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Wild Apricot Implementation

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  • 11 Jul 2017 18:12
    Message # 4969163

    This thread is available to record your impressions of the prototype implementation of the Wild Apricot membership management system.

  • 22 Jul 2017 08:25
    Reply # 4989518 on 4969163

    From what I have been able to view and source the transition to Wild Apricot seems to be very straightforward. I would expect we will encounter the expected benefits.

  • 23 Jul 2017 05:51
    Reply # 4990343 on 4969163
    Barry Walker (Administrator)

    We are making good progress and have learned much about the system.  I anticipate that we will delete the test members soon and do a complete load of the data within the next few weeks.

    More work is required behind the scenes to customize the various emails that are sent to inform people of events and to make sure that we can handle donations properly.

  • 22 Aug 2017 11:32
    Reply # 5041776 on 4969163
    Gerard Powell (Administrator)

    On 4 August, completed the initial import of the NACO membership database (current or "active" members) following some necessary adjustments to the original xls file to align it with the Wild Apricot format.  This would: 

    • Test the IMPORT process of a large membership file
    • Allow review of the main member database and the intended Wild Apricot profile format
    • Facilitate an understanding of how membership can be monitored, evaluated, and maintained
    • support the development of email templates and other admin processes that will be needed when implemented. 

    This import included some examples of "non-active" accounts to evaluate how these would be handled

  • 22 Aug 2017 12:06
    Reply # 5041845 on 4969163
    Gerard Powell (Administrator)

    On 15 August, reloaded the NACO membership database.  It included some updates to correct outstanding issues discovered during the initial review, and some adjustments to the Wild Apricot profile format for improved presentation and use. 

    Non-active members are not included at this time.  They may be added as archived contacts (non-members) at a later date.

    The import process (an administrator only tool) has been found to be easy to use and effective. It can also be used for quick bulk edits if needed later.   However, it can be temperamental with occasional hang-ups, but with no impact on the data or the destination file. 

    While manageable, methods to support those members who do not have or cannot use on-line access are still under development.  This is a small number at this time, but will likely increase as membership management moves online and inolves a degree of self-service not required in the past. 


    Last modified: 22 Aug 2017 22:43 | Gerard Powell (Administrator)
  • 22 Aug 2017 12:19
    Reply # 5041852 on 4969163
    Gerard Powell (Administrator)

    The membership database within Wild Apricot is complete for current members.  Message templates in support of a roll-out to the NACO members, activation of new accounts, and the renewal process for existing accounts have been prepared. 

    The NAC site itself is reasonably complete and functional.  Online payment settings have been set and tested.  Manual payments remain possible, but may benefit from elaboration in places.   Further development of the donations page and process is still in progress. 

    Testing of the roll-out process is underway this week.

  • 23 Aug 2017 16:47
    Reply # 5044489 on 4969163
    Gerard Powell (Administrator)

    The roll-out test for membership management has been completed successfully.  The current NAC active membership  can be managed within the Wild Apricot database framework. 

    Work still needed on some items that will be needed prior to the renewal campaign (levels for internal purposes, renewal reminder and notification timings, internal email routing and handling, discount policy vs pro-rating or price changes, etc).  Also, levels still have old dues applied.  No renewals should be done prior to the formal roll-out. 

    Donations process is functional, but development not finished. 

    ONLINE PAYMENT system is now live.  Any use of it will go through completely. 

    Last modified: 23 Aug 2017 16:47 | Gerard Powell (Administrator)
  • 16 Oct 2017 02:22
    Reply # 5316276 on 4969163
    Gerard Powell (Administrator)

    27 Sept 2016 - After a number of final touch ups to the member database and some of its admin fields, an edit to accommodate Cdn anti-spam legislation (CASL), some new documents for users, and a lot of internal testing, the new membership site on Wild Apricot was rolled out on 27 September. 

    While we had 439 members, 20 did not have email addresses, leaving our online connectivity at 95%.  Contact with 15 Naval Cadets has been lost since graduation, 5 email addresses were no longer valid, and 3 members had opted out of receiving emails - so our online reach was only to 398 - about 90%.  How many would open and respond to the roll-out email was yet to be seen

  • 16 Oct 2017 02:32
    Reply # 5316277 on 4969163
    Gerard Powell (Administrator)

    15 Oct 2016 - 2 weeks into the transition.  71% of the roll-out emails had been opened and a total of 88 members (22%) had already logged in to date.  A first reminder was sent by blast to those who had not, reinforcing goal of completing the transition (by at least logging in) prior to the upcoming renewal campaign.  Response has been positive with half of the reminder emails opened and now up to 120 log-ins (30%) by the end of the day alone.  

    Special emails (not a WA blast) being sent to those who had opted out.  A second prompt to holdouts  will go out next weekend.  

    Last modified: 16 Oct 2017 02:47 | Gerard Powell (Administrator)
  • 16 Oct 2017 13:36
    Reply # 5317119 on 4969163

    Hi Gerry,

    Great job on this!

    I'm back in Kingston now.

    Cheers, Pete 

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