NextGen PMS Knowledge Base

Welcome to the NextGen PMS Knowledge Base. Use this landing page to quickly find the right guide for day-to-day operations, configuration, billing, guest service, and team workflows across HotelKey NextGen PMS.

This hub is designed to help hotel teams complete common PMS tasks with confidence. Whether you are checking in a guest, managing room status, configuring property settings, or reviewing billing workflows, the sections below provide clear, task-focused documentation to support efficient and consistent operations.

Start here

New to NextGen PMS? Begin with the functional area that matches the task you need to complete.
Looking for a specific process? Select the most relevant category below, then choose the step-by-step article for your workflow.
Managing setup or permissions? Review Property Settings and related administrative guides before making changes.

Who this knowledge base is for

Team	Common tasks supported
Front Office Managers & Agents	Check-ins, check-outs, reservations, room assignments, payments, guest requests, and folio support.
Housekeeping & Engineering Teams	Room status updates, maintenance work orders, assignments, and operational coordination.
Sales & Group Coordinators	Group blocks, rooming lists, cut-off dates, routing rules, and master billing workflows.
General Managers & System Admins	Property configuration, user permissions, policies, taxes, fees, interfaces, and direct bill account setup.

Browse by functional area

Select a functional area below to open the related Knowledge Base landing page.

Functional area	What you will find
💳 Cashiering & Billing	Folio management, payment processing, charge routing, fee adjustments, refunds, and NextGen v2 New Folio View workflows.
🏢 Companies & Direct Bill	Corporate profiles, direct bill setup, credit limits, billing account management, and monthly company invoicing.
🛎️ Front Desk Operations	Daily lobby workflows, including arrivals, departures, walk-ins, room assignments, guest requests, and folio support.
👥 Group Management	Group blocks, rooming lists, cut-off dates, pickup management, master accounts, and group billing routing rules.
🏠 House Accounts	Internal, non-guest billing accounts used to track operational expenses, house charges, walk-out balances, and posting master activity.
🧹 Housekeeping & Maintenance	Room status tracking, housekeeping assignments, maintenance requests, work orders, and mobile team workflows.
⚙️ Property Settings	Administrative setup for room types, taxes, policies, fees, user access, property defaults, and hotel interface configurations.
📅 Reservations, Check-In & Check-Out	Booking workflows, arrival and departure management, stay modifications, room moves, room assignments, and express check-out processes.

Tips for using these guides

Follow each article in order when completing a process for the first time.
Confirm your property permissions before completing administrative or billing-related actions.
Use the related functional area if a workflow spans multiple teams, such as reservations, folios, and housekeeping.

Need help choosing a guide? Start with the functional area closest to the task you are performing, then use the article titles to narrow your search.

NextGen PMS Knowledge Base