Veteran Wild Apricot Partner - Our Wild Apricot Services

For more than a decade, Peter Otte Productions (POP) has helped membership associations, nonprofits, clubs, and professional organizations migrate to Wild Apricot and get the most out of it. We don't simply set up your account and walk away. We redesign, restructure, and refine the entire user experience—from membership tiers to event registration flows to the visual expression of your brand—so your site feels like a modern, well-run digital home rather than a patched-together template.

We've been a certified Wild Apricot Partner since 2011, and our work spans everything from straightforward migrations to full custom theme builds, data conversions, and complex redesigns. Over the years we've supported organizations as varied as recreational associations, neighborhood councils, university auxiliaries, arts collectives, and leadership forums. The through-line is always the same: we help the platform support your mission instead of getting in your way.

Full-Service Migration to Wild Apricot

Most migrations are more involved than clients expect. The platform requires thoughtful configuration to work well, and the data exported from legacy systems rarely aligns neatly with its import structure. POP handles every step of this transition—technical, structural, and editorial—so your new site launches cleanly and functions properly from day one.

Our full-service migration typically includes:

• Account setup and platform configuration. We create or configure your account, set global settings, and ensure the foundation is correct—membership levels, renewal policies, public vs. member-only pages, security levels, and permissions tailored to how your organization really operates.
• Data import from legacy systems. We export, clean, and reformat membership data from platforms such as StarChapter, ClubExpress, Wix, or custom CMS systems. We restructure CSV or Excel files to match the import schema and manually adjust fields where needed so that statuses, renewal dates, and custom fields survive the trip intact.
• Events and calendar configuration. We configure event templates, registration rules, guest options, pricing, online payment processing, and automated communications, then assemble a calendar that is easy to browse and simple for staff to maintain.
• Membership directory and profile setup. We design profile fields and directory views so members can actually find one another, while respecting privacy preferences and internal visibility rules.
• Content migration. We move page copy, PDFs, images, and downloads by hand rather than relying on bulk imports. This preserves structure and readability and gives us a chance to clean up old cruft as we go.
• Page formatting and quality assurance. Once the migration is complete, we run a full QA pass: fixing links, tightening layouts, checking menus and forms, and verifying that the site renders cleanly on phones, tablets, and desktops.

The result is a membership site that is not merely moved, but professionally reassembled—structurally sound, easy to administer, and ready for long-term use. Our migration services often complement our custom PHP development and SEO services for organizations with complex digital needs.

Custom Wild Apricot Themes

Most organizations outgrow the default themes quickly. POP specializes in building fully custom themes using WA's theme override system, HTML, CSS, and JavaScript so your site looks polished, branded, and modern while still being manageable by your staff.

Our custom theme work typically includes:

• Original design concepts. We start with branded concepts that reflect your visual identity and membership culture, then refine them over several rounds of feedback until the layout, typography, and navigation feel right for your audience.
• Theme development and overrides. Once a concept is approved, we build it as a complete theme with carefully structured overrides. We adjust layouts for member directories, event listings, online store pages, profiles, and system emails so that the entire experience feels cohesive rather than pieced together.
• Support for modern platform features. Our themes are built to support newer modules such as the online store, membership add-ons, and mobile-friendly registration flows, not just the basics.
• Responsive, mobile-friendly design. We design and test across multiple breakpoints so that pages are easy to read and interact with on phones, tablets, and desktops, which is where most member engagement now happens.
• Clean, maintainable code. We write clear CSS and well-documented overrides so that future updates are manageable and other developers can follow what we've done if you ever need additional enhancements.
• Bug-free launch guarantee. We stand behind our work and commit to resolving theme-related bugs discovered at launch at no additional charge.

Because WA themes are more than just skins, this level of customization requires both design judgment and platform experience. POP has been working inside the layout engine for years, and we know where it bends, where it breaks, and how to get the most out of it.

Our Typical Project Flow

Clients appreciate that our process is structured and predictable. While each engagement is different, a typical project follows this arc:

• Discovery and account setup. Requirements, goals, and technical constraints.
• Initial design concepts. Visual directions for the homepage and key member views.
• Theme development. Coding the approved concept as a complete custom theme.
• Content migration and configuration. Data import, page migration, and settings.
• Quality assurance. Cross-browser and cross-device testing, link checks, and forms.
• Launch and DNS cutover. Final checks, domain switch, and live verification.
• Post-launch training and support. Answering "how do I…" questions as your staff settles in.

We typically bill in three installments—50% deposit, 25% at a key midpoint, and 25% at project conclusion—so you always know where the project stands and how costs map to deliverables.

Admin and Member Mobile Apps

The platform's mobile apps can be a practical extension of your new site. We help organizations roll out both:

• WA for Admins. Administrators can search and update contacts, approve or suspend members, manage events and check-ins, and accept online payment or on-site payments, all from a phone or tablet.
• WA for Members. Members can browse your event calendar, register and pay, update their profiles, view directories, and access digital membership cards without going back to a desktop browser.

We don't need to build anything custom for these apps, but we do make sure your configuration, member communications, and theme decisions all support a clean, mobile-friendly experience.

Why Organizations Choose POP

Beyond technical skill, organizations work with POP because we are unusually resourceful and pragmatic. We have migrated complex chapter-based websites, rethought membership structures, and worked around platform limitations to support real-world needs. Our background in design means that your site will not only function correctly, but also represent your organization with the kind of visual polish your members expect.

We also understand that your membership platform is usually just one piece of your digital ecosystem. We routinely coordinate with finance teams using QuickBooks, communications teams using email marketing tools, and boards that need clear reporting and predictable timelines. Our goal is always the same: reduce friction for staff, improve the member experience, and give you a system that can grow with you.

Featured Resource

Contact Form for Wild Apricot

Learn how to create custom contact forms with our detailed guide covering form setup, customization, and best practices for membership organizations.

Read the Guide →

Selected Projects

Here are organizations that have trusted POP with their membership sites:

Kansas Recreation and Park Association

Type: State-wide professional association

Features: Custom chapter management system

International Women's Forum - Chicago

Type: Professional women's leadership organization

Scope: Custom branded theme, member directory

Meydenbauer Bay Yacht Club

Migration: From ClubExpress

Features: Member directory, event registration, payments

These projects represent various scopes: full migrations, custom theme development, member portal configuration, and ongoing support engagements.

If you're planning a migration or considering a redesign of your existing membership site, we'd be happy to talk through your goals, constraints, and timelines and suggest an approach that fits the way your organization really works.