Approve Wild Apricot membership applications with AI

1. An admin sets the level up under Members > Levels, on the New applications tab, by checking Membership applications must be approved by administrator.
2. When someone applies, their status becomes Pending - New. The admin finds them by searching for Pending in the contact or member list.
3. The admin opens each contact record, goes to the Membership tab and selects Approve or Reject. Approval sets the status to Active and Member since to the approval date.
4. A rejected paid application is cancelled, its payment is unsettled and the invoice is voided automatically; the admin then refunds the payment and records the refund. An unpaid one needs the invoice voided and deleted first.
5. Nothing sorts the list: every application costs one open, one read and one click, and a monthly level waiting too long is charged for the months in between.

Go through the Pending - New members in my Wild Apricot. Approve applicants who have paid and whose form answers fit our rules, reject obvious spam, and leave the rest for me with a one-line reason.

1. 01

   Pick the levels that need you

   Your agent calls list_membership_levels first and keeps the levels where approval_required is true. A level without that setting activates applicants by itself, so there is nothing for the agent to do there.

2. 02

   Read who is waiting

   list_contacts runs with membership_status set to "Pending - New" and follows next_cursor to the end. The status also covers applicants who only owe the fee, so the agent keeps the list and checks payment in the next step.

3. 03

   Check payment and the rule

   get_contact returns the application fields and the contact balance for each applicant. An applicant with an unpaid balance stays untouched: when a level requires both payment and approval, Wild Apricot checks payment first. The agent quotes the answer it relied on, so you see why each person passed.

4. 04

   Approve, then reject

   approve_membership_application runs for the matches first. reject_membership_application runs only for clear spam. A paid rejection voids the invoice but does not refund it, so the agent lists the payer for you to refund. Both wait for your OK by default.

5. 05

   Leave the rest pending

   Anyone who fits no rule stays Pending - New. The agent returns a one-line reason per person and does not touch them again until you answer.

Pending - New in Individual and Family levels: 12
Approved 8 (paid, form fields complete)
Rejected 1 (promo link in every field)
Left for you 3:
- Nora Elwood: Family level, invoice still unpaid
- Sam Okafor: asked for the Student level without a school name

curl -X POST https://cotlet.dev/api/v1/wild-apricot/contacts/48213/membership-application/approve \
  -H "Authorization: Bearer $COTLET_API_KEY"

{
  "contact_id": 48213,
  "name": "Nora Elwood",
  "membership_level": "Individual",
  "membership_status": "Active",
  "member_since": "2026-10-23"
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is wild_apricot_write → approve_membership_application. Example data.

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