Windows Server RDS CALs: User CALs vs Device CALs

RDS User CALs vs Device CALs, in one line: a User CAL covers one person on any device, and a Device CAL covers one device, whoever uses it. Below we explain how each one works, which one fits your setup, how many packs you need and which Windows Server versions they work with, with screenshots from our own Windows Server 2022 test server.

IMPORTANT: RDS CALs are separate products from Windows Server. Microsoft's licensing terms say which users and devices need an RDS CAL: check them for your setup. Every rule in this article comes from Microsoft's own guidance, linked at the end.

1. What an RDS CAL is

An RDS CAL (Remote Desktop Services client access license) lets a person or a device connect to a Remote Desktop session host running Windows Server. The CALs are installed on a Remote Desktop license server, which issues them to the users or devices that connect.

At Licendeals, RDS CALs are sold in packs of 50, as User CALs or Device CALs, for Windows Server 2025, 2022, 2019 and 2016. The Windows Server license for the server itself is a separate product: see our Windows Server license keys.

2. User CALs: one person, any device

With a User CAL, each person can connect to the session host from any number of devices: an office PC, a laptop at home and a tablet all count as one person.

• Microsoft says the license server doesn't enforce User CALs: it issues them, and it's up to the administrator to have enough User CALs for every user.
• You can track them and run reports in the Remote Desktop Licensing Manager.
• According to Microsoft, for most license agreements a User CAL can be reassigned to a different person only after 90 days, except in special circumstances.

3. Device CALs: one device, whoever uses it

With a Device CAL, each computer or terminal that connects needs its own CAL, no matter how many people use it.

• The license server tracks Device CALs and doesn't issue more than you have installed.
• The first time a device connects, it gets a temporary CAL. The next time, if the license server is activated and has Device CALs available, it gets a permanent one.
• According to Microsoft, you can revoke up to 20% of your Device CALs.

This is the Remote Desktop Licensing Manager on our test server after installing a pack of 50 Windows Server 2022 Device CALs. The "Windows 2000 Server - Built-in TS Per Device CAL" line is there by default, and the installed pack shows 50 licenses available:

4. Which one fits your business

Microsoft gives two examples, and our product pages use the same ones:

• Choose User CALs when each person has their own devices, or uses several devices (office PC, laptop, phone).
• Choose Device CALs when several people share the same computers, for example workers in two or more shifts.

A quick way to decide: count the people who will connect and the devices they will connect from. If you have fewer people than devices, User CALs usually work out better. If you have fewer devices than people, Device CALs usually do.

The type you buy must match the licensing mode set on your session host. In Windows Server it is the policy "Set the Remote Desktop licensing mode", with two options, Per Device and Per User. This is that setting on our test server, with Microsoft's own explanation on the right:

5. How many packs you need

Each pack covers 50 users (User CALs) or 50 devices (Device CALs).

• Count the people (User CALs) or the devices (Device CALs) that will connect to your session hosts.
• Divide by 50 and round up. For example, 120 people need three packs of User CALs, which cover 150.
• Check Microsoft's licensing terms for your setup.

Buying several packs? Request a quote and our team will prepare it for you.

6. Which Windows Server version they work with

Microsoft's rule: an RDS CAL works with a session host running its own Windows Server version or an earlier one, never a later one. For example, Windows Server 2022 RDS CALs work with a Windows Server 2022 session host or earlier, but not with Windows Server 2025.

• Windows Server 2025 RDS CALs: session hosts with Windows Server 2025, 2022, 2019 or 2016.
• Windows Server 2022 RDS CALs: Windows Server 2022, 2019 or 2016.
• Windows Server 2019 RDS CALs: Windows Server 2019 or 2016.
• Windows Server 2016 RDS CALs: Windows Server 2016 only.

If you plan to move to a newer Windows Server soon, CALs for the newer version also cover the older one.

7. Where the CALs are installed

RDS CALs are installed on a Remote Desktop license server, not on each computer. According to Microsoft, the license server must run the same Windows Server version as the CALs or a later one. For example, Windows Server 2022 RDS CALs can be installed on a license server running Windows Server 2022 or 2025, but not on Windows Server 2019.

Microsoft also gives a grace period of 120 days during which no license server is required. After that, users or devices need a valid RDS CAL from a license server to sign in to a remote session.

8. After you buy

We email you a secure link to your license, with your invoice. To install the pack, open the Remote Desktop Licensing Manager on your license server, right-click the server and choose Install Licenses. In our test, the license program was Retail Purchase and the wizard asked for the license code. Then set the licensing mode on your session host to the same type: Per User or Per Device.

Choose your pack:

• Windows Server 2025 RDS 50 User CALs or Windows Server 2025 RDS 50 Device CALs
• Windows Server 2022 RDS 50 User CALs or Windows Server 2022 RDS 50 Device CALs
• Windows Server 2019 RDS 50 User CALs or Windows Server 2019 RDS 50 Device CALs
• Windows Server 2016 RDS 50 User CALs or Windows Server 2016 RDS 50 Device CALs

Our license types page explains how each type of license works.

9. Frequently asked questions