Choosing the Right RDS CALs for Your Business in 2022

Licences for the Windows Server operating system are only intended to run the system on the physical server owned by the licence holder. These do not provide the legal right for users or devices to connect to that server.

Separate licences are required for users or devices to access the server and utilize its services.

A User-CAL allows an individual to access the server from any number of devices, linking the licence to the user, not the hardware. Conversely, a Device-CAL permits any number of users to access the server from a single device, without the need for individual User-CALs.

Choosing the Best Option for Your Setup

The choice between User-CALs and Device-CALs hinges on whether your setup has more employees or devices, and the nature of their access needs—whether they connect remotely or from a fixed location.

For instance:

• If there are more devices than employees, User-CALs might be better, especially if your employees need to connect to the server from various locations.
• If your workplace has fewer devices but many users, Device-CALs could be more suitable, particularly if multiple employees use the same device at different times or in shifts.

Details on User RDS CALs Licensing

Under the User RDS CALs model, while licensing enforcement is flexible, each user must have a valid licence to connect to a Remote Desktop Session Host from any device. Licences are drawn from the available or overused RDS CAL pools, and it is crucial to ensure compliance to avoid breaching Remote Desktop Services licensing terms.

This option tends to be the most cost-effective for businesses where employees access the server across multiple devices, like accessing work emails from various personal devices throughout the week. One User RDS CAL can cover an employee across multiple devices, unlike the Device-CALs model which would require separate licences for each device.

Explaining Device RDS CALs Licensing

In the device model, devices initially receive a temporary licence upon their first connection to the Remote Desktop Session Host. Upon subsequent connections and assuming an active licensing server with available RDS CALs, a permanent Device-CAL is issued.

This model is ideal for scenarios with high employee turnover using a few devices, like a kiosk operated by different staff, a team sharing a computer for check-ins, or operations running continuously with multiple shifts sharing the same equipment.