Support Centre

How to Change Ownership of a RoomKeyPMS Database

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If you are a Hotel Owner selling your property and want to give RoomKeyPMS access to a new Owner; or a new Owner with authorization to access an existing RoomKeyPMS database, please contact our Inside Sales Team, [email protected]

When a  new owner takes possession of a hotel and the decision is made to transfer ownership of a RoomKeyPMS database from one owner to another, our Inside Sales Team will help you consider several of the items listed below. They will also recommend Training to supplement any knowledge gaps and support the transfer of database ownership.

If you are a Hotel Owner looking to setup a new RoomKeyPMS database, please contact our Sales Team via email: [email protected], or Click Here to complete a Demo Request form.

Adding or Changing a Windows Domain

Windows domains provide network administrators with a way to manage a large number of PCs and control them from one place. One or more servers — known as domain controllers — have control over the domain and the computers on it. Because the process of Authentication takes place on the domain controllers and not the individual computers, if you have added or changed a Windows Domain, the following items must be reconfigured on each individual computer using RoomKeyPMS:

Click below for more information:

Re-Download the Latest Version of RoomKeyPMS
  1. Click Here to Access the Download Form
  2. Enter your Download Password
    • Contact Inside Sales or Customer Support for this password, if needed
  3. Select the Submit button

An .exe file will begin downloading. When finished, open the file and follow the prompts in the RoomKeyPMS Setup Wizard to complete the download process. Click Here for more information about how to download RoomKeyPMS for Windows.

Repeat this process on each computer using RoomKeyPMS.

You must re-download the latest version of RoomKeyPMS before proceeding with the remaining reconfiguration tasks; otherwise, you will receive a warning message stating "Please Reinstall"

Registry Tab - Emailing from the PMS

Go to System Configuration > Property

  1. In the Property tab, select the Registry tab
  2. Complete the following required information:
    • Email Host System Name (smtp.yourisp.com)
    • Email User Account
    • Email will be "From" this address ([email protected])
    • Enable the Secure Password Authentication checkbox and enter the password used to access the email account entered in the Email User Account above
    • Enable the Email is Available checkbox
    • SMTP Port # field and use the adjacent drop-down menu to select the applicable TSL/SSL security setting
  3. Select the Post Charges to the Registry button

Repeat this process on each computer, for each windows login using RoomKeyPMS.

For more information about this process, please see the following articles:

OLP Tab - Credit Card Processing

Go to System Configuration > Property

  1. In the Property tab, select the OLP tab
  2. Complete the following required information:
    • Enable the On-line processing available checkbox
    • For Shift4 users:
      • IP
      • Port
      • Terminal
    • Printer
    • Receipt copies or for Shift4 users: Merchant copies and Customer copies
  3. Select the Ok button

Repeat this process on each computer, for each windows login using RoomKeyPMS.

For more information about this process, please see the following articles:

Key Cards - SafLok

Go to System Configuration > Property

  1. In the Property tab, select the Key Card tab
  2. Complete the following required information:
    • Enable the SafLok checkbox
    • Enter the IP Address of your SafLock server
    • Port Number 8264
    • Password 1000
    • PMS Terminal
  3. Select the Ok button

Repeat this process on each computer, for each windows login using RoomKeyPMS.

Adding or Changing Windows Logins

Windows operating systems require users to login with a valid account to access local and network resources. It is common for hotels to use a shared login for users who share a computer, such as Front Desk and Reservation teams. Because the process of Authentication must take place for each user on each computer, if you are adding or changing Windows Logins, the following items must be reconfigured on each computer for each new (or modified) Windows Login User using RoomKeyPMS:

Click below for more information:

Re-Download the Latest Version of RoomKeyPMS
  1. Click Here to Access the Download Form
  2. Enter your Download Password
    • Contact Inside Sales or Customer Support for this password, if needed
  3. Select the Submit button

An .exe file will begin downloading. When finished, open the file and follow the prompts in the RoomKeyPMS Setup Wizard to complete the download process. Click Here for more information about how to download RoomKeyPMS for Windows.

Repeat this process on each computer using RoomKeyPMS.

You must re-download the latest version of RoomKeyPMS before proceeding with the remaining reconfiguration tasks; otherwise, you will receive a warning message stating "Please Reinstall"

Registry Tab - Email from the PMS

Go to System Configuration > Property

  1. In the Property tab, select the Registry tab
  2. Complete the following required information:
    • Email Host System Name (smtp.yourisp.com)
    • Email User Account
    • Email will be "From" this address ([email protected])
    • Enable the Secure Password Authentication checkbox and enter the password used to access the email account entered in the Email User Account above
    • Enable the Email is Available checkbox
    • SMTP Port # field and use the adjacent drop-down menu to select the applicable TSL/SSL security setting
  3. Select the Post Charges to the Registry button

Repeat this process on each computer, for each windows login using RoomKeyPMS.

For more information about this process, please see the following articles:

OLP Tab - Credit Card Processing

Go to System Configuration > Property

  1. In the Property tab, select the OLP tab
  2. Complete the following required information:
    • Enable the On-line processing available checkbox
    • For Shift4 users:
      • IP
      • Port
      • Terminal
    • Printer
    • Receipt copies or for Shift4 users: Merchant copies and Customer copies
  3. Select the Ok button

Repeat this process on each computer, for each windows login using RoomKeyPMS.

For more information about this process, please see the following articles:

Key Cards - SafLok

Go to System Configuration > Property

  1. In the Property tab, select the Key Card tab
  2. Complete the following required information:
    • Enable the SafLok checkbox
    • Enter the IP Address of your SafLock server
    • Port Number 8264
    • Password 1000
    • PMS Terminal
  3. Select the Ok button

Repeat this process on each computer, for each windows login using RoomKeyPMS.

Changing a Credit Card Merchant Account

RoomKeyPAYMENTS powered by Fullsteam

If you want to setup a new account or change your existing account with our integrated payment processor, please contact our Inside Sales Team via email: [email protected]

Credit Card Interfaces

3rd-Party credit card processors like Heartland and Shift4 are not managed by RoomKeyPMS and therefore you must contact these vendors directly to change your ownership information. 

Changing Interface Accounts

Interface Accounts are not managed within RoomKeyPMS and therefore you must contact each vendor to change ownership information. If you are changing the types of rooms that are interfaced with an account, please see the Room Types section below.

Click below for more interface contact information:

Direct Connect Interfaces
Revenue Management Interfaces
Sales & Marketing / Reputation Management

Changing Room Types

Room Type codes are required to be mapped as part of the connection process with Direct Connects, CRS/GDS & Channel Manager Interfaces; any changes to the room types in RoomKeyPMS may affect these interfaces. If you need to add or remove/deactivate a room type, we recommend you make these changes on the interface platform first, then manage the changes in RoomKeyPMS.

Click below for more information:

🎦 How to Add a New Room Type
🎦 How to Deactivate a Room Type

Changing Room Numbers

Adding and changing room numbers affects the inventory information that is sent to Direct Connects, CRS/GDS, Channel Manager and Revenue Management Interfaces. If you need to update your room numbers, we recommend you make these changes on the interface platform first, then manage the changes in RoomKeyPMS.

Click below for more information:

🎦 How to Add or Change Room Numbers

Changing Transactions, Taxes and Accounts

Transaction codes, Tax codes and General Ledger (GL) Accounts affect the revenue reporting and accounting exports generated in RoomKeyPMS. If you need to update any of these codes or accounts, we recommend you make these changes in the accounting software first, then manage the changes in RoomKeyPMS.

Click below for more information:

🎦 How to Change Transaction Codes
🎦 How to Change Tax Codes
🎦 How to Change GL Accounts
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