Remote Desktop Protocol (RDP) is a powerful feature in Windows. It allows users to access computers or servers remotely. While using RDP is straightforward, understanding its licensing requirements is important. Proper licensing ensures compliance with legal and business standards.
In this article, we will explore RDP licensing in detail. We’ll explain the types of licenses, how to set them up, and why they matter.
What is RDP Licensing?
RDP licensing refers to the legal permission to use Remote Desktop Services (RDS) on Windows. Microsoft requires users to have licenses for remote access to computers and servers. This licensing is managed through a system called Remote Desktop Licensing.
Without proper licensing, RDP connections may be restricted. You may also face compliance issues or fines.
Why is RDP Licensing Important?
- Legal Compliance: Microsoft enforces strict rules for software use. Licensing ensures you follow these rules.
- Access Control: Licenses determine how many users or devices can connect remotely.
- Avoid Interruptions: Without licenses, RDP connections may stop working after a grace period.
- Scalability: Licenses help organizations manage remote access as they grow.
Types of RDP Licenses
Microsoft offers two main types of RDP licenses:
1. Per Device CAL (Client Access License)
This license is tied to a specific device. Each device connecting to the server requires its own license.
- Best for environments where many users share the same device.
- Ideal for call centers or shared workstations.
2. Per User CAL
This license is tied to individual users. A single user can connect from multiple devices.
- Suitable for environments where users access servers from different devices.
- Common in organizations with remote workers or mobile employees.
How Does RDP Licensing Work?
RDP licensing works through a Remote Desktop Licensing Server. This server issues and manages licenses. Here’s how it functions:
- License Installation: Install the required licenses on the RDP Licensing Server.
- Connection Validation: When a user or device connects, the licensing server validates the connection.
- License Issuance: The server issues a license to the connecting user or device.
The licensing server must be set up within a grace period (usually 120 days). After this, remote connections may stop working if no licenses are installed.
Steps to Set Up RDP Licensing
Follow these steps to configure RDP licensing:
1. Install Remote Desktop Licensing Role
- Open Server Manager on the Windows server.
- Click on Add Roles and Features.
- Select Remote Desktop Services and choose Remote Desktop Licensing.
- Complete the wizard to install the role.
2. Activate the Licensing Server
Activation is required to issue licenses:
- Open Remote Desktop Licensing Manager from the Start menu.
- Right-click on the server and select Activate Server.
- Follow the wizard and choose an activation method (online or phone).
3. Install Licenses
Once the server is activated, you can install licenses:
- Open the Remote Desktop Licensing Manager.
- Right-click on the server and select Install Licenses.
- Enter the license key provided by Microsoft.
4. Configure RDP Hosts to Use the Licensing Server
- Open Remote Desktop Session Host Configuration.
- Under Licensing, specify the name of the licensing server.
Choosing the Right RDP License
The choice between Per Device and Per User CALs depends on your organization’s needs.
- If employees use multiple devices, choose Per User CALs.
- If devices are shared among users, go for Per Device CALs.
Microsoft also offers licensing bundles for businesses that need flexibility.
Common Issues with RDP Licensing
- Grace Period Expired:
- If the 120-day grace period ends without licensing, connections are blocked.
- Install and activate licenses promptly to avoid interruptions.
- Misconfigured Licensing Server:
- Ensure the licensing server is properly specified in the session host configuration.
- License Overuse:
- Connecting more users or devices than licensed may lead to compliance issues.
- Track license usage using the Licensing Manager.
Tips for Managing RDP Licenses
- Monitor Usage: Use the Remote Desktop Licensing Manager to check how licenses are being used.
- Plan for Growth: Purchase additional licenses as your organization expands.
- Renew Licenses: Keep licenses updated to avoid disruptions.
- Backup Your Licensing Server: Regularly back up the licensing server to prevent data loss.
Alternatives to RDP Licensing
For some organizations, managing RDP licenses can feel complex. Alternatives like TeamViewer, AnyDesk, or Chrome Remote Desktop may be simpler. However, these tools may have their own licensing costs and limitations.