Find a Wild Apricot member count for a past date

For a date on or after July 1, 2020, start with Wild Apricot’s Trends report. A current member export can give an estimate for a past date, but it cannot show every past status and level.

Use the Trends report first

1. Hover over Members and select Reports.
2. On the Trends tab, select Set parameters.
3. Select the membership levels to include.
4. Set a custom date range that ends on your target date.
5. Read Active members - End in the trends summary table.

The report counts members with the status Active, Pending level change or Pending renewal as active. For bundle levels, it counts only bundle coordinators.

In the chart, hover over a month to see the totals for the end of that month. Before you report a number for “June”, confirm whether the person means June 30, June 1 or a different day. A month-end count is the easiest number to repeat each month.

The Trends report has data from July 1, 2020 onward. The Trends report guide explains the chart and table.

Check the Dashboard trend

To open the Dashboard, select Account from the admin sidebar menu, then Dashboard. The members widget shows a trend line of total active members for the past 12 months, calculated at each month’s end. Use it for a quick check. The Trends report lets you select the date range and the levels.

Estimate from an export

A current export contains Member since, the current Membership status and Renewal due. The report tool uses these fields to estimate the active count at each month end. It counts a member as active at a month end when:

• the Member since date is on or before that month end; and
• the member had not lapsed by then. For a lapsed member, the tool uses the Renewal due date as the lapse date.

Like Wild Apricot’s reports, the tool counts Pending - Renewal and Pending - Level change as active, and does not count Pending - New. The monthly table shows the result for each month in the range you select. The metric definitions give the full rules.

This estimate has limits:

• The export does not show gaps in a member’s history. A member who lapsed and later rejoined can be counted incorrectly for the gap.
• The export shows only the current level. The count by level puts each member in today’s level, not the level they had at that time.
• Contacts that were deleted are not in the export. Archived and suspended contacts are left out unless you select the include archived or include suspended settings.

For dates before July 1, 2020

The Trends report does not cover dates before July 1, 2020. Administrators have also asked Wild Apricot for a way to list who was a member in a specific past year. For an earlier date, use a source from that time, in this order:

1. an export or backup made at that time;
2. a board packet or saved monthly report from that time;
3. an accounting or membership reconciliation for that period;
4. an estimate from a current export, with its limits stated.

Do not present an estimate from a current export as an exact historical count. Label the source, the as-of date, and whether the number counts people, active memberships or bundle accounts. For a regular process, see the monthly reporting checklist.