Wild Apricot Expert Needed for Membership Data Cleanup & AMS Optimization

**Wild Apricot Expert Needed for Membership Data Cleanup & AMS Optimization** The Illinois School Counselor Association (ISCA) is seeking an experienced **Wild Apricot consultant** to conduct a comprehensive audit and cleanup of our membership database and help us optimize how we use Wild Apricot as our association management system (AMS). We currently have approximately 1,650 active memberships in Wild Apricot, including professional school counselors, graduate students, counselor educators, retired members, and other related professionals. We also manage institutional and bulk memberships, including a large district partnership with 700+ memberships. We are looking for someone who has **strong, hands-on experience with Wild Apricot** and can provide both practical system expertise and strategic recommendations. This is not simply a data-entry or database-cleanup project. We need someone who can look at our current setup, identify opportunities for improvement, clean up our data, and help us develop sustainable membership processes for the future. ### Project Scope The selected consultant will help ISCA: * Audit our current Wild Apricot membership structure, categories, fields, and workflows. * Identify and resolve duplicate, incomplete, inaccurate, and outdated member records. * Review and recommend improvements to membership application, enrollment, renewal, and reenrollment processes. * Evaluate how we are currently using Wild Apricot and identify underutilized features, automations, reporting tools, and efficiencies. * Recommend member profile fields that could support networking, mentoring, volunteer opportunities, leadership, geographic connections, professional expertise, and member directory functionality. * Establish clear membership status definitions and recommended workflows for active, pending payment, expired, lapsed, and reinstated members. * Recommend strategies for new member onboarding, activation, renewal, lapsed-member recovery, and ongoing engagement. * Review our institutional and bulk membership processes, including management of a district partnership involving 700+ members. * Recommend improved reporting and dashboard metrics for staff, committees, and the Board of Directors. * Recommend membership-related communication workflows and automation opportunities that support the member lifecycle. * Develop prioritized recommendations for improving our membership structure, data integrity, member experience, retention, engagement, and long-term sustainability. ### Deliverables We anticipate the project will include: * Comprehensive membership audit and assessment * Membership data cleanup plan and implementation recommendations * Wild Apricot optimization recommendations * Membership structure and lifecycle recommendations * Institutional and bulk membership recommendations * Reporting and dashboard recommendations * Membership communication workflow recommendations * Lapsed member recovery and reengagement recommendations * Final executive summary with prioritized recommendations and suggested next steps We are seeking someone who can distinguish between **what should be fixed now, what can be implemented during this project, and what should be addressed as a future phase**. ### Ideal Candidate The ideal candidate will have: * Multiple years of hands-on experience administering and optimizing **Wild Apricot** * Experience conducting membership database audits and cleanups * Experience working with professional associations, nonprofits, or membership-based organizations * Strong understanding of membership recruitment, retention, engagement, and lifecycle management * Experience with membership data reporting, segmentation, workflows, and automation * Experience managing institutional, organizational, or bulk memberships * Ability to provide strategic recommendations while also understanding the practical realities of implementing them in Wild Apricot **Wild Apricot experience is essential.** Please do not apply if your experience is limited to general CRM or database management without significant hands-on Wild Apricot experience. ### To Apply Please provide: 1. A brief overview of your Wild Apricot experience 2. The number and types of organizations you have supported using Wild Apricot 3. Examples of similar membership database cleanup or optimization projects 4. Your proposed approach to this project 5. Your availability between approximately July and September 2026 6. Your estimated project fee or hourly rate and anticipated hours 7. At least three professional references for similar work 8. A sample of a relevant audit, assessment, or strategic recommendation report, with confidential information redacted as needed The anticipated project completion date is **September 4, 2026**. We are open to a phased approach if you believe certain recommendations or implementation work should occur after the initial audit and assessment. We are looking for a consultant who can help us move from a membership database that has evolved over time to a **cleaner, more strategic, sustainable, and better-optimized Wild Apricot system** that supports our members and our association's future growth.