Which CAL models are available?
In principle, a Microsoft CAL is available in different variants. A Microsoft User CAL enables server access for a 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 licence the accessing devices or users, but the server hardware itself. Licensing here is therefore per core of the server.
Device CAL - one device, different users
A Device CAL binds the licence to a device that can be used by all employees. This form of licensing is always the best choice when changing employees, e.g. 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 licences 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) personalised, 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 procedure 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 cost-effective option depends on various factors. Microsoft's licence conditions stipulate that for each device or a CAL must be available for each user, namely 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 licence 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 significantly lower prices than directly from Microsoft. This is already worthwhile for the first CAL and saves you even more the more licences you need in your company. You can also buy RDS CALs and 2Core CALs for Microsoft SQL Server from us as audit-proof original licences from Microsoft - but at a much lower price.
At Soft & Cloud, you buy original licences from Microsoft with which you acquire the right to access the licensed server. The licences are valid indefinitely and correspond exactly to the CALs that you can buy directly from Microsoft. The only difference is the price. In the event of an audit, licences purchased second-hand from Soft & Cloud are just as permissible and legally valid as those purchased directly from Microsoft. It is therefore worth paying attention to the price when purchasing CALs and buying licences 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 from Windows Server CALs at particularly favourable 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 licences for Microsoft Exchange Server 2016 or Microsoft Exchange Server 2019 (each as a standard or enterprise version). We also offer the required Exchange Server CALs licences (User CAL or Device CAL) second-hand. This allows you to permanently reduce your licence costs.
Microsoft SQL Server CALs
Microsoft SQL Server CALs 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 already explained (i.e. server + CAL).
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 licence for the server. With this licence 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 2-core licences with core-based licensing.
This licence 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 more favourable to have the cores licensed than the users or devices.
If the Microsoft SQL Server is also accessed via a web application (e.g. via a web shop 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 Licence per device, the licences are physically assigned to each device. The CALs are tracked by the licence server, regardless of Active Directory membership. There is no risk of over-allocation of RDS CALs: Once all available licences on the licence server have been used up, no further clients can log on to a Remote Desktop Session Host server.
With a Microsoft RDS CAL licence bound to the user, on the other hand, the licence is assigned in the Active Directory and tracked by the licence server like a device CAL. However, these RDS licences cannot be tracked within a workgroup and cannot be revoked. However, it is possible to release a licence again after the user has been inactive for a certain period of time and then transfer it to another user.
