Find lapsed Wild Apricot members who have not renewed

A lapsed-member list helps you plan renewal follow-up. But Lapsed is not the same as Renewal overdue or Suspended. Start with the membership status. Then use the renewal due date to set your follow-up window. Administrators have asked Wild Apricot for better ways to identify and act on overdue and lapsed records.

Export the records

Export your members from Members > Summary with Export all. Select CSV or XLS format. Include these fields:

• User ID
• Membership level
• Membership status
• Membership enabled
• Member since
• Renewal due
• Archived

Add names and email addresses only if you will contact the members. When you need only counts, keep those fields out of the file. For the full steps, read how to export Wild Apricot members.

You can also start in Wild Apricot. On the Member summary, click a number in the table to list the members with that level and status. Then click Export to export that list. The member summary and member list do not include archived contacts or suspended members.

Filter the list

In a spreadsheet, apply these conditions:

1. Keep rows where Membership status is Lapsed.
2. Remove rows where Membership enabled is No. These are suspended members. Their export status is the status they had when they were suspended, so a suspended member can show as Lapsed.
3. Remove rows where Archived is Yes, unless your process includes archived contacts.
4. Keep rows where Renewal due is before the end of your reporting period.

Sort the remaining rows by Renewal due, oldest first. Group them into follow-up bands, for example 1-30, 31-60 and more than 60 days past due. Match the bands to the grace period reminders and overdue actions set for each membership level. You find these settings at Members > Levels, on the level’s Overdue settings tab.

Do not treat all past dates as lapsed

The Member summary has a Renewal overdue column. It shows members whose renewal date is in the past. These members can have different statuses, which depend on their situation and on your renewal settings. For example, if a level’s overdue action is Take no action, overdue members keep their privileges and their status does not change. Do not put these members in a list that is only for lapsed members.

A suspended membership is different again. Suspension removes the person from the membership level and makes them a non-member contact. In an export, use Membership enabled = No to find this case. For a full comparison, read lapsed, renewal overdue and suspended.

Make a count and a working list

Keep two outputs:

• A count by month and membership level for the board report.
• A restricted follow-up list that has only the fields the person who does the outreach needs.

The report tool estimates lapsed members by month from Membership status and Renewal due. It leaves out suspended and archived records unless you include them in the settings. Its lapsed-members CSV has only User ID, membership level and renewal due. It has no names or email addresses. Use Wild Apricot for the final contact list, so that you work from the current record. To turn the counts into a rate, read calculate a membership renewal rate.