As of September 2025, Microsoft will discontinue the use of App Passwords for email authentication. Going forward, OAuth 2.0 Authentication will be required for all outgoing emails.
If your RoomKeyPMS Registry is currently configured to use Microsoft (ie: outlook, live or hotmail) to send emails using App Passwords, please take the following steps to ensure uninterrupted email functionality within RoomKeyPMS:
- Download RoomKeyPMS Version 11.0.0.49 or higher.
- Follow the instructions outlined in this document to update your Registry Settings and configure Microsoft OAuth 2.0 Authorization.
To avoid any interruption in your ability to send emails from RoomKeyPMS, please complete the update by September 1st, 2025.
To configure OAuth 2.0 Authorization, go to System Configuration -> Property -> Registry Tab. Select the "OAuth 2.0" radio dial and click the "Microsoft Authorization" button.
Enter the email address & password for the Microsoft account you wish to use. Once your password has been entered you will be prompted to allow "RoomKeyPMS - Email Processor" access to send emails from your mailbox. You will only be required to grant access once, future setups with the same account will not require this confirmation. Select the "Accept" button to proceed.
NOTE: Do NOT exit out of the webpage while OAuth 2.0 is being configured. Once configured, the webpage window will automatically close. If you exit out of the window before configuration is complete, you will need to start the configuration process again in order to be able to send emails from RoomKeyPMS.
Once permission has been granted, you will then be prompted to "Select the 'Post Changes to the Registry' button to save changes"
However, before selecting this button, first make sure the "Email is Available" checkbox is checked in order to activate the RoomKeyPMS Email function. Once you confirm the "Email is Available" checkbox is checked, select the "Post Changes to the Registry" button to save your changes.
NOTE:
- Everything within this tab is linked to the Windows Registry on your computer. As a result, this tab must be configured individually on each computer.
- If staff members have their own Windows logins, each person must set up the Registry Tab separately on every computer they use while logged in under their own credentials.
- You may attach files (e.g., for guest folios or confirmations) if desired. However, please note that the attachments must be saved locally on the computer so the PMS can browse and attach them.
- If the file is later deleted from the computer, it will also be removed from the Registry area in RoomKeyPMS..
To test whether your email settings have been entered correctly, select a reservation and attempt to email a Guest Folio. If you're unsure how to do this, please refer to the support training document titled "How to Email a Guest Folio to a Guest"
- If the email is sent successfully, your email settings have been configured correctly.
- If the email fails to send, please refer to the Troubleshooting section of this document for further assistance.
The error above may occur for the following reasons:
- Not all steps to configure OAuth 2.0 were completed before attempting to send an email. For example: entering the email and password, selecting "Accept" to authorize the "RoomKeyPMS - Email Processor" app, but then exiting without saving the changes to the Registry.
- The "RoomKeyPMS - Email Processor" app was manually removed from the associated Microsoft Account.
In either case, you can resolve the issue by repeating the steps to configure OAuth 2.0 and ensuring all steps are completed fully, including saving changes to the Registry.
The error above will occur if a computer has been configured with OAuth 2.0, and a clerk logs into a lower version of RoomKeyPMS (Version 11.0.0.38 or earlier) and attempts to send an email.
To resolve this issue, ensure that RoomKeyPMS is updated to Version 11.0.0.39 or higher on all computers where email functionality is required.