- Quick overview
- Download the app
- Logging in
- Navigating the app
- Contacts module
- Events module
- Account module
- Known issues
- Releases history
- Contacting support
Wild Apricot is software that helps associations, nonprofits, clubs, and other member-based organizations automate and simplify event, member, and website management.
After setting up a Wild Apricot account, you can use the Wild Apricot mobile app on iOS devices to:
- add or check in event attendees
- add or modify event registrations
- delete an event registration
- add or modify members and other contacts
- search for contacts
- suspend a member
- archive a contact
- record manual payments
The current version of the Wild Apricot mobile app does not allow you to:
- create or modify saved searches
- view invoice or payment details
- delete invoices or payments
- create events
- modify event details
- add, remove, or modify separate guest registrations
- create or modify member groups
- send emails
- set up website pages
For the full range of Wild Apricot functionality, including the ability to design your website and set up events, you log into your Wild Apricot account from a browser.
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Download the app
To download the Wild Apricot iOS app for administrators, tap on the image below:
Only full or read-only administrators, membership managers, event managers, or donation managers can log into the Wild Apricot app. After logging in, the options available to them will depend on their administrator permissions. For example, a membership manager will not see the Events tab.
You can log into your Wild Apricot account using the email address associated with your Wild Apricot account, or using your Facebook credentials – assuming you are using the same email address for a Wild Apricot administrator account.
If you are already logged into Facebook using the email address associated with your Wild Apricot site, tapping the Log in with Facebook button will automatically log you into your Wild Apricot account.
When logging using your email address, enter your email address and password, then tap the Log in button.
Currently, you cannot restore your password from the Wild Apricot app. If you do not remember your password, go to the Login screen on the browser version of your Wild Apricot account and click the Forgot password link next to the Login button. On the page that appears, you can enter your email address to receive a reset password link via email.
If you're not familiar with what the Wild Apricot mobile app can do, tap Learn more from the Login screen.
If there are multiple Wild Apricot accounts associated with your email address and password, you will be asked – after logging in – to choose the organization you want to manage at the moment.
Navigating the app
The Wild Apricot app consists of a number of modules: Contacts, Events, Account, and Help. To jump between the Contacts and Events modules, tap the module name at the bottom of the screen.
To access any of these modules, swipe from left to right and chose from the options that appear.
Within the Contacts module, you view and manage members and other contacts.
What can't you do with contacts?
- You cannot create or modify member groups
- You cannot perform advanced searches
- You cannot modify previously saved searches
- You cannot view invoice or payment details
- You cannot delete invoices or payments
- You cannot accept online credit card payments
To jump to the Contacts module, tap Contacts at the bottom of the screen.
The Contacts module groups your contacts by categories onto different tabs.
From the General tab, you can view the contacts you've opened most recently, view all contacts, view all members, or view archived members.
On the other tabs within the Contacts module, contacts are grouped by saved contact and member searches, membership levels, and member groups.
At the top of the Contacts module, the total number of contacts is displayed. You can tap this number to display a list of all contacts, or you can swipe left to view the number of members, then the number of new members (those added over the last month).
Tapping one of the contact categories will display the contacts grouped under that category.
For each contact, their name, email, organization, and membership level is displayed. An orange chevron indicates that the contact is an administrator. A red notice will appear for any contact who has an outstanding financial or membership issue requiring attention – such as an outstanding invoice or a pending application requiring approval.
To view all the details for a contact, tap their name within the list. Within the contact details, their profile, event registrations, and financial transactions appear on different tabs.
On the Events tab, you can tap an event registration to view or modify the event registration details.
On the Finances tab, invoices and payments are listed. At the top of the Finances tab appears the contact's balance due or overpaid amount, and the number of open invoices. You can record a manual payment against one or more open invoices. Payments and settled invoices are displayed in gray. You cannot currently view the details of a payment or settled invoice.
Searching for contacts
To search for contacts, tap within the search box on a contact list then enter a search string. After you tap the search button, the current list will be filtered by the search string.
Any contact whose name, organization, or email address includes the search string will be displayed. To remove the search filter, tap Cancel.
Modifying members and contacts
To modify the contact details for a member or other contact, tap Edit button from the tab containing the information you want to change.
From the Profile tab, you can modify any of the profile field values, plus membership details including level, status, and renewal due.
From the Events tab, you can tap an event registration to view or modify event registration details.
Unpaid registration fees will appear in red. For more information, see Viewing and modifying a registration (below).
On the Finances tab, you can tap Pay to record manual payments for outstanding invoices. For more information, see Paying an outstanding invoice (below).
Suspending a member or archiving a contact
You can suspend a member or archive a contact by tapping the Suspend or Archive button at the very bottom of their Profile tab.
Suspending a member will convert the member to a non-member contact. Archiving a contact will remove the contact from your regular contact lists. The archived contact will not receive automatic emails or email blasts, and will no longer count towards your database limit. When you archive a contact who is a member, their membership will be automatically suspended.
Suspending or archiving a bundle administrator will automatically suspend or archive all the members in that bundle.
After archiving a contact, you can restore the contact by tapping the Restore button at the top of their Profile tab.
To restore the membership of a suspended member, tap the Resume button at the top of their Profile tab.
Adding a new member or contact
To add a new member or other contact, tap the plus sign at the top of the main Contacts screen.
On the New contact screen, you can enter contact details, and optionally, select a membership level.
To create a new contact record, you need to complete one of the following fields: First name, Last name, Email, or Organization.
If you assign a membership level that charges a fee and select a pending membership status, an invoice will be automatically generated. You can delete invoices only from the browser version of Wild Apricot.
Approving or rejecting pending memberships
Where the membership status is pending – Pending - New, Pending - Renewal, or Pending - Level change – a button will appear, along with the pending membership details.
Tapping this button will display a number of options, including the ability to approve or reject the pending membership.
The options available depend on whether the membership fee has been paid (or is not required), and whether an invoice has been generated.
|Fee has been paid (or is not required)||Approve, Reject|
|Fee not paid, invoice generated||Activate without payment, Record payment, Reject|
|Fee not paid, no invoice||Activate without invoice, Generate invoice, Reject|
Paying an outstanding invoice
If a contact has an unpaid balance, the amount will be appear in red beside their name in contact lists and event registration lists. Using the Wild Apricot app, you can record a manual payment toward the balance.
To record a manual payment towards an outstanding invoice, go to the Finance tab for the contact, then tap the Pay button beside the invoice you want to pay .
On the Record payment screen that appears, you can enter the amount of the payment, select a payment tender, enter a comment for the payer, and record any internal notes. Once you are finished recording the payment, tap Save.
If you have enabled integration with Square, you can click the Use SquareUp button to process a credit card payment for this invoice.
After you click the Use SquareUp button, you will be asked for permission to open the Square Register app. From the Register app, you enter the credit card number or use the card reader to swipe the card. Once you complete the transaction within the Register app, you will be returned to your Wild Apricot app, and the payment details will be recorded in your Wild Apricot account. Within the payment details, the Square Up transaction ID will be recorded in the internal notes.
Within the Events module, you view event details, manage event registrations, and check in event attendees.
What can't you do within the Events module?
- You cannot add an event
- You cannot modify event details for an existing event
- You cannot add, remove, or modify separate guest registrations
To jump to the Events module, tap Events at the bottom of the screen.
The Event module groups your events into a number of categories. In addition to the All events option, events are grouped into upcoming and past events, and by event tag.
Tapping any of these event categories will display the events grouped under that category.
For each event, the list displays its title, starting date, location, registration status, and the number of checked in registrants vs. total registrants. A green dot indicates that the event is open for registration. Red text will appear if the event is restricted to administrators, selected membership levels, or selected member groups. Past events are marked with a gray starting date.
The next upcoming event with registration enabled appears at the top of the Events module. You can tap this event to view its details, or swipe left to scroll through all upcoming events with registration enabled.
Searching for events
To search for events, tap the search icon from an event list then enter a search string. After you tap the search button, the current list will be filtered by the search string.
Events whose title, description, location, or tag includes the search string will be displayed.
To remove the search filter, tap Cancel.
Viewing event details
To view the details of an event, tap the event within the list. Event details include the name, location, and starting date of the event, the number of checked in registrants, the total number of registrants (including guests), the collected event fees, and the outstanding event fees.
To view the event description, tap the event title. To open or close the event for registration, click the button to the right of the registration status.
The list of registrants appears on the Registrants tab.
For each registrant, the list displays the name, organization, registration type, the name(s) or number of guests (depending on whether contact information or separate registrations are required for guests under this registration type), and their checked-in status.
If the registration fee has not been fully paid, the outstanding balance will appear in red to the right of the registrant's name.
To record payment of the outstanding balance, tap the registrant's name within the registration details. On the screen that appears, you can tap Pay to record the payment.
Filtering the registrants list
You can filter the registrants list by tapping the All registrants dropdown and selecting a filter from the menu that appears.
You can also jump to a filtered registrants list by tapping on the totals appearing the event details screen.
Searching for event registrants
To search for a registrant, tap the search icon at the top of the screen then enter a search string and tap the search button.
Viewing and modifying a registration
If the registration fee has been paid, the phrase Fully paid will appear. If the fee is unpaid, the outstanding amount will be displayed in red.
When you tap the outstanding amount within an event registration, you'll go to the Record payment screen where you can tap the Pay button and record a manual payment toward the registration fee.
To modify the event registration details, tap Edit at the top of the registration details.
Deleting an event registration
To delete an existing event registration, scroll to the bottom of the registration details and tap the Delete registration button.
Adding a new registrant
To add a new event registrant, tap the plus sign ( + ) at the top of the registrants list.
You can register a new contact, or select an existing one.
Next, you complete the event registration form and finalize the registration by tapping Save .
Checking in registrants
To check in a registrant – record their attendance at the event – you tap the open circle beside the registrant's name, within the registrants list or within the registration details.
A check mark indicates that the registrant has been checked in. To undo a check in, tap the check mark beside the checked in registrant's name.
If you are checking in a registrant who hasn't fully paid the registration fee, you will be asked whether you want to check in the registrant with or without payment.
To check in a single guest, tap the open circle beside the name of the guest or the number of guests (depending on your guest registration settings). If there are multiple guests without contact or registration information under a particular registration, you tap the open circle then select the number of guests to be checked in.
From the Account module, you can log out of the app, and change your account password. You can also tap your website URL to view the site in a browser.
To jump to the Account module, slide left to right from any screen and tap the Account option that appears on the left.
To log out of your Wild Apricot account, tap the Log out button from the Account screen.
You will be returned to the Login screen.
To change your Wild Apricot account password, tap the Change password button from the Account screen. On the Set new password screen, you can enter and save a new password.
There are no known issues in latest version of the apps.
We've published 8 updates of our mobile app so far:
- Mobile 1.6 — Mobile 1.6 – Released on December 30, 2016 (both iOS and Android)
- Mobile 1.5 — Mobile 1.5 – Released on December 2, 2016 (both iOS and Android)
- Mobile 1.4 — Mobile 1.4 – Released on September 8, 2016 (both iOS and Android)
- Mobile 1.3 — Mobile 1.3 – Released on April 4, 2016 (both iOS and Android)
- Mobile 1.2 — Mobile 1.2 – Released on October 21, 2015 (both iOS and Android)
- Mobile 1.1 iOS — Mobile 1.1 iOS – Released on July 8, 2015
- Mobile 1.0 Android — Mobile 1.0 Android – Released on March 23, 2015
- Mobile 1.0 iOS — Mobile 1.0 iOS – Released on September 15, 2014
If you can't find answers to your questions, you can contact our support department for assistance, free of charge. For contact options, slide left to right from any screen and tap the Contact us option that appears on the left. The Contact us screen displays links to contact us by phone or email, or to submit a support request. When you submit a support request, you provide details of your question or issue, which can lead to a faster response time.