Device CALs vs. User CALs
- Device CAL Licenses a single device; multiple users can access the server from that device. This is ideal for shared workstations.
- User CAL: Licenses one user and allows access from multiple devices. It is best for users needing access from various endpoints.
- Choosing: Pick Device CALs for shared environments and User CALs for individual flexibility.
What Are CALs?
Before diving into Device CALs and User CALs, it’s essential to understand what CAL stands for. CAL stands for Client Access License.
When a company uses Microsoft Windows Server, the devices or users connecting to it require a CAL to ensure they are properly licensed.
Microsoft offers two types of CALs:
- Device CALs (Client Access Licenses per device)
- User CALs (Client Access Licenses per user)
These licensing options allow businesses to control and manage how they use Microsoft server environments. Deciding between these two options depends heavily on how employees or devices access the network resources within your organization.
Device CALs
A Device CAL licenses a specific device, such as a desktop, laptop, or tablet, to access the server. This means that any number of users can use the licensed device to connect to the server.
Key Features of Device CALs:
- Per-Device Licensing: A Device CAL licenses a specific device, regardless of how many users use that device.
- Ideal for Shared Work Environments: Device CALs are ideal for businesses where multiple employees share devices throughout the day. Examples include factories, call centers, or other shift-based environments.
- Cost-Effective for Shared Computers: If several employees use the same computer, a Device CAL can be more economical than buying a User CAL for each employee.
Example: Consider a hospital where nurses use shared workstations during different shifts. Each workstation can be licensed with a Device CAL, allowing any nurse on any shift to access the server.
User CALs
A User CAL licenses a specific individual, regardless of the number of devices they use. The licensed user can connect to the server from any device, making this option great for employees who require mobility.
Key Features of User CALs:
- Per-User Licensing: A User CAL licenses a specific user, allowing that user to access the server from multiple devices.
- Ideal for Flexible and Mobile Work: User CALs are ideal for businesses where employees use multiple devices or work remotely. They suit employees who need access to their office computers, personal laptops, and even mobile devices.
- Cost-Effective for Multi-Device Use: If a single employee uses multiple devices, a User CAL may be more cost-effective than purchasing Device CALs for each device.
Example: Imagine a salesperson who uses a desktop computer at the office, a laptop at home, and a tablet while traveling. A User CAL allows this salesperson to access the server seamlessly from all these devices.
Key Differences Between Device CALs and User CALs
When choosing between Device CALs and User CALs, it’s essential to consider how your organization operates and how employees access resources. Below is a comparison of the two licensing options:
| Feature | Device CALs | User CALs |
| Licensing Focus | Licenses per device | Licenses per user |
| Ideal For | Shared devices (e.g., shift-based environments) | Users with multiple devices (e.g., remote workers) |
| Cost Efficiency | Cost-effective if multiple users share one device | Cost-effective if one user uses multiple devices |
| Mobility | Limited mobility (device-bound) | High mobility (user can use different devices) |
When to Choose Device CALs
Choosing Device CALs may be the best option for your organization if:
- Shared Workstations: Employees share a limited number of computers. For example is a manufacturing plant where employees use workstations during different shifts.
- Budget Considerations: It’s more economical to license each device rather than each user, especially if the total number of devices is much lower than the total number of users.
- Fixed Environment: Employees do not need to work remotely or access the server from multiple devices. The devices stay in the same location, and users change, such as retail or healthcare settings.
Example: A school computer lab where students use different workstations throughout the day could benefit from Device CALs, as it licenses each device regardless of how many students use it.
When to Choose User CALs
User CALs might be a better choice if:
- Mobile or Remote Employees: Employees must access the server from multiple devices or locations. If you have a sales team that needs to connect from laptops, tablets, or mobile phones, User CALs will provide flexibility.
- BYOD (Bring Your Own Device) Policies: If employees use their own devices (such as tablets or laptops) in addition to company-provided devices, it makes more sense to license users instead of every device.
- Less Device Sharing: Each user has their dedicated device, making it more practical to license the user rather than each device.
Example: A consulting company where each employee has a laptop and a mobile phone would benefit from User CALs. Employees can connect to the server from any device without additional licensing costs.
Cost Considerations: Device CALs vs. User CALs
The cost-efficiency of Device CALs versus User CALs largely depends on your organization’s number of devices and users.
- High Device-to-User Ratio: If there are many users compared to devices, Device CALs might be more economical. This is common in shift-based workplaces where many people use the same devices.
- Example: In a 24/7 call center with three shifts but only 50 shared computers, Device CALs are generally more affordable.
- High User-to-Device Ratio: If users need to connect from multiple devices, User CALs can be more cost-effective. This is typical for companies where employees travel or work from home.
- Example: An IT services company where every employee has a laptop, desktop, and tablet would benefit from User CALs, allowing users to access the server from any device.
Additional Cost Factors to Consider:
- Growth Plans: If your company plans to scale rapidly, consider how easily the CAL type can grow with you. User CALs might be easier to manage if new employees are assigned multiple devices.
- Budgeting for Upgrades: Future-proofing your licensing with User CALs can help if your company adopts a remote or hybrid work model.
Compliance and Administration
Another critical aspect of choosing between Device CALs and User CALs is understanding compliance requirements and administrative overhead.
- Device CALs can be simpler to manage in environments where devices stay in a fixed location and are easily tracked.
- User CALs require tracking which users are assigned licenses, which can be challenging if the workforce changes frequently or employees leave the organization.
Example: Device CALs make it easy to manage licensing if you operate a call center since the devices remain constant, whereas the users may rotate. On the other hand, if you have a mobile sales team, User CALs are easier to administer since each team member will likely use several devices.
Get the Best Value from Your CALs
To ensure you’re making the most of your licensing investments:
- Analyze Usage Patterns: Look at how your employees access resources—do they share devices or need multiple access points?
- Consult a Licensing Expert: Microsoft licensing can be complex, and sometimes the best choice isn’t clear-cut. Consulting a licensing expert can help ensure compliance and cost-effectiveness.
- Evaluate Periodically: As your company grows, your needs may change. It’s a good idea to re-evaluate your licensing choices regularly to ensure they still align with how your employees work.
Device CALs vs User CALs FAQs
What are CALs in Microsoft licensing?
Client Access Licenses (CALs) allow users or devices to access Microsoft server software.
What is the difference between Device CALs and User CALs?
Device CALs license access per device, while User CALs license per individual user.
When should I choose Device CALs?
Choose Device CALs if multiple users share one device regularly.
When are User CALs a better option?
User CALs are better for users who need access to multiple devices.
Can I switch between Device and User CALs?
Switching between Device and User CALs is not permitted. You must choose at the time of purchase.
Do Device CALs cover mobile access?
Yes, Device CALs can cover mobile access if the device is licensed.
Do User CALs allow access from multiple locations?
Yes, User CALs allow users to access the server from any device or location.
Can Device CALs save costs for shared workstations?
If multiple employees use a shared workstation, Device CALs can reduce licensing costs.
Do User CALs work well for remote employees?
Yes, User CALs are ideal for remote employees who access the server from multiple devices.
Is there a limit to the number of Device CALs I can purchase?
There is no limit, but each CAL must be for a specific device.
Are CALs required for every version of Windows Server?
Yes, both Device and User CALs are required for each version of Windows Server.
How do I calculate how many CALs are needed?
Assess how many users or devices will access the server to determine the number of CALs needed.
Can User CALs be assigned to contractors?
Yes, User CALs can be assigned to contractors who need access to your server.
How do CALs impact compliance?
CALs ensure that each user or device accessing the server is properly licensed, maintaining compliance.
Do CALs expire?
No, CALs do not expire but are tied to the specific server version for which they were purchased.
How do I manage CALs effectively?
To avoid licensing issues, keep a record of all CALs and their assignments to users or devices.
