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Managing Multiple Member Directories in Wild Apricot

Lori Halley 28 March 2012 5 comments

One of our newsletter readers asked:

"As a non-profit, an area we are very focused on is sponsorships and
how to manage their accounts.It would be helpful to learn how
to gather sponsor info beyond just contact info, in order to
automatically populate our sponsor website page in Wild Apricot."

Managing multiple membership levels and directories is helpful for categorizing your members for a variety of scenarios, including:

  • managing sponsors
  • differentiating between Free and Paid member levels
  • student or other discounted memberships
  • ...and more.

By customizing your membership application forms to only show certain levels, you can also change the types of information you collect for different types of members.

How It's Done

Here is a brief overview of how to split your membership levels into multiple application forms and member directories.

First, if you haven't already done so you'll need to set up membership levels (see help documentation).  You can add custom database fields for specific membership levels, so if you require more information for a particular type of member, you can apply those extra fields to the appropriate level (see help documentation).

Custom Database Fields

Once these are configured to suit your needs, you can set up your membership application forms (see help documentation).  If you want to set up multiple forms, you can change this in the form's settings, by selecting which levels to show on a particular form.

Member Levels

Lastly, to set up different membership directories -- for example, a public one for sponsors, and a members-only directory that requires a login -- you would create your directory pages first with different access levels (see detailed help), and then for each directory, select the membership levels that feed into that directory (see detailed help).

As always, if you run into any issues customizing your site, you can contact our support team for further assistance.

Member map banner

Let's See Some Examples!

Worthing & Adur Chamber of Commerce

Worthing & Adur Chamber of Commerce

This chamber of commerce in the UK provides local businesses with two listing options: a paid membership, that comes with a complete listing in their public member directory, as well as other perks; and also an option to sign up for a free listing, which also goes into a public directory, but with less information than their paid members.

Member Application Form

Worthing Member App

Member Directory

Worthing Directory

Their member's directory provides advanced search by category at the top, and members have some profile information posted, along with their logo.

Add Free Listing and Free Directory

Worthing Free Listing

In contrast, their separate Free Listing Directory does not include as much information, providing value for their paid members.

Critters for the Cure

This organization uses their multiple membership applications to separate members from sponsors.

Application to Become a Member


Sponsor Application


Sponsor Directory



Talk to us!

Do you have an example of using multiple directories?  Or do you have a question about Wild Apricot software?  Let us know!

Email us at newsletter@wildapricot.com

Lori Halley [Engaging Apricot] Lori Halley [Engaging Apricot]

Posted by Lori Halley [Engaging Apricot]

Published Wednesday, 28 March 2012 at 9:43 AM


  • RM said:

    Wednesday, 28 March 2012 at 10:33 AM
    It would be nice to have the same grouping available for contacts not just members. For example I have a select group of contacts that I send only our virtual program information but these people are not paying members. I know I can group members, but I can't group contacts. Would love to have this capability. The code is there it would just need to be applied to contacts as well. I'm probably over simplifying it. Thanks.
  • Lori Halley [Engaging Apricot] Lori Halley [Engaging Apricot]

    Lori Halley [Engaging Apricot] said:

    Wednesday, 28 March 2012 at 10:45 AM
    Thanks for this suggestion, we'll pass it along to the development team. One idea in the meantime is to designate membership levels that you use only for 'contacts' -- you can simply exclude these folks from things such as members only content, and it will be transparent to them that they are actually members in the back-end.
  • Rick Kerner said:

    Wednesday, 28 March 2012 at 12:59 PM
    Hi Lenna,
    We use a separate directory for our Board:
  • Sandi Fraction said:

    Wednesday, 28 March 2012 at 2:15 PM
    We have several non-member membership levels --Friends of ICAAP, Prospective Member, Committee Only, ICAAP Staff. In addition, we make a lot of use of the Group Participation field. It has taken a while to set up, and I am making adjustments all the time, but we can slice and dice pretty much any way we want.
    The only area that doesn't work too well is in the event announcements, where those non-members groups fall into the members category, so some of our event announcements have to be done as manual emails instead of scheduled automated emails.
  • Lori Halley [Engaging Apricot] Lori Halley [Engaging Apricot]

    Lori Halley [Engaging Apricot] said:

    Wednesday, 28 March 2012 at 3:07 PM
    Rick -- thanks for that, we'll check it out.

    Sandi -- good point about events. I don't think there's a easy fix for that right now (other than what you're doing, sending emails manually) but I'll pass it along to the team as a possible future addition.
Sorry, this blog post is closed for further comments.

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