Member application workflow and emails customization

Different organizations have different procedures for handling new members. Wild Apricot provides you with a lot of flexibility to customize this process.

Every membership level can be individually configured to automate new membership application workflow. (See: Member levels)

Go to Settings / Membership levels and open the level. Go to New applications tab.

Workflow for receiving new member applications

There are two main scenarios:

When you want new members to be activated automatically - Set new record status to 'Active'
and
When you want new members to be left in 'Pending' status. In this case you can review all new applications (for example, in Member list) and then go into each record, review it and change its status to Active.

If you chose the first option (Member activated right away), system can send up to two separate emails:

'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 application (and payment) was processed and that the member now has full access to the system (based on your Restricted Access settings)

For both emails you can specify whether you want it to be sent at all, sent to applicant and/or site administrator.

You can also review and edit each email template:

If you chose the second option (leave new applicants in 'Pending' status), there is only one email that can be sent:

'application initiation e-mail' - this email contains login information that user must use in order to access the site and to review application status. Note that user can always re-submit the application. See: Online member application form

when the record is changed to Active status (manually by site administrator): member activation email is sent to the member to inform that registration was completed.

Workflow for group memberships

Please see Group Membership Level

Email customization notes

Two important notes:

When you customize emails, you can insert some fields from the member application. All fields available in the current template are shown on the customization screen to the right.
You can always revert to the default email template using a [Restore default] button.