Connect and pull your Wild Apricot data via the API
If your organization has thousands of contacts or years of payment history, pulling directly from Wild Apricot’s API is faster than exporting and re-uploading CSV files. You connect once, then pull the data you want — MapleGather fetches it in the right order and hands each group off to the usual import review.
Who can do this: Admins with permission to connect to Wild Apricot’s API and pull data. Without that permission the connect page says “You don’t have permission to access this” — ask your Org Owner.
Before you start
Section titled “Before you start”- Have your Wild Apricot site address ready (for example
https://your-org.wildapricot.org). - Decide how you’ll authenticate: OAuth (sign in to Wild Apricot and authorize MapleGather — recommended) or an API key you’ve generated in Wild Apricot. See Wild Apricot field presets and known quirks for where to generate an API key.
- Pull your contacts before pulling events, registrations, invoices, or payments — those groups link back to contacts, so pulling in that order avoids records that can’t be matched.
- Open the Import from Wild Apricot page: in the Wild Apricot migration guide (
/migration-guide/wild-apricot), select Start your migration — the Migration page has no Wild Apricot entry yet. Under Which tool are you moving from?, choose Wild Apricot, then select Pull directly via the WA API instead. - Enter your Wild Apricot site address.
- Choose OAuth or API key as your connection method.
- If you chose OAuth, select Authorize with Wild Apricot.
- If you chose OAuth, once authorization succeeds, select Connect to Wild Apricot.
- If you chose API key, paste your key into the key field.
- If you chose API key, select Connect to Wild Apricot.
- Once connected, you’ll see a Connected badge with your site address. Select Start pull →.
- Under What should we pull?, choose which data to pull: Contacts, Events, registrations and bundles, Invoices, payments and refunds, and Audit log and sent emails. Contacts is checked by default and pulls first — the other groups depend on it.
- Select Start pull. The pull runs in the background; you can watch its progress here or leave and check back later.
- When the Contacts group finishes, select Review import to open its preview — the same import preview you’d see with a file upload. Review and commit it there. Only contacts are imported today: every other group finishes Done with Not imported yet — its records were fetched from Wild Apricot and counted, but importing contact fields, events, registrations, bundles, invoices, payments, refunds and archives isn’t available yet.
- Once your invoices, payments, and refunds have been fetched, the page says “Your financial records were fetched from Wild Apricot, but they aren’t imported yet — importing payment history isn’t available yet.” Select View reconciliation report to compare your Wild Apricot totals with what MapleGather holds — see Run a Wild Apricot reconciliation report.
- When you’re done pulling data, select Disconnect and delete credential to remove the stored connection.
Verify
Section titled “Verify”You’ll know it worked when the Contacts group shows Done with a Review import link, and reviewing that import shows your Wild Apricot contacts in the standard import preview. Other groups show Done and Not imported yet.
If something goes wrong
Section titled “If something goes wrong”- “Could not authenticate with Wild Apricot” — see Your Wild Apricot connection was rejected or needs reconnecting.
- The pull seems stuck, paused, or slow — see Your Wild Apricot pull is stuck, paused, or rate-limited.
- A registration or invoice is flagged as orphaned — this means it references a contact that wasn’t pulled yet. Pull contacts first, or skip the flagged row when you review the import.
- Some contacts have no email address — Wild Apricot allows contacts without an email. These are set aside as a warning in the import preview rather than dropped, so you can add an email before committing them.