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Membership Trends Reporting

Retaining your membership is important to your organization. While Wild Apricot gives you the ability to do automatic renewals and send out reminders for non-automatic renewals, some have suggested that it would be handy to be able to report on this.

Create the ability for administrators to be able to run reports on renewal rates for members.

The important thing for this is that we identify what information should be in the reports. At first blush, I can imagine:
* In a year, how many renewals were done before the renewal date, on the renewal date, and then certain days after renewal date (5 days after, 30 days after etc). This could be set up so that it gets the dates from the reminders that you've set up on your membership level.
* Attrition - How many members within a certain time period have not renewed or have been archived .

I'd love to hear what other information about your members renewal/membership status you'd like to be able to track and analyze.

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  • Ruthi commented  ·   ·  Flag as inappropriate

    We need this as well, not just for information's sake but because we pay our parent organisation a fee based on how many active members we have on the 31st of March every year.

    So far I haven't missed taking a screenshot on the day but...

  • Anonymous commented  ·   ·  Flag as inappropriate

    This would be a brilliant update, particularly when managing membership drives and when a Board is focussed on building membership.

  • Torie commented  ·   ·  Flag as inappropriate

    Yes! We have Honorary Lifetime members whose Renewal Due is "never." When the Board asked me how many members we had on a certain date, I searched on Renewal due on or after, but had to just count the Lifetime separately and add that to the total.

  • Patrick Murphy commented  ·   ·  Flag as inappropriate

    I would like the ability to get a "snapshot" of membership statistics (such as the Member List/Summary table) at any given date in the past since joining WildApricot. This would be very helpful in such things as "how has membership grown since certain dates in the past, or after our last three conferences". Right now I have to manually remember each December to take a snapshot of our member stats, and this would only give a year-to-year comparison.

  • docjohn commented  ·   ·  Flag as inappropriate

    Is anyone listening? This is a feature suggestion that's been asked for now for 5 YEARS and still no easy way to report on the very basics of membership:

    - What is my organization's membership retention rate?

    - How many 1 year members are renewing vs how many 5-year-old members are renewing? (e.g., are we losing newer members due to lack of engagement or such?)

    - Let the report be organized by what's important to the organization: membership level, membership age

    - Let the report be defined in user-chosen time periods:
    - Monthly
    - Quarterly
    - Annual
    - Since start of org/WildApricot
    - Custom time range

    Please create this reporting option! Right now, I have to spend a long time running multiple custom queries to try and get this information from the system. It's a time-consuming and frustrating process.

    Thank you.

  • Virginia commented  ·   ·  Flag as inappropriate

    Yes, please! I report monthly on our year-to-date retention. Currently, I have a excel file exported from our membership list. Once a month a manually check the list against those who have renewed to calculate our retention rate.

    Sometimes I do it immediately, sometimes I save renewal notifications to admin, sometimes I search for the names in the db to see. I haven't yet found a system that consistently works well.

    In my case, if the Membership Summary table had an additional column for "Renewed in Last" - 7 day / 30 days. I believe I would have all the quick data I need.

  • Brandon Longley commented  ·   ·  Flag as inappropriate

    This functionality would be useful for our organisation to have. At the moment we have to export the saved search to an excel spreadsheet and format it into a word document. It would be nice to have Wild Apricot generate these reports similarly to how payments reports are created.

  • Secretary commented  ·   ·  Flag as inappropriate

    Point 2 above..."lapsed members that have not yet renewed" would be a particularly useful report around renewal time. We have many lapsed members that try to access services after their membership falls due for renewal. If this report could be set up to run automatically and sent to multiple email addresses at regular intervals (during the renewal season) it would be very helpful.

  • docjohn commented  ·   ·  Flag as inappropriate

    Following up with this, as I still don't see an easy way to get this statistic or report out of the current system.

    For a nonprofit, boards want to know, "How many of our members are renewing?" It's a simple question. There's a big difference between "20%" and "80%."

    1. You calculate it by looking at all the members in a specified time period, and see how many renewed versus how many let their membership lapse. If you have 100 members and your standard membership level is for one year, then if you run a one year report, you'll know how many of those members renewed in the past year.

    3. Most of us use different membership levels. So I might want to report out each specific membership level's renewal rate. Are "Gold" members renewing at a lower rate than "Bronze" level members, for instance? (The labels are just arbitrary, just to give you an example.)

    4. MailChimp does this and lets you know how your newsletter's open rates compare against the industry standard (the industry is chosen by the user, and there's only a dozen different industries to choose from). This is probably a harder stat to grab readily, so it's not nearly as important as #1.

    And #1 is super important. Today I'm trying to compile this data, but it means going in and running multiple advanced searches on the membership database trying to find who's lapsed in the past year versus years past, etc. etc.


  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Thanks for posting. This really helps as this provides us with some specific details.

    Let me confirm, in #1 - how exactly would you want to calculate the renewal rate?

    #3 - what do you mean by 'membership rate in different levels'?

    #4 is a great idea - we have been thinking about this for a while - but have to be careful re privacy considerations.

  • Evgeny Zaritovskiy commented  ·   ·  Flag as inappropriate

    Can you please create a dedicated wishlist thread (in our Wishlist forum) about auto-generated reports? This is something new and I want to discuss this separately.

    And can you please also put some more details into the thread - what kind of reports you want to auto generate and why you need this?

  • douglaskot commented  ·   ·  Flag as inappropriate

    And even better still would be automated summary reports that would generate a report each month, or for other set periods of time.

  • Nancy Scanlan commented  ·   ·  Flag as inappropriate

    I would like to be able to print them without the search criteria at the top of the report. Even better would be to be able to export to a word processor.

  • evemarie commented  ·   ·  Flag as inappropriate

    The search features on members and the custom layouts have been helpful for producing reports about our members. It's very helpful to export to excel, but I've been unable to export only the fields that are required, so we are doing a lot of work to get a report that can be distributed to our steering committee.

    I would like to be able to print these reports with custom layouts, or export them to a word processing software. The print command prints the search criteria at the top of the report.

    Thank you!


  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    @roger111 - appreciate you posting the ideas on this matter.

    Would love to hear from other users - is this something you are looking for, anything lacking/you would like to see in a different way etc.

  • roger111 commented  ·   ·  Flag as inappropriate


    This is a follow up on the membership reporting. Any organization that wants to control its membership will probably be looking for statistics on:

    Member numbers by level at a date.

    Subsequent Additions and losses to those numbers during selected periods by month for a year for instance.

    Member numbers at the end of the period so all these figures can reconcile.

    At present there does not seem any method of extracting this due to the lack of basic information in the database. If it were I suppose we could dump the database into excel and massage it as a short term solution but we cannot deal with a lack of fundamental information.

    The dashboard also is lacking as it does not show a coherent view of how the information should be displayed. Additions are treated differently from lapses. Despite the fact that most organizations will work in calendar months the additions are on a 30 day calendar - I suppose this speaks more to the ease of setting up a simple 30 day rule.

    In a perfect world the database would capture the required information. There would be a reporting system in the dashboard that would be meaningful and allow the management to understand if the trends of membership were good or bad related to periods and that this with the ability to see the details and print them out would be complemented with a graph of the results. If not the ability to push this out to excel for graphical manipulation.


  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Thanks Gordon, appreciate the details. We do need to understand the general variety/direction of reports so that we can produce a customizable reporting tool.

    About exporting - understood and makes good sense. You might want to create a separate thread so that this can be properly prioritized.

  • Gordon commented  ·   ·  Flag as inappropriate

    Dmitry -

    I currently produce a membership report from a program I wrote that scans the membership Export All file and counts the stuff that's important to me and my board. But this is a report that is personalized to my needs and whose content and format is not relevant or of interest to other WA customers.

    I suspect that any attempt you make to come up with a fixed format membership report will satisfy a few WA users but fail to meet the unique needs of all the others. I urge you therefore to not produce membership (or any other?) reports but rather to provide tools for your users to produce their own reports.

    There is a great example of a flexible and very powerful reporting tool in the Wild Apricot Event Registration Report. This is a wonderful tool that could fill the vast majority of membership reporting needs and it automatically adapts itself to the unique characteristics if each user's data.

    It would be a great first step for you to provide this tool to report on membership data. It may be necessary to produce additional reports where this general tool falls short but this reporting tool would satisfy most general reporting requirements.

    There is one other absolutely essential feature of any report - it must be exportable. All of these reports must have a "Copy" button or some way for them to be pasted into Excel or directly into emails or other documents. The preferred format for these reports would be tab delimited .txt files. Without the ability to export or cut 'n paste these reports they are just data on the screen and are of no particular value.

    My membership report is shown below. While I concede that many of the items on this report could not be produced by the Event Registration Report the important details are the number of members falling into the various membership categories which is exactly what the Event Registration Report does so well.


    SRCC Membership Report as of Wed May 12 17:06:17 2010

    Count of Individual Memberships is 538
    Count of Family Memberships is 290

    Total Memberships 828

    Count of extra family members is 484

    Total memberships + family members 1312

    Count of 1, 2, 3 yr, reccur memberships is 777, 12, 14, 25.
    Count of new members last month 27
    Count of email newsletters to members 684
    Count of print newsletters to members 144
    Count of Complementary memberships is 42
    Count of newsletters to Comp members is 38

    The average age of 360 members who have reported is 51 years and 318 days.

    # of members by age range is:

    0-10 years = 0
    11-20 years = 1
    21-30 years = 8
    31-40 years = 46
    41-50 years = 99
    51-60 years = 119
    61-70 years = 73
    71-80 years = 13
    81-90 years = 1
    91-99 years = 0

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Gordon, can you elaborate - what kind of membership reports would you ideally like to see in Wild Apricot? I would appreciated detailed examples.

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