Licensing for Remote Desktop Services (RDS)
- RDS CALs: User CAL for each user; Device CAL for shared devices.
- Licensing Types: Each user/device accessing RDS needs an RDS CAL.
- Windows Server License: Required alongside RDS CALs.
- Subscription Option: Available through cloud platforms for more flexibility.
Licensing for Remote Desktop Services (RDS)
Remote Desktop Services (RDS) is an essential feature of Windows Server that allows users to access desktops and applications remotely.
However, effective use of RDS requires understanding the licensing model that governs it.
This guide will help you navigate RDS licensing, covering the essentials for managing licenses effectively, making informed decisions, and ensuring compliance.
What is Remote Desktop Services (RDS)?
Microsoft offers Remote Desktop Services (RDS), a feature that allows remote connections to a virtual or physical machine.
Whether for remote work, managing IT infrastructure, or running applications centrally, RDS is widely used in business environments to enhance efficiency and flexibility.
Understanding the licensing requirements for RDS, which depend on the nature and number of users accessing the service, is crucial.
Types of Remote Desktop Services Licenses
Microsoft RDS requires Client Access Licenses (CALs) to enable users or devices to connect remotely.
There are two main types of RDS licenses:
- User CAL (Client Access License)
This license is tied to a specific user, allowing them to connect to the RDS server from any device. User CALs are ideal for employees who require remote access from multiple devices (e.g., a desktop, laptop, and tablet). - Device CAL (Client Access License)
This license is tied to a specific device, allowing multiple users to connect to the RDS server using that device. Device CALs are suitable for environments like kiosks, where multiple users use the same device to access the server.
Example:
- An organization with 50 employees, each using a personal laptop and a desktop at work, might find User CALs more cost-effective since each user would need access from multiple devices.
- In contrast, a warehouse with shared computers for shift workers would benefit more from Device CALs, as multiple users can share one device.
How Remote Desktop Licensing Works
To use Remote Desktop Services, you must install a Remote Desktop License Server to issue and manage CALs.
The steps are:
- Install Remote Desktop Licensing Role
Set up a Windows Server to act as a Remote Desktop License Server. This server is responsible for managing CALs and making them available for connections. - Activate the License Server
Activating the server involves connecting to Microsoft to verify its authenticity. Once activated, the server can issue licenses to users or devices. - Install RDS CALs
After activation, RDS CALs must be purchased and installed. You can purchase these licenses directly from Microsoft or a trusted partner. - Assign Licenses
Licenses are then allocated to individual users or devices, depending on the type of CAL chosen. The Remote Desktop Licensing Manager tool can manage licensing.
User CALs vs. Device CALs: Which One is Right for You?
Selecting the right type of CAL is crucial for cost efficiency and compliance.
Here’s a breakdown to help you decide:
- User CALs are best for:
- Employees who require mobility and access from multiple devices.
- Organizations where each employee has multiple devices (e.g., a workstation and a laptop).
- Device CALs are best for:
- Environments with shared devices, such as factories, call centers, or shared workstations.
- Cost-conscious scenarios where there are more users than devices.
Example Scenario:
A company with 30 workers and only ten computers might choose Device CALs to save on licensing costs. However, a sales team that needs to access resources from their laptops, phones, and desktops would benefit more from User CALs.
RDS Licensing Models and Compliance
Licensing compliance is critical to avoid penalties from audits. Microsoft offers the following licensing models for RDS:
- Per User Licensing: Each user accessing the server must have a User CAL.
- Per Device Licensing: Each device accessing the server must have a Device CAL.
To ensure compliance:
- Track licenses through the Remote Desktop Licensing Manager tool.
- Audit regularly to avoid under-licensing or over-licensing.
Managing RDS Licenses Effectively
To effectively manage Remote Desktop Services licensing, you need to keep a few best practices in mind:
- Centralized License Management: A centralized server is used to manage licenses, which simplifies the process of tracking and allocating CALs.
- Plan for Growth: Consider future expansion when purchasing licenses to avoid the hassle of frequent upgrades.
- Regular Audits: Use tools like Microsoft License Advisor to perform regular audits and keep track of your CALs. This ensures that you are not under-licensed, which can lead to compliance issues.
- License Backup: Always keep a backup of your license information. In case of server failure, this will save time during reinstallation and activation.
Example:
If your business plans to hire 20 new employees over the next year, purchasing the appropriate number of User CALs now is advisable. This helps avoid price changes or shortages that may occur in the future.
Common Licensing Pitfalls and How to Avoid Them
RDS licensing can be complex, and there are common pitfalls that organizations should avoid:
- Mixing User and Device CALs:
Many organizations mistakenly mix User and Device CALs, making license management more complicated and prone to compliance risks. Always choose a single type for easier tracking. - Underestimating Remote Users:
If you have remote employees who need to access the RDS server, ensure they all have appropriate User CALs. Failing to do so can lead to compliance violations during a Microsoft audit. - Not Assigning CALs Correctly:
Using the Remote Desktop Licensing Manager to properly assign CALs is critical. Incorrect assignments can lead to downtime and non-compliance issues.
FAQ for Licensing for Remote Desktop Services (RDS)
What is Remote Desktop Services (RDS)?
Remote Desktop Services (RDS) allows users to remotely access applications or desktops hosted on a server.
How does RDS licensing work?
RDS requires purchasing Client Access Licenses (CALs) for each user or device accessing the remote desktop.
What are RDS CALs?
RDS CALs are licenses required for users or devices to connect to a server through Remote Desktop Services.
What types of RDS CALs are available?
There are two types: User CALs and Device CALs. User CALs license individual users, while Device CALs license specific devices.
How do I assign RDS CALs?
RDS CALs are assigned to users or devices through the RDS licensing server, depending on the CAL type.
Can I use both User and Device CALs?
Yes, depending on your needs, you can mix User and Device CALs within the same environment.
What is the role of the RDS licensing server?
The RDS licensing server issues and manages RDS CALs, ensuring compliance with licensing requirements.
How do I activate an RDS licensing server?
Using the activation wizard, the RDS licensing server can be activated through the Remote Desktop Licensing Manager.
How can I check RDS license usage?
To ensure proper license allocation, you can monitor RDS license usage through the Remote Desktop Licensing Manager.
What happens if RDS CALs run out?
If you run out of RDS CALs, new users or devices won’t be able to connect to the server until additional licenses are added.
Do RDS CALs need to be renewed?
No, RDS CALs do not expire, but additional CALs may be required as your user base grows.
Is RDS licensing required for all remote users?
All users or devices accessing the server through Remote Desktop Services require RDS CALs.
Can RDS be used in a virtual environment?
Yes, Remote Desktop Services can be deployed in physical and virtual environments.
How do I choose between User and Device CALs?
Choose User CALs if users access multiple devices and Device CALs if multiple users share the same device.
What are the benefits of using RDS?
RDS offers centralized management of desktops and applications, supporting remote work securely and efficiently.
