Clubward for clubs moving from WildApricot
The membership coordinator knows the roster. The treasurer knows the balances. Members know the links they use to renew and register. Moving from WildApricot to Clubward brings those responsibilities into one transition plan: review the source records, agree on the supported import, rehearse everyday tasks and give your team a clear first day.
For membership clubs and community organizations planning a platform change.
Start with the work that matters
WildApricot distinguishes contacts from members assigned to a membership level. A contact may be an event attendee or donor without holding a membership. Decide which records belong in the new operating workspace, how membership status should be represented and what remains in an archive. Keep your source identifiers so the review can follow each record.
WildApricot bundles can represent families, companies or teams, with a coordinator and a shared renewal. Review what each bundle means before mapping it to a household or another supported structure. Keep the people, payer and membership coverage clear instead of treating every shared email address as a family account.
Choose a financial cutoff and involve the person who reconciles your books. An opening balance, an unpaid invoice, a credit and a payment record serve different purposes. Decide which values should become active in Clubward and which history must remain accessible, so the same amount is not brought across twice.
Follow the everyday
List membership levels, renewal policies, bundles, custom fields and the website forms your organization uses. WildApricot documents contact and member spreadsheet exports, including identifiers and selected membership fields, plus separate exports for other record types. Keep an untouched source copy and prepare a working copy for field mapping. Review documents, photos, events, consent preferences and financial records separately, then agree on the Clubward import and archive scope.
Test a sample that includes an individual member, a family bundle, a nonmember contact and an account with an outstanding amount or credit. Verify people, relationships, membership dates and agreed opening values against the source. Follow a renewal, payment question, program registration and arrival where relevant. Review staff permissions, the member account setup process and any equipment your first shift will use.
Agree on when the old records stop being edited and who approves the final counts and balances. Plan public website links, forms, portal instructions and any recurring-payment changes together. Prepare the people answering questions, retain the required source archive and name an owner for launch exceptions. Confirm the first working journeys before ending access to the old services or records you still need.
Explore the details
Bring household profiles, member history, balances and everyday context together with Clubward member management software.
Explore Member & household recordsManage membership packages, eligibility, renewal windows and discounts with Clubward club membership software.
Explore Memberships & renewalsManage recurring dues, invoices, credits and member statements with connected Clubward club billing software.
Explore Billing & statementsCollect structured member information and organize submissions with connected forms in Clubward.
Explore Forms & member intakeSet up Clubward with a guided wizard for data, memberships, billing and staff access, then review operational readiness before your next season.
Explore Guided onboarding wizardTrain seasonal staff and volunteers as they work with role-based guidance, club policies and step-by-step procedures built into Clubward.
Explore Staff training & proceduresChoose with confidence
A useful move is one your membership coordinator, treasurer and front desk can explain together. Bring the records and journeys that matter most. We will review the supported configuration, data preparation, website and payment responsibilities before agreeing on a launch scope.
Before you decide
Start with your membership structure, the services you use and the work you want to improve. WildApricot supports exporting contacts and members to spreadsheet files with selected fields. We will review representative exports, data quality and the supported destination fields before agreeing on the import scope. The first fit discussion can use a description of your setup; private member records can follow through the agreed transfer process.
Review the purpose of each bundle type first. A family bundle may map differently from a company or team membership. Identify the coordinator, people included, payer, membership coverage and shared renewal date, then test that structure in the proposed Clubward setup. Keep the source bundle identifier during preparation and confirm the mapping before applying it across the membership.
WildApricot documents invoice exports and separate payment and refund exports. Their availability does not establish that every historical record can be imported into Clubward. Agree on active balances, required history and archive access with your treasurer. Reconcile the chosen opening values to a dated source, record how outstanding items will be handled and confirm the supported import scope before launch.
Plan account access and payment setup as separate transition tasks. A member export does not establish that login credentials, saved payment methods or payment authorizations can move. Review the current payment provider, renewal schedule and supported destination setup. Members may need new account instructions or payment authorization, so agree on the communication and billing cutoff before changing an existing arrangement.
List the public pages, domain, member-only content, application forms, event links and portal routes your members use. Decide which website content stays, which needs rebuilding and which links change. Clubward offers website integration and WordPress options, with website services scoped separately. Confirm account instructions, forms and redirects as part of the launch plan rather than assuming a member export includes the website.
Inventory them separately. WildApricot’s export documentation states that attachment fields contain file identifiers and that picture fields and their photos cannot be exported through the member export. Event registrants also have a separate export workflow. Review the records and files you need, confirm the available retrieval options and agree which items can move into Clubward or should remain in an accessible archive.
Choose a window around your renewal dates, event commitments and team availability. The timeline depends on cleanup, import scope, website work, payment changes and training. Keep the source services and required records available until reconciliation, member communication and working checks are complete. Review your current contract and retention needs before choosing a cancellation date.
Make your next step a useful one
Bring the tasks that take the most effort, the tools you use and the questions you need answered. We’ll shape the demo around them.
Find your fit
Explore the workflows, questions and setup choices that matter to your organization.
Keep member profiles, household relationships, notes and communication connected. Explore Clubward membership CRM for clubs and community organizations.
Explore your optionsManage members, household memberships, renewals and dues in one place. Explore Clubward membership management software for clubs and community organizations.
Explore your optionsEvaluating a Wild Apricot alternative? Compare membership workflows, websites and club operations, then explore Clubward around your team’s requirements.
Explore your options