Membership
WordPress
The online registration form uses PayPal.
Each online form submission generates acknowledgement and notification emails.
Export form details downloaded as CSV files.
The website has a printable form for mail-in registrations.
Desired Solution
All memberships are managed through the website.
If printed forms are mailed or emailed, they are typed into the website’s database.
Website user permissions control access to the data.
Email distribution lists are managed via the website. Members can set their own communication preferences (Renewal reminders, e-newsletters, CCAs, releases of The Cardinal, etc.).
Members use the website to specify home delivery of The Cardinal, make donations, purchase Natural Area Guides, and purchase banquet tickets.
Member management can be delegated.
Online Forms
WordPress
The forms plugin (Calcluated Fields Forms) used for online memberships has many other uses:
- Donations
- Tickets to the Awards Banquet
- Christmas Bird Count submissions
- Chimney Swift Monitoring submissions
- Field trip requests for additions to the online calendar
- Field trip summary reports
Security
WordPress
User data can be viewed by the administrator only.
Members have no personalized online access.
Desired Solution
All members can access areas of the website that are unavailable to non-members.
This access involves personal passwords and not a shared member password.
The administrator can control user access to some administration functions.
Events
WordPress
Only an administrator can create a new event.
Multiple views of the events (list, calendar, by category) are possible.
There is total flexibility in event page appearance.
Desired Solution
Event creation can be delegated.
Registrations
Anyone can register for an event because there is no validation of membership status.
Only logged-in users can edit or cancel their own registrations.
Attendance can be limited.
Registration forms can be customized.
Acknowledgement and reminder emails can be customized.
One event can have multiple venues (in-person and hybrid) or shifts (10-12, 12-2, 2-4).
Due to an unresolved email issue, registration cancellations are done by email.
Viewing an attendance list requires a WordPress account.
Event creators and organizers can edit events and view attendees.
Appearance and Support
WordPress
Unlimited flexibility is available through base features and add-ons.
With DreamHost web hosting and a free version of WordPress, technical knowledge is required. Few members will likely be interested in the challenges and time commitment.
A lot of volunteer time would be needed to oversee a paid webmaster who costs thousands of dollars annually.
Desired Solution??
Do we emulate OFO and TOC or try to be as fancy as LEN or Ontario Nature (with paid webmasters)?
More guidance and restrictions would simplify maintenance, but impose noticeable limitations.
For example, all WildApricot and NationBuilder pages are narrow and are better suited to small screen sizes.
My Hybrid Recommendation as of March 26, 2025
Use WildApricot for all member-related activity (membership purchases, donations, events, registrations, bulk email of newsletters, finances, and members-only pages).
Cancel the club’s MailChimp subscription!
Base WildApricot online forms and email messages on the current website.
If necessary, use Google forms for surveys.
Implement process and pricing changes in time for a new cycle of membership renewals.
Cancel paid WordPress plug-ins. Retain the current website as the “pretty face” of the domain name.
Retain most of the front page content on the current website. Place links to WildApricot for the business functions.
Maintain all public information on the current website.
Second Thoughts as of March 31, 2025
MemberPress is the most recommended WordPress plugin for managing memberships.
The annual cost and personal effort to modernize the business processes are worthwhile.
Some implications:
- The member password is replaced by personal passwords associated with each email address.
- Family members can share an email address or use their own.
- Family members with unique email addresses will join for free by linking to the paying family member’s email address.
- Memberships will lapse on a specific date each year.
To be determined:
- Will the membership secretary need admin access to administer members (register them for events, sell them tickets?
- How will mailing labels and letters be generated for paper-based members?
- Will we reduce the amount of paper mail?