NextGen PMS Knowledge Base

Welcome to the NextGen HotelKey PMS hub.

This page is your complete operational guide for navigating, configuring, and daily management of your Property Management System. From front desk check-ins and housekeeping workflows to corporate direct billing and system administration, this section provides step-by-step documentation to keep your hotel running smoothly and efficiently.

👥 Who is this for?

This documentation is primarily designed for:

Front Office Managers & Agents: For checking in guests, managing reservations, processing payments, and resolving daily guest requests.
Housekeeping & Engineering Teams: For tracking real-time room status, executing maintenance work orders, and managing mobile floor assignments.
Sales & Group Coordinators: For creating group blocks, managing rooming lists, and routing group billing structures.
General Managers & System Admins: For configuring property defaults, setting up user permissions, and managing corporate direct bill accounts.

📂 What you will find in this section:

To help your hotel operations run efficiently, we have organized our NextGen PMS user guides into eight key functional areas. Click on a functional area to be redirected to the Knowledge Base Landing Page:

Knowledge Base Functional Area Link	What you will find in this section
💳 Cashiering & Billing	Complete guides for folio management, processing payments, charge routing, fee adjustments, refunds, and transitioning to the Next-Gen v2 New Folio View.
🏢 Companies and Direct Bill	Learn how to create corporate profiles, establish credit limits, manage direct billing accounts, and process monthly company invoices.
🛎️ Front Desk Operations	Everything needed for daily lobby operations—checking guests in/out, assigning rooms, managing folios, and handling walk-ins.
👥 Group Management	Guides for creating group blocks, managing cut-off dates, importing rooming lists, and setting up master billing routing rules.
💳 House Accounts	Instructions for setting up internal, non-guest billing accounts to track operational expenses, walk-out balances, or internal hotel charges.
🧹 Housekeeping & Maintenance	Instructions for setting up internal, non-guest billing accounts to track operational expenses, walk-out balances, or internal hotel charges.
⚙️ Property Settings	Administrative setup guides for room types, taxes, cancellation policies, fee structures, and hotel interface configurations.
📅 Reservations Check-In & Check-Out	Operational guides for making bookings, managing arrivals and departures, room assignments, stay modifications, and express check-outs.

NextGen PMS Knowledge Base