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 Membership bundles
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.
The following table shows the different combinations that the options can be set to and how they impact the automatic activation of members:
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).
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:
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.
You can use rich-text to format the e-mail - for example, include your organization logo or links to the documents.
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).
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.
Site administrators can look up all invoices and print or re-send them via Income report (see Income Reports)
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.
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.
For more details on how to deal with failed transactions see Failed online payments