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What is Wallet Manager?

This article covers how to access and use Wallet Manager, a self service tool that allows you to configure promotional rewards through the PXS.

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Written by Noah Mitchell
Updated over a week ago

Note: For Aloha integrations, if you use a (PXC), do not use letters in product definitions, and keep product definitions under 9 digits.

Overview

Wallet Manager is designed to empower you with the ability to create and manage promotions and rewards directly in the Paytronix system. In this article, we'll walk through the basics of Wallet Manager, including key concepts, how to set up different types of promotions, and how to manage permissions and configurations.

What is Wallet Manager?

Wallet Manager is a self service tool that allows you to configure promotional rewards through the PXS. When creating a new wallet with Wallet Manager, the tool will create the Product, Reward, Wallet, and Redeem rule that are all needed for a promotion all in one step.

The two wallet types that can be configured with Wallet Manager are

  1. Redeem Wallets: Rewards where a balance is issued and that exact quantity can be redeemed

  2. Member Reward Wallets: Rewards that are available for a specific date range

For more on the various other Wallet Types in the PXS, read What are Rules and Wallets?

What do I need to know before using Wallet Manager?

Before using wallet manager, we recommend familiarizing yourself with Category Manager as you will need a category that has not yet been used in the configuration of a past reward to create rewards within Wallet Manager. More information on Category Manager can be found here: What is Category Manager?

You will also need to confirm you have the following permissions to access Wallet Manager:

  1. Wallet Manager: Access to the Wallet Manger tool

  2. Create New Wallet: Required to create and manage new wallets.

Contact your User Admin or reach out to Paytronix Support if you need assistance with permission setup.

How do I create a new wallet with Wallet Manager?

1. Navigate to Program Administration>Wallet Manager or search for Wallet Manager in the left Navigation Bar.
​

drop down menu with wallet manager highlighted


​2. To create a new wallet, click on the Create button in the upper right corner of your screen.

Wallet manager screen with red arrow pointing to create button


3. You’ll see a pop-up: Create Wallet.

create wallet pop up screen with fields to fill out

4. Fill out each of the fields, using the table below for guidance.​

Field Name

Details

Wallet Name

This is what you want to call the wallet. This is a guest-facing label and the Wallet Name will appear on receipts/in a guest's account balance. Note: There is a 30 character limit and we recommend avoiding the use of special characters in the Wallet name.

Wallet Type

Choose to create either a Redeem wallet or a Member pricing wallet. Redeem wallets are used to create rewards that guests can earn or receive via campaign and then redeem a fixed quantity (e.g. free item, single use discount). Member pricing wallets provide automatic discounts to loyalty members on specific items and do not require additional action by the guest(s), they are available to any guests while live (e.g. discount on a specific item any time it is purchased in the next week).

Reward Type

For both Redeem and Member Pricing wallets, your reward type can be any of the following:

  • New price: Reduce the price of an item to $1 instead of the list price of $2. Be sure to note the new price, which defaults to $1.00, unless you update it.

  • Give it to them for free: No cost to the guest(s), 100% off

  • $ off or % off: Allows for a set amount off of the item total

  • Buy X, Get Y: Rewards that have a conditional purchase required to receive the discount (e.g. save $1 when you buy 2, buy 2 get one free). The reward can be any of the previous Reward Types (New Price, Give it to them for free, $ off, or % off).

    • Note: you can have promotions with multiple conditional categories to receive the reward (e.g. buy one x and two y to get z), promotions with the same conditional category as the rewarded category (e.g. buy one x to get one x free)

For Member Pricing Wallets only:

  • Specify the Start and End dates for the promotion.

  • Specify the eligible quantity for the transaction.

    • e.g. can I only redeem 1 per transaction, 5 per transaction

    • In the case that you do not want to limit the number that can be redeemed per transaction, a limit still needs to be entered in Wallet Manager, so you can set this to a number higher than you would ever expect to see within a typical transaction (e.g. 99 or 999)

  • You can also denote that this reward is only for registered guests.

Apply to Items Within Category

Choose the category you wish to use for this wallet, by selecting from the drop down of available categories.

Advanced Options

You can choose to toggle on/off various additional options like (in most cases, the default settings can remain as is):

  • Maximum quantity: The maximum balance I can have in the wallet at any time (not applicable for Member Rewards)

  • Daily reward limit: The maximum number of times I can redeem this reward per day

  • Daily accrual limit: The maximum number I can receive from all sources per day (reward from points, campaign, admin adjustment, etc.)

  • Automatically redeem wallet: Always applicable for Member Rewards and generally set to no for Redeem wallets to allow the guest to chose when they want to redeem

Visual Options

Several options that affect how the offer is shown across your guest website, your OPS or the guest receipt(s).

NOTE: Most options only display on the back end for the wallet, so the defaults can generally remain as is.

5. Click Apply when done.

Can I Edit an Existing Wallet?

Wallet Manager lets you edit existing Redeem and Member Reward wallets directly. To edit a wallet, find it in the Wallet Manager list and click the pencil icon next to the wallet name. In the Edit Wallet dialog, modify any configurable settings and click APPLY to save your changes.

Editing Best Practices

Exercise caution when editing wallets that customers may actively be using. Changes to certain fields can create confusion or negatively impact the customer experience. Before editing an active wallet, ask yourself: "Can customers redeem this reward today?"

Safe to edit:

  • Description text and visual display options (images, singular/plural names)

  • Minor corrections like fixing typos or improving label clarity

Edit Carefully:

  • Reward type or value (changing "$5 off" to "$3 off" affects existing reward balances)

  • Item applicability (changing which POS items the reward applies to)

  • Start Dates & End Dates - Member Rewards (can enable/disable an offer)

Recommendation: If you need to make significant changes to a wallet that's in use today, consider creating a new wallet version instead. This allows you to deprecate the old wallet gradually while migrating customers to the new configuration.

Testing Best Practice

Recommendation: Test with a Single Redeem Wallet First

Create a single test Redeem wallet, for testing unfamiliar configurations, or implementing a new discount strategy. This approach allows you to:

  • Test multiple configurations without before creating additional wallets

  • Verify the reward applies correctly at the POS

  • Confirm the item ID or category mapping works as expected

  • View how the reward displays in customer-facing applications

  • Validate that limits and redemption rules behave as intended

Once you've confirmed the test wallet works correctly, you can confidently create additional wallets using the same configuration pattern. This incremental approach prevents widespread issues and reduces the need for bulk corrections later.

What if I need Help Setting up a new Wallet?

While Wallet Manager is a self-service tool, we recognize that sometimes you may want to set up a complex promotion, or many promotions at once. If so, we’re here to help! You can request our assistance using any of the methods below:

1. Email: For more basic requests, you can reach out to our support with an email providing all necessary details of your desired promotion(s).

2. Project Tracker: For teams submitting numerous promos, we recommend using a shared project tracker in Excel, which allows for real-time updates and monitoring of multiple promotions. Please contact support to receive a project tracker spreadsheet.

FAQs

Q: Can I create other wallets types in wallet manager?

A: Wallet Manager can only be used for Redeem and Member Reward Wallets. If you need to create a product tracking wallet or any non-reward wallets, please contact support.

Q: Why am I not seeing all my categories when creating a new wallet?

A: Only categories that are not already associated with a reward wallet will appear in the drop-down, when creating a new reward wallet. For the Buy X get Y rewards, you can chose an existing category as the item that needs to be purchased, but you will still need a new category for the category that you want to apply the reward to.

Q: What can I name my wallet?

A: Depending on the POS, there are limitations to special characters that can be used in the name field. Please contact support.

Related Articles
What are Rules and Wallets?
How do I Adjust a Wallet and Add a Reward?
What is Category Manager?
How do Subscriptions work and what is needed to setup?
Reward Ordering
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