Coeli by Coeli Enterprise – Profile
Note
This profile was completed by the software vendor at CHIN's request and does not reflect the views or opinions of CHIN. It is presented for information only and does not indicate approval or accreditation by CHIN. Inclusion of specific products does not mean that CHIN recommends the software, but that members of the community expressed interest in learning about these products.
This information was accurate as of March 2026. For more information or to request updated information, please contact the vendor directly.
Product name
Coeli Enterprise
Vendor name
Coeli Platform SL
Vendor overview
Website URL
Head office
Casanova 27, Penthouse 2a
08011 Barcelona
SPAIN
Year founded: 2017
Telephone number: +34 931 006 233
Email: info@coeli.cat
Contact person: Francesca Barcellona
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Product overview
Product description
Coeli Enterprise is a cloud-native, Spectrum-compliant platform that unifies all core collection management workflows (cataloguing, comprehensive management and online publishing) into a single web-based system. Its customizable, form-driven interface supports controlled vocabularies, multilingual fields and discipline-specific schemas for all types of collections in your institution (museum, archive, library, gallery, foundation, university, etc.): https://www.coeli.cat/en/solutions/collection-management-system/
Disciplines supported
We provide our collection management system to museums, art galleries, archives, universities, special libraries, foundations, heritage sites, corporations, public institutions, and many others.
Coeli adapts to the descriptive needs of all collection types thanks to its unmatched metadata flexibility, covering all heritage typologies: archaeology, botany, arts, documents, science, ethnology, zoology, graphics, mineralogy, intangible heritage, and more.
Product launch date
2017 to present. Coeli is a Software as a Service (SaaS) that is continuously evolving with free updates for our clients.
Product history
Coeli was born out of a group of experts in information management that recognized the need for a technological tool tailored to cultural institutions and capable of evolving continuously with the gallery, library archive and museum (GLAM) sector. Since its launch, the web-based platform has grown by adopting international standards (Spectrum, CIDOC-CRM, SKOS, Dublin Core) and offers an agile, intuitive SaaS environment that not only manages collections, but also evolves in step with your projects.
Future development
Our research and development department is dedicated to continuous innovation, exploring new technologies to enhance Coeli’s capabilities. We are actively researching and developing artificial intelligence-driven solutions to improve efficiency, automation, analytics-based dashboards and user experience in collection management.
Demo version
Yes, contact us at info@coeli.cat or book a demo.
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Support
Support methods
You can reach our support team by email or telephone, or through the support website or the app’s built-in support request form “How can we help you?”. There are designated advisors on Coeli’s team for each project, ensuring clear and high-quality communication with you.
Support language(s)
English, French, Italian, Spanish, German, Catalan and Czech
Support availability and hours
Support is available from Monday to Friday, from 9 AM to 5 PM (CET). Please note that we adapt to each client’s time zone, ensuring accessibility during local business hours, thanks to our support network, which includes partners in Canada, Spain, the Czech Republic and Romania.
Support fees
Standard support is included for free with our subscription, offering training, issue resolution and assistance with system-related questions throughout the service period.
Premium support is available in hourly packages, allowing users to request additional training or system configuration changes, or delegate tasks. Users receive regular reports detailing their used hours.
Client support network
Yes, we provide a support website featuring step-by-step guides, videos, etc. It is available in English, Spanish and Catalan.
Training
We offer online training sessions and on-site training upon request. Our training plans are designed to suit different user roles: basic, advanced and administrator.
System updates and maintenance
Yes, our system updates and maintenance are included in the subscription.
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Cost
Pricing
The price is determined by several factors, including the institution’s size, the number of objects in the collection, storage needs and complementary modules. Note that we do not charge per user: users are free and unlimited, ensuring flexible access for your team.
Complete this form to receive a personalized pricing estimate.
Maintenance costs
None. As a SaaS solution, all maintenance is included in the subscription.
Additional fees
Only for Premium support
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System specifications
Operating systems supported
Users access Coeli through any modern browser on Windows, macOS or Linux; no client-side installation is required.
Underlying database
All transactional data resides in PostgreSQL (v13+), which is managed and backed up automatically by our cloud provider.
Platform(s)
The platform is delivered exclusively as SaaS.
Hardware requirements
No on-premises hardware is needed.
Staff requirements
Because Coeli is delivered as a fully managed SaaS platform, you do not need a dedicated IT specialist on site. Once trained, your existing collections and registrar staff can configure workflows, manage data and run reports without deep technical expertise.
Plug-ins and/or modules available
Our optional add-ons (listed at https://www.coeli.cat/en/solutions/add-ons/) include the WordPress plugin, the DAM+ module, the Translations module, the Exhibitions+ module, the Library+ module and the Restoration+ module. All are developed in-house and licensed on an annual subscription basis; you only pay for the modules you need.
Third-party requirements
No third-party products are required. Optional integrations include IAM/SSO systems (SAML 2.0, OAuth2), external business intelligence tools via API and third-party scanning apps via our open interfaces.
Interoperability
Coeli offers REST/JSON APIs for full create-read-update-delete (CRUD), OAI-PMH for harvesters, CoeliSync for ETL, and supports linked open data models (RDF/SKOS) for maximum data exchange.
Accessibility
User-friendly
Customization
Yes, day-to-day form and field tweaks are entirely under your control. Most customizations can be done in-app without vendor intervention (design the layout of data-entry forms, reorder tabs, set required/optional status, etc.) but for deeper changes, such as new modules or bespoke integrations, you can enlist our support team.
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Web integration capabilities
Cloud functionality
Yes
Browsers supported
All
Web-based access for data entry
Access for data entry is fully web-based. Your team will simply log in via a modern browser through any device (desktop, laptop, tablet, mobile, etc.).
Web publishing platform
Collections can be published through our WordPress plugin or via custom API integrations, delivering live updates to public sites automatically.
Linked open data functionality
Yes
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User groups and security
User profiles
Each individual user has a secure profile with their own login credentials and role-based permissions. The system allows unlimited concurrent logins, and multiple people can work in Coeli at the same time—even on the same object record. Changes are tracked via audit logs and version histories to prevent data conflicts.
User groups
Coeli offers full role-based access control, so you can define permissions at both the group and individual user level. Administrators come with a built-in “admin” role that has unrestricted access and can create, edit or delete any data. You may then create as many additional roles as you need (curators, cataloguers, researchers, etc.) and grant each one module-, record- or field-level rights.
Visitor profiles
You can easily create a read-only role or group for public or casual users.
Installations
As a purely web-based SaaS solution, Coeli requires no local software installation: access is via any modern browser. There is no limit on how many workstations or devices can connect simultaneously, as long as users have valid credentials.
Audit trails and/or edit history
Every create, update or delete action is logged with timestamp, user ID and pre/post values. Logs are immutable and exportable for compliance audits.
Offline access
Offline mode is not supported.
Privacy features
Privacy features comply with the General Data Protection Regulation, ISO 27001.
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Data migration and stability
Import formats
Supported imports include CSV (tab-delimited), JSON, XML (MARC21, LIDO, EDM) and direct SQL extracts for full interoperability.
Export formats
Data exports are available as Excel, Word, CSV, JSON, XML and OAI-PMH feeds in Dublin Core or EDM/RDF, with customizable templates and background processing.
Backups
Yes
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Standards and schemas
Metadata schemas
Our workflows follow Spectrum 5.0 for museum cataloguing rules, ensuring mandatory fields and controlled vocabularies are enforced.
Data content standards (cataloguing rules)
SKOS-based vocabularies, Getty AAT, VIAF, Geonames and custom authority lists are all supported for precision and consistency.
Vocabulary standards
Institutions can upload and manage their own thesauri or classification schemes, which can be integrated natively into the metadata entry forms.
Local terminology lists
Yes, clients can upload and manage as many local terminology lists and thesauri as they need. You can add multilingual labels so you can maintain bilingual or multilingual term sets.
Accreditation
Coeli is Spectrum Compliant and holds the following certifications: ISO 27001 for information security, ISO 9001 for quality management and ISO 30301 for records management, ISO 14001 for sustainability. Regular audits maintain compliance.
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Data entry and content
Media upload/linking
Users drag-and-drop or batch-upload images, audio, video and documents directly in the browser. Assets link to any number of collection records.
Media formats supported
Images (TIFF, JPEG, PNG), video (H.264, HEVC, MPEG-2), audio (AAC, PCM, WMA) and documents (PDF) are all handled with web-optimized derivatives.
Data entry features
Custom forms with required fields, pick-lists, date pickers and validation rules prevent incomplete entries and maintain data integrity.
Spreadsheet editing view
Yes
Geographic mapping
The user can enter latitude and longitude as metadata fields for each object or event, and an embedded map could display its position in your public website using our API or WordPress plugin.
Multilingual fields
All text fields support multiple languages.
Barcoding
On our roadmap
Labelling
Coeli can generate printable labels directly from your database via the Word-export feature. You select the object records you need, choose a predefined template (including your selected fields and images) and export to Word or PDF.
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Search and reporting
Types of search supported
Coeli leverages Elasticsearch for full-text, faceted, fuzzy and Boolean searches.
Multilingual searching
Yes. Search indexes and filters work across all languages, allowing users to find records regardless of where users are located.
Report styles included
Yes
Report customization
Yes
Report program
Users can edit report templates in Word or Excel, define column orders and save custom exports for recurring use.
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Museum functions
Collection management function overview
Coeli Enterprise covers all Spectrum procedures, ranging from acquisition, accessioning, cataloguing, loans, exhibitions, conservation, risk valuation, to deaccessioning and public dissemination.
Registration
Coeli’s registration module allows you to assign unique accession numbers, record donor or acquisition details and capture core descriptive metadata for each object. You can define required fields, enforce data validation and link records to multimedia assets.
Acquisitions
The platform provides a straightforward acquisitions workflow where purchase requests, offers and approval statuses can be logged against each incoming item. It captures vendor and cost information and ties acquisitions directly to catalogue records.
Inventory management
Coeli supports inventory processes via spreadsheet imports or manual entry, letting you record current locations, counts and condition notes. You can generate inventory reports easily.
Internal tracking
Every movement within your institution (whether between storage rooms, conservation labs or exhibition spaces) is logged with “current location” fields and time-stamped hand-offs. Users can review movement histories for audit purposes.
External shipments
Loans, deaccessions and new acquisitions leaving the building are managed through a single “Tasks” module. It supports packing lists, condition report uploads, insurance details and customs documentation.
Cataloguing
Coeli offers highly customizable entry forms that support multidisciplinary cataloguing: objects, archives, specimens and digital materials can each have their own schemas. Controlled vocabularies, multilingual fields and bulk import templates ease large-scale data entry.
Conservation
You can record condition assessments, treatment plans and photographic before-and-after treatment documentation directly on object records.
Curatorial research
Coeli lets curators attach free-text research notes, links to bibliography records and scanned archival documents to object files. This creates a single dossier per item.
Publications and printed material
The platform’s export capabilities produce formatted catalogues, labels and reports, which include bibliography tracking and lists of related archival materials. Templates are fully customizable.
Rights management and reproduction
You can store detailed rights metadata (copyright status, usage terms, reproduction permissions, embargo dates, etc.) on each object or asset. These fields govern download and publication controls.
Exhibitions
A built-in exhibitions module covers planning through deinstallation. You can assign tasks, schedule installation dates, track object rotations and attach exhibition-specific condition reports.
Risk management and valuation
Insurance valuations, appraisals and risk assessments are held in dedicated fields on object records. You can log value histories and policy details.
Loan management
Incoming and outgoing loans follow the same tasks module, with returns tracking, condition comparisons and insurance logging.
Deaccessions
Deaccession workflows capture approval steps, disposal methods and audit notes, ensuring regulatory compliance.
Digital asset management
The optional DAM module supplies a hosted media repository with extensive metadata fields, auto-generated web-ready derivatives and version control. You can link unlimited files to each record and preview them in-app.
Additional features and functions
For public dissemination, our out-of-the-box WordPress plugin seamlessly embeds live collection views, galleries and search widgets into your existing website (no developer required), while a lightweight media-downloader app handles bulk digital asset exports.
Beyond core collection management workflows, Coeli offers a comprehensive REST/JSON API for full CRUD operations, an OAI-PMH endpoint for metadata harvesting, and the desktop CoeliSync tool for extract, transform, load (ETL) and bulk migrations.