Remote Desktop CALs Explained: User CAL vs Device CAL (Which to Buy)

Remote Desktop CALs Explained: User CAL vs Device CAL (Which to Buy)

If people connect to a Windows Server to use a remote desktop or hosted apps, you need Remote Desktop Services (RDS) CALs. They come in two types: User CALs and Device CALs. Choosing the wrong one can mean paying for more licenses than you need, so this guide shows how each works and how to pick.

The Short Answer

  • Buy RDS User CALs when people use several devices to connect, such as a laptop, a home PC and a tablet.
  • Buy RDS Device CALs when many people share a small number of devices, such as shift workstations, kiosks or reception PCs.
  • Either way, you also need a Windows Server license and standard Windows Server CALs.

What an RDS CAL Is

A Remote Desktop Services CAL gives a user or a device the right to open a session on a Remote Desktop Session Host and use its desktop or hosted applications. It is separate from the Windows Server license and from the standard Windows Server CAL that covers general access to the server. People who use Remote Desktop Services need both.

Windows Server does include two simultaneous remote connections for administration. They are for admins managing the server, not for everyday users.

RDS User CAL vs Device CAL

User CAL Device CAL
Assigned to One named person One device
That person or device can use Any number of devices Any number of people
Best for Staff with several devices, remote and BYOD teams Shared PCs, shifts, kiosks, call centers
Count by Number of users Number of devices

Neither type is based on how many people are connected at the same time. A license is needed for every user or device that connects, even if they never connect together.

A Simple Way to Choose

  1. Count the people who will use Remote Desktop Services.
  2. Count the devices they will connect from.
  3. If people outnumber devices, as with shift workers sharing PCs, Device CALs usually cost less.
  4. If devices outnumber people, as with staff on laptops, phones and home PCs, User CALs usually cost less.

Example 1: A call center has 60 agents across three shifts, sharing 20 workstations. Twenty Device CALs cover everyone, while 60 User CALs would be three times as many licenses.

Example 2: A consulting firm has 15 employees who each connect from a laptop, a desktop and a tablet. Fifteen User CALs cover 45 devices, while Device CALs would need 45.

Licensing Mode and Version Rules

  • Licensing mode: You set Per User or Per Device mode on the Remote Desktop Session Host, and it must match the type of CALs you install.
  • Version: The CAL version must be the same as or newer than your session host. A Windows Server 2025 RDS CAL covers 2025 and earlier hosts. An older CAL, such as 2016, does not cover newer hosts.
  • License server: CALs are installed on your Remote Desktop Licensing server, which hands them out to the session hosts. Our guide how to install RDS CALs on Windows Server walks through it.

Our Windows Server 2025 Remote Desktop CAL Options

User CALs

Device CALs

Running an older server? We also carry Windows Server 2022 RDS 20 User CAL and Windows Server 2016 RDS CALs. Browse more in our Windows Server and CAL collection.

Frequently Asked Questions

Do I need a standard Windows Server CAL as well?

Yes. RDS CALs are added on top of the standard Windows Server CALs, which cover general server access. See our guide on Windows Server 2025 core licensing and CALs.

Can I mix User CALs and Device CALs?

You can own both types, but a single session host runs in one licensing mode, so plan which mode each host uses.

Are RDS CALs per connection?

No. They are counted per user or per device, not per simultaneous session.

Does the Windows Server license include RDS CALs?

No. The server license and RDS CALs are bought separately.

Licensing terms can change. Confirm the current rules in Microsoft's product terms before you buy, especially for mixed or complex environments.

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