Microsoft

Microsoft RDS Licensing

Microsoft RDS Licensing

  • User CAL vs Device CAL: User CAL is for individual users and shared devices.
  • VDI Licensing: Requires both RDS CALs and Windows Server CALs.
  • Cloud Deployments: Azure RDS requires the same CALs as on-premises.
  • Support Agreements: These are necessary for compliance and updates.
  • License Mobility: Available with Software Assurance.

Microsoft RDS Licensing

how does Microsoft RDS Licensing work

Microsoft Remote Desktop Services (RDS) is an essential solution for businesses that need to provide remote access to desktop environments and applications.

However, correctly licensing RDS can be complex. Understanding Microsoft RDS licensing is key to ensuring compliance while maximizing your business’s value.

This article will provide an in-depth overview of RDS licensing, including licensing models, considerations for different deployment scenarios, and tips for optimizing costs.

What is Microsoft RDS?

Microsoft Remote Desktop Services allows users to remotely access desktops, applications, and virtualized environments. Whether used for remote employees, IT support, or resource sharing, RDS makes business operations seamless. However, providing this access requires proper licensing to comply with Microsoft’s terms.

Key Components of Microsoft RDS Licensing

To fully understand RDS licensing, it’s essential to grasp its main components:

  1. Remote Desktop Session Host (RDSH): Hosts Windows desktop sessions or apps, enabling users to connect remotely.
  2. Remote Desktop Licensing (RD Licensing): Manages RDS client access licenses (CALs), ensuring that every connected user or device is licensed.
  3. Remote Desktop Gateway (RD Gateway): This allows authorized users to securely connect to internal resources outside the corporate network.
  4. Remote Desktop Web Access (RD Web Access): Provides a web portal for users to access remote apps or full remote desktops.

When properly licensed, these components create a flexible and efficient remote access solution that businesses can use in various ways.

Microsoft RDS Licensing Models

Microsoft RDS Licensing Models

There are two primary RDS CAL (Client Access License) types that are used to license Microsoft RDS environments:

  • User CAL: This license is assigned to a specific user, allowing them to access the RDS environment from any device. This option is typically used for organizations with employees who need flexible access from multiple devices (e.g., laptops, tablets, or mobile phones).
    • Example: If John Doe works in the office, at home, and occasionally travels, a User CAL allows him to connect to the RDS environment from all these locations.
  • Device CAL: This license is assigned to a specific device, allowing multiple users to access the RDS environment from that device. This option is suitable for organizations that use shared devices.
    • Example: A hospital may use shared computers at nurse stations, and a Device CAL would allow multiple staff members to connect to RDS using that one computer.

Understanding which type of CAL to choose depends on the organization’s needs. User CALs are beneficial when employees use multiple devices, while Device CALs are cost-effective in environments where multiple users share the same device.

Licensing Considerations for RDS

Licensing Considerations for RDS

Proper RDS licensing involves more than just purchasing the right number of CALs. There are additional considerations that organizations need to keep in mind to stay compliant:

1. Licensing for Virtual Desktop Infrastructure (VDI)

In a VDI scenario, RDS licensing may overlap with other licensing requirements for the virtual machines. Microsoft’s Windows Server CALs may also be needed to license the Windows Server environment that hosts virtual desktops. Ensuring that both RDS CALs and Windows CALs are in place is critical to compliance in these environments.

2. Multi-User Access and Licensing

Licensing becomes more complex when multiple users need to access the same server. The organization must ensure it has purchased the required User or Device CALs to cover all potential users or devices accessing RDS.

  • Example: If 100 users need to access an RDS server, the organization must ensure they have 100 User CALs or the corresponding Device CALs based on the number of devices accessing RDS.

3. Mixed CAL Environment

Sometimes, an organization may use a mix of User and Device CALs. This is permissible, but managing the deployment can become challenging. Administrators must track the number of User CALs and Device CALs deployed and ensure they do not exceed their license count.

4. Temporary Access or Roaming Users

For organizations with temporary workers or roaming users, RDS CALs should be carefully managed. User CALs are assigned per user permanently, while Device CALs are similarly assigned to a specific device. Temporary workers may require additional planning if they do not need permanent access.

How to Deploy and Activate RDS CALs

To activate RDS CALs, organizations must set up an RD Licensing Server that communicates with the Remote Desktop Session Hosts to verify license validity.

Here’s a step-by-step guide:

  1. Install RD Licensing Role: Install the Remote Desktop Licensing role service via Server Manager on the Windows server that will serve as the licensing server.
  2. Activate RD Licensing Server: Use the Remote Desktop Licensing Manager tool to activate the licensing server. This requires connecting to Microsoft via the internet, phone, or web browser.
  3. Install CALs: After activating the server, install the purchased RDS CALs. This can be done using the Licensing Manager tool, where you input the license key pack provided by Microsoft.
  4. Configure RD Session Host: Configure each Remote Desktop Session Host to point to the activated licensing server to correctly issue licenses.

Licensing for Hybrid and Cloud Environments

Licensing for Hybrid and Cloud Environments

As more organizations shift towards hybrid or fully cloud environments, it’s important to understand how RDS licensing applies to cloud infrastructure.

Microsoft supports RDS deployments in cloud environments such as Azure, but there are specific considerations:

  • Azure Virtual Desktop (AVD): Azure Virtual Desktop offers an alternative to traditional RDS. It provides similar functionality but with simplified licensing, leveraging Windows 10 or 11 Enterprise multi-session licenses available through Microsoft 365.
  • Windows Server on Azure: If Windows Server VMs are deployed in Azure with RDS, the same RDS CALs are required as for on-premises deployments. Organizations must ensure they meet all licensing requirements, including RDS CALs, Windows Server CALs, and the proper use of Azure VMs.
  • License Mobility: Microsoft offers License Mobility through Software Assurance, allowing organizations to move their RDS CALs between on-premises and cloud environments. This flexibility can help businesses transition smoothly into hybrid setups.

Licensing Compliance and Best Practices

Ensuring compliance with RDS licensing can be challenging, particularly for larger organizations with complex environments.

Here are some best practices for staying compliant:

  1. Inventory All RDS Users and Devices: Conduct regular inventory checks to ensure sufficient RDS CALs for all users and devices accessing your RDS infrastructure.
  2. Monitor User Access: Use Remote Desktop Licensing Diagnoser tools to monitor which users and devices are consuming licenses. This helps identify unauthorized access or under-licensed situations.
  3. Track Licensing Assignments: Make sure User and Device CALs are properly assigned. A User CAL cannot be repurposed as a Device CAL or vice versa without official reassignment through Microsoft tools.
  4. Stay Updated on Licensing Rules: Microsoft frequently updates its licensing terms. Administrators must stay informed about the latest changes to ensure compliance. This may involve subscribing to Microsoft licensing updates or consulting a Microsoft Licensing Specialist.

Cost Optimization Tips for RDS Licensing

Cost Optimization Tips for RDS Licensing

Licensing costs can increase, especially in environments with multiple users and devices. Here are some strategies to optimize RDS licensing costs:

  • Choose Between User and Device CALs Wisely: Based on your usage scenario, evaluate whether User CALs or Device CALs will be more cost-effective. For example, choose User CALs if employees use multiple devices and Device CALs if several users share a single device.
  • Consider Microsoft 365: In some cases, a Microsoft 365 subscription might be more cost-effective, as it includes licensing for remote access to certain Windows desktop features, potentially reducing the need for separate RDS CALs.
  • Leverage the Azure Hybrid Benefit: If you are deploying RDS in Azure, you can use the Azure Hybrid Benefit to bring existing licenses with Software Assurance into Azure, potentially lowering the total cost of deployment.
  • License Mobility: For organizations with Software Assurance, the License Mobility feature allows RDS CALs to be used across different environments, including on-premises and cloud. This provides more flexibility and may reduce the need for duplicate licenses.

Common Mistakes in RDS Licensing and How to Avoid Them

Navigating RDS licensing can be confusing, and many organizations fall into common pitfalls. Below are typical mistakes and tips for avoiding them:

  • Not Licensing All Users or Devices: One of the most common mistakes is failing to license all users or devices that access the RDS environment. Each user or device connecting to the RDS server needs an RDS CAL, regardless of how frequently they use it.
  • Misusing User vs. Device CALs: Mixing up User and Device CALs or failing to track which has been used can lead to compliance issues. It’s essential to have a clear record of which type of CAL has been deployed and to whom it applies.
  • Underestimating Roaming or Temporary Users: Organizations with many temporary or roaming workers may underestimate the number of CALs required. It is crucial to license these users properly to avoid compliance issues during audits.
  • Failing to Activate Licensing Servers: Simply purchasing CALs is not enough. Organizations must also activate their RDS Licensing Servers and ensure that licenses are properly installed and available for issuing.

The Importance of Staying Compliant

Staying compliant with Microsoft RDS licensing is not just about avoiding legal ramifications; it’s also about ensuring the organization has access to all the features and support needed to maintain a productive remote working environment.

  • Audit Preparedness: Microsoft conducts audits to ensure compliance. Failure to adhere to licensing requirements could result in fines, back payments, or legal action. Proper record-keeping and regular internal audits can mitigate these risks.
  • Access to Support: Only properly licensed deployments are eligible for Microsoft’s support services. Having the correct licenses ensures you receive timely help if an issue arises, minimizing potential disruptions to your operations.

Key Takeaways

  • Understand Your Needs: Choosing between User CALs and Device CALs requires a clear understanding of how your organization’s users access RDS.
  • Be Proactive About Compliance: Regularly monitor license usage, keep an inventory, and ensure all licensing servers are activated.
  • Cost Optimization: Properly assess cost-saving opportunities such as License Mobility and Azure Hybrid Benefit.
  • Hybrid and Cloud Considerations: As more organizations move to the cloud, understanding the impact of hybrid environments on RDS licensing will be crucial.
  • Engage with Experts: If unsure, consult a Microsoft Licensing Specialist to avoid potential pitfalls and make informed decisions about your RDS deployment.

FAQ for Microsoft RDS Licensing

What is Microsoft RDS Licensing? It involves assigning Client Access Licenses (CALs) to users or devices that want to access a Remote Desktop environment. Proper RDS licensing ensures compliance and legal access.

What are User and Device CALs in RDS Licensing? User CALs are assigned to individual users, allowing them to access the RDS environment from multiple devices. Device CALs are assigned to specific devices, enabling multiple users to access RDS from that device.

How do I decide between User and Device CALs? Choose User CALs if users need access from multiple devices. Opt for Device CALs if multiple users share a single device, like in labs or shared workstations.

What is the RD Licensing Server? It is a role service that manages and tracks Remote Desktop Services CALs and ensures that all users or devices connecting to the RDS environment are properly licensed.

How do I activate RDS CALs? Install the Remote Desktop Licensing Manager tool. Then, use the tool to connect to Microsoft and input the license key pack to make licenses available.

Can RDS be used in cloud environments like Azure? RDS can be deployed in Azure, but CALs are still required. Azure Virtual Desktop (AVD) is an alternative that offers similar remote capabilities with simplified licensing.

What is License Mobility in RDS? License Mobility allows organizations with Software Assurance to move their RDS licenses between on-premises and cloud environments, adding flexibility for hybrid setups.

Do I need separate CALs for Windows Server and RDS? In addition to RDS CALs, Windows Server CALs are required to license the Windows Server hosting RDS sessions. Both are necessary for compliance.

What if users access RDS temporarily? Temporary users need proper licensing. RDS CALs are assigned to a user or device and temporary or roaming access requires careful planning to remain compliant.

How are RDS CALs assigned and managed? RDS CALs are assigned to a user or device and are managed via the RD Licensing Manager. They cannot be easily reassigned without following Microsoft’s official procedures.

Can I mix User and Device CALs in my environment? Yes, you can, but it adds complexity. Careful tracking is necessary to ensure that all users and devices are properly licensed without overlap.

How do I ensure compliance with RDS licensing? Monitor license usage using tools like Remote Desktop Licensing Diagnoser. Regular internal audits should be conducted to verify that all users and devices have appropriate CALs.

What are the common RDS licensing mistakes? Common mistakes include underestimating the number of required CALs, misassigning User versus Device CALs, and failing to activate licensing servers properly.

Can I use RDS in a hybrid cloud environment? Yes, Microsoft supports RDS in hybrid environments. Licensing for both on-premises and cloud must adhere to Microsoft’s rules, with License Mobility available under Software Assurance.

What are the benefits of Software Assurance for RDS? Software Assurance provides License Mobility, allowing CALs to be used in both on-premises and cloud environments. It also provides access to updates and support for improved flexibility.

Author

  • Fredrik Filipsson

    Fredrik Filipsson brings two decades of Oracle license management experience, including a nine-year tenure at Oracle and 11 years in Oracle license consulting. His expertise extends across leading IT corporations like IBM, enriching his profile with a broad spectrum of software and cloud projects. Filipsson's proficiency encompasses IBM, SAP, Microsoft, and Salesforce platforms, alongside significant involvement in Microsoft Copilot and AI initiatives, improving organizational efficiency.

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