Export Wild Apricot members with the right columns

Wild Apricot can export all members or a filtered member list to an XLS, CSV or XML file. For a monthly report, use XLS or CSV. The report tool reads XLS, XLSX and CSV files in your browser and does not upload them.

Export the member list

1. In the admin view, hover over Members and select Summary.
2. To export all members, click Export all. To export one segment, filter the list first and click Export.
3. Select the file format: XLS or CSV.
4. Select the fields in the next section.
5. Click Export.
6. Download the file. If you wait, the file downloads automatically. If you click Continue working, Wild Apricot sends you an email with a link to the file.

Before you click the link in the email, log in to Wild Apricot as an administrator.

Keep the downloaded file unchanged as your source copy. Make spreadsheet edits in a duplicate.

Include these fields

The tool needs Member since and Membership status. The other fields add more measures and filters.

Field	What the tool uses it for
Member since	Active and new members. Required.
Membership status	Active, lapsed, renewals and the estimated renewal outcome rate. Required.
Membership level	Members by level and the level filter
Renewal due	The month a lapsed member lapsed
Renewal date last changed	Renewals and the estimated renewal outcome rate
Level last changed	Level changes
Membership enabled	Finding suspended members (Membership enabled = No)
Archived	Leaving archived contacts out
User ID	The lapsed-member download

If you also report on bundles, add Member bundle ID or email and Member role. The tool does not read these fields, but you can use them in a spreadsheet. The bundle guide explains how.

You do not need names, email addresses or other contact details for the trend report. If you leave them out, the working file contains less personal data.

Know what the export contains

An export is a snapshot on the day you make it. For each member, it shows the current status, the current level, the current renewal due date and the last date when that renewal date changed. It does not show every past renewal or level change. For this reason, the tool calls its renewal measure an estimated renewal outcome rate, estimated from one current snapshot export.

The tool does not read events, invoices, bundles or payments.

Wild Apricot formats exported dates with your organization’s date format. If your spreadsheet reads the dates incorrectly, do not edit the source values one by one. Use the date repair guide.

The member summary and member list do not show archived contacts or suspended members. If your counts differ from the summary, check the Archived and Membership enabled columns, and the tool’s include archived and include suspended settings.

Open the file safely

A CSV file can contain text that someone typed into a public form, such as a membership application. Wild Apricot advises that you do not ignore security warnings when you open an exported CSV file in Excel.

Check the result

1. Open the file and confirm that the first row contains the field names.
2. Confirm that Member since contains dates.
3. Load the file in the report tool.
4. If the tool cannot match a required column, select the correct column in the column-matching step.
5. Read the data-quality panel before you use the numbers.

For a full month-end routine, use the monthly reporting checklist.