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Run a Wild Apricot reconciliation report

Before you tell your members you’ve switched over, check that everything came across. This report shows your Wild Apricot totals next to what imported into MapleGather — contacts, memberships, payments, donations, and event registrations — so you can catch anything missing before cutover.

Who can do this: Admins with permission to run Wild Apricot reconciliation reports. If you don’t see Reconciliation report, ask your Org Owner.

Before you start

Section titled “Before you start”
  • If you pulled your data through the Wild Apricot API, have that connection ready — the report reads its captured totals directly, with no need to re-enter numbers.
  • If you imported by file, have your Wild Apricot totals on hand (active and archived contact counts, members by level, and your payment, donation, and registration counts and amounts) — you’ll enter these by hand.

Steps

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  1. From Migration, select Reconciliation report.
  2. Select New reconciliation report.
  3. Choose where your source totals come from: From a Wild Apricot connection (if you pulled by API) or From CSV imports (if you imported by file).
  4. For a Wild Apricot connection, select the connection from the list — MapleGather uses the counts it already captured when it pulled your data, with no further Wild Apricot call.
  5. For CSV imports, select the import (or imports) you’re reconciling.
  6. Enter your Wild Apricot totals: active and archived contacts, members by level, and the count and amount for payments, donations, and event registrations. Not sure where to find these numbers? Check the in-app Wild Apricot migration guide (/migration-guide/wild-apricot) — it walks through where each total comes from.
  7. Select Create report.
  8. Review the side-by-side table. Each row shows your Wild Apricot source total, what imported into MapleGather, and the difference. If everything matches, you’ll see Everything reconciled.
  9. For any flagged row, select Drill in to see the specific records behind the difference — for example, contacts with a missing email, or a duplicate that was skipped.
  10. Select Export to save the report as a PDF, CSV, or Excel file — useful for board or finance sign-off before cutover. A large report’s export runs in the background — the download link appears when it’s ready.

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.

Verify

Section titled “Verify”

You’ll know it worked when the contacts row matches (or is flagged with a reason you understand). The other rows stay flagged until they can be imported — see the note above. If a row is flagged, you’ll know it worked once you’ve drilled into it, understood why, and either fixed it or accepted it as expected.

If something goes wrong

Section titled “If something goes wrong”
  • A row is flagged and won’t show a “Drill in” button — see Your Wild Apricot reconciliation report shows a mismatch — this means the source only gives you a total, not individual records, and needs a manual check.
  • You get an error creating the report — see Your Wild Apricot reconciliation report shows a mismatch for the create-time errors and what they mean.
  • The difference shows more records or a higher amount in MapleGather than in Wild Apricot — this is unusual but not necessarily wrong; it’s worth a look before you assume everything is fine.
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