Guide to Microsoft CALs: User vs. Device

What is a CAL?

CAL stands for Client Access License. To use Microsoft server software (like Windows Server or SQL Server), you typically need two types of licenses:

1. The Server License: To install the software on the machine.
2. The CAL: To give a person or a device the legal right to access that server.
   
   

Think of the Server License as the "house" and the CAL as the "key" to get in.

Which one do I need?

Microsoft offers two ways to license your team. The best choice depends on whether you have more employees or more computers.

1. User CALs (Most Common)

• How it works: You buy one license for every person who accesses the server.
• Best for: Companies where employees use multiple devices (e.g., a laptop at the office, a tablet on the road, and a PC at home).
• Benefit: One user can access the server from an unlimited number of devices.
  
  

2. Device CALs

• How it works: You buy one license for every device that accesses the server.
• Best for: Businesses with shared workstations or shift patterns (e.g., a reception desk, a warehouse scanner, or a call center).
• Benefit: An unlimited number of people can use that one licensed device to access the server.

Comparison at a Glance

Why is this required?

Microsoft uses this "Access License" model to keep costs fair. A small business with 5 employees pays less for access than a corporation with 500. By choosing the right CAL type, you ensure your business stays legally compliant while only paying for the access you actually need.

Need help deciding?

If you aren't sure which version fits your team better, feel free to reach out to our support team with your total number of users and devices!