My Environment and Webshop with Laravel Filament

About Medica

Medica is the study association for medical students at KU Leuven. In addition to study help and book sales, Medica organizes many activities, from fun parties to interesting lectures and networking events. It is the place where students come together to make their study time not only educational, but also fun and social.

In addition, members can contribute to the association, for example by working in Doc's Bar or joining a committee. Medica ensures that students can easily find their study material, meet new people and get the most out of their student days.

Laravel Webshop for hundreds of books with automatic reordering

A spearhead of a study association is the sale of books and study materials to students who are members. In the Medica webshop, members can buy all the books, tailored to their own academic year. By means of the custom inventory system the student can see which book is in stock and which is not. Students are kept informed by email when books are in stock. And if a book is out of stock, then new copies automatically ordered from the webshop at the publisher.

The webshop is fully integrated into the My Environment of Medica.be. Students can log in to that environment with their KU Leuven account by means of Single Sign On. Easy for the students and this way the administrators know for sure that only registered students use the site.

Books that are in stock can be picked up by students at “Doc's Bar”. And to make that process run smoothly, we have a special collection system developed. Upon arrival, students enter their student number on a computer, after which the order appears on the screen at a Medica 'picker'. He can then search for the books in the warehouse and cross them off one by one and mark them as picked up. This keeps the administration of orders clear and 100% correct.

With so much custom functionality in a Webshop and My Environment, Laravel Filament is the system that can handle everything

Dynamic contracts linked to Stripe in Laravel Webshop

Students can also rent the “Zaal Monella” (ZaMo) for a birthday party or other occasion. The available dates and times can be viewed and recorded via an online booking form. The available dates and times are configure by the administrators.

The administrators of the website can also manage the bookings themselves. They can approve and reject requests. When a request is approved, a contract is sent to the requester who has to sign is via Boldsign. After signing by both parties, the administrator can retrieve the rental price from the system. This rental price depends on various factors, such as a discount on the rental for Medica members.

When collecting the rental price, a payment link released which is sent to the applicant. Payment is made through an integration with StripeThe payment statuses from Stripe are automatically passed on and adjusted in the back-end when a reservation is made.

The My Environment and Laravel Webshop that every study association needs

We have the entire Medica website built in Laravel. We have chosen to Filament to use as a framework because it gives you a powerful standard solution to quickly put together CMSs, My Environments and webshops. The many standard options from Filament can be expanded very well with extra functionalities. Check the video below for the end result or call the office and ask for Marcel or Robert. They will be happy to explain the entire case to you in detail!

The highlights of our solution

A Filament (Laravel) My Environment and Webshop with Single Sign On
Special book collection system for optimal registration and processing of orders
Easily rent a room for the user with dynamic contracts and pay with Stripe
An advanced points system where students collect points by working bar shifts. The points can be exchanged in a special rewards store
An extensive event module with multiple ticket types, ticket control system and generated QR codes

Laravel Filament Webshop and My Environment

Shift Management: Earn points with bar shifts and redeem them in the rewards store

Doc's Bar is the association's cozy bar where many drinks are planned and where students often meet during the week. A drink can of course only be successful if there is also someone behind the bar. And for that, students of the association are needed.

But how do you motivate students to do a bar shift? With presents. And you can earn those presents by points to save. Bar shifts can be managed on the website and students can register for a bar shift in My Environment. And for every bar shift they have done, they receive points that they can redeem in the special rewards store. In this way, students are motivated to help in a fun and accessible way, and they are also rewarded.

Register for events, pay via Stripe and PDF generator with QR code for tickets

At Medica, the events they organize play an important role. There are sports events, events related to the study and of course there are many events for fun and to get to know each other better.

All events can be easily managed on the website. Students can use a handy UX to manage the events filter and view. Registration can be done in My Environment and the ordered tickets are paid via the Stripe integration. After payment, the student receives the tickets in his mailbox, complete with generated QR access codes.

At the door, tickets are scanned and can be digitally validated and crossed off. Tickets can also be rejected at the door if necessary. Per event, exports in CSV will be printed out with the number of participants and information about the participants.

The impact: great ease of use, lots of flexibility and future-proof Webshop and My Environment

There are a lot of functionalities in the Webshop and My Environment of Medica. The impact of this is enormous, both for the users of the environment and for the administrators. Think of:

The ease of managing the webshop with all the books (including stock) and thanks to the digital collection system, the collection and delivery of books runs very smoothly
The fun way to engage students at Doc's Bar and invite them to work behind the bar in exchange for points for the reward store
Registering for events is super easy for the student and at the same time there is no administrative hassle with the issuance and control of the tickets
Renting a room has never been easier, the whole process is digitized for both the user and the administrator

Would you also like to have your My Environment with webshop built by our Laravel specialists?

An extensive website like Medica can actually only be created with Laravel Filament. And for that you need the right team of specialists who know exactly what they are doing and what you need.

The Laravel Specialists are at Van Ons. Our experienced team of senior back-enders has been working with Laravel for years. Together with you, we write the exact requirements and specs. We take the initiative, you only have to think of it and name it. Our digital agency is ISO 27001 certified in 2024 and 2025 we were among the best agencies in the Netherlands according to Fonk and Emerce magazine.