Remote Desktop Services (RDS) Licensing: What You Should Know

Remote Desktop Services (RDS) Client Accesses Licenses (CALs) are required for each user or device that accesses Windows Server remote desktops or published applications. Each user or device that connects to a Remote Desktop Session Host (RDSH) server must have an RDS CAL in addition to standard Windows Server CAL.

The Windows Server CAL allows general access to server services, but an RDS CAL is precisely needed to use the server’s GUI or remote desktop features. What we’re trying to imply is that even if a user is licensed to access the server’s basic services, you need an RDS CAL for that users to open a remote app or desktop session on the server.

This applies whether you’re offering full remote desktops or just RemoteApp streaming of specific applications. It is worth mentioning that either scenario counts as Remote Desktop Services sessions that calls for proper licensing. Windows Server allows two simultaneous remote admin connections without RDS CALs for maintenance purposes.

Aside from that, enterprises need to deploy an RDS Licensing Server to issue and track CALs and configure each RDSH server in either ‘Per User’ or ‘Per Device’ licensing mode. When setting up a new RDSH deployment, a 120-day grace period is offered during which users can connect without CALs.

Per User vs. Per Device RDS CALs

Microsoft offers two licensing models for RDS CALs: Per User and Per Device. Both fulfill the same function, but they are assigned and tracked differently to suit different usage scenarios. In practice, choosing the right RDS CAL types narrows down to how your organization’s staff uses devices.

If each employee uses multiple devices, then Per User CALs typically minimize total licensed and administrative overhead. For those who have shared devices, Per Device CALs can be more cost-effective. It’s ideal to pick one model and apply it consistently for a given RDS deployment, an RDSH server must be configured in one mode or the other.

It doesn’t end at that since you need to ensure your access control approach is in line with the CAL type. For instance, if you choose to go with an RDS device CAL, you should restrict RDS access by device or physical location rather than simply by user group, to avoid a scenario where unlicensed devices connect.

Misalignment of the licensing model and how you provision access can lead to compliance gaps. All in all, you need to match the RDS CAL model to your workforce and verify which option yields the lower license count for your scenario.

As we conclude, RDS CALs represent a significant investment, so CIOs and CTOs need to understand their pricing and how to optimize it. Unlike some client licenses that are bundled with subscriptions.

Rounding Up

RDS CALs are typically purchased as one-time, perpetual licenses, either via volume licensing agreements or authorized resellers. Per-User and Per-Device CALs usually cost the same. When budgeting, remember that RDS CALs are licensed per version of Windows Server.