IMPORTANT UPDATE: Discontinuation date for App Passwords has been extended from March 2026 to December 2026
As of December 2026, 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 11.0.0.50 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 December 1st, 2026.
To configure OAuth 2.0 Authorization, go to System Configuration -> Property -> Registry Tab -> Modify. Select if this update will apply to your Property Database (Property/DB) or your Computer's Registry (Computer/Registry). Next, select the "OAuth 2.0" radio dial and click the "Microsoft Authorization" button.
NOTE: Due to the fact that the Property/DB (Database) settings apply to ALL RoomKeyPMS Clerks, only users with the System Configuration Permission (896 – Email Administrator) can modify this setting. It is strongly recommended that this permission be restricted to Managers and/or IT personnel only.
There are no restrictions to who can configure the "Registry/Computer" settings as these settings apply to the individual Windows Login only.
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 see the email settings auto populate. Prior to selecting POST to save changes, review the following:
- Email will be “From” this address ([email protected]) – this is what will appear in the “From” field when an email confirmation is set out. You may choose to put your email address or your property name.
- Email is Available - this should be checked as it activates the ability to send emails via RoomKeyPMS. This should only be unchecked if you do NOT wish to send emails.
- Attach PDF Copy – attaches a PDF copy of the confirmation to emails that are sent
- Attachments on Guest Folio - an attachment up to 500kb can be uploaded using the "Browse" button. Once uploaded, this attachment will be sent with all Guest Folio emails.
- Attachments on Confirmation - up to two attachments of 500kb each can be uploaded using the "Browse" button next to #1 and #2. Once uploaded, this attachment will be sent with all Confirmation emails.
NOTE:
If Registry/Computer Email Settings was selected:
- 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.
If Property/DB was selected:
- Email settings are applied to everyone who logs into RoomKeyPMS
- Ability to update settings is control by the Clerk System Configuration Permission - 896, Email Administrator - only Managers should have access to make any changes to this area.
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.