What University IT Teams Need to Know About Event Registration Software

The Short Version for IT and Procurement

For university IT and procurement teams, evaluating event registration software usually comes down to a few practical questions: Where is the data stored? Who can access it? How are payments handled? What integrations are available? And what security or compliance documentation can the vendor provide?

RegFox is a complete event registration platform that gives departments the flexibility to build and manage registration without relying on a developer for every update. At the same time, IT and procurement teams can review the platform through published security and privacy resources, technical documentation, a public help center, and additional compliance documents available on request.

The goal is pretty simple: make registration easy for the team without making the IT review harder than it needs to be.

Event Registration Software Evaluation Checklist for IT

Use this table as a starting point for evaluating event registration software for IT. 

Security and Compliance

Security reviews usually start with two questions: how payment data is handled and where data is hosted.

RegFox attests to PCI-DSS SAQ A-EP and uses PCI vendors for handling and processing card transactions. If a department takes all its online payments through RegFox and processes no cards elsewhere, its own PCI scope may be small enough to self-assess with an SAQ A. Your compliance team makes that call, but it is a useful conversation starter.

Data is encrypted in transit with TLS and encrypted at rest, per the Webconnex privacy policy. Access to production systems is limited to authorized personnel, and that access is logged.

RegFox can provide additional security documentation on request, including PCI certification, AOCs, SAQs, SOC 2 reports, and quarterly scan results.

Review the RegFox security page and the help center guide to requesting PCI compliance documents before submitting a request.

Payment Processing

Procurement and finance teams usually want to know who processes payments, what it costs, and how payouts work.

RegFox uses Webconnex Payments, its in-house payment processor, at 2.9% + $0.30 per transaction. Payments are available in the United States and Canada. Payouts are sent weekly by direct deposit, with funds available on a T+2 schedule.

If your institution needs to use its own payment gateway, RegFox also supports third-party processors including Stripe and Authorize.net. Using a custom processor adds a 1% RegFox fee on top of the processor's own fees. RegFox does not support PayPal.

RegFox also supports several payment workflows university teams may need:

• Platform and processing fees can be passed on to registrants.

• Offline payments are available on Premium and above for purchase orders and checks.

• Bank reconciliation reports are included.

See RegFox pricing for current plan fees.

Data Handling and Privacy

University data reviews come down to four questions: who owns it, where it is stored, who can use it, and how it leaves.

• Ownership. The account owner is the sole owner of all data in a RegFox account. Webconnex acts as a data processor, and the client acts as the controller of the data it collects.

• Use. Webconnex does not sell, share, or use customer data for advertising or marketing, does not combine one client's data with another's, and does not use customer data to train external AI models.

• Location. Client data is stored on servers in the United States. It is not transferred outside the country unless a client uses a feature that requires it.

• Export and deletion. Clients can export their data and request deletion, subject to law and contract terms. 

Read the full privacy policy for the processor terms. 

Integrations and APIs

Most universities want registration data to reach a CRM, finance system, or email tool without manual exports.

• Zapier and webhooks are included on every plan. Webhooks can send events such as a new registration, a processed deposit, or a published form to your endpoint.

• REST API access is available on Premium and Professional. The REST API is built mainly for reading registration data. It does not support creating registrations from an outside system, apart from a few exceptions. Rate limits apply per account.

• Built-in CRM is included on every plan.

User Permissions and Access Control

Event teams change often. Student workers, temporary staff, and several departments may all need access at different levels.

RegFox lets you invite unlimited users at no additional cost and assign each one their own login. Permissions are granular. Account-level permissions cover user management, billing, payment processor setup, and integrations, each with view, manage, and delete levels. Page-level permissions can limit a user to certain pages and control who can manage, publish, view reports and exports, or see financial data. The user list records each person's role, when they were added, and who added them. See the help guide to adding and editing users.

For attendee-facing access, restricted access pages support password protection and OAuth2 authentication, which can verify members, employees, or enrolled students. Single sign-on for registration pages is included on the Professional plan.

Reporting and Auditability

Directors and finance offices need different views of the same registration data. RegFox provides analytics, exports and reports, and attendee management on every plan. Financial permissions limit who can see transaction amounts and run financial reports, so a program coordinator can run attendee exports without seeing revenue.

Vendor Documentation to Request

Put this list in your procurement request, and expect most of it to come from the vendor on request:

• PCI certification, AOC, and SAQ documents

• SOC 2 report

• Quarterly security scan results

• Privacy policy and data processing terms

• API and webhook documentation

• Data export and deletion process

RegFox publishes a help center, an API guide, a privacy policy, and a security page. The security team provides the compliance documents above on request at security@webconnex.com. For campus-wide programs, see Webconnex for Universities.

Which RegFox Plan Includes Which IT Feature?

Plan details checked November 6,2026. See RegFox pricing

University IT Event Registration Software FAQs

Does RegFox provide PCI compliance documentation?

Yes. RegFox attests to PCI-DSS SAQ A-EP, and the security team can provide PCI certification, AOCs, SAQs, SOC 2 reports, and quarterly scan results on request.

Who owns the attendee data in RegFox?

The account owner owns the data. Webconnex acts as a data processor, does not sell or share attendee data, and does not use it for marketing.

Where does RegFox store data?

Client data is stored on servers in the United States and is not transferred outside the country unless a client uses a feature that requires it.

Does RegFox have an API?

Yes. A REST API is available on Premium and Professional, mainly for reading registration data. Webhooks and Zapier are included on every plan.

Can I control which staff see which pages and financial data?
Yes. RegFox offers unlimited users with account-level and page-level permissions, including separate permissions for publishing, reports and exports, and financial data.

Does RegFox support single sign-on?
OAuth2 single sign-on for registration pages is included on the Professional plan. Password protection is also available for restricted registration pages.

How often are RegFox payouts sent?
Webconnex Payments sends payouts weekly by direct deposit, on a T+2 schedule.

What IT and Procurement Get With RegFox

University IT teams do not need a long evaluation to approve a registration tool. They need clear answers in eight areas and the documents to back them up.

RegFox is a complete, self-service event registration platform that gives departments speed and gives IT the review materials it expects. It stands out in four ways:

• Documents on request. PCI certification, SOC 2 reports, and scan results come from the security team.

• Clear data terms. The client owns the data, it stays in the United States, and it is not sold or shared.

• Controls that match campus teams. Unlimited users, granular permissions, and financial access limits.

• Transparent pricing. Pay as you go with no monthly fee or contract on Standard and Premium.

We're here to help your IT and event teams get through review quickly, so departments can get back to the event.

View RegFox's university IT and security resources or talk with the team.

The RegFox Team