Wild Apricot for admins app (Android)
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After setting up a Wild Apricot account, you can use the Wild Apricot mobile app on Android to:
- add, modify, or delete an event
- 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
- customize registration forms
- set up event emails
- add new event tags
- 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.
Download the app
To download the Wild Apricot Android app for administrators, tap here.
Wild Apricot's mobile app for administrators is not available for free accounts.
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.
You can switch to a different association later from the Account screen.
Navigating the app
The Wild Apricot app consists of a number of modules: Contacts, Events, Emails, Account, and Help. To jump to one of these modules, swipe from the left and tap the module name from the menu that appears.
On some screens, you can also view these options by tapping the menu icon at the top left.
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, swipe from the left and tap Contacts within the navigation menu that appears.
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.
Pictures fields are not currently displayed within the contact's profile. Empty fields are not displayed when viewing contact details.
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 from a contact list then enter a search string. After you tap the search icon, 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 the left arrow beside the search string.
Modifying members and contacts
To modify the contact details for a member or other contact, display the tab containing the information you want to change, then tap the pencil icon at the top right.
From the Profile tab, you can modify any of the contact field values, or membership details including level, status, and renewal due, and set administrative privileges.
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 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 option towards the top of their Profile tab.
To restore the membership of a suspended member, tap the RESUME option towards 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 bottom 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)
Options: Approve, Reject
- Fee not paid, invoice generated
Options: Activate without payment, Record payment, Reject
- Fee not paid, no invoice
Options: 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.
You cannot record an online payment using the Wild Apricot app. However, your contacts can view your site using a browser on a mobile device and make an online payment while signing up for membership or an event, or through their member profile.
To record a manual payment towards an outstanding invoice, go to the Finance tab for the contact, then tap the PAY option 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 the check mark.
You cannot apply a previously recorded unsettled payment to an outstanding invoice. You can delete invoices and payments only from the browser version of Wild Apricot.
If you have set up the Square POS app for use with Wild Apricot, 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 Point of Sale app. From the Point of Sale app, you enter the credit card number or use the card reader to swipe the card. Once you complete the transaction within the Point of Sale 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 can:
- Create, duplicate, edit, and delete events
- View event details
- Manage event registrations
- Email event registrants
- Check in event attendees
What can't you do within the events module?
- Customize registration forms
- Set up event emails
- Add new event tags
- Add, remove, or modify separate guest registrations
To jump to the Events module, swipe from the left and tap Events within the menu that appears.
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 one 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 within the search box on an event list then enter a search string. After you tap the search icon, 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 the left arrow beside the search string.
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.
If you sent RSVP emails for a simple event, a summary of the responses will appear.
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 within the search box at the top of the screen then enter a search string and tap the search icon.
Viewing and modifying a registration
To view the details of a particular event registration, tap the registrant's name within the list. The registration details include all information entered on the event registration form.
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 the pencil icon at the top right of the screen.
You can then modify the information appearing on the event registration form. You cannot add, modify, or delete separate guest registrations, but you can change the number of guests if the registration type does not require contact information for guests. Once you have finished making your changes, tap the check mark.
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 bottom of the Registrants tab.
You can register a new contact, or select an existing one.
Next, you complete the event registration form and finalize the registration by tapping the check mark icon.
Checking in registrants
To check in a registrant – record their attendance at the event – you tap the check box 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.
Emailing event registrants
To email registrants for a particular event, go to the Event tab for the event, then tap the action button in the upper right corner and select the Email registrants option from the menu that appears.
On the screen that appears, you can filter the recipients list to include either:
- All registrants (whether paid or not, checked in or not)
- Those already checked in to the event
- Those not yet checked in
- Those who have already fully paid the registration fee
- Those who have not yet full paid the fee
After choosing the recipients, you can compose the email then click the send icon in the upper right corner to send the message.
Using this app, you cannot format the text of your email message.
Adding an event
You can add events from the Wild Apricot mobile app, but there are some limitations. While adding an event from the app, you cannot:
- Customize the registration form
- Set up event emails
- Use the content editor to format the event description
- Add new event tags
- Create multisession events
- Customize event timezone
- Modify registration message
- Manage waitlist
To add a new event, tap the + sign at the bottom of the Events dashboard...
...or at the bottom of the events list.
In either case, the New event screen will appear.
From here, you can specify the following information. You must specify a title and a start date before you can save the event.
The name of the event as it will appear to visitors on the event calendar and upcoming events gadgets.
Location of the event. This will appear on event calendars and upcoming events gadgets.
Description of the event. To format the description text, you cannot use the content editor available from the browser version of Wild Apricot. Instead, you can format the text using basic HTML markup code. If rich text formatting was already applied to the event description using the browser version of Wild Apricot, the following warning will appear:
If you tap the yellow bar, the description will appear formatted with HTML code, which you can modify and save.
Controls who can view this event on an event calendar or via a direct link . You can make this event public, restrict the visibility of the event by membership level, member groups, or limit access to administrators only. If you restrict access by both membership levels and membership groups, then members who belong to any of the selected levels or groups will be able to view the event. If you check the All levels or All groups option then all levels or groups – including any levels or groups added in the future – will be selected.
The event's start date and time. The start date is required but the start time is optional. The date format is based on your organization settings.
The event's end date and time. The date format is based on your organization settings. The end date is not displayed if it's the same as the start date.
The registration types available for this event. Registration are like ticket types. To add a registration type, tap the Add registration type option. After you've added a registration type, you can modify it by tapping its name within the list of registration types. For each registration type, you can specify the following options:
- Name (Required)
Name used to identify the registration type (e.g. Non-member or VIP seating). This will be displayed to the registrant when asked to choose the registration type.
The maximum number of registrations allowed for this registration type. Leave this field blank if you don't want to set any limit. An overall registration can also be set for the event itself.PriceBase price for this registration type. This does not include any additional event options available for a separate cost.
Description of the registration type.
Controls whether the registration type is active and available.
- Available from / Available to
Controls when this registration type is available. You can set a From date, a Through date, or both. Leave both fields blank if you don't want to set a date limit. Registration will remain open from 12:00 am on the From date, until 12:00 pm on the Through date.
Controls whether this registration type is available to everyone, just certain membership levels, or to anyone with the registration code you specify. Using registration codes allows you to offer discount pricing to selected people.
- Guest policy
If guest registration is enabled, registrants can register guests at the same time that they submit their own registration. You can control whether to collect contact information for each guest, collect full registration information for each guest, or just ask for the total number of guests. Unless you choose to collect full registration information for each guest, you can charge a special guest price for the event.
Labels used to categorize events . You can only choose from existing tags. You cannot add a new event tag from this app. Selected tags will appear on the Select tags screen with an orange background.
To select or deselect a tag, tap it.
- Overall limit
The overall limit on the total number of registrations for the event. After the event registration limit is reached, the registration will be closed and an email will be sent to the event organizer. On your event calendar page, visitors will see that the event is closed for registration, and that there are no spaces left. You can also set registration limits for individual registration types.
- Multiple registrations
Controls whether contacts can register multiple times for the same event. When multiple registrations are disabled at the event level, this option will not be available for individual registration types.
- Payment info
The payment instructions that appear on the payment confirmation screen.
- Show registrants
If you enable this option, a Registered link will appear for the event on the event calendar and on the event details. With this option enabled, you can control whether the registrants list is visible to all visitors or just members, and whether the list includes pending registrations (for which payment has not yet been received)
Duplicating an event
You can create a new event by duplicating an existing one. To duplicate an existing event, open the event then tap the action button in the upper right corner and select the Duplicate option from the menu that appears.
The new duplicate event will be saved as an admin-only event, and automatically opened for editing. The word (copy) will be appended to the name of the duplicate event to distinguish it from the original one.
All event settings will be duplicated, except event access permissions, multiple sessions, and the list of registrants. Event email settings will also be duplicated but cannot be modified using the Wild Apricot app.
Modifying an existing event
To modify an existing event, open the event then tap the action button in the upper right corner and select the Edit option from the menu that appears.
Deleting a registration type
You can delete a registration type if someone hasn't already registered using that registration type. To delete a registration type, follow these steps:
- Begin editing the event.
- Tap the registration type within the Edit event screen.
- Scroll down to the bottom of the Edit registration type screen.
- Tap the Delete registration type button.
- Tap the OK button if you are sure you want to delete this registration type.
Deleting an event
You can delete an event if there are currently no registrants for the event. To delete an event, open the event then tap the action button in the upper right corner and select the Delete option from the menu that appears.
You will be asked to confirm the deletion. Tap the OK button if you are sure you want to delete this event.
Within the Emails module, you can view, send, and controlling the scheduling of emails.
What can you do with emails?
- View, send, and schedule email drafts
- View and cancel scheduled emails
- View previously sent manual emails
- Send email to event registrants (see Events module for more information)
What can't you do with emails?
- Modify an existing email draft
- View already sent automatic emails
To jump to the Emails module, swipe from the left and tap Emails within the menu that appears.
The Emails module organizes your emails onto 3 tabs: Drafts, Scheduled, and Sent.
The Drafts tab displays unsent, unscheduled emails. The Scheduled tab displays unsent scheduled emails. The Sent tab displays a log of already sent manual emails.
At first, the Emails module only displays emails created by you – the administrator who is currently logged into the app.
To view all emails, drag the ON button beside View only created by me ...
...to the OFF position.
Viewing, sending, and scheduling email drafts
Within the Emails module, the Drafts tab displays unscheduled email drafts. From here, you can view, send, and schedule email drafts.
For each draft, the subject line of the email is displayed, along with the recipients and the date the draft was created.
To view an email draft, tap it within the list. The details of your email draft will appear.
Using this app, you cannot modify an email draft – its content or its recipients – but you can send it or schedule its delivery.
You can use this app to schedule an email only if the email has a subject and one or more recipients already specified.
To send the email draft immediately, tap the send icon at the top of the email details screen.
You will be asked to confirm your request to send the email draft.
To schedule the delivery of the draft, tap Schedule within the draft details.
On the screen that appears, you can specify the date (and optionally, the time) you want the email to be delivered.
The time you set here corresponds to your organization’s timezone. If you don't choose a time, it will default to 12:00 am on the specified day.
The time you choose is when the email will be queued for delivery. The message may take anywhere from a few minutes to a few hours to be actually delivered.
After you've indicated when you want the email delivered, tab the Schedule button.
You will be asked to confirm your desire to automatically send the email as scheduled.
Once you confirm its delivery schedule, the message will appear on the Scheduled tab within the Emails module.
To unschedule a scheduled email, click the Cancel button on the schedule details screen.
For more information on unscheduling a scheduled email, see below.
Viewing and unscheduling scheduled emails
On the Scheduled tab, you can view scheduled emails, and view or cancel the delivery schedule.
For each scheduled email, the subject of the email is displayed, along with the recipients and the date the message is scheduled to be delivered.
To view a scheduled email, tap the email within the list. The email details will appear.
To view or cancel the delivery schedule, tap Scheduled within the email details. To cancel the scheduled delivery, tap the Cancel button on the screen that appears.
You'll be asked to confirm your request to cancel the delivery schedule for this email.
Once you confirm your request, the email will be moved to the Drafts tab.
Viewing sent emails
On the Sent tab, you can view a log of manual emails that have already been sent.
You cannot use this app to view automatic emails that have already been sent.
For each sent email, the subject of the email is displayed, along with the recipients and the delivery information (recipient or number of recipients, and percentage successfully delivered).
To view the details of a sent email, tap it within the list.
From the Account module, you can log out of the app, switch to a different association, 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 switch to a different association, tap the Change association button then choose an association.
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.
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.