Celoxis Project Management Software Review

Celoxis
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Pros

  • Great flexibility
  • Impressive set of features
  • Integrated time and expense tracking
  • Schedule and budget prediction features
  • Reasonably priced

Cons

  • No free version
  • No mobile app (only mobile-friendly website)

ABOUT

The late 90s and early 2000s saw a seismic shift brought along by the dot-com revolution. Before that, project management was a cumbersome affair that did not play well with the existing technology. Today, we have a plethora of options to choose from, ranging from cloud-based to on-premise solutions.

Enter Celoxis, India’s first SaaS company, which finds its roots back in 2001. The founders, Nikhil and Ravindra, saw an evident lack of scalable and flexible solutions. They set out to fix the issue and brought this product into the market. With over 2000 customers from across the world, this software is a first of its kind in many aspects. Its position as first movers across multiple segments is a testament to the quality of service.

In this article, I take a look at the software, it’s pricing, and its various features. I also give a list of pros and cons and conclude the review with my remarks on this software. If you are looking to upgrade your project management department, this is a must-read!

PRICING

Celoxis prides itself on giving everyone the full experience. They do not have a tiered pricing strategy. Instead, they offer two products that cater to two different scales of operations. Their cloud service caters to SMEs with limited infrastructure, and its on-premise software caters to enterprises. The on-premise version lets you host their services on your servers, thus keeping you in control. Small and medium-sized businesses, on the other hand, can leverage the power of the cloud while keeping their costs low.

Cloud

The cloud version is priced at $25/user/mo for a monthly billing cycle. Down the line, you can switch to an annual or biennial payment cycle to get a lower per-user price. This version comes with the following features:

  • A minimum of 5 users
  • Impeccable track record of 99.99% up-time
  • Free client and virtual user accounts
  • Storage space of 2GB per user

On-Premise

This version lets you install their software on your servers for use in your office. It comes with a one-time payment of $450/user. This version comes with the following features:

  • A minimum of 5 users
  • The option to avail free support for one year (Maintenance contract will be priced at 33% after the first year)
  • Free clients and virtual user accounts
  • All upgrades are included if you purchase the maintenance contract

FEATURES​

The software comes loaded with a host of project management features. They work in tandem to ensure a smooth and feature-rich experience. In this section, I deep-dive into the following features:

  • Dashboard
  • Project Request Tracking
  • Project Planning
  • Resource Management
  • Project Tracking
  • Project Accounting
  • Portfolio Management
  • Team and Client Collaboration
  • Time and Expense
  • Custom Workflow Apps

Dashboard

As the name suggests, this is where you’ll get all your data at a glance. The software gives you insightful charts and graphs to provide you with essential information. You can extensively customize to make your dashboard suit your needs.

Celoxis offers best-in-class flexibility. You have the option to add/remove various widgets as you see fit. You can then position and resize them to put together your dashboard. There are many templates to choose from, or you can even set up one from scratch. This level of flexibility allows you to view data the way you want.

Looking good is just one half of the tale; a dashboard also needs to be functional. This software lets you drill down on any particular chart and get more options. Furthermore, you can also perform actions right from the dashboard itself, enabling you to make strategic decisions backed by the power of data.

Lastly, the software lets you have multiple dashboards per user and also create role-specific dashboards. This neat feature gives you the ability to organize data differently on each dashboard, based on the work at hand. Additionally, the inclusion of role-specific dashboards helps filter data according to what each person in your team might need.

Project Request Tracking

As an organization, you can receive project requests from multiple channels. You need to collate the requests to be able to take on the ones that maximize business value.

First and foremost, you can collate the requests from multiple channels, including emails, forms, or even spreadsheets. Subsequently, you can sort them based on KPIs relevant to your business, which helps you rank the requests in a configurable manner and lets you prioritize the tasks at hand. Further, you also can dictate custom workflows and KPIs, which allows the software to cater to your specific needs.

Project Planning

It is common knowledge that a project consists of many moving parts that must all work in sync, which is especially important to keep in line with the timeline set by your organization. Using Celoxis, you can significantly simplify your project planning process.

The software understands that there is nothing static in the corporate world. Hence, the schedules you make dynamically adjust to real-world scenarios. The scheduling process itself can be automated, which takes into account inter-project dependencies and workload constraints before assigning the start and end dates automatically. Lastly, you can also assign multiple resources to each task under a particular project.

Resource Management

Having sight of the resources at hand is pivotal to successful management. To run at peak efficiency, you must maximize your resources while not biting off more than you can chew. For these reasons, it helps to have resource management tools built into your project management platform.

Using Celoxis, you can efficiently allocate resources based on demand and availability. You can keep track of holidays, vacation, and off-time on a per-location basis. There is also an option to track multiple shifts within the software. As a result, you have an overview of the workload for each employee.

Project Tracking

Staying on top of the projects’ schedule is paramount for an organization. Having them in a condensed form in one place goes a long way in streamlining the management process.

Celoxis makes it easy to address potential problems by giving you an overview of the tasks at hand. You can break down projects into tasks and milestones for easier administration. RAG (Red Amber Green) health indicators give a visual representation of how your tasks are doing. Once a project reaches the “execution” stage, the software automatically calculates the RAG indicators. The addition of email alerts is a cherry on top of an already fantastic set of tracking features.

Project Accounting

All this management is a moot point without financial gains. You need to be able to track the financial numbers on a per-project basis to have an idea of how your firm is doing. Here is where Celoxis comes in, with its project accounting tools.

The software lets you gain visibility on project receivables, expenditure, etc., on a real-time basis. You can monitor these metrics across projects and project portfolios. Further, you can track your profits and profit margins, which lets you forecast your revenue and make strategic business decisions. Finally, the ability to add custom financial KPIs lets you customize the data based on what is relevant to you.

Team And Client Collaboration

As a project manager, collaborating with your team(s) is essential. Another neat feature that has been baked into this software is the ability to collaborate with your clients. This feature lets you tailor your product as per their requirements, save time, and create an impression while you’re at it.

Celoxis lets you create custom client portals where they can partake in the decision-making process. From here, they can download the latest version of files and engage in online discussions. They will also be fed with a steady stream of activities under the project, which keeps them in the loop and, thus, improves your relationship with them.

Time and Expense

The software has an integrated time-sheets and expense module, which lets you track time, costs, and billing across all your projects. It also comes with task timers built-in and automatic reminder emails. Together, they allow you to keep track of time and expenses without relying on other software.

Custom Workflow Apps

Celoxis understands that most companies use a spreadsheet-cum-email approach for their project management needs. This software lets you replace that cumbersome process with something a lot more intuitive. You can use their custom workflow apps to dictate how you want work to flow, all within the same software.

They provide out-of-the-box solutions like Issue, Risk, Bug, Change Request, etc. which are open to further customization. You can also create apps from scratch and make it do what you want, which allows for easy automation with custom fields, routing rules, and a very competent reporting engine.

INTEGRATIONS

Integration with other apps is a key feature for any SaaS solution. It helps diversify the things you can do with the software. From keeping track of your marketing campaigns to accessing your G-Suite, this software lets you do it all. Here are a few of the supported integration types:

  • Cloud storage
  • Secure logins
  • Email clients
  • Calendar apps
  • Migration from other project management apps like Microsoft Projects
  • Google apps
  • CRM tools
  • Accounting tools
  • Other business apps
  • Celoxis API for further integration

The icing on the proverbial cake is the Zapier integration, which dramatically expands the functionality of Celoxis. You can connect multiple ‘Zaps’ and add to the roster of amazing features this software already has. As you can see, the integration options are pretty impressive with this software, and you can use it as a near all-in-one solution.

More About Celoxis Project Management Software

The setup process for Celoxis is pretty straightforward. You are greeted with a customizable dashboard that contains all the essential information. But first, you need to get your team onboard and then add one or more projects. From there on out, it is just a matter of constantly checking and adding stuff to your dashboard as required. The software also lets you choose your preferred scheduling method. You can opt to do everything manually, or have the start and end times be determined automatically through a combination of information.

The user interface is pretty clean, but it is not minimal in any way. It is easy for first-time users to get overwhelmed by the sheer amount of features that have to be navigated. I would say that the ease of use can be a little better. Nonetheless, there is an extensive tutorial on their website to help you along the way.

Device Compatibility

Desktop Browser App

Android App

iOS App

Windows Phone App

Apple Watch App

X

X

X

X

Celoxis is a web-based software with no dedicated app for mobile platforms. However, their website scales pretty well on mobile platforms, which allows them to be used seamlessly on mobile devices too. While I would have liked to see the inclusion of a dedicated app, the mobile interface is pretty slick, and essential functions are not lost.

Customer Support

The software offers multiple avenues from where you can avail support. Their website has an extensive knowledge base of product documentation where you can find anything you need. Right from getting started to the most nuanced issues, Celoxis’ support is there to help. You can avail 24×5 support from their proficient support team. They have set in place one of the best support engineers and an exhaustive Q&A section to help you out. Lastly, they also help you get your team onboard the platform by offering self-learning and web-based training conducted by project management experts.

Online Security

Celoxis uses Amazon Web Services (AWS) as its server hosts. As you might well know, AWS is the world’s leading cloud solutions provider with over a million customers worldwide. Hence, you can rest easy knowing that your data is super safe in the AWS data centers. Both physical and network security measures ensure complete protection. The physical access to the data centers is restricted to only authorized personnel. Celoxis uses 2048-bit industrial-grade SSL certification along with the latest deployment of TLS protocol. In short, your data is safe in storage and during transit, with ample recovery options in case of any mishaps.

PROS AND CONS

PROS

  • Great flexibility
  • Impressive set of features
  • Integrated time and expense tracking
  • Schedule and budget prediction features
  • Reasonably priced

CONS

  • No free version
  • No mobile app (only mobile-friendly website)

CONCLUSION

Celoxis is a pioneer in providing SaaS solutions, and their experience shows. They set out to fill a void in the business applications’ space and check most of the boxes that one might need in a project management tool.

The extensive list of features offers control over projects and tasks. Furthermore, the dashboards offer unparalleled flexibility while remaining intuitive and insightful. The inclusion of custom workflow apps and ample integration options go a long way in making this a near all-in-one solution.

However, the software is far from perfect. The pricing strategies can be a little steep for SMEs and businesses with a limited budget. Also, the interface can be a bit overwhelming for first-time users. Also, I would have liked to see dedicated Android and iOS apps for mobile users. The browser interface can also be a little unappealing at times.

To sum up, this software is a strong contender if you’re looking for a cloud-based project management solution. Undoubtedly, it does take some time to get used to the interface, but once you are past the slightly steep learning curve, it is an amazing experience. Get your feet wet with the 30-day free trial before making a long-term commitment to the software. Ultimately, the choice boils down to what your organization needs and how tight your purse strings are.

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