Celcat

Celcat AI

Celcat AI is an AI-native, policy-driven timetabling platform built on a graph database. It supports complex academic planning through real-time insight, scenario modelling, and assistive AI agents. Designed for change, it enables institutions to adapt quickly while keeping humans firmly in control.

Features

• AI-native platform designed for modern, high-change institutions
• Built from the ground up, not a traditional timetabling system
• Graph-based data model representing relationships between institutional entities
• Policy-driven rules replacing hard-coded timetabling constraints
• Assistive AI agents recommend and explain changes without automatic overrides
• Real-time modelling with safe what-if scenario planning
• Continuous clash detection and optimisation across rooms, staff, students
• Automated application of approved changes to reduce manual effort
• Integrated booking, timetabling, analytics, and workflow management
• Modern architecture informed by extensive higher education sector experience

Benefits

• Assess the impact of changes before committing updates
• Reduce manual rework through automated, approved timetable changes
• Safely model multiple timetable scenarios using live data
• Resolve clashes proactively with explainable recommendations
• Balance student and staff allocations without manual recalculation
• Manage bookings, approvals, and notifications in one place
• Access personalised timetables and workflows across devices
• Collaborate across departments using shared, real-time visibility
• Monitor data quality and workload continuously
• Respond to operational issues faster than manual processes

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at neil.jordan@celcat.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

810409941032255

Contact

Neil Jordan
+44 (0)24 7646 9930
neil.jordan@celcat.com

About your service

• Service categories:

  Applications

  Production and operations

  Service industry and public sector operations

  • Education
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: No
• System requirements: None

User support

• Email or online ticketing support: Yes
• Support response times: Yes. Support is provided via email and an online ticketing system. The help desk operates Monday to Friday during normal business hours. Response times depend on issue severity. Urgent issues receive an initial response within one hour, High severity within two hours, Medium within one working day, and Low within three working days.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: EN 301 549
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: We provide a single standard support level included in the service. Support is delivered by a dedicated customer support team using a ticketed support system, with issues prioritised by severity (Urgent, High, Medium, Low) and associated response and target resolution times. There are no additional costs for different support tiers under the standard licence. A dedicated technical account manager or cloud support engineer is not provided as standard; however, consultancy or training services can be purchased separately by agreement.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Celcat supports users in starting to use the service through a structured onboarding and implementation process delivered by our Professional Services team. Initial configuration, data setup, and validation are provided as part of implementation services to ensure the service is correctly deployed. Training is delivered both onsite and remotely, depending on customer requirements, and is supported by user documentation to enable ongoing effective use of the service.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: At the end of the contract, customers can extract their data in a standard, structured format via available export mechanisms, including API-based access. Celcat will support data extraction as part of the off-boarding process, and professional services can be provided to assist with planning, validation, or complex data exports where required. Customer data can also be securely deleted following extraction, in line with contractual requirements.
• End-of-contract process: At the end of the contract term, access to the service ends unless the contract is renewed. Customers are able to extract their data using standard export mechanisms prior to service termination. Support for contract closure and data extraction is included at a basic level within the subscription. Where customers require additional assistance, such as structured off-boarding, data validation, or complex exports, these services can be provided by Celcat’s Professional Services team at an additional cost. Following contract end, customer data is securely deleted in line with contractual requirements.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The full suite is designed for desktops. There is a separate but included mobile application for students and staff to carry out certain tasks.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: Yes — the application exposes a RESTful service interface secured with IAM
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: We have carried out interface testing using assistive technologies including screen readers (NVDA and VoiceOver) and keyboard-only navigation. Testing focused on task completion, form interaction, error messaging, and navigation flow. Feedback was used to improve ARIA labels, focus order, and contrast.
• API: Yes
• What users can and can't do using the API: It is a REST API which gives access to records (CRUD). It must be configured by an administrator who determine who has access. Rights are determined by RBAC
• API documentation: Yes
• API documentation formats:
  • HTML
  • PDF
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: The service supports a range of configuration and customisation options. Customers can customise branding within the application and configure service policies to tailor behaviour to their organisational requirements. Dashboard views can also be customised to meet customer-specific needs, typically delivered as part of professional services engagement. Standard configuration is managed through the application by authorised customer administrators, while more advanced or bespoke customisation is implemented by Celcat in collaboration with the customer.

Scaling

• Independence of resources: The service is hosted on Microsoft Azure, which provides managed, scalable cloud infrastructure designed to support multiple customers securely and reliably. Azure manages resource isolation and capacity to prevent individual workloads from impacting others, while service capacity and usage are monitored to ensure consistent performance across customers. This approach reduces the risk of demand from one user affecting the service experienced by others.

Analytics

• Service usage metrics: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Other security clearance
• Government security clearance: Baseline Personnel Security Standard (BPSS)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Managed by a third party
• Penetration testing frequency: At least once a year
• Penetration testing approach: ‘IT Health Check’ performed by a CREST-approved service provider
• Protecting data at rest: Physical access control, complying with CSA CCM v4.0
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Deleted data can’t be directly accessed / Cryptographic Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase

Data importing and exporting

• Data export approach: Using CSV exports and API
• Data export formats:
  • CSV
  • Other
• Other data export formats: API - JSON
• Data import formats:
  • CSV
  • Other
• Other data import formats: API - JSON

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: Our service shall be available for at least 99.9% of the time
• Approach to resilience: The service is designed for resilience and is hosted on Microsoft Azure, using managed platform services that provide built-in high availability and fault tolerance. Azure data centres are designed with redundancy across power, networking, and infrastructure, reducing the risk of single points of failure. The service uses managed Azure database services and scalable application components to support continued operation during infrastructure failures. Additional architectural details are available on request.
• Outage reporting: Service outages are communicated to customers via email notifications issued through the support desk. Service status information is available to customers through a private support channel rather than a public dashboard or API. Where appropriate, updates are provided during incidents and following resolution.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Other user authentication: Keycloak is used as an identity broker. Each tenant is able to configure authentication to their needs.
• Access restrictions in management interfaces and support channels: Access to management interfaces, including the Azure Portal and CI/CD tooling, is restricted using role-based access control and the principle of least privilege. Multi-factor authentication is enforced for privileged access, and administrative permissions are limited to the cloud-operations team. Access rights are granted based on role and reviewed as required. Support requests are received via email, with support staff operating with limited access and escalating issues to authorised personnel when elevated access is necessary.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
• Description of management access authentication: Keycloak is used as an identity broker. Each tenant is able to configure authentication to their needs.

Audit information for users

• Access to user activity audit information: Users contact the support team to get audit information
• How long user audit data is stored for: At least 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: At least 12 months
• How long system logs are stored for: At least 12 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Celcat follows documented information security policies and processes aligned with UK GDPR and the Data Protection Act 2018 to protect the confidentiality, integrity and availability of information across its services, including Celcat AI.; ; Security policies cover access control, data protection, secure development, incident management, business continuity and supplier risk management. These policies are reviewed periodically and updated to reflect changes in risk and regulatory requirements.; ; Overall accountability for information security sits with senior management. Day-to-day responsibility for implementation is assigned to technical and operational leads who manage infrastructure, application security, access controls, monitoring and patching. Security risks and incidents are escalated through management as required.; ; Technical controls include AES-256 encryption at rest, TLS 1.2+ encryption in transit, and multi-factor authentication for administrative access. Services are hosted in Microsoft Azure UK South, using geo-redundant storage, automated failover and documented disaster recovery plans.; ; Processes are in place to support data subject rights, maintain records of processing activities, manage international transfers using UK-approved safeguards, and respond to security incidents. Assurance is supported through regular testing, ISO 27001:2022 certification and Cyber Essentials accreditation.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Configuration and change management approach: Configuration and changes are managed through a controlled CI/CD pipeline with all service components version-controlled in source repositories. Changes are tracked through development, testing, and deployment using commit history and automated pipelines, providing full traceability across the service lifecycle. Proposed changes are reviewed prior to deployment, with security impact assessed through peer review, automated checks, and dependency scanning where applicable. Deployments are automated and repeatable, with rollback mechanisms in place to reduce risk and ensure service integrity.
• Vulnerability management type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Vulnerability management approach: Vulnerabilities are identified through a combination of Azure security advisories and notifications, dependency scanning, and findings from external penetration testing. Potential threats are assessed based on severity and exposure, with priority given to issues affecting internet-facing components or sensitive data. Critical security patches are deployed within 24–48 hours, while lower-risk updates are addressed through the normal release cycle. All remediation activities are delivered through controlled CI/CD pipelines to ensure traceability, consistency, and safe rollback.
• Protective monitoring type: Complies with a recognised standard, for example CSA CCM v4.0 or SSAE-18 / ISAE 3402
• Protective monitoring approach: Protective monitoring is implemented through Azure logging and alerting, application-level logs, and security notifications from third-party platform providers. Potential compromises are identified through review of alerts and anomalous activity within these logs. Alerts are assessed by the cloud operations team and investigated using available logging and monitoring data, with issues escalated to a formal incident where required. Initial triage is performed within 4 hours, and confirmed incidents are managed and resolved within 24 hours in line with defined incident management procedures.
• Incident management type: Complies with a recognised standard, for example, CSA CCM v4.0 or ISO/IEC 27035:2011 or SSAE-18 / ISAE 3402
• Incident management approach: Incident management follows defined internal procedures aligned with operational security best practice. Common security and service events have pre-defined response processes, including investigation, containment, remediation, and review. Incidents may be identified through monitoring alerts or reported by users via established support channels. Reported issues are triaged and escalated as required. Incident updates and post-incident reports are provided to affected users where appropriate, including details of impact, resolution, and any follow-up actions taken.
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 0%
• Between £1,000,001 and £2,500,000: 0%
• Between £2,500,001 and £5,000,000: 0%
• Over £5,000,001: 0%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Monday 17 June 2024
• What the ISO/IEC 27001 doesn’t cover: ISO/IEC 27001 certification applies to the information security management system supporting the development, sales and support of our software solutions, as defined in the Statement of Applicability.; ; The certification does not extend to customer-managed environments, end-user devices, or infrastructure that is not owned, operated or controlled by the organisation. It also does not cover third-party systems or services outside our contractual control, except where managed through supplier and risk management processes within the ISMS.; ; Physical security controls at customer premises and customer internal processes are outside the scope of certification.; ; All information security risks outside the certified scope are managed through contractual arrangements, documented policies, supplier assurance, and risk assessment processes aligned with ISO/IEC 27001.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): Yes
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: Bc90e14f-732a-4871-9237-68e8c00a341c
• Cyber essentials plus: No
• Cyber Essentials Alternative: You do not have a current and valid Cyber Essentials Plus certificate, or will not have in place within 12 months of the date of award but have an IASME certified equivalent.
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • New or retained jobs on the contract workforce in the relevant area that meet the criteria set out in MAC 1b, 1c and 1d
    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Plans for an appropriate income replacement policy for staff who are required to spend time away from work to care for a sick dependent or close relative
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Measures to support in-work progression to help people in the contract workforce, to move into higher paid work by developing new skills relevant to the contract
    • Support for the contract workforce by providing career advice, and providing opportunities for staff working on the contract with in-work progression career development into known skills shortages or high growth areas
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Support for educational attainment relevant to the contract, including training schemes that address skills gaps and result in recognised qualifications

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of employment and skills issues, and of the skills and employment shortages of high growth sectors relating to the contract
    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of issues relating to entering the contract workforce

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at neil.jordan@celcat.com. Tell them what format you need. It will help if you say what assistive technology you use.