RDS CAL User vs Device: Which Remote Desktop CAL Do You Need?
Updated by the Software Recycling support team
Buy RDS User CALs when each person connects from several devices, and RDS Device CALs when several people share one device. Servers in a workgroup can only use Device CALs. The CAL version must match or be newer than the session host, and every RDS user also needs a Windows Server CAL.
RDS CALs come in two types: User CALs license a person on any number of devices, and Device CALs license a device used by any number of people. Choose User CALs when people work from several devices, and Device CALs when several people share the same device. Workgroup servers can only use Device CALs. The CAL version must be the same as or newer than the Windows Server version you connect to.
What is an RDS CAL?
An RDS CAL (Remote Desktop Services Client Access License) is the license each user or device needs to start a Remote Desktop session on a Windows Server RD Session Host. Without RDS CALs, Windows Server allows only two concurrent administrative Remote Desktop connections for server management.
RDS CALs are installed on a Remote Desktop Licensing server, which hands them out to users or devices as they connect.
RDS User CAL vs Device CAL
Pick the type based on how people connect, not on how many servers you have.
| User CAL | Device CAL | |
|---|---|---|
| What it covers | One named person | One physical device |
| Best when | Each person uses a desktop, laptop and phone | Shift workers share a terminal |
| Works in a workgroup | No | Yes |
| How it is tracked | Assigned in Active Directory, not enforced | Issued to the device and enforced |
| Example | 20 staff each with a laptop and home PC: 20 User CALs | 30 staff sharing 10 PCs: 10 Device CALs |
User CALs are the common choice for offices where staff work from home or on more than one device. Device CALs win when there are more people than devices, such as in warehouses, clinics and call centers.
Why workgroup servers need Device CALs
Per User CALs depend on Active Directory to record who holds each license. If the session host and license server are not joined to a domain, Microsoft supports Per Device CALs only.
Which RDS CAL version do you need?
The RDS CAL version must match or be newer than the Windows Server version of the session host. Newer CALs work with older servers, but older CALs do not work with newer servers.
| Session host | 2025 RDS CAL | 2022 RDS CAL | 2019 RDS CAL | 2016 RDS CAL |
|---|---|---|---|---|
| Windows Server 2025 | Yes | No | No | No |
| Windows Server 2022 | Yes | Yes | No | No |
| Windows Server 2019 | Yes | Yes | Yes | No |
| Windows Server 2016 | Yes | Yes | Yes | Yes |
There is a second rule. 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 2022 or 2025 license server, but not on a 2019 license server. If you are buying 2022 RDS CALs for a 2022 session host and your license server still runs 2019, move the licensing role to a newer server first.
Browse CALs by version: RDS CAL 2025, RDS CAL 2022, RDS CAL 2019 and RDS CAL 2016.
RDS CAL vs Windows Server CAL
They are two different licenses, and a Remote Desktop user needs both. A Windows Server CAL gives a user or device the right to access the server at all, for file sharing, printing or authentication. An RDS CAL adds the right to use Remote Desktop Services on that server.
So a team of 15 people working through Remote Desktop needs 15 Windows Server CALs and 15 RDS CALs (user or device to suit), as well as core licenses for the server itself. Our guide to Windows Server core licensing explains how to size the server license.
How to install RDS CALs on the RD Licensing server
Install the Remote Desktop Licensing role, activate the license server, then add your CALs with RD Licensing Manager.
- In Server Manager, add the Remote Desktop Licensing role service, or include it when you deploy Remote Desktop Services.
- Open Remote Desktop Licensing Manager from Windows Administrative Tools.
- Right-click the server name and choose Activate Server. Use the automatic connection method, or the web browser or telephone methods if the server has no internet access.
- Right-click the server again and choose Install Licenses.
- Select the license program that matches your purchase. For a retail key, this is the license pack (retail purchase) option.
- Enter the license code or agreement details, then choose the product version, the license type (Per User or Per Device) and the quantity.
- Finish the wizard. The licenses appear under the server with a total and available count.
In a domain, add the license server's computer account to the Terminal Server License Servers group in Active Directory so it can track Per User CALs. RD Licensing Manager offers to do this under Review Configuration.
How to set the licensing mode
The session host must know which license server to use and whether to request User or Device CALs. Set this in one of two places:
- With an RD Connection Broker deployment: in Server Manager, go to Remote Desktop Services > Overview > Tasks > Edit Deployment Properties > RD Licensing. Choose Per User or Per Device and add the license server.
- Without a Connection Broker: open Group Policy and go to Computer Configuration > Administrative Templates > Windows Components > Remote Desktop Services > Remote Desktop Session Host > Licensing. Enable Use the specified Remote Desktop license servers and Set the Remote Desktop licensing mode.
Afterward, open RD Licensing Diagnoser on the session host to confirm that it sees the license server and that the mode matches the CALs installed. A mismatch, such as Per Device mode with only User CALs installed, is the most common reason users are refused after the grace period.
For a new server build, see our guide to installing Windows Server.
Need help?
If you are unsure whether you need User or Device CALs, or the licensing server will not accept your key, open a ticket at /support or call +1-888-470-5516. Free tech support is available 7 days a week, and if a key fails to activate we send a working replacement free of charge.
