Welcome to CALs 101 (Client Access Licenses)

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On this Coffee Coaching Session she gives a general overview about CALs, or Client Access Licenses. In other words they are licenses granting a access to certain Microsoft server software. CALs are used in conjunction with Microsoft server software licenses to allow users and devices to access and utilize the services of that server software.

For example, if your customer is looking to use Windows Server, he would need a Windows Server license in order to install and run the Windows Server software on the physical server itself. In order to provide the rights for users or devices to access the Windows Server software running on the server, CALs would need to be acquired for those users or devices.

 

Now that you know what a CAL is, let’s review the different types of CALs, this information is important because, depending on your customer’s need you’ll want to acquire a specific type of access:

• Windows Device CALs — these are licenses for any device (used by any user) accessing your customer’s servers. These CALS make the most economical and administrative sense for an organization with multiple users for one device, such as shift workers.
• Windows User CALs— your customer will need these access licenses for every named user accessing your customer’s servers (from any device). Offer User CALs for organizations with many roaming employees who need access to the corporate network from unknown devices, and/or employees who access the network via multiple devices—that is, if the number of users is less than the number of devices, then this is the more economical choice.
• Terminal Service CALs / Remote Desktop CALs— These CALs are required if a user or device is accessing or using the terminal server functionality of Windows Server Standard, Datacenter, and Enterprise editions. Up to two users or devices may access the server software only for server administration purposes, without requiring either a TS-CAL or a Windows CAL (note that, in Windows Server 2008 R2, Terminal Services CALs are being renamed “Remote Desktop Service CALs”).

You may be asking yourself when do my customers really need CALs? Well they’ll require CALs when a user or device accesses or uses the server software. However, if access is through the Internet and is also unauthenticated (for example, when browsing a public website), a Windows CAL is not required. Also, if that user is an external user, another option is to acquire an External Connector license. See www.microsoft.com/licensing for more details.

HP OEM licenses include certain number of CALs depending on the operating system needed. HP OEM’s current offerings are:

• Microsoft Windows Server 2008 R2 Standard with 5 CALs
• Microsoft Windows Server 2008 R2 Enterprise with 10 or 25 CALs (Look in the product details to know how many CALs are included) 
• Microsoft Windows Server 2008 R2 Datacenter does not include any CALs 
• Microsoft Windows Small Business Server 2011 Essentials with 5 CALs

HP OEM also offers licenses that don’t require CALs, these are:

• Microsoft Windows Server 2008 R2 Foundation with 15 User Access Rights
• Microsoft Windows Small Business Server 2011 Standard with 25 User Access Rights

You’ll be able to choose the type of CALs when buying these options. That is, you can designate whether those CALs are user or device. For any additional CALs your customer may need after that, you purchase the type (user or device) of CAL you desire. If your customer needs more CALs, HP makes available User and Device Windows CALs in 1 and 5 Packs.

Let’s move on to some CAL-Housekeeping advices. What happens if a customer loses a CAL? Windows Server CALs are not “enforced” by software and product keys, so the CAL Pack COA’s only value is as the customer’s “proof of purchase.” The customer’s invoice may serve the same purpose, so there is no need to replace the CAL Pack COA.

On the other hand, TS/RDS CAL usage is enforced. The license key found with the TS/RDS CAL pack must be entered into TS/RDS licensing manager within the OS. TS/RDS CALs can’t be replaced, so treat them like they are money.

It’s important to note that each CAL is “tied” to a specific user or device; they are not “floating” licenses and so they must be assigned to specific users or devices. If a user leaves the company or a device is retired, then the CAL can be reassigned.

More information on CALs is available here: www.microsoft.com/licensing; www.hp.com/go/windowsfaq and www.hp.com/go/proliantwindows. Also, find out more about Matt by viewing his biographical video. If this has been helpful, please join the Coffee Coaching community and follow us on our blog, Facebook, Twitter, YouTube or LinkedIn.