Audience: Property Administrators & Managers Goal: Understand how Wallet credentials are counted, billed, and managed throughout the resident lifecycle.

Unlike traditional key fobs, Wallet Access credentials are digital assets that are generated, tracked, and billed based on usage. This guide explains the operational rules for managing these credentials.

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Credential Limits

To prevent abuse and manage costs, there are system-defined limits on how many digital keys a single user can have.

Limit per User: Each resident or staff member can active up to 5 Wallet credentials simultaneously.
Why this matters: This allows a single user to have a key on their iPhone, Apple Watch, iPad, and backup Android device without issue.
Exceeding the Limit: If a user tries to add a 6th credential, they will receive an error or be prompted to remove an old device first.

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Pricing & Billing Model

Wallet Access is billed differently than standard unit SaaS fees.

Per-Credential Billing: Costs are calculated based on the number of active credentials, not necessarily the number of units.
The "1 Bed = 1 Credential" Baseline: typically, properties purchase an initial annual batch of credentials estimated at 1 per bedroom.
Overage: If residents claim more credentials than the property initially purchased (e.g., every resident puts a key on both their phone and their watch), the property may be billed for the overage.
Invoicing: after the initial annual period, billing often shifts to a month-to-month model based on the total count of active credentials in the system.

Best Practice: Encourage residents to add credentials only to devices they actually use to keep your active credential count accurate.

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Revoking Access (Move-Outs)

When a resident moves out or a staff member leaves, their access must be revoked to ensure security.

Automatic Revocation When a resident is moved out in the property management system (PMS) or Quext portal, their digital Wallet credential is automatically marked as "Revoked" in the system.
The Sync Dependency (Critical) A digital key does not stop working instantly. Just like adding a key, removing a key requires the lock to be updated.
1. With Thermostat Hub: The revocation command is sent to the lock automatically within minutes.
2. Without Thermostat Hub: The lock MUST be manually synced by staff using the Quext app. Until this sync happens, the resident's phone will still unlock the door.

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Handling Lost, Stolen, or New Devices

Residents frequently upgrade phones or lose devices. Here is how to manage their credentials:

Scenario: Resident gets a new phone

Action: The resident simply logs into the Quext app on the new device and taps Add to Wallet.

Result: This generates a new credential (counting toward their limit of 5).

Scenario: Resident loses a phone (Security Risk)

Action: Staff should manually revoke the specific credential associated with the lost device in the Quext admin portal.

Requirement: You must perform a Manual Sync on the resident's door immediately to ensure the lost phone can no longer unlock the unit.

Scenario: User hits the 5-device limit

If a resident cannot add a key because they have too many old devices registered, staff can view the user's profile in the Quext portal and delete unused/old credentials to free up space.