User CAL vs Device CAL — India Buyer's Guide
Two ways to license access to a Microsoft server — and how to pick the cheaper one for your team.
A CAL (Client Access License) is required for every user or device that accesses a Microsoft server (Windows Server, Exchange, SharePoint, SQL Server). Microsoft gives you two options — User CAL (one per named user) or Device CAL (one per named device). Picking the wrong one can double your CAL bill.
The rule of thumb — count the smaller number
If you have fewer users than devices (typical office where each employee uses laptop + phone + desktop), buy User CALs. If you have fewer devices than users (shared kiosks, call-centre workstations, factory-floor computers, hospital nursing stations), buy Device CALs.
Example 1 — a 30-employee tech company: Each employee has a laptop + phone + occasional desktop = 90 devices for 30 people. Buy 30 User CALs (₹3,300 × 30 = ₹99,000) not 90 Device CALs (₹3,300 × 90 = ₹2,97,000).
Example 2 — a 200-employee call centre with 60 workstations: Three shifts of 60 people each = 200 people, but only 60 workstations. Buy 60 Device CALs (₹3,100 × 60 = ₹1,86,000) not 200 User CALs (₹3,300 × 200 = ₹6,60,000).
Special cases
External users (contractors, partners accessing your Exchange or SharePoint): use External Connector License (per server, unlimited external users) — cheaper than adding CALs for each contractor.
RDS / Terminal Services requires an additional RDS CAL (₹12,000 – ₹14,500) on top of the base Windows Server CAL. Same User vs Device logic applies.
SQL Server — if you use per-core licensing (typical for public web apps), you don't need SQL CALs. Only Server+CAL licensing requires a SQL CAL.
Frequently asked questions
How much is a Windows Server User CAL in India?＋
Can I mix User CAL and Device CAL?＋
Do I need CALs for a public website hosted on Windows Server?＋
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