EventBinder for PolyU Alumni Affairs

One alumnus,
one record.

Self-hosted software that refreshes alumni records and writes event and form activity back to AMS.

LinkedIn refreshWrite-back to AMSHosted on campus
Prepared for Mr Robbie Sin, PolyU Alumni Affairs Office
Your brief

You asked for two things.

  • 1
    Refresh LinkedIn profilesso career details do not go stale.
  • 2
    Push event registrationsinto the alumni record.

This proposal stays inside that brief. No new alumni portal gets bolted on.

Current state

Everything works
except the hand-off.

An alumnus may register on art-mate for entry, PFS for a session, CEMS for an activity and a Microsoft form for parking. AMS sees none of that activity.

Four sign-ups. Zero linked records.
Scope

What we are not replacing.

  • {{x}}
    AMS or the Alumni Portal
  • {{x}}
    CEMS QR check-in
  • {{x}}
    Any alumnus-facing app

Our job is the plumbing between systems you already run.

How it works

Source of truth stays in AMS.

A thin integration layer updates the alumni record and attaches event and form activity to it. No second alumni database grows beside AMS.

SourcesCEMS · art-mate · PFS · LinkedIn
→
Integration layermatch · consent · write-back
→
Alumni recordAMS, untouched
Live demo

Parking: 10 fields down to 3.

Today's parking form asks for 10 fields. With one record behind it, 7 are already known and the alumnus fills in 3.

10
→
3
70% fewer fields

Microsoft Forms stays where it is. Nothing gets rebuilt or moved.

See it live {{ext}}
Profile stream

Hard limits come with LinkedIn.

  • {{dot}}
    Most LinkedIn data products cannot update individual alumni records. We will show that limit up front, not hand-wave past it.
  • {{check}}
    Alumni confirmation is the reliable path: a pre-filled update approved by the alumnus, then written back to AMS.
  • {{check}}
    Verified on LinkedIn is the legitimate API route. We test it during discovery before promising anything.
Registration stream

Event data should reach AMS.

  • {{check}}
    Keep CEMS as the event system.
  • {{check}}
    Each event source should answer two questions: who registered and who attended.
  • {{check}}
    Attendance reaches the alumni record in under 24 hours. No one retypes sign-in sheets.
Where it runs

Runs on your premises.

  • {{check-w}}
    Installed in the AAO office, so alumni data stays on campus.
  • {{check-w}}
    Cloudflare sits in front with no open inbound ports. Admin access goes through Tailscale only.
  • {{check-w}}
    Local models run the AI assistant, so no PII goes out to a cloud API.

Hosting matches your request and keeps the PDPO answer short.

Less work by hand

Machine suggestions, human sign-off.

  • {{dot}}
    Reconciliation and data entry are mostly manual today.
  • {{check}}
    Staff see proposed matches and clean-ups, then approve each change.
  • {{check}}
    Nothing writes to the record without staff approval.
Scorekeeping

Hold us to the numbers.

Parking fields typed10→3  (−70%)
Attendance to the recordnever / manual→< 24 h · ≥90%
Manual matching & entrybaseline wk 1→−50 to −70%
Records confirmed currentbaseline wk 1→+30 to +50%

Week one sets the baselines. After that, a live dashboard tracks every target.

Why EventBinder

Built by a PolyU alumnus who
has shipped here before.

  • {{check}}
    Founder Kenta Ng (PolyU DS ’19) led the 9-person team that built PolyU’s exam system and pushed 6,000+ papers through it in 50 days. He also delivered a biomedical engineering system and campus Wi-Fi.
  • {{check}}
    13 years of production systems: enterprise networking at HK Airport and HKEX, plus edge-AI safety video that cut speeding at an industrial site by 11.6%.
  • {{check}}
    Docker/Cloudflare/Tailscale already run in our production stack, alongside self-hosted AI, so keeping data on-site is routine for us.
Ask

Six-week paid discovery.

We map the real systems and prove one LinkedIn path and one event path. You keep the blueprint, even if someone else builds from it.

  • {{check-w}}
    Working proofs plus a costed plan you own outright.
  • {{check-w}}
    The first proof already exists: the parking demo, built at near-zero cost.

Fixed fee, scoped after this meeting.

Next step

90 minutes with the system owners.

Bring the privacy lead and whoever owns AMS and CEMS. We trace one event and one alumnus record from sign-up to AMS, then you try the parking demo.

Open the prototype {{ext}}

Kenta Ng, EventBinder. One alumnus, one record.

PolyU Alumni+
All materials
1 / 14