The Challenges of Licensing Shared Devices

• Many organizations have devices that are shared by multiple users and not permanently dedicated to a single user.
• Organizations must consider how a shared device will be used, and which users will be accessing it, to determine the best licensing options.
• Due to differing product licensing rules across Microsoft’s product range, organizations may need to use different licensing models for each product or ask Microsoft for licensing exceptions.
• Organizations may incorrectly assume that their user-based licensing covers all scenarios. Often that is not the case, and additional licensing is necessary.

Organizations typically have shared devices, which do not belong to a specific user all day, every day, but are instead used by a group of users working together or working near each other in the same space. This situation often occurs in healthcare, hospitality, and retail scenarios, but can also occur in manufacturing and other environments. While many Microsoft products and some Microsoft services still offer device-based licensing that is appropriate or even ideal for these shared devices, that is not always an option. Organizations may also not be aware of the need to license devices, instead assuming that their user-based licensing covers any shared device scenarios, which may not be the case. This report focuses primarily on the issues with licensing shared devices for management, identity, and security services, as they tend to create the largest potential challenge and licensing shortfall opportunity.