System & Administration | HotelKey Knowledge Base

⚙️ System & Administration Reports

Welcome to the System and Administration reporting hub.

Use this hub to find System & Administration reports for user auditing, system configuration review, report layout setup, and backend operational checks.

Jump to a section: 👤 User Activity | 🖥️ System Logs | 🛠️ Report Configurations

👥 Who is this for?

These reports are primarily designed for:

System Administrators & IT: For monitoring system logs, OTA connection failures, report scheduling automations, and overall PMS security.
General Managers & Audit Teams: For auditing user actions, tracking secure operator access, reviewing night audit completion logs, and standardizing property report templates.

📂 What you will find in this section:

To help you manage the backend of your property efficiently, we have organized our system reports into three key administrative areas:

👤 User Activity: Your audit trail for staff actions. Access reports to track detailed user activity, monitor clerk shifts, and review operator security settings for accountability and compliance.
🖥️ System Logs: Diagnostics for system health and training. Monitor OTA check-in failures, review backend Night Audit logs to ensure daily processing completed successfully, and track TrainKey sessions for staff onboarding and compliance.
🛠️ Report Setup & Configurations: Configuration tools for property-wide reporting. Learn how to configure report distribution schedules, establish export formats, map automated delivery recipients, and customize BEO/folio report display settings.

💡 Pro Tip: If you are looking for cashier shift closings, daily cash drops, or credit card transaction logs, please navigate to the 💰 Finance & Accounting reporting page.

📂 Knowledge Base Articles

👤 User Activity Reports

Report	What it helps you do
Clerk Activity	Audit line-item cashier postings, reconcile shift totals by staff username and payment type, verify GL account allocations, and balance end-of-day drop sheets.
Clerk Reservation Summary	Measure agent reservation volume and total revenue, analyze average yield per booking, track cancellation attrition, and support sales incentive planning.
Clerk Shift	Reconcile daily tender collections, verify cashier drop amounts against net totals, audit petty cash paid-outs, and review individual cash drawer summaries.
Daily Activity Report	Cross-reference timestamped user actions, specific modification categories (room moves, stay adjustments, cancellations), and side-by-side value changes in the Daily Activity Report equips management to enforce front office compliance and audit operational security.
Guest Service Agent Productivity	Measure check-in and checkout throughput, compare agent activity across time periods, and optimize front-desk staffing schedules.
Operator Security	Audit system user accounts, verify role permissions, track account changes, and identify inactive or stale operator credentials.
Reveal Credit Card User Activity	Audit staff access to sensitive payment card data, monitor successful versus failed card reveals, and support PCI compliance.
User Activity	Audit reservation system changes, compare previous and current values, trace overrides and status changes, and verify operating compliance.
Customize Reports	Configure Dynamic Reports to save personalized views, and customize how report data is displayed.

🖥️ System Log Reports

Report	What it helps you do
Accounting Setup Details	Audit charge type GL mappings, verify tax and service fee rules, and review accounting setup details for configuration accuracy.
Currency Configuration	Audit active exchange rates, verify configuration timestamps, inspect currency status flags, and troubleshoot multi-currency folio conversions.
Night Audit Logs	Monitor the end-of-day rollover sequence, investigate process failures, isolate batch item errors, and verify completion of daily system processing.
Room Count Summary	Audit room number mappings, verify room category setup codes, check inventory capacity by room type, and support room assignment planning.
TrainKey Sessions	Audit employee learning engagement, track required topic compliance, analyze completion trends, and verify operational software readiness.

🛠️ Report Setup & Configurations

Report	What it helps you do
Configuring Scheduled Report Queues in Report Scheduler	Configure and manage the Report Scheduler module to automate recurring report distribution, build customized operational batch queues, establish automated email and SFTP delivery channels, and ensure downtime business continuity.
Customizing Dynamic Report Layouts	Navigate and configure Dynamic Reports in HotelKey PMS to customize column visibility, toggle Details versus Summary groupings, save favorite layouts, and leverage background processing for large datasets.

Report

What it helps you do

Configuring Scheduled Report Queues in Report Scheduler

Configure and manage the Report Scheduler module to automate recurring report distribution, build customized operational batch queues, establish automated email and SFTP delivery channels, and ensure downtime business continuity.

Customizing Dynamic Report Layouts

Navigate and configure Dynamic Reports in HotelKey PMS to customize column visibility, toggle Details versus Summary groupings, save favorite layouts, and leverage background processing for large datasets.