Wild Apricot

Connect AI agents to Wild Apricot membership management. Agents manage contacts and members, browse membership levels, track events and registrations, and pull invoices to keep your association's records current.

8 actions OAuth available

Wild Apricot website ↗ Platform Documentation ↗ Capability data verified 2026-07-28

A membership application arrives from the website intake form

List Contacts runs an OData filter on the applicant's email against the existing roster

The agent widens the search to near-matches: same name under a different email, a lapsed member rejoining

Near-matches stop for the membership manager, who rules whether this is a returning member or a genuinely new person

Create Contact creates the confirmed-new record with profile and custom fields mapped through FieldValues

List Membership Levels resolves the level the applicant chose, so downstream steps carry the right level id

The new member syncs to the email platform with their level and status attached

The membership channel announces the new member with a link to their record

What This Integration Enables

An association's membership database is the organization. The roster decides who votes, who gets the newsletter, who owes dues, and who can register at the member rate, and in most associations it is maintained by volunteers whose real job is the mission, not data entry. Wild Apricot holds that record well; the problem is every other tool the association runs, and the rekeying that connects them. FlowRunner agents do the connecting: membership data flows out to email, spreadsheets, and accounting, intake flows in, and the volunteers get their evenings back. - Sync new and updated members into CRMs, spreadsheets, and marketing tools with level and status attached - Look up a contact's profile, membership level, status, and custom FieldValues on demand inside any flow - Onboard new contacts from intake forms and other systems, with duplicate checks before every create - Pull upcoming events with registration counts for reporting and reminder flows - Retrieve event registrant lists to drive follow-up communications - Review member invoices to track dues and payment status without opening the admin console Membership records are relationships with history, so the connector's writes run behind a [human-in-the-loop](/concepts/human-in-the-loop) gate wherever ambiguity appears.

Without FlowRunner

The roster and reality drift New members, lapses, and renewals happen in Wild Apricot while every other tool works from an old export

Volunteer hours spent rekeying Someone copies member details into the newsletter tool, the spreadsheet, and the accounting file by hand

Dues chased from memory Unpaid invoices surface when someone thinks to check, usually well after the renewal date

With FlowRunner

Wild Apricot stays the single roster Email audiences, spreadsheets, and accounting mirror the membership database automatically

Volunteer time goes to members, not data entry Agents move records between systems, and people do the work only a person can do

Dues tracking runs on a schedule Unpaid invoices surface weekly with the member's context, ready for a human-signed reminder

Use Case Scenarios

The email audience that matches the roster

When a member joins or renews, the agent pulls their record with Get Contact, membership level, status, and custom fields included, and upserts them into the right [Mailchimp](/integrations/mailchimp-marketing) audience with tags synced from their level. Lapsed members leave the members-only segment the same way. The newsletter goes to the people the roster says it should, not the people it listed last spring.

Event follow-ups without the export

Before the annual conference, List Events pulls the event and its registration counts for the weekly board update. Afterward, List Event Registrations retrieves every registrant with their registration type and payment status, and the agent drives the follow-ups: attendance thanks, materials for attendees, a nudge for registrants whose payment is still pending. The registrant list never becomes a CSV attached to an email thread.

Dues that get collected

A weekly sweep walks members with List Contacts filtered by membership status, then List Invoices for each, surfacing unpaid dues. Each unpaid invoice mirrors into [QuickBooks](/integrations/quickbooks-online) so the books reflect receivables, and a reminder drafted with the member's name, level, and amount goes to the treasurer for approval before [Gmail](/integrations/gmail-service) sends it. Collections improve without a single member getting an impersonal robo-dun from their own association.

Human-in-Loop Highlight

Create Contact is the only write in this connector, and that asymmetry is exactly why it gets a gate: the connector can create a contact but cannot delete one, so every record an agent creates is one-way from the flow's perspective. In a membership database, a duplicate is not cosmetic. The member's history splits across two records, their renewals track against the wrong one, and the association risks dunning a loyal member for dues they already paid. So when intake produces a near-match, the same name under a new email, an applicant whose details half-overlap a lapsed record, the agent does not guess. It presents both records with their FieldValues, level, and status, and the membership manager decides: returning member or new person. Only a human ruling creates the record, because only a human knows that the treasurer remarried and changed her email.

Agent processes routinely

Detects exception requiring judgment

Clear match Continues automatically

Ambiguous Routes to human via email

Human decides

Agent resumes with decision

Agent Capabilities

8 actions

Contacts and Members

List Contacts Lists contacts and members with OData filtering by status, email, name, or membership flag, forced to a synchronous response so results return directly. The roster read behind every sync and dedup check.
Get Contact Retrieves a single contact by id with profile fields, membership level and status, and all custom FieldValues. The context pull before decisions and downstream syncs.
Create Contact Creates a new contact with name, email, and custom fields through the Field Values array. New records arrive as non-member contacts, with level assignment handled separately. The operation this page's human gate exists for.

Membership

List Membership Levels Lists the account's membership levels with type and renewal settings. The resolution step that keeps level ids correct as the association evolves its tiers.

Events

List Events Lists events with dates, location, and registration counts, filterable by OData expressions such as start date. The feed behind event reporting and reminders.
Get Event Retrieves one event's full detail: description, schedule, location, registration types, and current counts.
List Event Registrations Lists an event's registrants with contact, registration type, date, and payment status. The source for follow-up and outstanding-payment flows.

Finance

List Invoices Lists a contact's invoices with number, amount, and paid status. The read that turns dues tracking from a memory exercise into a schedule.

Frequently Asked Questions

What can FlowRunner do with Wild Apricot?

FlowRunner agents can run List Contacts, Get Contact, and Create Contact in Wild Apricot, plus 5 more actions.

Does connecting Wild Apricot to FlowRunner require OAuth?

Yes. Wild Apricot connects to FlowRunner with OAuth 2.0, so agents authenticate without handling raw credentials.

Can Wild Apricot trigger a FlowRunner workflow automatically?

Wild Apricot doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.

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