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Remote Desktop Services Licensing Essentials

October 13, 2023

Remote Desktop Services (RDS) is a valuable tool for organizations to enable remote access to Windows-based applications and desktops. However, understanding the licensing aspects of RDS is crucial to ensure compliance and efficient remote desktop deployment. In this post, we’ll provide an overview of Remote Desktop Services licensing, covering key concepts and best practices.

Types of RDS Licensing:

1. RDS User CAL (Client Access License):

User CALs grant one user the right to access RDS on any device. It’s a suitable option for organizations where users need remote access from various devices.

2. RRDS Device CAL (Client Access License):

Device CALs, on the other hand, allow one device to access RDS using any user account. It’s useful for shared devices in situations like shift work.

Key Concepts:

1. Per User vs. Per Device:

Choose between User CALs or Device CALs based on your organization’s specific needs. If you have a large number of users with multiple devices, User CALs may be more cost-effective. Device CALs work well for scenarios where multiple users share a single device.

2. Concurrent Connections:

RDS licensing is based on the number of simultaneous connections, not the total number of users or devices. Ensure you have enough CALs to accommodate peak usage.

3. License Tracking:

Maintain accurate records of CALs to ensure compliance during audits. Microsoft’s licensing agreements require organizations to have sufficient licenses for all users or devices accessing RDS.

4. License Assignment:

Assign licenses to users or devices through the Remote Desktop Licensing Manager. This process helps track and manage license allocation.

5. Licensing Mode:

RDS supports two licensing modes: Per User and Per Device. Ensure your RDS deployment is configured in the appropriate mode to match your CALs.

Best Practices for RDS Licensing:

1. Regular Audits:

Periodically audit your CALs to ensure that the number of licenses aligns with the actual usage.

2. Documentation:

Maintain detailed documentation of your licensing agreements, CALs, and license assignments.

3. Avoid License Overspending:

Assess your organization’s needs and allocate licenses accordingly. Avoid over-purchasing CALs to save costs.

4. Stay Informed:

Keep up to date with Microsoft’s licensing changes and compliance requirements.

5. Consult Licensing Experts:

When in doubt, seek advice from licensing experts to ensure compliance and optimal license management.

RDS licensing is essential for maintaining a secure and compliant remote desktop environment. It’s crucial to understand the differences between User CALs and Device CALs and choose the appropriate one based on your organization’s specific requirements. Accurate tracking, documentation, and regular audits will help you stay compliant and optimize your RDS licensing for remote desktop access.