Everything You Need to Know About Microsoft RDS CALs

Have you ever wondered how businesses can provide employees with access to company resources from anywhere in the world? One of the popular solutions is Microsoft Remote Desktop Services (RDS). To make RDS work effectively, businesses need to acquire Microsoft RDS CALs.

It is one of the most widely used remote desktop solutions globally, allowing over 300 million users to connect and work remotely each month.

But what exactly are RDS CALs? Let’s break it down in simple terms.

What is Microsoft RDS CALs?

Microsoft Remote Desktop Services (RDS) lets you connect to a Windows desktop or specific applications hosted on a remote server from any device—be it a laptop, tablet, or smartphone.

To use RDS properly, you need Client Access Licenses (CALs). These are essential for licensing compliance, allowing organizations to run Remote Desktop Services on their Windows Server setup.

Think of RDS CALs like virtual tickets that give people or devices permission to access and use the resources on a Remote Desktop Services server. It’s like holding a pass to enter a virtual office space.

Why Are RDS CALs Necessary?

RDS Client Access Licenses (CALs) are essential for following and adhering to licensing rules and managing access securely. They also offer features like Multi-Factor Authentication (MFA), which can cut the risk of unauthorized access by up to 99%.

Think of RDS CALs as the keys to a shared digital workspace on a Remote Desktop Server. For businesses of any size, understanding RDS CALs is important to run a secure and compliant remote work environment.

With remote work on the rise, about 74% of companies are planning to make it a permanent option post-pandemic, so having the right remote desktop licensing, like RDS CALs, is more important than ever.

Types of RDS CALs

There are two types of RDS CALs:

User CALs

Device CALs.

Here’s a table comparing the two main types of RDS CALs for an easy breakdown of the differences.

Feature	User CALs	Device CALs
Grant:	Access to a specific user, regardless of device	Access to a specific device, regardless of user
Use Case:	Ideal for users who access RDS from multiple devices. (e.g., laptops, desktops, tablets)	Suitable for scenarios where devices are shared among users. (e.g., in a computer lab)
Cost:	Based on the number of users	Based on the number of devices
Example:	A user with a User CAL can access RDS from their personal laptop, work desktop, and home computer.	A computer in a lab with a Device CAL can be used by multiple users, but only one user can access RDS at a time.

Choosing between User RDS CALs and Device RDS CALs depends on your company’s needs. Think about how your workers move around, who owns the devices, and how much control you want over access.

How Microsoft RDS CALs Work

RDS CALs work with Windows Server to allow users or devices to connect to a Remote Desktop Session Host. When someone tries to access the RDS environment, the Remote Desktop License Server checks to see if they have the right CAL. This validation process makes sure that only properly licensed connections are allowed.

These CALs are installed on a Remote Desktop License Server, which handles the management and distribution of licenses within an organization. The License Server tracks the issuance and usage of CALs, so that everything complies with licensing requirements.

How to Purchase RDS CALs

Purchasing Microsoft RDS CALs is straightforward and can be done conveniently online. Here are the steps to buy your licenses:

Visit an Authorized Microsoft Reseller or Online Store: Go to a trusted online retailer or the official Microsoft store.

Choose the Type of CALs: Select whether you need User CALs or Device CALs based on your organization’s needs.

Select the Quantity: Determine the number of CALs required and add them to your cart.

Complete the Purchase: Proceed to checkout, enter your payment information, and finalize your purchase.

Receive and Install: After purchasing, you will receive the CALs electronically. Follow the instructions to install and activate them using the Remote Desktop Licensing Manager.

Sysvista provides genuine Microsoft Remote Desktop Services CAL licenses at competitive prices. Our user-friendly online purchasing and dedicated customer support make us your trusted partner for Microsoft licensing. Visit our website to find the right RDS CALs for your organization.

Installation and Activation of RDS CALs

Now that you have purchased it, let us get to the next phase. You can follow these steps for easy installation and activation for RDS CALs

Install the Licensing Role:

Open Server Manager > Manage > Add Roles and Features.
Select Remote Desktop Licensing.

Activate the License Server:

Open Remote Desktop Licensing Manager.
Right-click the server > Activate Server > Follow the activation wizard.

Install RDS CALs:

In Licensing Manager, right-click the server > Install Licenses.
Enter license details and complete the wizard.

Verify and Assign CALs:

Confirm CALs are installed and properly assigned to users or devices.

This completes the whole process of installation and activation of your RDS CALs.

Features and Benefits of Microsoft RDS CALs

Now let us look at some of the benefits the Microsoft RDS CALs presents:

Enhanced Productivity and Collaboration

Microsoft RDS CALs can up productivity and streamline collaboration with shared access to applications and files. It even eliminates the need for expensive office spaces. You can

Improved Disaster Recovery and Business Continuity

RDS CALs offer a centralized platform for accessing applications and data, enhancing recovery speed and reducing downtime. Companies with RDS CALs recover 50% faster from IT outages and face 30% fewer major financial losses.

Centralized Management and Control

RDS CALs streamline the management of remote desktops and applications, simplifying deployment, configuration, and maintenance. Centralized tools for policy management and patching help IT teams keep desktops up-to-date and secure.

Choosing the Right RDS CALs for Your Needs

Aspects	User CALs	Device CALs
Cost	Lower initial cost, but can become expensive for large organizations with many users	Lower initial cost, suitable for smaller organizations with limited users
Flexibility	Allows users to access remote desktops and applications from any device	Restricts access to a specific device
Scalability	Easily scalable to accommodate changes in user count	Can be less scalable, requiring additional licenses for new devices
Management	Requires user management and tracking	Requires device management and tracking
Security	Offers strong security features like multi-factor authentication and encryption	Provides similar security features, but may be more challenging to manage for large organizations
Licensing Model	Based on the number of users	Based on the number of devices
Use Cases	Ideal for organizations with a large number of users who need to access remote desktops and applications from various devices	Suitable for organizations with a limited number of devices and users

Additional Considerations:

Hybrid Environments: Some organizations may benefit from a combination of User CALs and Device CALs to address specific needs.
Virtualization: The choice between User CALs and Device CALs may be influenced by the virtualization environment used.
Licensing Terms: It’s important to review the specific licensing terms and conditions provided by Microsoft to ensure compliance and avoid penalties.

Determining Which is the Best?

The best choice between User CALs and Device CALs depends on the specific needs and circumstances of your organization. Factors such as user count, device count, budget, and security requirements should be carefully considered when making a decision.

Troubleshooting Common Issues

There will be times where you might encounter some issues. We can through common hurdles and see how to tackle them

Activation Problems
Activation issues can arise due to various reasons, such as incorrect activation keys, problems with the server connection, or software conflicts. To resolve these:

Verify the Activation Key: Check if the key is correctly entered, without any typos or extra spaces.
Check Internet Connection: Make sure your device is connected to a stable internet connection. Sometimes, a weak connection can prevent proper activation.
Firewall and Antivirus Settings: Disable any firewall or antivirus software temporarily, as they may block the activation process.
Contact Support: If the problem persists, reach out to customer support with details like error messages and software version.

License Expiration and Renewal

How to handle expired licenses and renewals:
When a license expires, the software may stop functioning or limit access to certain features. Here’s how to manage this:

Check Expiry Date: Avoid interruptions by monitoring your license expiry.
Renew Early: Prevent access loss by renewing before expiry.
Extended Trials: Use available trials or grace periods.
Contact Support: Get help from support if renewal issues arise.

Best Practices for Managing RDS CALs

Choose CAL Type:

Select between User and Device CALs based on needs.

Review Licenses:

Periodically assess CAL usage to avoid over/under-licensing.

Monitor Usage:

Use Remote Desktop Licensing Manager to track and manage compliance.

Set Alerts:

Configure alerts for maximum usage to procure additional CALs on time.

Maintain Records:

Keep detailed license documentation for audits.

Stay Updated:

Regularly check Microsoft’s licensing terms for compliance.

Group Licenses:

Organize by department or function for efficient management.

Key Takeaways

RDS CALs Explained: Microsoft Remote Desktop Services (RDS) Client Access Licenses (CALs) are essential for accessing remote desktops and applications.
Types of CALs: Choose between User CALs, ideal for individuals using multiple devices, or Device CALs, suited for shared devices.
Benefits: RDS CALs enhance productivity, improve disaster recovery, and simplify management.
Purchasing: Obtain RDS CALs from authorized Microsoft resellers or online stores.
Installation: Follow simple steps to install and activate your RDS CALs using the Remote Desktop Licensing Manager.
Troubleshooting: Address common issues such as activation problems and license expirations promptly.

Conclusion

Choosing the right RDS CALs is needed for efficient, secure, and compliant remote access in your organization. Selecting between User and Device CALs depends on your specific needs and setup. For reliable licensing solutions and assistance, visit Sysvista’s website to purchase your RDS CALs or contact our support team for help.