Moving from WildApricot
A WildApricot alternative for small clubs, with the trade-offs said plainly
Who Clubroll is for, who it is not for, what it costs at your size and how the move works, so you can decide in an hour. If staying is the better answer, this page says so.
Not affiliated. Clubroll is not affiliated with, endorsed by or connected to WildApricot or any other product named on this page. Names appear only to compare what each one publishes.
The short answer
Clubroll keeps one roll of members and builds the rest from it: the club's public website, the dues book with its reminders, and the newsletter. It costs $39 a month for the club, whatever the size of the roll. WildApricot prices by the number of contacts, so the gap grows with the list.
It suits
- A civic or historical society, a choir, a residents' association, a walking or garden club, a small trade body: tens to a few hundred members, run by volunteers.
- The secretary or treasurer who builds the site and sends the mail themselves and wants one list to feed all of it.
- A club that collects dues by cheque, bank transfer or its own payment link and wants the book kept straight.
- A club paying for a store, an app or ticketing it does not use.
It does not suit
- Clubs that sell tickets or take event registrations online. Clubroll lists events; it takes no registrations.
- Clubs that want members to pay dues by card through the software. Clubroll never holds, routes or collects money.
- Clubs that need a person on the phone. Support is by email, and nobody does the move for you.
- Clubs that want a mobile app, an online store, donations or accounts.
- A club that must keep its own domain name on the site, for now.
One thing to know today. The service as a whole is not yet sending to members' inboxes. You can write and preview newsletters and reminders and send test copies to yourself, but members will not receive them until that is switched on. If that matters to you, wait. This note goes away by itself when it changes.
What you pay now
What you pay now, and what you would pay here
WildApricot prices by the number of contacts in your database, so the bill grows with the list. Clubroll is $39 a month for the club, however long the roll is. Type your own number.
WildApricot
$82/month
The published price for up to 250 contacts, billed monthly.
Pre-paying two years: $69.70 a month.
A DIY stack
$25+/month
Squarespace Basic, billed monthly, plus a mailing-list tool (free plans are for small lists), plus a spreadsheet for the roll.
The site builder alone costs less than $39. It is also three tools to keep in step by hand.
Clubroll
$39/month
Flat for the whole club: the roll, the dues book, the newsletter and the club's own website, kept from one list.
Moving from WildApricot at this size keeps $43 a month, $516 a year, at their monthly price.
| Contacts | WildApricot a month | 2-year prepay a month | Clubroll a month | Kept a year |
|---|---|---|---|---|
| 100 | $66 | $56.10 | $39 | $324 |
| 250 | $82 | $69.70 | $39 | $516 |
| 500 | $154 | $130.90 | $39 | $1,380 |
| 2,000 | $265 | $225.25 | $39 | $2,712 |
| 5,000 | $485 | $412.25 | $39 | $5,352 |
WildApricot figures are the prices published at wildapricot.com/pricing on 1 October 2026, in US dollars. "Kept a year" is the monthly price less $39, times twelve. The DIY row is Squarespace Basic at its monthly US price (squarespace.com/pricing, as listed on 1 October 2026); the cost of a list tool above its free tier is not counted. WildApricot is named here only to compare published prices; Clubroll is not affiliated with it.
Feature by feature, from what each publishes
The middle column is what WildApricot's own pages say, with the page and the day it was read. Where a page does not say, the cell says so; nothing was filled in from memory. The right-hand column is what Clubroll does today.
| What | WildApricot, as published | Clubroll today |
|---|---|---|
| Price | Priced by contacts, billed monthly: $66 at 100, $82 at 250, $154 at 500, $265 at 2,000 contacts. Cheaper if you pay a year or two ahead.WildApricot's pricing page, read | $39 a month for the club, whatever the size of the roll. |
| Free trial | A 60-day free trial, no card needed.WildApricot's pricing page, read | Free to set up, import and look around, no card. Publishing the site and sending to members switch on when you subscribe. |
| Help with the move | Onboarding help from its own experts; at no extra cost.WildApricot's pricing page, read | None from a person. The import shows a preview and can be undone for 30 days; help is by email, in writing. |
| Phone or live support | Not published: the page says full customer support is included, and does not say by which channel.WildApricot's pricing page, read | Email only. There is no phone line and no sales call. |
| The club's website | A drag-and-drop website builder.WildApricot's pricing page, read | A site built from the roll, in a few templates. You edit sections, not a blank page. Your own domain name: not yet. |
| Pages for signed-in members only | Pages limited to members, admins or groups.WildApricot's pricing page, read | No. A member can sign in to see their own record. The public directory lists only members who agreed to it. |
| Online application form | Custom forms to collect member information.WildApricot's pricing page, read | Yes, on the club's site. An officer approves each application. The consent boxes are never ticked for the applicant, and no payment is taken in the form. |
| Dues paid online by card | Automatic recurring charges for dues; its own payment processing, or other payment systems for an additional fee (the amount is not on the page).WildApricot's pricing page, read | No. Clubroll records each payment, reconciles a bank statement, and shows who is paid and who is overdue. Members pay the club by its own link or by bank transfer; Clubroll never holds the money. |
| Dues reminders | Automatic membership renewals, reminders and newsletters.WildApricot's pricing page, read | Three steps around the due date, once for each member at each step. Every send is logged. |
| Event pages and registration | Event registration forms; event payments taken online.WildApricot's pricing page, read | Events are listed on the site and in the newsletter. There is no registration, no ticketing and no payment for events. |
| Online store | An online store.WildApricot's pricing page, read | No. |
| Donations | Online donation forms.WildApricot's pricing page, read | No. |
| Mobile apps | A mobile app for administrators; a mobile app for members.WildApricot's pricing page, read | No app. It is a website that works on a phone. |
| Email to members | Email campaigns to segments of members; tracking and analytics on emails.WildApricot's pricing page, read | A composer with segments, a preview, a test send and a log of who was reached and who was left out, and why. An unsubscribe is honoured in every segment. At the moment sending to members is not switched on for the service as a whole: see the note at the top of the page. |
| Accounts and financial reports | Financial data exported to QuickBooks or CSV.WildApricot's pricing page, read | No ledger and no bank feed. The dues book and a CSV export are what there is. |
| Several chapters under one body | Discount pricing for multi-chapter organizations.WildApricot's pricing page, read | No. One association per workspace. |
| Getting your data out | Members export as a spreadsheet in XLS, CSV or XML, with the fields you choose; picture fields and the photos in them cannot be exported.WildApricot's help page on exporting, read | One ZIP of plain CSV files with the roll, dues, newsletters and send logs, whenever an admin asks. |
| Your own domain name for the site | Not published: the pricing page does not say.WildApricot's pricing page, read | Not yet. The club's site lives at a Clubroll address. |
Payment-processing fees are not in either price. The only extra fees named are those of your payment provider (WildApricot's pricing page, read ). The amount for the other payment systems is not on the page; ask WildApricot before you rely on any figure you have read elsewhere.
How the move works, step by step
The WildApricot preset was built from the 32 columns its help page documents, and tested on a file made to that description. We have not seen a real club's export, so the preview matters: read it before you import. A preset for Neon CRM exists too; it was built from Neon's published import guide, no real Neon export has been through it, and every screen that uses it says unverified.
- Export from WildApricot, as CSV. In WildApricot, open the Members menu, choose Summary, and use Export all. Choose CSV as the file format and include every field. WildApricot also offers XLS and XML; Clubroll reads CSV, tab-separated text and .xlsx, but not the older .xls format and not XML. Contacts who are not members are exported from the Contacts list in the same way. WildApricot lists the formats (WildApricot's help page on exporting, read ).
- Keep that file untouched. It is also your backup. Make a copy before you open it in a spreadsheet, and do not save the original back over itself.
- Make the workspace. Sign up with no card. The first run has six steps: the club's basics, its membership levels and prices, the import, the site, a first message and publishing. You can stop and come back.
- Set your levels before you import. Make the levels in step two. WildApricot's own import help says the same of its levels: it recommends you create membership levels before importing members so the import can match them (WildApricot's help page on importing, read ). After the import, the Levels page has a button that matches each member's imported level name to your levels and lists the names it could not match.
- Upload the file, or paste the rows. A file can be up to 6 MB and 20,000 rows. Clubroll finds the header row, the delimiter and the text encoding by itself. Names, join dates, groups and levels are read; every WildApricot column that is not used on the roll is kept as raw data and listed.
- Check the column match. WildApricot's export is recognised as such. All 32 columns its help page documents are matched or deliberately kept, each with the reason. A column that nothing recognises is kept, never guessed: a column called "Subs?" could mean the newsletter or the subscription fees, so it is not read as consent.
- Answer the one question, if there is one. If every date in the file could be read two ways (03/04/2011), Clubroll shows three of them both ways and asks. The import button does not exist until you answer.
- Read the preview. The preview is a dry run of the real import, rolled back: the first ten rows exactly as they will be stored, how many members will be added and updated, and every problem. Nothing is saved.
- Import, then read the report. The report says plainly how many rows went in, how many were skipped and why, and which columns were found and not used. It says "every row imported" only when that is true.
- Look at the draft site and the first test message. The site is made from the roll. Send yourself a test newsletter. Share the private preview link with your committee. Add your payment instructions. Subscribe when you are ready; that is when the site is published and mail to members is allowed.
Run both systems side by side for two weeks before you cancel anything. The switching checklist has the full plan, and works whichever product you choose.
What a move cannot carry
None of this should be lost by accident. These stay behind, so export and keep them before you cancel anything.
- Event registrations and their history. The export's columns are member fields: name, email, groups, level, status, renewal date, balance and the like; none is an event or a payment record (WildApricot's help page on exporting, read ). Payments and event registrations are brought in through WildApricot's programming interface, not through the contact spreadsheet (WildApricot's help page on importing, read ). Clubroll has no event registration to put them in. Keep WildApricot's own event lists.
- Payment and invoice history. Only each member's balance and renewal date travel, because they are columns in the member file. Clubroll does not import past payments or invoices; that import is not built. Export your finance records from WildApricot and keep them with your accounts.
- Your site's pages and photographs. Picture fields and the photos in them cannot be exported (WildApricot's help page on exporting, read ). The export columns are member fields, so the site's pages are not in it either, and Clubroll does not read an old site. You write the new one from templates, and keep your photographs yourself.
- File attachments. A file attachment is exported as a number, not as the file (WildApricot's help page on exporting, read ). The files themselves stay behind.
- Passwords. The exported password column is always empty (WildApricot's help page on exporting, read ). Members who want a login get a fresh one.
- Newsletter archives and email history. Past newsletters are not in the member export. Clubroll starts with an empty archive.
- Donations and store orders. A "Total donated" column is kept as raw data on the member. Donation records and store orders are not imported, and Clubroll does not take donations or run a store.
When to stay where you are
Moving is worth it only if the new product does the jobs you actually do. Stay if any of these is true of you.
- Members pay by card through the site, or you sell tickets. Clubroll does neither today. If your members rely on that, stay, or choose a product from the alternatives that does it.
- Someone on the committee needs a phone number. WildApricot says its onboarding experts are by your side and offers a call with its sales team. Clubroll has an email address and nothing else.
- You want a mobile app for members. Clubroll is a website.
- Your own domain name is on the site. Clubroll cannot use it yet. If your domain and your site work, keep them and use only the roll, the dues and the newsletter.
- You run chapters or a body with thousands of contacts. Clubroll is one association per workspace, built for tens to a few hundred members.
- It works, and the bill is small. At 100 contacts the published monthly price is $66 against $39: $27 a month, $324 a year. If renewals already run themselves and nobody is unhappy, an evening spent moving is a real cost and a saving of that size may not repay it. At 500 contacts the difference is $115 a month, and the sum is harder to ignore.
- You are in the middle of a renewal round. Move after a round has finished, not during one.
Questions
Is Clubroll connected to WildApricot?
No. Clubroll is not affiliated with, endorsed by or connected to WildApricot. The name is used here only to compare what each product publishes, and you can use the import with a file from any system.
Will members who opted out of email stay opted out?
Yes. An opt-out in your file is kept as an opt-out, and an import never switches one back on. A file with no consent column subscribes nobody until you confirm that the members agreed to club emails; the confirmation is written to an audit log.
Can I undo the import?
For 30 days. Undo removes the members the import added and puts back the ones it changed, column for column. It leaves alone anyone who has been edited since, has a login, has a payment recorded or was sent a newsletter, and tells you who and why.
Do I have to cancel my WildApricot account to try this?
No. Nothing is read from your account: you export a file and upload it. Keep the old system running for a fortnight and cancel only after a full cycle has worked. How long WildApricot keeps your data after you cancel is not on its pricing page, so ask it before you cancel.
What does it cost to try?
Nothing, and no card. You can make the workspace, import your roll and see your club's site as a draft. $39 a month starts when you subscribe, which is also when publishing and sending to members switch on.
Try it with your own list
Export from WildApricot, upload the file and read the preview. No card, and nothing in your old account changes.
Start with your own listWhat WildApricot's published prices come to