FAQ: SharePoint Server 2019 Standard -- 1 Device CAL

What is SharePoint Server 2019 Standard -- 1 Device CAL?

SharePoint Server 2019 Standard -- 1 Device CAL is a Client Access License type of licence, assigned to one device, not a user. It is not installation software or an activation key for the server itself, but a licence document that authorises the specified device to legally access SharePoint Server 2019 Standard services. This type of licence is required when an organisation already uses a SharePoint server and wants to provide compliant access from a specific computer, terminal, or other company device.

What does CAL mean in practice?

The CAL abbreviation means Client Access License, or client access licence. In practice, this means that simply having a deployed SharePoint server does not give all employees or devices the right to use it. Microsoft separates the server licence from the right to access. Therefore, in addition to the server licence, the appropriate CAL licences are also required. In the case of the Device CAL version, the right to access is assigned to a specific device, which can be used by multiple users.

How does Device CAL differ from User CAL?

This is one of the most common questions when making a purchase. User CAL is assigned to a specific person and allows them to use SharePoint from multiple devices, such as a desktop computer, laptop, and company phone. Device CAL, on the other hand, is assigned to one device, and multiple users can use it, as long as it is in accordance with the company's policy.

The choice depends on the work model. If one person uses multiple devices, User CAL is usually more cost-effective. However, if multiple people work shifts on one computer or terminal, Device CAL may be more beneficial.

How many Device CAL licences do I need?

The number of required licences depends on the number of devices that need to access SharePoint Server 2019 Standard. The rule is simple: 1 device = 1 Device CAL. If 10 shared computer stations use the solution in a company, usually 10 Device CAL licences will be needed, regardless of the number of employees using these stations.

It is worth analysing the actual usage of the environment. A well-chosen licensing model helps avoid both under-licensing and unnecessary costs.

Does this licence give the right to install SharePoint Server?

No. Device CAL does not replace the server licence. It is a licence to access an already licensed SharePoint Server 2019 Standard environment. For an organisation to operate legally, both a server licence and the appropriate number of CAL access licences for users or devices are required. Device CAL is not a standalone product to download and install, but a legal basis for using the server services.

If you have any further questions or concerns, please do not hesitate to contact us at [email protected] or call us on phone 00 800 121 1654.

Is SharePoint Device CAL a legal licensing document, rather than a physical box?

Yes. This is a very important distinction. In the case of this product, the customer buys a legal licensing entitlement, not a software medium. This means that the subject of the purchase is licensing compliance and access rights, confirmed by the relevant sales documentation. For many companies, it is crucial to be able to demonstrate the legality of using the system based on properly purchased licenses during an audit or internal control.

What about compliance and compliance issues?

From a compliance perspective, the correct assignment of licenses to the method of use is most important. The company should know which devices have access to SharePoint and how many Device CAL licenses have been assigned. In the event of a control, it is not only the purchase itself that counts, but also the ability to demonstrate that the licensing model corresponds to the actual use of the environment.

Incorrectly chosen CAL quantity or confusion between the User and Device model may mean a risk of violating licensing terms. Therefore, for larger implementations, it is worth determining in advance whether a per-user or per-device model will be better for a given organization.

Can a Device CAL license be transferred to another device?

In principle, the Device CAL license is assigned to a specific device. Any transfer should be made in accordance with the manufacturer's licensing terms and with full internal documentation. Such a license should not be treated as freely rotating access between multiple computers at the same time.

In practice, this means that if a device has been withdrawn from use or replaced, the company should ensure proper documentation of the assignment change. In case of doubts, it is best to take a cautious approach and rely on current licensing rules for the Microsoft environment.

Is one Device CAL enough if several people use the same computer?

Yes, if all these people use the same device, one Device CAL license may be the right solution. This is one of the main reasons why companies choose the device model. It works especially well in receptions, production points, warehouses, educational institutions, or shift environments where many people work on shared workstations.

However, if the same employees also log in from other devices, it is necessary to re-analyze the licensing model, because in this case, the User CAL variant may be more suitable.

What about delivery, sales documents, and VAT invoice?

The purchase includes a legal license along with the relevant sales documentation. The customer receives an order confirmation and a sales document. A VAT invoice is issued, which is of significant importance for both accounting and evidentiary purposes in the event of a control of software legality and licenses in the company. Depending on the form of order fulfillment, delivery is electronic or documentary, as we are talking about a license, not a physical program to install.

How to choose the right number of licenses and where to get help before purchasing?

It's best to start with a simple audit: count the devices that have access to SharePoint Server 2019 Standard and check if they are shared workstations or rather individual work environments. This allows you to assess whether Device CAL will be more beneficial than User CAL. If you need support in selecting licenses, explaining the rules of legal purchase, or clarifying issues related to transfer and compatibility, you can contact us by phone at 00 800 121 1654.