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Microsoft CAL Licensing Has Evolved Thanks to Cloud and BYOD

By Laura Stotler, TMCnet Contributing Editor

Software licensing can be a tricky prospect, and the cloud makes things even foggier when it comes to adhering to license requirements. Flexera Software has experience with this on both ends of the spectrum, since the company works to help enterprises comply with licensing agreements but also works with application developers on managing their software entitlements.

Flexera recently published the first of a three-part blog series about managing and optimizing Microsoft (News - Alert) Client Access Licenses (CALs) as well as how the Microsoft Cloud solution is creating challenges surrounding these licenses. The CAL is a Microsoft license category providing access to server software like Windows Server, SQL Server, Exchange Server and SharePoint Server.

According to Flexera, there are two main types of CALs – device and user. The Device CAL lets a device access corresponding server features no matter how many users are connecting to and using the device, with only a single license required. A User CAL, on the other hand, lets a single user access a server from any device, offering major portability. The two types of licenses are available at around the same price point, but one cannot be used as a substitute for the other in most cases.

Another type of setup involving CALs is known as an “external connector” and is used when access to a server that requires CALs needs to be provided to external devices or users. In this case, the license must be assigned to the physical server being accessed from outside the organization, while any number of users may then access the server functionality through the actual server or VMs. Each physical server will require an external connector license for external access. There are exceptions that enable external users to use a regular User CAL to access the server, and this may prove more cost effective depending on the number of servers and users.

While a majority of organizations purchased Device CALs in the past for easier tracking of workstations and laptops, BYOD and the cloud have brought about licensing changes. Flexera points out that today’s CALs are largely user based, giving workers the flexibility to access corporate servers on a variety of devices. It’s important to remember that CALs are required most of the time for accessing server resources and applications, which is often accomplished via client virtualization. Organizations need to take a close look at their licenses and make the appropriate adjustments before authorizing BYOD devices and policies to avoid infringements and violations.