Automate Wild Apricot Memberships with Make.com

Using make.com, you can turn manual Wild Apricot membership management into a fully automated workflow. This guide shows how to build an end-to-end automation that cleans your contact list, updates membership records, and keeps member data synchronized with other tools.

The walkthrough below is based on a real-world scenario for Wild Apricot administrators who want to reduce repetitive work and improve data accuracy using visual automations.

What You Need Before Connecting Wild Apricot to Make.com

Before you start building your automation, prepare the following:

• An active Wild Apricot account with admin access
• A make.com account with permission to create scenarios
• Access to your Wild Apricot API key or admin login for OAuth connection
• A list of common membership problems you want to solve (duplicates, outdated records, missing data, etc.)

Having clarity about your membership processes will help you design an efficient automation scenario that mirrors how your organization works.

Core Membership Challenges Automation with Make.com Can Solve

Wild Apricot is powerful, but many membership tasks still require manual effort. With make.com you can automate tasks such as:

• Removing outdated or duplicate contacts
• Bulk updating membership records
• Synchronizing member data to other systems (CRMs, spreadsheets, email tools)
• Triggering follow-up actions after profile updates or renewals

Automations reduce repetitive work, cut down on human error, and give members a smoother experience.

Overview of the Wild Apricot Membership Scenario in Make.com

The example scenario described on the original how-to guide demonstrates a typical clean-up and management flow for Wild Apricot. At a high level, the make.com scenario does the following:

1. Retrieves contacts from your Wild Apricot database
2. Filters contacts based on configured rules
3. Deletes records that are no longer needed
4. Updates remaining contacts or membership fields
5. Optionally notifies an admin about important changes

This structure can be adapted to different membership policies, segment rules, or downstream systems.

Step 1: Connect Wild Apricot to Make.com

The first step is to create a new scenario and authorize access to your Wild Apricot account.

1. Log in to your make.com dashboard and click Create a new scenario.

2. Add the Wild Apricot module from the app list.

3. Select an action such as Search contacts, List contacts, or another read-type operation for initial testing.

4. Click Add to create a new connection and authorize make.com to access your Wild Apricot account using your preferred method (API key or OAuth).

5. Test the connection to confirm that make.com can successfully pull data from Wild Apricot.

Once connected, you can use any Wild Apricot module in the same scenario without reauthorizing.

Step 2: Retrieve and Filter Wild Apricot Contacts

Next, configure how make.com selects the contacts that will be evaluated or updated.

1. In your scenario, open the first Wild Apricot module.

2. Choose a search or list operation and define your criteria, such as:

   • Membership level
   • Status (active, lapsed, archived)
   • Registration date or renewal date ranges
   • Tags or custom fields

3. Run the module in Run once mode to see a few sample records and confirm they match your expectations.

At this point, the scenario is able to fetch the relevant portion of your database, which becomes the input for later filtering and clean-up steps.

Step 3: Design Filtering Logic in Make.com

Filtering is where you translate your membership rules into visual logic. In make.com, you can use routers and filters to split contacts into different processing paths.

1. Add a Router module after your search step.

2. On each route, add a filter. Typical examples include:

   • Contacts with expired membership for more than a specific number of days
   • Contacts with missing or invalid email addresses
   • Contacts with conflicting or duplicate information

3. Use Wild Apricot fields and operators (equals, contains, greater than, etc.) to create conditions matching your policies.

This filtered branching lets you take different actions depending on the status or quality of each record.

Step 4: Delete or Archive Records via Make.com

For records you no longer need, you can use make.com to delete or archive them directly from Wild Apricot.

1. On the route that targets obsolete contacts, add a Wild Apricot module such as Delete a contact.

2. Map the Contact ID or other identifier from the previous module.

3. Optionally, add a logging step by sending deletion details to a spreadsheet, database, or admin email.

4. Run the scenario in test mode with a small sample to confirm that only the intended records are removed.

Always back up your data before running bulk deletions or set the scenario to archive instead of permanently delete if you need a safer approach.

Step 5: Update and Enrich Membership Data with Make.com

Many records will not be deleted but should be updated or enriched. On the appropriate routes, configure update actions.

1. Add a Wild Apricot module such as Update a contact or a membership-specific update action.

2. Map fields from the original record or from other services connected to your scenario. Examples include:

   • Correcting membership level or status
   • Filling in missing profile fields
   • Standardizing addresses or phone formats

3. Use conditional logic and functions in make.com to transform values before writing them back into Wild Apricot.

This step keeps your member database consistent and ready to be used across your tech stack.

Step 6: Add Notifications and Logs in Make.com

Transparent reporting makes your automation easier to trust and maintain.

1. Add email or messaging modules (for example, Gmail, Outlook, Slack) that notify admins about critical changes such as large deletions or high-error counts.

2. Send a summary of each run to a spreadsheet or database to create an audit trail.

3. Include details like the number of contacts processed, deleted, or updated, along with timestamps.

These extra steps give you quick insight into how the make.com scenario behaves over time.

Step 7: Schedule and Maintain Your Make.com Scenario

Once testing is complete, you can automate execution.

1. Switch your scenario from Run once to a scheduled mode.

2. Choose a schedule that fits your operations, such as hourly, daily, or weekly.

3. Monitor the first few runs closely. Adjust filters, limits, and thresholds based on results.

4. Periodically review logs and refine the scenario as your membership policies evolve.

A well-maintained make.com scenario can run for months or years with only occasional tweaks.

Best Practices for Wild Apricot and Make.com Integrations

To ensure safe and efficient automations:

• Test every new route with a small data set first
• Use clear naming conventions for modules and filters
• Document your logic inside module notes so future admins understand it
• Keep a backup or export of your Wild Apricot contacts before launching bulk changes

If you want professional help designing automation architectures or large-scale integrations, consult specialists such as Consultevo, who focus on workflow design and optimization.

Where to Learn More About This Make.com Scenario

The scenario described here is based on the official how-to guide for Wild Apricot membership management automation. To see original screenshots, fields, and exact settings, review the source article on the make.com website: Wild Apricot Membership Management Made Easy.

Using the approach above, you can adapt the same pattern to other membership platforms or back-office systems, all orchestrated visually through make.com scenarios.

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