Coeli by Coeli Enterprise – Profile

Product name

Coeli Enterprise

Vendor name

Coeli Platform SL

Vendor overview

Website URL

https://www.coeli.cat/en/

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

• 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.

• 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.

• 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

• 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.

• 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

• 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.

• 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

• 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.

• 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.

• 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.

• 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.