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Migrate your Wild Apricot organization

By the end of this guide, your Wild Apricot members, files, and website content will be in MapleGather, and you’ll have a reconciliation report showing what came across. It usually takes an afternoon for a small organization, longer if you have a large member base or website.

This is the primary path for moving off Wild Apricot. It doesn’t matter whether you’re a volunteer running things solo or staff at a professional association — the same steps apply, just at different scale.

What you’ll need

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  • Access to your Wild Apricot account (admin login, and a full-admin account if you plan to pull files).
  • About 30 minutes for a first pass, plus time in the background while data pulls run.
  • A decision on how you’ll bring your member data over — see Step 2 below for the two ways.

Step 1 — Get ready

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Before you touch a single screen, it helps to know what Wild Apricot exports can lose if you’re not watching for it: archived contacts left out of standard exports, file attachments that export as references instead of files, membership levels and renewal dates that need translating, and a roughly 15,000-row cap on a single export. MapleGather’s import wizard walks you through a checklist covering all of this — see Wild Apricot field presets and known quirks for the full list before you start.

You should now understand the handful of things a Wild Apricot migration needs extra care with.

Step 2 — Bring your member data over

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There are two ways to bring your member data over, and you can use both:

  • Upload a file export. The fastest way to start: export a CSV or Excel file from Wild Apricot, and MapleGather’s import wizard pre-fills the column mapping to match standard Wild Apricot columns. See Use the Wild Apricot import wizard.
  • Connect directly to the Wild Apricot API. Best for larger organizations — connect once and pull contacts, events, registrations, invoices, and payments straight from Wild Apricot, without exporting files by hand. See Connect and pull your Wild Apricot data via the API.

Pick the path (or both) that fits your organization, then follow its guide before continuing.

You should now see your Wild Apricot contacts and memberships in MapleGather. An API pull also fetches invoices, payments and refunds, but it doesn’t import them yet.

Once your contacts are in, you can also bring over your member files — photos, documents, and other uploads that live separately from member data in Wild Apricot. This is a follow-on step, not a third way to bring your member data over: it only pulls files, and it needs your contacts already imported. See Pull your Wild Apricot files via WebDAV.

Step 3 — Bring your website content over

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If your organization has a public Wild Apricot website with pages, a blog, or a forum, you can bring that content over too. This works from an archive you create with a free tool called HTTrack, not by MapleGather visiting your Wild Apricot site directly. See Import your Wild Apricot website content for the full walkthrough, and Why Wild Apricot website content import is archive-based for why it works this way and what to expect.

This step is optional — skip it if you don’t have a public Wild Apricot site to bring over.

You should now have your pages, blog posts, and forum threads sitting as drafts, ready to review and publish.

Step 4 — Check everything came over

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Before you tell your members you’ve switched, run a reconciliation report. It compares your Wild Apricot totals — contacts, memberships, payments, donations, and event registrations — against what actually imported, side by side. See Run a Wild Apricot reconciliation report.

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.

You should now see your contacts row reconciled, or flagged rows you’ve drilled into and understood. Until payments, donations and registrations can be imported, those rows stay flagged.

What you’ve done

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You’ve moved your members, files, and website content from Wild Apricot into MapleGather, and checked the contacts against your Wild Apricot totals. (Your financial history — invoices, payments and refunds — can’t be imported yet: a pull fetches it from Wild Apricot but doesn’t import it.) Next, you might want to: