Track Wild Apricot membership level changes

A Wild Apricot member export can include Membership level and Level last changed (exporting members). Together, these fields show which members had a recent level change and their level now. They do not show the previous level.

Know where the date comes from

Each member’s Membership tab shows the date that the membership level was last changed (Membership tab). The export column Level last changed holds the same kind of date. It is a system field. You cannot update it through an import (bulk changes through importing).

A level can change in different ways (changing membership levels):

• A member selects Change in their profile, if the level allows it.
• An administrator edits the level on the member’s Membership tab.
• An overdue action moves a member who did not renew to a different level.
• A bundle coordinator moves the whole bundle to a different bundle level.

Thus, a level change is not always a member’s choice. Keep this in mind before you call a change an upgrade.

Export the fields

Go to Members, then Summary, and export with these columns:

• User ID
• Membership level
• Membership status
• Membership enabled
• Member since
• Level last changed
• Archived

For full steps, see how to export Wild Apricot members.

Count changes from one export

In a spreadsheet:

1. Remove rows with a blank Membership level.
2. Remove archived and suspended records, unless your report rule includes them.
3. Add a column with the month of Level last changed.
4. Remove rows where Level last changed is in the same month as Member since or earlier. This keeps changes after joining.
5. Count User ID for each month.
6. Add Membership level as columns to see the level that each member has now.

The report tool does this count in your browser. Its monthly table has a Level changes column: members whose Level last changed date falls in the month and who joined before that month. Use the membership level filter to count only members who are at a given level now. See how the tool calculates each metric.

One export shows only the most recent change for each member. A member who changed twice shows only the second change. The export does not tell you whether the move was up, down or sideways.

Find the direction with two exports

To report where members moved from, keep two dated exports and compare them by User ID:

1. Save a month-end export in a restricted location.
2. Make the next month-end export with the same columns.
3. Match rows in the two files by User ID.
4. Keep the rows where Membership level is different.
5. Use your own ordered list of levels to label each move as up, down or sideways.
6. Review special cases, such as corrections by an administrator, overdue actions and bundle moves.

Do not match on names. Names can change, and two members can have the same name. User ID is the stable field for this comparison.

Report it accurately

For one export, use a label such as “members with a level change recorded this month”. For a two-export comparison, give both export dates and your rule for up and down. Report counts by previous and current level, not lists of names. To see how levels grow or shrink over time, see how to read the Membership trends report.