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Backing up your data

We automatically back up all Wild Apricot accounts on a daily basis and store the backups at a location separate from our data center. These backups protect your data from catastrophic threats to our data center, and can be used to restore lost data only in the case of emergency. These backups are not available to clients.

You can, however, back up your contact database, event registration details, invoices, and payments and refunds, by exporting them to Excel spreadsheets. The export file will be an .XML file in Microsoft Excel format.

You can also download individual web pages, and archive your entire Wild Apricot site.

Exporting your contact database

You can back up the contact data from your Wild Apricot account by exporting it into an Excel spreadsheet. You can use the exported spreadsheet file to import and thereby restore contacts and their data.

To export your contact data into an Excel spreadsheet, follow these steps:

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  1. Hover over the Contacts menu and select the List option.
  2. Do not filter the list unless you want to back up only selected contacts.
  3. Click the Export button.
  4. On the screen that appears, select the export file format – XLS, CSV, or XML.
  5. Choose which fields to include in the export file. 
  6. Click the  Export  button .

While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen. Once the file is generated, you'll receive an email with a link to the file.

If you waited until the export file was generated, the file will be automatically downloaded. As well, a dialog with a link to the file will appear, and an email with the link will be sent to you.

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Before clicking the download link within the email, make sure you are logged into your Wild Apricot account as an administrator, and in admin view.

You can now open the file in Excel or another spreadsheet program.

The exported spreadsheet will consist of the following columns...

  • User ID 
  • First name 
  • Last name 
  • Organization 
  • Email 
  • Phone 
  • Password
  • Group participation 
  • Archived 
  • Subscribed to emails 
  • Subscription source
  • Event announcements
  • Member emails and newsletters
  • Administration access
  • Created on
  • Profile last update
  • Updated by
  • Balance
  • Total donated
  • Membership enabled 
  • Membership level 
  • Membership status 
  • Member since
  • Renewal due
  • Renewal date last changed 
  • Level last changed 
  • Access to profile by others
  • Details to show 
  • Photo albums enabled 
  • Member bundle ID or email 
  • Member role 
  • Notes

...plus any custom fields you have added.

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Archived contacts will not be included in the export file. If you want to back up your archived contacts, repeat these process after filtering the list to display archived contacts.

Exporting event registration details

You can export registration details for an event, including payment information. To do so, follow these steps:

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  1. Hover over the Events menu and select the Event list option.
  2. Within the event list, click the event.
  3. Click the Attendees link.
  4. Click the Export attendees button.
  5. On the screen that appears, select the export file format – XLS, CSV, or XML.
  6. Choose which fields to include in the export file. 
  7. Click the  Export  button .  

While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen, or wait to download the generated file. 

Exporting your invoice list

You can export your invoices list – as it appears on the Invoices screen – to an Excel spreadsheet. To export your invoices list, follow these steps:

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  1. Hover over the Finances menu and select the Invoices option.
  2. From the Invoices tab that appears, click the Export to Excel button.
  3. On the screen that appears, select the export file format – XLS, CSV, or XML.
  4. Choose which fields to include in the export file. 
  5. Click the  Export  button .    

While the export file is being generated, you can click the Continue working button and safely switch to another Wild Apricot admin screen, or wait to download the generated file. 

Exporting your payments and refunds list

You can export your payments and refunds list – as it appears on the Payments & refunds screen – to an Excel spreadsheet. To export your payments and refunds list, follow these steps:

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  1. Hover over the Finances menu and select the Payments and refunds option.
  2. Click the Export to Excel button.
  3. On the screen that appears, select the export file format – XLS, CSV, or XML.
  4. Choose which fields to include in the export file. 
  5. Click the  Export  button .

While the export file is being generated, you can click the  Continue working  button and safely switch to another Wild Apricot admin screen, or wait to download the generated file.

Copying resource files

You can use WebDAV to copy files from the Resources folder on your site. These files can include pictures and documents uploaded to your site, your photo albums, your theme files and theme overrides, and your custom email templates.

 A WebDAV connection  appears as another drive on your computer. You can view and manage the folders and files stored on your Wild Apricot through the folders appearing within the WebDAV drive.  You can perform all the same actions – drag and drop, rename, delete – that you would on files and folders stored on your own computer. For more information, see Uploading files in bulk using WebDAV .

Downloading individual web pages

To download an individual web page from your Wild Apricot site, follow these steps:

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  1. Display the page within your browser.
  2. Right click over a section of it – other than a picture or link – and select the Save as or Save page as option. Alternatively, you could select the Save as or Save page as option from the File menu.
  3. Save the HTML file to a folder on your computer or network.

You can use the downloaded file as a reference – or copy HTML code from it – if you need to reconstruct a page after deleting some or all of it. 

Archiving your website

To download or archive your entire site, you can use free software such as HTTrack. You can use the downloaded site files as an archive – a snapshot of your site at a particular moment in time – and as a reference if you need to repair any portion of your actual Wild Apricot site.

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You cannot use HTTrack to restore your site, only to download or archive the files that comprise your site.

To download your entire Wild Apricot site using HTTrack, follow these steps:

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  1. Download, install, and run HTTrack.
  2. From the main HTTrack screen, click Next to begin.
  3. Within the Action drop down, select Download web site(s)

  4. Click the Add URL button to add your Wild Apricot site address. 

  5. Enter your Wild Apricot site address – minus the http – in the URL field. Click OK to proceed. 

  6. If you've set traffic encryption on your Wild Apricot site to Always, you must manually add an s to the http at the beginning of the Web Addresses string. 

  7. Click the Set options button and set the Maximum mirroring depth on the Limits tab to 2. Click OK to proceed. 

  8. Click Next to proceed.
  9. Click Finish to begin copying your site. 

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Wild Apricot Inc. 144 Front Street West Suite 725, Toronto, Ontario, Canada M5J 2L7