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Trebas Payment Portal

Trebas Institute, a leading educational institution specialising in professional training for the entertainment industry, faced significant challenges with their shared payment page for multiple institutions. Payments were difficult to track and validate, creating administrative burdens and inefficiencies. To address these issues, a custom payment portal was developed, tailored specifically to the needs of Trebas Institute and its diverse student body.

The project aimed to streamline the payment process, integrate it with the Student Management System (SMS), and include essential features such as multilingual support and commission handling. This case study explores the development journey, the strategic solutions implemented, and the remarkable results achieved by the new payment system.
End-to-end Trading Platform

The customer

Trebas Institute is an educational institution that specialises in providing professional training programs in the fields of audio engineering, film production, business management, and event planning. They offer hands-on, practical learning experiences for individuals looking to pursue careers in the entertainment industry. With industry-experienced instructors and state-of-the-art facilities, Trebas Institute ensures that their students receive the knowledge and skills necessary to succeed in their chosen fields. They are dedicated to fostering creativity, innovation, and industry connections to help their students excel in the competitive world of entertainment.

Business challenge

Our client had a shared payment page for multiple educational institutions, but the complexity arose from the lack of validation: anyone could make a payment, making it difficult to track which student paid for which product at which college. Additionally, all payments had to be manually transferred into the student system. In order to mitigate challenges related to payments, students have transitioned to making tuition payments through banks and providing payment slips. This has added complexity to the process of verifying and inputting payments into the system and this was also our client’s pain point.

The challenge for this project was to create a unique payment page with features that are not easily found in standard solutions. The main tasks included validating students using the Student Management System, offering payments per specific programmes, as well as providing a French translation. Another requirement was adding a 2% commission to the payment gateway according to the customer's payment regulations.
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Solution

Strategy Development
We started with a simple version of the Payment Portal, where we integrated the Student Management System database with the Payment Portal to validate students, applied a 2% commission to each payment, and configured sending confirmation emails to the payer and the Finance team.
First requirements
Initial Project Plan
Solution Design
Our solution involved creating MVP mockups which were then improved with additional validations, translations and payment options.
First requirements
First requirements
Once MVP was live, we improved the solution with the following implementations:
  1. Allowed payments on the student’s behalf, where sponsor details and ID are to be provided and sent to the Finance team to validate;
  2. Minimum payments in CAD25 applied to prevent fraudulent payments;
  3. French translation implemented as Trebas Institute has two locations in Toronto and Montreal;
  4. Created Report in Student Management System including payment details together with Stripe Payment ID for easy tracking of payments.
First requirements
First requirements
First requirements
Technical Implementation
The Payment Portal was built as a robust, scalable solution:
  • Backend: Powered by Symfony (PHP) and MySQL for reliable data management.
  • Frontend: Utilised HTML and JavaScript for a responsive user interface.
  • Cloud Infrastructure: Leveraged AWS services including EKS for high availability, RDS for database management, EC2 for computing power, S3 for secure file storage, and SES for email services.

Measurable results

  • Trebas Team reported that they have successfully encouraged students to shift towards utilising the Payment Page as opposed to offline payment methods, resulting in an impressive 80% reduction in the number of payment slips that require manual processing;
  • As of May 29, 2024, a total of 9,674 transactions have been completed by students through the Payment Portal;
  • Additionally, while not measurable in numbers, customers have highlighted that transitioning to the new Payment System has centralised financial operations and notably decreased the stress levels of the Financial Team.

Results

  • We created a new Payment Portal web-site integrated with Stripe;
  • Implemented the storage of payment details in the Student Management System;
  • Reduced the manual work of the Finance Team;
  • Developed a solution that has been reused by other Canadian brands.
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Technologies
  • AWS EKS
  • AWS RDS
  • AWS EC2
  • AWS S3
  • AWS SES
  • Symfony (PHP)
  • MySQL
  • HTML
  • JavaScript
  • CSS

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