1 Our goal
We are building the membership portal that replaces Wild Apricot for NAWGJ. Members get one clear front door and a login that works. Your Secretary gets one dashboard. Every membership ends on the same date, July 31.
This agreement says exactly what you get, what it costs, when it happens and what we need from you. If something is not written here, it is not part of the deal.
2 Choose your option
Pick one. The totals, the deposit and the signature block below follow your choice. Both options are a one-time build that you own.
3 Investment and payment terms
Choose Option A or Option B in section 2 and your price table appears here.
| Option A: Core Platform | Amount |
|---|---|
| Core membership platform (eight core components) | $12,800 |
| Option A: Core Platform, total | $12,800 |
| Deposit, 50%, due when you sign | $6,400 |
| Balance, 50%, due at launch | $6,400 |
| Option B: Essential Platform | Amount |
|---|---|
| Core membership platform (eight core components) | $12,800 |
| Group and Individual Payments | $4,200 |
| Compliance and Attestation | $1,900 |
| Package saving for taking these together | -$1,000 |
| Option B: Essential Platform, total | $17,900 |
| Deposit, 50%, due when you sign | $8,950 |
| Balance, 50%, due at launch | $8,950 |
- 50% to begin, 50% at launch. The deposit is due when you sign. The balance is due on the day the portal goes live. We send you the balance payment link then.
- One-time build you own. It replaces a recurring subscription instead of adding to one.
- No per-member pricing. The price does not grow when your roster grows.
- How to pay. The deposit link takes a card or a bank transfer (ACH), whichever Stripe shows you.
4 What's included
Every option includes the core platform. All eight parts ship together, for 2,484 active members and 2,511 contacts.
- Member database and directory. Your full field list rebuilt one for one, including NAWGJ Number, USAG Professional Number, ratings, region, positions and admin-only internal notes.
- Self-service member profile. Own login, two-step verification by phone, reliable password reset, profile photo upload and one clear My Profile item in your site menu.
- Role-scoped permissions. Seven roles (Member, State Judging Director, Regional Judging Director, Board, Membership Secretary, Finance Director, Newsletter editor), assigned and removed on one screen.
- Application and approval workflow. Guided join form, a pending queue for the Secretary, rating check by the Secretary, and the next NAWGJ Number assigned automatically on approval.
- Fixed July 31 renewal engine. Every membership ends July 31. Mid-year joins land on the correct term. The November to May group renewal window is built in.
- Secretary dashboard. Approve or decline, mark current or lapsed, see who has not renewed, run saved searches across every field and export any list.
- Full data migration. All 2,484 active members and 2,511 contacts imported, cleaned and mapped: profiles, ratings, numbers, renewal dates, history and existing notes.
- Branded integration, training and launch. Your header, footer and look on members.nawgj.org. We train your officers and Secretary, hand over written guides and stay close through go-live.
Look and feel. The portal looks like nawgj.org: the same header, footer, colours and type. A member sees new functions, not a new brand. The address bar reads members.nawgj.org.
Option A adds no modules to the core platform. Dues are not processed in the portal.
Added in Option B: Essential Platform
- Group and Individual Payments. One card or ACH payment can cover a whole state roster and is split across every member record. Individual renewals by card or ACH, the $30 new judge, $75 returning judge and $0 Life Member tiers, and automated renewal reminders. Checks stay supported and are recorded against the same roster.
- Compliance and Attestation. Bylaws, code of conduct and media policy agreed at every renewal, with the date and version saved on the member record. Paid does not mean current: a member paid for in bulk stays incomplete until she agrees herself. Includes the paid but not attested list and a prompt for each judge to update her rating information when she renews.
Choose an option in section 2 to see which modules are added to the core platform.
5 What's not included
These are outside this agreement in every option:
- Events. There are none in your Wild Apricot account.
- An online store. Brenda runs yours on PayPal separately.
- Donations. Unused today.
- A QuickBooks integration. The app is in your account but is not set up or used.
- A mobile app.
- USA Gymnastics. It is a separate organisation with its own membership. We do not touch it.
- Your website refresh. That is a separate engagement already in progress.
Modules that are not in Option A:
- Group and Individual Payments (+$4,200 if you add it later, at the same price)
- Compliance and Attestation (+$1,900 if you add it later, at the same price)
- Distribution and Financial Reporting (+$2,400 if you add it later, at the same price)
- Member Newsletter and Broadcast (+$1,600 if you add it later, at the same price)
- Elections and Secure Voting (+$2,200 if you add it later, at the same price)
Modules that are not in Option B:
- Distribution and Financial Reporting (+$2,400 if you add it later, at the same price)
- Member Newsletter and Broadcast (+$1,600 if you add it later, at the same price)
- Elections and Secure Voting (+$2,200 if you add it later, at the same price)
Your MailChimp What's New emails
We were asked whether this project replaces your MailChimp What's New emails. Only the Member Newsletter and Broadcast module does.
The Member Newsletter and Broadcast module is not in this option. Until you add it, you keep sending What's New from MailChimp. You can add the module later for $1,600.
This option sends automated renewal and attestation reminders from the portal. Those are system emails. They are not a newsletter and they do not replace What's New.
6 Timeline
Ten to twelve weeks from the date your deposit clears and you have given us access to your Wild Apricot account. We hold a kickoff call within one week of the deposit clearing.
- Weeks 1 to 2: discovery and architecture. We lock the ratings list and the role matrix with Denise.
- Weeks 3 to 7: build and configure. The platform, profiles, role scoping, the application and approval flow and the fixed-date renewal engine, on staging.
- Weeks 8 to 10: migration and testing. All 2,484 members imported and checked.
- Weeks 11 to 12: training and launch. Officers and the Secretary trained, guides handed over, and we go live alongside you.
This replaces the dates in the August 7 proposal. We make no promise about the November renewal window. If you need to be live by a particular date, tell us on the kickoff call and we will say plainly whether it can be done.
7 What we need from you
- Wild Apricot export access. Admin access to your Wild Apricot account so we can export members, contacts and history, and see your admin screens.
- The ratings list. The full list of ratings, and which lowest and highest combinations are valid.
- Role matrix sign-off. Your written OK on who can see and do what for each of the seven roles.
- One point of contact. One named person who answers our questions and speaks for NAWGJ. Tell us who at the kickoff call.
- Feedback within 5 business days each time we ask for it.
- Policy text. The current text of the bylaws, code of conduct and media policy, and who signs off changes to them.
If an item arrives late, the timeline in section 6 moves. We tell you the new schedule in writing.
8 How the portal behaves
These are answers we gave you by email in August. They are part of this agreement.
- One year at most. Every membership ends July 31. The system will not sell a term past the next July 31, and nobody can stack years by renewing early.
- Notes. Every member record keeps an admin-only notes field. Each note is stamped with the date and the admin who wrote it. Notes are searchable and exportable, and your existing notes come over in the migration.
- Who can edit. Judges can update their own details on their own profile. Only full-access administrators can edit anyone else's profile. State Judging Directors can view members in other states. They cannot edit a judge's profile.
- When the card is charged. A member's card is charged when the Membership Secretary approves the membership, not when the member applies. This replaces the payment-before-approval wording in the August 7 proposal.
- Processing fees. Card payments cost about 2.9% plus $0.30. Bank transfer (ACH) costs 0.8%, capped at $5. These are Stripe's published rates and they can change. You choose one of two ways to handle them at kickoff: a checkbox at checkout such as “add $2.85 to cover processing costs,” or one price that already includes processing. Checks stay free and the Secretary records them.
- Dues in this option. Dues are collected outside the portal, as they are today, and the Secretary records them on the member record. Charging a card on approval, processing fees and group roster payments come with Group and Individual Payments, which can be added later for $4,200.
9 Assumptions
- The price is based on the roster we measured in your Wild Apricot account in August 2026: 2,484 active members and 2,511 contacts.
- The portal is built on staging first. It goes live only when you tell us in writing (an email is enough).
- Wild Apricot stays active until the migration is checked. Ending your Wild Apricot plan is your job. It next renews on July 1, 2027.
- Changes to what is listed in this agreement are agreed in writing before work starts. The email names the change, the cost and what it does to the timeline. No written note, no charge.
10 Ownership, rights and your materials
Everything we create for you belongs to NAWGJ once it is paid for: the design, the code and the content. We keep no rights to it and will not reuse it as it is on another project. General tools and third-party software we use stay under their own licences.
For any logos, text, photographs or data you give us, you confirm that you own it or have permission to use it, and you agree to hold us harmless from any claim about materials you supplied.
11 Support, and adding modules later
Ongoing support is optional and is not part of this agreement. It starts at $95 per month, only if you ask for it in writing and we confirm.
Any module that is not in your option can be added later at the price shown in section 5. Ask in writing and we confirm the date.
12 Cancellation
You can cancel this agreement at any time by emailing victor@thomasdigital.com.
- Before the kickoff call: we refund your deposit in full.
- After the kickoff call: the deposit stays with us as payment for the planning and build work already started. You receive a copy of everything built up to that date. The deposit counts as payment for it, so it is yours under section 10. We do not bill you the difference if that work is worth more than the deposit.
- If we end the agreement, we refund the unused part of the deposit within 14 days. Unused means the share of the section 6 timeline we have not yet worked.
- After launch, the build is delivered and cancelling does not cancel the balance in section 3.
This offer, and the prices in it, are open for signature until October 29, 2026. After that date this page will not accept a signature and we will send you a fresh agreement.