RoomKeyPMS allows you to send reservation confirmations, guest folios, and invoices using configured Email Service Provider settings. You can store these settings either centrally in the Property/DB or locally using Registry/Computer.
See instructions below to learn more about configuring guest email settings in RoomKeyPMS.
The Property/DB option is only available in RoomKeyPMS Version 11.0.0.60 or higher.
Only users with Clerk System Configuration Permission (896 – Email Administrator) can create or modify email settings saved in Property/DB.
This permission should be limited to Managers or IT Administrators.
Clerks do not need this permission to switch between Property/DB and Registry/Computer settings—only to edit Property/DB configurations.
Navigate to:
System Configuration → Property → Registry Tab → Modify
Choose one of the following:
- Property/DB – to store email settings in the database
- Registry/Computer – to store settings locally on this computer
Note: The Property/DB option is available in RoomKeyPMS Version 11.0.0.60 and higher.
NOTE:
If Property/DB is selected:
- Available to all Clerks selecting Property/DB
- Attachments are shared across all clerks
- Only authorized users can modify settings
If Registry/Computer Email Settings is selected:
- Stored in the local Windows Registry
- Must be configured:
- On each computer
- For each Windows user login
- Attachments must exist locally. If an attachment is deleted, it is removed from RoomKeyPMS
RoomKeyPMS supports two email delivery methods:
Uses a username and password (or App Password).
Enter the following details:
- Secure Password Authentication - Either your email password or an App Password
- Email Host System Name (SMTP) - Example: smtp.gmail.com
- Email User Account - Typically the email address used to send messages
- Email will be "From" this Address - The name or email address displayed as the sender
- SMTP Port - Provided by your email provider (default is 25 if blank)
- SSL/TLS Setting - Select as required by your provider
- Email Type - select HTML (recommended) or Text (for compatibility with certain systems)
- Email is Available - Must be checked to enable email functionality
- Attach PDF Copy - Includes a PDF version of emails
- Attachments - Guest Folio: 1 attachment (max 500 KB) and Confirmations: Up to 2 attachments (max 500 KB each)
Select Post to save.
Recommended for improved security.
- Select OAuth 2.0
- Click Microsoft Authorization
- Sign in with your Microsoft account
- Accept permissions for RoomKeyPMS – Email Processor
Do not close the browser window during setup. It will close automatically when complete.
Once authorized:
- Settings will auto-populate
- Review and confirm:
- From Address
- Email Availability
- Attachments
Click Post to save.
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.
To confirm setup:
- Open a reservation
- Send a Guest Folio
- ✅ If successful: setup is complete
- ❌ If unsuccessful: refer to Troubleshooting Guide
Requirements
- RoomKeyPMS Version 11.0.0.60 or higher
- Email Administrator permission (for setup only)
Step 1: Configure Property/DB Settings
- Navigate to: System Configuration → Property → Registry Tab → Modify
- Select Property/DB
- Enter email settings (see Step 2 above - Step 2: Select How to Send Outgoing Emails)
- Click Post
NOTE:
- Email settings and attachments are shared across all users who select Property/DB
- New clerks setup as New Windows Users will automatically inherit these settings after installing version 11.0.0.60 or higher
- Existing users must be manually updated to use Property/DB settings
- Only users with Permission 896 – Email Administrator can modify these settings (switching does not require this permission)
Step 2: Update Existing Users
All existing users must switch to Property/DB.
Option 1: Manual Update
On each computer:
- Go to: System Configuration → Property → Registry Tab → Modify
- Select Property/DB
- Click Post
Option 2: Registry File Deployment
- On a computer configured to Property/DB:
- Open Registry Editor
- Navigate to: HKEY_CURRENT_USER\Software\RSI\ASP\Preferences\Email
- Export LoadFromRegistry
- Transfer the .reg file to other computers
- On each target machine:
- Close RoomKeyPMS
- Run the .reg file
This sets:
- LoadFromRegistry = 0 (Property/DB mode)
All updates must be completed on each individual computer and for each Windows user. Users with multiple logins must repeat the update on every machine they access. Once complete, new users or computers will automatically inherit the updated settings.
No, it is not necessary, computers using the Registry/Computer email settings will continue to send emails.
If using Registry/Computer:
- Navigate to Registry tab
- Uncheck Email is Available
- Click Post
If using Property/DB:
IMPORTANT: Do NOT disable “Email is Available” in Property/DB, as this affects ALL USERS.
Instead:
- Switch the user to Registry/Computer
- Disable Email is Available
- Click Post
500KB per file
Yes, with Property/DB:
- Each property can have its own email configuration
- All properties must use Property/DB for this to work
- A single user cannot mix configuration types