To access Microsoft Remote Desktop Services (RDS), organizations must choose between two types of Client Access Licenses (CALs): RDS User CALs and RDS Device CALs. The difference lies in whether access is assigned per user or per device. Understanding this distinction is crucial for optimizing cost, compliance, and flexibility in your RDS environment.
What Are RDS User CALs?
RDS User CALs (Client Access Licenses) grant access based on individual users. A single User CAL allows a user to connect to RDS from multiple devices (e.g., desktop, laptop, mobile).
Key Features of User CALs:
- User-Based Licensing: Assigned to one user, regardless of how many devices they use.
- Flexibility & Mobility: Ideal for remote work, hot-desking, or BYOD environments.
- Cost-Effective for Mobile or Remote Teams: Especially suitable when users need access from multiple locations or devices.
Ideal Use Case:
- Organizations with employees working remotely or on multiple devices.
- Environments where user count is lower than the total number of devices.
What Are RDS Device CALs?
RDS Device CALs are tied to a specific device. Any number of users can access the RDS environment from that device without needing individual CALs.
Key Features of Device CALs:
- Device-Based Licensing: One CAL per device, regardless of the number of users.
- Simplified Management: Ideal for environments with shared devices, such as call centers or manufacturing floors.
- Cost-Effective for Static Workstations: Best when multiple users share a few fixed devices.
Ideal Use Case:
- Organizations with shared workstations or shift-based roles.
- Environments with more users than devices.
How to Choose Between RDS User and Device CALs
When deciding between User CALs and Device CALs, evaluate the following:
1. Workforce Mobility
- Frequent device switching or remote work? → User CALs
- Fixed workstations or shift-based users? → Device CALs
2. Device-to-User Ratio
- More users than devices? → Device CALs
- More devices per user? → User CALs
3. Licensing Cost Optimization
- Compare total costs based on your access patterns.
- Choose the model that minimizes cost while ensuring full compliance.
Related Questions
- What is the difference between RDS User CALs and Device CALs?
- Which is better for remote teams: User CAL or Device CAL?
- Can I mix User and Device CALs in one environment?
- How do RDS CALs affect Microsoft license compliance?
Final Thoughts
Whether you opt for RDS User CALs or RDS Device CALs, aligning the license type with your organization’s usage pattern is essential for cost-efficiency and compliance. Always ensure that RDS environments are licensed correctly to avoid potential legal or financial penalties.
For detailed licensing options and Microsoft’s current terms, refer to the official Microsoft licensing documentation.
RDS User CALs are assigned per user, allowing access from multiple devices. Device CALs are assigned to a specific device and can be used by multiple users.
Use RDS User CALs when employees access Remote Desktop Services from multiple devices or locations, such as in remote or hybrid work environments.
Yes, User CALs offer more flexibility since users can log in from any device, which is ideal for mobile teams or BYOD workplaces.
Yes, Microsoft allows a mixed CAL environment, but each connection must be covered by the correct type of CAL, either user-based or device-based.
It depends on usage. Device CALs are more cost-effective in shared-device environments, while User CALs are better for mobile users with multiple devices.
No, RDS User CALs only require one license per user, regardless of how many devices they use to access the RDS environment.
Absolutely. Using the wrong type or number of CALs can lead to Microsoft compliance issues and potential legal or financial penalties.