Licence overview Windows Server CALs
Various CAL variants are offered for Windows Server: A Windows Server 2022 User CAL licences a user who can access the Windows Server from any device. The licence is therefore purchased for a specific user stored in the system, who can then access the server and use its services via any number of different devices.
A Microsoft Windows Server 2022 Device CAL, on the other hand, licences access to the server via a specific device, regardless of which users access this device.
To emphasise once again: both the User CAL and the Device CAL are valid and legally compliant Microsoft Windows Server CALs. Both authorise the user to access the server and use its services for an unlimited period of time and in unlimited quantities - only once as a named user and once as a device.
However, if an employee not only accesses a Windows server in the office, but also via Remote Desktop Services (RDS), e.g. via a terminal server on the road or from the home office, a User CAL alone is not sufficient. In this case, an additional RDS User CAL must be purchased to licence this external access. The following also applies here: the RDS CAL must be valid for the server version; with a Microsoft Windows Server 2019 RDS User CAL, it is not possible to access Windows Server 2022, for example. as this requires a Windows Server 2022 RDS CAL for this user.
Technically, however, only RDS Device CALs prevent excessive assignment, as they - like the RDS User CALs - are stored and assigned on the licence server. This prevents additional clients from being able to log on to the RD Session Host server without a valid RDS Device CAL, which would be perfectly possible with an RDS User CAL, but would violate the licence agreement with Microsoft.
Which Windows Server CALs are required for my company?
In principle, access to a Microsoft Windows Server must be licensed with CALs. The CALs are valid for an unlimited period of time and can be easily resold when they are no longer required. Nevertheless, companies should think in advance about which and how many CALs are required in order to avoid under-provisioning with licences as well as purchasing too many CALs, which then tie up capital without really being necessary for legally compliant server operation.
Microsoft's licensing policy gives customers the freedom to choose whether they purchase CALs for their network devices or for the respective users. Mixed use of user CALs and device CALs is also possible and permissible, but not always sensible, as this increases the administrative workload in IT. In addition, with such a mixed CAL structure, there is a general risk of over-licensing, i.e. acquiring more CALs than are required for the company and the actual user or device structure. It is therefore advisable to decide on a licence model and to use it consistently in the company.
The use of User CALs is always recommended if there are more network-compatible devices than users in the company. As more and more devices can be integrated into a network and use network functions, the Windows Server User CAL is the economically more favourable option, especially for small companies. Multifunctional devices, network printers, scanners, mail servers or a server-based time recording system each require their own Device CAL, and if these are devices that are also controlled via RDS, the corresponding RDS Device CALs are also required. If the number of these devices exceeds the number of employees (also consider investments already planned in the IT area), you should decide in favour of purchasing user CALs.
Device CALs, on the other hand, are suitable for companies in which there are more users than devices. A typical example of this would be centralised workstations in the company that are operated in several shifts by changing employees. Companies that use a large pool of employees on a part-time or mini-job basis are also often better served with device CALs, as otherwise a separate User CAL would have to be purchased and managed for each employee.
With RDS CALs, mixed use of User CALs and Device CALs is also possible. However, as these must be stored and assigned on the licence server, we advise our customers to opt for one type of licence. This means less administrative work and avoids over- or under-licensing and the potential problems that can arise from this. You can also quickly and cost-effectively reorder the required number of missing licences from Soft & Cloud, for example to close a licence gap identified for an upcoming audit by Microsoft and thus avoid further consequences.
We always advise our customers to buy a sufficient number of CALs when purchasing a Microsoft Windows Server licence. You can purchase these at any time and in any required quantity at favourable prices from Soft & Cloud and thus quickly close licensing gaps in your company.
