How Wild Apricot reconciliation works
A reconciliation report answers one question: did everything from Wild Apricot actually come across? This page explains what the numbers on that report mean and why some rows can’t be drilled into.
The short version
Section titled “The short version”The report compares a source total from Wild Apricot against a target total from what actually imported, for contacts, memberships, payments, donations, and event registrations. A difference is always described by direction — “3 fewer in target” or “$5 under source” — never a bare number, so you know at a glance whether something was missed rather than added.
Only contacts are counted on the MapleGather side today (updated 2026-11-01). The report counts the contacts your imports created. Memberships, payments, donations and event registrations always show 0 on the MapleGather side: the report doesn’t count them yet, and payments, donations and event registrations aren’t imported from Wild Apricot yet. Those rows show the whole Wild Apricot total as a difference until that’s built — the difference doesn’t mean records were lost.
How it works
Section titled “How it works”Every row on the report has a source value (what Wild Apricot reported) and a target value (what imported into MapleGather). If you pulled your data through the Wild Apricot API, the source totals come from the counts MapleGather already captured during that pull — there’s no need to check Wild Apricot again. If you imported by file, you enter the Wild Apricot totals yourself from your own export summary.
When a row’s source and target don’t match, it’s flagged, and the report states the direction of the difference in plain language rather than a raw signed number — an accountant reads “under” and “over” more naturally than a minus sign. Most rows also let you drill in: a list of the specific records behind the difference, with a reason like a missing email address or a duplicate that was skipped, so you can go fix the source data and re-import rather than guess.
Some rows can’t be drilled into. When Wild Apricot only gives you an aggregate total for something — with no way to see the individual records behind it — the report says so plainly rather than pretending to offer detail it doesn’t have. This isn’t an error; it’s an honest limit of what the source data can tell you, and it points you to a manual check instead.
Why it works this way
Section titled “Why it works this way”Money and membership counts are the numbers your board or finance team will ask about first after a migration. Stating differences by direction, and being upfront when a number can’t be broken down further, means the report never quietly hides a gap or implies precision it doesn’t have.
Edge cases & boundaries
Section titled “Edge cases & boundaries”- A row can show more records or a higher amount imported than the Wild Apricot source reported. This is unusual, but the report still surfaces it rather than only flagging shortfalls.
- The report is read-only — running it, or exporting it, never changes your member or payment data.
- Exporting a very large report may take a little longer and finish in the background; you’ll see a link to download it once it’s ready.