Session Host version
Windows Server 2025, 2022, 2019 or an earlier release.
RDS Licensing Consultation
Windows Server 2025 · 2022 · 2019
Get the RDS licensing pathway right before you buy
Turn users, devices, server versions and deployment details into a clearer Remote Desktop Services licensing plan—before a wrong CAL type or version becomes an expensive correction.
User or Device CAL Version compatibility Practical quantity check
The 60-second licence check
Five facts shape almost every RDS CAL decision
A consultation starts with your real access pattern—not a generic licence bundle. These five inputs usually reveal the most appropriate path and the questions that still need verification.
People
How many unique users will directly or indirectly access RDS?
Devices
Are endpoints dedicated, shared across shifts, or used for BYOD?
Directory model
Domain joined, Microsoft Entra Domain Services, or a workgroup?
User relationship
Employees, onsite contractors, external users, customers—or a mix?
Licensed Windows ServerCorrect edition and core coverage
Windows Server CALBase access licence for each applicable user or device
Windows Server RDS CALAdditive User or Device access licence
This is a common licensing structure, not a universal quote. Application, external-user, hosted-service and virtual-desktop rights may add different requirements.
Choose the assignment model
User CAL or Device CAL? Follow the way people actually work
The cheaper-looking pack is not always the lower-cost entitlement. Count unique users and unique devices, then account for sharing, mobility and directory configuration.
Per User
Often best for mobile or hybrid teams
- One assigned user can access from their permitted devices.
- Useful when each person uses a desktop, laptop and home device.
- Requires disciplined assignment and sufficient CAL inventory.
- Not permitted for an RDS deployment using workgroup servers.
Example: 25 employees each use three devices. A Per User model may align more closely with 25 people than 75 endpoints.
Per Device
Often best for shared workstations
- One assigned device can be used by multiple people.
- Useful for shifts, labs, call centres, kiosks and shared terminals.
- Tracked and issued by the Remote Desktop Licensing server.
- The required option for RDS deployments using workgroup servers.
Example: 60 shift workers share 20 terminals. A Per Device model may align more closely with 20 endpoints than 60 people.
Version compatibility
The Session Host sets the minimum RDS CAL version
Earlier RDS CAL versions cannot license access to a later Windows Server Session Host. Later RDS CALs can generally access earlier Session Host versions, subject to the applicable terms.
| Session Host | 2025 RDS CAL | 2022 RDS CAL | 2019 RDS CAL | Consultation cue |
|---|---|---|---|---|
| Windows Server 2025 | Compatible | Not compatible | Not compatible | Plan for 2025 CALs and a compatible licence server. |
| Windows Server 2022 | Compatible | Compatible | Not compatible | Check whether 2025 or 2022 entitlement best fits the roadmap. |
| Windows Server 2019 | Compatible | Compatible | Compatible | Confirm acquisition channel and downgrade/version rights. |
The Remote Desktop Licensing server must also be compatible with the RDS CAL version being installed. A 2025 RDS CAL requires a licensing server running Windows Server 2025 or later.
What the consultation covers
From uncertain headcount to a clearer acquisition brief
We help you organise the information needed to discuss the appropriate products, quantities and next steps with fewer assumptions.
Map access
Identify Session Hosts, users, devices, sites, workloads and external access.
Compare models
Test User versus Device CAL logic against real working patterns and growth.
Check versions
Align the Session Host, RDS CAL and Remote Desktop Licensing server versions.
Prepare next steps
Clarify the likely product path and the issues requiring Microsoft or legal confirmation.
Bring these details
Prepare a useful RDS brief
You do not need to send credentials or product keys. A simple environment summary is enough to begin.
- Windows Server version and edition for every Session Host
- Number of unique users and connecting devices
- Whether devices are dedicated, shared or BYOD
- Domain, Microsoft Entra Domain Services or workgroup
- Employee, contractor, customer or external-user access
- Existing Windows Server CALs, RDS CALs and licensing server version
- RemoteApp, full desktop, VDI, AVD on Windows Server, MSP or hosted use
Explore relevant licences
Already know the version and assignment model?
Review current store options, or use the consultation form if the environment includes mixed versions, workgroups, external users or a large deployment.
RDS licensing FAQ
Answers to the questions buyers ask before requesting a quote
What licences are commonly required for Windows Server RDS?
A typical deployment needs the Windows Server software licensed correctly, a Windows Server CAL for each applicable user or device, and an additive Windows Server RDS CAL for each applicable user or device accessing RDS functionality. Other applications and scenarios can add requirements.
Does an RDS CAL replace the normal Windows Server CAL?
No. Microsoft classifies the Windows Server CAL as a Base access licence and the RDS CAL as an Additive access licence. RDS access commonly requires both.
Should we choose RDS User CALs or Device CALs?
User CALs often suit people who connect from multiple devices. Device CALs often suit shared computers used by many people. The most economical compliant model depends on unique users, unique devices, sharing patterns and whether the servers are domain joined or in a workgroup.
Can a 2022 RDS CAL connect to a Windows Server 2025 Session Host?
No. Microsoft’s compatibility table states that an earlier RDS CAL cannot access a later Session Host. A Windows Server 2025 Session Host requires a 2025-compatible RDS CAL.
Can we use Per User RDS CALs in a workgroup?
No. Microsoft’s current configuration guidance states that RDS deployments using workgroup servers must use Per Device CALs; Per User CALs are not permitted in that configuration.
Do the two administrative sessions remove the need for RDS CALs?
Only for narrowly defined administration of the server instances. The exception does not cover providing ordinary user desktops, applications or production RDS access.
What about customers, partners or other external users?
External access may use CALs for each user or device or qualifying External Connector licences per accessed physical server. RDS is advanced functionality, so both Base and Additive access licensing may be relevant. The exact facts should be reviewed before purchase.
Is this consultation a Microsoft licence audit or legal opinion?
No. It is practical product-selection guidance based on the environment details you provide and current public Microsoft documentation. Microsoft Product Terms, your agreement and advice from Microsoft or your legal/licensing adviser determine final entitlement.
Evidence-led guidance. The licensing principles and compatibility statements above are based on Microsoft’s RDS CAL guidance, Session Host licensing configuration, Windows Server 2025 licensing guidance and the applicable Microsoft Product Terms. Licensing terms can change; confirm the current terms for your agreement and acquisition channel before purchase.
Request a consultation
Describe the environment. We’ll help organise the licensing questions.
Use the enquiry form below, speak with the team by live chat, or call 1300 849 283.
For a faster first review, include:
- Session Host version
- Unique user and device counts
- Domain or workgroup
- Internal or external access
- Existing CAL details
Security note: Do not submit passwords, licence keys or other credentials. The contact form is for environment and purchasing details only.