Contact database
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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"
- 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
- 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
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