Used Microsoft licences
Legally compliant and affordable: Microsoft CAL from Soft & Cloud
A Client Access License, or (Microsoft) CAL for short, is the access license required for direct or indirect access to a Microsoft server, even if the server itself (or the server operating system) is already licensed.
For small and medium-sized companies in particular, it is an organizational and financial challenge to keep Microsoft CAL licenses up to date with all operational changes - e.g. changes in hardware or virtualization - and to carry out necessary relicensing just as promptly as the cancellation of CAL licenses that are no longer required by Microsoft.
What does CAL stand for?
A Client Access License is a client access license, i.e. a fee that gives a user or device the right to access a server. At Microsoft, CALs are an elementary part of the license model for Microsoft servers. In addition to the respective software license for operating the server, they are required for legally compliant business operations. A sufficient number of CALs is therefore the prerequisite for you and your employees (with User CALs) or clients (with Device CALs) to be able to operate Microsoft servers in a legally compliant and audit-proof manner.
What is a Microsoft CAL?
A Microsoft CAL license is required for every user and every device that directly or indirectly accesses a server with a Microsoft server operating system. Different license models and CALs are possible for Microsoft CAL licensing, depending on which server infrastructure is used in the company, e.g. Windows server, Exchange server or SQL server. A Microsoft RDS User CAL is also required for Remote Desktop Services (RDS).
A Microsoft RDS CAL must be explicitly stored before creating or activating a new user or client. Only then can a connection to an RDS session host or terminal server be established or the Windows desktop or an installed application be accessed via third-party solutions.
Microsoft CAL pricing provides for the permanent use of CALs. The licenses do not expire and do not have to be renewed for a fee. This means that you only have to purchase new CALs when you update a Microsoft server. In addition, you can easily sell CALs that you no longer need - for example due to structural changes in the company.
As there are licensing options for many Microsoft servers, you should carefully consider in advance which CALs and how many of them you need in your company. You can add CALs at any time, which may be necessary when hiring new employees, virtualizing your company or making changes to the hardware pool. You can also simply resell CALs that you no longer need, thereby reducing your IT costs. CALs are valid indefinitely and are not subject to wear and tear or ageing. This is another reason why it makes sense not to buy Microsoft CALs from the manufacturer itself (where they are significantly more expensive), but from Soft & Cloud. Here you pay significantly less and receive legally compliant and audit-proof original licenses - with no restrictions on the scope of services.
What CAL models are available?
Basically, a CAL from Microsoft is available in different variants. A Microsoft User CAL enables server access for one user on any end device. A Microsoft Device CAL is linked to a specific device with which every user in the company can access the server. RDS CALs are required for remote access such as terminal servers - even if, for example, a user is already equipped with a User CAL for server access in the office. So-called 2Core CALs are also available for Microsoft SQL Server, which do not license the accessing devices or users, but the server hardware itself. In this case, licensing takes place per core of the server.
Device CAL - one device, different users
A Device CAL binds the license to a device that can be used by all employees. This form of licensing is always the best choice when changing employees, e.g. in part-time or shift work, establish client connections with a Microsoft server via a fixed pool of hardware (e.g. central workstations or local label printers).
User CAL - one user, different devices
Microsoft Server User CALs are the exact opposite of device licenses because a separate CAL is required for each user. The user can then establish client connections and use server services on any device (e.g. desktop PC, smartphone, printer, etc.). Because user CALs are not (permanently) personalized, they are transferable in the event of personnel changes in the company.
Mixed CALs (user and device)
With Microsoft CAL Licensing, mixed licensing is also possible, i.e. the use of user and device CALs. This allows companies to use Microsoft CALs very flexibly. However, this approach is generally not recommended because it significantly increases the administrative effort: For every audit, you must be able to prove that all users and devices accessing the server have a CAL - and this is much more difficult with mixed CALs. Alternatively, you can of course also purchase additional CALs. However, this is associated with additional costs, which you can avoid with demand-based licensing (only user or device CALs).
When do I need which type of CAL?
The decision as to whether User CALs or Device CALs are the more economical option depends on various factors. Microsoft's license conditions stipulate that a CAL must be available for each device or user, i.e. for each server that works with a Microsoft operating system.
This also applies if you use different Microsoft servers in your company. This is because separate CALs are required for each server type in order not to violate the license agreements with Microsoft. At Soft & Cloud, we offer you both User CALs and Device CALs for different types and versions of Microsoft servers, which you can purchase from us at a significantly lower price than directly from Microsoft. This is already worthwhile for the first CAL and saves you even more the more licenses you need in your company. You can also buy RDS CALs and 2Core CALs for Microsoft SQL Server from us as audit-proof original licenses from Microsoft - but at a much lower price.
At Soft & Cloud, you buy original licenses from Microsoft with which you acquire the right to access the licensed server. The licenses are valid indefinitely and are exactly the same as the CALs you can buy directly from Microsoft. The only difference is the price. During an audit, used licenses purchased from Soft & Cloud are just as valid and legally valid as those purchased directly from Microsoft. It is therefore worth paying attention to the price when purchasing CALs and buying licenses more cheaply from Soft & Cloud. This way, you can keep to or reduce your IT budget and be on the safe side during audits.
Windows Server CALs
Windows Server is a powerful and efficient operating system for servers, which is used for mail or print servers, for example. At Soft & Cloud, you can obtain both the operating system (in the versions Windows Server 2016, Windows Server 2019 and the current version Windows Server 2022) and the Microsoft Server CALs you need to use it at particularly favorable conditions.
Exchange Server CALs
Microsoft Exchange Server is a reliable platform for the provision of messaging and calendar management, contacts, scheduling and collaboration in the company. A Microsoft Windows server environment is required for use and operation. Appropriate software is also required on the client side, e.g. Microsoft Outlook. At Soft & Cloud, you can buy used licenses for Microsoft Exchange Server 2016 or 2019 (each as a standard or enterprise version). We also offer the required CALs (User CAL or Device CAL) second-hand. This allows you to permanently reduce your license costs.
Microsoft SQL Server CALs
Microsoft SQL Servers are a special case. Among other things, they are used to enable web applications to access a Microsoft SQL database. In this case, a clear assignment to the respective user or device is not possible - unless the entire world were to be licensed. For this reason, licensing per server core is also possible for Microsoft SQL Server in addition to the user CALs or device CALs (i.e. server + CAL) already explained.
Server + CAL licensing is particularly useful for small companies, as the costs for licensing the server operating system used on a user or device basis are significantly lower than a per core license for the server. With this license model (2Core), 2 processor cores are licensed; however, at least 4 cores must be licensed per physical processor of the server. For example, if you operate a server with 2 processors and 8 cores each, you need a total of 8 2Core licenses for core-based licensing.
This license model is therefore particularly recommended for larger companies in which many employees or devices access the server at the same time. From a certain size, it is cheaper to license the cores than the users or devices.
If the Microsoft SQL Server is also accessed via a web application (e.g. via a web store or service portal operated and hosted by the company itself), 2Core licensing is always necessary - regardless of the size of the company. However, in this case the previously purchased user/device CALs are no longer required and can be sold to Soft & Cloud.
Microsoft Remote Desktop Services CALs
With a Microsoft RDS CAL license per device, the licenses are physically assigned to each device. The CALs are tracked by the license server, regardless of Active Directory membership. There is no risk of over-allocation of RDS CALs: Once all available licenses on the license server have been used up, no further clients can log on to a Remote Desktop Session Host server.
With a Microsoft RDS CAL license bound to the user, on the other hand, the license is assigned in the Active Directory and tracked by the license server like a device CAL. However, these RDS licenses cannot be tracked within a workgroup and cannot be revoked. However, it is possible to release a license again after the user has been inactive for a certain period of time and then transfer it to another user.
Conclusion: CALs and RDS CALs are absolutely essential for the legally compliant operation of Microsoft servers
If you use one or more Microsoft server operating systems, you must purchase a sufficient number of Microsoft CALs in addition to a license for the respective program package. If your company is inspected by Microsoft as part of an IT audit and it is discovered that you do not have enough user/device CALs, this can be expensive. You will then have to purchase the missing CALs at Microsoft's higher prices.
Better, because cheaper, are used Microsoft CALs from Soft & Cloud, which you can get from us in any variant, for any Microsoft server OS and in any desired quantity. These are original CALs from Microsoft, which we purchase as returns from customers. The CALs were no longer required because the customers had, for example, switched to a newer version of the operating system or made structural changes to their operations. This procedure is legally permissible and not unusual. Among other things, it enables small and medium-sized companies to deploy and use professional, sophisticated and powerful server software.
Frequently asked questions and answers
When are server CALs required?
If you use a Microsoft SQL Server, you must purchase a sufficient number of CALs for it. With SQL Server Standard, individual user/device CALs or as 2Core CALs are possible. With the SQL Server Enterprise version, CAL licensing is only possible via "Pre Core Licensing", i.e. licensing per core.
How do User CALs work?
A user CAL or user CAL is a license for a Microsoft server that allows a named user to access and use the server. Access is therefore licensed on a per-user basis; there is no restriction on the devices used for this purpose.
How do device CALs work?
Device CALs license the use of a specific device that accesses a Microsoft server in a company network and uses services on the server. An example of this is a network printer that is accessed and used by different users.
