Jones and Lyle Carter will all become bundle administrators of their own respective bundles.
Adding Bundle Members
For each bundle member enter the "Email / User ID" of the bundle administrator in the "Member Bundle ID or email' column e.g. Since Roger Banks is a bundle administrator, everyone with Roger's Email / ID in the "Member bundle ID or Email" field will automatically become part of Roger's bundle e.g. Bruce Garner Similarly "Danny Faro" will become part of Lyle Carter's bundle Note that for bundle members all other fields can be left empty - membership level, status, renewal date, etc. will automatically be matched to that of the bundle administrator
Creating the Bundle Membership Level
Create your Bundle Membership Levels by mapping your "membership level" field to system Membership Level field. If you haven't created these membership levels yet (e.g. this is your first import) choose to "Add new level into system for new values" - this will create a new membership level if it doesn't already exist in the system.
Hint: It is usually a good idea to first create all the membership levels you need in Wild Apricot before beginning your import, instead of creating them during import. This will prevent additional unwanted levels from being created if you make spelling mistakes in your spreadsheet.
Reviewing Created Levels
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Once the import has been completed you will see all the new bundle levels that were created (Settings -> Membership Levels) By default any new bundle levels created via import are automatically set to "Free" and "Unlimited". You can then edit them after to limit them, allow public to apply, make them paid, etc.
Reviewing Imported Bundle Administrators and Members
When you view the membership details for the imported members you will see that both administrators and members have been properly created and assigned to their respective bundles. Here's how Roger's record will look:
Limitations and Other Considerations
Existing Bundle Administrators If a Bundle already exists then the current bundle admin will be replaced with the bundle administrator defined in the import. Renewal Date and Status Because the bundle is actually defined by defining a bundle administrator, membership level properties such as Renewal date and Status are taken from the bundle administrator record that is being imported. This of course means that all bundle members will have the same renewal date and status. Moving Bundle Members There is no way to remove a bundle member out of a bundle and into another level via import - this has to be done manually. Removing Bundle Membership If the column for "Member bundle ID or email" field is empty the import will not change any bundle details for the record (e.g. if a member was originally in bundle they will remain in the bundle). To remove a member from a bundle you have to change their membership level manually.
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Suspending Bundle Members and Administrator If you need to suspend an entire bundle it must be done in two steps: first you must suspend all bundle members (by setting "Membership enabled" field to "no"). second, after you suspend all bundle members, you can suspend the bundle administrator at which point the entire bundle will get suspended. The reactivation of the bundle can be done in one import step. You can set bundle administrator and bundle members with "Membership enabled" field set to "yes". This will reactivate all bundle members and the bundle administrator in one import session.
Spreadsheet Format
Spreadsheet Format
See also Wild Apricot supports XLS, XLSX, XML spreadsheet and CSV formats to import files and exports all files to Microsoft's XML Spreadsheet format. Most spreadsheet editors should be able to create and open these formats or convert existing files into these formats.
See also
Exporting members and other contacts Import Guide Bulk changes using import and export
Bulk changes using import and export

Bulk (mass) updates of members or contact records
Overview Getting started with bulk changes using export and import Clearing Custom Fields, Date and Notes Values using Import Example
Overview
Updating a single record is fairly straightforward, just find the record you want and edit as as needed. If you need to update a lot of records at once, there are some you can perform directly within the system - and in most other cases you can use export/import. These mass updates can be performed directly in Wild Apricot: Update the privacy settings for all members (i.e.which fields in the member profile to show or hide from others) : Settings -> Member profile page, see Privacy settings Clear the contents of a custom field for all contacts - just delete the appropriate field and recreate it again, see Customizing your contact database fields. (System fields cannot be deleted so this method will not work on those fields) There are however many other bulk changes that cannot be performed directly e.g. say you want to change the Renewal due date for multiple members. This is where the Export and Import features of Wild Apricot can come in handy.
Getting started with bulk changes using export and import

First Export the records you would like to update (filter them out e.g via Advanced search - Contacts ) This will generate a spreadsheet with all your contacts/members data. Using this spreadsheet you can update your contacts information by adjusting the values in the Excel columns ( see Import Field Guide for limitations)
If the specified User ID (aka Member ID) or Email already exists in the system then the existing record is updated. Email can be updated if you also specify a valid User ID User ID cannot be changed - it is automatically generated by the system If you specify a new Email and leave User ID empty (or specify a non-existent ID), a new contact record will be created. A new contact record is also created if you leave both User ID and Email fields empty.
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Clearing Custom Fields, Date and Notes Values using Import
You can also use this process to clear or erase the values stored in your custom fields, system date fields and the system "Notes" field. Custom / "Notes" fields: To erase the contents of these fields "CLEAR" System date fields: To erase date fields like "Renewal date" (i.e. member does no longer needs to renew) use "NEVER".
Example
For example, let's say we want to clear the custom field called "website" and the "Member since" date via export/import. First, export the desired contact records, and then update the exported Excel file as illustrated below:
Now save the file and import it back.
Exporting members and other contacts

Exporting members and other contacts
What is Export is used for System fields and special cases Related Topics
What is Export is used for

You can export your contact and membership data from your Wild Apricot account into an Excel spreadsheet. Any time your press the [Export] button it will use your current selection of contacts - as determined by your the current search/filter. If you have not applied a search or filter to your records it will export all contact data. This is a great way to backup your records into a file. Note, you cannot use export to export your webpages. If you need to backup pages you would have to copy the source code directly.
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You can run a query (search) to only limit some specific records - a keyword search and/or filters/ Now when you initiate Export it will be limited to your search results. Go to the Contact database and click on [Export] button to export your current selection. Alternatively, you can run a query (search) from your members list, and to only limit some specific records - a keyword search, an advanced search or by clicking on any number on the Member list summary table. This will export only member records.
Export file will include all fields from your database (including your custom fields) in Microsoft Excel XML Spreadsheet format:
Note that records in the exported file might not be in the same order as they showed up on the list.
Note that member pictures can not be exported
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Wild Apricot export file can be opened in Microsoft Excel 2003 and up on PC, Excel 2004 and up on Mac. Other software might work too as long as it supports XML spreadsheet format.
The export file format is exactly the same as import so it is very convenient for bulk changes - see Bulk changes using import and export
System fields and special cases

The Export file includes all system fields (e.g. First Name). The Password field will be empty - actual passwords can not be exported for security reasons (because we store them in encrypted form). But you can enter new ones and re-import this file to update passwords. If you have a custom database field which can contain multiple values (Checkboxes field), values will be put in the same cell separated by an invisible new line character. Make sure to preserve it if you change any values in that field and re-import. Date fields are exported in DD-MMM-YYYY format, e.g. 08 Aug 2006. Make sure to preserve this format if you change any dates and re-import.
Related Topics
Import Guide Bulk changes using import and export QuickBooks Export Settings
Sending email blasts

Sending email blasts and newsletters
Overview Sending emails Sending email from the Contacts tab Sending email from the Members tab Sending email to one individual contact Email blast step-by-step example Select email recipients Creating The Email Copy Previously sent email Personalizing and Composing The Email Accessing Macros Preview and Send Email Viewing Sent Emails Tracking Undelivered Mail Viewing email failures Automatic removal of failed recipients Draft Emails See also
Overview
Wild Apricot allows you to send an unlimited number of emails to people in your contact database (members, attendees, donors, etc.). These kind of mass emails are known as manual email blasts in Wild Apricot (sometimes they are also referred to as email broadcasts). Email blasts can be personalized via 'Macros' - e.g. person's name, salutation, or any other contact/member field.(see Using macros in emails). Email blasts can be sent to all records - or to any desired subset of your contact database (see Keyword search - contacts and Advanced search - Contacts). There are also various emails that Wild Apricot sends out automatically. For example membership renewal reminders, registration confirmations, event notices, and payment receipts. We call these 'automatic emails' and they are described on other help pages. Each record has an email subscription field to opt in or out of receiving email blasts. Contact records marked as 'Unsubscribed' via this field are automatically excluded when email blasts are sent. Members can change the email subscriptions setting themselves - either by editing their Profile or by clicking on the Unsubscribe link which is automatically added to each email's footer. Administrators with access to editing memberships can edit this field too - but be careful not to violate any applicable Privacy laws! Non-member contacts can only unsubscribe via a special Unsubscribe link automatically added to each email blast footer. There are currently no built-in email templates, but Wild Apricot email editor allows you to easily format emails, such as adding links, pictures, different fonts and colors, or via direct editing of HTML. See this forum thread on how to use free email templates in Wild Apricot . You can not send attachments within the email but you can insert a link to attachment loaded into your Wild Apricot site (See Inserting documents). You can save a draft of your email and finish it later. You can activate tracking of opens and link click-throughs for each email, see Tracking Emails
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The delivery status of each email is tracked. This allows you to see whether an email was delivered or if an error occurred. Email addresses that have persistent receiving issues are automatically disabled and excluded from future email blasts, see: Managing Undeliverable Emails
Sending emails
Sending email from the Contacts tab
Use Keyword search or Advanced Search to select people you want to email, Then use the [Email contacts] button located on top:
In the above example only 7 non-member contacts are included (filtered) in the initial recipient list Note: contacts unsubscribed from receiving emails will be automatically excluded from the final recipient list (see Contact Email Settings and Email Log)
Sending email from the Members tab

To email all members: use the [Email all members] button on the Members list page:
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Or use Keyword search or Advanced Search to filter out and email only a specific set of members:
In this example only the 113 members in "Pending - New" state are included in the recipient list.
Sending email to one individual contact

Besides sending mass emails to all or select members, you can also contact your contacts individually. To send an email to a contact just open his record and use [Send email] button.
Email blast step-by-step example

Suppose you want to send an email to everyone who subscribed to your "Weekly Updates" subscription form (see Email Subscription Form)
Select email recipients

First, do an advanced search on "Subscription source", hit [Search] and then click on [Email Members] button:
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Creating The Email

Next select "Create a new email" (at this stage you can also select to copy a previously sent email or use a saved draft):
(This step is skipped if this is you have no drafts or previously sent emails)
Copy Previously sent email

If you selected to copy a previous email, click on the email you want to copy, then [Next]:
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Personalizing and Composing The Email

At this stage you can add pictures, links, macros, etc. to format your email.
Accessing Macros
Macros allow you to personalize the email to include specific info about each recipient (see Using macros in emails) Click on the [Macro] button in the editor toolbar to access and insert macros . Use macro {Member_Public_Profile_URL} to provide link to member's profile. Password reset link: Use macro {Member_Password_Reset_URL} to provide link to resetting member's password.
[Preview and send] is the final step before actually sending the email. [Test email] button allows you to send a test copy of the email to yourself (to the email specified in user record).
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Note: Test emails use fake/dummy data to replace macros and not the actual data from your database - so do not worry if you see some unfamiliar content in place of macros you have inserted. When you send the actual email, macros will be replaced with the appropriate data from your database.
[Save and close] button allows you to save the work you have done on the current email as a draft and return to it later. [Cancel] button cancels the process and does not save any changes you have made. Whenever you preview or send a test email, it will automatically save the draft of your current email, see Working with Email Drafts
Preview and Send Email
Viewing Sent Emails

You can access the list of all email blasts you manually sent from Settings -> Email log For each email you send, you will see a history of when and who sent the email, the number of recipients, delivery status, etc. If you enabled email and link tracking, you can also access and track the number of times emails were opened and links were clicked, see Tracking Opened Emails and Tracking Link Clicks
Tracking Undelivered Mail
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When sending an email blast, there is a chance that the email will not reach all of your recipients. This can happen for many reasons (e.g. a typo in the recipients email address, recipients mailbox is full, server issues). When this occurs, our server will record a failure notice in the email log.
Viewing email failures

To see the list of failure notices, go to Settings > Email log, click on your email and then click on the Failures tab. The [Resend to failed] button allows you to send the email blast to the failed recipients again.
The failures tab will show details of all emails that were not delivered. The image below shows the email address that failed and the response from the server.
Clicking on a record will provide more details about the failed delivery. In the example below, the recipient email address responded with "550 No such user here". This error usually indicates that the email address does not exist or may have been mistyped. For a list of common email errors and the action required, see Troubleshooting Email Delivery Failures
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For more information on undeliverable emails, see Troubleshooting Email Delivery Failures and Managing Undeliverable Emails
Automatic removal of failed recipients

If an email address is consistently failing to receive emails, our system will flag this email address. Depending on the amount and nature of the failures, our system will automatically disable the email address. For more information on this feature, please see Managing Undeliverable Emails
Draft Emails
Previously saved email drafts (not yet sent) can be accessed from Settings > Email drafts You can complete and send the draft using the [Use this draft] button:
The recipients list cannot be changed when using a previously saved draft - sending the draft will email all the initially selected recipients only.
See also
Log of sent emails - see Log of Sent Emails Email macros - See Using macros in emails Email drafts - See Working with Email Drafts Contact email subscription - See View email subscriptions for a contact Email tracking - See Tracking Emails Selecting contact records for email - See Advanced search - Contacts Selecting member records for email - See Keyword search - Members
Log of Sent Emails

Log of Sent Emails
Accessing Email Log Searching and filtering emails Understanding Tracking Understanding Delivery Status Reviewing Specific Email Details
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Exporting Email Log See Also Wild Apricot keeps a detailed log of all the emails that are sent manually (i.e. email blasts) or sent automatically (i.e. renewal reminders, event announcements, etc). For each of these emails you will see a detailed log of email opens and link click tracking (see Tracking Emails) as well as its delivery status (See: Managing Undeliverable Emails).
Accessing Email Log

You can access the log of sent emails via Contacts > Email Log. You can also access filtered lists from other locations (e.g. from a contact record details or a particular event)
Searching and filtering emails

You can find emails in this log by using a combination of date range, filter, and search options (i.e. event emails, membership emails, emails last month,etc.)
Log of emails consists of the following columns: Date - the date and time that the email was sent. Sent By - indicates who/what the email was sent by. If it was a system initiated email you will see "Automatic" email, otherwise you will see "Manual email" along which administrator initiated the email Email Details - a summary of the email which includes the Email Subject Line, Origin (i.e. Event Announcement 3, Membership Reminder 2, Payment Receipt, etc.) and the first line of email body ("Welcome to ..") To - the recipient column refers to the total of recipients of this email. However if there was only one recipient it will display that recipients names. Also, if any administrators were copied on these emails you will see a line that reads "copied to admin(s)" Opens - the total percentage of these emails that were opened by your recipients. Note that tracking opened emails does have certain limitations so the 'actual' number may be higher than what any email system is able to track (see Tracking opened emails) Clicks - the total number of links that were clicked in the email. For example, you may want to know who clicked on a specific report linked in your email, or perhaps even more importantly you may want to see which percentage of your recipients clicked on the
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unsubscribe link (see below) Delivery - indicates the percentage of delivered and undelivered emails if sent to more than one recipient, or simply "Delivered" or "Failed" if email was sent to just one contact
Understanding Tracking
If email link tracking has been enabled from your organization settings (see Organization details) or for the individual event (see Tracking Emails) you will either see "Sending in progress", which indicates that the emails are still being sent, or you see a percentage of opens and/or clicks. If tracking was not enabled for that particular email, you will see "tracking switched off".
Understanding Delivery Status

When Wild Apricot sends out emails, the receiving email server sends back a confirmation about the email status - either it was successful, or there was a problem delivering it (a bounced email). Clicking into the email will give you further information on any failed emails. For further information on undeliverable emails, see Troubleshooting Email Delivery Failures.
Reviewing Specific Email Details

If you click on a specific email you from this list you will see all the details of that email: original email text list of recipients tracking statistics
Exporting Email Log

You also have the option to export your entire email log or export a partial (i.e. filtered by search) log.
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See Also
Managing Undeliverable Emails Troubleshooting Email Delivery Failures
Tracking Emails
Tracking emails and link clicks
Overview How email tracking works Tracking if email is opened Tracking if a link is clicked Enable tracking in system emails Enable tracking in manual emails Viewing email usage statistics See also
Overview
When you send a mass email, you probably would want to know if anybody opened the email and how effective your message really was by tracking who and how many times the email was viewed. If you add links in the emails (e.g. links to your website) you may also want to find out who clicked on the links and which links were clicked on the most. There are two types of emails in Wild Apricot and you can use email tracking for both types: Manual emails: These are emails you send manually, see Sending e-mail blasts. Automatic system emails: These are automatically sent by the system based on your settings e.g. renewal reminders or event notifications that you schedule to go out at specific times. Emails are tracked for a period of three months from the date the email is sent. Email tracking must be turned on at the time of sending; turning tracking on afterwards will only affect new emails, not previous ones.
How email tracking works

If you enable email tracking, Wild Apricot will modify the email in the following 2 ways:
Tracking if email is opened
Using a system called Clear Pixel Tracking, a tiny (1 pixel x 1 pixel) transparent image is inserted into email message. When the email is opened, this image has to be displayed, which sends a request to our servers - this request is recorded as an "open". This image should not impact how your mail is displayed.
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Please note the following: 1. Some email programs block images from displaying (for example, Microsoft Outlook preview pane does not normally load images by default) - in this case email open will not be known to our servers and thus not recorded as such. 2. Once the initial recipient's opens are recorded, the email will not be further tracked if it is forwarded to someone else (i.e. image uses a unique code for each email recipient. Thus, if someone forwards the message, our servers can't know if it was opened by the original recipient or someone else it has been forwarded to)
Tracking if a link is clicked
Wild Apricot modifies all links so they are first redirected to another address where the clicks are tracked / counted, and then on to the actual link address. This process should be invisible to the recipients.
Enable tracking in system emails

To enable email tracking in system emails, go to Settings > Organization details and check the "Tracking" box on the right side of the page.
Enable tracking in manual emails

Enable / disable tracking specifically for each manual email by checking the box labeled "Enable link and open email tracking".
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Viewing email usage statistics

To view who opened the email and if they clicked on any links within the email, go to Settings > Email log.
See also
Contact Email Settings and Email Log
Managing Undeliverable Emails

Managing Undeliverable Emails
Email sending is disabled automatically for contacts with persistent delivery problems Finding emails with Delivery Problems Re-enabling a disabled contact's email Cleaning out bad emails individually or in bulk How Email Delivery Works See Also Wild Apricot allows you to track the delivery status of all emails - (e.g. failed or delivered). This is shown with in the Delivery column of the email log as well as the email details screen for each individual emails.
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You can see more details by clicking on the email details screen where you'll find a log of the delivered and failed emails. Clicking on the "Failures" tab will give you a list of failed deliveries. This list includes the intended recipient, their email address, the response from their mail server (the reason for the failed delivery) and a history of recent failures. The items in the 'response' log will vary but check our Troubleshooting Email Delivery Failures guide for some common examples.
Email sending is disabled automatically for contacts with persistent delivery problems
Contacts that have persistent email delivery problems (i.e. address doesn't exist, refused, failed permanently, etc.) will be flagged in the system as having delivery problems. We use a special algorithm to determine how serious an email delivery failure is (e.g. mail box is full is not as bad as address doesn't exit) and when to disable delivery.
Finding emails with Delivery Problems
You can find all the contacts with delivery problems using the filter 'with email delivery problems' in the drop down illustrated below.
Re-enabling a disabled contact's email
If you want to re-enable email delivery for a contact you need to update their email address.
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Cleaning out bad emails individually or in bulk
You can individually remove contacts with bad emails (e.g. archive them) or you can do this in bulk. Mass archiving of contacts with email problems is done using advanced search, export and import (see bulk updates)
.
How Email Delivery Works
The reality is getting an email from your account into your recipients inbox involves many steps. Below is a very simplified version of how an email starts from your account and reaches or doesn't reach your recipient. If your emails do fail at the 4th step see our troubleshooting guide for some common responses you will find your logs. As well has how you can resolve them.
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See Also
Emails blasts Tracking Emails Member and contact - email settings Troubleshooting Email Delivery Failures
Troubleshooting Email Delivery Failures

Troubleshooting Email Delivery Failures
See the illustration below for an overview of steps involved in delivering emails you send into your recipients inbox. If something does go wrong, you would usually get a response message from the recipients mail server (see: step 6a) that explains what went wrong - see below the table with common error codes.
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Common Errors and Responses
Below are a list of common responses you may see in your failed deliveries - and our suggestions on how to deal with them. Of course, feel free to contact our technical support if you need any help or have questions. Response code 421 450 451 452 500 501 502 503 504 550 551 552 553 Description Service not available, closing transmission channel Requested action not taken; mailbox unavilable or busy Requested action aborted, local error in processing Requested action not taken, insufficient system storage Syntax error, command unrecognized. Also command line too long Syntax error in paramaters or arguements Command not implemented Bad sequence of commands Command parameters not implemented Action not taken. Mailbox unavailable. Not found, not accessible User not local, please try <suggestion> Exceeded storage allocation Mailbox name not allowed. Mailbox syntax may be incorrect Suggested Resolution Retry or Notify recipient Retry or Notify recipient Retry or Notify recipient Retry or Notify recipient Notify Wild Apricot support Notify Wild Apricot support Notify Wild Apricot support Notify Wild Apricot support Notify Wild Apricot support Retry or Notify recipient Retry or Notify recipient Retry or Notify recipient Retry or Notify recipient
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554
Transaction failed
Retry or Notify recipient
Using macros in emails

Macro names Custom fields macros Accessing Macro List Example
Using macros in emails

A macro is a special code that is substituted (replaced) with information for each specific recipient from your database. So when sending mass emails macros allow you to send specific info about each member, by replacing the macro with each member's info. Like a mail merge in Word, macros simply "pull" from data that has already been defined elsewhere (e.g. organization and contact information). This makes sure that all emails have the right information for the recipient and aren't marred by any typos made from re-typing information that has already been entered (like event dates). For example the macro {Contact First Name} will be replaced with your actual first name when you open the email.
Macro names
Macros can take information from different parts of Wild Apricot. All macros follow a naming convention so you can tell where the information is coming from. From Contact database Member database Event database Donation database Organization / Association information (Information like Organization name etc) Macro {ContactField Fieldname} {MemberField Fieldname} {EventField Fieldname} and {Event Fieldname} {DonationField Fieldname} {Organization Fieldname}
Please note that there are some duplicated macros - they display the same information but have different names, for example {Contact Email} and {ContactField e-Mail}. This will be cleaned in future updates, for now use either one.
Custom fields macros

You can use the custom fields you create in different areas of Wild Apricot in different emails. The following table shows which types of custom macros will be available for which emails: Email Contact e-mail blast Membership registration and renewal e-mails Macro availability All contact system fields All contact custom fields excluding Admin-only ones All contact system fields All contact custom fields excluding Admin-only ones All membership fields allowed to this particular Membership Level only and excluding Internal-use ones {MemberField All} - this will include all field titles and values for a member email is related to. Event registration and reminder All Registration system fields All Event system fields All Registration custom fields from ALL future events. If there are no future event then it will take latest passed one. {EventField All} - this will include all field titles and values for this event (system Registration, system Event and custom Registration fields) All system Registration and Event fields All Event Registration custom fields All Contact custom fields without admin-only ones
Event announcement
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Event attendees of a particular Event newsletter Donation confirmation e-mail
All system Registration and Event fields All Event registration custom fields All Contact custom fields All contact custom fields All donation custom fields
Accessing Macro List

To access the list of available macros for the email you are editing click on the {Macro} button:
Example
Lets say we want to customize the automatic member activation email so it notifies the member about their membership level, renewal due date and how to change the hobbies they listed on their profile.
Note: Certain Macros are only available in specific emails only. For example Membership level and Renewal date are available in the activation e-mail template but are not available for regular e-mail blasts templates.
First select and insert the appropriate macros:
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Then place the macros in the appropriate sections of the email template:
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When each member opens the email they will not see the macros, instead they will see their own name, hobbies, renewal date etc.
A list of macros
A list of macros with short descriptions
What are macros? Organization fields System contact fields Custom contact fields System member fields Member field - link Custom member fields Membership macros System event information macros Event registration details macros Event macros from custom contact fields Event macros from custom event fields for current event Donation system fields Macros from custom contact fields Custom donation fields from "donation fields" page Invoice Payment receipts
What are macros?

Macros (or email macros) are used in your emails to insert corresponding information for each specific recipient from your database. With the help of macros you can customize your automatic system emails, your regular manual email newsletters, and much more. For more information and examples see Using macros in emails. This page is a reference for all the macros that we have in the system with a short description and example.
Organization fields
macro
description
example
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Organization_Name Organization_Contact_Email Organization_URL
Organization name from Settings / Organization details Contact email from Settings URL of your organization
Company Inc. Admin@MyCompany.com http://MyCompany.domain.com/
System contact fields
macro User_ID Contact_BalanceAmount Contact_Password_Reset_URL Contact_Password Contact_First_Name Contact_Last_Name Contact_Organization Contact_Email ContactField_Phone
description Each contact is automatically assigned a Contact ID number Shows current contact balance Links to "reset password" page Contact's password First name from contact card Last name from contact card Organization from contact card Email from contact card Phone from contact card
example 404760 $120 http://assocUrl/Sys/ForgottenPasswordRequest
John Smith Company Inc. JohnSmith@company.com 8 888 888 88 88
Custom contact fields
macro ContactField_Contact_Text ContactField_Multiline_text
description
example Contact text Contact multiple text Contact multiple text Contact multiple text item1, item2, item3 item1 item1 (check mark)
ContactField_Multiple_choice ContactField_Radio_buttons ContactField_Dropdown ContactField_Rules_and_terms ContactField_All * (* macro that combines several macros and other information) macros and information included: ContactField_Member_ID Contact_First_Name Contact_Last_Name Contact_Organization Contact_Email ContactField_Phone All contact database fields (except picture, section divider, fields for internal use)
Member ID: 404760 First name: John Last name: Smith Organization: Company Inc. e-Mail: JohnSmith@company.com Phone: 8 888 888 88 88 Contact_Text: Contact_Text Contact_Multiline text: Contact_Multiline text
System member fields
macro
description
example
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MemberField_Group_participation
Lists groups that member belongs to
group1, group2
Member field - link
macro Member_Profile_URL Member_Public_Profile_Url Unsubscribe_Url
description Link to member profile page Link to public member profile Link to "unsubscribe" page
example http://assocUrl/Content/Members/MemberProfile.aspx http://assocUrl/Content/Members/MemberPublicProfile.aspx?memberId=893747 http://assocUrl/Common /Unsubscribe.aspx?email=vins%2540bonasource.com&type=2&person=1
Custom member fields
macro MemberField_Text MemberField_Multiline_text
description
example Text Multiple text Multiple text Multiple text Multiple text item1, item2, item3 item1 item1 New choice1, New choice2, New choice3 New choice2
MemberField_Multiple_choice MemberField_Radio_buttons MemberField_Dropdown MemberField_Extra_charges_multiple_choice MemberField_Extra_charges_radio_buttons MemberField_Rules_and_terms MemberField_All * (* macro that combines several macros and other information) macros and information included: MemberField_Group_participation All member database fields (except Password, picture, section divider)
Group participation: Main Group, Sub Group Text: Text Multiline text: Multiline text Multiline text Multilinetext Multiline text MemberField_Rules_and_terms:
Membership macros
macro Member_Renewal_Date Member_Next_Renewal_Date Member_Since Member_Status Member_Level_Fee
description Member renewal date (according to account date format) Member next renewal due Member since date Status of member Level fee
example 20 Aug 2011 20 Sep 2011 20 Apr 2011 Active $100.00 (USD)
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Member_Level Member_Level_Full * (* macro that combines several macros and other information)
Name of membership level macros and information included: Member_Level ( Member_Level_Fee )
Gold member Gold member ($100.00 (USD))
System event information macros
macro Event_Title Event_Date Event_Time Event_EndDate Event_EndTime Event_TimeZone Event_Location Event_Details Event_Extra_Info Event_Url Days_till_Event Event_Payment_Instructions
descriptions
example Wild Apricot 5 years celebration 16 Nov 2011 3:30 PM 16 Nov 2011 7:30 PM EST Zelenograd
Text from section Description in Event card -> Event details tab Text from section "Additional event information to be inserted in registration confirmation email" in Event card -> Event details tab
Text Text http://fake.event_url.com/ 3
Text from section Payment instructions in Event card -> Event details tab
Text
Event registration details macros
macro Registration_First_Name Registration_Last_Name Registration_Email Registration_Guest_Count Registration_Guest_Names * (* macro that combines several macros and other information) Registration_Price * (* macro that combines several macros and other information) Registration_Guest_Total_Price * (* macro that combines several macros and other information) Registration_Type Unsubscribe_Url
description First name from event registration card Last name from event registration card Email name from event registration card Number of guests macros and information included: List of guest names Guest_First_Name Guest_Last_Name, Guest_First_Name Guest_Last_Name, .... macros and information included: Price of registration type + SUM(extra cost from registration form for attendee) + Registration_Guest_Total_Price Registration_Guest_Total_Price macros and information included: SUM( Registration Guest Price ), Registration Guest Price = Price of registration type + SUM(extra cost from registration form for current guest) Name of registration type Link to page for unsubscribe
example John Smith JohnSmith@company.com 5 Mary Smith, Jenny Smith
$2000.00
$200.00
Full day
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Event macros from custom contact fields
macro EventField_First_name EventField_Last_name EventField_Organization EventField_e-Mail EventField_Phone
description First name from event registration card Last name from event registration card *Organization* from event registration card Email from event registration card Phone from event registration card
example John Smith Company Inc. JohnSmith@company.com 8 888 888 88 88
Event macros from custom event fields for current event
macro EventField_Text EventField_Multiline_text
description
example text multiple text multiple text multiple text item1, item2, item3 item1 New choice1, New choice2, New choice3 New choice2 item2
EventField_FirstEvent_Multiple_choice EventField_FirstEvent_Radio_buttons EventField_FirstEvent_Multiple_choice_with_extra_cost EventField_FirstEvent_Radio_buttons_with_extra_cost EventField_FirstEvent_Dropdown EventField_FirstEvent_Rules_and_ terms EventField_All * (* macro that combines several macros and other information) macros and information included: Registration_First_Name Registration_Last_Name All custom event fields (except section divider, Picture) All custom event fields for this event (except section divider, Picture)
First name: John Last name: Smith Organization: Company Inc. e-Mail: JohnSmith@company.com Phone: 8 888 888 88 88 Contact_Text: Contact_Text Contact_Multiline text: Contact_Multiline text ... All custom event fields With car: yes ... All custom event fields for this event
Donation system fields
macro Donation_Number Donation_Date Donation_Amount
description Number of donation Date Amount
example 00007 20 Jun 2011 $25.00
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Donation_Tender Donation_Comments Donation_PublicMemo
Tender Comments from donor Text from donation field "Comments for payer"
Cash Text Public memo text
Macros from custom contact fields
macro DonationField_First_name DonationField_Last_name DonationField_Organization DonationField_e-Mail DonationField_Phone
descriptions First name from contact card Last name from contact card Organization from contact card Email from contact card Phone from contact card
example Mary Smith Company Inc. mary@company.com 8 888 888 88 88
Custom donation fields from "donation fields" page
macro DonationField_City DonationField_Comment DonationField_All * (* macro that combines several macros and other information)
description Donation fields from donation form Donation fields from donation form macros and information included: include all contact fields and donation fields (except amount, picture, section divider) DonationField_First_name DonationField_Last_name DonationField_Organization DonationField_e-Mail DonationField_Phone DonationField_City DonationField_Comment
example Toronto Text First name: Mary Last name: Smith Organization: Company Inc. e-Mail: mary@company.com Phone: 8 888 888 88 88 City: Toronto comment: Comment
Invoice
macro Invoice_Number Invoice_Date Charge_Amount Amount_Owing Amount_Paid Invoice_Status Invoice_Origin Invoice_Details * (* macro that combines several macros and other information)
description Invoice number
example 00003 20 Jun 2011 $150.00 $150.00 $0.00 Unpaid Membership application: "Gold member"
macros and information included: Table with invoice details Invoice_Origin Charge_Amount
Item Membership application. Level: Gold member
Amount $150.00
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Invoice_Details_URL Invoice_PublicMemo
Link to Invoice Details in public profile Text from invoice field "Comments for payer" Public memo text
Payment receipts
macro Payment_Date Payment_Amount Payment_SettledAmount Payment_Tender Payment_AvailableBalance Payment_SettlementsTable * (* macro that combines several macros and other information)
description
example 20 Jun 2011 $12.23 $12.23 PayPal Standard $0.00
macros and information included: Payment_Date, Invoice_Number, Invoice_Origin
Date: 20 Jun 2011 Document: Invoice 00006 Settled amount $15.00 Membership application: Invoice total $15.00 "Gold member" Due $0.00
Payment_Instructions
Set on "Payment settings" page in section "Payment instructions" -> "For member transactions and member profile notice" Text from payment field "Comments for payer"
Text
Payment_PublicMemo
Public memo text
Working with Email Drafts

Working with email drafts
Wild Apricot lets you save an email you are working on so you may finish it or send it at a later time. Creating Email Drafts Find and Edit Saved Drafts Sending Email Drafts See also
Creating Email Drafts

Email drafts are created by simply saving an email you are currently working on. For instructions on how to create an email, see Sending email blasts. To save the email as a draft, click on [Save and close].
Find and Edit Saved Drafts

Your saved drafts can be found by going to Settings > Emails > Email drafts. Click on the email to resume editing it.
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Sending Email Drafts

You can send an email draft in two ways. The first way is to select the email by going to Settings > Emails > Email drafts and then send it as you would any other email. This will send the email to contacts originally selected when you created the draft. Another way to send it is by going to the Contacts or Members tab and find the set of members you want to send the draft to (as when sending a new email) and then click [Email contacts] or [Email members]. This is what you will see on the next screen:
Choose to use a saved draft then click Next to see this screen:
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Here you can choose whether to send it to the currently selected list of recipients or to the list of recipients that was saved with the draft. Below that you can select the draft email you want to use in the table (the selected row will become highlighted) and click the [Next] button to proceed to edit the email. In the table you will see the following information: Date - The date the draft was created Subject - The subject line of the email draft Created by - Who created the email draft (and their email address) After selecting the email and proceeding to the next screen you are given the opportunity to make changes to the email before you send it. Once you send an email using a draft, that message no longer shows up as a draft email. It can be found on the list of previously sent emails.
See also
Sending email blasts Contact Email Settings and Email Log
Online self-service
Online self-service
Self-service for your users Member and contact - edit profile Member and contact - email settings Member Photo albums Member self-service functions View account history and pay invoices
Member and contact - edit profile

Members and contacts - accessing own profile information
Accessing the profile Common profile functions for all contacts and members Viewing and Editing the Profile Email Subscriptions Invoices and Payments Additional profile settings for members Privacy My Directory Profile Photo Albums See also Wild Apricot sites have numerous self-service options for members and contacts. Most of these options are available from their profile.
Note: Lapsed and Archived members will not be able to edit their profiles (see Access control by member status)
Accessing the profile

Members and contacts can access their profile by logging in (see Authorization required message)
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Note: when members log in, they are sent to the first members-only page that they have access to (see Website Pages with Restricted Access) Clicking the View profile link will allow them to view their profile.
Common profile functions for all contacts and members Viewing and Editing the Profile
After clicking on the View profile link, the user will see their key profile information. The following image shows the profile of a member:
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To update their profile, they can click on the [Edit Profile] button:
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To save the changes, they can click on the [Save] button.
Email Subscriptions
This page allows to enable or disable their email settings (see Member - emails settings)
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Invoices and Payments

Following this link allows members to view their history of invoices and payments - and pay open invoices (see Paying invoices):
Additional profile settings for members Privacy

The Privacy link allows a member to specify the specific fields that are visible to everyone, other members, or hidden from everyone else (see Privacy settings)
Note: A member can hide a profile altogether by un-checking the Allow to show profile option.
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Click on [Save] button to save settings, [Cancel] to exit without saving.
My Directory Profile
Click on My Directory Profile to see how your profile is displayed to others based on your Access by others settings.
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Photo Albums
Clicking the [Member photo albums] link allows a member to manage their photo albums (see Upload and manage member photo albums):
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See also
Member contact form Member and contact - email settings Upload and manage member photo albums
Member and contact - email settings

Member and contact - email settings
Overview Online self-service to change email subscriptions settings Changing the email subscriptions Using the Unsubscribe link in emails See also
Overview
Not everyone may want to receive all the emails from your organization. Wild Apricot allows each contact to opt out of receiving some types of emails, while continuing to receive others. For example, one can choose not receive event announcements - and still receive all other emails. Each contact record in Wild Apricot has email subscription settings that control this setting. Both the contact and administrators can change these settings. This page describes how contacts can manage their own email settings (for details on how administrators can manage the email subscriptions see Contact Email Settings and E-mail Log)
Online self-service to change email subscriptions settings

Users can access their Email Subscriptions settings on their profile page (shown after they log in):
There are two main types of emails each contact can control:
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Event notifications - these are automatic event emails such as event announcements (sent to people not yet registered) and event reminders (sent to registered attendees only) e-Newsletters and email blasts - Refers to all manual email blasts from administrators. By default, every new contact will have these email preferences turned on. The Forum subscriptions preference will only appear if a member has already subscribed to the forum updates. See: Forum subscriptions by e-mail
Changing the email subscriptions
Click on the [Edit Profile] button to disable / enable the emails you want. Subscribed means you receive those emails and removing the check mark will unsubscribe you:
The email settings above do not affect other automatic emails such as membership renewal reminders and invoices/receipts Only administrators can disable all those other automatic emails, see Contact Email Settings and E-mail Log
Using the Unsubscribe link in emails

Certain emails sent from your site automatically include an Unsubscribe link in the email. The unsubscribe link will be automatically added to the following emails: Manual email blasts (see Sending email blasts). Event announcements and reminders (see Customizing event emails). Forum subscriptions (see Forum subscriptions by email). When opening these emails, the recipient should see the unsubscribe link at the bottom of the email:
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Clicking the unsubscribe link will redirect the user to a page on your site where they can unsubscribe:
Clicking the [Confirm] button will unsubscribe the user from these types of emails.
See also
E-mail Subscription Form Forum subscriptions by e-mail Contact Email Settings and E-mail Log
Member Photo albums

Member Photo albums
Member Photo albums are personal collections of pictures that members can upload to their profile. They can either create one big album that has all their photos, or create a series of albums - this is handy if they want to show pictures they took from an event you ran or a general meeting. You can configure how many albums members can create and who can see them. The member can also change those settings, so for example if you've made photo albums visible to Everyone, but a member just wants other members to see them they can change their settings to do so. For more information on settings up and using photo albums please see the following pages To configure and set up member photo albums for your site - Configuring member photo albums To configure photo albums for an individual member - Upload and manage member photo albums For how visitors can interact with member photo albums - Viewing member photo albums Member photo albums are different from Photo Album Functional Pages. With those you can create pages in your site navigation where administrators can post pictures of general interest to your site audience - and allow members to contribute. For more information, see Photo album pages
See also:
Photo album page
Member self-service functions

Self-service functions
Member - renew or change level Online member application form Member contact form Upload and manage member photo albums
Member - renew or change level

Member Renewals and level changes
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Renewals Membership Level Change See also Wild Apricot includes many member online self-service features, including the ability for members to renew their membership, change their membership level, and pay membership dues online. To start a renewal or level change, the member must log in. Upon successful login, they will see a 'View profile' link (See Member - edit profile). This link will lead them to their profile page. The top section of this form lists key membership information - Membership level, status, date joined, and renewal date, and provides functionality to change his membership level or renew:
Renewals
Membership renewal options are defined for every level via Membership level renewal policy Clicking on the [Renewal] button will first take user to review their membership details, where they can update their profile details. After clicking [Update and next] and confirming the the renewal, members will be taken to their "Invoices and payments" screen where they can pay for the invoice. See: View account history and pay invoices
Until the payment is made: A Balance Due notification will be shown on the notification bar
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A message will be displayed on the member profile: "Membership renewal initiated, not paid yet." There will be a button to view and pay the invoice.
Renewals can also be processed automatically if automatic recurring payments are used - see Recurring payments
Membership Level Change

The button to change a membership level (e.g. [Change membership level] as illustrated below) will only appear if the security options of the level allow level changes (See Membership levels) Members can choose to change from one level to another regardless of whether that level is paid or free.
Note: The full price of the new membership term will be billed; next renewal date will be calculated based on new level settings and payment date. There is currently no pro-rating based on the previous membership level.
After clicking the button, members will be presented with the list of available membership levels (see below)
Next, they are given the chance to update their profile and asked to confirm,
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Click on [Confirm and proceed with payment] to add the invoice to your profile (see: View account history and pay invoices). After the successful online payment, membership record will be set with a new membership level and renewal date. Until the payment is received, notice about the level change is shown on the member's profile, along with the option to view and pay the invoice.
See also
Automating membership renewals Manual member renewal Membership levels
Online member application form

Online member application form
Overview Application Process Filling in Member Details for selected level Submitting the Application Paying for the Application Recap of what is required to setup your online member application form Application page settings Description Membership levels See also
Overview
Wild Apricot comes with an integrated online member application form. If your Wild Apricot site does not have it yet, see How to add web pages. You can have multiple application forms on your site, and it is possible to adjust the settings on each application page so that only specific membership levels are shown. Once the application is submitted by a prospective member, the new member record is automatically added into your database and a number of automatic actions take place, such as application invoice is generated, password and application initiation emails are sent, etc. See Member applications workflow.
Application Process
Membership level selection page The 1st step of the application process is the membership level selection, which will be followed by filling in the member details (this step is skipped if there is only one membership level enabled for this particular application form). On this page, a prospective member can select what membership level they want to apply for.
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Each listed level is shown with Subscription period, Automatic renewal and Description fields (if entered). Levels are sorted alphabetically, so if you need to re-order them you would have to rename them (you can also use numbers in front of the names). Only the membership levels the public are allowed to apply for will be listed here (vs. you can have some levels where members can only be added manually by the administrators), see Membership levels.
Filling in Member Details for selected level
This page shows all the application fields for the previously selected level and is generated automatically based on your settings: Common fields - These fields are common to all contacts and forms and display regardless of the level being applied to (see Customizing your contact database fields) Membership fields - These are additional fields that apply to members only. All custom membership fields can be restricted to specific member levels only, this way different member levels will have different fields. See Customizing your member database So before you proceed you have to make sure that all of your Common fields and Membership fields are set up as needed. On all registration forms the the Common fields are shown at the top while the rest of the fields (Membership fields in this case) are shown below.
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Submitting the Application
The application is submitted after you click [Confirm and proceed with payment] and only then is a new contact / member record added into the system. At this point there are a number of emails that can be automatically sent to the applicant: Invoice is automatically generated, and your Invoice and receipt settings determine if it is emailed to applicant Password is automatically generated and emailed (this password email can be customized from Settings -> Password email) Application initiation email can be sent depending on your Member applications workflow set-up
Paying for the Application
On the Invoice and Payments page the user can pay the application invoice (plus any other open invoices e.g. for events) using the [Pay Online] button (assuming that online payment is enabled - see Online Payments)
Recap of what is required to setup your online member application form
Set up membership levels - see Membership levels Set up your database fields Common fields - see Customizing your contact database fields Membership fields - see Customizing your member database
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(For differences between Common and Membership fields see Contact Vs Member records) Set up your online payment - see Online Payments
Application page settings

After you have added the membership application form page you can edit it. It will allow you to set a description and whether or not you want to show all membership levels or just some selected levels. To start click on [Edit settings] button on top (left) panel. See Customization of functional pages.
Description
You can enter a text message which will appear at the top of your member application form (on both parts described above). You can also use formatting options and insert links, pictures, and documents.
Membership levels
You can specify what membership levels you would like to include on this particular online application form page.
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In the simplest case, create one membership application page and select All levels. Here is a more complicated setup: Let's say you have created these membership levels and customized a different membership form for each one: Regular membership Premium membership Discounted membership for students Discounted membership for teachers Thereafter you can create 2 separate membership application pages: Membership application (include Regular membership and Premium membership) Special discounted memberships (include Discounted membership for students and Discounted membership for teachers)
See also
Getting Started with Membership Management Automating membership renewals
Member contact form

Member contact form
Sometimes you or your members may want to be contacted by other members or visitors to your site, without revealing your email address. Wild Apricot includes a Member contact form to allow your members to be contacted while still maintaining their privacy.
Controlling the form's visibility
You can set up the Send Message form so that it is visible to All visitors Members Only No access These settings are independent of the email visibility. Default settings You can set up the default settings for all member profiles by going to Settings -> Membership settings -> Member profile page
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Note: Change in default settings will apply to member records created from moment you made this change. Existing member records are not affected by this setting - you need to update them either manually one by one or through bulk update via export/import. Setting the level for an individual contact You can also set the access level to the form on an individual contact, for example if they've indicated they don't want to be contacted at all. Go to the Contact record you want to setup, and select Privacy Settings
Member setting their own level Members can also set their own visibility level for the form on their own profile (See: Member - edit profile).
Using the form
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To contact a member using the contact form go to the member's profile:
Depending on the access level set for the contact form, either members or visitors will see a button next to the member's name on their profile. Clicking on this button will bring up the contact form.
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The fields available are Message subject Body Reply name Email Clicking send will send an email to the member from your organization. The message will let them know that they are being contacted from your site and include the information that the correspondent has filled out on the form. If they wish to contact the correspondent directly, all they have to do is reply to the message in their email program.
Anti-Spam settings
In order to make sure that you (as a message receiver) are not bombarded with spam, visitors to the site have to prove they are real people by filling out a series of 6 random letters and numbers displayed to them. This feature is optional for logged in members. For more information and how to configure this, please see Anti-spam settings (Captcha)
While the form can be used to protect the member's privacy by not revealing their email, if they choose to reply to the message they will be revealing their email to the sender
Upload and manage member photo albums

Upload and manage member photo albums
Sharing photo albums Album directory Creating an album Uploading and managing photos Captioning photos Notes Members can upload photos and display them in albums on their profile. In order for them to do this, you must first enable and configure photo albums.
Sharing photo albums
Photo albums are shared from the member's profile page. Members can configure their access the same way that they can any other field on their profile (see: "Access by others" on Member and contact - edit profile)
Album directory
Clicking the "Photo albums" link will display icons for all of the albums as well as their album total and what their maximum amount allowed is (if any).
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Under this will be links to all albums - the name of the album plus the number of pictures in that album. A picture from each album can be designated as the "cover" and is used as an icon for that album.
Creating an album
If the member is viewing their own profile they will be able to create an album by clicking on Add album. Members must create an album before they can upload any pictures.
Name (required) - This will be displayed under the cover for the album and should identify its contents. Description - This displays as a subheading in the album itself. The admin can limit the number of albums that a member can create. Once that number has been reached the member will be unable to create any more albums unless they delete one of their existing ones. They can continue to add pictures to their albums even if they have reached their album limit.
Uploading and managing photos
In each album, the member will have the following actions available to them:
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Upload photos - The member can upload up to five (5) photos at a time. They must be in either jpg, gif, png or tif format. As well, each album can have a maximum of fifty (50) photos Edit details - They can edit or change the name and description of the album. Delete album - Note This will also delete any photos that are in the album.
There are size limits for each individual photo as determined by your billing plan: Free - 5 MB Group - 10 MB Community - 25 MB Professional - 50 MB Enterprise - 100 MB For more information on file limits, see File Management.
Any picture that has a border around it is the cover for that photo album and will be displayed as an icon for that album on the member's profile. Moving the mouse pointer over any picture gives the member the ability to either Set as cover (if it is not already) or Delete the photo. Captioning photos Clicking on any photo will open it in full size. Under the photo will be a link "Add caption" where you can enter a brief description that will be visible to people who look at. At the top of the page will be buttons to let you make the photo the cover for the album or to delete it.
Notes
Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild Apricot website This can happen if your images use CMYK color space instead of RGB one. Normally web images are saved with RBG color space and images meant for printing are saved with CMYK color space. Some systems only support images with RGB color space, not CMYK. You can get more information on color spaces by clicking here. To determine an image's color space go to: http://regex.info/exif.cgi To convert an image from CMYK to the supported RGB color space you can use the free online tool found here: http://www.pixlr.com/editor/ Just open your image and save it as .jpg - this will automatically save it in RGB color space.
Viewing member photo albums

Viewing member photo albums
Photo albums are displayed as part of the profile page for the member. Depending on the level of access given they can be displayed to either everyone who sees the member's profile, just members, or not be displayed at all - see Privacy settings Visitors to the member's profile (be they members or not) will see the photo albums displayed just under their Profile details.
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Clicking on any of the albums will take the visitor into the album and show them thumbnails of all the pictures. Under the pictures will be any photo captions created by the member.
Clicking on any picture will display the full-sized image, as well as give them links that allow them to navigate through the photo album.
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View account history and pay invoices

View account history and pay invoices
Reviewing financial history - invoices and payments Paying open invoices See also Wild Apricot offers a number of online self-service functions for your members and other contacts, including the ability for each contact to access their financial history - "invoices and payments" - along with the ability to pay for one or multiple invoices at any time online. They can do this by logging in and going to the Invoices and payments tab:
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People will also end up on this tab in other situations. For example, any transaction such as event registration or membership application ends up at the Invoices and Payments tab for payment.
Reviewing financial history - invoices and payments

Any record on Invoices and payments tab can be opened and reviewed in detail. If a contact needs to review his event registration information, he can find a corresponding invoice and open the details.
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From invoice details, click on Event registration link to see the specifics of past event registration.
Paying open invoices

Invoices with open balances (unpaid or partially paid) will be shown at the top of the screen. It is possible to select and pay for multiple invoices in one payment (with the exception of a recurring membership that has to be paid in a separate transaction, see Recurring payments)
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Invoices can be generated in several ways, such as: after completing a transaction event registration and/or membership application or renewal. At the end of each transaction, the system will generate an invoice and then present them at the Invoices and payments tab. Here is an example of what a contact will see after he applies for a membership and registers for an event
After receiving an invoice via email.
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And when a contact receives an emailed invoice, it can be opened by clicking on the link to review and pay online.
Note, a contact can always choose to open Invoices and payments tab by going to a profile page first, to see if there are any other open
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invoices, and then pay for all of them in one transaction.
After a contact selects the invoice that he wants to pay, they can click on Pay button and proceed with online transaction. The payment steps will depend on the payment processor, for more details see Online Payments After the successful payment, Wild Apricot will create a payment record and settle it with corresponding invoices
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See also
Invoices - Overview Member and contact - edit profile
Website and Content Management

Website and Content Management
If you're new to Wild Apricot or building your own Websites read our Getting Started with Websites guide. Setting up your website Customizing your website look and feel Using your own domain Domain management Tracking website visits Blog module Forum Module Anti-spam settings (Captcha) Managing your web pages Page Management Adding interactive pages Online Forms Controlling access to web pages Printing web pages Working with website content Editing web pages Inserting Links Inserting pictures Inserting documents Extending web pages with third-party tools Adding flash to your site
Administrative and Member Views

Administrative and Member Views
Overview Switching Between Different Views Switch to Member View Switching to Administrator View Member View Limitations and Notes
Overview
When you're logged in as an administrator and working on your site you may want to see what a certain page looks like from the perspective of a member. To do this simply using the administrative/member switch tool (see screenshot below) to switch between 'admin view' and 'member view' of the site. (Note: This only works if your administrator record has active membership associated with it) Previewing pages in the 'member' view is important because which fields, members, menu links, events, pages and blogs will appear to your members will depend on their membership level access. Currently Wild Apricot has 4 different 'views' or types of access to the account and the website or pages that you generate via it's tools. 1. Public - What any visitor would see or what a logged out member or administrator would see. 2. Member - Anyone currently logged into your site. Their specific membership level will determine which information is visible (i.e, membership applications, pages, events,etc) 3. Limited Administrator - Limited Administrators will have access to certain administrator only features but which of these features they see will depend on their access (see Managing site administrators) 4. Full Administrator - Full Administrators have access to all information on the website as well as the administrative backend of the account
Switching Between Different Views Switch to Member View

To switch to the member view simply click on the link in the upper right. If you do not see a link here you will need to assign a membership level to your administrative account (see Assign Membership to Contact ). Once assigned you will be able to view the site as a member of the level you have assigned to your administrator. From this "member view" you can experience the site as any of your members (with you current membership level) would. This allows you test different features of Wild Apricot sites from the perspective of a member (i.e, registering for an event, editing your privacy settings,etc).
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Switching to Administrator View

Once you click this button you will be taken to your website, however you might have already noticed a special addition in the top right corner - a switch to go back to the admin view.
Login Page Location Once you logout of administrative View, Wild Apricot will remember the last page that you were on so if you're in member View before you logout, you will return to the page in member View on your next login.
Member View Limitations and Notes

Does not include the ability to preview of Event Registration forms Does not work with Widget based sites
Content pages vs. functional pages

Content pages vs. functional pages
Wild Apricot websites can have two types of pages: Content Pages and Functional Pages. Both types of pages can be moved around the menu, have subpages (child pages), renamed, hidden from public users and members, set for public access or to certain member levels / groups only (See Page Management). Page type is selected when you create a page (See How to add web pages) and CANNOT be changed afterwards. Content pages can contain formatted text, pictures, links, downloadable documents and third-party widgets. Functional pages are pre-built 'modules' which provide certain interactive functionality. Each module has a specific set of settings which are accessible via [Edit settings] button in the toolbar on that page. See Functional pages for more information
See also:
Functional pages Customization of functional pages
Customization of functional pages

Customization of functional pages
Wild Apricot website provides a number of built-in interactive pages, including various online forms - Member Application, Event Registration, Donation. (See Content pages vs. functional pages). These pages are generated automatically and can be customized in the following ways:
1. Customizing introductory text
Most functional pages have a section at the top called 'Description' To customize this text go to your functional page and click on [Edit settings] button. Use top tool bar for farther customization. You can insert links, pictures and documents to provide more comprehensive instructions to your members. Here is an example of Member directory page been customized to include search option instructions:
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2. Customizing page-specific settings
Settings are specific to each page type. For example event calendar view, member directory fields to show. See Functional pages.
3. Customizing look and feel, hiding/changing formatting of various parts
This can be done by either our new point-and-click interface (see Customizing colors and styles), or CSS Customization which requires web design knowledge. See the examples of customizing some of the functional pages: Customizing online form pages via CSS
Functional pages
Functional pages
Functional pages are pre-built 'modules' which provide certain interactive functionality. Each module has a specific set of settings which are accessible via [Edit settings] button in the toolbar on that page (See Customization of functional pages). The following functional pages are currently available in Wild Apricot: Events list (and automatically generated pages for each individual event) - See Publishing your event calendar Online Member application form - See Online member application form Online donation form - See Online donation form Member directory - See Member directory Member profile page - special page which is not shown in the main site menu but only accessible from member's special menu after login - See Member - edit profile. Blog - See Blog module Discussion Forum - See Forum Module Forum summary - See Forum summary page Restricted access section - See Website Pages with Restricted Access Subscription form - See E-mail Subscription Form
Adding a Functional Page via Page Management screen:
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You can add multiple functional pages of the same type. For example: create multiple online member application forms; one for free members and one for paid members (See Online member application form) create multiple subscription forms, one for each type of e-mail you want to send out categorize your events into 'social' and 'learning' (See Event categories (tags, labels)) and then create one event list webpage (Publishing your event calendar) with social events and another one with learning events - and a third one with all events. add a couple of member directory pages; list only members with 'Sponsor level' in one and 'Regular members' in the other. (See Member directory) add a public discussion forum and members-only discussion forum. have a public blog and a private blog only for your members.
Online Forms
Online Forms
Integrated online forms Adding other custom forms Online forms are interactive webpages that allow users to enter some data and then submit it back to the website for further processing, for example: event registration form membership application form feedback form
Integrated online forms

Wild Apricot system contains a number of integrated online forms - meaning that you can add them to your website in a few seconds - and they will automatically interact with Wild Apricot modules for further processing. One simple example: You can add an online membership application form and it's submission can trigger a number of different automatic actions according to your settings, e.g.: Automatically add new record to your contact database Allow new member to access premium content on your website Send automatic confirmation and/or payment receipt to the new member Display new member record in your online member directory Send a notification to site administrator
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Wild Apricot online forms can be customized in a variety of ways. For example, you can have one event registration form where you can setup a meal selection (with extra cost) and where only members of defined membership level can apply, and you can also have another event registration, where you would just ask for event attendee name and e-mail. These are the online forms integrated into Wild Apricot: Online member application form Event registration form Online donation form E-mail subscription form See Functional pages for a full list of interactive pages and forms available in Wild Apricot.
Adding other custom forms

If you want to add a custom form for any other particular need (for example: contact us form), you can insert HTML forms, for more information see Inserting HTML forms - or embed forms from a third party provider such as Wufoo. In this case information collected through custom forms will have no integration with Wild Apricot - meaning that Wild Apricot will not be storing or processing data from these forms.
Page Management
Page Management
Page Management - Overview Page Management - Add New Page Page Management - Custom Url Page Management - Set Access Level (Page Visibility) Page Management - Meta Tags Page Management - Moving pages Public and Member View Modes See also:
Page Management - Overview

In Page management you can manage all your webpages and perform page related functions such as: View your pages at a glance Add new pages Rename pages Add custom Urls to your pages move pages around and change your page structure define page titles, meta tag descriptions and meta tag keywords for individual pages hide / show pages set page access settings (page visibility); To access Page Management - click the [Manage this page] button or the [Page management] link under the Web Pages section or via Settings / Page Management.
Different symbols are used to denote page types and page settings: - This is a Content page, see Content pages - This is a functional page, see Functional pages - This is a hidden page, accessible to admin only, see Page visibility
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- This page is restricted to members only, see Access restricted pages - This public page can be viewed by anyone
Sub-pages are shown indented e.g. in above "blog" and "sub-page example" are both sub-pages, see also multi-level pages. If you drag and drop a page A onto page B, then page A becomes a sub-page of page B. Click on a page to customize the page (e.g. to rename the page, set custom url, define metatags etc) - click on it again to close page customization window.
Page Management - Add New Page

To add a new page click on [Add new page], see also adding pages.
Page Management - Custom Url

You can add your own custom Url to any of your Wild Apricot pages (except for the homepage), see also custom urls.
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Click on [Save page structure] to save your changes.
Page Management - Set Access Level (Page Visibility)

Access to each of your pages can be granted to Anybody, Selected Membership Levels only, Selected Groups Only or or Admin Only. (See also Page visibility)
Anybody: Anyone who visits your site can see this page - this setting is disabled for member-only pages Selected membership levels: If the page is an access restricted section page, only members who belong to one of the specified member levels can view and access the page - this setting is disabled for non-restricted pages; Selected groups: Only members in any of the selected Groups can access the access restricted page - this setting is disabled for non-restricted pages Admin only: Only the admin has access and the page is hidden from everyone else Click on [Save page structure] to save your changes.
Page Management - Meta Tags

To define page titles, meta tag descriptions and meta tag keywords click on the Meta-Tags link. See also search engine tools.
Page Management - Moving pages

You can drag and drop any page to any location in the page hierarchy, and make any page (except the homepage which can only be the parent page) a sub-page or not , see Subpages and multi-level pages.
Public and Member View Modes

To see how the site looks like to the public you will need to logout first. If you are both an administrator and a member you can switch between admin mode and member view using the link at the top:
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See also:
How to add web pages Custom URLS Subpages and multi-level pages Invisible pages Search Engine Optimization (SEO) Tools - Page Title and Meta Tags
How to add web pages

How to add web pages
How to add web pages Overview You can add new pages in one of two ways Adding a new page - Via Web Pages Adding a new page - Via Page Management Copying Pages Deleting Pages Content pages - Page templates
Overview
Wild Apricot allows you to add as many web pages as you need. Pages are automatically added to your website navigation menu. (You can hide them from the menu by making them a child of an invisible page). You can keep a page invisible to others while you are working on it. See Page visibility] You can organize your website menu into a 'tree' with up to three nested levels. See more: Subpages and multi-level pages You can restrict page access to specific membership levels or members belonging to particular groups. See Website Pages with Restricted Access There are two different types of pages - pages with content (text, pictures etc.) and pages with interactive functionality (online forms, member directory etc.) See Content pages vs. functional pages New trial accounts come with a few sample pages to help you get started. You can edit these sample pages or delete them as needed.
You can add new pages in one of two ways Adding a new page - Via Web Pages
Go to Webpages tab and click on [Add page].
This will bring up a window where you can select page type, which can either be a Content page:
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Or you can choose a Functional page:
Page name: Enter the new page name as you want it to appear on the website menu. Check the 'Visible' checkbox if you want this page to immediately become available to the public and/or members. Otherwise, leave it empty and it will only be accessible to authorized website administrators. You can edit this page to make it visible at any time. Tip: You can use this option to save page drafts you are working on until you are ready to share them with the world. Access: Specify whether you want the page to be visible to everyone or only to logged-in members. (See Website Pages with Restricted
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Access - you can specify which member levels have access to these pages) Where to insert - specify where to place this new page in the menu (you can always move it anytime later). You can place a page After (below) or as a Child of an existing page - select that page in the dropdown field. Note: If you have set page Access to be Members-only, page can only be placed within Members-only section in the website menu. Content pages vs. Functional pages- select one of the tabs and select a desired layout for the page (default is a blank page) or a desired functionality to be placed on the page. Now click on [Create] button and new page will be created. If it is a content page, you will be in the edit mode and can type in text, insert pictures and documents, format it etc. To save your changes, click on the [Publish] button If it is a functional page, you will see the resulting page and can change its setting by clicking on [Edit Settings] button
Adding a new page - Via Page Management
To go into Page Management go to the Web pages tab and click on [Manage this page] button (or Page Management link) or goto Settings / Page Management, see Page Management. Click on [Add new page] to bring up the new page settings:
Page name: This is the name that would appear in the web pages menu. Custom URL: You can define your own custom url for the new page, see also Custom Urls. Type: Choose whether to create a Content page or a Functional page, see Content pages vs. functional pages Page Template: Click the down arrow on the right of the page template (to bring up all the possible page templates) and select the page you want to create. Access: Set whether the page should be accessible to: Anybody: Anyone can view the page - this setting is disabled for access restricted section pages. Selected membership levels - Applies to access restricted pages only, otherwise this setting is disabled. Selected groups - Applies to access restricted pages only, otherwise this is setting is disabled. Admin only - The page is hidden and only administrators can view the page Click on [Save Page Structure] to create and save your new page settings.
Copying Pages
To copy a page you will first need to click on it from within the Page manager and then click on the copy link.
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The copied page will appear below the original page and the page name will be prefixed "Copy X of " (X being the number of the copy).
On Free and Group plans, you will not be able to copy restricted access sections because you are only allowed one restricted access section on those plans. See Functionality by billing plan
Deleting Pages
To delete a page you will first need to click on it from within the Page manager and then click on the delete link.
Content pages - Page templates
Content Page templates allow you to start with a convenient layout, and you can choose a single or multi-column/row page:
You are not stuck with this initially selected layout - you can always edit the page to switch to another layout, see Layouts
Custom URLS
Custom URLs
Normally, when you create a web page in Wild Apricot, its address (URL) is created automatically in the form "<yourdomain>/Default.aspx?pageId=1234". You might however specify a Custom URL - a more human-readable URL like "<mydomain>/member directory"
This feature is part of CSS customization and SEO tools and is available to paid plans only.
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This can provide the following advantages: Its easy to remember (e.g. if you want to use it in your advertising) Helps with Search Engine Optimization (It's a good idea to include your targeted keywords into page URL) Useful when transferring from another hosting to a Wild Apricot platform. (For example, if your 'About us' page had an address <yourdomain>/aboutus.html, now you can assign the exact same page URL to this page on your new Wild Apricot website. This means that links to this page from other websites will still work.) To add your own custom URL to any page (except the homepage), go into Page Management and click on the page in question
In this example we will assign our own custom url to the page "Member Info":
Press the [Save page structure] button to make the page "Member Info" accessible at "<mydomain>/Membership" - the original url ("<mydomain>/Default.aspx?pageId=22494") would still work as well.
Custom URLs restrictions
URL format Use any extension (e.g. html, php, jsp, do) except for reserved extensions listed below You can use sub-folders in the path e.g. you can specify a Custom URL like "page1/page2/page3" You may NOT use: double slashes in path, e.g. /Articles//trees custom URL for home page extensions reserved for resource files:
config, asmx, axd, jpeg, jpg, png, bmp, gif, swf, js, css
reserved system urls starting with: /Sys/ /Info/ /Admin/ /EmailTracker/ /Captcha/ /Content/ /WebDav/ /Common/ /Errors/ /Widget/ /Logs/ /Resources/ /RadControls/ /App_Themes/ /Payments/
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/DES/ /SupportTicketsHandler.ashx /PromoBannerHandler.ashx /DESGetFiles.aspx /ViewEvent.aspx /DocumentHandler.ashx /KeepSessionAlive.ashx /Default.aspx Allowed characters You can use: Latin characters Numbers Special characters:
- _ = + ~ ! @ $ & * ( )
You can NOT use: Non-latin characters Other special characters not listed above.
Subpages and multi-level pages

Subpages and multi-level pages Menu Overview
You can organize Wild Apricot web page menu into multi-level 'tree' (hierarchy of pages). For example, you might have them setup like this: -About us ---> Board members -------> Membership committee -------> Sponsorship committee ---> Our mission -Resources --->Newsletters --->Useful links In the example above, 'Board members' is a 'child' or 'nested' page under 'About us' and 'Membership committee' is a 'child' of 'Board members' Homepage is a root of this whole tree and as such it can not be deleted. Currently you can have up to 3 levels in the hierarchy: Level 1 -> Level 2 -> Level 3 Level 1 pages are your top level pages, shown in the page menu (here and everywhere - subject to Page Access, see Page Management). Here is how your site menu might look like to your site visitors:
Each Level 1 page can have subpages / child pages - which we will call Level 2 pages. Pages which do have subpages are indicated with an arrow. In the example above you can see that 'About us' has subpages. To view subpages of a specific page, click on that page in the menu, it will expand to show its subpages. For example, by clicking on 'About us' we will see that it has one subpage - 'Subpage example':
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In exactly the same way, Level 2 pages can have their own subpages - Level 3 pages. Continuing the example above, you can see that Level 2 page 'Subpage example' has a triangle indicator, meaning that it has subpages. If you click on it, you will see those subpages - level 3 pages ('sub-page2' and 'sub-page3'):
Note that the screenshots above show how the page hierarchy is displayed to public visitors to your website. If you are logged in as an administrator, your left-side menu will automatically expand and always show you the full page hierarchy:
The admin can also view and manage pages via Page Management, in which case your page structure is shown as follows:
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To make a page a sub-page just drag and drop the page onto the appropriate parent-page in Page Management. You can add sub pages to any page except the home page.l
Invisible pages
Hiding Pages From The Menu
Overview Admin View Public View
Hidden Pages Video: 02:59

Overview
Sometimes you want to have a webpage which is not shown on the menu but is accessible via a direct link. For example, you might want to have your Legal terms of use and Privacy policy pages not shown on the left menu - but link to them from within Page footer. Here is how you can do it: create an admin-only (invisible) Level 1 page, e.g. Page 1 (See: Page visibility) create a subpage of this page - Page 2 - but make it visible (see Subpages and multi-level pages) Now Page 1 will not be shown in the menu - and neither its subpages including Page 2. But since Page 2 is visible, you can still access it if you know its direct URL (which you can easily establish using Link button on editor toolbar on any other page) In our example we want to have three invisible pages that will be only linked from the footer of our website: Terms of use, Privacy policy and Refund policy
Admin View
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Note that these pages are not shown in the menu when site is viewed by your users, these pages can be only accessed by clicking the links in the footer.
Public View
Search Engine Optimization (SEO) Tools - Page Title and Meta Tags
Search Engine Optimization (SEO) Tools - Page Title and Meta Tags
Meta tags for the whole site Individual webpage meta tags Exceptions Meta Tags Site map Wild Apricot platform has been designed to be search engine friendly - so that content of your site will easily be read and indexed by crawlers, whatever account plan you use. This feature provides additional tools for web pros - ability to edit page titles, meta tag descriptions and meta tag keywords. You can edit meta tags for the whole site - or adjust them for each page individually. Page titles can be generated automatically - or edited for each page as well.
Note that we only provide the tools to help with SEO, but to actually have your site come up in search engines see How can my site come up in search engines?
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Meta tags for the whole site
Global meta tags allow you to define default meta tags settings for all webpages. Go to Settings / Meta tags (For Search Engines).
You have the following three options: 1. Keywords - enter your keywords separated by comma. Keywords will be inserted on every page into <meta name="keywords"> tag. 2. Description - enter your description phrases separated by comma. Description will be inserted on every page into <meta name="description"> tag. 3. Raw header - Enter HTML code to be inserted on every page into <head> tag. After you enter the meta tags you need to click on [Reset all pages to use this] button. Meta tags will be applied to all webpages. Click on [Save] button to exit.
Individual webpage meta tags
To customize individual page meta tags go into Page Management and click on the Meta-Tags link:
Individual meta tag settings are similar to global meta tag settings with the following differences: 1. Page title - will be inserted on this page into <title> tag. Page title will appear on top of the internet browser. You can also use Use automatically generated page title check box to generate title from the page name. 2.
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2. Use Default - by default every page uses global meta tags. If Use Default is checked then the edit area is grayed out and you are not be able to edit it. If you need to edit the default meta tag you have to remove the check mark and edit tags. You can set Keywords, Descriptions and Raw Headers similarly as above. Note: if you update global meta tags - they will be updated for all individual pages wherever the Use Default is selected. Any meta tags specific for a page (not default) will not be affected by global meta tags update.
Exceptions
Meta Tags Some of the pages in Wild Apricot are generated automatically. A good example of this would be a member directory profile page that can be accessed through member directory page. At the moment it is not possible to define meta-tags for member directory profile pages See Member directory and Member and contact - edit profile Site map Currently it is not possible to generate a site map file and place it to the root directory, but there is a workaround that you can find on our community forum. Just go to http://community.wildapricot.com and do a search for "site map".
Page access
Page access and Administrative View
Overview
Wild Apricot will display content and menu items on a page based on the current users 'Page Access' or permissions as determined by their membership level or administrator permissions (see Managing site administrators. When anyone lands on a Wild Apricot based website they will see the default public view. (the only exception is that if they have logged in before and selected the option 'Remember me', they will be logged in automatically) Once they login - everyone logs on using the same login box- they will either be taken to a members only area or the administrative area of Wild Apricot (see diagram below). Administrator will also have the ability to switch between Administrative view and 'Member' view of the site (see Administrative and Member Modes).
Website/Account views
Public visitor - any one who comes to your website and has not logged in. This person can only see public pages, which are set to be visible (See Page visibility) Member - a logged in visitor from your member database. Each member belongs to a certain Member level. Each member can access his/her own profile (See Member - edit profile) and use other online self-service functions. Depending on Member level settings, member might also have access to Website Pages with Restricted Access. (Again, only pages that are set to be Visible). Site administrator - a person who has administrative access (See Managing site administrators). This person has access to the site administration menu and in its website section can see all of the pages - visible and invisible, member-only and publicly accessible.
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Page visibility
Page visibility
Overview Web Pages View Page Management View Changing page visibility
Overview
A page in Wild Apricot can be in one of 3 states: Visible in navigation menu - accessible to the public or members only (See Website Pages with Restricted Access) Hidden from menu - still accessible to the public or members only via a direct link, see Invisible pages. Admin-Only - only administrators can view the page, see Page Management Note, Home page cannot be set with admin only access therefore it will always be visible. When you open a Wild Apricot account, a number of pages are generated automatically for you based on the selected template (Professional association, Club, etc). Some of these pages are initially set to be admin-only (admin only) and you have to review, edit and make each one visible as appropriate. When you add new pages, visibility is defined in the page creation window (See How to add web pages).
Web Pages View

Admin-only pages are are indicated with a special crossed-out eye icon in the menu:
Page Management View

In Page Management the icons are shown as follows:
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In the above example: Home - this page is shown in the menu and is accessible to anyone Member-only section - page is restricted and is only visible and accessible to selected membership levels / groups (See Website Pages with Restricted Access) Hidden pages - this page is only accessible to administrators, not shown in the menu Member directory - this page is not shown in the menu (since it is a sub-page of an admin-only page), however it is accessible to anyone who know its direct url.
Changing page visibility
Drag and drop the page to any other location you want e.g. dropping the page directly on top of "Members-Only section" will make it a subpage and restrict it to members only Change access to make the page admin-only or accessible to others
Anybody: Anyone who visits your site can see this page - this option is not available for pages within restricted access section Selected membership levels: If the page is within an access restricted section, only members who belong to one of the specified Membership levels can view and access the page - this setting is disabled for non-restricted pages Selected groups: Only members in the selected Member Groups can access it - this setting is disabled for non-restricted pages
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Admin only: Only the admin has access and the page will be invisible to everyone else
Website Pages with Restricted Access

Website Pages with Restricted Access (aka Member-only pages)
Adding new website sections with restricted access Adding RAS via Via Web Pages Adding RAS via Page Management Access Control Adding sub-pages to existing restricted access sections Working With Forum Pages
Video Tutorial - 5 min 13 sec Access to Wild Apricot website pages can be restricted to certain members - by selecting one or more membership levels(e.g. only 'Gold'and 'Premium' members) or membership groups (Committees, Chapters and so on). This is done by creating a restricted access section (RAS) page and adding web pages within it. These RAS sections (including all their 'child' pages) are hidden from public visitors to your website and only shown to authorized members after they log in.
Adding new website sections with restricted access
A restricted access section page is a Functional page that can be added in one of two ways: (See also How to add web pages)
Adding RAS via Via Web Pages
Go to Web pages / click on [Add page] / select Restricted Access Section from functional pages:
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After it has beed added, click on [manage this page] button to open its settings in Page Management - as described below.
Adding RAS via Page Management
Click on [Add new page], choose Functional page and select Restricted access section:
Access Control
You can set the access settings for your RAS page and select the Membership levels / Member Groups that should have access:
When viewing this page you will see a message on top of the page that will show Access granted to: and the list of member level(s) / group(s)
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You cannot add a RAS section as a child page of another RAS You cannot convert an existing page into a RAS section. Instead, create a new RAS section and move the original page into it.
Adding sub-pages to existing restricted access sections
One the Restricted Access section is added, you can add any number of sub-pages to your RAS as necessary - see How to add web pages You can also move existing pages into a RAS: go into Page Management and drag-drop the page into the appropriate location.
All subpages within RAS follow the same restriction settings as the parent RAS page If you move a sub-page of RAS page outside of RAS section, it will automatically become a public page Access is only restricted for webpages. All attachments for your account are currently stored in one common place (for all secure and public pages). This means that if someone obtains a direct link to files attached and linked from secure pages, these files can be accessed without a password. Obviously, getting the link in the first place does require a password - to access secure page the document is linked from.
Authorization required message

Authorization required message
When someone tries to connect to a members-only page and they are not logged in, they are given a message telling them they have to be a member to view the page. You can edit the message that is shown to these users.
Editing message
You can edit the message by going to Settings > Site Settings > Authorization required message You can edit the message in the WYSIWYG editor. You can customize your text, create Art Text headings and upload pictures.
When you are done editing your message, click [Save]. You can also revert to the default message by clicking on the [Restore] button. Any
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changes you've made to your message, even if they were previously saved, will be lost.
Displaying the message
When someone accesses a page without logging in they will now get your message along with an area for them to log in if they are already members. Sample custom message
Default message
Editing web pages

Editing web pages
Tools Overview
Once you create a webpage (See How to add web pages) in Wild Apricot you can edit it via 'Site Page' under your Web Pages tab. See the illustration below for an overview of the different tools that are available.
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Quick Links
Tools Overview Quick Links Overview Functional Page Limitation Getting Started Switch between Administrator and Member view mode Undo/Redo, Cut/Copy/Paste Text formatting buttons Text styles Spell checker Clean-up HTML button Inserting pictures Inserting links Inserting documents Horizontal rule Bullets, numbering, tabs Inserting gadgets Working with HTML Table borders For more information on working with tables Page layouts See also
Overview
Wild Apricot has two types of pages: 'content' pages (the main topic of this article) and 'functional' pages - things like Member application form, event registration form, member directory etc.
Functional Page Limitation
The content and layout of these Functional Pages can't be edit as much as content pages but you can insert some text above the functional item of that page. For example you could add formatted text and pictures on top of a membership application but not under it. Also you can't edit the individual elements of a functional page (i.e, fields on a membership application) from 'Web pages' - instead these must be adjusted from the settings that controls those options (i.e, Settings> Membership > Membership Fields ).
Getting Started
To start editing a page, login into your Wild Apricot account, go to Web Pages section and click on the page in the left-side menu; then click on [Edit] button in the toolbar:
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The page will switch into 'Edit' mode: You will see the editor toolbar You cursor will be placed into the page main content area and you can start typing text, editing, formatting
Now let's review main editing functions one by one:
Switch between Administrator and Member view mode

As an admin you get to see all the pages (including hidden / admin-only pages), while members can only see the pages they are permitted to. As such you may want to see how the page / site appears to your members. To member view - use this link (located in the top right corner) to switch from Admin view mode to member view mode Switch to admin view - use this link to return to your administrator mode
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Undo/Redo, Cut/Copy/Paste
These are typical functions for any editor so we will not spend time explaining them:
If you paste in formatted text (such as text from Microsoft Word or an E-Mail), Wild Apricot will try to strip out incompatible formatting automatically.
Text formatting buttons

Very common functions like Bold, Italic and Underline - and if you press on the down arrow you will see three additional ones: Strikethrough,
Superscript and Subscript: The next group of text formatting buttons expands when you click on each button:
These give you selections for: Font type: Font size:
Text color:
Text highlight (background color):
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Then we have text alignment button: Left/Center/Right/Justified
Text styles
One other - very important button - allows you to select text styles:
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Of course, with the formatting options discussed above you can make your text look any way you want - as nice or as funky as desired
However, to look clean, polished and professional it is recommended to use as few text embellishments as possible - and use text styles instead. Text styles provide a basic set of uniform text styles with colors matching your selected Visual look and feel. With styles you will not end up with purple headings on one page and red ones on another. You can change these standard styles via CSS Customization and point and click Customization*
Spell checker
Spell checker button will help you to ensure your webpages look professional:
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Clean-up HTML button
- See Cleaning up your webpage code after pasting from Microsoft Word
Inserting pictures
- See Inserting pictures
Inserting links
- See Inserting Links
Inserting documents
- See Inserting documents
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Horizontal rule
This simply inserts a horizontal rule (line) into your page (<HR> tag in HTML)
Bullets, numbering, tabs

These functions are common for most editors and they help to format bulleted lists, numbered lists and tab your paragraph back and forth:
Inserting gadgets
These are devices which can provide summaries of organization and website activities to your visitors/members. See: Inserting gadgets.
Working with HTML

see Inserting HTML or JavaScript
Table borders
When your page is formatted with invisible tables, this button Borders off:
allows you to see those borders:
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Borders on:
For more information on working with tables
see Inserting and editing tables
Page layouts
Choose from a selection of layouts - see Layouts
See also
Inserting documents Inserting pictures Inserting Links Inserting gadgets Inserting and editing tables Inserting HTML or JavaScript ArtText Layouts Cleaning up your webpage code after pasting from Microsoft Word Line spacing in Web pages Extending your website with third-party tools
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Inserting documents
Inserting documents
Step by step Trouble Shooting - Login details required to open uploaded files See also
Inserting Documents Video: 04:15 Frequently you need to insert and link to a document, such as a PDF, Microsoft Excel or a Microsoft Word file that visitors to your site can download. Inserting documents is a two-step process. 1. Upload a document from your computer to Wild Apricot server 2. Insert document into a page
Step by step
1. To upload a new document, go to the page where you wish to include the document in and click the edit button. From the Editor toolbar, click the Document button to open a pop-up window:
2. Move to the folder where you want your document to uploaded to. 3. Click on Browse button and find the file on your computer.
You can add any type of file: Word Documents, PDFs, Powerpoint files, etc. The maximum file size allowed per upload, as well as your file storage limit, depends on your billing plan. For more information, see Functionality by billing plan.
1. Once you have found the file, click Upload. Wait for your document to load (the progress will be shown in the area under the folder and file panes) and you should now see the document listed in the window.
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Note that by right clicking in the file pane you can bring up a sub menu that lets you Create a new folder to store your documents in Set different views for the files (e.g. large icons, file details) More information on using this system can be found on the File Management help page. 1. With your document uploaded to your server, you can insert the document on any page (or multiple pages). Click [Insert Document]. You can browse through your documents which have already been uploaded in the current folder (defaulted to "Documents), or by clicking on the plus signs next to the folders on the folder panes to go to any subfolders that you may have created. Once you find the document you want, click on it to select it The document will be inserted as a link. To save the page, click [Save] (or click [Cancel] if you do not want to insert any document at this time). When a document uploaded after version 3.0 (May, 2009) is clicked on, it will open in a new window or tab. Documents inserted prior to version 3.0 will be opened in the same browser window. To delete a document from the server, click on the Document button, find it in the list, right click on it and select 'Delete' from the pop up menu, or go to the File management settings screen
NOTE: Your attachments are accessible via a direct link (which looks like <Your_site_URL>/resources/<folder>/<filename>), even if they are only linked from a restricted access page or admin-only page.
Trouble Shooting - Login details required to open uploaded files
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Prompt to enter authentication credentials when opening Word documents Applies to people running Windows 7 or Vista, Internet Explorer and Microsoft Office 2007 or 2003 When opening an Office (Word, Excel, etc) document that is linked on your page user is asked to enter a user name and password, even if the page is public. When presented with this message user has to click on the CANCEL button and the document will then open. This is a Microsoft issue and to resolve it please see http://support.microsoft.com/?id=943280
See also
File Management Working with WebDAV
Inserting pictures
Inserting pictures
Overview Moving pictures on a page. Troubleshooting Thumbnails of some images added to 'Insert image' dialog are not shown in File Management or in Wild Apricot Images with Transparency See also
Overview
Wild Apricot allows you to add pictures to insert images into your webpages. You can also use these pictures throughout your website to put into page headers, page footers, on your events listing page and in emails. (and in addition to Wild Apricot built-in functions you can also insert pictures from photo sharing sites such as Youtube, Bubbleshare, Smugmug, and more - see How to extend your website with picture albums, videos, polls and more). 1. To insert a picture on a webpage, go to the web pages section and start editing the page in question 2. Select the picture icon from the Editor tool at the top of the page.
3. This will open the Insert picture window. You now have two options - You can either browse through the pictures which are already available on your website or upload a new picture from your computer.
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Note that by right clicking in the file pane you can bring up a sub menu that lets you Create a new folder to store your images in Set different views for the files Large/medium/small preview icons (so you know what the image looks like) A list of details including individual file type and size More information on using this system can be found on the File Management help page. 4. If you would like to upload a new picture, click on the Browse button and look for the picture you want to upload. Once you have selected a photo, click Upload and it will be copied onto the web server. The progress of the upload can be monitored in the area below the file and folder panels.
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Before you upload a picture, you should check its size. Your overall file storage limit should not be exceeded and the size must not exceed Single file upload limit of your plan (See under Single file upload limit). You can use Microsoft Image Viewer/Editor or any similar utility to resize and compress pictures.
5. You can browse through your pictures which have already been uploaded in the current folder (defaulted to "Pictures"), or by clicking on the plus signs next to the folders on the folder panes to go to any subfolders that you may have created. Once you find the image you want, click on it to select it. 6. You can also change the picture's options: Tooltip - provides alternative or substitute text when the picture is not shown Size - adjust the display size of the picture. You can choose from preset options or create a custom size. Link to original - if you adjust the display size of your picture, clicking on the picture on your page will open up the original in a new window Border - place a black border around the outside of your image. Text Flow - change how the picture is positioned in relation to the surrounding text. For more advanced options, you can go into HTML mode and edit the picture <img> tag parameters. 7. Click "Insert picture" to place the image on your web page and wait (usually it takes a few seconds). Once the picture has been uploaded, it will appear in the list.
Moving pictures on a page.
It is not possible to drag and move images on a page. If you have multiple images on the page and need to put them in some order create a table first, see Inserting and editing tables and then add your images into the cells as needed. Here is an HTML example that you can start with:
<table> <tr> <td>Row #1, Cell #1</td> <td>Row #1, Cell #2</td> </tr> <tr> <td>Row #2, Cell #1</td> <td>Row #2, Cell #2</td> </tr> </table>
Troubleshooting
Thumbnails of some images added to 'Insert image' dialog are not shown in File Management or in Wild Apricot Each computer image uses a color model in which all colors are described as a mixture of four process colors. You can get more information on color spaces by clicking here Some images have a special color space called CMYK meant for offeset printing (these can be .gifs, .jpgs, or .png images). This CMYK color space cannot be properly processed by Windows systems, which is why they won't show in Internet Explorer - the supported color space format is
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RGB. To determine an image's color space format or to convert the image to RGB format see Determining and converting image color space Images with Transparency If you are using a image with a transparency (i.e., PNG or GIF ) you will lose the transparency if you use the Wild Apricot image size options. If you would like to keep the transparency you will need to upload it without modifying its size.
See also
File Management Working with WebDAV
Inserting Links
Inserting Links
Inserting text or image links Linking to another page on your website Linking to an email address or another website Linking to an event on your website Inserting Anchors (aka Jump Links/Bookmarks - links to other parts of the same page) Wild Apricot allows you to add links to your web pages. You can insert your links into text or graphics (i.e. make a picture into a link). Use the link button in the editor toolbar to add a link to the page.
Inserting text or image links

To insert a link on a web page, highlight the text in which you would like to insert the link and click on the [Link] button on top menu and then on "Inset Link". If you want to add a link to an image, click on the image to select it and then click the [Link] button. The Insert Link window will open, here you can specify whether your link goes to an compose an email in the users default mail program, if it goes to another website, if it goes to another page on the same website, or if it goes to an event you had set up.
Linking to another page on your website
To link anther page on your site, click on the Site pages tab in the Insert link window. In the left panel, you will see all the pages contained on your website. Click on the page you want to link to in the left panel, and then on the right select whether you want to open in a new window or a new window. You can also specify a tooltip which is a small message that pops up when you hoover over the link. If it is a text link and you didn't highlight your text before clicking the link button, you can also specify the Link text, which is the words shown for the link.
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Linking to an email address or another website
To link anther an email address or another website, click on the Websites/E-mail tab in the Insert link window. On the left, enter the email address or web address that you want the link to go to. On the right select whether you want to open in a new window or a new window. You can also specify a tooltip which is a small message that pops up when you hoover over the link. If it is a text link and you didn't highlight your text before clicking the link button, you can also specify the Link text, which is the words shown for the link.
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Linking to an event on your website
To link to one of your events, click on the Events tab in the Insert link window. in the left panel, you will see all past and upcoming events. Click on the event you want to link to in the left panel, and then on the right select whether you want to open in a new window or a new window. Under the Link to heading on the right, you can choose to link to the event details page or straight to the registration form for the event. You can also specify a tooltip which is a small message that pops up when you hover over the link. If it is a text link and you didn't highlight your text before clicking the link button, you can also specify the Link text, which is the words shown for the link.
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Inserting Anchors (aka Jump Links/Bookmarks - links to other parts of the same page)
If you have a long page, you may wish to add links to allow readers to skip down to the information they are looking for. These links have different names, within Wild Apricot they are referred to as anchors. To use anchors, click on the [Link] button and select "Show anchors" so you can see where the anchors you inserted are while you are editing the page. Next, click where or select the text that you want to make an anchor (usually this would be a section header) and then click on the [Link] button and select "Insert anchor".
In the "Insert anchor" window that comes up, enter the pops up, enter in a name for the anchor. You can not uses spaces in the name, this is just
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a keyword to use identify the anchor when inserting the links. You can use "about" or "Privacy-Section". Click on insert. If you had turned on the option to show anchors, an icon will display where you created the anchor (these icons only show when editing the page):
To add a link to an anchor, select the text you want to make the link, click the [Link] button and select "Insert link to anchor". Next, enter the name of the anchor you want to link to in the box on the left or simply select it from the list of anchors available on the page shown to the right and then click [Insert Link].
Generating a table of contents
Wild Apricot allows you to automatically insert a list of links to all the anchors you have added to your page. By clicking the [Link] button and selecting "Insert TOC", Wild APricot will place a bullet-pint list of links using the anchor name as the link text. You can then rename or format the
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links as desired.
Inserting gadgets
Inserting gadgets
Adding a gadget Gadget details Events Blog posts Forum topics Donation goal Custom Form & Custom HTML Gadget Gadget view Editing the gadget Sample gadgets
Example: Creating Donations Gadget - 2:37 Gadgets are tools that you can add to a page on your website which will automatically display specific information from your Wild Apricot database. This information is also accessible via Functional pages so gadgets are basically little 'windows' into the same data which can be embedded into other pages, e.g. regular Content pages vs. functional pages. At present we have 6 types of gadgets: 1) Upcoming events 2) Recent blog posts 3) Forum updates 4) Donation goal 5) Custom form gadget - for inserting HTML forms 6) Custom HTML gadget - for creating nicely formatted text blocks\
Adding a gadget
You can add a gadget to any page on your site. When editing a web page place your cursor on the page where you'd like to place your gadget, and then click on Insert gadget. You will then get a drop-down list of available gadgets.
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Regardless of the type of gadget you are using, there are two sections on the configuration screen:
Gadget details
This defines what information is going to be displayed in the gadget. All gadget types have the following details: Title Default message - A message which is shown when there is no information for the gadget. For example, if you set up a gadget to display upcoming events, and you have none planned right now, you could set your default message to display "No events scheduled. Please check back later" Events This will display upcoming events along with their date, location, and a link to details page for the event. If a visitor to the site does not have access to the event (i.e. there are only registration types for members), they will still see the event in the gadget. When they try to register they will be given an "Authorization required" message and prompted to log in.
The events gadget simply links to events on an "events calendar page", so make sure there is a visible "Events Calendar Page" that shows the event (see: Publishing your event calendar). If the event does not show up on any events calendar pages (e.g. the calendar page is set to show only specific tagged events, which this event is not a part of) then the gadget links will not work and you will get an error message.
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You have the following options available for Events. Show next events - Choose an number of events that you want displayed on the gadget Show events All events Filtered by tags - Choose which events are displayed based on the tags that you have created in each event. Blog posts For blogs, this will display the most recent posts from your site's blogs with their posting date and the name of the poster (linking to their profile if applicable) as well a link to the posting.
You have the following options available: Show last posts - Choose a number of recent blog posts (from your selected blogs) that you want to displayed on the gadget. Show blogs All blogs
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Selected blogs. - Choose from a list of blog pages on your site. Forum topics Gadgets for forums will display the most recently updated topics (i.e. topics with the most recent comments) - along with posting date and the name of the poster (linking to their profile if applicable). The topic title links to the appropriate topic in the forum.
You have the following options available: Show last topics - Choose a number of recent topics (from the forums you select)that you want to displayed on the gadget. Show forums All forums Selected forums - Choose from a list of forums on your site. Donation goal This will display a meter to track your fundraising efforts.
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You have the following options available: Goal - The target that you are trying to reach Filter by All Donations Filtered by fields - Only show donations where custom field selection meets a certain criteria; useful when running multiple fundraising campaigns. Target period - Track donations sent in during the specified date range. Description text - A brief description of the fundraising campaign Link to donation page - This will make a button appear to take the visitor to the specified donation page. If you do not want a button to appear, select "None". Custom Form & Custom HTML Gadget The Custom Form and the Custom HTML gadget work in a similar way, The Custom Form gadget allows you to insert a HTML form on your website. You would use this to add a items such as Wufoo.com forms, aWeber forms, and PayPal buttons. The Custom HTML gadget allows you to enter content that will be shown with inside a box that has the same design as your other gadgets. Useful for styling things like YouTube videos or special announcements.
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Gadget view
You can customize the look of your gadget here. Most of the time it will be automatically configured to match your website's style, but you can specify different looks for your gadget. Style - "Theme" styles are based on selected website theme and will automatically update if you change your theme, while "Common" styles are independent of your theme. Width - You can either set it to a fixed pixel width (which makes it the same size no matter what size the webpage is) or to auto (which will re-size the gadget width based on the available width). Any change you make to the details or view will be immediately reflected in the area labeled Example in the Gadget View column.
Editing the gadget
Once you have created the gadget you can edit it by 1. Selecting the gadget and then clicking the Gadget settings button in the tool bar (this button replaces the Insert gadget button). This lets you change the configuration on the gadget. 2. Hovering your mouse over the gadget until the "Settings" menu option pops up in the lower right hand side of the gadget. 3. Clicking and dragging on the edges of the gadget. This lets you resize the gadget to a specific width (while height is determined automatically by its contents) Clicking on the gadget will also display an X in the upper right corner which can be used to delete the gadget.
Sample gadgets
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Please note that gadgets are updated every time the page is loaded. For example, if you add an event while a visitor to you site is looking at a page with a gadget, it will not show up on the list until they refresh the page.
Inserting and editing tables

Inserting and editing tables
Creating a table Customizing your table Inserting your table Modifying your table Extended table editing
Inserting and editing tables Video: 03:39 Inserting a table is done via a button on the toolbar:
Creating a table
Clicking on the arrow next to the Table icon will show you a dropdown menu with a series of options. Click "Create table.." to bring up a window with three tabs. First tab is used to specify table dimensions (Rows and columns), cell spacing and padding, table width (as percentage of page width or as pixels) and table alignment on the page:
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Customizing your table Second tab is used to select background color. You can click on a color in a cell, enter color Hex code or set it to be transparent:
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Third tab is used to define cell borders color. Again, you can click on a color cell or enter a Hex code. You can also select Border width:
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Inserting your table Once you are done, click on the 'Insert' button, table will be placed into your page and you can start entering text into it:
Modifying your table

There are three ways you can modify an existing table Editing the HTML directly Using the extended editing options associated with the table button Using one of the button for quick editing of columns or rows on your table. Extended table editing You can edit many of the table properties without having to write any code at all.
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When in edit mode, click the area of the table that you want to edit. Then click on the drop down arrow next to the Table button. You will see a list of properties that you can customize. Insert - lets you add a row or column to your table Delete - lets you remove a row or column to your table, or the entire table Size - You can change the size of your table, selected row or selected column. You can chose from predefined sizes, or set it to whatever screen size the user has, or go into More... to go into more customizable editing. Align - Change how text is displayed in your table. Padding - Set the space between cells and rows Border - Define how the border around your table should look. Background - Set background colors for your table. As well, there are also a series of buttons for editing columns or rows on your table. You can find them in the WYSISYG editor
To use the buttons, click on any cell in your table. The buttons will become active in the tool bar. Here's a list of the buttons and the effect that they will have on your table. All the actions are relative to the row and column that your cursor is in: Add new row after current row Add new row before current row Add new column after current column Add new column before current column Delete current row Delete current column
Inserting HTML or JavaScript

Inserting HTML or JavaScript
Inserting Javascript Inserting HTML Wild Apricot allows you to easily insert Javascript code or chunks of HTML code into any webpage. The two buttons that allow us to do that are located in editor toolbar, see Editing web pages.
Inserting Javascript
The first button allows you to insert a piece of HTML or Javascript code - for example to embed a Flickr photo, YouTube video etc. see Extending your website with third-party tools
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Inserting HTML
HTML code restrictions You can insert Javascript code and IFrames but form tags are not allowed - forms has to be tweaked. See Inserting HTML forms
The second button
gives you direct access to full HTML code of your whole webpage:
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ArtText
ArtText
ArtText gives you the ability to use stylized text with special effects - for example to create exciting and colorful headings for your site headings and pages. You can use ArtText on any web page, or in the header of your site. For example, you might want to use a style and font like Handwriting to promote a class you are running, or a futuristic font and style like Computer with a reflection to promote a science-fiction themed reading group or event which you might be organizing.
When you create a piece of ArtText you can choose from a variety of fonts, styles, and colors. When you save it, an image file is generated containing the text and style that you have chosen. This way you can be sure that the heading you have created will be the same for every visitor to your site no matter what kind of computer or browser they are using.
Where can you use ArtText?
ArtText can be added to Any web page you create on your site Text in your organizations Web site header. See Title customization
Creating ArtText
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You can either (1) select the text you want to have converted into ArtText or (2) enter your text on the ArtText screen. ArtText can be configured by clicking on the ArtText button in the HTML WYSIWYG header.
At the top of the screen is a preview of what you text is going to look like. There are also a set of fields that let you configure and customize your ArtText: Text You can edit the text that you want to have converted into ArtText here. Art Styles This is a list of effects that can be applied to your text. There are two categories of styles: Automatic styles These will automatically adjust to whatever theme you are using on your site. (See Website themes) Custom styles The style will stay the same no matter what theme you choose. Font and font size Any font with a star ( ) next to them is an "Extended font" set. These support some additional characters, for example accented letters. Color Depending on the style you choose there are a number of color settings you can apply to your effects (such as "glow" and "stroke"). Once you're satisfied with your text, click on the OK button. Your plain text will be replaced with an image of the stylized text you just created.
Editing existing ArtText
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You can change the text, formatting, or remove the ArtText all together if you want. When editing the page or header, select the ArtText heading and click the ArtText button. You can then select a new format, or click the [Clear ArtText] Button to remove the formatting altogether. To differentiate the ArtText from image files you may have imported into your Wild Apricot site the button will change color if you have the ability to edit it.
Samples
Fonts used in ArtText Fonts used in ArtText

Fonts with extended character set
Font Name
Credits benweiner ( http://ben-weiner.kernest.com/fonts ) gluk (http://openfontlibrary.org)
License SIL Open Font License (OFL)
SIL Open Font License (OFL)
chemoelectric (http://openfontlibrary.org)
Public Domain (PD)
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Daniel_J (http://openfontlibrary.org)
OSP (http://openfontlibrary.org)
Linux Libertine community (http://linuxlibertine.sf.net)
General Public License (GPL)
gluk (http://openfontlibrary.org)
pecita (http://openfontlibrary.org)
ParaType Ltd http://www.paratype.ru Daniel_J (http://openfontlibrary.org)
ParaType Free Font License SIL Open Font License (OFL)
jkottke (http://openfontlibrary.org)
gluk (http://openfontlibrary.org) gluk (http://openfontlibrary.org)
SIL Open Font License (OFL) SIL Open Font License (OFL)
chemoelectric (http://openfontlibrary.org)
Daniel_J (http://openfontlibrary.org)
gluk (http://openfontlibrary.org)
Latin fonts
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Font Name
Author Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
Brian Kent ( http://www.aenigmafonts.com ) Utopia Fonts (http://www.urbanfonts.com)
Utopia Fonts (http://www.urbanfonts.com)
Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
Brian Kent ( http://www.aenigmafonts.com ) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
Jess Latham (http://www.bvfonts.com)
Brian Kent ( http://www.aenigmafonts.com ) Dimitris Kolyris (pOPdOG fONTS) (http://www.dafont.com )
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Brandon Schoeph (tepidmonkey) (http://www.fontframe.com) Brian Kent ( http://www.aenigmafonts.com ) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
Brian Kent ( http://www.aenigmafonts.com ) Dimitris Kolyris (pOPdOG fONTS) (http://www.dafont.com)
Brian Kent ( http://www.aenigmafonts.com ) Jess Latham (http://www.bvfonts.com)
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Dimitris Kolyris (pOPdOG fONTS) (http://www.dafont.com)
Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Jess Latham (http://www.bvfonts.com)
Brian Kent ( http://www.aenigmafonts.com )
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Jess Latham (http://www.bvfonts.com )
Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
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Brandon Schoeph (tepidmonkey) (http://www.fontframe.com) Utopia Fonts (http://www.urbanfonts.com)
Jess Latham (http://www.bvfonts.com )
Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Utopia Fonts (http://www.urbanfonts.com) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com )
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Dimitris Kolyris (pOPdOG fONTS) (http://www.dafont.com)
Brian Kent ( http://www.aenigmafonts.com ) Utopia Fonts (http://www.urbanfonts.com)
Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com) Dimitris Kolyris (pOPdOG fONTS) (http://www.dafont.com )
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Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Dimitris Kolyris (pOPdOG fONTS) (http://www.dafont.com)
Brian Kent ( http://www.aenigmafonts.com ) Brian Kent ( http://www.aenigmafonts.com ) Brandon Schoeph (tepidmonkey) (http://www.fontframe.com)
nigma fonts license

nigma fonts license
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DISCLAIMER The font(s) were created by Brian Kent. All of my Fonts are Freeware, you can use them any way you want to (Personal use, Commercial use, or whatever). -If you have a Font related site and would like to offer my fonts on your site, go right ahead. All I ask is that you keep this text file intact with the Font. -You may not Sell or Distribute my Fonts for profit or alter the font file(s) .ttf .fon in any way without asking me first. I can be reached at: aefonts_AT_frontiernet_DOT_net (make sure you replace the AT and DOT] with the proper characters) .
Tepid Monkey fonts license

TEPID MONKEY FONTS
freeware fonts for a freeware world Site: http://www.fontframe.com/tepidmonkey E-mail: tepidmonkey@gmail.com Thanks for your interest in my fonts! For help on how to unzip, unstuff or install one of my fonts, please visit my site at http://www.fontframe.com/tepidmonkey and go to the Help section. If you have any comments or questions, you can e-mail me at tepidmonkey@gmail.com and I'll try to reply as soon as possible. Every week, I present a brand new original font for your downloading pleasure, so be sure to visit my web site every Sunday. You may use this font(s) for non-commercial and commercial purposes. You are not allowed to sell this font for any fee at all. You are allowed to redistribute it as long as you don't charge ANYTHING for it (at all) and if you include this unaltered Read Me file. You may not change any aspect of the font file or this file. For the full set of terms of use (which override what is listed here), go to http://www.fontframe.com/tepidmonkey and visit the Terms Of Use section.
Utopia fonts license

Utopia fonts license
this font family is provided free for personal use, it was created by loki using: macromedia fontographer 4.1 & cable tv FREE FONTS if you would like your own free font, just send your handwriting samples, concepts or scans to me at: dale_thorpe@bssc.edu.au MAILING LIST join the utopiafonts mailing list by sending an email to: subscribe-utopiafonts@egroups.com or just visit our webpage at: http://utopiafonts.home.ml.org/
1998 utopiafonts.home.ml.org
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Layouts
Layouts
To change the layout of content on any web page you are currently editing, click on the Page layout button:
You can lay out your page in the following ways: Single Column Two columns Two columns, 2:1 width Top and bottom rows plus 2 columns Three columns Top and bottom rows plus 3 columns Two rows plus two columns Three rows plus three columns Note: For all layouts, there is an additional section at the top for Page title. When you select a new layout your text and images will automatically switch to the new layout. For example, if you have a page in Single column layout and then change to the Three columns layout, then the text will all be placed in the leftmost column. If you have a page in two column layout and change to three rows plus three columns, the content in the first column will move to the first row in the first colum, and the second column will move to the second column of the second row. For editing purposes, the size and placement of each column is indicated by light dotted lines.
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Clicking the HTML view button will only show the HTML code of the section that your cursor already is. For example if you are using the 2X2 layout and your cursor is in the upper right hand square, then that is the HTML code you will see. See HTML for Page Layouts if you want apply CSS customization to specific page sections.
Available Layouts
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Undo last webpage save Undo last webpage save

WildApricot allows you to Undo any changes you might have made to your webpage. You can always restore the previous state of the webpage without loosing any content and formatting. If for some technical reason you loose the content from your webpage during the editing process you can always restore it to the previous state by simply clicking on Undo button. Some points to note: [Undo] button will only bring your last saved content (from your last editing. The history of previous saves is not available) If you press [Undo] button again it will cycle between your last saved content and your newest version. Undo last web page content publication works only for Content Pages and not for Functional Pages.
To undo last web content publication just click on the [Undo] button on top menu.
The following warning message will appear. Proceed by clicking on [Restore page] button.
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Your page will return to the previous state and all the content and formatting will be restored.
HTML for Page Layouts HTML for Page Layouts

Please note: Page layouts is a new feature introduced in v 3.0 and HTML code used for layouts will probably get refined in the future versions. Be aware of this if you decide to use CSS customization for sophisticated formatting of your page layouts.
Single column
Single column
Empty layout. No HTML.
Two columns
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2 columns of equal width

<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutTwoColumns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutLeftOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutRightOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td> </tr> </tbody> </table>
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Two columns 2:1 width
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1 column two-thirds of page width and 1 column one-third of page width

<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutTwo2-1Columns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutLeftOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutRightOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td> </tr> </tbody> </table>
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Top & bottom rows plus 2 columns
2 columns of equal width plus full-width rows above and below
<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutTopAndBottomRowsPlusTwoColumns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutTopRowOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent" editMinHeight="12"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutTwoColumsContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutTwoColumsTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutLeftOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div
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class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__3" class="pageLayoutOuterContainer pageLayoutRightOuterContainer"> <div id="id_PageLayoutTopCorners__3" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__3" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__3" class="pageLayoutHolder"> <div id="id_PageLayoutContent__3" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__3" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td> </tr> <tr> <td id="id_PageLayoutOuterContainer__4" class="pageLayoutOuterContainer pageLayoutBottomRowOuterContainer"> <div id="id_PageLayoutTopCorners__4" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__4" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__4" class="pageLayoutHolder"> <div id="id_PageLayoutContent__4" class="pageLayoutContent" editMinHeight="12"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__4" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td>
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</tr> </tbody> </table>
Three columns
3 columns of equal width
<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutThreeColumns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutLeftOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutMiddleOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div>
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</td> <td id="id_PageLayoutOuterContainer__3" class="pageLayoutOuterContainer pageLayoutRightOuterContainer"> <div id="id_PageLayoutTopCorners__3" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__3" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__3" class="pageLayoutHolder"> <div id="id_PageLayoutContent__3" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__3" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td>
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Top & bottom rows plus 3 columns
3 columns of equal width plus full-width rows above and below
<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutTopAndBottomRowsPlusThreeColumns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutTopRowOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent" editMinHeight="12"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutThreeColumsContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutThreeColumsTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutLeftOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'>
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<div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__3" class="pageLayoutOuterContainer pageLayoutMiddleOuterContainer"> <div id="id_PageLayoutTopCorners__3" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__3" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__3" class="pageLayoutHolder"> <div id="id_PageLayoutContent__3" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__3" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__4" class="pageLayoutOuterContainer pageLayoutRightOuterContainer"> <div id="id_PageLayoutTopCorners__4" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__4" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__4" class="pageLayoutHolder"> <div id="id_PageLayoutContent__4" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__4" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td> </tr> <tr> <td id="id_PageLayoutOuterContainer__5" class="pageLayoutOuterContainer pageLayoutBottomRowOuterContainer"> <div id="id_PageLayoutTopCorners__5" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__5" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__5" class="pageLayoutHolder"> <div id="id_PageLayoutContent__5" class="pageLayoutContent" editMinHeight="12"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__5" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td>
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Two rows & two columns
2 rows with 2 columns of equal width
<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutTwoRowsTwoColumns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutLeftTopOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutRightTopOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div>
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</td> </tr> </tbody> </table> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__3" class="pageLayoutOuterContainer pageLayoutLeftBottomOuterContainer"> <div id="id_PageLayoutTopCorners__3" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__3" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__3" class="pageLayoutHolder"> <div id="id_PageLayoutContent__3" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__3" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__4" class="pageLayoutOuterContainer pageLayoutRightBottomOuterContainer"> <div id="id_PageLayoutTopCorners__4" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__4" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__4" class="pageLayoutHolder"> <div id="id_PageLayoutContent__4" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__4" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td>
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Three rows & three columns
3 rows with 3 columns of equal width
<table id="idPageLayoutMainContainer" class="pageLayoutMainContainer pageLayoutThreeRowsThreeColumns" cellpadding="0" cellspacing="0"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__0" class="pageLayoutOuterContainer pageLayoutTitleOuterContainer"> <div id="id_PageLayoutTopCorners__0" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__0" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__0" class="pageLayoutHolder"> <div id="id_PageLayoutContent__0" class="pageLayoutContent pageLayoutTitle" hideWhenEmpty="true" editMinHeight="12"><h1 class="contentPageTitle">Page title</h1></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__0" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__1" class="pageLayoutOuterContainer pageLayoutLeftTopOuterContainer"> <div id="id_PageLayoutTopCorners__1" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__1" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__1" class="pageLayoutHolder"> <div id="id_PageLayoutContent__1" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__1" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__2" class="pageLayoutOuterContainer pageLayoutMiddleTopOuterContainer"> <div id="id_PageLayoutTopCorners__2" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__2" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__2" class="pageLayoutHolder"> <div id="id_PageLayoutContent__2" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__2" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div>
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</td> <td id="id_PageLayoutOuterContainer__3" class="pageLayoutOuterContainer pageLayoutRightTopOuterContainer"> <div id="id_PageLayoutTopCorners__3" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__3" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__3" class="pageLayoutHolder"> <div id="id_PageLayoutContent__3" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__3" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__4" class="pageLayoutOuterContainer pageLayoutLeftMiddleOuterContainer"> <div id="id_PageLayoutTopCorners__4" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__4" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__4" class="pageLayoutHolder"> <div id="id_PageLayoutContent__4" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__4" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__5" class="pageLayoutOuterContainer pageLayoutMiddleMiddleOuterContainer"> <div id="id_PageLayoutTopCorners__5" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__5" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__5" class="pageLayoutHolder"> <div id="id_PageLayoutContent__5" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__5" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__6" class="pageLayoutOuterContainer pageLayoutRightMiddleOuterContainer"> <div id="id_PageLayoutTopCorners__6" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__6" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__6" class="pageLayoutHolder"> <div id="id_PageLayoutContent__6" class="pageLayoutContent"></div> </div>
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</div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__6" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td> </tr> <tr> <td class="pageLayoutBodyContainer"> <table cellpadding="0" cellspacing="0" class="pageLayoutBodyTable"> <tbody> <tr> <td id="id_PageLayoutOuterContainer__7" class="pageLayoutOuterContainer pageLayoutLeftBottomOuterContainer"> <div id="id_PageLayoutTopCorners__7" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__7" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__7" class="pageLayoutHolder"> <div id="id_PageLayoutContent__7" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__7" class="cornersContainer"><div class="topCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__8" class="pageLayoutOuterContainer pageLayoutMiddleBottomOuterContainer"> <div id="id_PageLayoutTopCorners__8" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__8" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__8" class="pageLayoutHolder"> <div id="id_PageLayoutContent__8" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__8" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> <td id="id_PageLayoutOuterContainer__9" class="pageLayoutOuterContainer pageLayoutRightBottomOuterContainer"> <div id="id_PageLayoutTopCorners__9" class="cornersContainer"><div class="topCorners"><div class="c1"></div><div class="c2"></div><div class="c3"></div><div class="c4"></div><div class="c5"></div></div></div> <div id="id_PageLayoutContainer__9" class="pageLayoutContainer"><div class='d1'><div class='d2'><div class='d3'><div class='d4'><div class='d5'><div class='d6'><div class='d7'><div class='d8'><div class='d9'><div class='inner'> <div id="id_PageLayoutHolder__9" class="pageLayoutHolder"> <div id="id_PageLayoutContent__9" class="pageLayoutContent"></div> </div> </div></div></div></div></div></div></div></div></div></div></div> <div id="id_PageLayoutBottomCorners__9" class="cornersContainer"><div class="bottomCorners"><div class="c5"></div><div class="c4"></div><div class="c3"></div><div class="c2"></div><div class="c1"></div></div></div> </td> </tr> </tbody> </table> </td>
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Cleaning up your webpage code after pasting from Microsoft Word

Cleaning up your webpage code after pasting from Microsoft Word
Frequently you may copy and paste text into your Wild Apricot web page from Microsoft Word. This can result in a lot of invisible formatting codes being inserted into your page which interfere with Wild Apricot web page editor. Typical symptoms include: You are unable to change formatting of some pieces of text in Wild Apricot page editor - nothing happens when you use formatting buttons. Page looks OK on some computers - but content looks messy or jumps around page on other computers. There are two ways that Wild Apricot can fix these formatting problems for you. We recommend using both together. Automatic clean up of Word Code. The first is a process that runs automatically every few fractions of a second that looks for formatting created in Microsoft Word and cleans this automatically, replacing it with proper HTML coding. Most of the time you will not notice this, but if you are pasting in a large amount of content with a lot of formatting in it, you may notice your screen flicker for a fraction of a second. Clean up HTML button.
While the Automatic clean up will clear any extra code from Microsoft Word, we also recommend using the Clean-up HTML button whenever you copy-paste into Wild Apricot editor. This is a more powerful than the automatic clean up, and it will do its best to preserve as much of the formatting as possible while removing all quirky hidden formatting codes from a variety of sources. This button is located in Wild Apricot editor toolbar, see Editing web pages:
Line spacing in Web pages

Line Spacing in Webpages
In other text editors like Word you may be used to hitting [Enter] and being sent to the next line or having a line spacing tool to adjust line spacing (double, single, etc.). However in online webpage editors like Wild Apricot you don't have this functionality by built in (e.g. it needs to be created). But until this functionality does exist there are some workarounds you can use for now. The most popular is to use the the 'shift+enter' combinations keyboard short cut.
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How it works
How this works does depend on the browser you are using. If you already have a paragraph created in your page: Hitting [Enter] will create new paragraph and hitting Shift+Enter will create a break (<br>) which sets cursor under your current line. Except for Safari - Shift+Enter will create new paragraph as well. If you do not have a paragraph yet the behavior of Shift+Enter will change depending on the browser you are using Firefox: Enter/Shift+Enter will create <br> (a line break) Chrome: Enter will create new <div>, Shift+Enter will create <br> IE: Enter will create new paragraph/Shift+Enter will create <br> Safari: Enter/Shift+Enter will create new div But note that for these examples to work you will need to have an HTML paragraph (see example below) inserted into your page. To insert a paragraph you can copy and paste the follow example into your page using the HTML button (see HTML) . Example of HTML code for a paragraph
<p> .... your paragraph ... </p>
Extending your website with third-party tools

Extending your website with picture albums, videos, polls and more
There are more and more cool and useful tools out there on the Internet. No single website can dream of providing each and every service anyone can ever need. Thus, a hugely popular concept of 'mashups' has been born - embedding your website with 'widgets' - little pieces of content and functionality provided by other websites. Wild Apricot system is designed to address key administration tasks for a member-based organization: member database, event registrations, mass emails, online forms, website content management, donations and payments. However, there are situations when we might not have a tool for you (for example, Wild Apricot does not have a built-in polls functionality) - or when our built-in function (e.g. mass emails) is not as robust as some other services dedicated solely to this function. Thus we have decided to compile some examples and ideas on how you can extend and enhance Wild Apricot with some third-party tools:
Specific examples:
PayPal Widget for Online Store Adding custom online forms via Wufoo Adding embedded audio Adding text search to your site Adding Video clips Uploading and Playing A Video File Embedded photo galleries Inserting HTML forms Adding Facebook and Other Social Media Widgets Polls and surveys Adding flash to your site Adding Twitter Widget To Wild Apricot
There are many other 3rd party tools that can be embedded similarly e.g.
Delicious feed integration
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Zoho Show
Google Calendar
Blog
PayPal Widget for Online Store PayPal Storefront Widget

PayPal offers a way to add online store to your website via a web-based 'widget'. This pages explains how to add PayPal Storefront widget to your Wild Apricot website: 1. Go to PayPal Storefront website and login with your PayPal id: http://storefront.paypallabs.com/authenticate/review
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2. Once all necessary settings are finished for the future PayPal Widget appearance , click on "Publish your storefront " link:
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3. Next step will include HTML code generation. Choose second option here:
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4. Message "The HTML has been placed on your clipboard" will appear. For easy understanding Notepad document was opened to show what kind of HTML code was created and stored in the clipboard:
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4. Open your Wild Apricot website as administrator and follow standard procedures on inserting HTML snippet to Wild Apricot webpage:
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5. Finally after pushing "Publish" button PayPal Widget will become available for customers interested to purchase your items:
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Adding custom online forms via Wufoo Adding custom online forms via Wufoo
Wild Apricot does include online forms for all key functions in a member-based organization such as online member application and member profile update,event registration or donations. But if you want to add a custom form for a particular need, Wufoo is a great way to do it.
How to insert a Wufoo form to WildApricot page:
1. Goto http://wufoo.com/, register and start free Wufoo account. Following welcome screen will appear:
2. At this stage you add the fields to use in your form:
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3. Form is almost ready:
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4. Now you have to copy the generated widget code:
5. Choose "Integrated Form Code" option, highlight and copy script from "Code manager" window:
6. Open your Wild Apricot website and choose a web page where you want to insert the form. Go into edit mode and on tool bar click on <S> button. See:
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7. "Insert HTML snippet or script " window will appear. Paste the script into this window:
8. Click on [Publish] button to save your changes and to preview the form:
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See Wufoo online forms integration example on Wild Apricot site
All data collected through Wufoo form is stored in your Wufoo account and is not stored on your Wild Apricot account. To review this data you would have to login into your Wufoo account. For more details on how to manage Data and statistics refer to Wufoo help section at: http://wufoo.com/docs
Adding embedded audio Adding embedded audio

You can embed an MP3 file like music or podcast into your Wild Apricot web pages. Your visitors can listen to it right on your website (without requiring an external player like QuickTime or Windows Media Player). This page describes how to add and play back audio files directly on your Wild Apricot website.
Uploading MP3 file
Upload your MP3 file to your Wild Apricot account using the File Management (To keep them organized we suggest creating an audio folder). Note that these files are counted against your file upload limit. You can also host the audio files on any other file hosting site, you just need to know the url to the files.
Add MP3 player to your page
First you have to select which MP3 player to use and there are many to choose from. In this example we will use the Google reader mp3 player. To insert it, go to your page and open it in Edit mode. Cick on <HTML> button to open an HTML editor. Next, copy-paste the following HTML code on your page.
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<object codebase="http://www.google.com/reader/ui/3523697345-audio-player.swf" width="400" height="27"> <param name="Src" value="http://www.google.com/reader/ui/3523697345-audio-player.swf"> <param name="Quality" value="High"> <param name="flashvars" value="audioUrl=MP3_FILE_URL"> <embed type="application/x-shockwave-flash" flashvars="audioUrl=MP3_FILE_URL" src="http://www.google.com/reader/ui/3523697345-audio-player.swf" quality="best" width="400" height="27"> </object>
Where MP3_FILE_URL is the link to your mp3 file. Note there are 2 places where MP3_FILE_URL occurs. To turn on the autoPlay function, add &autoPlay=true to the MP3 file URL. e.g."audioUrl="http://www.example.com/mysong.mp3 &autoPlay=true" You can also change the width and height values as needed. The player would look similar to the following:
Adding text search to your site Adding text search to your site using Google custom search engine
1. Go to the Create Custom Search Engine page 2. Specify Custom Search Engine parameters 3. Customize the look of your search engine 4. Get the Generated Search Engine Code 5. Insert Search Engine Code into your website Limitations of 3rd party search engines Wild Apricot does not currently have a built-in search engine for the website module, but you can embed a free search engine module, like the Google Search engine. Here is how you can setup a Google search engine on your own website:
1. Go to the Create Custom Search Engine page
Go to http://www.google.com/cse Click on [Create a Custom Search Engine]
2. Specify Custom Search Engine parameters
You need to have a Google account to do this. If not already logged in you will have to sign in first. If you do not already have a Google account you can create one at this point, then log in after. Specify your custom search engine parameters such as name, description etc.
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The most important parameter is selecting which websites you want to be searched. Specifying mydomain.camp8.org/* will include all the pages on mydomain.camp8.org. Type in your Wild Apricot website URL (without the http://). Agree with the terms of usage and click [Next] button.
3. Customize the look of your search engine
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4. Get the Generated Search Engine Code
Your search engine is now ready, copy the generated script code:
5. Insert Search Engine Code into your website
Log in to your Wild Apricot site as an administrator. Insert the code you copied above on the page you want your search engine to appear. For instructions on how to insert HTML code see Inserting HTML or JavaScript Your search will be similar to the following:
Limitations of 3rd party search engines
Google custom search will only work for publicly accessible webpages since members-only pages can not be indexed by Google. To address this we plan to add our own built-in website text search in the future.
Adding Video clips Adding Video clips

Wild Apricot allows you to use many popular dedicated video hosting platforms like YouTube, Vimeo, Veoh or Flickr and very easily embed videos
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into your Wild Apricot pages. To your site visitors for all sense and purposes, this will look just like as if videos were stored on your own website. The basic process is very straightforward and does not require any technical skills.
YouTube
1. Goto YouTube site: http://www.youtube.com 2. Find desired video and click on it. YouTube will start loading video and on the right site there will be Embed: field with a code inside. 3. Highlight and copy this code:
4. Open your own Wild Apricot web page in edit mode. 5. Edit toolbar will appear. With a mouse, click on the page where you would like you video to appear and then click on <S> button:
6. "Insert HTML snippet or script " window will appear. Paste the code in the window. 7. Click on [Publish] button and your Wild Apricot webpage will show embedded video:
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Check following options if the video is not playing: Make sure that your browser has Flash plug in is installed Sufficient internet speed For more detailed instructions on how to place YouTube video link go to: http://youtube.com/sharing
Similar services
There are many other similar services, some examples: 1. Vimeo: http://www.vimeo.com
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2. Veoh: http://www.veoh.com
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3. Flickr online photo and video management application: http://www.flickr.com/
Troubleshooting
If the inserted video overlaps the fly-out website menu add the following parameter to the video script: wmode="opaque"
Uploading and Playing A Video File Inserting videos on the page

Wild Apricot allows you to add video clips to play on your site. These video clips are limited to the individual file size allowed by your billing plan (see Pricing). If you need to use larger video files you can upload them to a video sharing site (see Adding Video clips for more information).
Upload video file
You should upload your file using the File Manager (To help keep track of everything, we recommend that you create a folder called "videos")
Inserting video files on the page with Windows Media Player
Supported file types: .asf, .wma, .wmv, .wm, .asx, .wax, .wvx, .wpl, .avi, .asx, .wax, .wvx, .wpl, .mid, .midi, .rmi, .aif, .aifc, .aiff (source: Multimedia file types that Windows Media Player supports) To embed Windows Media Player, copy the code below into the HTML of the page you want the video to appear on and change the attributes listed below.
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Important attributes: Width: sets the size of the media player, this should be made to the width of the video Height: sets the size of the media player, this should be made to the same height if the video fileName and scr: path to your uploaded video file, would be something similar to "http://MyWildApricotWebSite.com/resources /videos/my_video.wmv" autoStart: Set this to "true" if you want the video to automatically begin playing when the page loads, otherwise set it to "false" if you want the user to click Play to watch the video Loop: Set this to "true" if you want to video to repeat when it's done playing, otherwise set it to "false" to just want it to play once
<OBJECT id='mediaPlayer' classid='CLSID:22d6f312-b0f6-11d0-94ab-0080c74c7e95' codebase='http://activex.microsoft.com/activex/controls/mplayer/en/nsmp2inf.cab#Version=5,1,52,701' standby='Loading Microsoft Windows Media Player components...' type='application/x-oleobject' width="320" height="240" > <param name='fileName' value="http://servername/path/to/media.file"> <param name='autoStart' value="true"> <param name='loop' value="false"> <EMBED type='application/x-mplayer2' pluginspage='http://microsoft.com/windows/mediaplayer/en/download/' id='mediaPlayer' name='mediaPlayer' width="320" height="240" src="http://servername/path/to/media.file" autostart="true" loop="false"> </EMBED> </OBJECT>
Inserting video files on the page with QuickTime player
Supported file types: .mov, .qt, .mp4 To embed QuickTime Media Player, copy the code below into the HTML of the page you want the video to appear on and change the attributes listed below.
Important attributes: Width: sets the size of the media player, this should be made to the width f the video Height: sets the size of the media player, this should be made to the same height if the video scr: path to your uploaded video file, would be something similar to "http://MyWildApricotWebSite.com/resources/videos/my_video.mov" autoplay: Set this to "true" if you want the video to automatically begin playing when the page loads, otherwise set it to "false" if you want
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the user to click Play to watch the video Loop: Set this to "true" if you want to video to repeat when it's done playing, otherwise set it to "false" to just want it to play once
<OBJECT classid='clsid:02BF25D5-8C17-4B23-BC80-D3488ABDDC6B' codebase='http://www.apple.com/qtactivex/qtplugin.cab' width="320" height="255" > <param name='src' value="http://servername/path/to/media.file"> <param name='autoplay' value="true"> <param name='loop' value="false"> <EMBED src="http://servername/path/to/media.file" width="320" height="255" autoplay="true" loop="false" pluginspage='http://www.apple.com/quicktime/download/'> </EMBED> </OBJECT>
Embedded photo galleries Embedded photo galleries

Overview Flickr Slideshow PhotoBucket Picasa RockYou Example
Overview
Although Wild Apricot comes with a ?Photo album page it is does not include a slideshow function. You may also have a lot of images already stored on dedicated picture-hosting sites such as Flickr, Photobucket, Picassa, RockYou and others, see our blog post on photo-sharing Most of these 3rd party photo hosting sites allow you to create slideshows and provide you with the "share" code to easily embed these slideshows into your website.
Flickr Slideshow
To embed a Flickr slideshow into your Wild Apricot site: Sign into your flickr account (or create one at http://www.flickr.com/) Upload photos to include in your slideshow (skip this step if your photos are already uploaded) Go into your photostream (or into a specific photo set only) and play the slideshow:
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Next click on the share link and copy the provided embed HTML code:
Insert the code you copied onto the appropriate Wild Apricot page, see inserting HTML script. Here is an example of what the embedded slideshow would look like on your Wild Apricot site:
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PhotoBucket
PhotoBucket is one of the biggest and most popular picture hosting websites and provides a very nice and easy way to embed a slideshow:
Picasa
Picasa is a service by Google - and just as you would expect from Google, they provide a lot of free storage space (2GB at the moment). Its strong trait is a PC-based companion software you can use to manage and process your pictures - and then effortlessly publish them online through the Picasa website and embed into your Wild Apricot page.
RockYou Example
Rockyou is an excellent service which you can use to make your site come "alive" by creating very powerful and impressive animations from your collections of photos. Here's how you can embed a RockYou picture animation into your Wild Apricot site: Log into your RockYou account (or create one at http://www.rockyou.com) Upload and select the photos you want to include in your animation
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Select the style and music for your animation and save your settings
Copy the provided script and insert into your Wild Apricot site, see Inserting HTML or JavaScript. (The following script is for this example only)
Here's how the RockYou animation can look like in your Wild Apricot site:
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Please let us know if you have found other great tools to use in conjunction with Wild Apricot - so that we can share your findings with our community.
Inserting HTML forms Inserting custom Forms and HTML code

Inserting Custom Form - PayPal buttons example Inserting Custom HTML code - Wufoo example Technical details for Custom Forms See Also Sometimes you want to extend your Wild Apricot website with 'web widgets' provided by other companies. For example you could add a survey, poll, or shopping cart from another provider: Surveys can be added from www.surveymonkey.com Custom Contact us forms can be added using forms from www.Wufoo.com Payment buttons for products can be added using checkout buttons from PayPal.com or Google checkout The specific details that you will need to integrate a third-party service can vary from one service to another. But almost in all cases you just need to take a code snippet from the site whose form you are using and past it into your site. Code snippet can be either: Custom Form - code starts and ends with <form> tag Custom HTML code- any code that starts and ends with other tags such tags as <div>, <object>, <iframe>, <script>. Note, the process of inserting a code snippet is slightly different for Custom Forms and Custom HTML code - use Insert gadget > Custom form or Insert gadget > Custom HTML. The following examples show this in more details.
Inserting Custom Form - PayPal buttons example
For example, lets look at adding a PayPal button. There are various buttons available from PayPal such as shopping cart, donation and buy now that you could add on your Wild Apricot web pages.
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Note that the PayPal code starts with <form> tag, this means that we will need to add it as a custom form. Once you've obtained a code from PayPal, copy it and go to the page that you want to add it to on your Wild Apricot site. Next, open the page in edit mode (click on Edit button), click on Insert gadget button which is located on the edit toolbar and select Custom Form option.
On the following window enter the code and click on Save button once finished.
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Next, save the page and the button will be added to the page.
Inserting Custom HTML code - Wufoo example
For this example let's add a form that I have created in my wufoo account. From Wufoo embedding options select <iframe> version. You can also use Javascript options as well.
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Copy the code from Wufoo, go to your page, click on Insert gadget button which is located on the edit toolbar and select Custom HTML option.
After you insert and save the code, your custom form will appear on the page.
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Technical details for Custom Forms
1. By default IFRAME of Form gadget will be adjusted upon its loading by special javascript. It is possible to suspend this script for a particular gadget by setting a special global variable. Form gadget HTML has "height" attribute ("auto" by default). It is possible to change its value in HTML editor, for instance to 50px; height="auto" will force a special javascript to set appropriate frame height automatically upon its loading. The height attribute can be adjusted directly from the page HTML code. 2. By default content of form gadget loads all standard Wild Apricot stylesheets. This might be changed by manual editing in HTML code useStandardStyles attribute of form gadget: useStandardStyles="False" In a similar way, you add your other styles to the form. 3. It is possible to customize IFRAME of particular From gadget by its Id. The system assigns an Id for <body> tag of form's IFRAME window with format "PAGEID_XX_GADGETID_YY", where XX is internal page ID and YY - ID of this gadget within this page. Note that gadget ID might be changed after changing page content, for instance after inserting a gadget before current one. 4. By default on rendering a form the system adds a target attribute (target="_top") to open new window inside main window after the form submit. To open new window inside the gadget you have to add target attribute into your form tag manually
See Also
Online member application form Event registration form Online donation form E-mail subscription form
Adding Facebook and Other Social Media Widgets Adding Facebook, Twitter, LinkedIn, and Other Social Media Widgets
Social Media widgets are a popular way to engage and interact with your members and website visitors. Most social media platforms provide a widget that you can insert into your own website. To add a social media widget, simply follow the instructions provided by that platform. Things to keep in mind If you are required to add code to the <HEAD> tag, go to Settings > Meta-Tags and add it to the box labeled "Raw Headers" If you need to add code just above the </body> tag, add it to Settings > Global JavaScript Add the widget code to your page using the <S> button, see: Inserting HTML or JavaScript
3rd-Party Widgets
Facebook Like Button (Use the IFRAME or FBML version of their code) Facebook Like Box (Use the IFRAME or FBML version of their code) Twitter Widget LinkedIn Profile Google +1 Button Google+ Profile Button
See Also
Inserting HTML or JavaScript Extending your website with third-party tools
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Polls and surveys Polls and surveys

Wild Apricot does not currently have a built-in polling/survey tool, but you can easily extend it with a third-party service, for example PollDaddy. Here is how to add it to your Wild Apricot web page: 1. Go into your PollDaddy account (or create a new one at polldaddy.com) 2. Create a new poll / survey:
3. Once your poll/survey is created, copy the provided embed code:
4. Paste the embed code on your Wild Apricot site, see Inserting HTML or JavaScript Here is how it would look like in your Wild Apricot web page:
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Adding flash to your site Adding Flash to your site

Optional settings Know problems with Flash A Flash file is an interactive animation (common file extension for Flash files is .swf, though other extensions are used too). You can create them on your own computer and then add them to a website for a little more of an exciting or dynamic experience for your visitors. Please note that they will have to Flash installed on their computer to be able to see the animations. Adding a flash file to your Wild Apricot site consists of two steps: 1. Upload flash file using the File Manager (suggestion: create a folder called "flash" for your flash files) 2. Edit your page HTML and insert the following: (see Inserting HTML)
<object codebase="http://download.macromedia.com/pub/shockwave/cabs/flash/swflash.cab#version=6,0,0,0" classid="clsid:D27CDB6E-AE6D-11cf-96B8-444553540000" width="500" height="500"> <param name="Src" value="/resources/flash/myflash.swf"> <param name="WMode" value="Transparent"> <param name="Play" value="true"> <param name="Loop" value="false"> <param name="Quality" value="High"> <param name="Menu" value="false"> <param name="AllowScriptAccess" value=""> <param name="Scale" value="ShowAll"> <param name="DeviceFont" value="false"> <param name="AllowNetworking" value="all"> <embed type="application/x-shockwave-flash" pluginspage="http://www.macromedia.com/go/getflashplayer" src="/resources/flash/myflash.swf" wmode="Transparent" play="true" loop="false" quality="High" menu="0" scale="ShowAll" devicefont="0" allownetworking="all" width="500" height="500"> </object>
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Please be sure to do the following Replace "/resources/flash/myFlash.swf" with the full path (url) to your flash file (there are two occurrences) Change the width and height parameters accordingly to match your flash dimensions (two occurrences) make sure you correctly specify the url to your flash file, it will start with "/resources" and then be followed with the folder (if applicable) and file name
Optional settings
The following attributes are optional when defining the object and/or embed tags. For an object, all attributes are defined in param tags unless otherwise specified. When inserting a new attribute please look at the quality attribute in the code above. You should add a new PARAM tag line and a new attribute to the OBJECT tag. id (attribute for object, object only) - Identifies the flash file to the host environment (eg the web browser) so that it can be referenced using a scripting language. name (embed only) - flash file name. Identifies the flash file to the host environment (a web browser, typically) so that it can be referenced using a scripting language such as JavaScript or VBScript. swliveconnect - Possible values: true, false. Specifies whether the browser should start Java when loading the Flash Player for the first time. The default value is false if this attribute is omitted. If you use JavaScript and Flash on the same page, Java must be running for the FSCommand to work. play - Possible values: true, false. Specifies whether the flash file begins playing immediately on loading in the browser. The default value is true if this attribute is omitted. loop - Possible values: true, false. Specifies whether the flash file repeats indefinitely or stops when it reaches the last frame. The default value is true if this attribute is omitted. menu - Possible values: true, false. true displays the full menu, allowing the user a variety of options to enhance or control playback. false displays a menu that contains only the Settings option and the About Flash option. quality - Possible values: low, high, autolow, autohigh, best.** low favors playback speed over appearance and never uses anti-aliasing. autolow emphasizes speed at first but improves appearance whenever possible. Playback begins with anti-aliasing turned off. If the Flash Player detects that the processor can handle it, anti-aliasing is turned on. autohigh emphasizes playback speed and appearance equally at first but sacrifices appearance for playback speed if necessary. Playback begins with anti-aliasing turned on. If the actual frame rate drops below the specified frame rate, anti-aliasing is turned off to improve playback speed. Use this setting to emulate the View > Antialias setting in Flash. medium applies some anti-aliasing and does not smooth bitmaps. It produces a better quality than the Low setting, but lower quality than the High setting. high favors appearance over playback speed and always applies anti-aliasing. If the flash file does not contain animation, bitmaps are smoothed; if the flash file has animation, bitmaps are not smoothed. best provides the best display quality and does not consider playback speed. All output is anti-aliased and all bitmaps are smoothed. scale - Possible values: showall, noborder, exactfit. default (showall) makes the entire flash file visible in the specified area without distortion, while maintaining the original aspect ratio of the flash file. Borders may appear on two sides of the flash file. noorder scales the flash file to fill the specified area, without distortion but possibly with some cropping, while maintaining the original aspect ratio of the flash file. exactfit makes the entire flash file visible in the specified area without trying to preserve the original aspect ratio. Distortion may occur. align (attribute for Object) - Possible values: l, t, r, b. Default centers the flash file in the browser window and crops edges if the browser window is smaller than the flash file. l (left), r (right), t (top), and b (bottom) align the flash file along the corresponding edge of the browser window and crop the remaining three sides as needed. salign - Possible values: l, t, r, b, tl, tr, bl, br. l, r, t, and b align the flash file along the left, right, top or bottom edge, respectively, of the browser window and crop the remaining three sides as needed. tl and tr align the flash file to the top left and top right corner, respectively, of the browser window and crop the bottom and remaining right or left side as needed. bl and br align the flash file to the bottom left and bottom right corner, respectively, of the browser window and crop the top and remaining right or left side as needed. wmode - Possible values: window, opaque, transparent. Sets the Window Mode property of the flash file for transparency, layering, and positioning in the browser. window - flash file plays in its own rectangular window on a web page. opaque - the flash file hides everything on the page behind it. transparent - the background of the HTML page shows through all transparent portions of the flash file, this may slow animation performance. bgcolor - [hexadecimal RGB value] in the format #RRGGBB . Specifies the background color of the flash file. Use this attribute to override the background color setting specified in the Flash file. This attribute does not affect the background color of the HTML page. base - . or [base directory] or [URL]. Specifies the base directory or URL used to resolve all relative path statements in the Flash Player flash file. This attribute is helpful when your Flash Player files are kept in a different directory from your other files. flashvars - Possible values: variable to pass to Flash Player. Requires Macromedia Flash Player 6 or later. Used to send root level variables to the flash file. The format of the string is a set of name=value combinations separated by '&'. Browsers will support string sizes of up to 64KB (65535 bytes) in length.
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Know problems with Flash
In order to play a flash file in the browser you need to install flash add-on. There are two add-ons: Adobe Flash Player HTML5 - supported only by WebKit browsers such as Safari and Chrome. Adobe Flash Player does not support Windows 64x, therefore the Flash file will not be plaid in Internet Explorer. As a workaround, it is possible to install Internet Explorer 32x on Windows 64x.
Adding Twitter Widget To Wild Apricot How to display your Twitter updates on your Wild Apricot page.
It is very easy to add your Twitter updates to Wild Apricot. The first step to customize your Twitter widget by going here: http://twitter.com/about/resources/widgets/widget_profile After you enter in your Twitter name and customize the widget appearance click on the [Finish & Grab Code] button at the bottom of that page and copy the code presented. Next, go to the page where you want the widget to be and place the cursor where you would like it to appear. Next, click on the <S> Script button in the editor toolbar (see: Inserting HTML or JavaScript) and paste in the code that you had copied. Save your page and should then see your Twitter updates.
File Management
File Management
File management options: online and from your computer File access and security File management screen Drag and Drop Features File upload and storage limits Special folders Theme folder Theme_Overrides SiteAlbums folder Supported file types Troubleshooting Cannot upload file, getting failed to upload error Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild Apricot website Storage and upload limits See also
File Management Video: 05:57 Each Wild Apricot account also includes space to store your files(i.e, documents, pictures) as well as built in file manager to help your organize all your files. These can be added to or linked from the events, emails, invoices and or pages you create. Or you can share the link directly with anyone by copying it's address from your file manager.
File management options: online and from your computer

There are three ways that you can upload files 1. Directly on any web page you are editing by using the [Document] or [Picture] buttons on the WYSISYG tool bar. Anyone who has full administrative or Web page writer rights can upload images from anywhere. Please see Inserting pictures and Inserting documents. 2. Via a special 'File management' page (described below) 3. By using WebDAV, so that you can manage your files via a connection directly from your computer. This is easier if you are going to be
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3. working with a large number of files. For more information see Working with WebDAV WebDAV is only available to paid billing plans (and Trial accounts), while the ability to upload files through Wild Apricot is available for all plans.
File access and security

Any file uploaded to your site can be accessed at the URL *http://your_site_domain/resources/path/filename*, including all subfolders in path.
File security This means that ALL files are accessible via a direct link, even if you uploaded them onto a restricted access page. You should avoid storing any sensitive files or make sure their location can't be guessed.
File management screen

You can upload, view and manage your files via the File Management settings screen: Settings -> Site Settings -> File management.
The File management screen is similar to the one used for inserting documents and images when editing web pages, with some small differences: You can change Views through drop down menu at the top of the window. The views lets you see your icons as Large/medium/small preview icons (so you know what the image looks like) A list of details including individual file type and size You can turn the Folder pane on or off using the folders button Clicking on any folder will show the contents of that folder (files and/or subfolders) Like the screen when you insert documents/images, you also have the following abilities Navigating through subfolders by clicking on the plus sign (+) in the folder pane OR double clicking on the folder icon in the file pane. Right clicking in the middle of the file pane will give you a menu where you can create new folders and change your views. Upload files
Drag and Drop Features
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You can either Click and Dragor Right-click on a file to do the following Update file by uploading a new one to take its place Open/download the file into a new browser window Copy or Cut the file. This will let you paste the file (via another right click) into another folder (Note If you move a file by cutting it and pasting it into another folder, it will not be updated on any page where it might be links. You will have to recreate any links) Rename the file Delete the file
File upload and storage limits

In order to ensure proper service levels to all our clients your account will have an overall file storage limit as well as a limit on the size of any individual file uploaded. This limit differs based on your billing plan. See Functionality by billing plan for more information. Free Max file size, MB Overall storage limit, MB 5 100 Group 10 200 Community 25 400 Professional 50 800 Enterprise 100 1600
Note that Member Photo albums are not included into the limit. So even though you might reach the file limit it will not effect you members when they want to add more photes to their profile.
Known issues Please note the right-click menu in file manager window does not work in Safari on the Mac. Instead you need to hold down the Control button and then click to open the menu. Right-clicking also does not work using Google Chrome, you will need to use a different web browser to get the right-click menu.
Special folders
Theme folder
The Theme folder contains important information about the look and feel of your site and is where your Cascading Style Sheets (CSS) files reside - which define your website look and feel. It is where all your Theme settings are stored, regardless of whether you used one of our themes or have customized your own. Because it is so important to your website you cannot delete Theme folder you cannot delete or move the 'user.css' file. you cannot edit/delete/move 'customStyles.css' file. 'customStyles.css' must be edited through Settings > Colors and styles, see Customize colors and styles
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Theme_Overrides
You may also noticed a "Theme_Overrides" folder, if you are currently not using the advanced features of Wild Apricot themes customizations you do not need to use this folder. See Theme Overrides
SiteAlbums folder
The SiteAlbums folder can be used to view and upload images to your photo album functional pages. Inside the SiteAlbums folder, there is a folder for each of the photo album pages found on your site (if any), each named with the corresponding page ID. For further information see Photo album page.
Supported file types

Wild Apricot allows you to upload files with common extensions, see Complete list of supported file types.
Troubleshooting
Cannot upload file, getting failed to upload error
This is usually due to special characters in the filename (e.g. %, $, ~, & etc). Try renaming your file using letters of the alphabet only. Check file size and/or storage capacity, see file upload limits section above.
Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild Apricot website
This can happen if your images use CMYK color space instead of RGB one. Normally web images are saved with RBG color space and images meant for printing are saved with CMYK color space. Some systems only support images with RGB color space, not CMYK. You can get more information on color spaces by clicking here. To determine an image's color space go to: http://regex.info/exif.cgi To convert an image from CMYK to the supported RGB color space you can use the free online tool found here: http://www.pixlr.com/editor/ Just open your image and save it as .jpg - this will automatically save it in RGB color space.
Storage and upload limits

Depending on our subscription plan, your total file storage amount and maximum size of of individual files will differ, see Functionality by billing plan. Also if you do need more space please contact us to check for current available options.
See also
Working with WebDAV Inserting pictures Inserting documents Photo album page
Complete list of supported file types

Complete list of supported file types
Complete list of supported file types Web related file types Documents Ms Office Word Excel Power point Onenote Visio Access Project Other Multimedia Archives Data
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Web related file types
.gif .jpg .jpeg .png .tiff .tif .bmp .psd .psp .mdi .ico .css .js .htm .html .mht .mhtml .eps .gpx .wmf .emf
Documents Ms Office
Word .doc .dot .docx .dotx .docm .dotm .rtf Excel .xla .xlc .xlm .xls .xlt .xlw .xlsxm xlsx .xlsm .xltx .xltm .xlsb xlam Power point .xps .pot .potx .ppt .pptx .pps .ppa .ppsx .pptm .ppsm .potm .ppam .sldx .sldm Onenote .onetoc .onetoc2
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.onetmp .onepkg Visio .vdx .vsd .vss .vst .vsw .vsx .vtx Access .mdb .accdb .accde .accdt .accdr Project .mpp .mpt .mpx .mpd
Other
.msg .thmx .csv .pdf .txt .prn .slk .dif .odbc .pub .xml .xsd .chm .dxf
Multimedia
.mp3 .mp4 .flac .swf .flv .wav .wma .wmv .mov .avi
Archives
.rar .zip .tar .tgz .tbz .taz .tlz .txz .z .gz .bz2 .lzma .xz
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Data
.db .dat .tmp
Forum Module
Forum Module
Wild Apricot provides a built-in Discussion Forum module - a place where people can post messages and others can view and reply to the posted messages. Use it as a place for your community to congregate, collaborate, discuss and share their ideas. Forum module allows you to create an unlimited number of individual forums - each forum has its own web page. See Individual Forum page You can also add one or more Forum summary pages - which summarize and link to a number of individual forums. See Forum summary page See also: Forum subscriptions by email Forum summary page Individual Forum page
Forum subscriptions by email

Forum subscriptions by email
Overview How to subscribe to a forum Subscribing to a specific topic Forum subscription settings 1. Forum subscriptions 2. Email history Admin editing of forum subscriptions Schedule of forum notifications See also:
Overview
Wild Apricot allows your members to subscribe by email to discussion forums or specific forum topics - to get email notifications about new posts. Note however these are just notifications, the member will still need to visit your site in order to view the forum / topic or post, they cannot post/view directly via email - so this is not like a 'listserv'/mailing list. . Members have to subscribe themselves - they cannot be subscribed by the admin. Once a member has subscribed both the admin and member are able set / change the frequency at which the email notifications are sent.
How to subscribe to a forum

To subscribe (or un-subscribe) to a forum go to the forum page you are interested in and click on the Subscribe to forum link (top-right corner).
Subscribing to a specific topic
Rather than (or in addition to) subscribing to the entire forum a member might want to subscribe to specific topics only - In this case go to the desired topic and use the Subscribe to topic link.
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Once subscribed you can also un-subscribe from the same place:
Forum subscription settings

Both the member and the admin can view/change all the forums/topics the members is currently subscribed to on the E-mail settings and log screen:
1. Forum subscriptions All forums/topics the member is subscribed to (including the frequency email notifications are set to go out) are listed under "forum subscriptions" on the e-mail settings and log tab of the contact record. Forum email notifications can go out Daily, Weekly or Immediate - the default is Daily. Daily - All forum notifications for each day are send out once a day, in a single email. Weekly - Forum notifications for the previous week are send in one email, on Monday morning. Immediate - The notification is sent right away (note however the actual delivery could be a few minutes or longer depending on the current mail server load). 2. Email history All previously sent email notifications are listed in the email history log, at the bottom. See also Log of Sent E-mails
Admin editing of forum subscriptions
To change the subscription settings, find the contact in your database, open details page, go to Email tab and click on the [Edit] button next to E-mail preferences.
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To unsubscribe from any particular forum / topic simply remove the corresponding check mark associated with the forum / topic. Admin also has the option to select the Disable ALL e-mails option - this will unsubscribe the member from all topics and prevent member from receiving all other emails originating from the site.
Schedule of forum notifications

Notification emails are sent out at specific times of the day, see Automatic emails schedule The exact time the emails go out will vary with each site based on your Organization Timezone settings. The forum date, time and format shown to the public is also based on your set Organization date/time format
See also:
Forum Module Contact Email Settings and E-mail Log View and edit contact details Member - edit profile Tracking Emails
Forum summary page

Forum summary page
Forum summary page settings Description Forum list See also Forum summary page displays a list of all or selected forums you have created, grouped by category. Forums in each category are listed alphabetically. You can have several forum summary pages if needed - see How to add web pages Here is what it looks like when you are logged in as a site administrator:
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Forum summary page settings

Forum summary page can be configured to show all forums or only selected forums.
Description
You can enter a text message which will appear at the top of your Forum summary page. You could also use formatting options and insert links, pictures and documents.
Forum list
You can select what forum pages you want to include on the summary page.
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All forum - will list all forum pages and will automatically add all new forum pages that were not assigned to any category Selected forums - allows you to specify what forum page to show.
See also
Working with Forum Pages Forum subscriptions by email Organization Timezone
Individual Forum page

Individual Forum page
Forum settings Permissions Member picture Category Forum topics and replies Creating Forum Stickies Forum subscriptions You can add as many forums (= individual forum pages) as you need - see How to add web pages Forum pages can be made accessible to the public - or hidden and restricted to specific groups of users by placing them within website sections with restricted access (See Website Pages with Restricted Access). Even when a forum is placed on a public page, you can control functionality for public users and members depending on their level (See Forum settings section below). Working With Forum Pages
Video Tutorial - 5 min 12 sec
Forum settings
Click on the [Edit settings] button. The following settings are available: Description Provide a brief introduction that will be placed on top of the Forum page. You can use formatting options and insert links, pictures and documents.
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Permissions
You can control what different groups of users can do - Public visitors and per each Member level: No access - selected level will not be able to access the forum. Read - allow only to read the forum messages Read, Comment - allow to read and comment on any of the existing forum messages. Read, Comment, Create - allows to read, comment and also to create new forum topics (message threads).
Member picture
Select if you want to show member pictures in this forum, and which of the picture fields in your database is to be used. For example you might
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have a photo field, an avatar and a logo. Here you can select which of the fields to use.
Category
Every forum page can be assigned to one category - an existing or a new one. Categories are used to group forums on Forum summary page
Forum topics and replies

Click on the [Create Topic] button. Enter the Subject (Topic) of the new forum post. This topic will be listed on the main forum page. Enter the body of the message and click on [Create] button.
You can reply to the forum post in two ways: You can post a new reply by clicking on the [Reply] button. Enter the comment and click on the [Post] button. Or you reply to a particular comment. Click on Quote (top-right corner) in any posted comment and it will "quote" the original comment in your post. It is helpful when the thread of comments gets long. Users may also Edit / Delete their own comments. Administrator can edit/delete any message or comment. User may also hide their Picture and name.
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Note that if you see no picture and <Name is hidden> this means that the user has opted out to show this information See: Privacy options for your members in Member directory Authorized members can use rich text formatting tools when adding topics and replies. (For security reasons their formatting tools are less extensive compared to the tools available to administrators):
Creating Forum Stickies

Forum topics are listed in order from the last active topic to the oldest. If you have an important topic that you need everyone to see, you can make it a Sticky. Stickies are forum topics grouped together at the top of the list of topics on a forum page, no matter when the last comment in that topic was made. Only administrators can make a topic Sticky or unstick it. Making a topic Sticky can be done either when creating a topic or when editing the first post in a topic by checking the "Make Sticky" checkbox below the body of the forum.
You are also given the option to set a date that you want the topic to be automatically unstuck on, this date must be in the future. If no date is set, it the topic will remain sticky until it is unstuck by an administrator. To unstick a topic, simply uncheck the "Make Sticky" checkbox by editing the first post in the topic. Topics that are Sticky are shown with a pushpin icon next to it in the topics list.
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Forum subscriptions
You can subscribe to any forum or any specific forum topic. See: Forum subscriptions by email
Photo album page

Photo album page
Overview Adding and configuring the Photo Album functional page Uploading Permissions Uploading Photos Editing and deleting photos Viewing the Photo Album Working with Photo Albums
Video Tutorial - 4 min 49 sec
Overview
The Photo albums functional page allows you (as the site administrator) to add photo albums to your site - and even allow your members to contribute their pictures. You can specify which members levels may upload images to the album and only allow site administrators to do so. You can add as many photo album pages as you need and set it's access as you would for any other page.
Adding and configuring the Photo Album functional page

To add a Photo Album functional page, from the Web Pages tab, click on [Add page] and select Photo Album from the Functional Pages tab. To edit the settings for the photo album, click on the green [Edit Settings] button. In the Description box you can enter an introduction or instructions to be shown at the top of the photo album
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Uploading Permissions
Under the Permissions heading, you can select which group of users have permission to upload photos - either Administrators only, All members, or selected membership levels:
When you are done modifying the settings, click on [Save].
Uploading Photos
If members have permission to upload photos, they will see an [Upload photos] button on the page. Clicking this will allow them to browse and upload up to 5 images at a time. There is no limit on the total number of images allowed per photo albim page. The allowed photo formats are .jpg, .gif, and .tif . The maximum file size will depend on your billing plan, see File Management. Administrators can upload images via the [Upload photos] button. They can also upload images using File Management and through WebDAV. To upload images through File management or WebDAV, take note of the Album ID number shown to administrators in the note above the page:
To upload the photos to the album you would navigate to the Resources folder, open the SiteAlbums folder and then the folder with the same album ID number.
Editing and deleting photos

After you upload a picture, the uploader or administrator can add a caption to the image or delete the image. To add a caption, click on the image in the album and then click the link underneath the photo that says "Add Caption". To delete the photo, click on the photo in the album and click the [Delete photo] button. Administrators may also delete photos via File Manager and WebDAV.
Viewing the Photo Album

The Photo Album functional page shows 60 images per page. Next to the page name you will see the total number of images in the album. To the right of this you will see the date that the album was created. If you are logged in as a member, you have the option at the top of the page to show
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all photos - or only photos that you have uploaded. There will also be a button to upload images if the the person's membership level is allowed to. At the top-right and bottom-right pf the page you will have links to the next set of images in that album.
Clicking on a photo will show a larger version of the image and allow you to edit the caption or delete the image if you are the uploader. You will also be able to skip to the next of previous image. Above the image you will see the date the image was uploaded as well as the name of the member who uploaded it (depending on the member's Privacy settings.
Using Google Analytics with Wild Apricot

Visitor and traffic statistics for your Wild Apricot website
You have to have a Google account to login to the Google system Create a new Google Analytics account. General information Contact Information Accept user agreement Get Tracking code - this is the code that you will have to copy and paste into your Wild Apricot system Go to your Wild Apricot account Go back to Google Analytics and check the verification status. You probably want to know who visits your site and how much traffic it gets - page views, unique visitors and so on. We decided not to reinvent the wheel trying to build our own website statistics into Wild Apricot - instead, you can use excellent free third-party analytics tools, for example Google Analytics. Google Analytics is a free service that allows you to track how many and where your visitors come from and how they interact with your site. It is absolutely free and easy to configure and gives you a lot more information than a simple hit counter. Here are the steps on how you can set it up to use with your Wild Apricot account:
You have to have a Google account to login to the Google system
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Create it if you don't have one. Go to: https://www.google.com/accounts/NewAccount
Create a new Google Analytics account.

Go to: http://www.google.com/analytics There are four simple steps:
General information
Website's URL - enter your Wild Apricot URL Account Name - you can call it any name Time zone - Country and time
Contact Information
Enter your contact information and press continue
Accept user agreement
You must accept it by checking Yes

Get Tracking code - this is the code that you will have to copy and paste into your Wild Apricot system
Highlight all the code and copy
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Go to your Wild Apricot account

Go to Settings / Global JavaScript
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Paste the code from Google Analytics into the text field and click on Save button. Code will be applied to all of the web pages, it will also be automatically applied to all pages that you might create in the future.
Go back to Google Analytics and check the verification status.

Usually it might take some time for Google to check your status.
The icon indicates the status of your tracking. Once it changes to a checkmark your tracking code has been verified. Note that it might take Google up to 24 hours to verify the status.
Now you will have access to a wealth of information about your website
Printing Web Pages

Printing Web Pages
Customizing the print icon Customizing the print icon position How to attach the icon in the browser window. How to attach the print icon to any element on the page How to move the icon a few pixels to the right or left Hiding the print icon How to hide the icon on all pages How to hide the icon on certain pages
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How to change the title of the print icon Wild Apricot can produce printer-friendly version of your web pages - both regular website pages and the pages in your administrator interface (for example, summary of members). This function is accessed through a special icon:
Customizing the print icon

Navigate to the "Advanced Customization (CSS)" section of Wild Apricot admin interface. This section is located under the "Settings" button, in the section called "Visual Look and Feel". Use "#idPrintLinkContainer" to customize your icon via CSS, as shown in example below:
#idPrintLinkContainer { width: 100px; height: 100px; background: url(http://path_to_your_custom_icon) left top no-repeat; }
In the example above, you will have to replace "http://path_to_your_custom_icon" with the real path of your icon. Please note, that you have to set the "width" and "height" values properly to display your custom icon.
Customizing the print icon position

Go to the Setting/Site Settings/Global Javascript section of Wild Apricot admin interface. To move the icon to different places on the page, copy the Javascript code below, paste it and modify as needed.
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<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { }; BonaPrint.iconPosition = { id : 'idContentContainer', horizontalAlign : 'right', verticalAlign : 'top', horizontalOffset : 45, verticalOffset : 0 }; BonaPrint.textTitle = ''; } </script>
How to attach the icon in the browser window.

First, replace the id value with an empty value:
id : '',
Set the icon's page position with the next two lines:
horizontalAlign : 'right', verticalAlign : 'top',
You can use only "left", "center", "right" for the horizontalAlign value. You can use only "top", "middle", "bottom" for the verticalAlign value. For example, the following sample will attach the icon to the top right corner of the browser window:
<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { }; BonaPrint.iconPosition = { id : '', horizontalAlign : 'right', verticalAlign : 'top', horizontalOffset : 0, verticalOffset : 0 }; BonaPrint.textTitle = ''; } </script>
How to attach the print icon to any element on the page

You can attach the print icon only to HTML elements which have an ID. First, view the source code of the page (as described in the previous section). Find the target element ID, as shown in the example below. In this case, the page element is the Header:
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Copy and paste this ID into the JavaScript code provided. The target element ID will go in the tag called id:
<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { }; BonaPrint.iconPosition = { id : 'idHeaderContent', horizontalAlign : 'right', verticalAlign : 'top', horizontalOffset : 0, verticalOffset : 0 }; BonaPrint.textTitle = ''; } </script>
Now the icon will be attached to the right top corner of the Header. Some of the more frequently used elements that you may wish to attach your icon to are the following: header = idHeaderContent content = idContentContainer footer = idFooterContent menu = idMainMenu
How to move the icon a few pixels to the right or left

To fine tune the location of the icon, use these two lines of JavaScript code:
horizontalOffset : 0, verticalOffset : 0
For example, this will move the icon 3 pixels to the right and 7 pixels down:
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horizontalOffset : 3, verticalOffset : 7
This example will move the print icon 4 pixels to the left and 9 pixels up:
horizontalOffset : -4, verticalOffset : -9
Hiding the print icon How to hide the icon on all pages
To remove print icon/tab on all pages, add the following code to Settings > Global Javascript:
<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = false; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { }; BonaPrint.iconPosition = { id : 'idHeaderContent', horizontalAlign : 'right', verticalAlign : 'top', horizontalOffset : 0, verticalOffset : 0 }; BonaPrint.textTitle = ''; } </script>
How to hide the icon on certain pages

You can hide (or show) the icon on only certain pages. To do so the following lines of code will need to be inserted to Settings > Global Javascript:
<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { }; } </script>
First you have to find the ID of the page where you want to show or hide the print icon. Right-click on the page in any place and choose "View source" from the menu. Find the line of code starting with <body id=', as in the example below:
<body id='PAGEID_1205' class='publicContentView '>
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Use this page id in your code to show or hide the icon. The following example will HIDE the icon on all pages, except the page with id='PAGEID_1205':
<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = false; BonaPrint.iconVisibility = { 'PAGEID_1205' : true }; } </script>
The following will SHOW the icon on all pages, except the page with id='PAGEID_1205':
<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { 'PAGEID_1205' : false }; } </script>
This will SHOW the icon on all pages, except the two pages with id='PAGEID_1205' and id='PAGEID_1299' :
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<script language="javascript" type="text/javascript"> if(window.BonaPrint != null) { BonaPrint.enabled = true; BonaPrint.visibilityDefault = true; BonaPrint.iconVisibility = { 'PAGEID_1205' : false, 'PAGEID_1299' : false }; } </script>
How to change the title of the print icon

When you hover your mouse pointer over the print icon, a small piece of text will display. This contains descriptive information about the image. To change the text that is displayed, use the following piece of code:
BonaPrint.textTitle = 'Some title';
This will change default title "Print" to "Some title"
Blog module
Blog module
Creating blog pages Blog Permissions Adding blog posts Blog page example RSS Feed FAQ Why is my blog displaying Anonymous as the author?
Creating blog pages

Blog page belongs to so-called 'functional pages' (See Content pages vs. functional pages). To add a blog webpage, use 'Add page' button and select appropriate page type (See How to add web pages) You can create as many blog pages as you want - each page will have its own posts and a separate RSS feed. For example you can create a public blog as well as a private member-only blog.
Blog Permissions
You can change blog settings with [Edit settings] button on any existing blog page:
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Permissions define who can view blog entries, enter comments and create new posts (by membership level). Note: Public visitors can never create new posts Administrators can always view, edit and comment - as well as edit and delete posts by any one else. Description text field is for a short blog introduction displayed at the top of the blog page
Adding blog posts

You can add blog posts using the [Add post] button on the blog page. Post author is determined automatically from the current user logged in Post date/time will default to the current date/time (based on your ?Organization Timezone ) and can be changed. Blog post abstract is automatically created from your full post and is displayed on the blog page.
Subject to access levels you have granted, authorized members can use also add posts, including rich text formatting tools. For security reasons their formatting tools are less extensive compared to the tools available to administrators:
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Blog page example

This is an example of a blog page:
Blog post abstracts are displayed on the Blog page, each abstract has a link to full post Commenting and creating new posts by members requires login with valid member credentials (to avoid spamming etc.) Comments are displayed in a 'tree view':
RSS Feed
Each blog page has an RSS feed so that people can subscribe to your blog with RSS readers (e.g. Google reader)
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Note: If your blog is hidden within a Restricted Access Section, RSS feed will not be accessible to any external feed reader software (as they can not supply the appropriate username and password to access the RSS feed). Such a blog can only be read within your site, as a regular web page.
FAQ
Why is my blog displaying Anonymous as the author?
1. If you are a member check that your name is not hidden in the Privacy Settings. 2. If you are an administrator without any membership you need to assign yourself a membership first and also adjust your privacy settings appropriately. To do this, go to your contacts record and click on the Privacy settings tab, and change "Show profile to others" option to be enabled and your blog posts will no longer be posted by "Anonymous". See also Privacy settings
Email Subscription Form

Email Subscription Form
Overview Setting up a subscription form page Description Specify fields Send confirmation e-mailto: Viewing and modifying Subscriptions Emailing subscribers See also:
Overview
Looking for a way to grow your network of supporters and potential donors and members? Try using a Subscription Form page to let website visitors sign up for a regular newsletters, special announcements or anything else. E-mail Subscription Form page can be used by people who are not yet in your database - in this case they will be added to your database as a new contact - or by existing members and other contacts, to indicate their interest in a particular topic. You can create as many subscription form pages as you want, for example you could have a "Weekly Newsletters", "Monthly Tips", and a for "Quarterly Report" pages. Whenever a person sign-ups via a particular page, his contact record in your database (existing or newly created) is marked with Subscription sources corresponding to the name of that page. You can find all contact records marked with a particular subscription source via Advanced search under Contacts - and then use E-mail blasts function to send appropriate e-mails to this group. Each subscription form can have all or some of the Common fields you have set up. Once the form is submitted, you can send a customizable e-mail to the subscriber and/or a copy to the administrator. Note: the same e-mail template is used across all subscription pages.
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Setting up a subscription form page

To add a subscription form, click the [Add page] button and select "Subscription Form" from the functional pages tab (See How to add web pages ). To modify the settings of the subscription form, click on [Edit Settings]:
Description
Provide a brief introduction that will be placed on top of the subscription page. You can use formatting options and insert links, pictures and documents.
Specify fields
You can control what common contact fields are included on the form. The minimum required fields are: First Name, Last Name, E-mail
Send confirmation e-mailto:
You would indicate here who gets a confirmation e-mail when someone subscribes. The options are Administrator and/or Submitter. The confirmation e-mail template can be modified by going to Settings > Contact Settings > Subscription form e-mail.
Viewing and modifying Subscriptions

You can view and edit a contacts subscription via E-mail subscriptions tab on their Contact card. The subscriptions will be listed in the section titled "Subscription sources". The source will be the name or the page the subscription happened on.
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To edit what the contact is subscribed, clicking [Edit Subscription Sources]. This will show you a list of all the subscription form pages on your site so you can unsubscribe or subscribe a contact to them:
Emailing subscribers
To e-mail users who have subscribed using a particular form, do an advanced search search for "Subscription Sources" - see the example here: Sending e-mail blasts
See also:
View e-mail subscriptions for a contact Sending e-mail blasts
Help with customization and setup

Help with customization and setup
Basic customization options Basic Visual Setup Wizard Website Themes (Templates) Page header customization Header logo Header title Footer customization Advanced options Customizing colors and styles CSS Customization Customization tweaks examples Theme Overrides Help and services from our partners Partner directory
Basic Visual Setup Wizard

Basic Visual Setup Wizard
Wild Apricot provides you with ways to customize the look and feel of your site, regardless if you are a beginner or an HTML expert. To help you personalize your site when you create it there is the Basic Visual Setup Wizard. This helps you create a site that is both professional looking and pleasing to the eye but guiding you though the following steps: 1. Theme - Where you select the overall look and color variation for your site 2.
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2. Header - Where you can personalize the look of the banner at the top of your site. 3. Logo - Upload and place your logo or any other image 4. Title - Insert text into your page header
When you first create your site, you will be taken through all of the steps above. You can navigate to the next step by clicking on the large arrow facing right, or back to a previous step by clicking on the smaller arrow facing left. You can also exit the wizard at any time by clicking the "Finish" button.
Using the setup wizard:
When you have gone through all the steps in the wizard, you will be shown a preview of your page. You can then either go back in the wizard and re-edit a section, or click "Finish". If you click Finish you will be taken to View page for your home page, where you can start working on the content of the page (or if you wish, go to any other part of your Wild Apricot backend). After you edit the page, you can still access individual parts of the wizard by going to Settings -> Site Look and Feel - > Basic Setup
Using advanced setup
Once you have completed your basic setup, you can use additional tools to further customize your website. These are found under Settings -> Site Look and Feel - > Advanced setup Page header customization - allows you to edit the header in WYSIWYG format, and define the size of the header. Page footer customization - allows you to edit the header in WYSIWYG format Colors and styles (Beta) - point and click color customization CSS Customization - Direct and detailed control over all aspects of the look and feel of your website - you can change colors, fonts, tweak the layout.
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Website themes
Website themes
Oveview Selecting a Theme See also
Oveview
Wild Apricot provides a selection of templates (aka website themes) out of the box. You can select the theme via Settings -> Look and Feel -> Basic Setup -> Theme. You can change the theme at any time - all your web pages content, events and member records will stay intact - so that you can instantly see how your site would look with a certain theme. If you do not find a theme which matches what you need - do not despair! These are just starting points - you can proceed to customize your Wild Apricot website in fine detail: You can further customize your selected theme with 'point and click' (See: Customizing colors and styles) and advanced tools for designers and developers. (see CSS Customization and Theme Overrides ) To see what's possible check out some examples: Customized sites examples
Selecting a Theme
Each theme on the page has its own section with its name displayed above a large thumbnail(i.e,. Nature, Memo, Glass,etc) that gives you a preview of the theme. Next to the large thumbnail are a series of smaller thumbnails that represent the different color and style variations available for that theme. To preview a theme and color variation, click on the small icon that best represents the look you want for your site. This is will show the selection in the larger thumbnail associated with the theme. To accept and apply this theme to your site, you can click either: [Finish] to accept the change. This will take you to the View page for your home page
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Click the right arrow [Next] to move to the next set in the Basic Visual Setup Wizard. Selected theme will define such common elements as: Colors, shapes and shades used in your header, footer and menu navigation Text styles in web page editor (Heading 1, Heading 2 etc.) Menu location (vertical or horizontal) and either static or dynamic (flyout) menus. Matching visual styles in online forms Location of the login box (left or top) Height and width of header/footer and menu Note: most of the themes use images for colors, so to customize them you might need to create new versions of those images. Here some themes that do not use images and can be easily customized with Customizing colors and styles: Basic Orange/Blue Basic Yellow/Green Basic Light Green Transparent Vertical Transparent Horizontal Transparent Hybrid Dark Dark Night Dark Blackout Dark Grey Owl
See also
Page header customization Logo customization Title customization Page footer customization Customizing colors and styles CSS Customization Theme Overrides
Page header customization

Page header customization
The top part of each webpage on your Wild Apricot website is called 'Page header' - it is common across all of your webpages.(Page-specific headers can be created via Custom CSS code) Also, depending on your selected theme (See Website themes), the Page header might contain a login box. You can customize your header background when you create your site by using the Basic Visual Setup Wizard when you create your site or by accessing the Header settings under Settings -> Look and Feel -> Basic Setup -> Header background
Customizing header background
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Depending on the theme and color variation you select, different header backgrounds will be available to you. There are two groups of images. The ones that go best with you selected theme and color variation are displayed in the first group, along with the setting to have no background picture in your header. The second group are all other available header background images. In this mode you can: Change header background. We have created dozens of backgrounds you are free to choose from - or you can upload your own background picture. o Recommended header backgrounds match your theme colors. When you make your selection you will see a preview of your site in the bottom panel of your web browser. You can drag and drop your logo and title to further customize your header. To accept the header background, you can click either: [Finish] to accept the change. This will take you to the View page for your home page The right arrow 'Next' to move to the next set in the Basic Visual Setup Wizard. Clicking "Cancel" will take you out of the wizard and back to the Settings screen. None of your changes will be saved. Note on image upload Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild Apricot website This can happen if your images use CMYK color space instead of RGB one. Normally web images are saved with RBG color space and images meant for printing are saved with CMYK color space. Some systems only support images with RGB color space, not CMYK. You can get more information on color spaces by clicking here. To determine an image's color space go to: http://regex.info/exif.cgi To convert an image from CMYK to the supported RGB color space you can use the free online tool found here: http://www.pixlr.com/editor/ Just open your image and save it as .jpg - this will automatically save it in RGB color space.
Advanced header customization
For additional options, click on Advanced Settings -> Page header link:
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Your toolbar will now give you all the additional options and tools - same ones as when you edit a webpage (See Editing web pages). As well, you will have the ability to use ArtText to give your text and header a little extra luster. One important distinction between this screen and page editing screen is how the elements are positioned. In regular page editing, elements are positioned automatically, similar to how you write a document with Microsoft Word. In page header editing (advanced mode), you can put any element (text, picture, link etc.) in any place you want - this is called 'absolute positioning'. Start by clicking on any place in your page header. Your cursor will start blinking in that place. Start typing text - it will appear right there. Now you can select text, apply colors, styles, change font size etc:
To move around this block of text or header title inserted via basic setup wizard, click on it to select it, then click and drag on the four-way arrows handle. You can insert and move around pictures in the same way. Also, you can use alignment buttons to automatically align your currently selected object (text or picture) horizontally and vertically.
Vertical alignment options:
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Horizontal alignment options:
Finally, for the most advanced users there is an HTML button to access HTML code directly and there is also CSS customization, e.g. Sample 2. Customize header background
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Logo customization
Logo customization
You can upload your logo when you create your site by using the Basic Visual Setup Wizard or by accessing the Logo settings under Settings -> Look and Feel -> Basic Setup -> Logo
Uploading your logo
To upload your logo, click on the browse button and navigate to the folder on your computer where your logo is stored:
Logos must be in GIF, JPG, or PNG format
When you upload your logo, if it does not fit your current header size, it will be automatically resized. A preview of your site is shown in the lower portion of your web browser. You can drag and drop your logo so that it is displayed anywhere on the header that you wish. You can also re-size your logo by clicking and dragging the sides of the logo To accept the changes to your logo and its position, you can click either: [Finish] to accept the change. This will take you to the View page for your home page The right arrow to move to the next set in the Basic Visual Setup Wizard. Clicking [Cancel] will take you out of the wizard and back to the Settings screen. None of your changes will be saved. For advanced settings, please see Page header customization.
Notes on logo upload
Problem: images are not shown in File Management / Insert picture (you can only see file names) and are not displayed on your Wild
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Apricot website This can happen if your images use CMYK color space instead of RGB one. Normally web images are saved with RBG color space and images meant for printing are saved with CMYK color space. Some systems only support images with RGB color space, not CMYK. You can get more information on color spaces by clicking here. To determine an image's color space go to: http://regex.info/exif.cgi To convert an image from CMYK to the supported RGB color space you can use the free online tool found here: http://www.pixlr.com/editor/ Just open your image and save it as .jpg - this will automatically save it in RGB color space.
Title customization
Title customization
You can place your organization name or motto in the title area of your site. This is accessed as part of the Basic Visual Setup Wizard, or on Settings -> Look and Feel -> Basic Setup -> Title. There are two ways that you can format your title: HTML text and Art Text
HTML text You can customize your title by adding HTML code into the text box along with your header title. For example, you can put your tile in italics by using the <i> tag and a different color using the <font> tag:
ArtText
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Sometimes you might want your header to be a little more eye-catching, exciting or colorful. You can display your text in a variety of fonts and styles by converting normal text to ArtText. Click on the "Switch to ArtText" button to bring up the window that lets you define and style your text. See ArtText for instructions on what the feature does and how to use it. Saving your changes Once you've entered your title in the textbox, you can drag and drop it anywhere on your header. To accept the changes to your title, you can click either: [Finish] to accept the change. This will take you to the View page for your home page The Right facing arrow to move to the next set in the Basic Visual Setup Wizard. Clicking [Cancel] will take you out of the wizard and back to the Settings screen. None of your changes will be saved.
Advanced settings
For advanced settings, please see Page header customization.
Page footer customization

Page footer customization
The bottom part of each webpage on your Wild Apricot website is called 'Page footer' - it is common across all of your webpages. When you open a new Wild Apricot account, the page footer contains the name of your organization (you can change it in Settings / Organization details):
You will also notice 'Powered by Wild Apricot...' links. These links are not part of the footer and they cannot be removed or edited through this tool. You can easily customize Page footer. Login into your account and go to Settings / Visual look and feel / Page footer. You will have standard HTML :
Note that you can easily insert links and pictures, change the font properties and insert tables.
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Click on [Save] button after you finished. Page footer changes will be saved and shown on every web page.
Customizing colors and styles

Customizing colors and styles
Wild Apricot allows you to customize the look and feel of your website in a number of ways, one of them is what we call 'point-and-click color customization'. The way it works is that you can easily change colors (as well as other parameters and formatting styles) across your whole website - with no technical knowledge required. (And for more advanced fine-tuning and customization you can use CSS Customization ) After you selected a visual theme - your starting point, go to Settings and click on Customize colors and styles (Beta) You will see a screen like this:
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Use the menu on the left to make instant changes to your website design and formats. All changes that you make are dynamically previewed in the right hand side screen. Expand any of the available categories to see available options in each category. The main categories are: Global settings - this will effect all pages on your site Web pages content - these settings apply to your webpages (excluding header, footer, menu etc.) Functional pages - these settings apply to your functional pages like Application forms, Event calendar, Donation form etc. See Content pages vs. functional pages Header - this option allows you to customize page headers Menu (static) - this option allows you to customize the menu options for static menus Menu (dynamic) - this option allows you to customize the menu options for dynamic menus (menus that expand as you move your mouse pointer over them) Login Box - this option allows you to customize login box Footer - this option allows you to customize page footers For example, this screenshot shows how you can change Web pages color background across your whole site - by going into Web pages content / Background color and changing background color field. Note that you can also insert your own custom color.
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When you are finished, press the [Save] button to save your changes. To go back to the original state of the current visual theme, press the [Reset to default] button, but note that all your work will be lost and you will not be able to restore it!. To exit without making any changes press the [Cancel] button.
Partner directory
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Event Calendar and Event Registration

Event Calendar and Event Registration
Are you new to working with Events in Wild Apricot? Read our Getting Started with Events guide to get up to speed quickly. Setting up events Adding new events Capping event registrations Customizing registration form Setting up registration pricing Multiple registrations Publishing your event calendar Customizing confirmation emails Automatic emails schedule Event registration Self-service online event registration process Manually registering attendees Accessing event attendee list Event registrations report Event management Events database Event categories (tags, labels) Event payments report List of attendees across all events
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Events database
Events database
Wild Apricot allows you to create an unlimited number of events (and multiple events can be open for registration at the same time). Events database can be accessed via Events tab:
This page lists all of your events - both current and past. For each event, the title, date and time, location, registration status, registration types with totals and tags are shown. Events with disabled registration are shown with a title and registration status in red color (so that you would not accidentally forget to switch the online registration on) Past events (events which are dated in the past) are grayed out and can not be edited. Each event shows the number of confirmed and pending (the ones which did not finalize their payment) event registrants. Full list of registrants for each event is available in event details. (And you can export the list and email all registered attendees) You can click on any event to view its full details and edit:
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You can quickly find the event you need by typing text (or tags) in the search box - system will immediately limit the list on the screen only to events matching your text:
When you add a new event to your event database (See Adding new events ), it is automatically displayed on your Wild Apricot website on the your Events list pages (See Publishing your event calendar). So long has you have enabled it (see screen below).
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Note: The Date / Time and format is based on your settings, see Organization Timezone
Event categories (tags, labels)

Event categories (tags, labels)
Adding tags Removing tags. Customizing event calendar
Event tagging video - 4:44 Event categories are also referred to as tags and labels. In a nutshell, it is used to classify events. You can assign an unlimited number of categories to each event and afterwards you can find events by those tags as well as create event pages which filter events by category. However
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once created these tags can not be deleted.
Event tagging is available to "Community" plans and above only.
For example, you might classify events like this: Social, Learning, Fundraising. These are tags. Then you can have three events classified like this: event 1: Social, Fundraising event 2: Social, Learning event 3: Fundraising Now you can create several event pages which will list different selections of events, for example: Event list page A: Social event 1 event 2 Event list page B: Fundraising event 1 event 3 Event list page C: All events event 1 event 2 event 3
Adding tags
Tags are assigned when you edit or add events:
Tags are displayed on the event list (administrator view):
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You can quickly filter the list by typing a tag in the search box:
Removing tags.
Tag can be removed in a similar way, just go into edit mode and remove it from Tag field. If you want to remove the tag completely, so it does not show up on your tag list (e.g. old or misspelled tag) you have to go into every event that has this tag assigned and remove it one by one.
Customizing event calendar

And finally you can add Publishing your event calendar and specify which events it should include:
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Publishing your event calendar

Publishing your event calendar
Event publishing overview Adding event calendar page Event calendar page settings Viewing event calendar page Event calendar RSS feed See also You can setup as many events as you want in Wild Apricot Events database. This database is managed by administrators. Your website visitors can see these events on your website and register online. You can create multiple event webpages using different event lists and views.
Event publishing overview
Adding event calendar page
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To make your events visible to public and/or members and accessible for registration, you need to add a special event calendar page (if you don't have one already). Go to Website tab an click on Add page:
Event calendar page settings

Each event calendar page can be customized (via 'Edit settings' button) in the following ways: Introduction message in the Description field. This message will be shown above the list of events Default view of the events has the following options: List view - events will be listed in the chronological order Calendar view - events will be in the Week / Month / Year calendar format Start day of week for calendar view - allows you to specify the start day: Sunday / Monday You can select whether this page should display all upcoming events or only events with specific tags (categories) - See Event categories (tags, labels) You can select whether to show past events
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Viewing event calendar page

Here is how it would look to public visitors in List view:
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User can always switch between the calendar and list view:
Event calendar RSS feed

Each event calendar page has an RSS feed (orange button next to the title of the page) so that people can subscribe to your calendar with RSS readers (e.g. Google reader) Note: If your calendar is hidden within a Restricted Access Section, RSS feed will not be accessible to any external feed reader software (as they can not supply the appropriate username and password to access the RSS feed). Such a calendar page can only be read within your site, as a regular web page.
See also
Event list pages and individual event pages can also be embedded into other websites - see Widgets - integrating Wild Apricot into another website.
Adding new events

Adding new events
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Overview Setting up a new event Event Details 1. Event Options 2. Basic information 3. Description and Additional event information 4. When and where 5. List registrants on event page Registration form Registration types Event e-mails Finalizing event Related functions
Event Registration Form: 03:58
Overview
Events can be used to setup and organize meetings, classes, ticket purchasing or any activity that requires registration and/or online payment. For each event you can specify the date, cost, location, who is allowed to register, automatic emails etc Once you create the event it will automatically be listed on your event calendar where users can register from, see Publishing your event calendar
In order for others to view / register for your event(s) you must have at least one Events Calendar page added to your website, and this calendar page must be accessible to non-administrators. This Event Calendar Page must also be set to show the event(s) e.g. you can setup your events calendar to show only specific tagged events (see Calendar Settings), in which case your event must be tagged appropriately, see Tagging Events.
Setting up a new event

From the Events tab click on the [Add Event] button.
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You have the option of creating the new event from scratch, or you can copy a previous event if this is a recurring event or if the 2 events have some things in common you don't want to recreate. Note that if you copy an event then all event details including the Event email customizations are also copied
Event Details
Here is where you configure your event and specify when / where it takes place, what its about and so forth.
1. Event Options
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Visible - until you switch this on, event is visible only to the administrators (See Event visibility). This is very useful if you can not complete creating an event and need to finish later - and do not want to display half-baked event to the public or members. Enable registration - controls whether people can register online. Note that you have to create one or more registration types to enable registration. (See Event Registration Types). e.g. you can disable registration if you want to notify people about an event that does not require registration. Limited registration - option to cap / limit the total number of registrations. See Capping event registrations.
2. Basic information
Title - event name Tags - Use to categorize events (See Event categories (tags, labels)). Useful if you want to list your events on different event calendars e.g. if your events take place at 3 different locations you may want to use 3 event calendars and show events at each location separately.
3. Description and Additional event information
Description is the main event field - provide as much information about the event as you can. You can use rich text formatting and insert pictures, documents, links etc. Additional event information to be inserted in registration confirmation email allows you to enter text which will be added to the confirmation email that goes out to registered participants. (This email is customizable - see Customizing event emails)
4. When and where
Start Date and Time - Date and time format is based on your settings, see Organization Timezone End Date and Time - determines when event registration is automatically disabled Location - free-form field for the event location, e.g. '55 John street, Metro Hall' Time zone - Change accordingly if that particular event takes place in a different timezone from your normal location.
5. List registrants on event page
You may want to publish a list of people who have registered for an event to encourage others to register, or to encourage networking, for example. You can allow registrants to list their name and a link to their public profile with the event. Show attendees who want to listed to everyone - Visible to any person who views the Event details to members only - List will only be visible only to logged in members. Include pending registration - When selected the list will include registrations that have not been paid in full. The registrant will be listed as "Anonymous" if: If you have enabled this feature and the registrant does not wish to have their name published If a member wants to be added to the list but does not share his information with the public, and you have set your list to be visible to everyone, see Privacy settings The link to the list will be available on the event summary page as well as the on the event details. No information will be displayed for any guests that the registrant is bringing, but the number of guests registrants will be shown on the list (See Guest event registration)
Registration form
To add/customize event fields (for the current event only) click on the Registration form link, see Customize event registration form
Registration types
Registration types are basically ticket types - they allow you to setup different prices with different options. Click on Registration types link, see Event Registration Types. On the registration types screen is where you can also specify payment instructions and/or registration message for current event.
Event e-mails
To customize the event emails for that event only, and set when notifications/reminders should automatically go out click on the E-mails link - see Customizing event emails
Finalizing event
Once all the fields are completed, click the [Save] button and the event will be saved and appear in the list of events. The event will automatically appear on your website for the public and members to see. (And it will be automatically moved into Past events after the event end date - so it will still be accessible but will not confuse your website visitors and make your website look out of date).
Related functions
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Default Event Emails Customize event registration form Extra event registration costs (dynamic event pricing) Events database Customizing event emails Event Registration Types Event categories (tags, labels) Event visibility
Customize event registration form

Customize event registration form
Accessing Event Registration Form Adding Fields To Event Form Viewing Event Registrant Details Editing Event Registration Details Exporting Event Attendees
Event Registration Form: 05:17
Accessing Event Registration Form

Wild Apricot allows you to customize your registration form for each event (so that your monthly seminars can have a different set of fields from your annual convention!) Go to the list of events, click on the Event you want to work with, and then click on the Registration form link:
The Registration form can be customized very similarly to customizing the member database (See Customizing your member database):
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Adding Fields To Event Form

To customize the registration form, use [Edit] button on the toolbar. Thereafter you can change existing fields - or add new fields:
The Event registration form is made up of two sets of fields 1. Common fields - These fields are applicable to all records in Wild Apricot database and are displayed at the top of the registration form. See Customizing your contact database fields 2. Event registration fields - These apply only to this particular event. Click on [Add new field] to add a field: Edit field name, select field type and field parameters. Currently available field types are: Text - simplest type of field, used for short text entries Multiline text - used for text entries up to 3000 characters Multiple choice - aka 'checkboxes' - you can add as many options as needed and multiple values can be selected. See Working with List Fields Radio buttons & Dropdown - set of values, only one can be selected at the time. The difference is in how this field is presented during data entry. See Working with List Fields Multiple choice with extra cost - See Extra event registration costs (dynamic event pricing) Radio buttons with extra cost - See Extra event registration costs (dynamic event pricing) Rules and terms - Rules and terms - see Field for contractual terms Section divider - creates a colored divider and heading to help you organize your form. You can work with fields (i.e.rename, delete, rearrange) are the same as for the member database so you can refer to Customizing your member database for more information. Note: You cannot give a field the same name as one in your Contact database. For example, you cannot have a field called 'First name' on your Event registration form. Once your changes are saved, they will be reflected in the event registration form page (Step 3 of 4):
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Viewing Event Registrant Details

Event registration details for each attendee will reflect the set of fields you have defined for this event and your Contact fields (including Internal use fields):
Editing Event Registration Details

Registration details can be edited by the administrator if needed:
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Exporting Event Attendees

And if you export Event attendees for this event into Excel the file will contain all the fields:
Event Registration Types

Event registration types
Availability Event Registration Message and Payment Instructions See also Event registration types can be thought of as different kinds of tickets. For example, you might create registration types which differ in the following manner: Different prices (single ticket, special seating, etc.) Availability (public vs. members at different membership levels) Registration of multiple people in one transaction (see Guest event registration) Start and end date (i.e. early bird prices vs. regular prices) Registration types are created within each event. An event is only enabled for registration if there are registration types defined within it. Copying an event from another already existing event will copy the registration types as well. Assuming you have created a brand new event (not from a copy) and clicked on the Registration types link, you will see a screen like this:
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Click on [Add type] to add a registration type and you will see a screen like this:
Enabled/Disabled - controls whether this registration type is activated at all Name - descriptive name, for example 'Member Ticket', 'VIP Seating'
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Base price - base fee for this registration type (can be $0.00) It is called base price because you can customize your registration form with additional chargeable options (see Extra event registration costs) Multiple registrations - allows registrants to register guests at the same time they submit their own registration. You can configure it so that: Only collect total number of guest - as if you were simply selling tickets to an event Collect contact information for each guest - collects the information you have associated with all your contacts - see Customizing your contact database fields Collect full registration from each guest - they will have the full registration form, including any extra cost fields Guest pricing - You can choose to charge guests The base price (as defined above) Special guest price (not available if you have elected to collect full registration from each guest)
Availability
Availability - who can register using this type (i.e. who is allowed to purchase this type of ticket). You can make it available to: Everyone - available to the general public Members only - restrict to certain membership levels Registration code required - see Event coupon codes Available period - you can limit the ticket price to be available from or until a certain date. For example, you can create one type, 'Early bird' with availability until Nov 20 and another, 'Regular price' with availability from Nov 21 If unavailable you can specify whether this particular type should be shown to those users who don't qualify: e.g. you may create a special ticket available only to premium members as a privilege, so you may decide to hide this option from everyone (this option will only be shown to premium members after they log in) you may create a ticket type and show its option with special formatting, e.g. a non-member can see the members-only option, but cannot select it (it will be grayed out). Note: non-members will have an option to sign-up for membership This is what the public would see (notice the Early Bird option is grayed as it is past the available period, and the Member Ticket is also grayed out but there is an option to sign up for membership):
This is what a member would see:
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Event Registration Message and Payment Instructions

On the registration types tab you can also specify a registration message text: To edit this field, click on the [Edit] button once you are on the Registration types section of setting up events:
Registration message is displayed on the event details page:
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Payment instructions are shown in the final step of the registration workflow:
See also
Extra event registration costs (dynamic event pricing) Event coupon codes
Event coupon codes Event coupon codes

Event Registration Types define the base fee the registrant will be charged. You can create an event registration type with a coupon code and only people who know this code will be allowed to use this registration type. e.g. You can price your conference registration at $100 for the general public, $50 for your members and you can allow anyone who has a coupon code to pay a special discounted price of $15.
Event Registration with a coupon code is a feature available to "Community" plans and above only.
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To allow people to register using a coupon code create a new event registration type . Set Availability to: Registration code required. You can either enter your own code or generate a random code by pressing [Generate code] button.
On the online registration page all the registration types will be listed - the coupon code registration type is shown with a special 'lock' icon to identify it:
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Upon selecting this coupon code registration type the user will be asked to enter the correct code:
Once the correct code is entered the user will only be charged that special pricing ($15 in this case).
Extra event registration costs (dynamic event pricing)

Extra event registration costs
When customizing an event registration form, there are two field types (multiple choice with extra cost and radio buttons with extra cost) which have amount fields for each option. Depending on the selected options, appropriate amounts are added to the total event registration fee to be paid. To add extra registration cost fields to your registration form, see Customize event registration form. In the example below, the base event fee is $100 for non-members (public) plus the optional tennis activity has been selected ($50) and meal choice is steak ($10), which brings the total registration fee to $160:
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Below is how this will look on your invoice:
Event visibility
Event visibility
Any event in Wild Apricot can be 'visible' or 'invisible'. Invisible events are only accessible to administrators - so you can keep any event as an invisible 'draft' until you are ready to publish it. Event visibility is changed by editing it - use 'Visible' checkbox to show or hide it:
If you set it to be invisible, it will be marked as such on event details:
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on event list administration page:
and on the webpage with the list of events when accessed by the administrator:
Note that this last page when viewed by members and public visitors will NOT show hidden events.
Capping event registrations

Capping event registrations
Event capping option is only available for Community plans and higher. See: Pricing
Wild Apricot allows you to limit the amount of registrations for any event. You can create a new event with a limited number of registrations if you want to host only certain number of guests or if your space is limited When the limit is reached: the event will be closed for registration automatically administrator will receive an email notification that the event is closed Create a new event (either by copy or new) and check Limit registrations check box. Enter the limit number.
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This is how it will look in you Event list
This is how it will be presented to the site visitors. They will be able to see number of Spaces left. If they already have registered for this event they will see Already registered label to remind them that they already have registered for a particular event. It is possible though to register more then ones (in case if you want to bring a friend)
How to hide Spaces left label You can hide Spaces left using CSS Customization - use this piece of code:
.event-spacesLeft-row {display: none;}
After the limit is reached the registration will be closed and email will be sent to the administrator to inform that the registration is closed.
And this is how it will be presented to the site visitors.
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List of event attendees

List of event attendees
As people register for event on your Wild Apricot website (See Customize event registration form) or as you record them manually (See Adding event attendees manually) they are automatically added to the Contacts database (if they have not been there already). The Event attendees list includes all contacts in your database who have ever registered for at least 1 event. It is accessible via Events tab or via the main Contact database using the "with Event registrations" filter. If you are looking for a list of event registrations for one particular event (and all related functions), see Viewing and contacting event attendees. To access list of all attendees across all events, Go to Events tab / and select Event attendees. (This is the same as the Contact database, using filter 'with Event Registrations')
Clicking on an entry will take you to the contact card for that registrant. See Contact details screen To see their event registrations, click on the Events tab.
Viewing and contacting event attendees

Viewing and contacting event attendees
After you have added a new event (see Adding new events) and enabled online registration, Wild Apricot will automatically keep track of people registered for each event (you can have multiple events open for registration at the same time). To view the list of registrants for a particular event, find this event in the event list (See Events database) and go into Event details. Then click on the Attendees (NN) link:
You will see the current list of all people who have registered online. Notice the following: Registration date shows when the registration was submitted. Registrant column shows name, organization, number and names (if applicable) of guest registrations, and whether this registrant is a member in your database (Corresponding member level is shown. 'Non-member' is shown for all other registrations). Note: Members
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should login before registering for an event, then system can properly classify their registration and apply the appropriate registration rate and connect this registration with the member record. All people who registered without logging in, are considered public visitors. Registration type associated with the contact Amount column shows the total fee (including extra costs they have selected as well as the amount of guest registrations), how they chose to pay, and the balance due on the registration Status lets you know if an event invoice exists for that contact. If not, you have the option of generating a new invoice, or confirming the registration without creating a new invoice (and no fee will be charged to the registrant). You also have the option to record payment on all outstanding invoices, and once paid in full the status is shown as PAID.
Name of each registrant is a link to record details - where you can edit the registration, resend confirmation, cancel or delete registration. See Event registration details for more information. You can filter the list by registration status, as well as sort it by Registration Date, Attendee Name or Registration Type. You can also use the Search box to quickly find records.
Exporting Event Attendees
You can quickly export the current list of attendees (filtered by pending/confirmed/all) or send an email to all of them: The format of the exported file will be Microsoft Excel 2003 and up on PC, Excel 2004 and up on Mac.
Adding event attendees manually

Adding event attendees manually
From event page
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From contact card In addition to online event registration, Wild Apricot allows administrators to add event attendees manually - for example if someone has called in, mailed or faxed his registration. Note that manually adding event attendees does not allow to process the payment online at the same time online payments are currently only available for self-service transactions, when people are registering on your website. You can do it in several ways: 1. From event page - can be used for existing or new contacts 2. From contact card - for existing contacts
From event page

Go to the Events tab, select your event from event list and in event details click on [Add attendee] button.
Click on "Select existing contact" button to register a contact or member who is already in your database. (If you have selected the wrong contact, you can click on the 'Change' link and select the proper one). This will prepopulate the fields on your registration form. If the registrant is not in your database, you will have to enter all the information for the new contact. Once you have entered all the information, click "Save" to complete the registration process. Note that if the registrant is not in your database you would have to enter an email of the registrant as well. If the registrant does not have an email and you need to add him to the event, you would have to add him as a new contact first (see Adding a new contact) and then go to the event and select him from the list of existing contacts by clicking on "Select existing contact" button.
Note that if event registration is not free, payment arrangements should be made between you and the event attendee outside of this process. You can chose to confirm the registrant's registration without generating an invoice, or click on the "Generate invoice" button at any time to invoice them for the registration amount. You have an option of sending an event registration email by clicking the 'Send notification' button. (it will use the event email template you have customized for event registration confirmation emails )
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Event registration details screen will now show the final details of the registration you have added.
From contact card

Go to the Contacts screen and select the contact that you wish to register Click on the Events tab on the Contact card click on [Record event registration] button
select event from pop-up window
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proceed with event registration steps as above
Guest event registration

Guest event registration
How multiple registrations work Setting up multiple event registration Registering for an event Only collect total number of guests Collect contact information for each guest Collect full registration form for each guest Editing and completing multiple registrations Manually adding guests Attendees List Event Registration fields report Exporting attendees
Using Multiple Event Registrations - 9:25
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There are times when you might want to encourage your event attendees to bring other people with them. Rather than having them submit a registration for each person, you can give them the ability to register other people at the same time as they submit their own registration.
How multiple registrations work

Multiple registrations can work in three ways You can collect a number of additional registrations to an event and not worry about collecting any information about the people the registrant is going to bring. This is like a classic "ticket" or "Plus One" for an event. You can collect contact information about the guests. This is handy if you want to know a little bit about the guests but also want to make the process quick and painless for the registrant. You can collect full registration information for each additional attendee. This is best used if the cost for your event is determined by the selections made during registration. No matter which option you choose, the registrant is invoiced for the full amount. As well, each guests registration counts towards the registration limit for the event.
Setting up multiple event registration

Multiple registrations are defined as part of the Registraion types for an event. This way you can have some registration types that allow multiple registrations and some that don't.
When creating or editing an event registration select the checkbox next to "Multiple registrations" to allow guests to register for the event. When selected, you will have the following options available: Only collect total number of guests - The registrant will only be asked to enter the number of guests they want to bring to the event. Collect contact information for each guest - The registrant will be asked to enter contact information for each guest. This information is based on the contact fields that you have created. See Customizing your contact database fields Collect full registration form for each guest - Each guest will be entered using a full registration form. This includes any extra cost fields that may be associated with the registration form. You can also set Guest pricing for the event. These are two options for this: Base price means that the guests pay the same amount you defined for the registration type
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Special guest price is a price for guest registrations. The registrant still pays the base price for their own registration NOTE: If you select "Collect full registration form for each guest", you cannot specify a guest price. Their price will be calculated using the base price and any extra cost fields that are selected for the guest.
Registering for an event

Depending on which option you've chosen for the registration type there are different ways to collect guests during event registration.
Only collect total number of guests
At the bottom of the registration form there is a Guests section. The registrant can enter the number of guests he wants to bring to the event. On the payment confirmation screen they will see their own price as well as the total price for all their guests.
Collect contact information for each guest
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After filing out their registration form, the registrant will have the ability to either finish their registration and select their payment/confirm their registration, or they can register a guest.
If they chose to register a guest they will be given a form where they can fill in the contact information for the guest. After each guest they have the option to either (1) complete the registration process or (2) add another guest. The only limit on the number of guests that they can add is based on the registration limit for the event.
Collect full registration form for each guest
This works similar to the process for collecting contact information, except there will be a full event registration form for each guest. This will also include any extra cost and regular fields associated with the registration form. Any extra cost items chosen will be added to the guest's event registration details and the main registrants invoice.
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Editing and completing multiple registrations
1. Each time they enter another guest they will also see a summary of all the guests they have entered and the ability to edit or remove them. 2. When the registrant goes to confirm their registration details they will see info about all the people they have registered. The registrant will be invoiced the full amount for themselves and their guests and they are responsible for the payment. The invoice for the event registration will contain items detailing the price and extra cost for each guest registered.
Manually adding guests

The admin can manually add guests to existing registrations (that initial registration can also be entered manually by an administrator). Note that adding guests option is only available for registration types with either Collect contact information for each guest or Collect full registration form for each guest enabled. To add guests go to the main attendee record you want and use the [Add Guest] button:
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You can add as many guests as you want and the registered guests are automatically listed at the bottom of the main record.. The guests do not automatically become contacts on your site (and so they do not count towards your overall database limit) Each guest record can also be edited or deleted afterwards - click on the guest name you want to edit / edit:
Attendees List
The attendees list shows all registrants including their guests:
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Registration date - shows date of registration and invoice #. Registrant - name, email, number of guests and if applicable membership level of main registrant Registration Type - the actual guests are shown in this column
Please note that if you collect contact information or full registration information, additional 'child' registration records are created and linked to the main registration. Guests are not added to your contact database and do not count towards your Wild Apricot account limit - instead, they are tracked in the context of each event only.
Event Registration fields report

Guests and their registration details (if applicable) are also displayed on the Event registration fields report:
Exporting attendees
The exported attendees excel file will include all the guest details and all the selected extra costs / session / field items:
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Guest Registrations - shows the number of guests each registrant is bringing Shown as zero for guests i.e. guests cannot have their own guests Linked registration - shows the main registrant for that guest
Self-service online event registration process

Self-service online event registration process
Self-service online event registration process Process overview Step 1 - Check registration availability and registration types Step 2 - fill out registration form Step 3 - enter any guest registrations Step 4 - review and confirm registration details See also
Process overview
Event registration consists of five (5) basic steps: Step 1 - Check registration availability and registration types - see registration types ) Step 2 - Fill out event registration form (including options which change the total registration fee) Step 3 - Enter any guest registrations (if registration type is setup with this option) Step 4 - Final review and confirmation Step 5 - Payment
Step 1 - Check registration availability and registration types

Each event registration begins with the registrant entering an email address. This is an important step because the email address is used to identify the registrant as a new contact or existing contact/member, and then based on that information will check present available registration types.
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The email check happens once an email has been entered and the user clicks on the [Next] button. The registration process will also check to see which registration types are available for the contact registering for the event. This step can have one or many registration types available to the user. Different registration types with different prices may be available to the public users and to the members. If the email is found in your database and it matches a contact which is not a member, the registration will proceed normally. Contact card fields filled out on the event registration form are stored in each event registration and do not affect the original contact card. For example, you might have a contact card originally created under 'Jim Black' and have two event registrations attached to it under 'Jim C. Black' and 'James Black'. If the email is found and it belongs to a member, the user will see a message suggesting to login in order to auto-fill contact information. Also, the member may have more options to choose from in the Registration types. Note: when a logged-in member registers for an event, basic contact information is pre-filled automatically from the member's profile. However, if the system has determined membership status only by email match, information can not be pre-filled for security reasons (since someone else might enter member email and system should not disclose member contact information). If the user already registered for the event he will see an "already registered for event..." message and will be offered to login to view existing information. Note: depending on the event registration types, the user may also see a message "some registration types are only available for members" and the system will offer to apply for a membership first. This is useful when you want to up-sell your membership to new event attendees. See Event Registration Types. If the email is not in the contact database yet, user will be presented with publicly available registration types. Event can be setup with members only registration types that can be set to be visible on the registration page and will be available to new members only. In this case, a message saying "some registration types are only available for members" will appear and it will offer to apply for a membership first. Also, registration types for the event can be limited to members and hidden from the public. In this case system will show a message that says event registration is not available for public. From here the contact can proceed with event registration. Note that if contact applied for membership, they can always return to the event registration and then select members-only registration type.
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If the event registration is setup with restrictions and is not available to the registrant, Wild Apricot will display a message that registration is not available
Step 2 - fill out registration form

User is asked to fill out a registration form including any additional costs that may be associated with the event. See Customize event registration form and Extra event registration costs (dynamic event pricing) Click [Next] button to continue.
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Step 3 - enter any guest registrations

If your registration type is set up to allow multiple registrations (see Guest event registration), the registrant can enter them here. If you are only collecting the number of guests, you can do it on the registration page. If you are also collecting additional information about the guests, the registrant can add a guest by clicking on the [Add guest] button.
And then fill out the guest information
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For more details and options for guest registrations, see - Guest event registration
Step 4 - review and confirm registration details
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Next button opens Review and confirm page.
From here, registrant can always go back and adjust any details of the registration by clicking on the [Back] button, or they can continue by clicking on the [Confirm and proceed with payment] button (if applicable). Clicking on [Confirm and proceed with payment] button will generate a new invoice and do the following: If the registration was done by a logged in member - system will take him to Invoices and payment tab to complete the payment If the registration was done by an existing contact but contact did not login - system will create a temporary profile from where contact will be able to complete the payment If the registration was done by a new contact (as illustrated in this example) - system will create a new contact profile and show Invoices and payment tab from where contact can complete the payment
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For more details on completing payments from profile see View account history and pay invoices
See also
Adding an event into desktop calendar software Completing pending event registrations
Adding an event into desktop calendar software

Adding an event into desktop calendar software
Any event in Wild Apricot can be automatically added to registrant MS Outlook/Mac calendar. Go to event page and open event details. In top-right corner you will notice a link Add to my calendar.
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Click on the link to download the file. Here is how it looks like on Microsoft Windows computer:
Click on [Open] button. You can add any notes and then save it. It will automatically add this event to your calendar and use the Timezone of that specific event to set the time in your calendar. The event will also include event details and a link to event page.
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Completing pending event registrations

Completing pending event registrations
Registration confirmed, invoice was generated Registration in progress, invoice not generated Administrator view See also
Registration confirmed, invoice was generated
After a user registers for an event, an invoice is generated. The event registration will initially be marked as 'Unpaid' - until the invoice is paid online or payment is submitted to the organization somehow else and recorded by the administrator. The online payment can be processed at any time via online self-service: person should log in, click on View profile and click on the Invoices & payments link.
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To finalize a pending registration, the member will need to click on the [Pay online] button. When a payment is due, a user will also see a Notification box in the bottom right of the screen showing that a balance is due. Clicking on the link in the notification box will take the member to their 'Invoices and payments' page.
Registration in progress, invoice not generated
If the user started the registration for an event but did not finish the signup process, they will be able to continue the event registration at any time. When the user is logged in, a notification box will be shown indicating that there is an incomplete event registration:
Clicking on the link will allow the user to continue the event registration process from where they left off. This message will be shown in the notification for a total of three days for logged-in users. Users who are not logged in will see the message for two hours. For more details on the event registration process, see Self-service online event registration process
Administrator view
An administrator can check the status of any event registration by clicking on either the contact who registered or by viewing the event attendee list. The following image shows the events tab in a contact profile:
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The administrator can also see the status of registrations by going to the event and clicking the Attendees link:
See also
Failed online payments Viewing and contacting event attendees Self-service online event registration process
Customizing event emails

Customizing Event Emails
Overview Editing Individual Event Emails Creating New Events vs. Copying Existing Events Customizing the Emails Viewing Sent Event Emails Editing Event Emails Sending Test Emails See Also
Overview
In Wild Apricot, each event has a set of customizable emails. These include event reminders, announcements, and registration confirmations.
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These emails can be customized separately for each event or you can customize default templates that will be used for all your events (see Default Event Emails). This page will cover editing individual event emails.
Editing Individual Event Emails

To access event emails, go to Events, click on the event you wish to use, and then click on the Emails link.
Creating New Events vs. Copying Existing Events

When you create a new event by copying one of the existing events, the event emails will also be copied from the existing event and you will have to ensure to adjust/customize them for the new event as necessary. If you create a brand new event, these emails will be copied from the Default Event Emails. To customize event emails click on the [Edit] button.
Customizing the Emails

You can separately customize each of the following event emails: Up to 3 event announcements - sent prior to the event to non-registered members / past attendees / donors / other contacts Up to 3 event reminders - sent prior to the event to registered participants only Event registration confirmed - sent when an event registration is confirmed and/or paid Event registration initiated - sent when an event registration is initiated Event confirmation emails are only sent for current events i.e. events which have not yet passed. So, if you record a payment for a past event, no confirmation email is sent.
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Email reminders and announcements that have already been sent will be listed under Log of announcements and reminders.
Viewing Sent Event Emails

In addition to the Log of announcements and reminders (see above) you can access the details of all sent emails from the email log. See Log of Sent Emails. To access the email log for a particular event, click on View email log on the top right corner of the event details page.
Editing Event Emails

The emails can be customized in rich-text format using the editor toolbar or by directly editing the HTML for more advanced users. Click on the {Macro} button to access and insert the list of available event macros:
{EventField All} macro will automatically include all event custom fields. So, instead of picking individual event field macros, consider using {EventField_All}. The following macros for guest registrations are available in all event notification emails except announcements: {Registration_Guest_Count}, {Registration_Guest_Names}, {Registration_Guest_Total_Price}
You can always reset to the default email template (see Default Event Emails) by using Restore default button.
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Sending Test Emails

After clicking on the email you want, you can either edit the email or send a test email to yourself:
Test emails content NOTE: test emails use sample data (data which is not from your database) for macros - whereas when an actual email is sent, real data is substituted instead from your database records.
See Also
Default Event Emails Log of Sent Emails Using macros in emails Custom domain setup
Default Event Emails
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Default Event Emails - overview Customizing default event emails
Default Event Emails - overview

Each event you create has a set of emails that can be automatically sent and customized such as reminders, announcements, and registration confirmations. All of these emails can either be customized individually per event (see Customizing event emails) or you can set up default templates for all events using Default Event E-mails.
Remember If you create a new event using a copy of another event, the email templates are copied over as well. Make sure you check event email template settings in this case! If the event is created from scratch, the email templates used will be from default event emails.
Customizing default event emails

Default event emails can be accessed from Settings > Default event emails
The list of email templates contains the following emails: Announcements, Reminders, and Registration emails
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To view and customize any of these emails, just click on them. It will show a default email template with the email macros highlighted (see Using macros in emails).
Click on the [Edit] button to customize a particular email template
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(you can always reset your customization to the original email template provided by Wild Apricot by clicking on [Restore default] button.)
Since default email templates can be copied to different events, they should not contain any event-specific details. If you want to customize an event e-mail for a specific event, browse to it directly under the event details (see Customizing event emails).
When you are done, click on the [Save] button. The system will offer to update only default template or to update all corresponding email templates for all upcoming events that you might already have in the system.
Note that if you choose the second option it will overwrite all existing emails in all upcoming events, and if some of those emails where previously customized, there will be no way to restore that customization.
Event registration report

Event registration fields report
The Event registration fields report shows what selections your confirmed and pending registrants have made for your events. This is very handy for quickly determining the number of participants who have made a particular selection on their registration form (e.g. How many want the chicken over the fish for lunch?), and also identifying which participants might have made special requests (e.g. Jim Smith selected a vegetarian meal option).
Accessing the report
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To see the report, click on the button [Registration fields report] on any individual Event (accessed by Dashboard -> Events).
Creating a report
To create the report you must first select the fields you would like to include in your report. And then you have the following options which will determine who is included in your report. 1. Include pending registrations - include people whose registrations are still pending. ( If unchecked, only show confirmed registrations) 2. Show participant details - Show the name and contact information for the participants. If you do not select this option, you will just see a count of the selections. Once you have made your selections, click the [Generate] button at the top of the screen.
Viewing Report Results

Once you have generated your report you can view the results directly on the page and if you need to create a new report simply click on the [New Report] button.
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The report has two major sections. Fields and options This lists the fields that you selected on the previous screen. The name of the field is displayed in they gray header. Under it is a list of selections and the number of times they were entered. The row labeled "No entry" indicates the number of registrations where no selection was made, or no text was entered. Participant details This area is a breakdown of the registrants who have made selections pertaining to the fields you are reporting on. This area lists Participant name - which also serves as a link to their Event registration details Organization E-mail address - which also serves as a link to email them directly If their attendance is Confirmed or Pending In case where they have entered information into a text field, their entry is displayed on the line below their information. The amount of guests that were registered at the same time (if no information was collected for them) Note If information was collected for the guests, each appears as their own entry on the report.
Event payments report by registration type

Event payments report by registration type
Overview Generating the payment report Generated report See also
Overview
Whenever you run a paid event at some point you probably want to know how how many people registered, how much money you made, is still owing and so forth. Depending on how you want to process / store this data you may also want to save it in different formats, e.g. pdf or excel format. This is where the Wild Apricot event payments report comes in handy.
Generating the payment report

You can generate a report for all payments received for a particular event using the [Registrations by type] button:
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Generated report
Export - Use the export buttons to save the payments report in either PDF or Excel format Total Registrations - shows a summary of the total registered attendees, registration fees (invoices total), and the payment received for this event Registration fees - The total amount of the invoices associated with this event, see Invoices - Overview Payments received - Total amount settled to this event's invoices, see Record Payment and Settle to Invoice Other - Abandoned and canceled registrations are shown in the "other" row - you should delete the registration altogether for it not to be included. The report is further broken down by registration type: (See Event Registration Types)
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See also
Financial Reports Event Registration Types Viewing and contacting event attendees
Fundraising and Donations

Fundraising and Donations
Fundraising and Donations Donations database Online donation form Donation Form Customization Manually record a donation Customize donation email receipt Personalized Fundraiser Pages Edit and delete a donation
Donations database
Donations database
Donations database Overview Donation Actions Donation List Filtering and Searching Donations Donors List See also
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Overview
Here are some key points to keep in mind when you start working with your donation database: Wild Apricot keeps a record of each donation submitted online (See Online donation form) or recorded manually (See Manually record a donation) If the same donor makes multiple donations separately these are all recorded as separate donations Just like any payment a donation can be edited, refunded or deleted, see Adjust or Cancel Payment or Refund Donor receives both a donation confirmation email and a donation receipt Donation receipt can be printed or re-emailed at any time, see Resend or Print Invoices and Receipts It is not possible to import historical donation data Donation list is accessed from Donations tab:
Donation Actions
Record Donation: to manually record a donation (See Manually record a donation) Export: Export the currently shown donation list to an excel file Donations Report: This is the payments report filtered by donations, See Financial Reports
Donation List
Date: Date of donation and also shows any internal notes (e.g. cheque #) recorded by the admin Number: The donation receipt number Donor: Donor's name and email Tender: How donation payment was made, see Payment tenders
Filtering and Searching Donations
Donations can be filtered by: All - shows all completed donations Online Payment - completed online Attention Required - donations that were likely / probably abandoned; these abandoned donations can can be deleted directly from this screen. In progress - online donations not yet completed, see Reconciling transactions and invoices Refunded - Only donations that were fully refunded Tender - Filter by Payment tenders Keyword Search - Start typing in the search box to filter only donations matching the typed word(s)
Donors List
List of contacts with at least one donation Accessed from Donations -> Donors, or by filtering the Contacts list by "with donations": (See Contact database)
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You can use keyword search to search for specific donors, and email / export the filtered donors only.
See also
Financial Reports Resend or Print Invoices and Receipts
Online donation form

Online donation form
Online donation form can be used with online payment option only, see: Payment settings. Donation form cannot be used to collect manual (or offline) donations. Manual donations can only be entered by administrators, see: Manually record a donation
You may wish to give visitors to your site the ability to donate to your organization, or from time to time your organization may run fundraising campaigns for specific purposes. Wild Apricot features a Donation form which integrates with your payment processor and contact database. You can find the Donation form in your site menu, named 'Donate' by default. (If you do not see it, you can add it using [Add page] button > Functional pages tab.) The donation form is made up of fields from your Contact database and whatever custom donation fields you have defined. To customize your donation fields, please see Donation Form Customization To enable online donations, you need to setup your Wild Apricot account integration for online payments - see Payment settings.
Donation form is disabled in the site administration mode - you need to log out to see how it looks to regular visitors and members.
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Once the form is filled out, visitors would press the [Donate] button. According to your online payment settings, they will then proceed to online payment. If they already have a Contact associated with their email, the donation details are associated with that contact. If this is their first interaction with your site, then a new contact card is created. Donation record will be immediately added to your donation's database. Once payment processor confirms the successful processing of the payment transaction, it will communicate with our server and the donation will be marked as 'Confirmed' in the database and a confirmation email will be sent to the donor (you can customize it - see Donation Confirmation Email). If the payment has failed or visitors abandons the transaction without completing payment, donation record will stay in 'In Progress' status and after 24 hours it will be automatically marked as 'Likely abandoned'. You can find these records via Donations tab, Donations screen using 'Attention required' filter and 'In progress' filter. See also Financial Management Overview
Donation Form Customization

Donation Form Customization
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Donation form Customizing form Editing field parameters Viewing your donations Fundraising can be a vital part of many organizations activities. In order to let you track and allocate your donations more efficiently, Wild Apricot features the ability to create custom fields and forms for your donations. You can use these fields to allocate a donation to a specific fund or fundraising campaign, or collect information on your donors
Donation form
The donation form is visible on any Donation functional page. It is made up of two sections 1) Your contact fields (see Customizing your contact database fields for more information) 2) The fields that are part of the Donation Fields settings.
Any time someone makes a donation, their email is matched against your existing Contacts Database. If there is a matching contact, the donation details are appended to their contact. If there is no matching email, a new contact is created.
Customizing form
Go to Settings -> Donation fields.
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The Amount field is available only on Donation forms. It provides you with two ways for your donor to indicate his donation amount. 1) Custom where they can enter any amount that they want. The Label Entry textbox lets you write a brief message telling them how to use the field 2) Predefined where you can provide them with a list of amounts and they choose at which one they are the most comfortable with. When you choose to allow Custom donation amounts, you have the option to define an Entry label which prompts the donor to enter their amount. Depending on which Donation options you choose, your form can look like one of the following: Custom donation only
Choose from predefined donation options
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Custom and predefined options
Editing field parameters
Fields can be added, edited, moved and deleted like the fields on Member fields and Contact fields. When you have defined your custom fields, click on Save all changes.
Note: There are system which can not made non-mandatory or deleted. The fields Amount and Comment are mandatory for this form and cannot be deleted.
Add new fields - click on the [Add new field] button. Edit field name, select field type and field parameters. Currently available field types are: Text - simplest type of field, used for short text entries Multiline text - used for text entries up to 3000 characters Multiple choice - so-called checkboxes - you can add as many options as needed and multiple values can be selected: See Working with List Fields Radio buttons & Dropdown - set of values, only one can be selected at the time. The difference is in how this field is presented during data entry. See Working with List Fields. Section divider - creates a colored divider and heading to help you organize your form. Rules and terms - see Field for contractual terms
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These fields will not be available on any advanced search. If you wish to filter your donations on these fields, you can export them and filter them in Excel.
Viewing your donations

All donations are recorded in the Donations database. Clicking on any individual donation will take to you to the donation record.
On this screen you can see all the details that were submitted with the donation. You can also access this screen by clicking on any donation associated with a contact on their Contact Card. At the present time there is no way to filter or group your custom donations fields inside the system. This will be included in a future release. You can group and filter your donations by your custom fields by exporting your donations using the Export Donations button from the Donors List or Donation Database and importing it into a spreadsheet/database application like Excel, Access, or Google Spreadsheets.
Manually record a donation
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Manually record a donation

Recording donations for Existing Contacts Recording Donations from new donors Dealing with Pledges (See Online donation form regarding self-service online donations that people can enter on your Wild Apricot website) This page deals with recording donations manually by administrators. Once the donation is recorded you also have the following options. E-mail a donation receipt to the donor with a personalized message Refund the donation Print the donation receipt for your records Edit the donation to make any corrections Delete the donation form your records.
Recording donations for Existing Contacts

Go to Donation database go to Donations tab and click on [Record donation] button. You will be presented with donation form you can fill out to process the donation. First you must select a donor by clicking on the [Select existing contact] button at the top of the screen. This will assign the donation to one of
your contact records. General information Amount - enter donation amount Date - enter the date of the donation Tender - if desired, you can classify the form in which donation was received, see Payment tenders Donor details: All the donation fields you define in Settings -> Donation fields will be included here Internal Notes
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After you finished entering donation details click on Save button at the top of the screen. The following screen will have a summary of the donation details as well as the option to Print, E-mail, Edit, Refund and Delete the donation.
Recording Donations from new donors

If the person your are recording the donation for is not yet in the database (not a contact / member) you will need to create a contact first and then record the donation.
Dealing with Pledges

There is currently no way to properly track pledges in Wild Apricot. A donation is treated like payment received (without any accompanying invoice) and once you record a donation its considered received in full at that point. One workaround you can use: Create manual invoices and use them to track pledges (See Issue manual invoice ) Once the payment (donation) is received, record it as usual, then settle it to the previously created pledge invoice, see Record Payment and Settle to Invoice
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Downside: These invoices / payments will not be included under donations in reporting but will be reported separately under payments.
Donation Confirmation Email

Donation confirmation email
Overview Main differences between "Donation Confirmation Email" and "Donation Receipt" Customizing Donation Confirmation Email Template See also
Overview
Whenever a donation is received, Wild Apricot automatically sends an email confirmation and a donation receipt to the donor. These emails can thank the donor, provide additional information on how they can get further engaged with your organization and confirm the donation details.
Main differences between "Donation Confirmation Email" and "Donation Receipt"
Donation Confirmation email: Sent only once when the donor completes the donation. Once sent, cannot be reprinted / resent To customize the donation email template see below. Donation receipt: Sent when donation payment has been recorded Receipt can be re-printed or re-sent at any time, see adjust or cancel payment and Resend Receipts To customize the donation receipt see Settings and customization of invoices and receipts
Customizing Donation Confirmation Email Template

The same confirmation email template is used for all donations. To edit the donation confirmation email template, go to Settings -> Donation Settings -> Donation confirmation e-mail:
Test e-mail: allows you to send a test email to the currently logged in admin The [Edit] button brings up the screen where you can actually edit the email text.
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Use the editor toolbar to insert links, pictures, customize fonts etc Macros allow you to personalize your email and address the donor by name for example, see Using macros in emails A simple default template of this email is created automatically. After making changes you can use [Restore default] button to restore template to original version.
See also
Donations database Settings and customization of invoices and receipts Resend or Print Invoices and Receipts
Edit and delete a donation

Edit and delete a Donation
Editing the donation Refunding a donation. Canceling a donation Tracking changes Sometimes when making a donation a donor might make a mistake or two, like putting in the wrong phone number or accidentally leaving off a couple of zeros on their donation! Sometimes a donation might have been made completely in error and has to be deleted, or you might need to refund part of it. You can fix these mistakes by editing, canceling or refunding the donation.
Editing the donation

You can edit the information on any donation record by clicking on the [Edit] button on the donation record:
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If the above donation amount is changed to $600 for example then donation receipt is automatically adjusted with the new values and can be re-send to the donor:
Refunding a donation.
Refunding a donation is just like refunding any payment, see Refunds. The refund amount will appear on the donation record as a link to the refund record:
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Canceling a donation
Use the [Delete] button to cancel a donation:
Tracking changes
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Any changes to the donation record such as edits, refunds and deletion are automatically captured in the Audit log.
Personalized Fundraiser Pages

Creating Personalized Fundraiser Pages
Overview Customize the donation fields Customize fundraiser pages Donation form
Overview
Some organizations have multiple fundraisers raising money at the same time (this could be for the same cause or different causes). In this case you might want to show separate personalized pages showing how much each fundraiser has raised and so forth. Here is how this can be achieved in Wild Apricot.
Customize the donation fields

Suppose we have 3 fundraisers, Jim, Mark and Shirley. First create a new donation field (Field Type must be set as a Radio Button) listing all the 3 fundraiser names: (Settings -> Donation Fields)
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Customize fundraiser pages

Add 3 new web pages (See How to add web pages ). Customize each fundraiser page by adding a donation gadget set to only count donations marked for a particular person. Donation gadget set to only show donations marked "Jim Smith" (See inserting gadgets )
Add any other text, links, images etc as necessary (e.g. personal message and links to that fundraiser's social networks like twitter, facebook etc).
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Similarly the other 2 fundraiser pages would also show their own donation progress / target, personalized message and any applicable social links.
Donation form
When filling the donation form the donor would simply select the appropriate fundraiser name:
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Financial Management
Topic Financial Management Overview Invoices - Overview Payments - Overview Audit log Financial Reports Quickbooks
Financial Management Overview

Financial Management Overview
Financial Management Overview Admin View Contact View Invoices Types of Invoices Invoice numbering Invoice Balance Customizing and viewing Invoices (admin only) Payments Types of Payments Classifying Payments Handling Special Cases Recording Refunds Donations Contact balance and account statement Settling invoices and payments Pending / Incomplete transactions Key reports Exporting and Viewing Report Data Types of Reports Example Wild Apricot includes a special module - which corresponds to the Finance tab - for managing your Accounts Receivable. This module is used to track invoices issued by your organization, payments collected, and refunds. Its capabilities include: Automatically generate invoices for transactions on your website Self-service for your members, event registrants, donors, or anyone else, to view and pay their invoices online Administrators to record other payments received (e.g. cheques) or charge client credit cards (assuming that card information has been provided outside of Wild Apricot) View the financial transactions via the list of Invoices or list of Payments/Refunds Generate instant financial reports: Income report, Payments Report, and Aging Receivables Export your financial transactions, including special QuickBooks format Look up original transactions (e.g. membership application or event registration) which generated a particular invoice
Admin View
The admin has access to all the invoices and payments for all contacts in the system:
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Contact View
Each contact/member can also log in and view their own invoices and payments from within their profile. The contact can pay online for any or all invoices with an open balance.
Invoices
Types of Invoices Automatically Generated Invoices All transactions (e.g. membership application, event registration) automatically generate an invoice. Invoices itemize all details of the
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transaction (for example, a membership application with an extra cost field would have a line of the application cost and a line for each extra cost selection made). Manually Created Invoices The admin can also create 'manual invoices' - which are not linked to any transactions in Wild Apricot but to something else processed outside of Wild Apricot, e.g. to charge sponsorship fees. When the contact / member logs in they will see these manual invoices (in addition to any other automatically generated invoices) and they can pay for some/all of them online. Invoice numbering Invoices are numbered automatically based on your settings. Invoice Balance Each invoice has a balance, which is the total amount of the invoice minus all the payments settled to the invoice. As long as there is an open (outstanding) outstanding balance the admin can record full or partial payments. Once fully paid the invoice will then show a zero balance. Customizing and viewing Invoices (admin only) The admin can view any existing invoice, print it out, or email it at any time. Invoices are formatted according to a customizable invoice template. The invoices can also be edited or deleted - though you have to be careful as it might lead to discrepancies between your transactions and your financial records. These changes will automatically be reflected in the contact/member view as well. A special field called "Internal notes" can be used for any comments or special notes about a particular invoice - you can search these notes via the "Invoice list" screen. See more: Invoices - Overview
Payments
Payments are records of moneys received. See more: Payments - Overview Types of Payments Online payments - which are recorded automatically when someone processes a self-service transaction with online payment on your website. Offline payments (a.k.a. manually recorded) - payments which have to be recorded in Wild Apricot by administrators, for example cheques received or credit card payments charged outside of Wild Apricot through your own merchant processing interface. Classifying Payments Payments can be classified by 'tender' - to record how it was received. For online payments, tender is recorded automatically, e.g. Online Authorize.Net credit card payment. For manual payments, tender is selected when the payment is entered, e.g. 'Cash' or 'Checking Account'. You can customize the list of tenders as needed. The admin can record payments on specific invoices (these are automatically settled to this invoice, reducing its balance) or enter the payment on account, meaning that a payment can be recorded for a contact without settling it with a specific invoice. If the contact on the other hand pays online, the payment is automatically settled with all the invoices the contact paid for. Handling Special Cases Tenders can also be used for special cases, e.g. you can create a tender 'Special discounts' and record payments with this tender type. In this way you can still include the original invoice in full into the income report, but then partially or fully discount it. These can be analyzed via "Payments report". Recording Refunds The admin can record refunds from the "Payments & refunds" screen under Finances tab (see Refunds). The refund will automatically be reflected on the contact profile.
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Donations
Donations are a special case - you do not 'invoice" people for donations in the same way as you can invoice people for membership dues and event registrations. Therefore, there are no 'unpaid donation invoices' in Wild Apricot. Instead, donations are only recorded when the payment is received. Thus, donations do not affect contact balance. Also, on the contact account statement, donations are displayed in a separate column from invoices and payments and have a separate total. Donations are accessible in two ways - they are included in the overall payments list screen under Finances as well as presented separately on a Donations screen under Donation tab. Donation receipts are also numbered automatically - they have their own numbering setting, separate from invoices. Donation receipts are formatted according to a template you can customize in the system. See more: Donations database
Contact balance and account statement

System tracks a balance for each contact in your database - total of all invoices, payments and refunds for that contact. This balance is displayed on their contact card in the upper right hand corner. It can be zero, positive (money still owed) or negative (overpaid). You can instantly produce an account statement report for any contact in your database (Admin view):
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Settling invoices and payments

Invoices have a balance associated with them - how much of the original transaction fee they still owe to your organization. Settling payments and invoices is a process of matching up specific payments and invoices. If a person paid via credit card, system automatically records a payment and settles it with the related invoice so there is no outstanding balance from that invoice. If manual payment was chosen, this will generate an invoice with an open balance. Later on, when the payment is received and recorded, it can be settled to this invoice. Manual payment can be full or partial. Settlements can be canceled at any time (e.g. payment can be unsettled from one invoice and applied to another invoice on the same contact - or left unsettled). When a settlement is canceled, the payment record itself, invoice, and transaction all stay intact. When a payment is settled in full, the system performs all changes to the contact/member that are specified by the workflow. For example, if your members are automatically activated when paid in full, then that action takes place. Manual actions, such as approving a membership application, will still have to be done by a member.
Pending / Incomplete transactions

Pending transactions refer to transactions that have yet to be completed e.g. invoice is not yet paid or the member application is awaiting admin approval. If a member initiates a member application / renewal / level change but does not pay the invoice (or is not yet approved), that member stays in Pending New / Pending Renewal / Pending Level Change respectively. The member would only move into Active status (with full member benefits) once the invoice is paid or if the admin manually activates them. Similarly an event registration remains incomplete until the associated event invoice is paid for. Audit log The audit log (available to administrators only) is a special journal/log where the system records and keeps track of all important financial events such as invoice creation, deletion, payment errors, etc. Usually it is not needed, but it is useful when reviewing a troublesome transaction to understand what has happened. See Audit log
Key reports Exporting and Viewing Report Data

Many reports include visual charts and provide the ability to export in PDF, Excel, or Quickbooks formats.
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Types of Reports
Income report - summary of invoices issued for a selected period, by transaction type. Payments report - summary of payments received within a selected period, by tender type. Donations report - summary of donations within a selected period Aging receivables - a list of contacts with open balances by 30 day bands. Income report
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Payments report
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Aging receivables report
Example
To help you get a feel for how the system works, let's take a look at non-member visitor, Mike, registering for an event that also includes member-only pricing. During the event registration the system recognizes Mike's email as a non-member and automatically offers him the option to apply for membership first. At this point Mike cannot use the member-only price, which is shown as disabled:
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After submitting the member application Mike has the option to pay for the membership right away, but he chooses to continue on with the previous event registration (he plans to pay for both invoices at the same time):
This time the member-only pricing option is enabled and available for use:
After Mike registers himself ($10) and a guest ($15) he then will have the option to pay for one or both of the invoices online:
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Suppose Mike realizes he can only pay $25 with his credit card, so he decides to only pay the Event invoice online, and plans to send a check instead for the member application invoice. In this case the online payment is automatically recorded and settled with the event invoice. Mike remains in "Pending New" state, and once the check is received the admin would then manually record the payment on the application invoice:
Mike can still come back at anytime and pay this outstanding invoice online if he so chooses. Note that this time Mike only has the option to pay for the application invoice:
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Payments - Overview
Payments - Overview
Overview Payments and refunds screen Payment details screen Example - online payment scenario See also
Overview
Your Wild Apricot account can be setup to process Online Payments. To setup your payment options go to Settings > Payment settings. Click "Enable online payments" to set up your payment gateway.
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Payments are records of money inflows. Two main types of payments are tracked in Wild Apricot: Online and manual (aka offline) payments Online payments - are recorded automatically when someone processes a self-service transaction with online payment on your website. Manual (offline) payments - payments which are manually recorded in Wild Apricot by administrators, for example cash, checks or credit card payments charged outside of Wild Apricot through your own merchant processing interface. See record payments and settle to invoice Tender - Payments can be classified by 'tender', which is to record in what form payment was received. For online payments, tender is recorded automatically, e.g. Online - Authorize.Net credit card payment. For manual payments, tender can be selected when the payment is entered, e.g. 'Cash' or 'Checking Account'. You can customize the list of tenders as needed. See Payment Tenders Available Balance - Payments not yet applied / matched to any outstanding invoices or not refunded are considered to have an "available balance". Settling payments - Payments should be settled (matched) to outstanding invoices, see record payments and settle to invoice. This is done automatically (for successful online payments) or manually by recording a payment on a contact and then manually settling it to specific invoices. Refunds - Payment refunds can be entered manually by administrators - or automatically recorded when WA receives refund notification from your online payment processor about a refund related to a previously recorded payment. See refunds. Failed online payments - See handling failed online payments Summary of payments received - Available via Financial reports Your contacts can view full history of their payments and invoices via their profile (See View account history and pay invoices)
Payments and refunds screen

From Finances > Payments & Refunds you can get a list of all payments, donations and refunds:
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Date Range - Allows you to filter out transactions from within a specific time frame Filters / search options - Use to view specific types of transactions e.g with "Open Balance", "Refunds", "Online Payments", matching specific "Tender", or "No Tender" Details - This field describes the type of transaction (e.g. Refund, Payment, Donation, and tender) Status - Shows whether payment / refund was settled Unsettled Payments - A [Settle] button allows you to settle the payment, see record payment and settle to invoice Export - The transactions can be exported to an Excel file.
Payment details screen

Clicking on each transaction brings you to the payment details screen of that transaction:
In above example a $35 payment was made by cheque, of which $20 was settled to invoice #00077 (that invoice was for $192). A refund of $5 was later given, leaving a balance of $10 from the $35 payment. Preview / Print or email - Lets you print / or email the payment or refund details to the contact, see resend or print invoices and receipts Refund - Use [Refund] button to refund all or part of the available balance, See refunds.
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Settle - Use [Settle] button to settle all or part of the available balance to an invoice or refund associated with this contact, see record payment and settle to invoice Adjust or cancel payment / refund - to delete or edit a payment / refund see Adjust or Cancel Payment or Refund. Editing payment allows you to adjust the payment amount, date received and tender type. If payment is deleted or becomes less than the already settled amount then all settlements are automatically canceled and all documents will have to be re-settled manually. [Cancel Settlement] button allows you to cancel a settled invoice or refund
Example - online payment scenario

Let's say a person starts online event registration, proceeds to pay online, and payment is successful. This creates an invoice for the event registration, records online payment and automatically settles online payment to the invoice. A payment receipt is also automatically sent to the person (see Settings and customization of invoices and receipts). 1. Generated Event Registration Transaction:
2. Automatically Generated Invoice:
3. Payment Details:
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4. Payment Receipt sent to attendee:
See also
View account history and pay invoices Financial Management Overview Invoices Overview Online Payments
Custom currency setup

Custom currency setup
If you use online payment, your choice of currency will be limited to whatever is supported by Wild Apricot for a particular payment processor. If you do not use online payment, Wild Apricot allows you to setup any custom currency to display prices etc. To set it up go to Settings > Payment settings. This option will be hidden if online payment option is selected.
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Note: Currency should be setup at the very beginning and not changed afterwords. If you change currency, all existing payment records, events etc. will not be recalculated and will not longer properly display in payment reports.
Adjust or Cancel Payment or Refund

Adjust or Cancel Payment or Refund
Overview Adjusting payments and refunds Canceling payments and refunds Tracking changes Adjusting Refund Example See also
Overview
There are various situations when you might need to adjust or cancel a refund or payment: It was entered with incorrect details: contact name / date/ amount/ tender You might want to add some internal notes (e.g. record check #) Check has bounced and you want to cancel payment
Adjusting payments and refunds

Adjusting open (unsettled) payments / refunds: (see settling payments to invoices ) If payment or refund was not settled, editing is very straightforward - find it via payments screen (Finances -> Payment & Refunds), edit, and save. Payment details, contact, balance etc. are updated.
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Adjusting Settled Payments: For settled payments (partially or fully settled), if you change amount to be less than already settled, the system will warn you and automatically cancel all existing settlements. You will need to manually settle the payment afterwards, see settling payments invoices
Adjusting Settled Refunds: A settled refund amount cannot be changed (note refunds can only be settled in full). The only workaround is to go to the originating payment first, cancel settlement with this refund and then edit the refund. See refund example below.
Canceling payments and refunds

From the Payments and refunds transaction list go to the payment / refund you want to cancel and use the delete button. Any settlements associated with this payment / refund will be canceled automatically.
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Tracking changes
The Audit log (Finances -> Audit Log) records all the key financial transactions on your account such as invoice / receipt creation, payments and refunds etc (See audit log )
Adjusting Refund Example

Suppose you mistakenly recorded a refund of $20 instead of $10, settled it and now you want to correct the refund amount:
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Editing the refund transaction will only let you change the Date, Tender and Notes, but not the amount:
So first find the associated payment and cancel settlement with this refund: (from Finances -> Payments & Refunds)
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The refund (unsettled) amount can now be changed to $10:
Next go back to the original payment and settle this $10 refund:
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This refund adjustment is automatically logged in the audit log:
See also
Payments Overview Record and Settle Payments
Online Payments
Online Payments
Supported Payment Systems Overview Selecting the Payment System Payment Systems Availability by Country Currency Support by Payment System Key differences between Payment Systems Also see
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Supported Payment Systems Video: 04:56
Supported Payment Systems

Wild Apricot currently provides integration with the following payment processing systems: (If you are already using one of these systems, you might want to click on the appropriate link to jump to instructions on using Wild Apricot with that particular system.) Authorize.net PayPal Pro PayPal Standard Google Checkout
Overview
Wild Apricot provides an integrated solution for online payments - meaning that when people use online forms on your Wild Apricot website, they can instantly and securely pay online by using a credit card.
Wild Apricot also provides an integrated solution for offline payments, for details see Offline Payments.
Here is how it works: 1. There are several online forms provided with your Wild Apricot account which provide online self-service functionality: Online member application form Event registrations (See Event Calendar and Event Registration and Extra event registration costs (dynamic event pricing)) Online donation form Membership renewals and membership level upgrades (See Member - renew or change level) 2. Users will have the option to pay online, immediately and securely. 3. Once the payment is confirmed, the payment system will automatically notify and update the transaction status of the payment record in Wild Apricot. Depending on your settings in Wild Apricot, this can initiate further actions - activating membership, emailing welcome letter, sending event registration receipts or donation confirmation. 4. Money received will be automatically deposited to your merchant account according to your payment system terms and conditions. Wild Apricot does not touch the payment or deduct any fees.
Selecting the Payment System

If you do not yet have an account with any of the payment systems we support, the following tables should help you to select the best option:
Payment Systems Availability by Country
Payment Systems available in Wild Apricot depend on where your organization is located: USA PayPal Standard PayPal Pro Authorize.net Google Checkout
Currency Support by Payment System
Canada
UK
Australia & New Zealand
Other countries/ Comments Go to PayPal for complete details Only US and Canadian PayPal Pro accounts are supported. If you have PayPal Pro account from any other country (e.g. UK) it will not work At the moment only US accounts are supported. (We are currently working to provide this option for Canadian customers as well) Google Checkout merchant (seller) account is only open to the US and UK
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PayPal Standard USD U.S Dollar CND Canadian Dollar GBP Pound Sterling EUR Euro AUD Australian Dollar JPY Japanese Yen SGD Singapore Dollar NZD New Zealland Dollar HKD Hong Kong Dollar CHF Swiss Franc CZK Chech Koruna HUF Hungarian Forint PLN Polish Zloty BRL Brazilian Real THB Thai Baht ILS Israeli New Shekel
PayPal Pro
Authorize.net
Google Checkout
Key differences between Payment Systems
Note: The fees below ("Typical fees") are charged directly by each payment processor. Wild Apricot does not charge any payment-related fees, your only payment to Wild Apricot is a flat monthly fee for your Wild Apricot account. The numbers below should be used as a rough guide please consult each payment system website for detailed information about their fees. Payment System PayPal Standard Support for automatic recurring charges Yes Typical fees No monthly, set-up, or cancellation fees. Per Transaction fee: 1.9% 2.9% + $0.30 ... more Monthly: $30.00 USD Per Transaction fee: 1.9% 2.9% + $0.30 ... more Setup: $99.00 Monthly: $20.00 Per Transaction: $0.10 Batch Fee: $0.25 ... more No monthly, set-up, or cancellation fees. Per Transaction fee: 1.9% + $0.30 ... more Payment Process External site: Payer will be transferred to PayPal site to complete the payment ... example Integrated: Payment is processed directly on your Wild Apricot site ... example Integrated: Payment is processed directly on your Wild Apricot site ... example
PayPal Pro
Yes
Authorize.net
Yes
Google Checkout
No
External site: Payer will be transferred to Google Checkout site to complete the payment ... example
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Also see
Authorize.net PayPal Pro PayPal Standard Google Checkout Payment instructions
Authorize.net Authorize.net
Authorize.net 1. Integrating with Authorize.net 2. Authorize.net User Payment Process 3. Recurring payments with Authorize.net 4. Authorize.net Troubleshooting
Using Authorize.Net to Process Online Payments Video: 03:52
Authorize.net User Payment Process

Authorize.net User Payment Process
When user fills out any of the integrated online forms on your Wild Apricot website (e.g. membership application or event registration) and choses to pay online, they will be redirected to the secure integrated Wild Apricot payment form to initialize the payment process.
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On the form, they will be asked to fill out their credit card details, a billing address. Next, they will be able to review the payment information on the summary page (correct any error if any) and proceed with the payment. After the successful payment user will be redirected to the confirmation page from where they can proceed to any other page on your Wild Apricot website.
For security reasons, Credit Card information is not stored in Wild Apricot. Instead, it is securely transmitted to Authorize.net where it is processed. In return, Authorize.net returns the status of the payment transaction, which is recorded in your transaction details.
Authorize.net Troubleshooting
Authorize.net Troubleshooting
1. In Authorize.net settings, make sure that you are using the "Card Not Present" Transaction key - the "Card Present" key will not work. 2. Do not include any custom required fields in your Authorize.Net account, like phone number etc. The Wild Apricot payment form only asks for name and address, and so if in your Authorize.Net account there are additional required fields then you would receive an invalid configuration error. From within your Authorize.Net account go to Account/Settings/Payment Form/Form Fields and check no required fields are defined.
Configuration errors
RespCode 3 3 3 3 3 3 3 2
Reason Code 9 10 12 13 17 18 24 27
Text The ABA code is invalid. The account number is invalid. An authorization code is required but not present. The merchant API Login ID is invalid or the account is inactive. The merchant does not accept this type of credit card. ACH transactions are not accepted by this merchant. The Nova Bank Number or Terminal ID is incorrect. Call Merchant Service Provider. The transaction resulted in an AVS mismatch. The address provided does not match billing address of cardholder. The merchant does not accept this type of credit card. The Paymentech identification numbers are incorrect. Call Merchant Service Provider. The configuration with the processor is invalid. Call Merchant Service Provider. The FDC Merchant ID or Terminal ID is incorrect. Call Merchant Service Provider. FIELD cannot be left blank. The VITAL identification numbers are incorrect. Call Merchant Service Provider. An error occurred during processing. Call Merchant Service Provider. The Global Payment System identification numbers are incorrect. Call Merchant Service Provider.
Notes The value submitted in the x_bank_aba_code field did not pass validation or was not for a valid The value submitted in the x_bank_acct_num field did not pass validation. A transaction that required x_auth_code to be present was submitted without a value.
The merchant was not configured to accept the credit card submitted in the transaction. The merchant does not accept electronic checks.
3 3
28 29
The Merchant ID at the processor was not configured to accept this card type.
3 3 3 3 3 3
30 31 33 34 35 38
The merchant was incorrectly set up at the processor. The word FIELD will be replaced by an actual field name. This error indicates that a field the merchant specified as required was not filled in. The merchant was incorrectly set up at the processor. The merchant was incorrectly set up at the processor. The merchant was incorrectly set up at the processor.
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41
This transaction has been declined.
Only merchants set up for the FraudScreen.Net service would receive this decline. This code will be returned if a given transaction's fraud score is higher than the threshold set by the merchant. The merchant was incorrectly set up at the processor.
43
The merchant was incorrectly set up at the processor. Call your Merchant Service Provider. This transaction has been declined.
45
This error would be returned if the transaction received a code from the processor that matched the rejection criteria set by the merchant for both the AVS and Card Code filters. The transaction amount submitted was greater than the maximum amount allowed. The merchant processes eCheck.Net transactions only and does not accept credit cards. The transaction was declined because the merchant configured their account through the Merchant Interface to reject transactions with certain values for a Card Code mismatch. The transaction did not meet gateway security guidelines. The value submitted in x_auth_code was more than six characters in length. A valid fingerprint, Transaction Key, or password is required for this transaction. The transaction request must include the API Login ID associated with the payment gateway account. The customer's financial institution does not currently allow transactions for this account. IFT: The payment gateway account status is Blacklisted. IFT: The payment gateway account status is Suspended-STA. IFT: The payment gateway account status is Suspended-Blacklist. This error code applies only to merchants on FDC Omaha. The value submitted in the merchant number field is invalid. This error code applies only to merchants on FDC Omaha. The merchant is not on file. This error code applies only to merchants on FDC Omaha. The merchant account is closed. This error code applies only to merchants on FDC Omaha. The merchant is not on file. This error code applies only to merchants on FDC Omaha. The merchant type is incorrect. This error code applies only to merchants on FDC Omaha. The bank configuration is not on file This error code applies only to merchants on FDC Omaha. The merchant assessment code is incorrect. This transaction was submitted from a blocked IP address. The transaction was declined as a result of triggering a Fraud Detection Suite filter. The transaction was accepted, but is being held for merchant review. The merchant may customize the customer response in the Merchant Interface.
3 3
49 56
A transaction amount greater than $[amount] will not be accepted. This merchant accepts ACH transactions only; no credit card transactions are accepted. This transaction has been declined.
65
3 3 3 3 3 3 3 3 2 2 2 2 2 2 2 2 2 4
66 72 103 123 128 130 131 132 205 206 207 208 210 212 213 250 251 252
This transaction cannot be accepted for processing. The authorization code is invalid. This transaction cannot be accepted. This account has not been given the permission(s) required for this request. This transaction cannot be processed. This payment gateway account has been closed. This transaction cannot be accepted at this time. This transaction cannot be accepted at this time. This transaction has been declined. This transaction has been declined. This transaction has been declined. This transaction has been declined. This transaction has been declined. This transaction has been declined. This transaction has been declined. This transaction has been declined. This transaction has been declined. Your order has been received. Thank you for your business!
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253
Your order has been received. Thank you for your business! Your transaction has been declined. The transaction was unsuccessful
The transaction was accepted and was authorized, but is being held for merchant review. The merchant may customize the customer response in the Merchant Interface. The transaction was declined after manual review. 1. Log into your Merchant Interface at https://account.authorize.net
254 E00027
2. Click Settings link on the left under Accounts. 3. Click Payment Form under the Transaction Format Settings heading. 4. Click Form Fields. 5. Remove all "Required" check marks. 6. Click Submit to save the settings.
Integrating with Authorize.net

Integrating with Authorize.net
User payment options Payment settings Country & currency setup

User payment options
With Authorize.net users can pay directly on your site using a credit card. See Authorize.net User Payment Process
Payment settings
Before you proceed with the following settings in your Wild Apricot account: Sign up for Authorize.Net merchant account service. After signing up, obtain an API Login ID and a unique merchant Transaction Key from within your Authorize.net. Note that neither of these items are the login or password that you use to log into Authorize.net. They are completely separate from logging into your account and must be obtained from within your account, see Authorize.Net access settings. Next, proceed with Wild Apricot Payment settings.
If you are planning to use Recurring payments with Authorize.net make sure to enable Customer Information Manager checkbox.
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After you enter required information, click the [Check Integration] button to validate settings. See: Authorize.net Troubleshooting You can define which credit cards you accept. You can also configure your settings so that the logos for those credit cards appear on your payment page. This makes people aware of what cards you accept, streamlines the process and avoids any frustration caused by people being unaware of how you accept payment.
Country & currency setup
Currency setup determines how monetary amounts are displayed in the system - and is used in online payment processing.
Currency should be setup at the very beginning and not changed afterward. If you change currency, all existing payment records, events etc. will not be recalculated and will no longer display properly in payment reports.
At the moment Authorize.net can be used with US Dollars or Canadian dollars.
Recurring payments with Authorize.net
Recurring payments with Authorize.net
Authorize.net vs PayPal Pro and Standard Setting up your Authorize.net account Setting up your Wild Apricot account to accept recurring payments Member application process with Authorize.net recurring payment Payment confirmation Member upgrade from free level to paid level with recurring payment Payment records in Wild Apricot Membership level changes related to recurring payments Payment failures Canceling recurring payment
Note: The automatic recurring payments option is only available for: Community level ($50) and higher, See Pricing
Authorize.net vs PayPal Pro and Standard
In comparison to PayPal Pro and Standard, Authorize.net offers a more flexible way of managing recurring payments.
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The amount of the recurring payment is always based on the current price of the membership level. This means that the administrator can adjust the membership level price as needed and it will apply to all existing member records. With every successful recurring transaction, the membership renewal date will be shifted ahead according to the renewal settings of the current membership level. This also means that the administrator can always adjust the renewal period of the membership level as needed. If there was an unsuccessful payment, the system will try to repeat the payment nine more times (2 attempts per day for five days). Every unsuccessful payment will be logged in the transaction log. The transaction log contains the response from Authorize.net for each transaction.
Setting up your Authorize.net account
In order to use recurring payments with Authorize.net, you must subscribe to the Authorize.NET Customer Information Manager (CIM) service.
Setting up your Wild Apricot account to accept recurring payments
The next step is to set up your Wild Apricot account. Make sure that your account is properly set up and configured with Authorize.NET. See: Integrating with Authorize.net Make sure to enable Customer Information Manager (CIM) in Payment settings
Enable the Automatic recurring payments option for the membership level(s). See: Membership levels Review the message below the selection that outlines the restrictions for recurring payments
At this point, you should be all set and ready to accept recurring payments.
Member application process with Authorize.net recurring payment
During the application process the user will select the level and fill out the application. The system will then create an invoice and present it to the new member.
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From here, the member clicks on the [Pay recurring invoice] button which will open the invoice details for review.
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To complete the payment, the member would click on the [Pay online] button. This will open a payment form where the member would have to enter the credit card details and complete the payment.
Payment confirmation After completing the payment, the member will see a confirmation message.
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Member upgrade from free level to paid level with recurring payment
Any member who is in the free level may upgrade to a paid account at any time (see: Member - renew or change level). If the member selects a level with recurring payment, the payment process will be the same as described in the above section. Payment records in Wild Apricot The new payment will show in Finances > Payments & refunds, you can open it to review it and settle if required. See: Record Payment and Settle to Invoice
Membership level changes related to recurring payments
Any existing membership level can be set with the recurring payment option (See: Membership levels). The next time a member makes a renewal they will have to complete the process described above. If the member subscribes to a recurring payment level, they will no longer see the [Renew until] button in their profile screen. All the consecutive payments will be automatically charged according to the renewal terms. Also, the administrator can make changes to the existing membership levels that have recurring payments enabled. When the administrator makes adjustments to any of: membership level price renewal settings automatic recurring payment selection These changes will apply to the existing members that have enabled Authorize.net recurring payment. For example, if an administrator decides to change the membership level price from $10 to $20 a month, then all existing members will be affected by this change and the next scheduled payment will be $20. If the membership level that is being changed has existing members with recurring payments, the administrator will see the following message informing them that there are a certain number of records that will be affected by this change. Note, the administrator is not required to make any adjustments to individual member records.
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In addition, if you have also switched payment systems in the past (e.g. from PayPal to Authorize.net) you might have some members that are being processed by the older payment system. This means you could end up with recurring payments that are being processed by two different payment systems. In this case you will also see a notification that there are some existing members still using PayPal. These PayPal records would have to be updated manually, one-by-one.
Payment failures
If the recurring payment does not go through, Authorize.net will attempt to repeat the payment two more times. The payment will be automatically canceled if it did not go through on the third attempt. Note: You can use the regular Wild Apricot renewal settings to automatically send notices to member and/or administrator as appropriate. See Automating membership renewals
Canceling recurring payment
Recurring payment can be canceled by both the member and administrator. The member can stop the recurring payment directly from the member profile page (or from Invoices and payments page) by clicking on [Stop recurring payments] button.
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In a similar way, the administrator can go to the membership details and click on the [Stop] button.
Note that cancelling the recurring profile does not affect any other membership record settings (e.g. Membership status could still remain Active). If you need to process a membership record any further (e.g. change membership status from Active to Lapsed and or simply archive it) you should do so manually.
PayPal Pro PayPal Pro

PayPal Pro
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1. Integrating with PayPal Pro 2. PayPal Standard Fraud Tools 3. Requesting PayPal API Signature 3. PayPal Pro User Payment Process 4. Recurring payments with PayPal Pro 5. PayPal Pro Troubleshooting
Integrating with PayPal Pro

Integrating with PayPal Pro

With PayPal Pro users can either pay by credit card directly on your site, or use PayPal express checkout. See PayPal Pro User Payment Process. See also: PayPal Services comparison.
Payment settings
Before you proceed with the following settings in your Wild Apricot account: You need a PayPal WebSites Payment Pro(US) service for this option. (Integration with WebsitePayments Pro(Canada) is available as beta release - use at your own discretion) After signing up, obtain an API username, API password and API signature from within your PayPal Pro account. See Requesting PayPal API Signature.
Even though other PayPal account types might allow you to create an API signature, only PayPal WebSites Payment Pro(US) will work with this option
Next, proceed with Wild Apricot Payment settings.
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After you enter required information, click the [Check Integration] button to validate settings. See: PayPal Pro Troubleshooting
PayPal Pro offers six possible currencies.
Requesting PayPal API Signature

Requesting PayPal API Signature
To create an API signature, you must have a PayPal Business or Premier Account with PayPal Website Payments Pro (US) service. Login to your PayPal Account. Go to profile (on the My Account sub-menu) and click on Request API credentials:
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On the Request API Credentials page go to Option 1 - PayPal API click and click on Set up PayPal API credentials and permissions
Next go to Option 2 and click on Request API credentials:
Select Request API Signature and click Agree and Submit:
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View the API signature and click DONE
Finally go into your Wild Apricot account and enter the API username, API password and API signature in Settings -> Site Settings -> Payment settings:
You can view your API signature details by repeating the 1st 3 steps above.
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1. Click Online (Credit card) checkbox
Only paid account are able to set up online payments. See pricing table
2. Click Advanced radio in Payment option for visitors section. Advanced payment option can not be used with recurring payments. Turn off recurring payment for all membership levels (Renewal policy > Automatic renewal) before selecting the Advanced option. 3. Enter API username, API password and API signature in appropriate textboxes. 4. Click Check integration button.
You have to click Check integration button and get a successful valid credentials message, otherwise you will not be able to save your payment setting changes.
PayPal Pro User Payment Process

PayPal Pro User Payment Process
When user fill out any of the integrated online forms on your Wild Apricot website (e.g. event registration as demonstrated above) and chose to pay online, they will have 2 options: to pay directly with Credit Card or with PayPal Express checkout (this option is provided by PayPal and it cannot be removed/disabled). If the user selects Express checkout, they will be redirected to the PayPal site in order to pay with their PayPal account. After completing the
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purchase, they will be redirected to your confirmation page. If user chooses payment by credit card, they will be redirected to the secure integrated Wild Apricot payment form to initialize the payment process.
On the form, they will be asked to fill out their credit card details, a billing address. Next, they will be able to review the payment information on the summary page (correct any error if any) and proceed with the payment. After the successful payment user will be redirected to the confirmation page from where they can proceed to any other page on your Wild Apricot website.
For security reasons, Credit Card information is not stored in Wild Apricot. Instead, it is securely transmitted to PayPal where it is processed. In return, PayPal returns the status of the payment transaction, which is recorded in your transaction details.
Recurring payments with PayPal Pro

Recurring payments with PayPal Pro
Setting up your Paypal account to accept recurring payments Setting up your Wild Apricot account to accept recurring payments Member application process with PayPal Pro recurring payment Selecting method of payment Payment confirmation Member upgrades from free level to paid level with recurring payment Recurring payment records PayPal transactions Payment records in Wild Apricot Administrator changes membership level payment settings to recurring payment Payment failures Canceling recurring payments Limitations Paypal Pro vs PayPal Standard with recurring option
The automatic recurring payments option is only available for Community plan ($50) and higher, See Pricing
Setting up your Paypal account to accept recurring payments
In order to accept recurring payments in your PayPal Pro account you must complete the following steps:
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In your PayPal Pro account go to: My Account > Profile > Instant payment notification (IPN) > click on [Edit settings] button and set it with the following: Enter notification URL as follows:
https://secure.memberlodge.org/PayPalIPN.ashx
For IPN messages select Receive IPN messages (Enabled) option
Setting up your Wild Apricot account to accept recurring payments
Next step is to setup your Wild Apricot account. Make sure that your account is properly setup and configured with PayPal Pro. See: Integrating with PayPal Pro Enable Automatic recurring payments option for membership level(s). See: Membership levels
At this point, you should be all set and ready to accept recurring payments.
Member application process with PayPal Pro recurring payment
During the member application process the user will select the level, fill out the application, confirm and generate an invoice, and go through the following payment steps: Selecting method of payment PayPal Pro offers two methods of online payment: Credit card Express checkout - users can pay directly through their own PayPal account
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For this example we show credit card payment option - Pay with credit card. After clicking on the [Pay by credit card] button the user will be able to enter credit card details.
Payment confirmation After payment, the user will see a successfully paid invoice:
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Also note that the new member will automatically be logged into their member profile. This is what a new member will see in place of the login box:
From here the member can click on View profile link and then open an Invoices and payments tab to review payment details.
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Member upgrades from free level to paid level with recurring payment
Any member who is in the free level may upgrade to a paid account at any time (see: Member - renew or change level). If the member selects a level with recurring payment the payment process will be the same as described in above section.
Recurring payment records
PayPal transactions When a new recurring profile is created in your PayPal Pro account, you will see two associated records: Created - this is a record for newly created recurring profile; there is no charge associated with it Completed - record for the first payment with associated membership application fee
You can always review the details for every record by clicking on Details link Payment records in Wild Apricot New payments will show in Finances > Payments & Refunds, where you can review and settle if required. See: Record Payment and Settle to Invoice
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Administrator changes membership level payment settings to recurring payment
Any existing level can be set with recurring payment option (See: Membership levels). The next time a member makes a renewal, they will have to complete the PayPal process described above. If the member subscribes for the recurring payment level they will no longer see the [Renew until ...] button in their profile screen. All the consecutive payments will be automatically charged according to the renewal terms.
Payment failures
If the recurring payment does not go through, PayPal Pro will attempt to repeat the payment four more times. The payment will be automatically canceled if it did not go through on the fifth attempt. Note: you can use the regular Wild Apricot membership level renewal settings to automatically send notices to member and/or administrator as appropriate. See Automating membership renewals.
Canceling recurring payments
Recurring payment can be canceled by both member and administrator. Member can stop recurring payment directly from member profile page / Invoices and payments tab by clicking on [Stop recurring payments] button.
In a similar way, administrator can go to membership details and click on [Stop] button.
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After the recurring payment is canceled, PayPal Pro will create a new Canceled record.
Note that canceling recurring profiles does not affect any other membership record settings (i.e. Membership status could still remain Active). If you need to process the membership record any further (e.g. change membership status from Active to Lapsed and or simply archive it) you should do so manually.
Limitations
Recurring payment will not be created in the following cases: Member misses several consecutive renewals, for example, if monthly recurring payment was missed on March 1st, and then also in April and May. If member decides to make a renewal in June, "renewal due on" date will only move to the month ahead from the previous renewal date (which in this case will still be in past - 1st April) no recurring payment will be created. Member pre-paid for several months via a manual (offline) payment (e.g. check) and the "Renewal due on" date is more than 24 months ahead.
Paypal Pro vs PayPal Standard with recurring option
In comparison to PayPal Standard, PayPal Pro uses different parameters: Recurring Start date - Each recurring payment starts on Recurring Start date, which is indicated as Start date in transaction details Payment cycle - sets interval between start dates in months Amount due per cycle - recurring price of membership level
PayPal Pro Troubleshooting

PayPal Pro Troubleshooting
If having problems with your PayPal Pro account, check the following: Activate the billing agreement for PayPal Pro After your PayPal Pro account has been approved you need to accept the "PayPal Website Payment Pro" agreement from within your PayPal Pro account: 1. Click the Merchant Services tab 2. Click "Website Payment Pro" in the menu to the left 3. Choose "Accept billing agreement" under Getting Started to the right. Did you ever miss a monthly payment of your PayPal Pro account? Contact PayPal to see if there are any issues with your PayPal account. And finally see Payment configuration errors below Error Code 10002 Message Username/Password is incorrect Notes This error can be caused by an incorrect API username, an incorrect API password, or an invalid API signature. Make sure that all three of these values are correct. For your security, PayPal does not report exactly which of these three values might be in error.
You do not have permissions to make this API call Account is locked or inactive Account is not verified
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This call is not defined in the database! Token is not valid Account is restricted Token is not valid API access is disabled for this account Client certificate is disabled Account is restricted 10500 10501 10505 10507 10537 10538 10539 10548 This transaction cannot be processed due to an invalid merchant configuration. This transaction cannot be processed due to an invalid merchant configuration. This transaction cannot be processed. This transaction cannot be processed. Please contact PayPal Customer Service. This transaction cannot be processed. This transaction cannot be processed. This transaction cannot be processed. This transaction cannot be processed. The merchant's account is not able to process transactions. This transaction cannot be processed. The merchant's account is not able to process transactions. This transaction cannot be processed This transaction cannot be processed This transaction cannot be processed This transaction cannot be processed This transaction cannot be processed This transaction cannot be processed This transaction cannot be processed without a Credit Card Verification Number. This transaction cannot be processed due to an unsupported currency. There's been an error due to invalid API username and/or password. This transaction cannot be processed. The country listed for your business address is not currently supported. This transaction cannot be processed Occurs when you have not agreed to the billing agreement. Occurs when the billing agreement is disabled or inactive. The transaction was refused because the AVS response returned the value of N, and the merchant account is not able to accept such transactions. Your PayPal account is restricted - contact PayPal for more information. The transaction was declined by the country filter managed by the merchant. To accept this transaction, change your risk settings on PayPal. The transaction was declined by the maximum amount filter managed by the merchant. To accept this transaction, change your risk settings on PayPal. The transaction was declined by PayPal. Contact PayPal for more information. The merchant account attempting the transaction is not a business account at PayPal. Check your account settings. The merchant account attempting the transaction is not able to process Direct Payment transactions. Contact PayPal for more information. Access to Direct Payment was disabled for your account. Contact PayPal for more information. The merchant account attempting the transaction does not have a confirmed email address with PayPal. Check your account settings. The merchant attempted a transaction where the amount exceeded the upper limit for that merchant. The transaction was declined because of a merchant risk filter for AVS. Specifically, the merchant has set to decline transaction when the AVS returned a no match (AVS = N). The transaction was declined because of a merchant risk filter for AVS. Specifically, the merchant has set to decline transaction when the AVS returned a partial match. The transaction was declined because of a merchant risk filter for AVS. Specifically, the merchant has set to decline transaction when the AVS was unsupported. The merchant's configuration requires a CVV to be entered, but no CVV was provided with this transaction. Contact PayPal if you wish to change this setting. The currency code entered by the merchant is not supported. The API username or password is incorrect for this merchant The merchant's country of residence listed in their PayPal account is not currently supported to allow Direct Payment transactions. The transaction was declined because the merchant does not have a valid commercial entity agreement on file with PayPal. Contact PayPal for more information. Your PayPal merchant account has been restricted. Contact your PayPal account manager for resolution.
10549
10550 10552 10553 10554 10555 10556 10748 10755 10758 10760
15003
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10007 10402 10425 10537 10538 10539 10007
Permission denied Authorization only is not allowed for merchant. Express Checkout has been disabled for this merchant. Risk Control Country Filter Failure Risk Control Max Amount Failure Payment declined by your Risk Controls settings: PayPal Risk Model. Permission denied
You do not have permissions to make this API call This merchant account is not permitted to set PaymentAction to Authorization. Please contact Customer Service. Express Checkout has been disabled for this merchant. Please contact Customer Service. The transaction was refused because the country was prohibited as a result of your Country Monitor Risk Control Settings. The transaction was refused because the maximum amount was excceeded as a result of our Maximum Amount Risk Control Settings. Payment declined by your Risk Controls settings: PayPal Risk Model. You do not have permissions to make this API call You do not have permission to get the details of this transaction
10406
Transaction refused because of an invalid argument. See additional error messages for details. Express Checkout PayerID is missing. Payment declined by your Risk Controls settings: PayPal Risk Model. The account for the counterparty is locked or inactive Billing Agreement was cancelled User's account is closed or restricted Transaction refused due to risk model Invalid MP ID A profile preference is set to automatically deny certain transactions This merchant account is not permitted to set PaymentAction? to Authorization. Please contact Customer Service. The transaction was refused because the country was prohibited as a result of your Country Monitor Risk Control Settings. The transaction was refused because the maximum amount was excused as a result of your Maximum Amount Risk Control Settings. Payment declined by your Risk Controls settings: PayPal Risk Model. This transaction cannot be processed. Authorization voided. Unsupported Currency.
The PayerID value is invalid.
10419 10539 10009 10201 10204 10205 10211 10212 10402
Express Checkout PayerID is missing. Payment declined by your Risk Controls settings: PayPal Risk Model. Merchant is locked/close/restricted Billing agreement is not active
Merchant is not eligible for auth settlement
10537
Transaction refused due to country monitor risk control
10538
Transaction refused due to max amount risk control
10539 10546 10600 10755
Transaction declined by Risk Control settings: PayPal Risk model IP fraud models failed.
This transaction cannot be processed due to an unsupported currency.
PayPal Pro Fraud Tools

PayPal Fraud Tools Overview of PayPal Fraud Tools
PayPal Fraud Management Filters (FMF) provide you with tools - called filters - that can identify potentially fraudulent transactions. Fraud management filters are divided into the following categories:
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Free filters include basic filters that screen against the country of origin, the value of transactions, and such. PayPal provides basic filters for business accounts and Website Payments Pro accounts. Advanced filters include filters that screen credit card and addresses information, filters that screen against lists of high-risk indicators, and filters that screen additional transaction characteristics. Website Payments Pro merchants can upgrade to use advanced filters. Note: Using advanced filters may incur additional charges. The following diagram shows how Fraud Management Filters work in three steps:
1. Configure your Fraud Management Filters to either flag, hold for review, or deny riskier payments. 2. Based on your settings your filters will review incoming payments. 3. Your filters automatically flag, deny, or hold payments for review; typically, most payments are accepted because they do not show characteristics indicating fraud Free filters, which are available to all accounts, have the following options: 1) the maximum transaction amount you will accept from a customer, 2) which countries you will or will not accept payments from, and 3) whether you will accept payments from unconfirmed addresses. Advanced filters, which are available to Website Payment Pro accounts for a monthly fee of $20 plus 5 cents per transaction, offer several more fine-grained controls covering things such as AVS/CVV return values, email address domains, IP address ranges, plus what action to take when a transaction is flagged by PayPal's internal fraud models. Each set of filters (Free or Advanced) gives you three options for the action to take when a filter is triggered. The first two are "accept" or "deny". The third option is "review", which will put the transaction in Pending status and allow you to manually review the transaction to choose if you wish to accept or deny the payment. This step has to be done through your PayPal account.
Integration with PayPal Pro
FMF triggered option Accept Flag Deny Review
Payment behavior in your WA account
WA admin options/actions
Payment successfully completed. Payment successfully completed. Payment failed. User will see red warning box indicating unsuccessful payment. Payment successfully completed, but corresponding payment transaction is in Pending state. After receiving PayPal notification (Completed or Denied) in your WA account, payment transaction status will be changed to Completed or Refunded.
No additional action required. You can see this payment in you PayPal account as Flagged. You can see this payment in you PayPal account as Denied.
Be Careful This payment has to be accepted or denied in your PayPal account. After this, payment will be either Completed or Denied. No additional actions required in your WA account.
PayPal Standard PayPal Standard
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PayPal Standard 1. PayPal account setup 2. PayPal Standard Fraud Tools 3. Integrating with PayPal Standard 4. PayPal Standard User Payment Process 5. Recurring payments with PayPal Standard 6. PayPal Standard Troubleshooting
Integrating PayPal Standard Video: 05:06
Integrating with PayPal Standard

Payment settings for PayPal Standard

With PayPal Standard, users are re-directed to the PayPal web site where they can pay by credit card or from their PayPal account. See: PayPal Standard User Payment Process.
Payment settings
Before you proceed with the following settings in your Wild Apricot account: You need a PayPal Websites Payment Standard account. PayPal Websites Payment Standard offers different types of accounts, see: PayPal Account Types. If you want to accept recurring payments you must choose a Business or Premier PayPal account. See Create your PayPal account After signing up, obtain Payment Data Transfer Identity token. See: PayPal account setup. Next, proceed with Wild Apricot Payment settings.
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PayPal Account ID - make sure to indicate your Primary PayPal email address. PDT Identity token - this is optional setting and is not required by the system.
The possible currencies are as follows:
PayPal account setup

PayPal account setup
Setup overview Payment receiving preferences Turn off 'Encrypted Website Payments' See also
Setup overview
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If you are using either WebsitePaymentStandard or WebsitePaymentPro it is recommended to setup you account preferences with the following settings. To configure your option: 1. Log in to your account at https://www.paypal.com/ by entering your email address and password in the Member Login box 2. Click the 'Profile' subtab 3. One-by-one select the following links in the 'Selling Preferences' column
Payment receiving preferences It is often the case members need to use the same credit card for multiple payments (e.g. multiple event registration). In these situations Paypal might use the same invoice ID and it is recommended that you configure your account to allow multiple payments per invoice ID. To turn this option on: Click on the 'Payment receiving preferences' link in the 'Selling Preferences' column In the section 'Block accidental payments:' select 'No, allow multiple payments per invoice ID'
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An eCheck is an electronic funds transfer that withdraws money directly from payer bank account. It's just like writing a check, only it is done electronically. It can take up to nine business days for payments sent by eCheck to clear and the transaction will stay in 'Pending' status during that whole time. To avoid this we recommend to turn this option off.
Turn off 'Encrypted Website Payments' 'Encrypted Website Payments' option must be switched off. To turn off this option: Click on the 'Website Payment Preferences' link in the 'Selling Preferences' column In the section titled 'Encrypted Website Payments' select 'Off'
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See also
PayPal Standard User Payment Process

PayPal Standard User Payment Process
When user fills out any of the integrated online forms on your Wild Apricot website (e.g. membership application or event registration) and choses to pay online, they will be redirected to PayPal page where they will have an option to pay either with credit card or with PayPal account. User does not have to have or open a new PayPal account in order to complete the transaction, but they will see an option to create it on the payment page.
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The credit card option is only available to merchant accounts like PayPal Website Payments Standard, and not personal accounts. For more details see: Buyers Can Checkout Without a PayPal Account
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After the payment is submited, PayPal will validate the transaction and show a payment confirmation page. The confirmation page will show a summary of the transaction and provide a link that will take the user back to your Wild Apricot website. Note that at this point the user can chose (or not to) to click on this link and there is no guarantee that they will return to your website after making a payment.
Recurring payments with PayPal Standard

Recurring payments with PayPal Standard
Member application process with PayPal Standard recurring payment Member upgrades from free level to paid level with recurring payment Consecutive payments Administrator changes membership level payment settings to recurring payment Administrator Payment details Member Payment details Payment failures Canceling subscription Details and limitations of recurring payment Important notes
In PayPal - Automatic recurring payments are available to PayPal Premier and Business accounts only. They are not available to PayPal Personal accounts. See: PayPal In Wild Apricot - Automatic recurring payments are only available for: Community level ($50) and higher. See: Pricing
Recurring payments with PayPal standard require that each person signing up for a membership with recurring payments setup a PayPal account
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(or login into their existing PayPal account). This is different from regular non-recurring payments which can be processed via PayPal or paid with a credit card without opening a PayPal account. Opening an account for recurring payments is required by PayPal Standard so that each person can always review the history of payments, update payment details, and stop or cancel recurring payment if necessary directly from their PayPal account. When a membership application invoice is processed, a recurring payment profile is created in PayPal. Thereafter, PayPal automatically generates payments based on the billing start date, billing frequency, and billing amount, until the payment is canceled by the member or site administrator (or payment fails). Your staff can access recurring payment reports (all current recurring payments going into your account) using the PayPal Merchant Reporting Portal. Member application process with PayPal Standard recurring payment Start by setting up appropriate membership levels with automatic recurring payment options:
After the [Pay online] button is pressed the user will be transferred from the invoice details to a PayPal payment page. From here the user can [Log in] into their PayPal account and proceed with the payment:
If the user does not have a PayPal account, they must create it. Press on the link Don't have a PayPal account? Use your credit card or bank
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account (where available). Note that it is necessary to sign up for a PayPal account in order to complete recurring payment transactions.
Once logged into a PayPal account the user can review the payment information. Note that the recurring payment will have Effective date indicated in the details. This is the effective date when the payment will be made.
After the payment, user sees the confirmation screen. From here the user may press the [Return to Merchant] button get back to your Wild Apricot site. Member upgrades from free level to paid level with recurring payment Depending on the membership level setting, member may change the level (upgrade or downgrade) at any time (see: Member - renew or change level). If the member selects a level with recurring payment the payment process will be the same as described in above section. Consecutive payments When the next recurring payment is due, PayPal will automatically process payment and notify the Wild Apricot system. Wild Apricot's system will record the payment received and update member renewal date according to the Renewal period settings in his/her membership level. If the recurring payment does not go through, PayPal will attempt to process the payment the following day. PayPal will attempt to process the recurring payment up to five times. After the 5th attempt, PayPal will automatically cancel the recurring payment profile. In Wild Apricot, the membership record will become overdue and will be processed according to the Renewal actions settings in membership level (see: Membership levels or Bundle Membership Level Overview). Administrator changes membership level payment settings to recurring payment Any existing level can be set with recurring payment option (see: Membership levels). The next time a member makes a renewal they will have to complete the PayPal process described above. If the member subscribes for the recurring payment level they will no longer see the [Renew until ...] button in their profile screen. All the consecutive payments will be automatically charged according to the renewal terms of the level. If the member would like to stop the subscription they will have to login into their PayPal account and cancel the recurring subscription. Administrator Payment details To review recurring payments, administrators can login to the merchant PayPal account. The recurring payment has two main parts: Subscription
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Creation and Payment.
Payment - contains details of the transaction and fee. Note that the PayPal fee is reflected in the details.
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Subscription Creation - contains all details of the recurring payment creation. Recurring payment cancellation is done from this page.
Member Payment details Members can also review the payment information from their own PayPal account. Recurring payment will also be listed as consisting of two parts: Payment - contains information about to whom the payment was made and amount
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Subscription Creation - contains subscription details. Here users can see Next Payment Date, Amount, Subscription Terms, and other information.
The member can also cancel a recurring payment subscription - go into the Subscription Creation area and press on the [Cancel Subscription] button. The member may also need to update information such as a new credit card or a new address. They can do this from Subscription Creation by pressing the [Update Information] button. Payment failures If the recurring payment does not go through, PayPal will attempt to repeat the payment four more times. The payment will be automatically canceled if it did not go through on the fifth attempt.
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Note: you can use the regular Wild Apricot renewal settings to automatically send notices to member and/or administrator as appropriate. See Automating membership renewals Canceling subscription In order for the Administrator to cancel the recurring payment he must do this from your organization's PayPal account. He must find the Subscription for the particular user and click on the [Cancel Subscription] button. Members can cancel the recurring payment in the similar way. Members have to login into their PayPal account, find the Subscription Creation and click the [Cancel Subscription] button. See PayPal Standard - Canceling recurring payments Details and limitations of recurring payment Time intervals between the payments are set at the moment of the recurring subscription. From the WA side parameters of the subscription are set through membership level. For example: When membership level Renewal period is set to "Monthly (on Join date)", recurring subscription will take effect every month on from current date. For membership levels with the Renewal period set to "Monthly (on Specific Date)", membership renewals and corresponding payments will take place starting NOT from the current date but from the selected specific date. For example: Monthly - Specific date - 15th (of every month). In order to setup this type of payment, PayPal uses a special "trial period". These are necessary to match the PayPal start date with the membership level recurring start date. For example: if somebody applies for a membership ($10) on Feb 18th and renewal settings of membership level are set to Monthly-Specific 15th (of every month), PayPal will create a subscription with the following parameters: "trial period" from Feb 18th to Mar 15th with cost ($10) monthly regular payments ($10) will start on Mat 15th PayPal "trial period" has two limitations: if you are using days as the basis for your trial period, they cannot exceed 90. After that you will have to use months if there are two trial periods where the first period is not free, then the second "trial period" must also be not free If renewal settings assume the recurring start date is a very long time, PayPal will create two "trial periods". Parameters for them will be set according to the above. For Example: With a Renewal period - Annual ($100) - 1st of Jan., a member who subscribed on Feb.15th will have the following subscription records: first "trial period" for 10 months until Dec. 15th for $99.99 second "trial period" from Dec. 16th to Dec. 31 for $0.01 annual regular subscription payments of $100 will start on Jan. 1st Important notes Changing renewal policy Administrators are not prevented from changing the renewal policy of any membership level. It is important to understand that this change will not effect existing recurring payments in PayPal. If administrators need to change a level (let's say from annual to monthly), first they have to cancel all the annual recurring subscribers in PayPal. Changing member renewal date Administrators can change the renewal date in Wild Apricot membership level or user details but this will not affect PayPal recurring payment subscription . The PayPal recurring payment will continue to work according to the initial membership level settings. If the initial recurring payment was setup on 'Join date' of every month it will continue to be the same way in PayPal. Avoid changing the membership level of a member setup with the recurring option. Any change to membership level will not have any effect on existing recurring subscription on Paypal. If you have to change the level, first you MUST cancel the corresponding recurring subscription on PayPal. Only then you can change membership level as required.
PayPal Standard Troubleshooting

PayPal Standard Troubleshooting
If you have any troubles processing payments with PayPal Standard: Try to run a test transaction yourself and see what message you will get from PayPal. Then you can contact PayPal support with exact details. In order to accept one time and recurring credit card payments you need Business or Premier PayPal account, Personal PayPal account will not work. See: Which account type is right for you?
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Check your PayPal settings See: PayPal account setup You must indicate primary email address in Payment settings See: How do I choose my Primary email address? If you have questions about Pending transactions, see: Failed online payments
PayPal Standard Fraud Tools

PayPal Fraud Tools Overview of PayPal Fraud Tools
PayPal Fraud Management Filters (FMF) provide you with tools - called filters - that can identify potentially fraudulent transactions. Fraud management filters are divided into the following categories: Free filters include basic filters that screen against the country of origin, the value of transactions, and such. PayPal provides basic filters for business accounts and Website Payments Pro accounts. Advanced filters include filters that screen credit card and addresses information, filters that screen against lists of high-risk indicators, and filters that screen additional transaction characteristics. Website Payments Pro merchants can upgrade to use advanced filters. Note: Using advanced filters may incur additional charges. The following diagram shows how Fraud Management Filters work in three steps:
1. Configure your Fraud Management Filters to either flag, hold for review, or deny riskier payments. 2. Based on your settings your filters will review incoming payments. 3. Your filters automatically flag, deny, or hold payments for review; typically, most payments are accepted because they do not show characteristics indicating fraud Free filters, which are available to all accounts, have the following options: 1) the maximum transaction amount you will accept from a customer, 2) which countries you will or will not accept payments from, and 3) whether you will accept payments from unconfirmed addresses. Advanced filters, which are available to Website Payment Pro accounts for a monthly fee of $20 plus 5 cents per transaction, offer several more fine-grained controls covering things such as AVS/CVV return values, email address domains, IP address ranges, plus what action to take when a transaction is flagged by PayPal's internal fraud models. Each set of filters (Free or Advanced) gives you three options for the action to take when a filter is triggered. The first two are "accept" or "deny". The third option is "review", which will put the transaction in Pending status and allow you to manually review the transaction to choose if you wish to accept or deny the payment. This step has to be done through your PayPal account.
Integration with PayPal Standard
FMF triggered option Accept Flag
Payment behavior in your WA account
WA admin options/actions
Payment successfully completed. Payment successfully completed.
No additional action required. You can see this payment in your PayPal account as Flagged.
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Deny
Payment failed. This error will appear during payment attempt on PayPal site. User cannot leave PayPal site. If user clicks Back button in the browser he will see "Please Wait" screen with Cancel Waiting button. Payment successfully completed, but corresponding payment transaction is in Pending state. After receiving PayPal notification (Completed or Denied) in your WA account, payment transaction status will be changed to Completed or Refunded.
You can see this payment in your PayPal account as Denied.
Review
Be Careful This payment has to be accepted or denied in your PayPal account. After this, payment will be either Completed or Denied. No additional actions required in your WA account.
Google Checkout Google Checkout setup

Google Checkout 1. Integrating with Google Checkout 2. Google Checkout account setup 3. Google Checkout User Payment Process 4. Google Checkout Troubleshooting
Integrating with Google Checkout

Integrating with Google Checkout
Google Checkout option does not currently support Automatic Recurring payments.

With Google Checkout users will be directed to a Google Checkout page, where they can either log in with their existing Google Checkout account or create a new one. See: Google Checkout User Payment Process
Payment settings
Before you proceed with the following settings in your Wild Apricot account: Open Google Checkout merchant (seller) account (see: Google Checkout) Set it up as per Google Checkout account setup Next, proceed with Wild Apricot Payment settings.
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After you enter required information, click the [Check Integration] button to validate settings. See: Google Checkout Troubleshooting If you want to process your Donations as non-profit, you have to setup this option in you Google Checkout account first, see: Donations for Non-profit organizations
At the moment Google Checkout can only support payment in U.S. Dollars or British Pounds.
Google Checkout account setup

Google Checkout account setup
Settings Donations for Non-profit organizations

Settings
To setup your Google Checkout account in Wild Apricot you need to locate your Google Merchant ID and Google Merchant Key. Log into your Google Checkout account and go to Settings / Integration:
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Important 1. In your Google Checkout account, you must select Callback Method: XML and 2. Specify the API callback URL (which is indicated in your Payment settings).
Click the [Check Integration] button to validate integration. See: Google Checkout Troubleshooting
Donations for Non-profit organizations
Please note: This feature is not available for Google Checkout customers in the United Kingdom.
Non-profits may process donations through Google Checkout for free until 2011. See: Google Checkout for Non-Profits To collect donations as non-profit you need to identify yourself as an IRS Certified 501(c)3: (For more details see: Eligibility) Go to Settings / Profile in your Google checkout account and identify your primary product type as "Non-Profit (IRS certified 501c3)":
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Then in your Wild Apricot site Google checkout settings check Process Donations as Non-Profit (IRS Certified 501 c3).
Google Checkout User Payment Process

Google Checkout User Payment Process
When user fills out any of the integrated online forms on your Wild Apricot website (e.g. membership application or event registration) and choses to pay online, they will be redirected to Google Checkout page where they will have an option to pay either with credit card or with Google Checkout account. User does not have to have or open a new Google Checkout account in order to complete the transaction.
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After user fills out and submits the payment, Google Checkout will validate the transaction and show a confirmation page. The confirmation page will show a summary of the transaction and provide a link that will take the user back to your Wild Apricot website. Note that at this point the user can chose (or not to) to click on this link and there is no guarantee that they will return to your website after making a payment.
Google Checkout Troubleshooting

Google Checkout Troubleshooting
Transaction remains pending after payment Integration Console
Transaction remains pending after payment Most issues can be traced to incorrect account setup: 1.
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1. In your Google Checkout account, you must select Callback Method: XML see Google Checkout account setup 2. Be sure to specify the Wild Apricot API callback URL (which is indicated in Settings > Payment Settings), see Integrating with Google Checkout Integration Console If you have Integration problems Integration console may be very useful. The Merchant Center includes an Integration Issues console that identifies the errors and warnings from the API requests that have been sent to Google Checkout. After launching your Google Checkout integration with Wild Apricot, you should check the console periodically to ensure that your integration is working as expected. To locate the Integration Issues console, go to to Tools / Integration Console:
A sample Integration Issue Detail page would look like the following:
Payment instructions
Payment instructions
Payment instructions apply to offline payments and are only displayed if offline payments are also enabled. These instructions are displayed on the payment selection page, where users select manual or online payment.
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For example, in your payment instructions you might say: "If you are not paying online, please mail a check issued to Organization ABC to this address: XXXXX To specify payment instructions go to Settings -> Payment settings For member applications and renewals - they are specified here in the box titled "For member transactions and member profile notice" and used across the whole system. Event Payment Instructions Note that for events there are two places where the Payment Instructions can be specified: 1. Global - In Settings -> Payment Settings -> Payment instructions -> For events - use this to set a default payment instructions that will be copied into a newly created event 2. For each event - In <Event> / Registration Types - When a new event is created, Global event payment instructions are copied in here. You can adjust it from here with the event specific details. These instructions are specific to each event and can be included in the event confirmation email(s) using the email macro "Event_Payment_Instructions", see Event Registration Types and Customizing event emails.
Record Payment and Settle to Invoice
Record Payment and Settle to Invoice

Manually recording payments Recording payment for a particular invoice Recording Payment on account View from contact's profile Settling payments to invoices Example: Recording Credits See also
Recording payments video 6:12
Overview
There are two main types of payments tracked in Wild Apricot (see Payments overview) Online payments: for self-service transactions - these are recorded and settled automatically once online payment goes through Manual (Offline) Payments: manually recorded by site administrators Payments should be settled (matched) to outstanding invoices (see invoices overview). Payment is automatically settled to invoice when invoice is paid online Payment can also be applied 'on account' - recorded for a contact, and then manually settled to outstanding invoice(s) afterwards
1. Donations are recorded slightly differently, see recording donations 2. In the current version, payment settlement has to be started from payments (i.e. locate the payment from Finances -> Payments & Refunds to settle it to any outstanding invoice(s)).
Manually recording payments

This applies to payments received outside of Wild Apricot, e.g. check, cash, wire transfer, etc. There are two ways to record payments: For a particular invoice On account payment i.e. apply payment to a contact, not a specific invoice.
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Please note: all payments, including payments recorded manually, will be reflected on the contact's profile (see Invoices Overview)
Recording payment for a particular invoice
Obviously, payments can only be recorded for invoices with open balance (unpaid or partially paid) Find the originating invoice (see finding invoice)
The [Record Payment] button brings up the payment entry screen:
Amount: The payment amount, must be equal or less than the invoice amount Date: Date payment was received Tender: How the payment was made (see Tenders) After you hit [Save], payment amount will be automatically settled against this invoice Invoice and contact balance are updated accordingly
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Recording Payment on account
If you can't find the matching invoice or you simply want to record payment 'on account' instead: From payments (Finances -> Payments & Refunds) use the [Record Payment] button to bring up the on account payment entry screen:
Select the contact you want to record payment for, and fill in the amount, tender, internal notes, etc.
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This payment should be subsequently settled to one or more invoices, see below
You can view, print or email the payment receipt. See receipt customization
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View from contact's profile
After the administrator's manual recording of payment in the example above, here is how it is reflected on a contact's profile:
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Notice 2 events with a balance of $20 1 payment as recorded by the administrator of $5.00 Balance is now $15.00
Settling payments to invoices

Settlement is a process of matching payments to invoices. A particular payment can be a full payment on an invoice, a partial payment, or a payment for several invoices.
Example:
July 1st: James registers for an event, selects manual payment, receives invoice for $40 August 1st: James applies for membership, selects manual payment, receives invoice for $200
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September: Check for $100 is received from James. You could just record the whole $100 as payment towards membership. Suppose your organization policy requires payments to be applied to the earliest invoice i.e. the event invoice of 40 must be paid first. In this case you would do the following: Record the $100 as payment on account. Contact balance is updated but both invoices and payment will still show open balances: Unpaid invoices:
Available Account Balance:
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Let us settle $40 of this to the event invoice:
This pays the event invoice in full and leaves a payment balance of $60 For current events a paid confirmed registration email is also sent at this point, see Customizing event emails (for past events, no registration confirmation email is sent) Updated available balance:
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Next go back to the payment and settle the remaining $60 to membership invoice:
This fully settles the $100 payment:
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The membership invoice is now partially paid ($140 still owing) and event invoice is fully paid:
Recording Credits
Sometimes you may want to give someone a credit to be applied towards future invoices. e.g. they won some contest or you want to give them a special discount after they already paid. In this case you would record the credit on the account just like a new payment. Create a custom tender e.g. 'special credits and discounts' (See Payment tenders) Enter the payment (credit amount) using that tender
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The account would then show an overpaid available balance:
See also
Invoices Overview Payments Overview Payment tenders Managing Receivables View account history and pay invoices
Refunds
Refunds
Overview Automatic refunds Manual refunds Record payment-specific refund Record 'on-account' refund Settling Refunds Recording Credits
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Overview
In Wild Apricot you can track refunds for the payment you have already received. There are two types of refunds: Automatic - for online payments. Administrator has to issue the refund from payment gateway interface integrated with Wild Apricot. Manual - for manual or online payments. Refund is related to a payment record in your Wild Apricot account. Refund can be: Full - when a complete payment amount is returned Partial - when only a partial amount is returned Therefore, a payment record can be refunded and settled with one or several partial refunds.
Automatic refunds
Refunds for online payments can be issued from your payment gateway interface (outside of Wild Apricot). After the refund is issued, payment gateway should automatically communicate with Wild Apricot by sending a refund notice and Wild Apricot will record an automatic refund in its database. Automatic refunds are supported by the following payment gateways: PayPal Standard PayPal Pro Google Checkout Note, Authorize.net does not provide option for automatic refund. Usually, processing online refund is similar for all supported payment gateways. Lets take a step-by-step look at how the automatic refund is handled - for example with PayPal Pro. 1. Client pays online (e.g. event registration) for $100. Payment transaction for $100 is created in PayPal Wild Apricot creates the following corresponding financial records: Payment record for $100 Invoice for $100 After successful payment confirmation from PayPal, payment record is settled with the corresponding invoice and invoice is marked as "Fully paid" 2. Lets say administrator needs to issue a refund, for this example we will use a partial refund of $20. To initiate a refund, administrator must go to the payment system (PayPal Pro/Standard or Google Checkout) and find corresponding payment transaction. In details of the transaction administrator must find Issue Refund (or similarly named) option Next, administrator must indicate an amount of refund, for this example it will be a partial amount of $20 A refund notice is created and automatically sent to Wild Apricot after administrator confirms the refund 3. After receiving a refund notice Wild Apricot will do the following: record a confirmation that refund notice was received create a new financial record - Refund, in our case for $20 Wild Apricot will try to find a corresponding payment If payment is found, Refund will automatically settle with the Payment. In this example it will look like the following: Payment for $80 will still be assigned to the invoice and invoice will be marked as "Partially paid" Payment for $20 will be settled as a refund after invoice will be marked as "Fully paid" If the corresponding payment is not found or if the refund notice is not received by Wild Apricot (e.g. due to some technical malfunction) then refund has to be processed manually - see below.
Manual refunds
You can record a manual refund for any payment record in Wild Apricot Manual refunds are typically used in the following cases: Refund was issued manually outside of Wild Apricot (e.g. by check or cash) When a refund was issued from the payment gateway but Wild Apricot did not receive a corresponding refund notification If the payment was processed by Authorize.net (which can't current record automatic refunds in Wild Apricot)
Record payment-specific refund
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Usually, a refund is recorded for a corresponding payment. Find the payment in question - via Contact or via Payments screen. Note, refund can only be recorded from payments which have open balance (not fully matched to invoices) - if payment is already matched (settled), you need to cancel settlement first. Here is an example of a fully settled payment for the event.
Click on Cancel settlement button to cancel it.
Now that your payment record has available balance, you can proceed with the refund by clicking on Refund button. On the next screen you can adjust the details as required. For refunds you can also record a custom payment tender.
Record 'on-account' refund
Alternatively, you can also issue a refund directly to a contact without bothering with settlements right away. To do this, go to Finances > Payments & refunds screen and click on [Add refund] button.
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On Add refund screen click on [Select existing contact] and then select your contact from the list that will open in a separate pop-up window.
After you select the contact, fill out the refund details and click on [Save] button.
Refund reduces the available balance for the contact. You will notice that the refund is marked as not settled. To settle the refund, you need to find unsettled payment for the contact and settle it with the refund.
Settling Refunds
Refunds initiated from payment are automatically settled with that payment. But if you record refunds 'on account', they can be settled later on - this is done from the payment screen: On the following screen we have a record for the payment that needs to be settled and the refund that needs to be settled with this payment.
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Click on Settle button on the corresponding payment record and select the refund.
After this, if you look at the Payments & refunds for this contact you will see that all records are settled and there is no balance for the contact.
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Recording Credits
To apply a credit on an an account is just like recording a new payment, See Record Payment and Settle to Invoice
Payment tenders
Payment tenders
Payment tenders allow you to classify payments - which comes handy for searches and reports: Online For online payments, a tender is recorded automatically, e.g. Online - Authorize.Net credit card payment. Manual For manual payments, tender is selected from the customizable list when the payment is entered, e.g. 'Cash' or 'Checking Account'. Customizing Tends You can customize the list of tenders via Settings > Tender management
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Example - Special Cases Tenders can be also used to track special cases, e.g. special discounts. See: Discount coupons for member applications Lets say you want to give 20% discount to one of your new members on a Membership Level that is regularly $100. For the example lets assume he sends in $80. First, you would create an invoice (see Issue manual invoice) which would initially be for a $100. Next, once you received your initial payment ($80) you would record the amount and then, for the outstanding balance of $20 you would record a second payment where you would select your special discount tender. This will allow you to see your discount tender in the Payment report along with other tenders.
See also
Record Payment and Settle to Invoice Adjust or Cancel Payment or Refund Online Payments
Failed online payments

Handling failed online payments
Handling failed online payments Typical Payment Process Specific Cases Unpaid transactions Donations In Progress Completed Payments Incomplete, Abandoned or Failed Payments Causes of Incomplete or Abandoned Payments Resolving Incomplete or Abandoned payments Membership and Event Related Technical Error When people use self-service transactions on a Wild Apricot based site, an invoice is automatically generated. If Online payments are enabled (see Payment settings) then all these invoices (including invoices manually created by the administrator) can be paid online for the contacts profile (see View account history and pay invoices)
Typical Payment Process
Once the user has submitted their registration details, an invoice is generated and they can submit their payment. Usually they will proceed to a credit card payment screen within your site, or to an external page depending on the payment processor you have selected (see Payment settings )
Specific Cases
Unpaid transactions Until the invoice is paid, the transaction is shown as unpaid and the record will show a balance due (this applies to membership and event transactions)
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Donations In Progress Donations, unlike all other payments, have no associated invoice, so they will appear as "In progress" until they are confirmed and completed.
Completed Payments When an online payment is completed successfully, the system automatically updates the relevant records as follows: Payment is applied (settled) to its corresponding invoice and a receipt is generated (see Record Payment and Settle to Invoice) If the payment is for a member, the membership details are updated according to your membership workflow settings (see Member applications workflow) If it's an event registration, the registration status is marked as completed Incomplete, Abandoned or Failed Payments However, in some situations payment might not get completed. See below for a list of some possible causes:
Causes of Incomplete or Abandoned Payments
Unintentional - Person has tried to process payment but it has failed and he could not complete it Intentional - Person has decided to abandon the transaction and left Membership and Event payments - nothing changes, the transaction will just remain as unpaid Donations - the transaction will stay marked "In progress" for 24 hours, and after that it will automatically be marked "Probably abandoned"
Resolving Incomplete or Abandoned payments
When these online payments occur there are some common solutions. If, however, you believe that there is no possibility for a particular transaction to be completed, you can find and delete the originating transaction and archive the related contact record if necessary. Membership and Event Related If the payment is for a membership, event, or any other manual invoice, the user can just log in and try again to pay for these unpaid invoices Alternatively, the two of you can arrange manual payment instead, e.g. send a cheque. In this case, you would manually record the payment once it is received. See Reconciling transactions and invoices Technical Error There is also a possibility (although very rare) that a person has in fact completed payment, but due to a technical malfunction this was not recorded in the Wild Apricot system. In this case the only resolution is for the person to contact you and report the problem. Once you investigate this and confirm that payment has indeed been received to your merchant account (feel free to contact our technical support at any time), you can
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find the transaction in question and manually the payment on the invoice. See Reconciling transactions and invoices
Key Payment Changes from version 4.2 to 4.3

Key Payment Changes from version 4.2 to 4.3
The biggest changes we introduced in version 4.3 are about how members and any other contacts can view invoices and payment history and make online payments What was added? Sessions Invoice and Payments section in the profile Changes to Invoices Changes to Contact/Member Self-service Changes to Event Payments and Registrations Changes to Membership Payments Workflow Changes to Donations Changes to Payment Emails and macros
What was added?
1. Profile access for all contacts - all contacts now have a profile where they can login and edit their information and make payments 2. New profile section "Invoices and Payments" - it shows all pending invoices and a history of payments - which can be paid individually or in bulk. 3. Invoice generation and payment are separated into two processes - with the exception of recurring renewal payments, payments can be made individually or in bulk via "Invoices and Payments" 4. New notification box - this appears in the bottom right of the page with a list of links to open balances or other unfinished (in progress) transactions a. Each message links directly to the incomplete item (e.g. continue event registration or pay balance) and will disappear automatically once the user completes the task. b. the user can also hide it manually by clicking the expand/collapse arrows.
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Sessions
A session is a special temporary key that allows Wild Apricot to automatically login a user into their profile without requiring a password. These sessions are specific to the browser and computer the user is using while completing a registration. However these 'keys' don't give the user access to anything beyond the current payment or contact details. This means that even if they are an existing member and decide to not login but use the e-mail associated with their membership, they will not be able to see other payments they've made or change their contact details until they login. Also, this session will be destroyed if they close their browser or once it expires in about a day. What was removed? Manual payment option (e.g. checkbox in admin and option in applications) is no longer necessary - simply inform the user about the proper payment process in Payment instructions All "in progress" payments (e.g. not completed) are no longer tracked or displayed - instead it is only shown to the current contact while they complete a registration process Prior to 4.3, a contact was created immediately after a user started any registration process (e.g. membership, event, etc.), however, in 4.3 records are created only when user clicks on "Confirm and proceed with payment"
Invoice and Payments section in the profile
Invoice can only be cancelled by administrators after it's generated Any unsettled payment can be used by a user to settle invoice(s). This means that an administrator can create credit payments or discounts by manually recording payments to specific contacts.
Changes to Invoices
As soon as a transaction is confirmed and an invoice is generated, its status changes to "Pending" (e.g. Membership - Pending New, or Events - Not paid) An Invoice for any transaction can now be reassigned to another contact (e.g. event registration of "John Smith" can be billed to "Mary Jane").
Changes to Contact/Member Self-service
If a contact has an open balance, it is always shown in the notification box in the bottom right of the page. Clicking on the link will take the user to that specific payment. Any failed payments can now be repeated from a contact's profile since as soon as invoice is generated, it stays in the profile forever and can always be paid. When an invoice is generated, Wild Apricot sends an email with a direct link in the email to pay the invoice without logging in However, to pay other open invoices or to see a full balance the user needs to log in. Recurring payments are visible to members and include the expected payment date and amount as well as a cancel button to cancel the recurring payment completely. The invoice for recurring payment is automatically generated as soon as payment is received. If it fails, then no invoice is generated and an email is sent to the member (see membership changes) The Membership section has also been changed slightly - it now shows a yellow box when a membership is not Active with corresponding buttons like "Renew"
Changes to Event Payments and Registrations
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A member who has membership in "Pending status" will also have access to member only events for the membership level they chose. Membership applications (or renewals) and event registrations can now be made together and paid with a single payment transaction. User can now enter several event registrations - for the same event or for different events. The system will generate several invoices (one per registration) and the user will be able to pay all of them at once later When a user is logged in, all invoices are assigned to their record (e.g. even if they are registering others) When a user is not logged in, the email used in the first registration is considered the primary billing person. Registration confirmation - sent when invoice was either paid or an admin manually confirmed it without payment Event emails are simplified - only 2 registration emails (instead of 4). Registration pending - sent as soon as invoice is generated Event registration limits are only updated upon registration confirmation A logged in contact has the ability to view and pay registrations A registered person cannot cancel or change confirmed unpaid registration, only "not finished" registrations.
Changes to Membership Payments Workflow
As soon as any membership action is completed (i.e. application, renewal, level change) a corresponding invoice is generated and the user is redirected to the Invoices and Payments tab where they can complete the payment A member record is created only after the application is confirmed (i.e. when the "Confirm and proceed with payment" button is pressed). Before pressing this button, the system will not create a contact or member record. An admin can assign membership to a contact, generate invoice, send it to him and member will be able to pay it online A member can renew their membership together with an event registration - and pay once Non-member can apply to membership together with an event registration - and pay once Once an invoice is generated, the status of the application will be "Pending" (except if application policy allow activation without payment) A member cannot cancel the membership invoice once generated, they can either pay the invoice or contact the administrator Renewal confirmed - when invoice was paid or renewal approved manually by admin Renewal recurring failed - when next recurring payment is failed An archived contact or suspended member can now apply for membership. Their profile will be re-activated. When a user tries to apply using an email with a lapsed membership, the system suggests that the user logs in to restart the lapsed membership.
Changes to Donations
Donation workflow is the only exception in the new payment process - e.g. they can't be combined with other payments and must be paid individually Any failed donation (e.g. credit card problems) can still be paid later and are shown in the notification box as well as the profile
Changes to Payment Emails and macros
The invoice notification email contains a direct link to the open invoice. This will allow a user to make a payment without logging into the system The number of event and membership emails has been reduced to simply "Pending" and "Confirmed" emails
New or Changed Macros
Macro Invoice_details_URL is added for invoice emails Macro Member_profile_URL renamed to Profile_URL and is now available for any contact (not only members) New macro for public comment Invoice_PublicMemo (Payment_PublicMemo, etc.) is added into the relevant financial document emails (invoice, payment, refund, donation) New macro Contact_Balance_amount macro shows contact balance amount and link to contact profile (invoices and payment tab)
Processing credit card option for administrator

Processing credit card option for administrator
If your account uses PayPal Pro or Authorize.net payment systems (See Online Payments), administrators are able to process credit card charges from within Wild Apricot. In general, this is always done from a particular invoice (i.e. payment can not be charged on account, only in relation to a particular invoice). For example, a member might call you and ask to renew his membership and provide credit card details. You can then initiate the renewal process, generate the invoice, process the credit card charge and apply payment to the invoice. To process the charge, find the contact in question:
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In the example above you can see that this person has an open invoice - go to that invoice using [Record payment] button. Then click on [Charge credit card] button on top,
On the next screen enter the credit card details and click on [Pay] button
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A confirmation message will be shown after the successful payment.
Audit log
Audit log
Overview
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Audit Log Entry Details List of logged actions Online payments activity Manual Admin activity Recurring Payments Activity Payments (refunds) for deleted entities Override Confirmed Donations
Overview
Audit log captures key operations related to the financial management, such as: Invoice creation Payment creation / deletion See bottom of this page for a list of tracked actions Primary purpose is for troubleshooting - e.g. if you are trying to figure out why a particular document came to be the way it is, when a payment was modified etc.
The log can be filtered by date range, warnings and errors, origin or simply typing a keyword.. Date: Shows the date and time the activity was recorded. Note: dates/times are displayed in the Organization Timezone Contact: Name and email of contact associated with the transaction Origin: Type of transaction that triggered the log entry e.g. 'Donation', 'Event Registration', 'Member Application', 'Member Renewal' or 'Member Level Change' Message: A summary of the action that took place
Audit Log Entry Details
Clicking on a log entry will bring up the detailed log for that entry:
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List of logged actions Online payments activity

Document Creation Action Online payment completed Online donation completed Online refund completed Invoice created for online payment Settlement Action Payment settled with invoice Payment NOT settled with invoice Refund settled with payment Online refund not settled due to correlated payment not found Refund settlement suppressed for partial refunds Refund NOT settled with payment Online Gateway Error Priority Info Warning Info Warning Message Payment {PAYMENT_TOTAL_AMOUNT} automatically settled with invoice #{INVOICE_NUMBER}. Warning: Unable to automatically settle payment with invoice #{INVOICE_NUMBER} Refund {REFUND_TOTAL_AMOUNT} automatically settled with payment. Original payment amount {PAYMENT_TOTAL_AMOUNT}. Warning: Unable to find correlated payment for online refund from {PAYMENT_GATEWAY_NAME}. Refund amount {REFUND_TOTAL_AMOUNT}. Warning: Unable to automatically settle refund {REFUND_TOTAL_AMOUNT} with original payment from {PAYMENT_GATEWAY_NAME}. Please note that refund amount may include shipping or tax. Warning: Unable to automatically settle refund {REFUND_TOTAL_AMOUNT} with payment. Priority Info Info Info Info Message Payment received via {PAYMENT_GATEWAY_NAME}. Amount {PAYMENT_TOTAL_AMOUNT}. Online donation received via {PAYMENT_GATEWAY_NAME}. Amount {PAYMENT_TOTAL_AMOUNT} Refund automatically generated via {PAYMENT_GATEWAY_NAME}. Amount {REFUND_TOTAL_AMOUNT}. Invoice #{INVOICE_NUMBER} automatically generated for {ORIGIN_NAME}. Amount {INVOICE_TOTAL_AMOUNT}.
Warning
Warning
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Action Online Payment Error
Priority Error
Message Error: {PAYMENT_GATEWAY_NAME} - {ERROR_CODE}{GATEWAY_SPECIFIC_ERROR_MESSAGE}
Manual Admin activity

Action Custom (manual) invoice manually created Generic invoice manually created Invoice deleted Invoice changed Payment manually created Payment deleted Payment changed Donation manually created Donation deleted Donation changed Refund created Refund deleted Refund changed Priority Info Info Info Info Info Info Info Info Info Info Info Info Info Message Invoice #{INVOICE_NUMBER} created manually by {CURRENT_USER_FULL_NAME}. Amount {INVOICE_TOTAL_AMOUNT}. Invoice #{INVOICE_NUMBER} generated manually for {ORIGIN_NAME} by {CURRENT_USER_FULL_NAME}. Amount {INVOICE_TOTAL_AMOUNT}. <Invoice #> edited by <admin name> <Amount>. Payment recorded manually by {CURRENT_USER_FULL_NAME}. Amount {PAYMENT_TOTAL_AMOUNT}. Payment edited by <name> <amount>. Donation created manually by {CURRENT_USER_FULL_NAME}. Amount {DONATION_TOTAL_AMOUNT}. Donation edited by <name><Amount>. Refund created manually by {CURRENT_USER_FULL_NAME}. Amount {REFUND_TOTAL_AMOUNT}. Refund edited by <name>< Amount>
Recurring Payments Activity

Recurring profile created Payment Gateway PayPal Standard PayPal Pro Authorize.NET Recurring ended Payment Gateway PayPal Standard PayPal Pro Recurring canceled Payment Gateway PayPal Standard Action Cancel Notification received Priority Info Message PayPal Standard subscription (recurring payment) was canceled. Subscription ID=<name> Priority Info Info Message PayPal Standard subscription (recurring payment) ended. Subscription ID=<name> PayPal Pro recurring payment ended. Profile ID=<name> Priority Info Info Info Message PayPal Standard subscription (recurring payment) created. Subscription ID=<name> PayPal Pro recurring payments profile created. Profile ID=<name> Authorize.NET customer profile for recurring payments created. Profile ID=<name>
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PayPal Pro PayPal Pro Authorize.Net Authorize.Net Authorize.Net
Manually deleted on WA side by admin or member Deleted on PayPal side. Notification received Manually deleted on WA side by admin or member Deleted due to maximum failed payment attempts reached Deleted by any other way
Info Info Info Warning Info
PayPal Pro recurring payments profile was manually deleted by <name>Profile ID=<name> PayPal Pro recurring payments profile was deleted. Profile ID=<name> Authorize.NET customer profile (for recurring payments) was manually deleted by <name>. Profile ID=<name> Authorize.NET customer profile (for recurring payments) was deleted because failed payment attempts limit was reached. Profile ID=<name> Authorize.NET customer profile (for recurring payments) was deleted. Profile ID=<name>
Payments (refunds) for deleted entities

Action Payment received (Application, Renewal, Upgrade, Event Registration) for deleted contact Donation received for deleted contact (donor) Refund recceived (Application, Renewal, Upgrade, Event Registration, Donation) for deleted contact Donation payment for deleted donation, Payment for deleted event registration, Payment for deleted event Refund for deleted donation Refund for deleted event registration Refund for deleted event Priority Error Error Error Error Message Error: Payment received for already deleted contact. .<Contact ID> <Payment>. <Amount> Error: Donation received for already deleted contact. <Donor ID>. <Payment>. <Amount> Error: Refund received for already deleted contact. <Contact , Refund, Amount> Error: Unable to match received payment to existing transactions. <Contact, Payment, Amount> Error: Unable to match received refund to existing transactions. <Contact, Refund, Amount>
Error
Override Confirmed Donations

Action Donation payment received. But donation already manually confirmed by admin Priority Warning Message Warning: Donation received via <Source, Amount> - but original donation record was already confirmed. Donation amount and tender were updated with newly received data.
Invoices - Overview
Invoices - Overview
Overview Invoice details Issuing Manual invoices Viewing, Printing and Emailing invoices Managing invoices Export invoices Self-service for contacts to view and pay invoices See also
Overview
All transactions in your Wild Apricot site (e.g. membership applications and renewals, event registrations) automatically generate an invoice. Invoices can be viewed from Finances > Invoices. (see: Find invoice) Note: Deleted invoices are not shown in the list. You can find deleted invoices via Finances > Audit log by doing a keyword search on invoice number. See: Audit log The list of invoices can be searched in several ways: Predefined date range or by setting your own.
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By using one of the predefined filters. For example if you select "With open balance" it will show all outstanding invoices. Or you can use "Manual invoice" to find all manual invoices that were created by the administrator(s). Keyword search - just type in member's email to see the list of all corresponding invoices for this member.
The "Origin" field indicates whether it is a manual invoice, that does not belong to any automated transactions of the site, or if it is one of the automated invoices that would have a corresponding transaction in the system (e.g. membership application, event registration). Administrator can record a payment for any outstanding invoice by simply clicking on [Record payment] button.
Invoice details
Click on the invoice to view the details:
If the invoice is related to a transaction, it will show the link to it under Origin. In our example it shows "Event payment". Otherwise it would just say "Manual invoice". From here you can:
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Record and settle the payment by clicking on [Record payment] button, see Record Payment and Settle to Invoice Click the [Charge credit card] button to process a charge on this person's credit card (assuming that full credit card and billing information has been provided to you somehow outside of Wild Apricot). See Processing credit card option for administrator View, print or email the invoice to the contact, see Resend or Print Invoices and Receipts Instruct the contact to log into their profile to pay the invoice online Edit details, adjust or delete it, see Adjust or cancel invoice
Issuing Manual invoices

When you need to track additional transactions for your organization that you process outside of your Wild Apricot website (e.g. charge additional fee for advertisement on your website) you can create a 'manual invoice', see: Issue manual invoice. Manual invoices are not related to transactions on your website, unlike membership registrations or event registrations.
Viewing, Printing and Emailing invoices

To view, print, or email an invoice, you must first locate it from your invoice list under finances (see: Finding invoices) The number of the invoice is set and incremented with each invoice. You can edit the next invoice number, as well as the template used for your invoices, from your invoice settings (see: Settings and customization of invoices and receipts)
Managing invoices
Each invoice has a balance or total amount of the invoice minus all the payments settled to it. If an invoice has a zero balance it will be marked as fully paid. You can record full or partial payments from any invoice with an open balance. See: Record Payment and Settle to Invoice You can also edit or delete invoices - though you have to be careful as it might lead to discrepancies between your transactions and your financial records. See: Adjust or cancel invoice Summary of all your invoices is available via Income report Special cases: transactions without corresponding invoices, see Record Payment and Settle to Invoice
Export invoices
You can also export the invoices into a spreadsheet that you might later use in your other financial programs (e.g. Quickbooks). Just click on [Export] button and save the file on your computer.
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Self-service for contacts to view and pay invoices

Your contacts have the ability to view their invoices and payments from their profile page:
They can also pay one or several invoices from this page. For more information, see View account history and pay invoices
See also
Settings and customization of invoices and receipts Payments - Overview Issue manual invoice Complimentary transactions and special discounts View account history and pay invoices
Issue manual invoice

Issue manual invoice
When you need to track additional transactions for your organization, you can create a manual invoice. Contacts can log in to Wild Apricot and pay these manual invoices from their profile. Creating a manual invoice Adding Line Items See also
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Creating a manual invoice

There are two ways to create a manual invoice. You can do it from a person's contact card by clicking on the Financial transactions link at the top right and then on [Add invoice] - which will automatically select the contact the invoice relates to. Or you can create a manual invoice by going to the Financial tab and clicking on [Add invoice], then click on [Select existing contact] and choose the contact you want to create the invoice for.
Under the Details heading you will have the option to set the date of the invoice, either in the past or future. Under Internal notes you add any comments or notes you may have about the invoice. These notes are only visible to the administrator on the invoice list and invoice details screens, and can be searched.
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Adding Line Items
On the bottom half of the screen is the area where you would add line items to the invoice. Add the name of the item in the first text box, and the cost of the item in the second box. To add additional options click on the green plus sign next to the last item. To remove an item, click on the red X. The total will be automatically calculated and displayed below.
If you have already been paid in full, check off the box labeled "Payment received in full" and select the payment tender. Otherwise, you can record the payment later on (see: Record Payment and Settle to Invoice). When you are done creating the invoice, click on [Save]. From here you have the option to Preview & Print, Email the invoice, Record payment , Edit, and Delete Invoice. See: Invoices - Overview The invoice is now available to the contact from their profile - they will be able to log in and pay the invoice from there, see: View account history and pay invoices If you have the contact's credit card information, you can charge them on the "Record Payment" screen, see: Processing credit card option for administrator
See also
Invoices - Overview Record Payment and Settle to Invoice Payments - Overview Processing credit card option for administrator
Find invoice
Find invoice
Overview List of all invoices Invoice for a particular person See also
Overview
If you need to track down a particular invoice, there are two ways to do so. If you know the person the invoice was issued to, you can search for it from that contact's contact card. If you do not know who it was issued to you can do a search through all invoices from the Finances tab using the invoice date, invoice number, comments (internal notes), or other information you may have.
List of all invoices

To list all your invoices, click on the Finances tab.
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Above the list you have several options for searching. Using the drop down box indicated in the screen shot below you can select the date range the invoice was issued in or select it manually using the date selection boxes beside it. Click on [Apply] to update the results
Below this you have a drop down list to filter the results. The options you can choose from are: All With open balances Manual invoice Member application Member renewal Member level change Event registration Beside this list you have a key word search that will filter the list further as you enter text. The number of results found are shown to the right as well as a drop down to navigate to additional pages if there are many results.
Each record will show: The date the invoice was issued The invoice number The contact How the invoice originated The amount of the invoice The status of the invoice If any notes were added to the invoice it will show below those items on the results page. If there is an outstanding balance there will be an icon of an exclamation mark in front of the date as well as a button to record payment under the Status column.
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You can then click on the invoice number to view the invoice details
Invoice for a particular person

If you know the person the invoice was created for, open their contact card by going to your Contact database and clicking on the contact you wish to view. From here, click on the Financial transactions link at the top right to view all invoices belonging to that contact.
On this screen you will have a filter drop down list with the same choices as above and a keyword search that will filter the list further as you enter text. The number of results found are shown to the right as well as a drop down to navigate to additional pages if there are many results. If any notes were added to the invoice it will show below those items on the results page. If there is an outstanding balance there will be an icon of an exclamation mark in front of the date as well as a button to record payment under the Status column.
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You can then click on the invoice number to view the invoice details
See also
Invoices - Overview Record Payment and Settle to Invoice Payments - Overview
Resend or Print Invoices and Receipts

Resend or Print Invoices and Receipts
Overview Email invoice Email payment receipt Print invoice or Payment receipt See also
Overview
Invoices and receipts are automatically sent out as a part of the financial workflow. In addition to the emails, members and contacts can also access their financial records directly from their Profile page from Invoices and payments tab, see View account history and pay invoices. Administrators can also print out or resend any previously created invoice, donation receipt or payment receipt - e.g. if the buyer requires another copy. To email or print an invoice, first search for and open invoice
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Email invoice
To email the invoice, click on the [Email] button at the top of the page.
The Send to box will contain the email address of the contact by default. If needed, you can enter a different email address or additional email addresses separated by a comma. The Subject box holds the subject to be displayed for the email - its default is your organization name followed by the invoice number. You can change the subject if needed. Under Personal message enter an option greeting to display above the invoice. Below this box you will see a preview of the invoice being sent using your invoice template. To send the invoice, click the [Send email] button. Note that the invoice template contains a direct link to the invoice that if clicked on will open the invoice. Once the invoice is opened it can be paid online.
Email payment receipt

Emailing a payment receipt is similar to emailing an invoice. First find the payment you want to send and then click on the [email] button. This receipt layout is also defined by a template.
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Print invoice or Payment receipt

To print an invoice or payment receipt, click on [Preview & Email]. You will then see a preview of what you are about to print, laid out according to your template.
Click on [Print] to print it out, or on [Email] if you decide to email it instead.
See also
Invoices - Overview Payments - Overview Find invoice Settings and customization of invoices and receipts
Adjust or cancel invoice

Adjust or cancel invoice
Overview
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Update invoice by adjusting the original transaction Edit invoice directly Cancel or delete invoice See also
Overview
Transactions in your Wild Apricot account have corresponding invoices - see Invoices - Overview). There are two ways to adjust an invoice. You can edit the invoice directly or edit the originating transaction and then adjusting the updated invoice. Directly editing the invoice is fine for manual invoices but not recommended for automatically generated invoices - because this will lead to discrepancies between the original transaction and its invoice. If you want to reduce the invoice amount because of a special discount, the recommended way is to create a special tender and record a payment using that tender. See Complimentary transactions and special discounts If you are deleting an automatic invoice, it will result in a transaction with no corresponding invoice.
Update invoice by adjusting the original transaction

To adjust the original transaction, first find and open the the invoice. Next, click on the origin link to get to the transaction.
Here, click on [Edit] (for events) or [Edit membership] (for new applications, renewals and level changes).
Here, you can change the information that was entered - for example if it is a member application you can change the membership level and the selected extra cost fields.
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Once you are done editing, click on [Save] to go to the Update invoice details screen.
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On the Update invoice screen the lines of the items listed on the invoice will have been updated to reflect the changes you made on the previous screen. You can change the line items manually on this screen but this will lead to discrepancies between transactions and invoices and is thus not recommended. Click on [Update invoice] to save the changes and update the contact's balance. You can then print or email the updated invoice. Changing the transaction transaction will create a record in your Audit log showing the contact affected, the date, the invoice number, and the amount of the updated invoice.
Changing the transaction will also effect your income report, updating your numbers it to reflect the new invoice amount.
Edit invoice directly

Editing an invoice directly (without updating the transaction) is only recommended for manual invoices. If you edit the invoice that has a corresponding transaction and do not update that transaction as well, the transaction amount might not be equal to the invoice amount. To edit the invoice directly, find and open the the invoice. Next, click on the [Edit] button.
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On the Edit invoice screen, you can update the items and amounts listed on the invoice. You can also add additional options by clicking on the green plus sign next to the last item and entering the new item name and cost into the box that appears. The cost can be a negative number if you want to include a discount. To remove an item, click on the red X. The total about due will be automatically recalculated and displayed below. Click on [Save] to save the changes and update the contact's balance. You can then print or email the updated invoice.
Cancel or delete invoice

Sometimes you may wish to cancel or delete an invoice, for example - if you make a mistake or for complimentary event registrations or memberships registrations. For removing the erroneous transactions, the recommended approach is to go to the transaction in question and delete/cancel it. This will automatically delete related invoice. For example, for event registrations, you would bring up the registration for the contact and click on [Cancel registration].
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Alternatively, you can delete the invoice directly from the invoice details page - though this will leave the originating transaction and can lead to discrepancies.
A record of the deletion will be added to the Audit log showing the contact affected, the date, the invoice number, the amount of the invoice, and the name of the administrator who deleted it. Deleted invoices can not be restored. Deleting the invoice will remove the invoice amount from your invoice report.
See also
Invoices - Overview Record Payment and Settle to Invoice Issue manual invoice
Complimentary transactions and special discounts

Complimentary transactions and special discounts
Manually Recording Complementary Transactions Options for Self- Service Transactions Complimentary transactions Discounts (special cases) Example Event Discount See also:
Manually Recording Complementary Transactions
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As administrator, sometimes you will come across special cases where you need to record complimentary transactions or offer special discounts. This page describes some ways to handle them.
Options for Self- Service Transactions

So called self-service transactions such as online event registration or online member applications deal with invoices and discounts differently, see event coupon codes and discount coupons for member applications for instructions on working with these types of transactions.
Complimentary transactions
There are two main ways to record complimentary transactions: Delete the invoice altogether- see Adjust or cancel invoice. This will result in a transaction without a corresponding invoice. These transactions will not be included into your income reports. Record the payment with a special payment tenders - see payment tender (e.g. 'Special discounts'). This will record a full payment for the invoice using this tender. These transactions will be included into your income reports but a separate subtotal for discounts will be available via Payments report.
Discounts (special cases)

For self-service transactions discounts are handled via event coupon codes and discount coupons for member applications . Special cases for discounts can be handled in two main ways (we recommend the the second approach): Directly edit the invoice, see Adjust or cancel invoice - add a new line item for a discount. This will update the invoice and contact balances. However the original transaction will not be changed and there will be a discrepancy between the transaction amount and invoice amount. Use a special payment tender as above and record discount as a partial payment with that tender.
Example Event Discount
For example, you need to give 20% discount to one of your members for event registration. We will assume that this person has already been registered and invoice generated for full amount. Now you can enter partial payment for the discount amount. The transaction will still show partial invoice. Finally, enter the outstanding amount as a payment with custom Special discounts tender.
And when you do you Payments report all payments that were recorded with special discounts will be allocated to Special discounts payment tender
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See also:
Issue manual invoice Payment tenders Record Payment and Settle to Invoice
Managing Receivables
Managing Receivables
Overview Invoices Balance Tracking Receivables Viewing Aging Receivables Viewing Account Statements Viewing a Contact's Financial transactions Viewing Specific Invoices, Payments or Refunds Recording Payments
Overview
Receivables (aka Accounts Receivable) are moneys owed to your organizations - based on all the outstanding invoices generated. In Wild Apricot we have a special module - Finances - to manage your Accounts Receivable in one spot.
Invoices
Contacts in your database can have one or more invoices. Each invoice can be fully paid, partially paid or unpaid. You can also record payments
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and refunds for invoices that will apply to your contacts.

Balance
Balance - Each contact has a balance, which is a total of all its invoices minus payments and refunds.
Tracking Receivables
We provide several methods of viewing this information from different angles. Some examples are listed below.
Viewing Aging Receivables
You can click on the [Aging receivables] button to get a report of all contacts with outstanding receivables (see the report below)
Viewing Account Statements
From the Aging Receivables you can also click on an individual contact to view their account statement (which is accessible also from the contact card using the [Account statement] button)which lists all their transactions (invoices, payments and donations) and totals.
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Viewing a Contact's Financial transactions
Clicking on 'Financial transactions' will take you to the following screen. Which lists the date, invoice, contact, origin (of the transaction), amount and status.
Clicking the the Financial Transactions link for a contact would take you to the following screen. Which lists the date, invoice, contact, origin (of the transaction), amount and status of all invoices for that contact. Also notice the tabs for Payments & refunds as well as the Audit log for a more detailed view of those sections.
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Viewing Specific Invoices, Payments or Refunds
Finally, you can click through into a particular invoice/payment/refund and see if it has an open balance or has been fully settled. (see Record Payment and Settle to Invoice ) Another way - go to Invoices screen and filter to all invoices with open balances
Recording Payments
Once you receive your payments, you can record them in Wild Apricot - see Recording payments and approving applications You can also manually add invoices - Issue manual invoice
Settings and customization of invoices and receipts

Settings and customization of invoices and receipts
Overview Customizing invoices and receipts Invoice settings Customizing invoice template Invoice macros Payment receipt settings Customizing Receipt Template Receipt macros Donation receipt settings Customize Donation Receipt Template Donation receipt macros
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Overview
Wild Apricot automatically generates financial documents such as invoices, receipts, and donation receipts, and the admin can also manually create these documents. Invoice - All paid transactions automatically generate an invoice (e.g. member application, renewal, upgrade, or event registration). The administrator can also create invoices manually for any contact. Receipts - Every payment recorded in Wild Apricot automatically generates a receipt. Donation receipt - Is only generated once a donation payment is received / recorded. These financial document templates can be customized from Settings:
Note: In addition to these financial documents, there are other emails that can be automatically sent to the user e.g. event registration confirmation email, membership application confirmation, etc. See Member applications workflow and Event Calendar and Event Registration
Customizing invoices and receipts

The same invoice and receipt templates are used across all transactions (for all membership levels and all events) so DO NOT include any level-specific or event-specific data. Instead, use macros which will be replaced with the actual information specific to each person/transaction, see Using macros in emails. For example, say you have previously defined payment instructions in Settings -> Payment Instructions. Instead of repeating these instructions (like address where to send payment) and typing them all over again on the invoice, you can just insert the {Payment_Instructions} macro. This macro will then instruct the system to insert the actual payment instructions at that spot.
Invoice settings
To modify the invoice template settings go to Settings -> Invoices.
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The invoice number is automatically incremented each time a new invoice is created. You can set the next invoice number to be used, but the system will not check if the invoice number has already been used. So keep this in mind, otherwise you could end up with duplicate numbered invoices. You can also specify whether the invoice should be automatically emailed or not.
Email invoice to administrator means everyone you specify in Routing of system e-mails will receive a copy of the admin email.
Customizing invoice template

To modify the template used for invoices, click on "View / edit invoice template" and then click on the [Edit] button:
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Invoice macros
Macros are specific to each template, so there are some macros that work for event emails but not for invoices etc. Always click the [Macro] button and only insert the macros available for that template. Main Invoice macros available for use: {Invoice_Number} {Invoice_Date} {Charge Amount} {Amount_Owing} {Amount_Paid} {Invoice_PublicMemo} {Invoice_Details} The number of the current invoice Example: 0123 The date the invoice was created Example: 20 September 2010 The total amount of the invoice Example: $18.00 The total amount owed Example: $8.00 The total amount of the invoice that has already been paid Example: $10.00 Memo to payer, entered on the invoice by the administrator Example: For room booking from 23 Dec - 26 Dec 2011 A breakdown of the invoice Example:
{Invoice_Status} {Invoice_Origin} {Payment_Instructions} {Invoice_Details_URL}
Status of the invoice, either Paid or Unpaid The origin of the invoice - (Name of event, membership level, ...) Example: Membership application: "Basic member" Example: If paying by check send to: 123 King St. West. A link which allows user to view and pay the invoice online (does not require logging in)
Payment receipt settings

To modify the payment receipt settings and template, go to Settings -> Finances -> Payment Receipt:
Receipts are not numbered, and you have the option to automatically email it once payment is received.
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Customizing Receipt Template

Customizing the receipt template is very similar to customizing the invoice as shown above. The only difference are the available macros.
Receipt macros
The following macros are receipt specific and are only available within this template: {Payment_PublicMemo} {Payment_Date} {Payment_Amount} {Payment_SettledAmount} {Payment_Tender} {Payment_AvailableBalance} {SettlementTable} Memo to payer, entered on receipt by the admin Example: Check #1234 received on 16 Dec 2011 The date the payment was recorded Example: 20 September 2010 The amount of the payment Example: $20.00 The amount of the payment used to settle outstanding invoices Example: $20.00 The tender used for the payment (see: Payment tenders) Example: Online payment (Authorize.NET Credit Card) The available balance for the contact Example: $0.00 Details about the invoices this payment has been settled with (See Record Payment and Settle to Invoice) Example:
Donation receipt settings

To modify the donation receipt settings go to Settings -> Finances -> Donation Receipt:
Donation receipts do have numbers, and just like invoices this donation receipt number is automatically incremented with each new donation received. You are also free to change this next donation receipt number, but beware this could lead to duplicate donation receipt numbers. Donation receipts can also be automatically emailed if you so choose.
Customize Donation Receipt Template

Customizing the donation receipt is very similar to customizing the invoice above, the only difference being the available macros.
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Donation receipt macros
Main macros available for donation receipts: {Donation_PublicMemo} Memo to donor, entered on donation receipt by the admin Example: Thanks Jake, much appreciated {Donation_Number} {Donation_Date} {Donation_Amount} {Donation_Tender} {DonationField_All} The receipt number for the donation Example: 00007 The date the donation was made Example: 21 September 2010 The amount of the donation made Example: $25.00 The tender used for the payment (see: Payment tenders) Example: Online payment (Authorize.NET Credit Card) All the fields that were shown on the donation form Example: City: NY Postal code: N1170 Country: USA
Financial Reports
Financial reports
Overview Income report Payments report Aging receivables report Account statement report Lists of invoices, donations or payments Donations list screen Invoices list screen Payments and refunds screen Exporting transactions Exported invoices Exported donations Exported Payments And Refunds
Overview
There is a number of ways to analyze your financial transactions in Wild Apricot. For starters, there are screens which list invoices, payments, refunds and donations. These can be searched, filtered and exported - see below. There are also these financial reports: Income report, Payments report, Aging receivables, Account statement Reports can be exported to PDF or Excel format You can also export your financial data to Quickbooks There is also an online 'Audit log' which lists key operations in the system - creation/deletion of invoices, payment / refund adjustments etc. (See Audit log)
Income report
This is summary of all your income - based on the invoices in the system (see invoices overview) Accessed from Finances -> Reports -> Income
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First step is to select the date range and invoice / payment type you are interested in: Start, End Date: To select the date range income was received / recorded By invoice origin: Use to filter out income by invoice type (events, payments, donations or manually created invoices) By Payment status: To filter out payments that are fully paid, partially paid or unpaid After selecting your date range and income filters generate the report:
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The reports starts with a graphical breakdown summary of all the income by source Below that the income from memberships and events is also further broken down by membership and event name respectively.
Payments report
Gives a summary of payments, donations and refunds, i.e. your cashflow transactions based on the payments and refunds in the system (See payments overview) Accessed from Finances -> Reports -> Payments
The Payments report can be filtered out by date as well as payment type / status The generated payment report shows a graphical breakdown of all the payments by payment tender: (See Payment tenders)
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Then the report is further broken down by invoiced payments, donations and refunds.
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Aging receivables report

This is a list of all contacts with outstanding balances, classified by number of days balance has been outstanding. Accessed from Finances -> Reports -> Aging Receivables:
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... ...
The report shows all contacts with outstanding balances, broken down by 30, 60, 90 and over 90 days due.
Account statement report

This is statement report for a particular account - lists invoices, payments, refunds and donations From the aging receivables list click on the contact's name to bring up their account statement:
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Balance due is calculated by subtracting the total payments from the total invoices.
Lists of invoices, donations or payments Donations list screen

(Accessed from the Donations tab)
Filter: Use to filter the donations by "Tender", "Online Payment" etc Search: Type a keyword to filter only those donations matching that keyword
Invoices list screen

(Accessed from Finances -> Invoices)
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The invoice list can be filtered by invoice type, date or keyword search. Date: After selecting date range click apply for the dates to take effect
Payments and refunds screen

(Accessed from Finances -> Payments & refunds)
Can be filtered by online payment, donations, tender, refunds, keyword or date range
Exporting transactions
Current filtered list can be exported at any time - separately for invoices, payments and donations
Exported invoices
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Exported donations
Exported Payments And Refunds
Quickbooks
Quickbooks
Quickbooks Overview Preparing for exporting the data from Wild Apricot into QuickBooks In Wild Apricot In Quickbooks Starting the Export Process Using filters Additional Filters Available Filters and Options Previewing Transactions Completing Export Tips and Best Practices
Overview
You can export your financial transactions and related records (Contacts, Invoices, Payments, Refunds and Donations) to the Quickbooks IIF format- which is supported by Quickbooks 2002 or later. Once you have created a filter of the data you would like to export, you can preview the transactions and then export a list of your 'customers' and transactions into two separate Quickbooks IIF files.
Preparing for exporting the data from Wild Apricot into QuickBooks
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In Wild Apricot
Before you export your finances, you need to configure which data you will be exporting and how it will be formatted in the file (see QuickBooks Export Settings )
In Quickbooks
Create a backup of your current data in Quickbooks before you import any new data from the exported file from your Wild Apricot account.
Starting the Export Process

To access the export tool, first browse to Finances and then continue to either Invoices, Payments & Refunds or Donations * and click *[Export to Quickbooks] to start your export.
Using filters
If you click on either Invoices, Payments & Refunds or Donations the data to be exported will be filtered to only include the selection you've made. This could also include a keyword or date range that you've entered - this is what is meant when "Export current filtered list" is selected. You can also clear this selection to either export all records or to create a new selection for your export, by checking "Export All Transactions".
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Additional Filters
At this stage you can also apply additional filters (see below) at you would like to export by using the filter, search and other export options, but keep in mind that you can also experiment with different options by previewing your export (see Preview link)
Available Filters and Options

Date Filters Invoice Filters Payment Filters Other Transactions Sort Options
Previewing Transactions
Before you start your Export, you can preview the transactions that will be exported as a result of your current filter settings (see button below).
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Completing Export
Once you have your filters in place you can complete the export process by exporting either your customers and or transactions using the buttons on menu.
Customers vs. Contacts In Wild Apricot each record is typically referred to as a contact and or member record - in Quickbooks each 'record' is typically referred to a 'customer' record.
Tips and Best Practices

Currently there is no mechanism in Quickbooks to prevent duplicate records from being created if the same file IIF file is imported in Quickbooks multiple times. Also there is no 'Undo' option in Quickbooks for imports - so make sure you backup all your Quickbooks data before importing your Wild Apricot data. Be sure that all the list elements pertaining to your transactions (accounts, customers, etc.) are already entered in your company file OR
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are being imported at the TOP of your IIF transaction import file BEFORE you attempt to import the transactions. If you do not do so, default list element types will be taken based on the transaction they were imported with. Import your IIF file into a test QuickBooks company file to ensure that your import is producing the desired result BEFORE you import into an actual, live company data file.
QuickBooks Export Settings

QuickBooks Export Settings
QuickBooks Export Settings Export File Limitations Mapping Data to Quickbooks Classes Preparing Quickbooks Editing Settings in Wild Apricot Macro List Related Topics Wild Apricot gives you the ability to export your financial information to a Quickbooks compatible file ( .IIF). Before you start a Quickbooks Export (see Quickbooks ), you need to configure the settings of your export file via Settings > Quickbooks export settings.
Export File Limitations

Imported IIF files do not create links between transactions. For example, if one transaction is an invoice and another transaction is a payment for the invoice, these transactions will not be linked after importing the data. To reconcile this in QuickBooks after importing the data, you would have to manually open each payment in the Receive Payments window and apply it to the invoice. You must be in single-user mode to import or export data. This is to prevent other users from accessing data as it is being imported. You must be logged in as the Admin user. The QuickBooks Administrator is the only user that can import or export data. If you have not created users and roles in your company file, you are logged in as the Admin user by default. QuickBooks has certain limits on the maximum number of records for list items and transactions: http://support.quickbooks.intuit.com/support/Articles/INF12412
Wild Apricot technical support team can not provide support for importing the data into Quickbooks. For more help with the import process, please visit the Intuit QuickBooks Community site in the Importing and Exporting Data forum: http://community.intuit.com/category/importing-exporting-data
Mapping Data to Quickbooks Classes

Preparing Quickbooks
If you're already using Quickbooks you may be familiar with the ability to use "Classes" to classify transactions. You will need this option enabled to import the IIF file that is exported by Wild Apricot. You can check this setting from Quickbooks via - Quickbooks > Preferences > Accounting > Company Preferences ' Accounts ' - Use Class tracking .
Editing Settings in Wild Apricot
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To get started click on the [Edit] button Edit When setting up the export file, you should use Classes to classify your transactions. (Ensure that "Use class tracking" preference is turned on in QuickBooks). Use colon (":") to separate Account or Class levels - corresponding SubAccounts or SubClasses will be created. Each level of Account or Class is limited to 30 characters max.
Macro List
The following is a list of macros that you can use to export you data to Quickbooks. Macro Name {Contact_FirstName} {Contact_LastName} {Contact_Id} {Contact_Email} {Document_Number} {Document_Date} {Document_Internal_Notes} {Tender_Name} {Membership_Level_Name} Description
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{Membership_Fee_Type} {Event_Name} {Event_Date} {Invoice_Type} {SalesItem_Description} {Custom_Field_Name}
(New, Renewal, Change Level)
(Membership, Events, Custom)
(Any custom field)
Related Topics
Quickbooks Exporting members and other contacts Bulk changes using import and export
Reconciling transactions and invoices

Reconciling transactions and invoices
Overview Membership transactions exceptions Scenario 1 - Member added manually Scenario 2 - invoice deleted by administrator Event registrations exceptions Scenario 1 - Attendee added manually Donations See also
Overview
There are a number of different transactions which are handled in Wild Apricot. Each transaction normally generates an invoice (unless it it is a free transaction - with zero amount) This page discusses how to deal with exceptions that might lead to a transaction not having a corresponding invoice
Membership transactions exceptions

Scenario 1 - Member added manually
New members are always automatically added in the "Pending - New" state
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There are 3 possible actions at this stage: Activate without invoice - if this member has already paid and you do not want to track this in WA Generate invoice - this will allow an invoice to be generated for the member application. The member can then pay the invoice online through their profile or by using an offline payment method (e.g. cash, cheque). Cancel - this only cancels the membership, but keeps the contact in the database
There are two other cases where this same workflow applies: Manual Renewal (see Manual renewal) - when a member is renewed manually by an administrator Manual level change - when an administrator manually changes the membership level of a member
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Scenario 2 - invoice deleted by administrator
In the scenario where an administrator deletes an unpaid invoice, the following message will appear:
After deleting the unpaid invoice the situation reverts back to the same state as in scenario 1 above. If a paid invoice is deleted instead, the system will show the associated account as overpaid since the payment is still recorded. To cancel or refund this payment, see: Adjust or Cancel Payment or Refund
Event registrations exceptions

Scenario 1 - Attendee added manually
After manually adding an attending you have 3 options: Cancel registration - Only the event registration is canceled, but the contact remains. A canceled event registration can be restored afterwards.
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Confirm without invoice - if attendee has paid and you don't need to track this in Wild Apricot Generate invoice - this will allow an invoice to be generated for the event registration. The member can then pay the invoice online through their profile or by using an offline payment method (e.g. cash, cheque).
Donations
Manually recorded donations can only be edited / refunded (there are no associated invoices)
Online donation, online payment not successful
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If online payment is not successful there are two options: Confirm payment - donor paid by other means Delete donation - you gave up ever receiving this donation
See also
Adjust or Cancel Payment or Refund Manual renewal Refunds Adjust or cancel invoice
Reports
Reports
Financial reports Event registrations report Member reports Contact reports Exporting records to create reports in external tools Wild Apricot offers the following built-in reports:
Financial reports
Income report - Summary of your income based on the invoices in the system within a selected period and by transaction type. Payments report - Summary of payments, donations and refunds, in other words your cashflow transactions. Based on the payments and refunds in the system, within a selected period and by tender type. Donations report - similar to Payments but focused on Donation payments only Event payments report by registration type - shows each event's registrations, fees and payment received broken down by registration type Aging receivables - A list of all contacts with outstanding balances classified by outstanding days. Account statement - Statement report for a particular account - list and totals of invoices, payments, refunds and donations.
Event registrations report

Event registration report - shows what selections your confirmed and pending registrants have made for your events. This is very handy for quickly determining the number of participants who have made a particular selection (e.g. How many want the chicken over the fish for lunch?), and also identifying which participants might have made special requests (e.g. Jim Dial specifically asked for a vegetarian option).
Member reports
Advanced search - Members - To find a group of members by a particular set of attributes - you can subsequently export the result into Excel. Custom reports layouts - advanced member searches show a predetermined set of fields for each member. Custom report layouts allow to chose which fields are displayed in the search results.
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Contact reports
Advanced search - Contacts - same as advanced member search - perform more complicated searches (e.g. all donors who donated a certain amount) you have to use advanced search.
Exporting records to create reports in external tools

In addition, you can also create your own reports by exporting data from Wild Apricot (i.e. Contacts, Members, Payments, Invoices, Donations, Event Attendees) to external tools like MS Excel and Quickbooks (see Quickbooks ).
Emails and Newsletters

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Release history
Version History and Upcoming Updates
4.3 - Released on December 14, 2011
4.4 - Scheduled for May 2012, stay tuned
Redesign of the invoicing/payment workflow, including the following: Any contact (e.g. not only members) can log in, view and pay invoices from their profile, as well as view an archived list of invoices and payments
Ability to complete one or several transactions (e.g. membership application and event registration, or registrations to two different events) and pay them individually or at the same time Each self-service transaction will generate an invoice (except for donations) which can be paid online at any time (e.g. retrying failed payments) Ad-hoc invoices (e.g. manually recorded invoices) can be paid online by contacts - like any other invoice - using a link which is emailed to them (see View account history and pay invoices) Overpayments, partial payments, and other credits are displayed in every contact's profile - e.g. user would only have to pay net outstanding balance. For example, once invoice is created, administrator can apply discounts/credits to it and then online
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payment can be done for the outstanding balance only New 'Public memo' field for invoices (shown to buyers) Passwords are now generated automatically for new members/contacts and emailed to them - previously members set their passwords on sign-up during membership application There is no longer a concept of 'In progress' or 'Abandoned' transactions - except for donations. As soon as a transaction is confirmed, an invoice is generated and stays 'open' until a payment is either received via online payment or recorded manually by the administrator Reduced the number of email templates for event and membership workflows, see: Default membership emails and Default Event Emails For more details see Getting ready for new version 4.3 and Key Payment Changes from version 4.2 to 4.3 Automatic tracking of email bounces (i.e. undeliverable email) Email delivery status added to email log If a contact has persistent email delivery problems (e.g. email no longer valid), system will automatically disable emails delivery to contact Individual email bounces are no longer forwarded to administrators
Ability for administrators to process credit card charges manually - see Processing credit card option for administrator
New 'flexible' layout theme 'Granite' which automatically expands/shrinks to the visitor screen resolution
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Other notable changes Membership-related macros are now available in email templates: Member_Renewal_Date, Member_Next_Renewal_Date, Member_Since, Member_Status, Member_Level_Fee, Member_Level, Member_Level_Full Enabled macro EventField_... in invoice emails Members in Pending status can now use member-only event registration types. This enables a scenario where people can register for an event and apply for membership at the same time - and then pay once. Advanced search to find contacts with open balance Improvements to automatic recurring payments interface: "Invoices and Payments" tab in contact profile shows next recurring payment with next charge date and amount. There is also a Cancel button to cancel the recurring payment. Invoice for recurring payments are automatically generated as soon as charge is processed successfully. If charge fails, "Recurring renewal failed" email is sent to a member. When registering for an event, system suggests appropriate actions: "Login", "Renew membership", and "Apply for membership". Invoice for any transaction can now be billed to another person, i.e. event registration of "Mary Smith" can be billed to "John Smith". For self-service transactions, billing person is determined automatically and cannot be changed. Administrator can change invoice's billing contact in the administration backend. New button to generate and email new password to the contact. This email uses new customizable template: Settings / Contact settings / Password email Logged-in users will see a special warning message at the bottom right corner of the screen if they have 1) open balance 2) incomplete transactions 3) lapsed/overdue/upcoming membership renewal Redesigned credit-card entry screen and moved all of the payment processing code into a separate application as we go through the formal PCI compliance certification
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Theme override failsafes implemented to reduce the chances of site malfunctions when Theme Overrides are used - and make troubleshooting easier Member ID renamed to User ID (long overdue since this field has always applied to all contacts, not just members) WebDAV: '%' or '&' in file names are automatically changed to '_' when file is uploaded (Before this change, trying to upload files with those characters led to upload failure) Forgot password will now say if email entered is not found in the database Dozens of small bugs exterminated (we do not publish the full list as each one typically applies just to one or two clients, so such a list would be useless to most others)
4.2 - Released on May 18 2011

Main enhancements include: Email enhancements Email log - both email blasts and automatic system emails (i.e. reminders, announcements, etc.) are now logged, and you can review the email text, recipients, record of opens and clicks, or re-send emails. See Log of Sent E-mails
New CMS architecture brings new customization capabilities Changes in this release are 'under the hood' - we hope web designers will appreciate new customization capabilities, see Theme Overrides. Also, these changes will drive a redesign of user interface of our website management interface in the next version.
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Timezone and time/date format customization Setting a time zone for your account - set a organization wide timezone or set event specific timezones to time the sending of email, and the display of various date sensitive information (i.e. Events). See Organization Timezone Customizable time/date format - set the format of how dates are displayed in your emails, events, blogs, forums, and more. See Organization details
QuickBooks export Quickbooks export - you can now export your contacts and financial transactions into Quickbooks. See Quickbooks
Events announcements to contacts Send Event Announcement to Contacts - Added the ability to send automatic event announcements to contacts as well as past event attendees, members, and donors. See Customizing event emails
Merge Contacts Merge contact records - Combine the data of two records into a single record, while archiving the discarded record. See Merging Records
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Tweaks to Member/Contact fields Mandatory Fields are no longer enforced for Administrators - Administrators will no longer be required to fill all mandatory fields when editing records in the backend First and Last name Fields no longer mandatory - which makes it easier to store records for organizations Improvements in viewing/searching organization records - the Organization field is now displayed on various views and is included in search (see Individual vs. Organization record) Membership Renewal calculation changes - We have changed renewal date calculation for lapsed members to be calculated from actual renewal date instead of past renewal date, see Renewal date calculation Switching between Administrator and Member views - Now Administrators who also have a membership are able to switch between Admin view and Member view at any time, see Administrative and Member Views
4.1 - Released on January 12, 2011

E-mail Subscription Form Email Subscription Form page can be used by people who are not yet in your database - in this case they will be added to your database as a new contact - or by existing members and other contacts, to indicate their interest in a particular topic. Once the form is submitted, you can send a customizable confirmation email to the subscriber and/or a copy to the administrator. You can find all contact records marked with a particular subscription source via Advanced search under Contacts - and then use Email blasts function to send appropriate emails to this group.
You can now add contact and member records with empty email Event emails (e.g. automatic event announcements) can now be customized separately for each event (vs. one common template for all events)
It is now possible to define default membership emails (used for new levels) and change any membership email for all membership levels at once (vs. current functionality where it has to be edited in each level separately)
Access your support tickets:
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You can view the list of tickets and ticket status from within your account:
Confirmation fields for password entry on all forms and hiding entered password characters Many other smaller enhancements and bug fixes
4.0 - Released on September 26th, 2010

New Finances module - to manage accounts receivable Import wizard redesign Photo albums page Create photo album pages for your site - you can even allow members to contribute their pictures, for example to collect pictures from a recent event. Pictures can be uploaded through a web form or via WebDAV (administrators only).
New admin role - Read-Only admin This new admin role lets you give someone access to the administrative view of the site. They can view records and settings, but not change anything.
New website theme Nature - plus two new variations of existing themes: Dark Prime and Basic Green Pastel
Forum stickies Lets you identify forum posts with important information (such as rules and regulations) that you want to have stay on the top of list of forums topics.
Inserting anchor links These let you create anchors so that you can link to a specific part of your page. This also lets you quickly create a table of contents for long pages.
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Forms/HTML gadget Easily add the HTML for any form you may have created on an external site (like WuFoo) to your Wild Apricot web page.
Insert a link to an event Add a link to an event as easily as you add any other link on your website.
Create a web page using a copy of an existing page Simplifies the creation of Web pages on your Wild Apricot site. If you have a page that you want to re-use for a new page or want to use as a starting off point, you can do so with a click of the mouse.
Hex code on the color picker If you know the hex code for the specific color that you want to use on your webpage you can enter it directly to make sure you have an exact match.
Search help directly from the administrator view
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Get help when and where you need it in the Administrator view by clicking on the Question Mark button and entering your search terms. You'll also see a list of help pages that discuss the screen.
Edit Registration types on existing registrations
Revised payment report for event registrations
Ability to sort event attendees list by name, registration date or registration type Cancel event registrations and track canceled registrations Automatic clean-up of HTML We have implemented a new process to clean-up content pasted from other places. Wild Apricot will try to automatically clean up any invisible HTML that might interfere with your content being properly displayed or edited Change in how extra cost fields are displayed on applications/registrations: If extra costs are used to determine event registrations or membership level fees, the levels displayed as 'Variable' instead of as Free Special macro to send members a link to reset their password - Especially handy after import, this macro adds a link to emails for members to reset their passwords.
3.4 - Released on March 29th, 2010

Prorating membership dues for new applications (Forum) - Automatically pro-rate the membership dues for new members according to the time before the next renewal.
New file management system- Organize and access your files in Wild Apricot as you would on your own computer New Interface for uploading images and documents
New File Management screen - easily manage your files directly in Wild Apricot
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WebDAV support for Windows Vista/7 and MacOS X NOTE: We also have new file upload and total file storage limits Free Max file size (OLD), MB Max file size (NEW), MB Overall storage limit (NEW), MB 2 5 100 Group 5 10 200 Community 10 25 400 Professional 25 50 800 Enterprise 25 100 1600
New interface for creating and editing list fields (Forum) - Includes the first 3 pre-populated lists: Countries, U.S. States, and Canadian Provinces.
Safari and Google Chrome compatibility (Forum - Safari) (Forum - Chrome) Dynamic (fly-out) menu for the Aurora and Transparent themes
3.3 - Released on December 14th, 2009

Recurring payments via Authorize.NET (Forum) Multiple guest registration: Lets a visitor register multiple guests at the same time as themselves (Forum)
Redesigned member directory: We've added many new features to the directory! (Forum) Browse your contacts by selected fields
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Define fields used for advanced search
Show only bundle administrators in the directory
Routing of system emails to specific people
List registered attendees to an event - Show who has signed up for an event and link to their profile (Forum)
Clean up of limited admins - Limited admins will only see information pertaining to their roles (Forum)
Advanced WYSIWYG editing for tables (Forum)
Donation tracking gadget
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Test your DNS setup - Make sure your custom domain name is set up properly
2 and 3 year renewal terms (Forum) Control visibility of Membership Level field - Set member level visibility on their profile the same way you would other member information. Customize database fields - This will be available for all billing plans
3.2 - Released on October 1st, 2009

Member Photo albums - Allow members to create and share their own photo collections from their profile
Saved searches - Contacts - Save frequently used searches for Contacts and run them at any time
Gadgets - items you can insert on your Wild Apricot site to preview upcoming events and recent blog or forum posts
Tracking opened emails - Be able to see how many contacts have opened their email blasts.
Tracking link click-throughs - Check how many recipients are following the links your may have included
Macros for custom fields in emails - Use custom contact fields, custom membership fields, custom event registration fields in email blasts and for automatic emails Edit and delete donation records - either correct or completely delete a donation made in error. Credit card entry screen will now be customizable, so that you can match it to cards you actually accept in your merchant account. New theme - Memo (with 10 variations)
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Customize your authorization required message - Include custom messages when a visitor tries to access a members-only area. Automatically update all existing records when changing default privacy settings - instead of going through bulk update via export/import Context-sensitive help. When you click on "Help" in your Wild Apricot account, you will be taken directly to the appropriate help page.
3.1 - Released on July 29th, 2009

ArtText - Spice up your webpages and page headers by rendering them as colorful text with a variety of different fonts and effects.
Donation Form Customization - You can add your own custom fields to help direct your online fundraising Advanced search - Contacts - You can perform searches using a variety of contact fields and event and donation fields similar to how you can search your member database. Member contact form - Now your members can be contacted by visitors and/or other members without having to reveal their email addresses on their profiles. Restricted Web Admin role - You can restrict website admins to specific areas or pages on your site. New theme - Glass (with 10 variations)
Recurring payments with PayPal Pro - We now support PayPal Pro for recurring payments Extended table editing - Buttons added to the web page editor to add or remove rows and/or columns from your tables Improved clean-up of incompatible formatting codes pasted from Microsoft Word
3.0 - Released on May 20th, 2009

Major change: New 'Contact database' functionality unifies and replaces separate databases previously used for members, donors and event attendees. See Transition FAQ Redesign of look and feel customization - new setup wizard to select theme & color variation, header background, logo, header title. New theme Keynote (in 7 variations)
Over 150 new header backgrounds
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Anti-spam protection for online forms (a.k.a. Captcha) Ability to change page layouts of existing web pages at any time Change in how Pending Renewal members are treated - will now keep full access Beta-release of integration with PayPal Pro Canada
2.39 - Released on February 26th, 2009

This is a smaller intermediate release - 2.39 - our last update of version 2. Our subsequent update will be a major version upgrade 3.00. Adding dynamic ("fly-out") menus to most themes Customization of invoice/receipt template text New option for 'insert picture' - thumbnail hyperlinked original PayPal Fraud tools support Options 'Begins with' and 'Ends with' added to Advanced search - Members Account ID display in the backend (please provide it with all future support/billing requests)
Ability to update billing details online for all monthly paid Wild Apricot accounts Membership levels are now sorted alphabetically on the member application form (so you can change the sorting by tweaking level names) Event registration types are now sorted alphabetically on the event registration form (so you can change the sorting by tweaking their names) Minor ongoing improvements and bug fixes, including In Member renewal workflow, option to change status to 'Pending Renewal' has been removed since it did not make any sense with the current workflow functionality and was leading to problems for people who chose that option by mistake Ability to change start date for past events Restricted and hidden web pages are no longer shown to admins without web admin role (see access rights table on Managing site administrators page) Reply-to name is displayed in outgoing emails (instead of only displaying reply-to email address) Partial refunds processed in your Google Checkout or PayPal account are now properly picked up by Wild Apricot and linked with the original transaction EventID added to Event registration page HTML - so that different CSS customization can be applied to different events if desired
2.38 - Released on December 25th, 2008

Discount coupons for member applications (Community plans and up) Create a discount coupon and give out the secret coupon code to prospective members. Discount by percentage - or specific amount. Restrict maximum number of uses, dates, eligible membership levels. Discount coupons can also help to track affiliate sales give each affiliate a distinct coupon code, and then track membership applications by code.
Google Checkout (BETA) One more payment processor option for online payment.
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Dynamic pricing of new member applications (Community plans and up) Up until now, the pricing of each membership application was fixed depending on the selected membership level. With this functionality you can add selections to your membership application which will dynamically adjust the price for each application. For example, you can use the same membership level but set different pricing based on company size. Or offer subscriptions and special membership paraphernalia to be purchased together with the application. You can also specify whether a particular pricing option applies to new applications only, renewals only - or both
Report on selected registration options for events In prior versions you had export the attendee list into Excel to view all the registration form selections for all records. This update introduces a new report which lets you access that right within the system:
Email drafts Now you can stop and resume your work on mass emails/newsletters at any time. Custom reports on member database (Community plans and up) Now you can run searches on your member database and define which fields to show in the results list.
Dynamic menu - menus items show child items when you place your mouse over it. This is initially released for 2 themes: Transparent and Classic Blue - and will be added to other themes in the future releases.
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Online self-service for Wild Apricot clients to update credit card details and billing plan Now you can update credit card details and billing plan instead of having to fax it to us or email plan change requests. Note that, initially, this will work only for clients who upgrade after today. We do not have a way to automatically extract and transfer recurring billing already setup through our old payment processor. We are working to add self-service capability for all current clients in future releases.
Ability to customize functional pages via point and click interface (prior to this release, this was only available for content pages while functional pages had to be customized only through CSS) Paging on forum pages
2.37 - Released on November 11th, 2008

Page Management screen to view all your pages at a glance, move them around and change settings.
More flexible workflow for new member applications Ability to activate new members immediately, or to activate them subject to payment, subject to approval, or both. Ability to record partial payments and payment corrections for membership applications transactions See Member applications workflow and Recording payments and approving applications
Ability to customize event announcements and reminder emails Ability to format automatic emails with fonts, colors, pictures etc. See Customizing event emails
Improvement in Advanced search - Members to deal with empty values and unused criteria. This also resolves a problem with using
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saved searches to predefine a set of criteria in member directory page. Unused criteria will now be ignored (in the past they might have resulted in no records being found).
Horizontal menu capability and theme templates which can be used with it. Previous versions of Wild Apricot required the main menu to be placed vertically on the left side and only the most adventurous souls managed to tweak their website CSS code to set up horizontally-placed menus. The new release makes this option available to everyone and it comes with new theme templates to get you started.
Paging of blog posts Macro with a link to member public profile page - which you can insert in emails to point members to their personal profile webpages. *{Member_Profile*} - can be used in all automatic emails related to applications and in email blasts to members. Events now stay in the current list until the end date/time (previously, multi-day events moved into Past events right on the start date) Automatic notifications to administrators about payment system configuration errors. If there is a problem reported by PayPal or Authorize.net with your account configuration (which means that people are unable to pay online), our system will send you an automatic email notice Wild Apricot in widget mode (embedded into other sites) will now only open new window when Paypal payment option is selected (this is required due to Paypal security measures). Wild Apricot terms of use have been removed from new member applications - they will be displayed to members later on, during their next login into the site. HTML code has been tweaked to make it easier to individually customize each event via CSS Our terms of use have been revised, please review the new version.
2.36 - Released on September 23rd, 2008

'Custom URLS' - ability to manually assign specific URLs to your website pages. Instead of a system-generated URL like www.abc.org/Default.aspx?PageID=12345, you can use something like www.abc.org/about_us or www.abc.org/about_us.html to point to a specific page. Custom URLs are helpful for Search Engine Optimization, as well as for transferring your old website to the Wild Apricot platform (so that external links will not break). 'Group management' - ability to organize members into groups - such as 'Board of Directors', 'Volunteer Committee', etc. These groups are independent of membership levels - one group can include members from different levels. These groups can be used to keep track of member participation in committees, restrict access to website pages to a particular group, or for advanced searches and emails. Note: The old functionality 'Group membership levels' has been renamed to 'Bundle memberships' to avoid confusion with the new functionality. Set of new design themes ('Notebook') - in 20 different color variations:
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Completed the bulk of work to streamline and rationalize CSS for all the functional pages. After each iteration we check Custom CSS for each client and try to update this ourselves - so most of you would not even notice our changes. Still, as you can imagine, understanding somebody else's code is tough and we sometimes miss spots. Whenever this happens, just let our support team know and we will help to fix it A.S.A.P. Our CSS customization pages have been updated with the new instructions. In the subsequent releases we will revise our Point-and-Click customization functionality to properly control all functional pages. We have also continued our work on the invoicing workflow improvements but ended up not including any of the changes we have developed into the current release. These changes affect many aspects of the system, and our Quality Assurance (Testing) team ran out of time to properly and thoroughly test all the details. Since we did not want to delay the release any further, we decided to hide our current work in progress and release everything else. In our next update we will continue our work and release it with all the other updates. Many other speed improvements and bug fixes.
2.35 - Released on August 11th, 2008

Authorize.Net payment option. If you have your own merchant account via Authorize.Net payment processor, you can now use it to process credit card payments with Wild Apricot. See Payment settings Invoicing for membership applications. As a first step, we've added the following capabilities: Automatically generate and email an invoice/payment receipt for membership applications. See Invoice and receipt settings Administrators can view/reprint/resend invoices/receipts for membership applications. This is just a first step in a large overhaul to implement proper invoicing workflows for all transactions. Over the next few releases you will see more invoicing functionality (and in subsequent releases, invoicing will be extended to other transaction types - event registrations, membership renewals etc). Multiple member application pages. For example, you can now create a separate page for sponsor forms, another one for regular membership applications, one more for special discounted applications for students, and so on. See Online member application form Forum categories. Each forum can now be assigned to a category and you can create Forum summary pages with a list of all or some forums grouped by category. Rich-text formatting of introductory texts on functional pages. These used to be plain-text fields now you can insert pictures and links, format the text, and add HTML and Javascript code. Search Engine Optimization tools and Advanced Customization (CSS) have been made available for all paid account plans (previously only available for Community plans and up). Wild Apricot support link now goes to our new support portal. Discussion forums are still in place, but should be used for non-urgent matters and general discussion. The new support system will improve request tracking to ensure that nothing ever falls "through the cracks" or into junk filters. Revised large parts of our code and upgraded to a new more powerful database server to maintain and improve system response time as we serve more and more clients. Widget code has been changed to process online payments in certain cases in a separate browser window - because Internet Explorer default security settings were blocking PayPal website from properly displaying within a frame. Member names in blog and forums posts are now linked to member profile pages Websites with custom domains can now choose which mailbox to use (previously it was hard-coded to admin@) See also: Wild Apricot updates blog post
2.34 - Released on June 26th, 2008

New payment option: pay with a credit card right on our servers, without having to redirect to PayPal website. See PayPal Pro User Payment Process Paypal is still the backend payment processor - this option requires WebSitePaymentsPro (US) account. PayPal does not yet properly support recurring payment for this mode. Members can now subscribe to receive daily or weekly email notifications about forum updates. See Forum subscriptions by email. Subscriptions are available for the whole forum (short summary is emailed) or for a particular topic (all updates are emailed) You can now properly print Wild Apricot webpages (administration ones or public/member pages) - see Printing Web Pages Firefox 3 compatibility - we have revised Wild Apricot code to be compatible with the newest Firefox version - 3.0 Members can now change from any level to any other level (subject to administrator restrictions - you can specify in each level which one it can be changed to). See Member - renew or change level You can now preset search fields in Member directory page Advanced search mode (uses Saved searches - Members, so it requires Community billing plan and up). See Member directory, Advanced search settings section You can now search by last renewal date and last level changed date You can now add descriptions to each membership level - these are shown on the level selection page For security reasons member password is blanked out when member welcome email is copied to the administrator
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2.33 - Released on May 22nd, 2008

Ability to set which fields on the member profile page can be viewed by public vs. by members. See online help page and also forum post on how this affects existing accounts New field type for rules / terms of use on events and member applications Option to setup member database fields visible to members but only editable by administrators. See Customizing your member database Additional design customization capabilities: login area settings and ability to specify your custom color code New design theme - Crimson flag
Event coupon codes - discounted registration for people who have a 'secret code' Redesign of payment workflows for events, donations and membership payments. Our subsequent release will include the remaining tests and tasks to release integrated credit card payment option (without PayPal website redirect) around end of June. NOTE: As a consequence of this redesign, CSS customization will have to use different set of classes/Ids for online forms and payment workflows after this release. We are reviewing and correcting existing CSS Customization code for all paid accounts to preserve your current look and feel. If you use CSS Customization, please make sure to review these pages after we publish the new release: event registration; member application, renewal and upgrade; donation; member profile view and editing. Our changes to your CSS code (if any) can be found via Settings / Advanced customization (CSS) / text box area at the bottom starting with comment line "SUPPORT". New online help page provides detailed instructions if you need to adjust anything - see Customizing online form pages via CSS (and feel free to contact our support team if you have any questions) We have moved Wild Apricot system to new servers. If you used our IP address 216.128.25.34 for custom domain setup, you should change it to 206.196.16.30 in you DNS servers settings via your domain registrar as soon as possible. Old IP address will be still working in the nearest future but it is very important to switch to the new one ASAP.
2.32 - Released on April 10th, 2008

Ability to specify for each field which membership level it is used in. See Customizing database fields by level. Available for community plans and up. This also means that membership application form consists of two separate steps (1) select level 2) fill out fields applicable for selected level) Customization of membership renewal emails (including specifying whether emails are to be sent to member, to admin or both). See Automating membership renewals, Renewal notifications section. Display of MemberID on member own profile and ability for administrators to search by MemberID Addressing numerous requests, the system now defaults 'Allow to show my public profile' to 'Yes' for new membership records. In our future updates we plan to make the default customizable by each client. Dynamic preview - now when you customize colors and styles, changes are reflected in preview window on the fly. Three new design themes: Dark Night, Blackout, Grey Owl:
We have started working on Integrated payment option (with credit card to be processed on our servers, without redirecting to PayPal). This work continues and will be released once we complete the development and (lots of!) testing, currently targeting mid-June. See also our recent blog post about our future development plans
2.31 - Released on March 6th, 2008

Quite a few improvements to handle manual transactions/exceptions: Redesigned manual registration of event attendees, which can now be done for members, past event attendees and new contacts. Administrators can now manually process member renewal Administrators can now manually record a donation (e.g. if it was mailed in) New members can now retry online payment without administrator involvement. See Online member application form. Note:
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this is done by allowing new members to choose their own password and also automatically logging them in at the time of application. However until they are activated, they do not have access to any member functionality, just their own profile to retry the payment (or delete their application). Other improvements: Custom currency setup (only for manual payments) Increase of upload limits for paid plans - from 2 to 5, 10 and 25 MB. See Pricing plans. Limitation of pixel size (1000 pixels) has been removed as well. Rich-text editor for members (to format blog posts, forum topics and forum replies - previously these were plain text). See Forum Module and Blog module A number of key system procedures were revised to improve speed and prevent loading errors (due to timeout).
2.30 - Released on February 6th, 2008

Private website sections with controlled secure access - Adding multiple private website sections, e.g. one section for regular members, another one for premium members, yet another for the board etc. (Community plan and up) Save & rerun searches - Ability to save searches and re-run them with one click.For example, you can create a search to select people who live in Toronto OR Mississauga OR Scarborough OR Richmond Hill, save it as 'Greater Toronto Area' and re-run it instantly later on. (Community plan and up) Search Engine Optimization Tools - Editing page titles and meta-tags (keywords, description, raw headers). This is helpful for search engine optimization of your Wild Apricot website - and for some special cases like site verification, for example to use Google Apps email or Google Webmaster tools. You can edit meta-tags for the whole site - or adjust them and edit page title for each page individually. (Community plan and up) Function to delete all member records (e.g. to re-import) A number of enhancements to Advanced search , including Search by exclusion 'Is not'. For example, you can search for records where state is anything except California Search date fields by this/last month/year. (For existing date fields like Renewal due. ability to add custom date fields is planned for later). Ability to change group administrator for group membership levels Member profile page customization - ability to select fields which are used as page heading. For example business associations might want to use organization name while clubs and other groups can use persons's name Event start and end times are now actual time fields instead of text fields they were. This ensures that event will be properly sorted in the list, in the RSS feed and when it's imported into desktop calendar like Outlook or iCalendar. Note about your existing events: We have automatically converted the times for your past events from text you have entered and where this was not possible (e.g if you entered something like 'cocktails around 6 and dinners starts at 7 sharp') we have moved these texts to the beginning of event description. New help article how to insert favorites icon And of course many other little fixes and enhancements One final note: for legal reasons we have to ensure that each website user accepts our terms of use. Site creators do that when the site is created. Any other user (member or administrator) who logs in will be asked to review and accept terms of use. This will happen only once for each user - on the first login after this update. White-labeled accounts are excluded from this for the moment, they will be handled later on.
2.29 - Released on January 16th, 2008

Due to Christmas and New Year holidays this was a minor release focused on bug fixing, speed improvements and small enhancements. Total number of these changes: almost 50. Bug fixes to note: Some clients had problems with pages created by copy-pasting from exiting page when it accidentally included administration code. This should be automatically filtered out now. Reliability of 'Add event to calendar' improved Member picture in the forum will be hidden/show according to each member privacy preferences Changing between group and individual membership levels enabled
2.28 - Released on 25th December, 2007

Merry Christmas! Here are our presents for you Ability to give any member access to site administration functions (eliminates the need setting up a separate User record with a different email). See: Managing site administrators, View and edit memberships. Ability to upload your own header background picture or select from over 200 header backgrounds we have designed. See Page header customization. Point and click customization of colors and styles for all themes. Importing events into MS Outlook or iCal Statistics on active members and outdated pages on Dashboard page Members can now retry paying for pending event registrations - no intervention needed by the administrator. See Completing pending event registrations. As always, performance improvements and bug fixes.
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2.27 - Released on 6th December, 2007

Automatic recurring payments - you can now have members sign up and pay automatically on monthly, quarterly etc. basis Point and click customization - adjusting colors and styles without any technical skills required. Beta-version - now enabled for one particular theme - other themes will be enabled in the near future Customization of emails and workflows for new applications and renewals separately for each membership level. See Membership levels Rewriting big chunks of some old code to speed the system up Ability to sort member directory by fields of drop-down type as well Empty fields are now automatically hidden from member profiles Advanced search now includes field 'Show in member directory'
2.26 - Released on 13th November, 2007

Customization of member directory. Now you select fields to be displayed in each column, column widths etc. Calendar view of events - now your events can be displayed and browsed on a monthly, weekly or annual calendar page. Log of all manually sent emails - you can see all the emails sent from the system manually When creating a new mass email, copy from a previous one. Multiple blog pages now possible. More options for membership renewal periods (monthly, quarterly, bi-annual). Automatic recurring payments coming soon ! Members can now cancel incomplete (pending) online renewals and upgrades and reprocess it without bugging busy administrators. Plus numerous other minor enhancements and bug fixes.
2.25 - Released on 29th October, 2007

Discussion forum module - create as many discussion forums, topics within each forum so that your members can engage in the dialog. Bundle Membership Level Overview - you can use them for families, corporate members or chapters within your regional or national organization. You can limit how many members are in the group. Each group has a dedicated group administrator who can manage members within his/her own group. You can now change reply email address for each mail blast. Administrator option to switch off all emails to given member (email blasts and all automatic emails) Speed improvements in member directory, page editing and across the board, usability improvements, enhancements and bug fixes. And as always, many improvements and small bug fixes across the board.
2.24 - Released on 1st October, 2007

(This description will be updated shortly with links to relevant new and updated help pages) Member Pictures - you can add picture fields to member database (photo, logo etc.) and members can edit these in their profiles. Pictures can be shown in member profile pages in member directory Payments report drill down - click on any number in Payments report to see underlying transactions Ability to undo last web page save. Member list (admin view) has been redesigned - now loads much faster Limit number of event registrations Totally redesigned event registration process. Now members can get member-only price by using a registered email, without logging in. Member can now enter multiple registrations. Multiple member directory pages now can be setup - e.g. one with regular members, one with sponsors etc. And as always, many improvements and small bug fixes across the board.
2.23 - Released on 12 September, 2007

New: Event categories (tags, labels) Categorize your events to search through the events in the future and create multiple event list pages filtered by different criteria. Update: Content pages vs. functional pages Adding and deleting functional pages (this means e.g. that you can add several event list pages as per previous point) New: Event Registration Types Redesign of event registration setup - using 'registration types' concept to remove rigid linking to member levels. This provides you with much more flexibility in event registration setup. You can also now use cut-off registration dates and early-bird pricing. Update: Domain name management Self-service custom domain management And many small improvements.
2.22 - Released on 17 August, 2007

New: 'Payments report' for donations, event registrations, member applications, upgrades and renewals. Update: 'Payment workflow and payment transactions list' redesigned - in addition to visual improvements, you can now mark transactions as confirmed or canceled and view transactions from within the originating record (member, donor, event registration, etc.). New: Show/hide events (similar to making web pages invisible) - now you can work on a draft for an event until it is ready. Update: Blog module - members can now create posts (in addition to replies/comments). This means that blog module can be used as a
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discussion forum. New: Wild Apricot widgets - so that you can embed our interactive functionality in your existing web site New: Insert table wizard Update: Member directory - select default search mode (advanced or keywords) Update: Simplified registration process for new accounts Update: Members are now automatically redirected to member only section after they have been logged in. New: Unique member id is now shown on member profile for admin and exported to Excel file. New: Documentation published on how to insert custom HTML forms into your Wild Apricot website For those of you who do not use custom domains, all email bounces and replies are now forwarded to organization contact email. For custom domains they go directly to admin@<custom.domain> Numerous bug fixes, changes and improvements, including: Google maps can now be embedded - code snippets (javascript, iframe, etc) support improved in content editor. Membership renewal date is now calculated based on previous renewal date instead of date of renewal
2.21 - Released on 20 July, 2007

Blog module enhancements - comments by members, ability to edit post date/time Allow users to choose between online and manual (offline) payment for each transaction New design themes Intro text messages for member application, online donations, events list Delete uploaded documents from server Log of payment transactions (beta)
2.20 - Released on 28 June, 2007

Blog module (First beta release - only administrators can create posts, no comments on posts) Admin roles - now you can differentiate access to each administrator (content/event/membership/donations management) Event end date - events now have an optional end date. You can now change your Wild Apricot URL on the fly (custom domains still require contacting us, this will be done soon too) Create events by copying from another existing event We have enabled adding Javascript code to pages! Page header customization has been much simplified - you can now easily position pictures and text with drag and drop White labeling support Many other small improvements and bug fixes
2.19 - Released on 1 June, 2007

Web page editor functions to change text font/color/size Referral program (earn affiliate commissions) WebDAV support for CSS customization (this gives you ability to upload images for your custom css) See Using images in CSS customization and Working with WebDAV Instantly see count and list of members with renewal overdue (additional filter added to the members summary list) Administrator can now hide system fields (Name, email) from the member directory Predefined content templates for new Wild Apricot accounts (e.g. tailored for professional associations etc.) To speed up Member directory, it now by default loads in the Advanced search mode Bug fixing See also our blog post about this release
2.18 - Released on 11 May, 2007

This short release was mostly focused on reviewing and rewriting some key parts of the system to increase performance (response time) - to ensure good user experience for our growing customer base! Performance improvements events list generation (1238) overall database performance tuning(1472) members advanced search - for admin and in Member directory on frontend(1401) Additional field types: Dropdowns and Multi-line textboxes in event registration/member application customization forms (1411, 1412) Display current WA version and link to release log (1660) Filter to view pending registrations only (1454) Bug fixing See also our blog post about this release
2.17 - Released on 27 April, 2007

Ability to change event price based on selected options on the event registration form(1421) Email customization improvements
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Member renewal emails customization (1338) Customizing Donations confirmation email is now available(1196) Member application workflow customization - you can leave new records as pending, customize emails and change sending options etc.(1407) Note: Make sure to review this feature and change settings as appropriate. As we have changed from hard-coded to settings-driven control of processing member applications, default settings have changed. Go to Settings / Member application workflow and e-mails to review and change settings Customize member directory sorting (1296) Documentation Css customization documentation - extended tutorial on changing theme colors (1654) Import and other help topics Usability improvements Back to list in member lists (1562) Show table borders in editor (1628) Insert HTML snippet (1716) Self-service function to close down a Wild Apricot account (672) (We hope you will never need it! But if you do - you can do it right away now yourself) Bug fixing
2.16 - Released on 6 April, 2007

Customization of automatic email confirmations/receipts triggered by certain events: Membership application (1200) Event registration (1450) CSS customization - finally tech-savvy users can directly tweak CSS for their Wild Apricot site template (1518, 1522) 2 new design templates (themes) - without CSS images so very easy to fully customize (1521) Advanced search in Member directory (for public/members) introduced (in addition to simple keyword search) (1436) Advanced search admin interface enhanced - now includes system fields (i.e. membership level, notes, created date, etc.) (1402) Page templates - a mini-wizard to create a page of a desired layout and specify other page settings right away (1194) Date selection widget redesigned - much faster and allows direct typing of date as text (913) Export of event attendees now includes custom event registration fields (1530) Export to now uses MS XML Spreadsheet format everywhere Opening trial account simplified - no plan selection is necessary, plan can be selected when/if user decides to upgrade(1376) ...and bug fixing (1534, 1582, 1646, 1658, 1525, 1567, 1570, 1571, 1586, 1589, 1598, 1601, 1602 and much more...) See also our blog post about this release
2.15 - Released on 19 March, 2007

Key enhancements: Member renewals automation, all actions are logged in member notes (863, 1508) Customization of event registration forms for each event (780, 1307, 1309, 1335) Member list summary table (560) Simplified the upgrade from trial to any plan (1365) Bug fixing (1533, 1422, 1486, 1511, 1512, 1517, 1557, 1408, 1448, 1456, 1466, 1468, 1490, 1492, 1520, 1529, 1539, 1540) Read more about release 2.15 on our blog
2.14 - Released on 2 March, 2007

This iteration was focused on cleaning the system up and bug fixing. But we also managed to add some new useful functionality: Search and filter by custom member fields (1061) Upgrade from trial to any plan (1290) Info re canceling and changing plan (1394) Autofocusing in editor (158) Creating new accounts from a template account (632) Bug fixing (995, 1425, 738, 1358, 1363, 1374, 1375, 1380, 1381, 1423, 1224, 1311, 1337, 1344, 1351, 1370, 1398, 1399, 1405, 1424, 1232, 1271, 1320, 1339, 1355, 1371) Read more about release 2.14 on our blog
2.13 - Released on February 9, 2007

Customizable behavior of membership levels on different screens Totally redesigned import/export procedure - much faster, more reliable and clear(1025) Changed export format to be the same as import so bulk database updates can be easily done via export/import (465) Admin can now register a member to an event via backend(383)
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Event payments report (1086) Adjusted sign-up emails (1317) Edited Members-only section and Member Directory initial content to provide a better explanation(1190) Redesigned registration page (1205) Option to automatically email event notices to event attendees and donors (1007) Added a sample nested page into default template (1202) Bug fixing (1301, 1318, 1319, 1356, 1220, 1259, 1280, 1284, 1300, 1302, 1304, 1361, 1279, 1283, 1289, 1297, 1299, 1331, 721, 1303, 1305, 1312) Read more on our blog
2.12 - Released on January 25, 2007

Introduced Usage tips to the system(748) E-mail blast functionality to event attendees (921) Added a "Clean up formatting" tool to page editor (1097) Added RSS feed to events page(779) Revised our handling of PayPal payment confirmations(883) Simplified way to customize page header introduced (341) Redesigned editor buttons for insert pic/link/document (729) Enabled admins to edit member password (1115) Allowed adding past-dated events (1221) Changed 'show in member directory' to be on by default for new members (1131) Updated MS AJAX framework to latest version (920) Bug fixing (684, 1105, 1186, 986, 1223, 1230, 1251, 1253, 1270, 1274, 244, 621, 758, 1243, 952, 1252, 1261, 1262, 1263, 1269) Read more about release 2.12 on our blog

Short release, focused on performance, stability and scalability improvements ASP.NET batch compilation / pre-compilation Refactored menu rendering algorithm (1065) Refactored member-only check algorithm (1102) Created database data consistency check scripts (1047) Cascade updates and locks (520) Bug fixing (1096, 1137, 1139, 1159, 1173, 1180, 1181, 1095, 1134, 1138, 1142, 1143, 1144, 1156, 1165, 1166, 1169, 1170, 1171, 1182, 1183, 501, 713, 736, 942, 1000, 1117, 1118, 1121, 1136, 1152, 1155, 1157, 1158, 1175, 421, 422, 541, 584, 644, 832, 840, 906, 987, 1069, 1085, 1091, 1101, 1107, 1140, 1149, 1150, 1151, 1161)

User management (412) Member opt-out from event notices (784) Export event attendees database (922) Member directory access by level (1058) Drag-drop custom fields (1045) Notifications when plan limit is reached (1073) Bugs (1094, 1080, 1110, 1081, 1087, 1077, 1088)

Member Directory introduced (778) Technical improvements (document/images storage redesigned to be faster/scale better) Inserting link (374) New account plans added ($12/month and $25/month) (847) Exporting members with custom fields (1024) Deleting images from image library (652) Visual redesign of event list on events web page (798) Currency format in Member Application (1029) Icons for member directory preferences (983) Read more about release 2.09 on our blog
2.08 - Released on November 29, 2006

Customization of member database (877) Database of all event attendees (390)
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Added account info to dashboard (935) Delete event attendees enabled(690) Extra event info for registered attendees (511) Currency setup (508) Read more about release 2.08 on our blog
2.07 - Released on November 2, 2006

Member-only private webpages (615) Emailing event attendees (371) Account information page (731) Edit and Delete donors (637) Displaying support questions on Support page (834) New themes (Vacation Blue, Modern Green 2) (878, 879) Read more on our blog
2.06 - Released on October 18, 2006

Subpages (aka nested pages) (381) Dashboard (389) Spellchecker in content editor (533) Email blasts to members (370) Auto login for new accounts (598) Read more on our blog
2.05 - Released on September 22, 2006

Online donations (531) Upgrade from free/trial to payable plan (610, 410) Trial account expiry (409) Limit system functionality per current plan (612, 695, 631) Google AdSense ads for free plans (382) New theme - Bubbles Red (675) Show member application form in admin mode (635) Read more on our blog
2.03 - Released on August 23, 2006

Show or Hide page (432) Export event attendees (372) Simplify account activation (408) Renewal date based on membership level (471) Allow to select "Never" date for member renewal (517) More text styles (401) More themes (413) Incomplete payment emails to be sent to admin (580) Inserting mailto links (526) Make functional page movable in menu (554) Renewal for active members with past renewal date (576) Event payment incomplete notification (579) Already existing e-mail entry in Member application (545) Notification to admin about member's level upgrades (570) Import members (279, 419) Read more on our blog
2.02 - Released on August 4, 2006

Customizing page footer (388) Displaying large number of member records (391) Member Online Application (399) Online payment for event (402) Online payment for membership (403) Member renewals (424) Member level upgrade from free (425) Adding Javascript to public pages (504) Inserting documents (269)
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Customizing membership levels (367) Customizing existing fields on member application form (387) Configure site to work with own domain (366) Out of service message (522) New theme: Modern Green (463) Confirmation about success for public event registrants (487) Login box location (313) Streamlined payment settings (485) View payment information on event registration (503) Bugs (318, 429, 440, 468, 484, 495, 544, 461, 476, 482, 489, 492, 497, 506, 523, 542, 490, 493, 505, 496, 530) Read more on our blog
2.01 - Released on July 11, 2006

Insert external hyperlink (263) Export members (373) URL and Title autoreplacement during Hyperlink editing(346) E-mail to accounts(427) Setup online payment integration (407) Online payment (3) Research payment systems Paypal and InternetSecure (326) Inserting scripts (280) Layout of event details screen (208) Read more on our blog
1.09
Simplify account activation (267) HTML-view button in toolbar (276, 357)
1.08
WA site tracking code (342) Redesigned editor buttons (155) Powered by WildApricot (314) Tags in Title field during Hyperlink editing (347) Support message page (352) Bugs (192, 338, 359, 335, 344, 323, 336)
1.07
Insert picture (162) Event reminders (204) Customize visual theme (219) Customize site header (286) Change page position in menu (237) Manual payment for events (264) Basic text styles (223) Deal with forgotten passwords (240) Change password (262) Non-Member Event Registration (265, 271) Select non profit category when registering (266) Regular full backup live DB (260) Email preferences in member profile (300) Images in page header (144)
1.06
New design for Admin toolbar (123) Instant support posting (132) Edit event (137) Import members (138) Admin views event registrants (154) Add member (168) Member view and edit own profile (179) Change event date during event editing (167) Setup server errors logging (200) Visual design of member view and edit profile (201) Organize iteration deployment (83)
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Design of New Account Confirmation (139)
1.05
Open free account (119) Delete member (133) Instant support posting (135) Member Event Registration (136) Basic text formatting (75) Role management (159) New account activation (147)
1.04
Add Page (111) Edit and Publish page (70) Edit member (80) View events on frontend (121)
First steps
View site (30) View Events in Backend (31)
* Site Admin Login (32)

Find member and view details (33) Show event list (34) Show member list (36) Attach EntLib features (40) Determine current site state (41) Init current Principal/Identity (44) Determine current content page (46) Initialize web request execution context (66) Show event details (35) Show member details (37) Site menu (42) Display public site pages (43) Login to admin backend (47) Display/Switch admin topbar (48) Prepare HTML for public site (53) Security framework (45) Setup Cruise Control (52) Ajax working pattern (50) Multi-browser editor engine (76)Quickbooks integration (BETA) - export of financial transactions in Quickbooks IIF format Administrators will no longer be required to fill all mandatory fields when editing records in the backend Detailed log of sent emails - both email blasts and automatic system emails, including the capability to view emails sent to a specific contact. Ability to send automatic event announcements to contacts Improvements for storing organizations stored as Wild Apricot contact records. First and Last name will no longer be mandatory - while Organization field will be added to all key screens alongside name fields Function to merge duplicate contact records Setting a time zone for your account Customizable time/date format Content Management System redesign Phase 1 One new theme (Sorry, had to remove this from the scope of this release.)
Changes to Emails in 4.3

Changes to Membership and Event Emails in 4.3
In our 4.3 release we've simplified our email notifications by merging and reducing the total number emails sent for events and memberships. This also means the criteria for when certain emails are sent has changed - to know which emails you'll need to update check the tables below.
Event E-mail Changes

We've changed our Default Event Emails (see Default Event Emails) by merging all registration emails into two emails: Registration confirmed and Registration pending
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New Event Emails

Registration confirmed Contents taken from old "Paid confirmed registrations (offline payment)" Sent when event registration invoice is paid (online or offline), when free event registration is confirmed, or when admin manually confirms event registration Registration pending Contents taken from old "Paid pending registrations (offline payment)" Sent when attendee confirms registration on wizard and payment is required. Not sent for free registrations (only "Registration confirmed" is sent) Or when admin creates event registration manually and sends manual email to attendee
Removed Event Emails

Paid confirmed registrations (online payment) online payment is selected, fully completed and notification from payment processor is received Paid confirmed registrations (offline payment) sent when offline payment was completed (recorded by admin) and registration confirmed Free registration confirmations sent when free registration submitted Paid pending registrations (offline payment) sent when attendee select manual payment on registration wizard, registration submitted
Membership Renewal Email Changes

We've separated renewal emails into two types - emails connected to paid memberships vs. emails for free memberships.
NEW (4.3) For paid membership levels

Renewal pending sent when member confirms renewal in the end of wizard (confirmed button clicked) and payment is required or when admin makes manual renewal, checks checkbox "Send notification" and saves the changes In both cases member is in "Pending - Renewal" status Renewal confirmed payment for the renewal was successfully received and invoice closed (can be made by member or by administrator) or when admin manually confirmed renewal without payment or even without invoice (using special button on the member details
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screen) Recurring renewal failed sent when recurring payment attempt failed
For free membership levels (e.g, $0.00 price):

Renewal pending sent when renewal is paid due to extra costs, otherwise skipped Renewal confirmed renewal confirmed right away (no payment is required) or payment for the renewal was successfully received and invoice closed (can be made by member or by administrator) or when admin manually approved pending renewal (using special button on the contact details screen) Recurring renewal failed email is not shown
OLD (4.2) For paid levels

Manual renewal initiated sent when member selects manual payment on renewal wizard, renewal submitted Member renewal finalized manual renewal confirmed by administrator (payment received) Renewal canceled by member sent when member cancels renewal from profile Online renewal succeeded online payment is selected, fully completed and notification from payment processor is received Online renewal failed when renewal online payment failed for recurring payment
For free levels (0.00 price)

Free membership renewal If renewal is paid (due to extra costs), then one of the hidden emails above is sent
What Changed?
New email "Renewal pending" for free levels default text is taken from old "Manual renewal initiated" default account template checkboxes are defaulted (not selected) for paid levels just old "Manual renewal initiated" template is renamed (text and checkboxes are taken from old template) New email "Renewal confirmed" for free levels text and checkboxes are taken from "Free membership renewal" for paid levels text and checkboxes are taken from old "Member renewal finalized". "Online renewal succeeded" template completely removed New email "Recurring renewal failed" text and checkboxes are taken from "Online renewal failed" tempalte
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Getting ready for new version 4.3

Getting ready for new version 4.3 coming out in December 2011
Our next version upgrade is scheduled for December 14th and this page contains important information about the new version. Please read carefully to: 1. Check and adjust settings in your account to ensure smooth operation after the upgrade and 2. Get familiar with key changes in Wild Apricot software after version 4.3 upgrade If you want to ask any questions, please post to this forum thread we have created specifically about version 4.3 upgrade: Discussion forum thread: Getting ready for version 4.3. In this way we can share our answers with everyone. And, of course, feel free to send any questions to support.
Check and adjust settings to prepare for data conversion in 4.3

We list below things you need to check and potentially adjust in your account in advance of the new version. 1. Review your event registration email template currently called "Paid confirmed registrations (offline payment)". In 4.2 this email template is only used for offline (manual) payments - while a separate email template is used for online payments. In the new version 4.3 it will be used for all event registrations, whatever the payment method is (template name will be changed along the way too). Review and adjust this email template to ensure that its text makes sense for both online and offline payments. See: Event emails transformation See: Default Event Emails on how to view/change the default (global) template. If you have customized it for any particular event, go into the event in question (obviously you should only bother with upcoming events) and also review/change the event-specific template (See: Customizing event emails ) 2. Review your membership application and renewal templates In 4.2 we have renewal emails for each payment option (online and offline) plus a separate email for free membership levels. In the new version the renewal emails are simplified into three emails: Renewal pending, Renewal confirmed and Recurring renewal failed. See: Membership emails transformation See Default membership emails to view/edit default(global) emails If you have customized these emails separately for any particular membership level, go to that level to update email templates. 3. Review and clean up outstanding accounts receivable In version 4.2 your members/contacts don't have a way to see their invoices and current outstanding balance so any messy data (e.g. invoices which are not settled even though the payment has been received) is only visible to the administrators.
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3.
In version 4.3 current outstanding balance will be prominently shown to each contact - as well as a history of invoices and payments. We recommend reviewing your open balances (e.g. via - Finances / Reports / Aging Receivables ) to ensure it is correct and would not cause any confusion for your contacts. (One of the ways you can adjust the balance is to record a manual payment with a special tender to write off or adjust the balance due). See Complimentary transactions and special discounts 4. Review and edit your payment instructions. Make sure they contain full information on payment methods you accept. In version 4.3 each transaction (e.g. event registration, membership application) will generate and present an invoice with these payment instructions. You can adjust payment instructions from Settings / Payment setting. Scroll down to the Payment instructions section.
Get familiar with key changes in version 4.3

Comparison table
Area Online self-service Members can log in to edit their profile, update email preferences, etc. They can't view history of transactions/invoices/payments. All contacts can now log in to: View their contact profile fields Change email preferences View current total outstanding balance View full invoicing and payment history Pay outstanding invoices online If membership is overdue/inactive, special notice message is displayed (Members can do some additional things, as before update member fields, renew membership, change membership level) Any contact can now use 'Forgot password' function to reset password Current functionality in Version 4.2 Changes in version 4.3
Email bounces Each email bounce (emails which had delivery problems) are forwarded back to site administrators. Each bounce has to be reviewed manually and administrators have to switch off emails to all contacts with out of date emails. Email delivery status is now tracked and recorded for emails There is now a way to search for all contacts with email delivery problems (e.g. to call them up and get the new address) If a particular contact has persistent email delivery problems (e.g. email no longer valid), system automatically disables sending emails to that contact Individual email bounces are no longer forwarded to administrators
Password generation When applying online, prospective member enter their own password. Membership applications from archived/lapsed/suspended members Initial passwords are now generated automatically during membership applications, event registrations etc. and emailed to the person.
These people cannot apply (using the same email address) - administrator has to manually adjust their old records or delete them first.
Archived/suspended members can apply online and system automatically reactivates their old record. Lapsed members are prompted to log in - and can then renew membership.
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Payment settings and workflow
There is a setting to enable online and/or offline payment. Workflow at the end of each transaction (e.g. membership application): If both options are enabled, user has to select payment method (online/offline). Online payment method allows user to pay online for this particular transaction in progress. If online payment fails, user can't come back later and pay - the whole transaction has to be restarted. Offline payment method displays payment instructions, workflow ends with open invoice in the system and administrator waiting for check in the mail.
There is no longer a setting for offline payment. Workflow: Every transaction ends with an invoice generated and payment instructions displayed. If online payment is set up and user desires to pay online, there is a button to pay online any invoice with outstanding balance - or several invoices at once.
Incomplete (abandoned) transactions
Transactions which ended up with user selecting online payment but not completing it right away, are marked as 'In progress' for 24 hours and then as 'Abandoned' A contact is created immediately after a user started any transaction (e.g. membership, event) Records for incomplete transactions are shown as 'in progress'
There is no longer a concept of 'In progress' or 'Abandoned' transactions (the only exception are donations - for now). As soon as transaction is confirmed, an invoice is generated and it stays as an open invoice until payment is either received through an online payment or recorded manually by the administrator. Before a transaction is completed/confirmed, it is not shown to site administrators at all and no contact record exists. Only the originating user can view his/her own incomplete transaction - to complete it as desired. No record is created until the user clicks on "Confirm and proceed with payment"
Online payment Each self-service transaction had to be paid separately (e.g. membership application and registration for 2 events has to be done as three separate self-service transactions and payments) Ad-hoc (manual) invoices could not be paid online (because there was no self-service transaction - ad-hoc invoices are created by administrators Online payment can only be done right away during the self-service transaction, payment cannot be retried later - the whole transaction has to be repeated. (Except for event registrations - these are stored and can be accessed by initiating event registration again and payment reattempted) Each self-service transaction generates an invoice (except for donations). Multiple transactions (invoices) can be paid with one online payment. (Exception: automatic recurring payment for membership. This invoice has to be paid separately) Ad-hoc invoices can be paid online - like any other invoice by following a link in the invoice email to view and pay this invoice online Any invoice can be paid online at any time (e.g. someone registered for an event, tried to pay online, his card was declined. He can go home, get another card and then pay the outstanding invoice by following the link in the invoice email or simply by logging into his profile)
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Using on-account credits Overpayments, partial payments and other credits can be recorded by the administrator but are not visible to the end user and are not taken into account during online payment Each online payment is always for the full amount of the transaction Emails There are separate email templates for manual and for online payments because the workflows are slightly different for manual and online payments (applies to event registrations, membership applications and renewals) There is a unified workflow since any transaction can be paid online at any time (as long as online payment is enabled in the account). Thus, the number of email templates has been reduced across the board See: Email Transformation Overpayments, partial payments and other credits are displayed to the end user with all the invoices and can be applied during online payment - i.e. user would only have to pay net outstanding balance Once invoice is created, administrator can apply discounts/credits to it and then online payment can be done for the outstanding balance only
Other notable changes

New or changed macros: Macro Invoice_details_URL: This link allows viewing invoice details and paying without logging in. If you are using a standard template for invoice, we will automatically insert a link to the standard invoice template during 4.3 upgrade. People will be able to view and pay the invoice by following that link. If you have customized the invoice template, you would have to add this link manually once version 4.3 launches. Note: if user would like to pay other open invoices or to see a full balance the user would have to login Macro Member_profile_URL renamed to Profile_URL and is now available for any contact (not only members) New macro Invoice_PublicMemo (Payment_PublicMemo etc.) is available for financial documents emails (invoice, payment, refund, donation). (Corresponds to new field "Comments for payer" in the admin back-end) New macro Contact_Balance_amount macro shows contact balance amount and links to contact profile (to Invoices and payment tab) Membership-related macros are now available in email templates: Member_Renewal_Date, Member_Next_Renewal_Date, Member_Since, Member_Status, Member_Level_Fee, Member_Level, Member_Level_Full Enabled macro EventField_... in invoice emails Advanced search to find contacts with open balance Members in Pending status can now use member-only event registration types. This enables a scenario where people can register for an event and apply for membership at the same time - and then pay once. Automatic recurring payments: "Invoices and Payments" tab in contact profile shows next recurring payment as one of the invoices with expected next payment date and amount. There is also Cancel button to cancel the recurring payment Invoice for recurring payment is automatically generated as soon as payment is received. If it failed, then no invoice is generated and "Recurring renewal failed" email is sent to a member (see below membership changes) Availability of event registrations (if limit is used) is updated immediately upon each registration confirmation step (when invoice is generated). When registering for an event, system suggests appropriate actions: "Login", "Renew membership", "Apply for membership" Failed donation (i.e. credit card declined) can now be paid later and is shown to the user when logged-in Invoice for any transaction can now be billed to another person, e.g. event registration of "John Smith" can be billed to "John Doe". For self-service transactions, billing person is determined automatically and cannot be changed. Admin can change invoice's billing contact from backend Contact details screen has a new button which generates and emails new password to the contact. This email uses new customizable template: Settings / Contact settings / Password email New design theme which will use the latest capabilities of our content management system to enable so-called 'flexible' layout, meaning that page width will not be fixed but will instead expand/shrink depending on the visitor screen resolution Logged-in users will see a special warning message at the bottom right corner of the screen if they have an open balance, incomplete transactions, or lapsed membership
4.3 Screenshot gallery

Contact profile view
Contact can login and get access to their profile settings, payment history and online payment option
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Invoices and payments tab in contact profile

Note, if there is an incomplete transaction it will show a message and will provide an option to complete online payment
Invoice email with online payment link
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Email contains link to the online invoice
Online invoice (after member clicks on the link in the email)
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Email log with failed emails

Review email delivery status from the email logs
Contact with auto-disabled emails due to multiple failures
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Advanced search settings related to email delivery

Allows you to find all contacts with email delivery problems so you can call them to get updated email addresses
New credit card entry screen
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Event messages
Users can register for membership first and then get access to members only event registration.
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Event emails transformation

Event emails transformation
Membership emails transformation

Membership emails transformation
New theme - gray
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Administrator to process credit cards

Note, this is available for Authorize.net and PayPal Pro payment systems only
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Account administration
Account administration
Account administration Delete contact records Changing Your Billing Details Anti-spam settings (Captcha) Managing site administrators Changing your billing plan All Settings Deleting your account Upgrading to a paid billing plan Routing of system emails Trial site and Free Billing plan Automatic emails schedule Page and Field Size Limits Functionality by billing plan
Delete contact records

How to delete member / contact records
Overview How to delete a member / contact record How to delete member / contact records in bulk
Overview
Once in a while you probably want to delete some records that have are outdated or were just added for testing purposes. You can delete your contact records one by one but this is only practical for a few records. If you have many records Wild Apricot also gives you the option of deleting all / some of them at once. Wild Apricot also allows you to merge 2 records together (e.g. if the same person was added into the system more than once) so you don't need to delete the other record in this case, see Merging Records
How to delete a member / contact record

To delete a single record first archive the record, then delete it afterwards, see Archived vs. active records
How to delete member / contact records in bulk

This option is useful when you want to remove all records e.g. to clean up your entire test database records created during your evaluation of Wild Apricot. You can also delete some of the records only in bulk (say you want to delete half the records only) To delete some records only: first archive all the records you want to delete, then select delete archived only (see below). To archive in bulk see Bulk changes using import and export To delete all existing contacts go to Settings ->Account and billing -> Delete all contacts
This function will PERMANENTLY delete the records from your contact database and they cannot be recovered.
The next screen will have several options. The most important is Select records to delete that offers three options: 1. All except administrators - deletes all records except for the records with administrative privileges. 2. All (except your own record) - deletes all records except the one you are logged in under right now. 3. Archived only - deletes all archived records. Type DELETE , enter your password and click on [Delete members] button.
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Changing Your Billing Details

Changing Your Billing Info Details
Change credit card details Billing contact
Change credit card details

To change / update the credit card being currently billed go to Settings > Account and billing and click the [Change credit card details] button:
Enter updated information and click on the [Next] button:
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Please note Although there is no information displayed on this screen when you load it, you only have to enter any information that you wish to change. Information entered earlier is automatically retained and you do not need to re-enter it.
Review information and press the [Confirm] button. Information will be processed and you will get a confirmation message.
Billing contact
If you organization has a dedicated billing contact, you can add his/her contact information to the account. This way, all billing related interactions will be addressed directly to them. To add/ update the billing contact go to Settings > Account and billing and click the [Change billing contact] button:
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On the following screen update the details and click on Save button.
Anti-spam settings (Captcha)

If you are noticing spam or suspiciousness registrations, comments or content on your site try enabling our anti-spam tools. When enabled a CAPTCHA (a random code) will be generated and must be re-entered by the user in order to submit the form they are using successfully.
Enabling Anti-spam settings.

To enable Anti-spam settings, go to Settings -> Site Settings -> Anti-span settings (Captcha)
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You can select to use Captcha for forms that are visible to the public, just members, or both.
Note that Anti-spam settings cannot be turned off for the public on certain pages like blogs, forums, send message form and subscription form.
Anti-spam settings on forms.

Any pages where Captcha is enabled will have a section called Security check at the bottom of form
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A series of distorted random letters will appear. The user has to replicate them in the text box. Some patterns may be very hard to distinguish. In those cases the user can either Click on the speaker icon and have the letters read to them Click on the refresh icon to get a new set of letters Once they have entered the letters properly, they are taken to the next step. There is no limit to the number of attempts they can make.
Managing site administrators

Managing account administrators
Overview Viewing Current Administrators How to Make Someone An Administrator Set the administrator access level Summary of features by admin access level Visual Settings Page Management Contacts Management Members Management Events Management Donations Management Financial Management Account and Billing Specific functionality Related Topics
Overview
There are 3 main views to a Wild Apricot site: Public View: This is what everyone visiting the site can see without logging in (shows public pages only) Member View: The site as seen by a logged in member (shows public pages, member-only pages and the member profile page) Administrator View: When logged in as an administrator you have access to account administrative functions such as making changes to the site, customizing your contact database, creating events etc. An administrator can have full or restricted access Restricted access administrators can only see / have access to specific allowed functionality (see table at the bottom) Only Community plans and above (See:Pricing) can create administrators with restricted access access (aka access control by admin rights).
1. You can be both an administrator and a member of the site, or you can simply be an administrator without membership. 2. An administrator with membership can switch between Administrative and Member Views, whereas an admin without membership can only see the administrative side.
Viewing Current Administrators

To view the list of current administrators, go to the Contact database and use the filter named Administrators. (Administrators are shown with a star icon next to them)
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In above example example the 1st two admins have no membership, and the last 2 are both administrators and members.
How to Make Someone An Administrator

Any contact in your database can be given administrator access. From the Contact database go to the contact record you want and [Edit] their login details:
Set the administrator access level

Choose from the 4 available options the level of admin access you want the person to have. No administrative privileges: For current admins this removes their admin access Account administrator (Full access): Gives them full access to all the admin functions (Only people you trust should have full access, this even allows them to delete other administrators or the entire site) Account administrator (Read-only access): Allows them to view nearly everything in the admin backend without being able to make any changes (this will be perfect for curious members of the board for example, who want to know everything that's going on) Limited access - Use this option if you have dedicated personnel in charge of events, memberships, editing webpages or donations. Membership Manager - Administrator with access to contact records; can create new contacts, edit existing ones etc Event Manager - An administrator responsible for managing events
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Donations Manager - Responsible for managing donations only. Website editor - This administrator can only edit webpages; can be limited to specific webpages only or have access to all webpages. If you give a website editor access to a parent page you automatically grant access to all the child / sub pages as well.
Granting limited admin access is only available to "Community" plans and above. (See: Pricing)
Summary of features by admin access level

The following table summarizes what each different type of administrator is allowed to see / change:
Visual Settings
Full admin Basic setup (change visual theme, header background, logo, title) Customize header Customize footer Customize colors and styles (Beta) CSS customization WebDAV Yes Read-only admin Membership manager Event manager Donations manager Website editor Yes Restricted website editor
Yes Yes Yes Yes Yes Read-only Read-only Yes (through Insert Picture/Document dialog) Yes (through Insert Picture/Document dialog) Yes (through Insert Picture/Document dialog) Yes (through Insert Picture/Document dialog)
Yes Yes Yes Yes Yes Yes
File management page
Yes
Yes
Yes
Page Management
Full admin Read-only admin Membership manager Event manager Donations manager Website editor Restricted website editor
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Add/edit/delete content page, manage page (change access, edit Meta-Tags and Custom URL) Add/edit settings/delete functional page, manage page (change access, edit Meta-Tags and Custom URL) View invisible (admin-only) pages
Yes
Yes
Only allowed pages Only allowed pages Only allowed pages Only allowed pages Only allowed pages Only allowed pages
Yes
Yes
Yes
Yes
Yes
View all restricted by level/group pages
Yes
Yes
Yes
Manage blog posts and comments
Yes
Yes
Manage forum topics and comments
Yes
Yes
Contacts Management
Full admin View contacts tab Customize contact fields Add new contact Archive contact Delete contact Add/edit access role/delete administrators View contact details (summary, all tabs) View Financial transactions link Generate Account statement report Edit contact/membership card (contact details tab) Edit login details (contact details tab) Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes (excluding admins) Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Read-only admin Yes Read-only Membership manager Yes Yes Yes Yes Yes Event manager Donations manager Yes Website editor Restricted website editor
Yes
Edit internal use (contact details tab) Assign/Edit membership (membership tab) Renew membership (membership tab) Actions from warning boxes (membership tab) Suspend/resume membership (membership tab) Add to bundle (membership tab) Add member to bundle (membership tab)
Yes Yes Yes Yes Yes Yes Yes
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Edit ad-hoc group (membership tab) Record event registration (events tab) Record payment for unpaid registration (events tab) Cancel registration/Confirm registration without invoice (events tab) Record donation (donations tab) Edit e-mail options (e-mail options tab) E-mail enabled/disabled (e-mail options tab) Event announcements (e-mail options tab) Manually sent emails (e-mail options tab) Forum/topic subscriptions (e-mail options tab) Edit privacy settings (privacy settings tab) View full contact list Record payment (contact list) Save searches (on Advanced search tab) Run saved searches (on Advanced search or Saved searches tab) Export contacts
Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes (excluding Internal use fields) Yes Yes Yes
Yes
Yes Yes
Yes Yes (excluding Internal use fields) Yes
E-mail contacts Import contacts Delete all contacts
Yes Yes Yes
Yes Yes
Members Management
Full admin View members tab View member list Save & rerun saved searches Customize membership fields Add/edit/delete member levels Add/edit/manage/delete groups Customize member profile display settings Customize automatic member renewals Customize member application workflow and e-mails Yes Yes Yes Yes Yes Yes Yes Yes Yes Read-only admin Yes Yes Yes Read-only Read-only Read-only Read-only Read-only Read-only Membership manager Yes Yes Yes Yes Yes Yes Yes Yes Yes Event manager Donations manager Website editor Restricted website editor
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Create/edit custom report layouts Discount codes for membership Extra costs for member application form Customize member directory settings Member Photo Gallery
Yes Yes Yes Yes Yes
Read-only Read-only Read-only
Yes Yes Yes Yes Yes Yes Yes (if allowed)
Events Management
Full admin View events tab Add/edit/delete event Customize event registration form Add/edit/delete event registration types Add attendee (existing contact only) Edit/cancel/delete event registration Add guest Generate invoice/Record payment Confirm without invoice Restore canceled registration Send notification to attendee Export event attendees E-mail event attendees Customize event registration e-mails View event payment report Generate event registration report Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Read-only Yes Yes Yes Yes Yes Yes Read-only admin Yes Membership manager Event manager Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Donations manager Website editor Restricted website editor
Donations Management
Full admin View donations tab Customize donation confirmation e-mail Export donations Record donation Edit/Delete donation Refund donation Yes Yes Yes Yes Yes Yes Yes Yes Read-only admin Yes Read-only Yes Yes Membership manager Event manager Donations manager Yes Yes Yes Yes Yes Yes Website editor Restricted website editor
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Preview&Print/E-mail donation receipt Customize donation fields
Yes Yes
Yes (except E-mail) Read-only
Yes
Yes
Yes Yes
Financial Management
Full admin View invoices /payments list Export invoices/payments Add/View/Edit/Delete invoice Preview&Print/E-mail invoice Record / View / Edit / Delete payment Settle / Unsettle payment Preview & Print /E-mail payment receipt Add/View/Edit/Delete refund View activity log/entry details View / generate / export reports (Income, Payments etc) View/customize invoice View/customize payment receipt View/customize donation receipt View/edit payment settings Tender management Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes (except E-mail) View-only Yes Yes Read-only admin Yes Yes View-only Yes (except E-mail) View-only Membership manager Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Event manager Yes Donations manager Yes Website editor Restricted website editor
Yes Yes Yes Yes Yes
Read-only Read-only Read-only Read-only Read-only
Yes Yes
Yes Yes Yes
Account and Billing

Full admin View/edit organization details Account and Billing Upgrade account Change billing plan Change billing contact Change credit card details Delete account Yes Yes Yes Yes Yes Yes Yes Read-only admin Read-only Read-only Membership manager Event manager Donations manager Website editor Restricted website editor
Specific functionality
Full admin Read-only admin Membership manager Event manager Donations manager Website editor Restricted website editor
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Domain name management Global Javascript (Web analytic integration) Get widgets code View log of email blasts/drafts, use e-mail drafts View referrals section, send e-mail invitation Meta tags (for search engines) Anti-spam settings (Captcha) Authorization required message Routing of system e-mails
Yes Yes Yes Yes Yes Yes Yes Yes Yes
Read-only Read-only Yes Read-only Yes Read-only Read-only Read-only Read-only Yes Yes Yes
Related Topics
Administrative and Member Views Page access
Changing your billing plan

Changing your billing plan
Applies to monthly plans only. We are in the process of changing our payment processing system. If you do not see the [Change billing plan] button it means you are still on the old processor and need to switch to the new processor - use the [Change credit card details] button to switch to the new payment system.
To upgrade or downgrade your current billing plan go to Settings > Account and Billing and click the [Change billing plan] button:
Change billing plan

You can upgrade or downgrade your account, and select if you want to use the credit card on file or a enter a new card:
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Note that if you downgrade your account there is no refund on the remaining portion of a previous payment.
Click on the [Confirm] button to process the change.
All Settings
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All Settings Page

Overview Your Account Widgets Finances E-mail Blasts Contact Settings Membership Settings Events Settings Donation Settings Site Look and Feel Site Settings
Overview
From this area an administrator can access all the settings of the various areas of your website, contact and member database, levels, emails, etc. What specific links you see will depend on your administrative permissions.
Your Account
Account and Billing: See Upgrading to paid plan and Changing Billing Details Organization Details: See Organization details
Widgets
Add Wild Apricot to your existing website by adding our ready to insert 'Widgets', see Widgets - integrating Wild Apricot into another website for full instructions.
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Finances
All settings related to the setup, management and export of your Finances. Invoices Payment receipt Donation receipt Payment settings Tender management QuickBooks export settings
E-mail Blasts
Settings related to sending e-mail blast (i.,e newsletters). See Sending email blasts Drafts E-mails
Contact Settings
All settings related to the management of your contact records. In Wild Apricot all records are considered 'contact record' if they have a membership or not (see Contact Vs Member records ) Common fields: See Customizing your contact database fields Subscription form e-mail: See E-mail Subscription Form
Membership Settings
All settings related to the setup of your membership renewals, online applications forms and specific e-mails related to membership (i.e, reminders). Membership fields: See Customizing your member database Membership levels: See Membership levels Default membership emails: SeeDefault membership emails Member Profile Page: See Privacy settings Group Management: See Member Groups Discount Coupons: See Discount coupons for member applications Custom Reports Layouts: See Custom reports layouts
Events Settings
See Customizing event emails
Donation Settings
Donation confirmation emails: See Donation Confirmation Email Donation fields: See Donation Form Customization
Site Look and Feel

Website Layout and design options. See Help with customization and setup
Site Settings
Settings specific to the setup of your website (i.e., Domain Names, Pages, Files, Meta-tags, Global Javascript, etc). See Site Settings
Site Settings
Site Settings Page
Overview Administrators
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Page Management Domain Management Global Javascript Meta tags (for search engines) Anti-spam settings (Captcha) Routing of system e-mails
Overview
Site Settings screen allows you to access and make site wide global settings.
Administrators
From here you to see and access the list of all administrators of your site. See also Managing site administrators
Page Management
See Page Management
Domain Management
See Domain management
Global Javascript
All site wide global scripts are entered here e.g. scripts to hide the print button, adding content under the menu etc, see Library of tweaks and examples
Meta tags (for search engines)

See Search Engine Optimization (SEO) Tools - Page Title and Meta Tags

See Anti-spam settings (Captcha)
Routing of system e-mails

See Routing of system emails
Organization details
Organization details Organization Name
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E-mail Settings Custom Domain E-mail vs. Default Wild Apricot E-mail E-mail Tracking Default Organization Timezone and Formats Account Owner Details See also
Organization details
Your organization settings control what name (i.e, Organization Name ), Timezone (i.e., Events, Reminders,etc) and e-mail (i.e., 'From' and 'Reply-to') that are used for communications and other system settings and notifications.
You can access this area via: Settings > Your Account > Organization details
Organization Name
The organization name entered under the General section will be used in all locations where your organization name is referenced (i.e. E-mail Macros).
E-mail Settings
The e-mail address you set here is referred to as the Organization Email and it is used as the 'From' address (and 'Reply-to' address for all automatic emails) when your account sends emails. This is also the default e-mail all admin emails are sent to, but if you want to distribute some of these notifications to other administrators / emails, see Routing of system e-mails.
Custom Domain E-mail vs. Default Wild Apricot E-mail
When you send out e-mail (i.e., e-mail blasts, event reminders,etc) each e-mail will have both a 'From' address (e.g., who sent the e-mail) as well as a 'Reply-to' (e.g, who the reply should be sent to) if the user clicks on the 'reply' button within their e-mail software. If you are on a paid plan you will have the option to set the address used to something at your custom domain (i.e, john@your_association.com), however if you are on a free or trial version of Wild Apricot the e-mail address will be automatically set for you and can not be changed.
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Note that if you setup a custom domain name without a valid TXT record the "From" email address will still be generated from the free sub-domain we provide you, and you will not be able to create a custom "From" address that is based on your custom domain. See: Custom domain setup But if you setup your domain properly, then you would be able to specify your own FROM email. By default this address will be set to admin@your_association.com so make sure to have this existing email account or change it to another existing account. If you fail to do so your out going emails might be flagged as spam (since in this case system will send emails without existing FROM address).
However you can upgrade to a paid plan at any time if you decide that you would prefer to send e-mails from your personal/organizational e-mail (see Custom domain setup ).
E-mail Tracking Default

From your organization settings you can also set the default setting for e-mail tracking (i.e., on or off). This feature allows you to track who opens your e-mails and which links they click on. And although this does allow you to set the default for your e-mails you can also turn this on or off individually (see Tracking Emails)
Organization Timezone and Formats

From Organization settings you can to set the Timezone that you would like your account to operate within ( see Organization Timezone ). This will be used to time the sending of e-mail's as well as events - however you can also customize the timezone used for events on an individual event to event basis. You can also change the format of your date ( i.e, 17 Dec 2010 vs.17-12-2010 ) and time format (i.e, 24 Hours vs. 12 Hour) .
Account Owner Details

This area is for the address of the account owner and may be used to confirm account ownership.
See also
Changing Your Billing Details
Organization Timezone
Organization timezone and date/time format
Overview Setup Default Timezone and Date / Time format Event Specific Timezone
Overview
Wild Apricot sends automatic system emails (like event notifications, renewal reminders etc) at specific times of the day. Event registrations are also automatically opened / closed based on the time specified in the event so it is important to specify your timezone to align your events with your local time. If you do not specify a timezone, system defaults to Eastern Time. This means if your event is in Pacific timezone then registration will be closed 3hrs earlier than you might have expected. You may also have events running at different locations in different timezones, or the attendees may come / register from all over the world. To avoid confusion in these situations you need to specify the exact timezone you are referring to within each event. Wild Apricot also allows you to set your preferred date and/or time format e.g. 12 hr format vs 24hr format or American vs European date format. The set format is used throughout member- and public- facing webpages (administration backend always uses the same long format for date and time).
Setup Default Timezone and Date / Time format

To setup your default time zone and preferred date/time format go to Settings -> Organization details:
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Event Specific Timezone

If any of your events take place in a different timezone than the default you specified above you can also set the timezone of each event separately. Go to the event details screen and click on [Edit] button:
If "Use default organization settings" is selected, remove the check mark next to it to select a different time zone from the drop down list. Event registration is automatically closed based on the end date / time you set for that event, including the timezone.
Deleting your account

Deleting your account
If you decide that Wild Apricot does not fit your needs / no longer needed, you can delete your account immediately online: Settings / Account and Billing, click on [Delete your account] button:
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And we would highly appreciate if you could let us know what did not work out - what was missing, what did not work properly, etc. We work very hard to update Wild Apricot with changes and enhancements every few weeks based on user feedback - see Wild Apricot's evolution
Upgrading to a paid billing plan

Upgrading to a paid billing plan
Upgrading to a paid billing plan Upgrading Choosing billing plan and payment option Annual - Pay by invoice View And Print Invoice 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 limitations. If you do not upgrade (or delete your account) before your trial expires, you will automatically be downgraded to the "free" plan and all your data and webpages will stay intact. Some functions will be deactivated and Google ads will be displayed on your site.
Upgrading
At any time during your trial period you can upgrade your account to a paid billable plan of your choice. Go to Settings / Accounting and Billing:
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Choosing billing plan and payment option
You can choose to pay with the following options: Monthly - Credit Card Annual - Credit Card Annual - Pay by invoice
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Payment options 1. Monthly subscription is only payable by credit card. 2. Annual subscription (with a 10% discount) can be paid in two ways: by credit card - your account will be upgraded immediately after the payment, by invoice - payment is required before upgrading your account. You can pay by check or through PayPal.
Next, enter the billing contact details. Note that you can change the billing details at any time.
And proceed with credit card payment. Both credit card subscription options (monthly or annual) are processed immediately, and you are upgraded to your new account plan as soon as the credit card has been successfully processed.
Annual - Pay by invoice
If you do not wish to pay for your annual plan with a credit card, you can request an invoice. Invoice is generated right after you provide your billing information. Your account will be upgraded when your full payment has been received. And note that once your account is up for renewal the e-mail that is entered will be automatically notified 30 days before your renewal date.
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From Account and Billing page you can either view or cancel the invoice.
View And Print Invoice
You can view and print your invoice from Account and Billing page.
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Payment instructions are indicated on the invoice. If you wish to cancel the pending invoice you can do so from within Account and Billing.
Payment options Note that payment is required in full before activating the account, regardless of your payment method.
Change account billing plan exceptions

Change account billing plan exceptions
Occasionally you may get an error message when you try to upgrade your free/trial account to a paid account.
This is 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
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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 free/trial and you would be able to repeat the payment.
Routing of system emails

Routing of System Emails
This feature available to paid plans only.
Setting up Routing of system emails List of emails by section and recipient Wild Apricot allows you to specify administrators and/or other people that will receive copies of various automatic system notifications. We call this Routing of system emails. For example your email routing can be setup so that event administrators are copied event registration notifications only, while membership managers get membership related notifications and so forth. Note: The exact time these automatic system emails are send will depend on your organization timezone , see Automatic emails schedule
Setting up Routing of system emails

You can set up emails routing by going to Settings -> Site settings -> Routing of system emails.
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All the Wild Apricot system emails will fall into one of the following 4 categories: Members and Contact Related management - this includes emails such as member renewal reminders, member application confirmations, email subscription confirmation etc Event related - event registration confirmations Donation related - donation confirmations Billing documents - payment receipts, invoices, donation receipt For each type of system email you can set it up so that emails go to: Main contact email (Organization contact email). You can change it from Settings -> Organization details, see: Organization details Account administrators according to their administration roles/rights (See Managing site administrators). The number in brackets indicates how many people are currently in each category. Custom recipient email(s) - When this option is selected, you can enter email addresses into this box which will also receive the emails. These emails do not have to be contacts in your database and multiple emails should be comma-separated. Counting administrators and custom emails, you can set up to 25 recipients per category. Note You can also set it so that no-one receives the emails. Please make sure before you save that this is what you really want.
List of emails by section and recipient

The following is a list of emails that associated with each section (all emails go to admin and contact except where indicated): Section Emails
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Membership management Customizable: Member Application initiation Member activation Bundle administrator activation Bundle member activation Member Application Invoice Member Application Receipt Membership Renewal reminder 1 Membership Renewal reminder 2 Membership Renewal day notice Membership Grace period notice Membership Lapsed notice Free member renewal Manual member renewal initiated Member renewal finalized Member renewal canceled by member Online member renewal succeded Online member renewal failed - PayPal Standard (to Admin only) Non-customizable emails: Member Application Failed - PayPal Standard (to Admin only) Member Upgrade Initiated Member Upgrade Succeeded Member Upgrade Failed- - PayPal Standard (to Admin only) Event management Customizable: Event paid confirmed registrations (online) Event paid confirmed registrations (manual) Event paid pending registrations (manual) Free event registrations Non-customizable: Event online payment failed email - PayPal Standard(to Admin only) Event offline paid pending registrations Event online paid confirmed registrations Limit number of event registration reached (to Admin only) Donation management Customizable: Donation confirmation Non-customizable Donation failed - PayPal Standard (to Admin only)
Trial site and Free Billing plan

Trial site and Free Billing plan
Switching from trial Free billing plan When you create your Wild Apricot site, you are given a free 30-day trial. This trial is very similar to a Community paid plan and here are the main differences (All other functions are the same) - see also Functionality by billing plan Plan Monthly fee Contact database size limit (the maximum number of records allowed) Maximum number of e-mail recipients Restricted Access Sections Add custom domains Trial Free 500 50 1 No Community 50 500 500 Multiple Yes
Switching from trial
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At any time you can do one of three things: 1. Upgrade to a paid plan - See Upgrading to a paid billing plan
2. Switch to a permanent free (ad-supported) plan
3. Delete your trial account
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If you do nothing your site will automatically be moved to the Free billing plan after your trial expires. A summary of the features available at each billing level can be found here.
Free billing plan

The Free billing plan provides you with the basic features of Wild Apricot system. Please note there are fewer features associated with the Free level than there are during your trial (which is at the Community level). Banner ads are displayed at the top any Wild Apricot site on the Free plan. In order to maintain your Free account, you must log into the Dashboard at least once every three months. If you do not do so, your account will be suspended after 3 months, and eventually deleted, if there is no further activity. You MUST log in to the dashboard as the administrator member logins do not count.
Banners are generated for your free site automatically by Google - and as such we are not responsible for their content and can not control them in any way.
Automatic emails schedule

Automatic Emails Schedule
Wild Apricot sends out a number of automatic e-mails according to your settings. Here is the sending schedule: Email Event Notifications / Reminders Automatic Member Renewals Discussion Forum Daily Notifications Discussion Forum Weekly Notifications Sent every half an hour every hour every hour every hour
From Recipient Point of View:

To understand when you contacts will get these e-mails take a look at the table below: where n number of days in the event details reminder settings
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Email Event Notifications / Reminders Automatic Member Renewals Discussion Forum Daily Notifications Discussion Forum Weekly Notifications
Sent n days before/after event start n days before / after renewal date at 8 AM approx. 12pm (previous day updates) approx 12pm Sunday (previous week updates)
Timezone Used Event Timezone Organization Timezone Organization Timezone Organization Timezone
Page and Field Size Limits

Page and Field Size Limits
Content Page Functional Page Intro Header and Footer Blog Forum Events Donations E-mail blast Database Fields Field type
There are no limits to the number of webpages you can have on your Wild Apricot site, but there is a limit to the amount of content you can insert on each page as outlined below. Here are the maximum number of characters allowed:
Content Page
2Mb ( 2,048,000 characters) (This does not include attachments)
Functional Page Intro

2,000 characters
Header and Footer

2Mb (2,048,000) HTML characters
Blog
Subject: 400 characters Post: 50Kb or 51200 characters omment: 25,000 characters Author Name: 100 characters
Forum
Subject: 500 characters Body: 50Kb (51200 characters) AuthorName: 100 characters
Events
Title: 255 characters Description: 10 000 characters Additional event information (used in registration confirmation emails): 2Kb (2048 characters) Location: 255 characters
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Registration message: 500 characters Payment instructions: 2000 characters
Donations
Comments: 3000 characters
E-mail blast
Body: 150Kb (153600 characters)
Database Fields
Field label / Name: 100 characters
Field type
text: 200 Multiline text: 3000 Directory listing text: 500 Multiple choice, Radio buttons, Dropdown - each item: 100 characters Rules and Terms Text: 100 characters Link: 1000 characters Extra Charges Multiple Choice / Radio Button Predefined items: 100 characters Predefined $ amount: 10 characters
Functionality by billing plan

Key differences between trial, free and paid plans
See also pricing. Note: this table only includes items which differ between some plans, i.e., it does not list Wild Apricot functions which are the same across all plans.
MEMBERSHIP DATABASE & CONTACT MANAGEMENT Subscription Plan / Monthly fee (US Dollars): Contact database size One-time charges and extras for member applications and renewals Discount coupons for membership applications Save Member/Contact Searches in admin backend ?Re-run Saved Searches using Custom Reports Layouts ?Show members from Saved Search in Member directory Customize initial search criteria for Member Directory Routing of System E-mails Trial (30 Days) 500 Yes Yes Yes Yes Yes Yes Yes Yes Free (with Ads) 50 Group ($25) 250 Community ($50) 500 Yes Yes Yes Yes Yes Yes Yes Professional ($100) 2000 Yes Yes Yes Yes Yes Yes Yes Enterprise ($200) 15000 Yes Yes Yes Yes Yes Yes Yes
WEBSITE
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Subscription Plan / Monthly fee (US Dollars): Customize authorization required message Customizing webpage URLs (for SEO) Use your own domain name Search Engine Tools (page title, meta tags) Single file upload limits (pictures, documents, files) Overall file storage limit CSS Customizations Theme Overrides ?Photo album pages
Trial (30 Days) Yes Yes
Free (with Ads)
Group ($25) Yes Yes Yes
Community ($50) Yes Yes Yes Yes 25 MB 400 MB Yes Yes Unlimited
Professional ($100) Yes Yes Yes Yes 50 MB 800 MB Yes Yes Unlimited
Enterprise ($200) Yes Yes Yes Yes 100 MB 1600 MB Yes Yes Unlimited
Yes 25 MB 400 MB Yes Yes 1 1 5 MB 100 MB
Yes 10 MB 200 MB Yes Yes Unlimited
EVENTS Subscription Plan / Monthly fee (US Dollars): Customize event registration form Capping event registrations Event categories (tags, labels) Discount codes for events Trial (30 Days) Yes Yes Yes Yes Free (with Ads) Group ($25) Yes Community ($50) Yes Yes Yes Yes Professional ($100) Yes Yes Yes Yes Enterprise ($200) Yes Yes Yes Yes
DONATIONS Subscription Plan / Monthly fee (US Dollars): ?Customize Donation Fields ?Manually Record donations Trial (30 Days) Yes Yes Free (with Ads) Group ($25) Yes Yes Community ($50) Yes Yes Professional ($100) Yes Yes Enterprise ($200) Yes Yes
ONLINE CREDIT CARD PAYMENTS Subscription Plan / Monthly fee (US Dollars): Online payments ?Recurring Payments Trial (30 Days) Yes Yes Free (with Ads) Group ($25) Yes Community ($50) Yes Yes Professional ($100) Yes Yes Enterprise ($200) Yes Yes
ACCOUNT ADMINISTRATION Subscription Plan / Monthly fee (US Dollars): Trial (30 Days) Free (with Ads) Group ($25) Community ($50) Professional ($100) Enterprise ($200)
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Full Administrators Administrators With Limited Access
Unlimited Yes
Unlimited
Unlimited Yes
Unlimited Yes
Unlimited Yes
For Designers and Developers

Wild Apricot for Designers and Developers
Beyond the basic administrative point-and-click design tools for regular users we also have advanced theme customization & creation tools for designers and developers These tools can be used to modify the position of elements on pages (i.e, login box, header,menu,etc) or create entirely new themes with your custom look and feel. To get started using these features read our guides and reference material below below. CSS Customization Customization Notice Working with WebDAV Customization tweaks examples Adding content under menu HTML Color Codes How to create special characters Identifying page id Creating a Contact Us or Feedback Page Hide Powered By branding RSS icon customization Scale widget pages to iframe Redirect to another page Inserting favicon - favorites icon Theme Overrides Advanced customization warning Template Engine Reference Guide Template Gadgets and Modules Theme and page generation process Quick customization examples Theme files language syntax Mainconfig.cfg parameters How themes interact with Colors and Styles customization Header backgrounds and Theme customization Art text styles in themes CSS and LESS Page Model White-labeled version of Wild Apricot Widgets - integrating Wild Apricot into another website
See also:
For Designers & Developers Forum - showcase your work, discuss the latest tools, tips and tricks related to
CSS Customization
Advanced customization warning - Reference information is provided as is Wild Apricot technical support team does not provide support for CSS customization, Javascript or visual design. (Read more)
CSS Customization
Overview Getting Started with CSS Sample Customization Examples
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Related Topics
Overview
Wild Apricot provides a selection of templates (or website themes) you can use for the layout and look of your website. Behind the scenes of theses templates is our Template Engine. The Template Engine allows anyone to make customization changes through a point and click interface (see Customizing colors and styles). For web designers, you also have the ability to do more advance customization through CSS. For web designers, even further customization is possible by editing the template files directly using the Theme Overrides.
Getting Started with CSS

The global CSS files used by the system are already predefined and there are 2 CSS files in particular that you can modify indirectly: CustomStyles.CSS: Changes made in Settings -> Colors and styles will update this file. User.CSS: Any CSS code you add in Settings -> CSS Customization will update this file. The "User.CSS" file is executed after the "CustomStyles.CSS", so CSS you add in Settings -> CSS customization has priority and will override similar changes you make in Settings -> Colors and Styles. In addition there are a few other CSS files (e.g. "Basic.CSS", "Theme.CSS") which you shouldn't modify directly. Instead the changes you make in the 2 files, Custom.CSS and User.CSS, will override all the other CSS file settings. The CSS you use is theme-dependent so first select a theme that is closest to your preferred design look. You insert your own CSS customization code using the built-in CSS editor (see below) found in Settings -> Site look and feel -> CSS Customization
Sample Customization Examples

Site background customization First of all you have to upload the necessary pictures to your Wild Apricot site. The easiest way to do it is via File Manager. Upload the images to the "Pictures" folder or create a new folder. Next, you need to add the custom CSS to change the background. To do this, Go to Settings > Look and Feel > CSS Customization add the required CSS coding and click [Apply & close]:
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HTML > BODY { background: #fff url("/Resources/Pictures/backgroundimage.jpg"); }
Changing individual menu item colors Each menu item LI tag has a unique ID, you can find this by looking at the source HTML for the page (this ID is different from the page ID). In this example, it is idMainMenuItem21268. Until this page is deleted, ID will stay constant. Thus, you can assign a class to this ID which will only apply to this item, for example:
#idMainMenu LI#idMainMenuItem21268 A, #idMainMenu LI#idMainMenuItem21268 A:link, #idMainMenu LI#idMainMenuItem21268 A:active, #idMainMenu LI#idMainMenuItem21268 A:visited, #idMainMenu LI#idMainMenuItem21268 A:hover, #idMainMenu LI#idMainMenuItem21268 SPAN SPAN { color: #FF0000; background: url("/Resources/Pictures/backgroundimage.jpg") left top no-repeat; }
If we want to change something in styles for all submenus of this menu item, we can use this CSS code (example for the page with id="idMainMenuItem22188"):
#idMainMenu LI#idMainMenuItem22188 UL LI A, #idMainMenu LI#idMainMenuItem22188 UL LI A:link, #idMainMenu LI#idMainMenuItem22188 UL LI A:active, #idMainMenu LI#idMainMenuItem22188 UL LI A:visited, #idMainMenu LI#idMainMenuItem22188 UL LI A:hover, #idMainMenu LI#idMainMenuItem22188 UL LI SPAN SPAN { color: #FF0000; background: url("/Resources/Pictures/backgroundimage.jpg") left top no-repeat; }
Related Topics
Theme Overrides
Need more help? Check out our customization forums See our Partner directory to find a consultant
Customization Notice
Our technical support team does not provide support for CSS customization, Javascript coding or visual design Customization examples and instructions are provided as is We do not provide technical support related to advanced customization (Theme Overrides, JavaScript, or CSS Customization) Need more help? Check this out: Our customization forums Partner directory to find a consultant
Working with WebDAV

Working with WebDAV
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What is WebDAV Connecting to WebDAV Working with files in Wild Apricot WebDAV How to get the url of a file uploaded in Wild Apricot Wild Apricot WebDAV restrictions FTP access Wild Apricot gives you space where you can upload files (such as documents and pictures) to your account. These can be added to or linked from web pages you create, or you can provide a link to share them with other people in your organizations. You can also organize your files by type (Documents or Pictures) and create sub-folders to store them in. See Functionality by billing plan for individual file upload and storage space limits. There are two ways that you can access your file storage space - either via a screen in the File Management screen, or directly from your computer by connecting to your storage space via WebDAV (described below).
What is WebDAV
WebDAV lets you can access files stored in your Wild Apricot account in the same interface as you do your local desktop files. You can do all the same file actions that you would do to a folder on your own computer. While you can also do this on the File Management settings page, WebDAV is much faster and easier if you are going to work with a large number of files. WebDAV access is only available to paid account plans.
Connecting to WebDAV
Regardless of your operating system, you will need the following information to set up your WebDAV: Your WebDAV address ('http://your_site_name/resources' or 'http://your_site_name:80/resources' for XP) Your email and password (or that of a full site administrator). If you have problems connecting to WebDAV, first thing to try is resetting your password in Wild Apricot. (For technically minded, this generates a new hashcode for WebDAV access)
Step-by-step instructions on setting up a WedDav can be found on the following pages: Setting Up WebDAV in Windows XP Setting Up WebDAV in Windows Vista Setting Up WebDAV in Windows 7 Setting Up WebDAV in Mac OS X
Fixing slow WebDAV connections If your connection to WebDav worked but is slow, you may need to adjust your LAN Settings if you are using Windows. This setting is found in your Control Panel > Network and Internet > Internet Options> Connections (tab). From this screen uncheck the option to 'automatically detect settings'.
Working with files in Wild Apricot WebDAV

You can move, copy, rename and delete any file in your WebDAV directory the same way you would for any file on your computer. If you are using Windows XP or Windows Vista/7, you can access your WebDAV files directly from application such as Microsoft Office and Adobe Photoshop. Mac OS X does not support this.
How to get the url of a file uploaded in Wild Apricot

Notes 1. The url of any file you upload into Wild Apricot site is as follows: http://<your site url>/resources/<path to the uploaded file> 2. <path to uploaded file> must include any sub-folders used. e.g. a file in documents folder is referenced as: "http://<your site url>/resources/documents/filename"
Wild Apricot WebDAV restrictions

1. Theme folder:
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1. you cannot delete Theme folder you cannot delete or move 'user.css' file. you cannot edit/delete/move 'customStyles.css' file. 'customStyles.css' must be edited through Settings > Colors and styles (beta), see Customize colors and styles 2. Files in webdav folder are referenced as http://<your site url>/resources/<path to the uploaded file> include all subfolders in <path to uploaded file> 3. Maximum allowed file size is defined by your subscription plan. See: Pricing 4. The following characters are not allowed or cause issues with WebDAV Your file and folder names MUST NOT contain any the following characters * / : ? < > " % & If your folder name has any of the following characters +, # they will be replaced with an underscore (_)
FTP access
FTP access is not available due to security considerations.
Setting Up WebDAV in Mac OS X
WebDAV access is only available to paid account plans.
Setting Up WebDAV in Mac OS X Connecting to Wild Apricot via WebDAV

1. In the Finder, click Go > Connect to Server, or press CMD-K on the keyboard. 2. For Server Address, enter your WebDAV address ('http://your_domain_name:80/resources').
3. Click Connect. 4. If prompted, click Continue. 5. In the Verify Certificate dialog, select "Registered user" and enter your Wild Apricot username and password.
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6. Select "Remember this password in my Keychain" if you want to store your user name and password on your computer. 7. Click Connect 8. You can access your WebDAV folder in your finder window side panel under "Shared"
For help with using WebDAV to manage your files, please see Working with WebDAV
Setting Up WebDAV in Windows Vista
Setting Up WebDAV in Windows Vista

In order to use WebDAV on a computer running Windows Vista you must install Microsoft's Software Update for Web Folders. You can download this from the Microsoft Download Center at: http://www.microsoft.com/downloads/details.aspx?FamilyId=17C36612-632E-4C04-9382-987622ED1D64.
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Once you've connected to WebDAV, you can create a mapped drive to your directory. You can get information on how to set up at mapped drive here.
Connecting to Wild Apricot via WebDAV

1. Select Computer from the Start menu
2. In the Computer window, you will see "Map network drive" in the tool bar. Click on "Map network drive".
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2.
3. On the "Map Network Drive" dialog, click on the "Connect to a Web site that you can use to store your documents and pictures" link.
4. On the first of a series of "Add Network Location" dialogs, click Next.
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5. Select "Choose a custom network location." and click Next.
6. Enter your webdav address ('http://www.your_domain_name.com/resources') into "Internet or network address" and click "Next".
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7. Enter your Wild Apricot user name and password. Set "Remember me" checkbox. Click "" button.
8. Name your newly created Network Place. Click"Next".
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9. Click "Finish" on the last screen.
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10. Now you should see webdav directory for your Wild Apricot account. You can access it under Computer ~> Web Folders:
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If you are working with a WebDAV connection in Windows 7 or Vista by mapping a network drive, you may see unintelligible information for "Total size" and "Space free". This is an issue with the Windows client. Your connection will still work properly.
Setting Up WebDAV in Windows 7
Setting Up WebDAV in Windows Windows 7

In order to use WebDAV on a computer running Windows Vista or Windows 7 you must install Microsoft's Software Update for Web Folders. You can download this from the Microsoft Download Center at: http://www.microsoft.com/downloads/details.aspx?FamilyId=17C36612-632E-4C04-9382-987622ED1D64. Once you've connected to WebDAV, you can create a mapped drive to your directory. This is a more stable connection, and you can work with it the same way as you do any other folder on your system. You can get information on how to set up at mapped drive here.
Connecting to Wild Apricot via WebDAV

1. Select Computer from the Start menu
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1.
2. In the Computer window, you will see "Map network drive" in the tool bar. Click on "Map network drive".
3. On the "Map Network Drive" dialog and enter your webdav address ('http://www.your_domain_name.com/resources'). Check the two checkboxes below. Click Finish
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5. Now you should see webdav directory for your Wild Apricot account. You can access it under Computer > Network Location:
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If you are working with a WebDAV connection in Windows 7 or Vista by mapping a network drive, you may see unintelligible information for "Total size" and "Space free". This is an issue with the Windows client. Your connection will still work properly.
Setting Up WebDAV in Windows XP
WebDAV access is only available for paid account plans.
Add WebDAV to My Network Places. Troubleshooting
Add WebDAV to My Network Places.

1. Go to "My Network Places". 2. Click on "Add network place".
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3. Click the "Next" button in opened wizard.
4. Select "Choose another network location" option and click "Next".
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4.
5. Enter your webdav address ('http://your_domain_name:80/resources') into "Internet or network address" and click "Next". NOTE. Address has to start with 'http://'
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7. Name your newly created Network Place. Click"Next".
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8. Click "Finish" on the last screen.
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9. Now you should see the Webdav directory for your Wild Apricot account. You can access it at any time by going to "My Network Places":
Troubleshooting
This situation may arise if you have multiple people connecting to your file directory using WebDAV from different computers. If you create a WebDAV connection on your XP machine and then someone creates a new folder in the WebDAV from their own machine, you
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may not see those folders. To get the most recent list of files and folders, press the F5 button on your keyboard to refresh the directory.
Customization tweaks examples

Customization tweaks examples
Adding content under menu HTML Color Codes How to create special characters Identifying page id Creating a Contact Us or Feedback Page Hide Powered By branding RSS icon customization Scale widget pages to iframe Redirect to another page Inserting favicon - favorites icon
Adding content under menu

Adding content under menu

This tweak is for the themes with vertical menu and it allows you to insert a content directly under the menu.
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To add content under the menu, do the following: 1. Enable Theme Overrides (if you have not done it yet) 2. Create a file called AreaUnderMenu.tpl on your computer in plain-text editor and add the HTML for the content you want under the menu to that file 3. Navigate to the /resources/Theme_Overrides/your_theme_name/Layouts/ folder via the File Manager and upload the file (Where you see your_theme_name above, this will be the name of the current theme you are using.) Need more help? Check out our customization forums See our Partner directory to find a consultant
HTML Color Codes

HTML Color Codes
The color chart below shows most common HTML color codes.
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This might be useful in the following Wild Apricot functions:CSS Customization, HTML editing, or the Colors and styles (Beta) function.
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How to create special characters

How to create special characters
Wild Apricot supports special characters such as accented letters on it's web pages. You can create the characters by using a multilingual keyboard, by copying and pasting, or by using an ALT Code on standard English keyboards.
Letters with Accents - On Windows
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Accent Grave (Capital) Grave (Lower) Acute (Capital) Acute (Lower) Circumflex (Capital) Circumflex (Lower) Tilde (Capital) Tilde (Lower) Umlaut (Capital) Umlaut (Lower)
A ALT+0192 ALT+0224 ALT+0193 ALT+0225 ALT+0194 ALT+0226 ALT+0195 ALT+0227 ALT+0196 ALT+0228
E ALT+0200 ALT+0232 ALT+0201 ALT+0233 ALT+0202 ALT+0234
I ALT+0204 ALT+0236 ALT+0205 ALT+0237 ALT+0206 ALT+0238 ALT+0209 ALT+0241
O ALT+0210 ALT+0242 ALT+0211 ALT+0243 ALT+0212 ALT+0244 ALT+0213 ALT+0245 ALT+0214 ALT+0246
U ALT+0217 ALT+0249 ALT+0218 ALT+0250 ALT+0219 ALT+0251
ALT+0221 ALT+0253
ALT+0203 ALT+0235
ALT+0207 ALT+0239
ALT+0220 ALT+0252
ALT+0159 ALT+0255
Letters with Accents - On Mac OS

Accent Grave (Capital) Grave (Lower) Acute (Capital) Acute (Lower) Circumflex (Capital) Circumflex (Lower) Tilde (Capital) Tilde (Lower) Umlaut (Capital) Umlaut (Lower) A Option+`, A Option+`, a Option+E, A Option+E, a Option+I, A Option+I, a Option+N, A Option+N, a Option+U, A Option+U, a Option+U, E Option+U, e E Option+`, E Option+`, e Option+E, E Option+E, e Option+I, E Option+I, e I Option+`, I Option+`, i Option+E, I Option+E, i Option+I, I Option+I, i Option+N, N Option+N, n Option+U, I Option+U, i O Option+`, O Option+`, o Option+E, O Option+E, e Option+I, O Option+I, o Option+N, O Option+N, o Option+U, O Option+U, o Option+U, U Option+U, u Option+U, Y Option+U, y U Option+`, U Option+`, u Option+E, U Option+E, u Option+I, U Option+I, u Option+E, Y Option+E, y Y
Other Characters
SYMBOL NAME WINDOWS MAC 0S
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, , , , , , ,
Upside-down exclamation mark Upside-down question mark French C cedille (caps/lowecase) O-E ligature (caps/lowecase) German Sharp/Double S Nordic O slash (caps/lowecase) Nordic A ring (caps/lowecase), Angstrom sign A-E ligature (caps/lowecase) Icelandic/Old English Thorn (caps/lowecase) Icelandic/Old English Eth (caps/lowecase) Spanish/French angle quotation marks
ALT+0161 ALT+0191 ALT+0199 ALT+0231 ALT+0140 ALT+0156 ALT+0223 ALT+0216 ALT+0248 ALT+0197 ALT+0229 ALT+0198 ALT+0230 ALT+0222 ALT+0254 ALT+0208 ALT+0240 ALT+0171 ALT+0187 ALT+0139 ALT+0155 ALT+0138 ALT+0154 ALT+0142 ALT+0158
Option+1 Shift+Option+? Shift+Option+C Option+C Shift+Option+Q Option+Q Option+S Shift+Option+O Option+O Shift+Option+A Option+A Shift+Option+' Option+'
Option+ \ Shift+Option+ \
Spanish/French angle single quotation marks Czech S hachek (S Caron) (caps/lowercase) Czech S hachek (Z Caron) (caps/lowercase)
Currency Symbols
SYMBOL NAME Cent sign British Pound Euro currency Japanese Yen Dutch Florin Generic currency symbol WINDOS ALT+0162 ALT+0163 ALT+0128 ALT+0165 ALT+0131 ALT+0164 MAC OS Option+4 Option+3 Shift+Option+2 Option+Y Option+F
Math Symbols
SYMBOL NAME Division sign Degree symbol Not symbol Plus/minus Micro Per Mille (1/1000th) WINDOWS ALT+0247 ALT+0176 ALT+0172 ALT+0177 ALT+0181 ALT+0137 MAC OS Option+/ Shift+Option+8 Option+L Option+> Option+M Shift+Option+R
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Fractions
SYMBOL NAME Fraction 1/4 Fraction 1/2 Fraction 3/4 WINDOWS ALT+0188 ALT+0189 ALT+0190
Other Punctuation
SYMBOL NAME Copyright symbol Registered symbol Trademark List Dot Section Symbol en-dash em-dash WINDOWS ALT+0169 ALT+0174 ALT+0153 ALT+0149 ALT+0167 ALT+0150 ALT+0151 MAC OS Option+G Option+R Option+2 Option+8 Option+6 Option+Shift+Option+-
Identifying page id
Identifying page id
If you need to do customization on a specific page you need to know this page ID. You can find this ID by going to the Page Management screen and clicking on the page you want to get the ID for.
Next to the Custom URL field, you will see the default URL for that page - it will look something like this: (Standard URL: / Default.aspx?pageId=60069). The numbers at the end (60069) is the page ID. To use it, you need to prefix it with "#PAGEID_" - for example #PAGEID_60069. Here is an example of CSS rule for a specific page:
#PAGEID_60069 H2 { color: #ffff00; }
Above example will change the color of H2 tags only on the identified page. See HTML Color Codes for more colors.
Creating a Contact Us or Feedback Page

Creating a Contact Us/Feedback Page
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Overview Creating a Contact Us form example 1. Create a new member 2. Setup the profile page 3. Get the link to the member contact form
Overview
Wild Apricot currently does not have a built-in contact us / feedback form. You can use a third party form such as aWeber or Wufoo (see: Adding custom online forms via Wufoo) or you can use the Member Contact Form workaround described here. Each member has a contact member form that can be used to contact that person without revealing the member's email, see Member Contact Form The idea here is to take advantage of this Member Contact Form and use it to create a contact us feedback page.
Special Requirements Since this a workaround that takes advantage of the member directories functionality you must have at least one publicly available directory.
Creating a Contact Us form example

We will add a new member first, set-up the member's profile page accordingly, and then obtain the direct link to the member's contact form.
1. Create a new member
Create a new 'hidden' membership level that does not appear in any application forms or member directories. Then add a new member called "Contact Us" i.e. First Name is "Contact", Last Name is "Us" (this is because on the member profile page we will use "First Name Last Name" as the page title). Edit the Privacy settings for this member so that First Name, Last Name, and the Send message form fields can be viewed by anybody.
Note the User ID (which is 1588251 in this example) - we will need it later.
2. Setup the profile page
The contact form is in shown as part of the member profile page - the title (and subtitles) of this profile page is customizable and we want it to say "Contact Us" in this case. So we will customize the profile page to show "First name" and "Last name" as the title. Go to Settings -> Member profile page and change profile page title to: "First Name Last Name". You can also include other fields as subtitle(s) if desired.
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Here's how you can include some more information (subtitles) on this contact us page only (and not on the profile pages of the rest of your members): Create a membership field that is only available to this membership level, lets call it "Information". Then go to Settings -> Member profile page and include this "Information" field as a Subtitle on Fields to use as page title
3. Get the link to the member contact form
The link to the member contact form is /Content/Members/SendEmail/SendEmail.aspx?memberId=USER_ID_HERE (where USER_ID_HERE is the User ID of the member we just created, See 1st image above) In this example the link becomes /Content/Members/SendEmail/SendEmail.aspx?memberId=1588251 You can simply add this link on your site (in the footer for example), or you can create a new page called "Contact us" and then redirect that page to this link, See page redirect. The contact form will be similar to the following:
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Hide Powered By branding

Hide "Powered By" branding
By using theme override By using CSS See also By default, your Wild Apricot website will show "Powered by..." branding below the site footer:
We would really appreciate if you could keep it as is - these links are helping us to spread the word and get new potential customers (which in its turns helps us to grow and invest more and more into ongoing product development, benefiting all of our clients). If you really have to hide it, there are two ways to go about it: 1. by using a theme override method 2. and hiding it with CSS
By using theme override

1. Enable Theme Overrides (if you have not done it yet) 2. Access your website template via Working with WebDAV and navigate to
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2. /resources/Theme_Overrides/your_theme_name/Gadgets/Page.Footer/ folder 3. Create an empty file WAbranding.tpl on your computer in any text editor and upload it to that folder
By using CSS
Just copy the following CSS code and add paste it to Settings > CSS Customization (into the editor on the left hand side)
#idFooterPoweredByContainer { display: none; }
And here is the result:
See also
Theme Overrides Need more help? Check out our customization forums See our Partner directory to find a consultant
RSS icon customization

RSS icon customization via CSS
To hide all RSS icons (on all pages) use this code:
#idPrimaryContentBlock1Content A.rssFeedLabel { display: none; }
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If you want to hide it on any specific page only, you have to write more detailed css rule. For example, Events page:
#idPrimaryContentBlock1Content #idEventPageContainer A.rssFeedLabel { display: none; }
Scale widget pages to iframe

Scale widget pages to iframe

When using widgets, the widget width is not always the same as your external site width. If the widget width is wider for example then you have to use a horizontal scrollbar to see the rest of the page:
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Instead you can change the default size of the widget and the iFrame used to contain the widget. Use the following CSS to re-size the contents of the iframe: (insert in Settings -> CSS customization of your Wild Apricot site)
.widgetMode #idPrimaryContentContainer .block .inner div.boxViewOutline div.boxHeaderContainer .inner, .widgetMode #idPrimaryContentContainer .block .inner div.boxViewOutline div.boxFooterOuterContainer .inner, .widgetMode #idPrimaryContentContainer .block .inner #idBlogPageContainer #idBlogPostEditContainer div.boxViewOutline div.boxFooterOuterContainer .inner, .widgetMode #idPrimaryContentContainer .block .inner div.boxViewOutline div.boxBodyOuterContainer .inner, .widgetMode #idPrimaryContentContainer .block .inner #idForumContainer #idForumEditEntryContainer div.boxFooterOuterContainer .inner { /*Change 400px to any desired width value.*/ width:400px; } .widgetMode #idContentContainer, .widgetMode #idPrimaryContentContainer, .widgetMode #idPrimaryContentBlock1ContentHolder, .widgetMode #idPrimaryContentBlock1Content { /*Change 400px to any desired width value.*/ width:400px! important; } .widgetMode #idMainContainer .d9, .widgetMode #idPrimaryContentContainer .d7, .widgetMode #idPrimaryContentContainer .d8, .widgetMode #idPrimaryContentContainer .d1, .widgetMode #idPrimaryContentContainer .inner, .widgetMode #idForumContainer #idForumSummaryContainer div.boxHeaderContainer table td.threadTD div.thread, .widgetMode #idForumContainer #idForumSummaryContainer div.boxBodyContainer table td.threadTD div.thread, .widgetMode div#searchContainer fieldset, .widgetMode #idPrimaryContentBlock1ContentHolder, .widgetMode #idPrimaryContentBlock1Content { width:100%; margin:0; padding:0; } .widgetMode div.generalFieldsContainer div.groupContainer div.fieldItem span.label, .widgetMode div.generalFieldsContainer div.textFieldContainer div.fieldBody input.typeText, .widgetMode #idMainContainer .d9, .widgetMode #idPrimaryContentContainer .d1, .widgetMode div.navigationContainer div.left, .widgetMode div.navigationContainer div.right, .widgetMode #idPrimaryContentContainer .inner .inner, .widgetMode div.generalFieldsContainer div.textFieldContainer div.fieldBody textarea, .widgetMode div.generalFieldsContainer div.simpleTextContainer div.labeledTextContainer div.fieldBody, .widgetMode div.generalFieldsContainer div.textFieldContainer div.fieldBody input.typeText, .widgetMode div.generalFieldsContainer div.captionContainer div.fieldBody, .widgetMode div.generalFieldsContainer div.captionContainer div.fieldLabel, .widgetMode #idMainContainer, .widgetMode #idPrimaryContentContainer .block .inner div.boxViewOutline div.boxBodyOuterContainer .inner .inner, .widgetMode #idPrimaryContentBlock1Content .boxViewOutline .boxBodyOuterContainer { width:auto; } .widgetMode #idMainContainer
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{ float:left; }
.widgetMode #idMainContainer #idContentContainer .d1, .widgetMode #idMainContainer #idContentContainer .d2, .widgetMode #idMainContainer #idContentContainer .d3 { float: none; }
.widgetMode .cornersContainer .widgetMode .cornersContainer .widgetMode .cornersContainer .widgetMode .cornersContainer .widgetMode .cornersContainer .widgetMode .cornersContainer .widgetMode .cornersContainer { display:none !important; }
.topCorners, .bottomCorners, .bottomCorners .c1, .bottomCorners .c2, .bottomCorners .c3, .bottomCorners .c4, .bottomCorners .c5
.widgetMode #idEventPageContainer #idEventSummaryContainer .boxFooterOuterContainer { position: relative; } .widgetMode .generatePasswordButton { width:auto; clear:both;
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display:block; margin-top:10px; }
Here is the results of this code:
Redirect to another page

Redirect to another page
Page redirect is helpful when you want to open a different page or document (which can be located on the same site or an external site) directly from your menu. Sometimes, organizations might have several websites and they want to add a link to the menu of Wild Apricot site that will take them directly to the other website. First, you need to create a new empty page. Next, edit the Meta-Tags for the page from the Page Management screen and insert the following redirect script into the "Raw Headers" section:
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<script type="text/javascript"> try { if (!top.adminpanel) { window.location = "http://redirect to url"; } } catch(e) {} </script> <noscript> <meta http-equiv="Refresh" content="0"; URL="http://redirect to url"> </noscript>
Change http://redirect to url to the url of the page you want to re-direct to (there are 2 places in the code where this change needs to be made).
The redirect will not work when you are logged in as an administrator. You need to log out and try it as a public or a member.
Inserting favicon - favorites icon

Inserting favicon - favorites icon
A favorites icon (favicon), also known as a website icon, a page icon, or an urlicon, is an icon associated with a particular website or webpage. For example http://www.wildapricot.com/ has a little apricot icon shown right before the URL in the internet browser:
Wild Apricot allows you to customize your website in a similar way. You can create a unique icon that would uniquely identify your Wild Apricot website on the internet. File type '.ico', see how to add shortcut icon Image size: should be 32x32 or 16x16 pixels
There are many free online .ico converters that can convert your image into a proper file. Just do a search for "ico converter" in your favorite search engine. e.g. http://www.icoconverter.com
Follow these steps to add the icon to your site: 1.
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1. Upload your icon to your Wild Apricot site. Upload the file you want to use via the File manager and place it in the Pictures folder. 2. Edit Meta tag. Go to editing of global meta tags for your site (See: Meta tags) - and insert the following code into Raw header:
<link rel="shortcut icon" type="image/ico" href="/Resources/Pictures/<FILE NAME>" />
Change the part that says <FILE NAME> to the name of your file (example: favicon.ico - do not include brackets around the file name). Now click on [Reset all pages to use this] button. Click [Save] button to exit. 4. Logout. In order to see the result you have to logout from your administrator account. When you go to your site, you should see something similar to our example:
Theme Overrides
Introduction to Theme Overrides (BETA)
The Theme Overrides function in Wild Apricot allows experienced web developers to modify, tweak, or create their own themes for Wild Apricot based sites. It does this by replacing (overriding) various parts of HTML template of the site (which is generated based on your selected theme .
This is a BETA functionality and is only intended for experienced web designers Please read this page before you proceed: Advanced customization warning This is only intended for people with advanced web design skills. Incorrect use will result in malfunctioning of your website. NOTE: Our technical support team does not provide support related to Theme Overrides.
If you read the warnings and feel adventurous and confident in your web design skills, this will provide you with much more flexibility in site customization compared to other mechanisms we provide (see Website themes )
Getting Started
You can enable the Theme Overrides via Settings > Theme Overrides.
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Click on [Enable Theme Override mode]. After enabling Theme Overrides you will be given the opportunity to download the HTML for your current theme. This page will also list all theme overrides (files which override standard template aspects) currently in use on your particular site.
Once Theme Override is enabled, a collection of folders will be created in your Resources folder under /Theme_Overrides/. These folders are empty, but match the folder structure of the Theme files that can be downloaded from the Theme Overrides page. Any file you place in these folders will be loaded instead of the original file of the same name. You can access these folders via webdav or through File Management.
See Template Engine Reference Guide for more information on using Theme Overrides
Troubleshooting
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If your Override files contains errors, your theme could malfunction. On the public side of the website, a yellow message box will be shown in this case. There are two types of errors that will be shown in this box: Page requested errors: Any String Template parsing errors Theme related errors: These are critical errors. In this case system will use parent theme which is parent for current custom them (see Template Engine Reference Guide). If something really bad happened with extended/custom theme and automatic switch to parent theme isn't possible - public user won't see anything besides usual "Site malfunction error"
You can log in to your website's backend to correct the problem.
Safe Login If the login box isn't accessible due to the customization, you can login by adding /sys/safelogin to the end of your domain name, like this: http://www.example.com/sys/safelogin
Once logged in, go to Settings > Theme Overrides. From here, you can: (1) Review errors (only theme-related errors, page-requested errors are able to view only from public mode) (2) Disable or Enable Theme Overrides mode (3) Rebuilt the current theme (4) Delete each overridden file
Disabling Theme Overrides will restore you back to the original Wild Apricot theme. Once you correct the issues with your override files you can then re-enable it. Sometimes the theme file wasn't compiled correctly which is what may be causing the problems. Clicking the [Rebuild Theme] button will re-compile the override files. If that doesn't work you would need to delete the offending file, you can do so by clicking the [Delete] button next to the file name.
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See also
Website themes CSS Customization Customizing colors and styles Template Engine Reference Guide
Advanced customization warning

This is a BETA functionality and is only intended for experienced web designers PLEASE READ CAREFULLY BEFORE DOING ANY ADVANCED CUSTOMIZATION VIA THEME OVERRIDES 1. Theme Overrides functionality in Wild Apricot allows experienced web developers with advanced skills to modify existing themes or create their own themes for Wild Apricot based sites. It does this by replacing (overriding) various parts of HTML template of the site. 2. Customization examples and instructions are provided as is - use at your own risk. Incorrect use of this feature can result in corrupted site design, malfunctions in your website functionality and might require manual and time-consuming clean up of erroneous changes. 3. We do not provide technical support related to advanced customization (Theme Overrides or CSS Customization) 4. This is BETA functionality - it has been launched in Version 4.2 in May 2011 and will be worked on further. We cannot guarantee that it will be supported in exactly the same way in future versions, in fact, it will definitely evolve further in our future updates. 5. Be very careful when modifying any of the template files (the .tpl files that contain HTML code with command directives) - no warnings are generated if you modify the file(s) incorrectly. Any mistakes - even spelling errors - will result in "theme compilation error" - your site will stop working and "Site template malfunction" message will be displayed when it's accessed. The only way to fix this is to go back into the file(s) via webdav and correct the error(s). The log files in /Theme_Overrides/Log folder can also help you locate the problematic files - alternatively you can just delete all the files you uploaded to the /Theme_Overrides/ folder.
Template Engine Reference Guide

Anatomy of Wild Apricot themes
Introduction Theme files and folders Wild Apricot Gadgets See also
Introduction
Wild Apricot software contains a number of modules, including website management system (aka website CMS - Content Management System). Thus, Wild Apricot can host your public and/or member-only web pages and provides an online editor to create and update your content web pages. Also, Wild Apricot-hosted website is fully integrated with all other modules via so-called Functional pages , for example: Online member directory Event calendar with online event registration and payment capabilities Membership application Member self-service to update profile and renew The way it all works, web pages of your website are generated on the fly by Wild Apricot software using the data stored in the database of your Wild Apricot account. Look and feel of web pages is defined by your website template, aka website theme Wild Apricot comes preloaded with many themes, with new themes being added all the time. Many aspects of the theme can be customized using the Colors and Styles customization (aka Point and Click customization)
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Furthermore, using CSS Customization a knowledgeable web designer can tweak the look and feel of the website even further.
Changes made via Settings > Colors and styles are stored in CustomStyles.CSS (do not modify this file directly) CSS code you add via Settings > CSS Customization is stored in User.CSS file. It is executed after CustomStyles.CSS - which means that CSS code added via Settings > CSS customization takes priority and overrides changes made via Settings > Colors and Styles.
Finally, for even deeper control of your website template/theme, experienced web designers can use Theme Overrides, which allows to replace (override) various parts of HTML template of your site with your custom code. See Theme Overrides help page for details on how to enable it. Theme files use special templating language called StringTemplate, see Theme files language syntax
Theme files and folders

Once connected to your site theme folder ('/resources/Theme_Overrides/your_theme_name/' ) via webdav, you'll see the following set of files and folders: /ArtTextTemplates/ - files related to ArtText styles used in your theme /Gadgets/ - see below /HeaderBackgroundImages/ -theme header backgrounds are kept there, including configuration file HeaderBackgroundSettings.cfg. See Header backgrounds and Theme customization /Images/ /Layouts/ - placeholder directory for future planned enhancements (user-selectable and customizable page layouts). We recommend moving all main html layouts of your pages into this file, and then include them in MainTemplate.Tpl via <$LAYOUT$> directive /PointAndClickSettings/ - this folder contains settings related to How themes interact with Colors and Styles customization /Scripts/ - See CSS and LESS /Styles/ - See CSS and LESS /SystemContentTemplates/ MainConfig.cfg - Main theme config file, see Mainconfig.cfg parameters MainTemplate.tpl - Main theme template OfflineConfig.cfg - see Theme and page generation process defaultlogo.gif - default logo for header. Its name is set in /MainConfig.config file preview.jpg (348x312 pixels) and preview_thumb.jpg (103x92 pixels) are used in theme selection screen. These files are not present in theme.prototype, only in visible child themes. Other files in directory structure are not mandatory - they are helper files for our templates. Feel free to look inside them to find out some useful template building techniques.
Wild Apricot Gadgets

Template Gadgets (Gadgets) are components of Themes. Gadgets present certain information/interactive functionality provided by Wild Apricot system. They work in conjunction with 'Server Modules' (Modules). Modules generate data structures called 'Models' which are then passed on to Gadgets. Each gadget is defined by two main files: MainConfig.cfg - main gadget config file GadgetTemplate.tpl - main gadget template There is also offline.cfg file - use it to exclude the gadget without actually deleting it from the folder structure. If ComponentOffline is set to 1, this gadget will be ignored. Let's look at one module example. One of Wild Apricot modules is MenuModule. It's responsible for providing the data required to display site menu (i.e. the current hierarchy of menu items and linked web pages). This particular module is used by three different gadgets: Menu.Horizontal, Menu.Hybrid and Menu.Vertical. Thus, these gadgets all get the same data from the module - but they display it differently.
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For a detailed list of Modules, gadgets they correspond to and data structures returned (models), see Template Gadgets and Modules
See also
Website themes Introduction to Theme Overrides CSS Customization Customizing colors and styles Theme Overrides Tutorial - Adding Text & Links to Login Area
Theme Overrides Tutorial - Adding Text & Links to Login Area

Theme Overrides Example: Add Text & Links to Login Box Container
Customizing the Login Box Locate the gadget file Modify the file Upload the file the file Troubleshooting Complete code example See also This is an example of how to customize the website using Theme Overrides. If you haven't already done so, enable Theme Overrides before continuing and download your theme files. The instructions shown here talk about the Gadget Template Files, but this also applies to other Layout Template Files. See Template Engine Reference Guide for more information. One of the more important basic functions for your website is the login function. Without it, members can't renew or register for member only events. The login box is area also contains other important links like "view profile", password change and login / logout button. You might want to customize this function to make it more noticeable or even add your own custom links, labels etc. For example: Add the text "Member Login" above the login box for logged out users Add links to the member application for new members Add a link to the renewal page when the member is logged in (rather than having them go to their profile first) Logged out Version of Login Box BEFORE Customization Logged out Version of Login Box AFTER Customization
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Logged in Version of Login Box BEFORE Customization
Logged in Version of Login Box AFTER Customization
All of this can be done using Theme Overrides in conjunction with CSS Customization. This help page will show you how Theme Overrides work and how it can be used to make such changes.
Customizing the Login Box

Locate the gadget file
Gadgets are responsible for presenting certain information/interactive functionality provided by the Wild Apricot system. Since the Login Box provides special functionality (the ability to log in), it would be a gadget. All gadget related files are stored in the "Gadget" folder in the archive you downloaded in Step 1. Open it and look for a folder related to the login box - for example it may be called "Login.LoginBox". Look in this folder and copy the main gadget template file, which is called ( GadgetTemplate.tpl) to your desktop.
Modify the file
Open the GadgetTemplate.tpl in your text editor. Any text editor will work - we recommend Notepad++. In the file you will find HTML and SringTemplate code (see: Theme files language syntax). Within the gadget you will also see the following Model properties being used: Key Models A variable that checks whether the visitor is logged in or not
Model.Security.IsAuthorized
Model.IsLapsedMembership
A variable that checks whether the member's membership is lapsed
Model.UserFullName
A variable that checks whether the visitor is logged in or not
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The available models depend on the gadget e.g. Model.UserFullName is available in login gadget BUT not in the Header gadget. For a complete list of available Models for each Module/Gadget, see: Template Gadgets and Modules
Decide if you want to show the text if the the visitor is logged in or logged out. In the Gadget there is a condition that checks if Model.Security.IsAuthorized is set - it flows like this:
<$if(Model.Security.IsAuthorized)$> //This part is executed if variable is set (user is logged in) <$else$> //This takes place if user is not logged in) <$endif$>
The words if, else, and endif are used to make conditional statements and check if a variable has been set. You can use these in any *.tpl file. For more information, see: Theme files language syntax
Add your HTML to the appropriate sections in the code. You can check other variables the same way, for example to check for lapsed membership:
<$if(Model.IsLapsedMembership)$> //Executed if variable is set (member is lapsed) <$endif$>
Or checking if member is not lapsed using the NOT operator, witch is "!":
<$if(!Model.IsLapsedMembership)$> //Executed if variable is NOT set (member is not lapsed) <$endif$>
You can also use variables directly in the code - it will be replaced when it's compiled. For example:
<div id="Welcome" style="welcome_message"> Hello and thank you for logging in <$Model.UserFullName$>! </div>
Upload the file the file
Now that you have the override file modified and saved, it's time to upload it to the Theme Overrides folder on your website. You can do this through either WebDAV or the web based File Manager. The file needs to be uploaded to the same folder corresponding to the archive you got it from. In above example the file was located in /Gadgets/Login.LoginBox/ so we need to upload this file to that same folder in /Resources/Theme Overrides/<Theme_Name> /Gadgets/Login.LoginBox/ (Where <Theme_Name> is_ the name of the theme you are using)_. Once uploaded, just refresh the page in the browser and you will see the changes right away.
The very first time that the changed files are accessed, they need to be compiled, so it might take slightly longer than usual to load the page. Load times will return to normal after that initial compilation.
Troubleshooting
Site Template malfunction: If you get this error after using Theme Overrides then you have invalid code in your override files. Just delete the file to restore the site back to it's previous state. You can still access the files via Web dav if you are no longer able to log into the site.
Complete code example

Here is the complete code for a modified version of the LoginBox gadget, with comments where we made our additions:
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Logged out Version of Login Box BEFORE Customization
Logged out Version of Login Box AFTER Customization
Logged in Version of Login Box BEFORE Customization
Logged in Version of Login Box AFTER Customization
GadgetTemplate.tpl - PROVIDED AS IS FOR DEMONSTRATION PURPOSES
 <$if(!Model.IsHiddenOnPage)$> <div id="idLoginContainerTopCorners" class="cornersContainer"><$Divs(cornersDivsTop = "true", hideInnerDivs = "true")$></div> <div id="idLoginContainer"> <$Divs(designDivsBegin = "true")$>
 <$if(Model.Security.IsAuthorized)$> <div id="loginData"> <div id="idLoggedName"> <span><$Model.UserFullName$></span> </div>  <$if (!Model.IsSystemAdminView)$> <div id="ctl00_LeftMenuArea_Authentication1_loginViewControl_passwordChangeBox" class="profileBox"> <a href="<$if (Model.IsAdminView)$><$Model.Urls.ContactDetails$><$else$><$Model.Urls.Profile$><$endif$>"><$Model.Text.LinkProfileText </div> <$endif$>  <div id="RenewLinkInLoginBox" class="profileBox"><a href="/Content/Wizard/Renewal/MemberRenewal.aspx">Renew Membership</a></div>  <$if(Model.IsChangePasswordLinkVisible)$> <div class="profileBox" id="ctl03_ctl02_loginViewControl_passwordChangeBox"> <a href="<$Model.Urls.ChangePassword$>"><$Model.Text.LinkChangePasswordText$></a> </div> <$endif$> <div class="profileBox" id="idLoggedAction"> <form action="<$Model.Urls.SignOut$>" <$if(Model.IsAdminView)$>target="_top"<$endif$> method="post"><input type="submit" size="20" value="<$Model.Text.LinkSignOutText$>" id="ctl00_LeftMenuArea_Authentication1_loginViewControl_LogoutButton" class="loginButton"></form> </div>
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</div>  <$else$> <table id="ctl03_ctl02_loginViewControl_loginControl" cellspacing="0" cellpadding="0" class="loginContainerTable" style="border-collapse:collapse;" border="0"> <tr> <td> <div id="loginData"> <$Divs(designDivsBegin = "true")$>  <h3>MEMBER LOGIN AREA</h3>  <div>Not a member? Click <a href="/join">here</a> to sign up.</div> <form id="<$Model.Id$>" action="<$Model.Urls.Authenticate$>" method="post"> <input type="hidden" name="ReturnUrl" id="returnUrl" value="<$Model.Urls.Return$>"> <input type="hidden" name="browserData" id="<$Model.Id$>_browserField"> <div id="idLoginUserName"> <div id="idLoginUserNameLabel"> <label for='ctl03_ctl02_loginViewControl_loginControl_UserName'> <span validatorType="required" controlToValidate="ctl03_ctl02_loginViewControl_loginControl_UserName" display="static" errorMessage="<$Model.Text.EmailIsRequired$>" id="ctl03_ctl02_loginViewControl_loginControl_userNameRequiredValidator" class="mandatorySymbol" style="visibility:hidden;">*</span> <$Model.Text.LabelEmail$> </label> </div> <div id="idLoginUserNameTextBox"> <input name="email" type="text" maxlength="100" id="ctl03_ctl02_loginViewControl_loginControl_UserName" tabindex="1"/> </div> </div> <div id="idLoginPassword"> <div id="idLoginPasswordLabel"> <label for='ctl03_ctl02_loginViewControl_loginControl_Password'> <span validatorType="required" controlToValidate="ctl03_ctl02_loginViewControl_loginControl_Password" display="static" errorMessage="<$Model.Text.PasswordIsRequired$>" id="ctl03_ctl02_loginViewControl_loginControl_userNameRequiredValidator" class="mandatorySymbol" style="visibility:hidden;">*</span> <$Model.Text.LabelPassword$> </label> </div> <div id="idLoginPasswordTextBox"> <input name="password" type="password" maxlength="50" id="ctl03_ctl02_loginViewControl_loginControl_Password" tabindex="2"/> </div> </div> <div id="idLoginActionRememberMe"> <input id="ctl03_ctl02_loginViewControl_loginControl_RememberMe" type="checkbox" name="rememberMe" tabindex="3"/><label for="ctl03_ctl02_loginViewControl_loginControl_RememberMe"><$Model.Text.LabelRemember$></label> </div> <div id="idLoginAction"> <span><input type="submit" name="ctl03$ctl02$loginViewControl$loginControl$Login" value="<$Model.Text.ButtonLoginText$>" id="ctl03_ctl02_loginViewControl_loginControl_Login" tabindex="4" class="loginButton"/></span> </div> <div id="idLoginPasswordForgot">  <a href="<$Model.Urls.ForgotPassword$>">Request New Password (For exisitng members)</a> </div> </form> <script type="text/javascript" language="javascript"> var browserField = document.getElementById('<$Model.Id$>' + '_browserField'); browserField.value = browserInfo.getBrowserCapabilitiesData(); $(document).ready(function() { $('#<$Model.Id$>').FormValidate(); });
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</script> <$Divs(designDivsEnd = "true")$> </div> </td> </tr> </table> <$endif$> <$Divs(designDivsEnd = "true")$> </div>
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<div id="idLoginContainerBottomCorners" class="cornersContainer"><$Divs(cornersDivsBottom = "true", hideInnerDivs = "true")$></div> <$endif$>
See also
Template Engine Reference Guide Wild Apricot Partner Directory Customization Community Forums
Template Gadgets and Modules

Gadgets and Modules
Gadgets.cfg Individual Gadget configuration file Gadget parameters List of Gadget modules LoginModule MenuModule FooterModule HeaderModule ChangeMemberPasswordModule ChangePasswordModule PasswordRequestModule LegacyGadgetModule LoginPageModule PasswordRequestModule TermsOfUseModule As described on Template Engine Reference Guide, modules generate the data which is then processed and displayed by gadgets. Here's a list of the modules, gadgets they correspond to and models (data structures passed by modules to gadgets).
Gadgets.cfg
This file is part of the theme and lists all Gadgets used in the current theme. It has pretty straightforward structure: <Gadgets> container holding a list of <Gadget> items, like this:
<?xml version="1.0"?> <Gadgets> <Gadget Id="Menu.Simple"/> <Gadget Id="Login.LoginBox.Simple"/> <Gadget Id="Page.Footer"/> <Gadget Id="Page.Header"/> <Gadget Id="Sys.ChangePassword"/> <Gadget Id="Sys.ChangeMemberPassword"/> <Gadget Id="Sys.PasswordRequest"/> <Gadget Id="Sys.LoginPage"/> <Gadget Id="Sys.TermsOfUse"/> <Gadget Id="Sys.LegacyGadget"/> <Gadget Id="Sys.MemberProfile"/> </Gadgets>
Individual Gadget configuration file

Each gadget has a configuration file Mainconfig.cfg ( similar to theme's MainConfig.cfg file). All parameters are wrapped in <Gadget> tag. <Visible>
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<Id> - gadget id. This id is used in gadget calls from templates <$Gadget Name="ThisId"$> and should be unique. <ParentId> - gadgets use the same inheritance mechanism as in themes. So you may declare parent gadget. <Title> - gadget title <ShortTitle> - short title <Module> - gadget data provider. This setting defines which type of data is available in gadget. See below for a list of available modules and system gadget names using that modules. <Description> - gadget description
Gadget parameters
Gadget parameters are variables you can pass to gadgets to have the same gadget display different things. Let's illustrate parameters by looking at Menu.Hybrid module. Here's an excerpt from LayoutsTemplate.tpl used in some of Wild Apricot Hybrid Themes (Hybrid means that the menu is displayed horizontally on top level pages and vertically on child pages):
... <$Gadget Name="Menu.Hybrid" top="true"$> .... <$Gadget Name="Menu.Hybrid" left="true"$> ...
In this excerpt we use the menu.hybrid gadget two times: once with parameter top="true", second time with parameter left="true". In order for these two parameters to be used by gadget, they had to be described (~declared) in the gadget config file (Menu.Hybrid/MainConfig.cfg):
<Gadget> <Visible>1</Visible> <Id>Menu.Hybrid</Id> <Title>Hybrid menu</Title> <ParentId>Menu.Vertical</ParentId> <ShortTitle>Hybrid menu</ShortTitle> <Module>MenuModule</Module> <Description>Hybrid (horizontal top-level menu plus vertical child-levels) menu builder gadget</Description> <Params> <Param> <Key>top</Key> <Value>false</Value> </Param> <Param> <Key>left</Key> <Value>false</Value> </Param> </Params> </Gadget>
As you can see, <params> container has two parameters (<param>), where <key> are the names of variables (left and top), and <value> are their default values (false for both). When we call up a gadget with specific parameters, those parameters override the default values. Now, looking at the code for the gadget itself (Menu.Hybrid/GadgetTemplate.tpl):
... <$if (Model.Params.top)$> ... <$endif$> ... <$if (Model.Params.left)$> ... <$endif$> ...
So you can see that the parameters sent to it by module are received and can be accessed via Model.Params.VariableName - which means that we can use them for conditional statements to display different things.
List of Gadget modules
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LoginModule
Gadgets using it: Login.LoginBox Common settings: Model.Id - login form ID Model.UserFullName - full user name Model.IsAdminView - is page in admin view state Model.IsSystemAdminView - is page in system admin view state Model.IsHiddenOnPage Model.IsChangePasswordLinkVisible - is link to change password page visible Model.IsLapsedMembership - does user has lapsed membership Security settings: Model.security.IsAuthenticated - is user authenticated Model.security.IsAuthorized - is user authorised Model.security.CanLoginAsAdmin - can user login as admin Text labels: Model.text.LabelEmail Model.text.LabelPassword Model.text.LabelRemember Model.text.ButtonLoginText Model.text.LinkForgotPasswordText Model.text.LinkSignOutText Model.text.LinkProfileText Model.text.LinkChangePasswordText Model.text.EmailIsRequired Model.text.PasswordIsRequired Urls: Model.Urls.SignOut - Sign out URL Model.Urls.Profile - User profile URL Model.Urls.Admin Model.Urls.Authenticate Model.Urls.ForgotPassword - Forgot password page url Model.Urls.Return Model.Urls.ChangePassword - Change password page URL Model.Urls.ContactDetails - Contact dfetaild URL
MenuModule
Gadgets using it: Menu.Horizontal, Menu.Hybrid, Menu.Vertical Model.Items (collection) Items: it.Id - id of menu element it.Title - menu element title it.Url - menu element url it.Items (collection) - if menu has subitems, here's nested collection of items, having the same properties as root Items collection. it.IsAdminOnlyPage - is page viewable only by admin it.IsMemberOnlyPage - is page viewable only by member it.IsPublicPage - 0 is it public page it.IsItemWithChildren - does this page has children pages? it.IsItemWithoutChildren - or does not? it.IsFirstItem - is it a first item in a list? it.IsLastItem - is it the last item in the list? it.IsSingleItem - is it single item in the list it.IsChildItem - does this item has parent? it.LevelInHierarchy - displays level in hierarchy, 0 for root level it.LevelPlusOne - displays level in hierarchy, 1 for root level it.LevelPlusTwo - displays level in hierarchy, 2 for root level it.IsSelected - is this item selected it.IsChildSelected - is child of this item selected it.IsSelected_and_ItemWithChildren it.IsSelected_and_ItemWithoutChildren it.IsAnyParentSelected - if parent of this item is selected
FooterModule
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Gadgets using it: Page.Footer Model.Text - text entered while editing footer in admin. Model.DefaultText - text if no user-entered text in footer Model.AssociationName - your association name Model.ShowFlyoutMenu Model.FlyoutMenuScript
HeaderModule
Gadgets using it: Page.Header Model.OnClick Model.Text - text entered while editing footer in admin. Model.ShowFlyoutMenu Model.FlyoutMenuScript Model.Id
ChangeMemberPasswordModule
Gadgets using it: Sys.ChangeMemberPassword Model.Id Model.MinimumPasswordLength Text labels section: Model.Text.Intro - introductory text Model.Text.PageHeader - page header Model.Text.CurrentPasswordLabel - current password Model.Text.NewPasswordLabel - new password Model.Text.NewPasswordConfirmLabel - confirm new password Model.Text.PasswordsMatchValidator Model.Text.ButtonSubmit - submit button text Model.Text.ButtonCancel - cancel button text Model.Text.Success - text on success Model.Text.Error - text on error Model.Text.PasswordsDoNotMatch - passwords does not match text Model.Text.InvalidOldPassword - invalid old password Model.Text.PasswordTooShort - password too short Model.Text.DisabledByAdmin Model.Text.CurrentPasswordRequired - current password required Model.Text.NewPasswordRequired - new password required Model.Text.NewPasswordConfirmationRequired URLs section: Model.Urls.ChangePassword - change password url Model.Urls.Return Result section Model.Result.Success - success text Model.Result.Error - error text Model.Result.PasswordsDoNotMatch - passwords do not match text Model.Result.InvalidOldPassword - invalid old password Model.Result.PasswordTooShort - password too short Model.Result.DisabledByAdmin
ChangePasswordModule
Gadgets using it: Sys.ChangePassword Model.Id Model.PendingOperationId Model.MinimumPasswordLength Text labels: Model.Text.PageHeader Model.Text.NewPasswordLabel Model.Text.NewPasswordConfirmLabel Model.Text.SubmitButtonText Model.Text.ForgotPasswordLabel Model.Text.InvalidPasswordLength Model.Text.PasswordsDoNotMatch
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Model.Text.PasswordRequired Model.Text.PasswordConfirmationRequired Model.Text.ErrorInvalidRequest Model.Text.UndefinedError Model.Text.Success Model.Text.ErrorHeader Urls: Model.Urls.ChangePassword Model.Urls.ForgotPassword Result texts: Model.Result.PasswordsDoNotMatch Model.Result.Success Model.Result.InvalidRequest Model.Result.InvalidId Model.Result.InvalidPasswordLength Model.Result.UndefinedError
PasswordRequestModule
(used in Forgot password page) Gadgets using it: Sys.PasswordRequest Texts: Model.Text.EmailLabel Model.Text.SubmitButton Model.Text.Title Model.Text.Intro Model.Text.ResultMessage Model.Text.AfterRequestNote Model.Text.EmailSent Model.Text.InvalidEmail Model.Text.EmailIsRequired Model.Text.ErrorHeader Urls: Model.Urls.PasswordRequest Model.Urls.ReturnUrl Model.Urls.Result Model.Urls.InvalidEmail Model.Urls.EmailSent Model.Urls.PasswordRequestDisabled Model.Urls.InvalidCaptcha Model.Urls.Error Misc: Model.PasswordRequested Model.Captcha Model.Id
LegacyGadgetModule
DO NOT USE - system module need to maintain backward for compatibility. Gadgets using it: Sys.LegacyGadget
LoginPageModule
Gadgets using it: Sys.LoginPage Text: Model.Text.LabelEmail Model.Text.LabelPassword Model.Text.LabelRemember Model.Text.ButtonLoginText Model.Text.LinkForgotPasswordText Model.Text.PageHeader Model.Text.PageIntro
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Model.Text.ErrorMessage Model.Text.EmailIsRequired Model.Text.PasswordIsRequired Urls: Model.Urls.Authenticate Model.Urls.ForgotPassword Model.Urls.Return Security: Model.Security.IsAuthenticated Model.Security.IsAuthorized Misc: Model.Success Model.EmailEmpty Model.PasswordEmpty Model.Email Model.Id
PasswordRequestModule
Gadgets using it: Sys.PasswordRequest Text labels: Model.Text.EmailLabel Model.Text.SubmitButton Model.Text.Title Model.Text.Intro Model.Text.ResultMessage Model.Text.AfterRequestNote Model.Text.EmailSent Model.Text.InvalidEmail Model.Text.EmailIsRequired Model.Text.ErrorHeader Urls: Model.Urls.PasswordRequest Model.Urls.ReturnUrl Model.Urls.Result Model.Urls.InvalidEmail Model.Urls.EmailSent Model.Urls.PasswordRequestDisabled Model.Urls.InvalidCaptcha Model.Urls.Error Misc: Model.PasswordRequested Model.Captcha Model.Id
TermsOfUseModule
DO NOT USE/MODIFY - system module. Gadgets using it: Sys.TermsOfUse
Theme and page generation process

Theme generation process
Theme assembly Gadget assembly
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CSS and JavaScript parsing StringTemplate page parsing OfflineConfig.cfg parameters Theme inheritance Your site theme (overall site design look and feel) and your website pages are generated on the fly based on all the files in your ThemeOverrides folders. Here's an overview of the generation process
Theme assembly
1. System reads config file of currently selected theme (MainConfig.cfg) 2. If there is a <ParentId> option set, it reads config file of parent theme. The process repeats until system encounters parentless theme (root theme) 3. All files from root theme are copied to special assembly folder. 4. All files from child themes are copied to the same folder, overwriting parent files. 5. Files from theme_overrides folder are copied over to the same place. Theme assembly is complete. All actions below this point will be acted on the assembled theme.
Gadget assembly
1. System reads config file of every gadget in system (MainConfig.cfg). 2. If there is a <ParentId> option set, it reads config file of parent gadget. The process repeats until system encounters parentless (root) gadget. 3. All files from root gadget are copied to special assembly folder. 4. All files from child gadgets are copied to the same folder, overwriting root gadget files. 5. Files from theme_overrides folder are copied over to the same place. Gadgets assembly is complete.
CSS and JavaScript parsing

See CSS and LESS
StringTemplate page parsing

1. System reads MainTemplate.tpl file located in the root of assembled theme. This file is an entry point for theme rendering. 2. System (ST engine) parses MainTemplate.tpl, replacing all <$...$> constructions with their values. (See Page Model for available variables) 3. If ST finds <$templateName()$> construction, it opens templateName.tpl file, parses it with StringTemplate engine and adds its content to resulting html. 4. <$LAYOUT$> construction is replaced it with master layout file, currently located in Layouts/LayoutsTemplate.tpl and also parsed. 5. <$Gadget name="gadgetName"$> tags are replaced with corresponding gadgets code and parsed. Entry point for every gadget is GadgetTemplate.tpl file. 6. <$CONTENT$> tag is replaced with content of current page from the page content database That's it, the page is built and ready to be sent to the browser!
OfflineConfig.cfg parameters
There's only one meaningful key here: ComponentOffline - if set to 1, the theme won't be included in theme bulilding/rebuilding process (see below).
Theme inheritance
Inheritance allows you to pass attributes from one template to another 'child' template. Let's imagine the following situation: We have a theme Theme1 which has no parents (e.g,. it is standalone theme). Here's an example of key theme files structure:
/Theme1/ /Theme1/MainConfig.cfg /Theme1/MainTemplate.tpl /Theme1/Layouts/LayoutsTemplate.tpl
Now, let's say we have Theme2 theme, and its parent is Theme1 theme. We set the theme's parent in theme config file. It's file structure would look like this:
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/Theme2/ /Theme2/MainConfig.cfg
You can see it only has one file in it. When theme builder builds your theme, first it takes all files from your parent theme and then it overwrites them with files from your theme. So, the final result is called assembled theme and consists of all files from parent theme overwritten by sibling themes. In our example, here's full assembled file structure of Theme2 theme:
/Theme2/ /Theme2/MainConfig.cfg (file from *Theme2*, overrides *Theme1* file with the same name) /Theme2/MainTemplate.tpl (taken from *Theme1* theme) /Theme2/Layouts/LayoutsTemplate.tpl (also taken from *Theme1* theme)
You can go even further and create third level of inheritance
Quick customization examples

Advanced customization examples via Theme Overrides
(see Theme Overrides )
Adding Text to the Footer Placing Text Under Menu
Adding Text to the Footer

Go to /Layouts/ folder (on your local copy of the theme files) and open LayoutsTemplate.tpl - main layout template of your theme. This is an HTML file with special elements enclosed in <$...$> tags. These tags allow you to customize the elements on a page. Find: <$Gadget Name="Page.Footer"$> This string means that theme parser has to insert "Page.Footer" gadget in place of this tag. (See Template Engine Reference Guide Now navigate to /Gadgets/Page.Footer/ folder and open GadgetTemplate.tpl. This is the main gadget's file. Find <div id="<$Model.Params.FooterContentHtmlId$>"> Add the text "Hello World!" between the start div and the closing div - it should look something like this:
<div id="<$Model.Params.FooterContentHtmlId$>"> Hello World! </div>
Save this file and upload it to your site corresponding webdav location. In our example, it should be Resources/Theme_Overrides//your_current_theme_name//Gadgets/Page.Footer/ Refresh your page and see your footer changed:
Placing Text Under Menu

Open /Layouts/LayoutsTemplate.tpl file
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Find <$Layouts/AreaUnderMenu()$> This string says that template file /Layouts/AreaUnderMenu.tpl should be loaded here. Navigate to /Layouts/AreaUnderMenu.tpl Edit it (it is initially empty) - add the text / html you want and Save Upload to your site. Refresh the page and notice that you have some text under menu!
Theme files language syntax

StringTemplate syntax
Introduction Template variables Using templates Passing parameters Using Conditional Statements Using Iterators Special Wild Apricot tags
Introduction
Wild Apricot themes are based on special templating language/framework called StringTemplate (see StringTemplate Documentation on external website) Here's some brief information on using template language in Wild Apricot themes:
Template variables
There are two ways for variables to be set in your template. 1. Passing variables as a parameter to a template call (see below, passing parameters to template). 2. Using pre-defined variables. There are different sets of preset variables for general page templates and for each gadget. You may output template variable value by using the following syntax.
<$VariableName$>
For a list of available variables see Page Model and Template Gadgets and Modules.
Using templates
You can load a template into a page using the following syntax:
<$TemplateName()$>
(This loads TemplateName.tpl located in root folder of your theme. To load template located in Layots folder e.g. Layouts/Helpful.tpl), use <$Layouts/Helpful()$> instead. )
Passing parameters
Pass parameters to templates by specifying them like this:
<$TemplateName(param1 = value1)$>
You can specify more then one parameter - comma-separate them like this:
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<$TemplateName(param1 = value1, param2 = value2)$>
Within the template, you can access parameters passed to it via the following syntax:
<$param1$>
This code would output value1 in its place. You can also pass parameters to make conditional calls to your template (see below).
Using Conditional Statements

You can use conditional statements to check if a variable has been set. For example, you could use the following code to check if a variable is TRUE and then return some HTML content:
<$if(VariableName)$> ...some html... <$endif$>
Or you could also check the opposite condition using the ! modifier, for example:
<$if(!VariableName)$> ...some html... <$endif$>
Important Please note that you cannot compare against exact value, you can only check if variable set or not.
And here is an example with if...else statement:

<$if(VariableName)$> ...some html... <$else$> ...another code... <$endif$>
Using Iterators
Sometimes you need to display a collection or a set of of elements, for example, a list of menu items. To do this, use iterators, for example:
<$ItemsCollectionName:IteratorTemplate()$>
(Here ItemsCollectionName is the name of items collection, and IteratorTemplate is a name of .tpl file to be called for every item in collection. Access value of each collection item in iterator template by accesing special template variable it, e.g.
<$it.Name$>
would output currently iterated item's value. It is sometimes unneccessary to create separate iterator template for every item collection you want to iterate. You may create inline iterator templates as well:
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<$ItemsCollectionName: { <$it.Name$> } $>
Example above would iterate over ItemsCollectionName and output name of every item's Name property.
Special Wild Apricot tags

<$LAYOUT$>
Now just inserts Layouts/LayoutsTemplate.tpl. Reserved for future use.

<$Gadget Name="GadgetName">
Inserts gadget with name (ID) GadgetName. You may pass additional params to gadget model by adding parameters like this:
<$Gadget Name="GadgetName" name1="val1" name2="val2">
These parameters should be described in gadget config file and could be available in gadget model by using <$Model.Params.name1$>, <$Model.Params.name2> etc.
<$CONTENT$>
Inserts current page content.
Mainconfig.cfg parameters
Mainconfig.cfg parameters
Mainconfig.cfg is the main configuration file of your theme. It includes the following key parameters: Visible - theme visibility. Shows if theme is visible on theme selection screen or not. This flag is used for hiding theme prototypes (themes which are parents for another, visible theme). ThemeSetId - Theme grouping, for example, Nature is themeset consisting of 8 themes. Themes are grouped by ThemeSetId in theme selection screen. Id - unique theme id ParentId - id of parent theme. If you use parent theme id, all files absent from this theme are taken from parent theme. DefaultLogoFileName - default logo filename A number of parameters related to theme selection screen in Administration backend: Title - theme name, visible in theme selection screen (as ShortTitle - short title Description - theme description PreviewFile - theme preview PreviewFileThumb - theme preview thumbnail image
How themes interact with Colors and Styles customization

How themes interact with Colors and Styles customization
Introduction
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Wild Apricot CMS provides functionality for non-technical people to easily change colors (as well as other formatting attributes) of various parts of your website - see Customizing colors and styles. It is also sometimes referred to as Point and Click customization. Current page explains how that functionality is configured/interacts with advanced customization of your website themes All files related to this integration are stored in your theme under /PointAndClickSettings/. There are two key files: cssTemplate.tpl and defaultValues.txt defaultValues.txt defaultValues.txt sets both default values for theme customization (those values are set when you reset your point and click settings to default) and defines interface items order and names. here's an example of defaultValues.txt file:
Global_settings-Background_color = #FFFFFF; Global_settings-Text-Font_family = Verdana, Arial, Helvetica, sans-serif; Global_settings-Text-Font_size = 0.80em; Global_settings-Text-Font_weight = normal; Global_settings-H1-Background_color = ;
This string has to be in this format (items in square brackets are optional): MenuName[-SubMenuName][-SubSubMenuName]-SelectorType = [DefaultValue];
Important Only letters and numbers are allowed in (sub)menu names, and they cannot start from number. If you want to use spaces in menu names, use underscore instead. If you want to use special characters line (?!" etc, use the following construction:
___45___
, where 45 is ascii code of desired symbol in decimal format. Here's the link to ascii codes table for your reference.
Let's take a closer look at (for example) last string:

Global_settings-Text-Font_weight = normal;
So, Global_settings is menu name Text is submenu name Font_weight is selector type normal is default value Thus, this string adds font weight selector Global Settings -> Text menu item.
defaultValues.txt selector types.

Each selector type needed to draw special selector control element. For example, if you want font color to be set, color selector dropdown should be drawn, and so on. There are several supported selector types. Strings with unknown selector types are ignored. Height_display : displays height dialog. Values are px. Background_color, Color, Font_color, Outline_color,
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Item_Color, Border_color : displays color selector dialog, outputs colors in #rrggbb format Font, Font_family : font family dropdown. Selec among sans, sans serif etc Size, Font_size : font size dialog, outputs em sizes. Weight, Font_weight : displays font weight dialog. outputs bold, bolder, normal values. Style, Font_style : displays font style dialog Decoration, Font_decoration, Text_decoration : displays text-decoration dialog.
cssTemplate.tpl
This file is just a plain CSS file with one exception: it supports names from defaultvalues.txt (surrounded by "{" and "}") as parameters. for example,
BODY { background-color: {Global_settings-Background_color}; }
When changes are made via Customizing colors and styles, system generates customStyles.css, reference to this file is added to PageModel.Styles. customStyles.css is, generally speaking, cssTemplate.tpl with actual values instead of constants.
Header backgrounds and Theme customization

Header backgrounds and Theme customization
Each theme has a default header background, users can upload their header background or select one of the background in the library of header backgrounds that we supply. (See Page header customization) If you want your theme header backgrounds to be selectable thru admin->settings->header custumization, config file and background files should be located in /HeaderBackgroundImages/ folder:
HeaderBackgroundSettings.cfg
HeaderBackgroundSettings.cfg is an xml file with <HeaderBackgroundsConfiguration> as a main container. It has the following sections: <HeaderBackgrounds> - container tag which holds a list of items like <Background fileName="Filename.jpg"> FileName.jpg should exist in the same /HeaderBackgroundImages/ folder, and it also should have a thumbnail with the same name, placed in /HeaderBackgroundImages/thumbs/ (300x49 pixels). <CustomizableBackground> defines if theme has customizable background or not <MinHeaderHeight> - minimal header height to be set from header settings wizard <MaxHeaderHeight> maximal header height <DefaultBackground> - the same parameters as <Background> in <HeaderBackgrounds> section. Sets the default background for the theme.
Art text styles in themes

Customizing ArtText styles in themes
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ArtText functionality of Wild Apricot provides editors with the ability to use stylized text with special effects - for example to create exciting and colorful headings for your site headings and pages. See ArtText ArtText functionality in Wild Apricot is based on Neodynamic ImageDraw . It is possible to customize ArtText capabilities for a specific theme , here's brief information: Everything related to ArtText for your theme should be in /ArtTextTemplates/ folder. There might be several files in that folder:Main config file is ArtTextStyles.cfg and names of additional files are also set in ArtTextStyles.cfg. ArtTextStyles.cfg is the main configuration file. It includes <ArtTextStyles> wrapping container, and a set of <ArtTextStyle> groups, each describing a separate ArtText style. Every description has a link to template file (XmlTemplateFilePath parameter), its StyleGroup (Title, SubTitle or H1) and a list of possible customizable parameter names. Every file mentioned in ArtTextStyles.cfg is an xml file with cfg extension, generated by ImageDraw component. Please refer to ImageDraw manual (ZIP file 4 MB) for more information.
CSS and LESS

CSS, LESS and Javascript processing
CSS loading and sequence Javascript loading CSS, LESS and JavaScript templating LESS is a dynamic stylesheet language- extension of CSS (Cascading Style Sheets). You can think of it as a macro-language compiled into CSS. We use LESS is some of our templates (Nature themeset) to make them easier to customize (Specifically, we use .NET server-side implementation of LESS, called dotless ).
CSS loading and sequence

Every css file in /Styles/ folder is automatically added to PageModel.Styles collection and could be easily iterated:
<$PageModel.Styles: { <link href="<$it.Path$>" rel="stylesheet" type="text/css" /> }$>
See Theme files language syntax for more information. You should keep in mind the order of stylesheets loading: SS and LESS files are added to PageModel.Styles in the following order: All *.css files in /Styles/ folder (in alphabetical order) /Styles/theme.less (if you need more than one LESS, please use LESS internal @import directive) customStyles.css (autogenerated by Colors and Styles (link it)) user.css (stylesheet added via settings->custom styles (link it))
Javascript loading
Loading javascripts is similar to loading css files. Every .js file you put in /Scripts/ folder is automatically added to PageModel.Scripts collection in alphabetical order and can be easily iterated:
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<$PageModel.Scripts: { <script type="text/javascript" language="javascript" src="<$it.Path$>" id="<$it.Id$>"> }$>
If you add scripts via Settings->Custom Javascript, it could also be easily added to your page:
<$PageModel.InlineScripts: { <script type="text/javascript" language="javascript" id="<$it.Id$>"> <$it.Source$> </script> }$>
CSS, LESS and JavaScript templating

Every stylesheet in /Styles/ is parsed by StringTemplate internal parser before output. There are some variables available for use in these files: StaticModel.ThemeUrl - one of the most important variables for your less/js/css files. It shows a path to your theme folder. All links to your theme images, scripts etc should look like this:
#idHeaderContainer .d1 { background: transparent url(<$StaticModel.ThemeUrl$>/images/bg-header.gif); }
StaticModel.ThemeId - Id name of your theme StaticModel.ThemeVersion - theme version StaticModel.ThemeBuildVersion - theme build version StaticModel.SharedResourceUrl - path to shared resources folder. It hosts some files used across all WA themes. You probably wouldn't need to use it directly.
Page Model
Page Model
Page model properties Page Model provides a set of variables accessible from maintemplate.tpl (and all the files included into it, such as layout template, child layout templates etc) These variables provide various useful information, for example whether the user is logged in or not, current page title. It also includes a collection of all CSS, LESS and Javascript files loaded by the template engine. (See also Theme files language syntax and CSS and LESS
Page model properties

PageModel.CustomValues PageModel.Title - page title PageModel.RawHeaders - raw headers from site config PageModel.AssociationId - associacion ID number PageModel.IsWidgetMode - set to true in widget mode PageModel.IsCurrentPageDefault - set to true on default (main) page PageModel.IsAdminView - whether site now in admin view mode PageModel.IsMemberView - whether site now in member view mode PageModel.IsAnonymousView - whether site now in anonymous (not logged in) view mode PageModel.IsSystemPage - whether this page system (registration, forgot password page etc) PageModel.IsSystemAdminView - whether site now in sysadminview mode
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PageModel.IsCustomBodyCssClass - body css class PageModel.HomeUrl - homepage url PageModel.GlobalUserJavaScript - global javascript defined in settings. PageModel.BaseUrl PageModel.ThemeId PageModel.BodyCssClass PageModel.ThemeVersion PageModel.PageId PageModel.PageState PageModel.PageContent PageModel.HeadId PageModel.InlineScripts (collection) it.Id it.Source PageModel.Scripts (collection) it.Path it.Id PageModel.Styles (collection) it.Path PageModel.Rss (collection) it.Path it.Title
White-labeled version of Wild Apricot

White-labeled version of Wild Apricot
NOTE: We are no longer accepting new white-label resellers. This article describes how white-labeling works for existing white-label partners only. For information on our partner programs for Service Partners and Affiliates, please check out our Partner Program details
Setting up a client's account Dashboard pages Regular account White-labeled account, RESELLER VIEW Dashboard page - White-labeled account, limited admin access view Differences between Regular and White Labeled views
1. White-labeling is only available for community account plans and above as it requires the ability to separate site administrators via access control. See Pricing. Full account administrators will always have access to all account features (e.g. Billing plan, domain management) and thus can not see a white-labeled interface. All other administrators will see a white-labeled interface.
(This assumes that you have already evaluated Wild Apricot and decided it is a good opportunity for you, applied and have been approved as a white-label reseller)
Setting up a client's account

To white label a client's account: 1) Open an account in your name (for a particular client - or a demo account for demonstration purposes) 2) Contact us at support@wildapricot.com and request to turn on white-labeling for a particular account. You can also put up your own logo. Note: Your logo is added using the File Manager and should be set to the following: name: custom-admin-logo.gif location: place the logo in Theme folder height: 66 width: 168
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3) Once that's setup, administrators with less than full access will see some changes in Wild Apricot's administration screens - your own custom logo (or an empty space if you have not set up one). Also, the 'Powered by Wild Apricot...' link at the bottom will be hidden in both the public and administrator views.
Dashboard pages
Regular account
White-labeled account, RESELLER VIEW
Now you can add additional administrators - people from your client's organization - with appropriate access rights (See Managing site administrators). All account administrators (full access or read-only access) will see a regular interface, all other administrators with limited rights will see a white-labeled interface.
Dashboard page - White-labeled account, limited admin access view
Differences between Regular and White Labeled views
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Here are the main differences between regular and white labeled administrator views: 1. 2. 3. 4. They do not see a notice about Wild Apricot latest version and a link to the release history They don't see a link to Wild Apricot support page They do not see the billing plan section on the dashboard (and do not have access to billing info page under settings) They do not see the Referrals section on the dashboard
Other differences include: 1. If your account goes over the account limit, a warning will be displayed under the toolbar and an email will be sent to the administrator. This warning and email will go to the reseller administrator, but not to other users. 2. They do not have access to the Domain mapping page
Copyright and legal terms notices in white-labeled accounts For legal reasons, white-labeled accounts have to include two things: Copyright notice: "Technology copyright Bonasource Inc." Link to our legal subscription terms and terms of use
Widgets - integrating Wild Apricot into another website

Widgets - integrating Wild Apricot into another website
Widget limitations Online member application form widget Searchable member directory widget Secure member profile widget List of events widget Event page widget Online donation form widget Experimental features Adding A "Login" Or "Navigation" widget Wild Apricot software can be used in a variety of ways: 1) As your new main website - All-in-one turnkey solution with content management, membership management and event registration tools, online donation form, email blasts etc. (Recommended option - best experience for your website visitors and members) 2) With your existing website - use Wild Apricot administration backend to setup specific functions and embed them into your existing website using Wild Apricot widgets. 3) As a secondary / specific-purpose website: you keep your existing website and then use Wild Apricot website for seminar or conference registration, as online member self-service portal etc. Let's look in more detail at option 2 - integrating Wild Apricot functions within your existing website - via Wild Apricot Widgets. By definition, a web widget is a portable chunk of content or interactive functionality provided by website ABC that can be installed and run within any HTML-based web page on a site XYZ, without having to install any software on site XYZ web server. Other common terms used to describe a web widget include gadget, badge, module and snippet. In such a setup, Wild Apricot becomes an invisible provider of interactive functionality for your website - without your website visitors having to actually leave your main website for Wild Apricot website! You can tweak your embedded Wild Apricot widget to use colors and styles to match the website where you are embedding this widget in - thus it will look like a seamless part of your website. First, choose a visual theme (Website themes) - and for more detailed options, use CSS Customization. Wild Apricot widget code is available within your account under Settings > Widgets > Get widgets code.
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Widget limitations
Widgets are still pretty new in Wild Apricot and as with any new and complex piece of software there is always a possibility that it will work differently than expected and intended in a particular setup. Keep that in mind, feel free to contact us at support@wildapricot.com with questions and feedback anytime - we will be happy to help you to make Wild Apricot widgets work in your setting. Some known current limitations include: If you use widgets to embed membership application, event registration or donation and you process payment via PayPal or Google Checkout, widget will simply display a button to open application in new window. This is due to PayPal/Google security restrictions - they do not allow payment to be processed within an iFrame. (Authorize.Net payment works in the embedded mode just fine) Return link on PayPal page will take people to your Wild Apricot site instead of the page where the widget is embedded. Widgets 'hidden' within restricted access sections do not work under administrator logins - only under member logins You cannot embed two WA widgets into the same page You cannot embed widget on the page of the same site Using the "Forgot Password" link will take users to your Wild Apricot site
You can get the HTML code to copy-paste into your website for the following functions:
Online member application form widget

This will be displayed as an online member application form according to how you have customized your Wild Apricot member database. (See Customizing your member database). If the user fills the form out and selects membership level requires payment, then (according to your Payment settings) they will be directed to an online payment page.
Searchable member directory widget

This widget will display your member directory (according to the settings you have selected within Wild Apricot - sorting, fields for detailed profile pages, intro message, default view, which levels to include). This is a searchable list of members from your Wild Apricot member database (each member can opt-out from being included and can control which fields to show for his record). See Member directory
Secure member profile widget

This widget will show a login box and upon login will display member profile, including functions to renew membership, upgrade membership and edit profile to update member record. If they initiate a payment transactions, then (according to your Payment settings) they will be directed to an online payment page. See also Member - renew or change level
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List of events widget

This widget displays a list of events from your Wild Apricot events database. Users can proceed to a particular event details page (see Event page below). See Events database
Event page widget

This widget will display a specific event from your events database in Wild Apricot and users can proceed to registration right here, fill out the registration form and (if your event requires payment and according to your Payment settings) will be directed to an online payment page. See Customize event registration form
Online donation form widget

This corresponds to a regular Wild Apricot donation page (Online donation form). Users can use the widget to fill out the form and then (according to your Payment settings) will be directed to an online payment page.
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Experimental features
Widgets page provides the code to embed most common Wild Apricot functions. If you look at the code closely, you will see that we have re-architected Wild Apricot system so that actually any webpage or function available to the public or members via a Wild Apricot website can be embedded as a widget. For example a regular member profile page is accessible at "<your_WildApricot_site>/Content/Members/MemberProfile.aspx", while a widget code for this page is <iframe width='670px' height='400px' frameborder='no' src='<your_WildApricot_site>/widget/Content/Members/MemberProfile.aspx'></iframe>. The only difference is adding the "/widget" part right after the domain - and then wrapping this in an iFrame. Thus, feel free to expriment if you want to embed other Wild Apricot webpages as widgets into another website - a blog module page or any content page.
Adding A "Login" Or "Navigation" widget

There is currently no login widget you can directly embed on your non-Wild Apricot site, so the workaround is to embed a restricted member-only page instead - you will automatically be forced to log in if the embedded Wild Apricot page is in a members-only section. Wild Apricot widgets are basically the same pages as those available for people on your Wild Apricot site, minus the header, footer and menu. Thus, each Wild Apricot widget corresponds to a particular function - because it does not have a menu, the widget cannot by itself be used to go to another function. Let's assume that you want to provide access to a secure Member Directory and to Member's own profile editing. Create 3 pages on your existing non-Wild Apricot website: 1) Member services area - Here you can provide basic introduction about online services and links to these 2 pages (Member Directory and Member Profile) 2) Member directory - Embed the Wild Apricot directory widget on this page. (To make it secure this directory must be stored in a member-only section on the Wild Apricot site) 3) Personal profile - Embed Wild Apricot member profile widget. Now people can start at page 1) or go directly to 2) or 3). In either case they will be asked to log in before seeing any of the secure Wild Apricot pages, and they only need to login once.
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version 4.

Getting Started Guides

Searching Help pages in Wild Apricot

Popular Help Pages

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Product and Account

For new users

Login in to your account

Where to log in?

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I hid my login box on my website. How do I log in now?

I reset my password but I did not receive any email?

Getting Started Guides

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Getting Started with Wild Apricot

What is Wild Apricot?

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Working with Contact and Member Records

Viewing & Editing Individual Contact Records

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Finances - Taking Payments and Creating Reports

Offline Payments (Check, Cash,etc)

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Wild Apricot's Finance module allows you to:

Where do I learn more ?

Getting Started with Events

Understanding the Wild Apricot Events Module

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create name tags).

Setting up a new event

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Online registration process

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Managing new contact information

Advanced event options

Offer events for preview but not registration

Planned event enhancements

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Getting Started with Membership Management

Comparing Wild Apricot Online Database with Excel database

Sharing / Multiple users

Multiple admins can simultaneously work with the same database

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Member Self-Service, including Payment

Membership management automation

Contacts vs. Members / Donors / Event registrants

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Types of database fields in Wild Apricot:

Customizing database fields

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How members differ from all other contacts

Working with Contact and Member records

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Managing data records

Hierarchical memberships and grouping membership records

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Handling Membership Renewals

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Adding a Member Directory to your website