Maximizing Efficiency with RDS CALs: Best Practices for Windows Server 2016 Licensing

Windows Server OS licenses allow the operating system to run solely on the purchaser's physical server. It doesn't provide legal rights for users or devices to connect to it.

To access the server and utilize certain services, users or devices need separate licenses.

A User-CAL provides a license for you to access the server. You'll have access to various endpoints since the CAL is associated with you, not the device. A Device-CAL allows the device to access the server. Users on this device don't need a User-CAL.

Which One Fits My Business?

It depends on whether you have more staff or devices, and whether employees need remote access or work from a single location.

For example:

• If you have fewer employees than devices, opt for User-CAL. If your workplace requires connecting from different devices, this is ideal.
• If you have fewer devices than users, go for Device-CAL. If employees are on-site but on different schedules, sharing devices, this is the best choice.

User RDS CALs License

Using the User RDS CALs license, licensing isn't enforced. A license is granted for each user to connect to a Remote Desktop Session Host from any device. The license server issues licenses from the available RDS CAL pool or the overused RDS CAL pool. Ensure all users have a valid license and no overused CALs to avoid violating Remote Desktop Services license terms.

For most businesses, User RDS CALs is cost-effective as employees typically access servers from multiple devices. An employee may use their desktop, laptop, tablet, and phone in a week. One User RDS CAL covers that employee, whereas you'd need four Device RDS CALs to cover four devices.

Device RDS CALs License

With the per-device model, a temporary license is issued when a device first connects to the Remote Desktop Session Host. The second time it connects, provided the license server is activated and RDS CALs are available, a permanent Device RDS CAL is issued.

The Device RDS CALs license is suitable for many employees using a few computers. Examples include: a kiosk with part-time staff, a maintenance team using a shared PC, or a business with day and night shifts using the same PCs.