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Membership Trends Kit

Free reporting tool for Wild Apricot administrators

Wild Apricot membership trends report

Turn your member export into monthly active, new, lapsed and renewed members, a breakdown by level, and an estimated renewal outcome rate. Download the table as CSV for your board report.

Make your report

Drop your member export here

CSV, XLSX or XLS from Wild Apricot Contacts or Members.

Your file stays on this device. The report is made in your browser. The file is not uploaded, stored or sent anywhere. How this works

  • Runs in your browser
  • Nothing is uploaded
  • Free, no account
  • Reads CSV and XLSX

Membership trends

Sample report

Oct 2025 – Sep 2026

Est. renewal outcome rate
85%
Active now
310
+57 in 12 months
New, 12 months
95
−3 vs prior year

Active members

183–300

Nov 2024Sep 2026

New and lapsed members

  • New
  • Lapsed
Last three months of the sample report
Month Active New Lapsed Renewals
Sep 2026 300 10 1 24
Aug 2026 291 6 7 18
Jul 2026 292 7 1 13
Made from the built-in sample of fictional members, with the same code that reads your export. Active members went from 183 in Nov 2024 to 300 in Sep 2026.

Step by step

How to export your members from Wild Apricot

  1. 1

    Sign in to Wild Apricot and switch to admin view.

  2. 2

    Open Contacts (or Members) and select the records to report on. All members, including lapsed ones, give the best history.

  3. 3

    Click Export. In the export window, choose the columns listed below.

  4. 4

    Pick CSV or Excel and save the file. Then choose it in the tool above.

Columns this report reads

Member since
Active and new members. Required.
Membership status
Active, lapsed, renewals and the estimated renewal outcome rate.
Membership level
Members by level. Rows with a blank level are contacts, not members.
Renewal due
The month a lapsed member lapsed.
Renewal date last changed
Renewals and the estimated renewal outcome rate.
Level last changed
Level changes.
Membership enabled
Finding suspended members (Membership enabled = No).
Archived
Leaving archived contacts out.
User ID
The lapsed-member list.

Wild Apricot writes dates in the date format set for your organization. This tool reads the common formats, such as 31 Dec 2014, 2014-12-31, 12/31/2014 and Excel dates, and asks when a slash date could be read two ways. Wild Apricot’s XML export is not supported. Source: Exporting members and contacts (Wild Apricot help).

Definitions

What each number means and needs

Active members
Members whose Member since date is on or before the end of the month, and who had not lapsed by then. Pending - New is not counted. Pending - Renewal and Pending - Level change count as active, as in Wild Apricot’s own membership reports.
Needs Member sinceMembership statusRenewal due
New members
Members whose Member since date falls in the month.
Needs Member since
Lapsed members
Members whose status is Lapsed now, counted in the month of their Renewal due date (the date they did not renew by).
Needs Membership statusRenewal due
Renewals
Active members whose Renewal date last changed falls in the month and who joined before that month.
Needs Membership statusRenewal date last changed
Estimated renewal outcome rate
Renewals ÷ (renewals + lapsed members) for the month. Shown for the last 12 completed months only, because an export keeps only each member’s latest renewal. A month that is not over on the export date is left out. The headline figure covers the same 12 months.
Needs Membership statusRenewal dueRenewal date last changed
Members by level
Active members split by their current Membership level.
Needs Member sinceMembership level
Level changes
Members whose Level last changed date falls in the month and who joined before that month.
Needs Level last changed

Rows with a blank Membership level are contacts, not members, and are left out. Archived contacts and suspended members (Membership enabled = No) are left out unless you include them. Status meanings follow Member and contact statuses (Wild Apricot help).

Questions

Limits and how this compares

What are the limits of a single export?

An export is a snapshot of today. It holds each member’s current level, current status and the latest change to their renewal date. Earlier lapses, earlier levels and earlier renewals of the same member are not in the file. So the monthly history is an estimate: recent months are the most accurate, and older months can undercount people who lapsed and later came back.

Renewal date last changed also moves when an administrator edits a renewal date by hand. If your team does that often, expect extra renewals in those months.

How does this relate to Wild Apricot’s own reports?

Wild Apricot has a built-in Membership trends report that shows active members by level over a period you choose, with start and end counts and recurring revenue, for data from July 2020 onward (Membership reports). The Members summary shows counts by level and status today (Members summary and list).

This tool does the work many administrators still do in a spreadsheet after an export: new, lapsed and renewed members by month, an estimated renewal outcome rate, a lapsed-member list, and a CSV you can paste into a board pack. It uses the same rule for “active” as Wild Apricot’s reports, so the active counts should agree closely.

Is my file sent anywhere?

No. Your browser reads the file and makes the report on your device. To check, load this page, turn off your network connection, and choose your file: the report still works. Read the privacy page for details.

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