Event Registration Management Software

AI Summary

• RegFox manages event registration across pre-event setup, event-day operations, and post-event reporting in one connected platform.

• Before an event, organizers can build custom forms, set pricing rules, manage groups, limit capacity, offer waitlists, and screen registrants.

• On event day, RegFox supports QR scanning, manual attendee lookup, multi-device check-in, current arrival counts, and integrated badge printing.

• After an event, organizers can export attendee data, customize reports, reconcile payouts, and continue using their data for future events and marketing.

• RegFox connects with CRM, email, accounting, and payment tools while keeping attendee data under the organizer’s control.

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RegFox is event registration management software that connects setup, payments, attendee operations, check-in, reporting, and data ownership across the full event lifecycle.

Instead of navigating separated registration data across various forms, spreadsheets, check-in apps, badge systems, and reporting tools, RegFox lets organizers manage the work before, during, and after an event from one connected platform.

Pre-Event Registration Management: Forms, Pricing, Groups, and Capacity

Strong event registration management starts before the first attendee signs up.

The RegFox Event Page Builder gives organizers more than 40 field types, drag-and-drop editing, live previews, participation limits, customizable confirmations, and mobile-responsive registration pages without requiring coding or technical expertise.

From there, organizers can curate registration around how their specific event operates:

• Custom attendee paths: Conditional logic can show or hide fields, require different information, change pricing, and create different registration paths based on attendee selections.

• Capacity limits and waitlists: Organizers can set capacity for individual registration options and enable a waitlist. Waitlisted attendees can submit their full registration and payment information, allowing organizers to move them into confirmed spots without asking them to register again.

• Group registration: Group registration lets one buyer add multiple attendees to an order while maintaining individual registrant records. Organizers can require specific group sizes, edit individual members, cancel part of a group, and keep related attendees linked in reports.

• Discount codes: Coupon management supports fixed discounts, percentage discounts, complimentary registration, expiration dates, targeted offers, group discounts, and codes that work across multiple RegFox pages.

• Approval workflows: For events that require review, RegFox provides resources for screening and approving registrants. Organizers can also use pre-registration with a card on file when they need to review an attendee before completing the charge.

Event-Day Registration Management: Check-In, Attendee Counts, and Badges

Event-day registration should use the same attendee records collected at signup.

Check Attendees In Quickly

With the RegFox Check-In App, staff can scan each attendee’s unique QR code from a phone or printed confirmation.

If an attendee is unable to find the code, staff can search by name, email, address, or other identifying information. Related group members also appear together, making it easier to check in families, teams, or company groups.

Keep Staff and Attendance Counts Synced

Multiple devices can scan attendees at the same time, while RegFox retrieves new online registrations every 90 seconds.

Teams can see who has checked in and who is still expected, giving organizers a current view of arrivals alongside the total registrant headcount.

App keys also let volunteers or temporary staff use the check-in tools without receiving full administrator access.

Print Badges from Current Registration Data

RegFox connects registration records with integrated badge printing.

Organizers can design badges, print them individually or in bulk, and use compatible Zebra, Dymo, or Avery workflows. Since badge information stays connected to registration data, last-minute registrations and attendee updates are easier to manage.

Check-in, attendance counts, attendee records, and badges all stay connected in one platform throughout the event day.

Post-Event Registration Management: Reporting, Reconciliation, and Data Ownership

Once your event ends, your registration data can still be incredibly useful.

RegFox Exports and Reports let organizers customize, filter, save, schedule, and rerun reports at any time. Available reporting includes event summaries, detailed registrant exports, check-in status, transaction information, signatures, waivers, merchandise, and payout statements that can be reconciled against accounting records and bank deposits.

That gives teams clearer answers to questions like:

• How many people registered and attended?

• Which registration options or add-ons sold?

• What revenue was collected?

• Which customers and transactions were included in each payout?

• Which attendees completed required waivers or fields?

• What information should be moved into a CRM or email platform?

RegFox is committed to clear data-ownership. Customer and attendee data belongs to the client, not RegFox. RegFox does not sell, share, trade, cross-market, or independently use that data for advertising or promotional purposes. Organizers get to decide what information to collect and how to use it.

That means attendee data can continue supporting future registration launches, segmented email campaigns, recurring programs, financial reporting, and long-term attendee relationships.

Your event may be over. The value of the audience you built is not.

RegFox Integrations for CRM, Email, Accounting, and Payments

RegFox is designed to serve as the registration system of record while still connecting with the tools your organization already uses.

Through RegFox integrations and Zapier, organizers can connect registration data with thousands of platforms, including:

• CRM: Salesforce, HubSpot, and Pipedrive

• Email: Mailchimp, Campaign Monitor, and Constant Contact

• Marketing automation: Infusionsoft, AutoPilot, and ActiveCampaign

• Accounting: QuickBooks, FreshBooks, and Xero

• Data tools: Google Sheets, Excel, and Airtable

RegFox gives organizers flexibility in how they process payments. Most customers use built-in Webconnex Payments, which carries a standard 2.9% + $0.30 processing rate and provides weekly payouts once the account is active and verified. RegFox also supports compatible third-party processors including Stripe, Authorize.net, NMI, Paya, Cybersource, Payflow Pro, and SecureNet. Third-party processor terms and additional fees may vary.

Event Registration Software for Simple and Complex Events

RegFox is built for events that need more than a basic signup form. It works especially well for conferences, camps, trainings, trade shows, retreats, classes, and other events with multiple attendee types, pricing rules, sessions, groups, payments, or onsite check-in requirements.

Organizers can start with a simple registration page and add features like conditional logic, group registration, session management, waitlists, badge printing, and detailed reporting as their event becomes more complex.

That means teams can grow into more advanced registration workflows without having to switch platforms as their events grow.

Event Registration Management for Conferences, Camps, and Trade Shows

Conferences

A conference can use conditional logic to create alternate registration paths for speakers, sponsors, VIPs, and general attendees. Group registration can support company teams, session management can organize breakouts, and QR check-in and badge printing can carry registration data into the onsite experience.

RegFox has a dedicated conference registration platform for organizations that need branded pages, attendee workflows, onsite tools, and reporting in one system.

Camps

Camps can keep camper information, guardian details, waivers, session choices, capacity limits, waitlists, payment options, and check-in records connected.

That helps families complete registration in one flow while staff receive cleaner records before the season begins. It also reduces the headache of chasing forms the night before Day 1 of camp.

Trade Shows and Expos

Trade shows can create separate registration paths for attendees, exhibitors, sponsors, speakers, and booth staff. Group registration supports exhibitor teams, while conditional logic can collect role-specific information and create different registration paths. Badge printing can then carry attendee information into the onsite experience.

Afterward, organizers can export attendance, payment, product, and registration data for sponsor reporting and follow-up.

RegFox vs. Whova vs. Cvent for Event Registration Management

Platform	Best For	What to Know
RegFox	End-to-end event registration management	Flexible forms, conditional logic, groups, sessions, payments, QR check-in, badge printing, reporting, integrations, and attendee data control in one connected platform. Built for teams that want strong registration operations without needing to switch platforms as they grow.
Whova	Networking and attendee engagement	Broader emphasis on event apps, networking, community features, and engagement. Pricing is quote-based.
Cvent	Enterprise event programs	Broader enterprise suite with registration plus sourcing, budgeting, venue, and meetings-management tools. Pricing is quote-based.

‍For organizations focused primarily on event registration management, RegFox is the strongest fit. It keeps registration, payments, onsite operations, reporting, and attendee data connected without requiring teams to adopt a more expensive networking platform or enterprise event-management suite.

FAQs

What is event registration management software?

Event registration management software helps organizers create registration pages, collect attendee information and payments, manage capacity and groups, check people in, print badges, and report on event activity. RegFox keeps these functions connected in one platform across the pre-event, event-day, and post-event lifecycle.

What does RegFox manage before an event?

Before an event, RegFox can manage custom forms, attendee paths, dynamic pricing, participation limits, waitlists, group registration, coupons, payments, waivers, sessions, and screen-and-approve workflows.

Does RegFox support event-day check-in and badge printing?

Yes. RegFox supports QR-code scanning, manual attendee lookup, multi-device check-in, group check-in, current attendee rosters, and integrated badge printing.

Who owns attendee data in RegFox?

The event organizer controls the attendee data collected through RegFox. Customer data belongs to the client and is not sold, shared, traded, cross-marketed, or used independently for advertising.

What tools does RegFox integrate with?

RegFox can connect through Zapier with tools such as Salesforce, HubSpot, Pipedrive, Mailchimp, Constant Contact, QuickBooks, Xero, Google Sheets, and thousands of other platforms. It also natively supports Webconnex Payments and several compatible third-party payment processors.

Is RegFox better than Whova or Cvent for event registration management?

Yes. RegFox is the strongest fit for configurable registration, groups, payments, check-in, reports, and attendee-data control in one focused platform.