Microsoft Dynamics CRM can be accessed as an Outlook or Web Client, and as a Desktop version (continuous connection to the Server) or as Laptop Disconnected Client with seamless automatic synchronisation upon re-connection.

Microsoft Dynamics CRM provides licensing solutions to cover implementations of any size, from small workgroups, to mid-level right up to very large organisations.

Server Versions

• Microsoft Dynamics CRM 4.0 Workgroup Server
• Microsoft Dynamics CRM 4.0 Professional Server
• Microsoft Dynamics CRM 4.0 Enterprise Server

User Licensing

• Limited Use
• Full Additive
• Administrative

User licensing is available on a per user basis or on a per device basis.

Server Editions
Every server that runs Microsoft Dynamics CRM 4.0 requires a Server License. Three Server Editions are available for Microsoft Dynamics CRM 4.0:

Microsoft Dynamics CRM 4.0 Workgroup Server
• Offers the same rich feature set as Microsoft Dynamics CRM 4.0 Professional Server
• Includes and supports a maximum of 5 named User licenses
• Licensed as a Specialty Server
• For greater than 5 User support, Customers may purchase a Step-Up to Microsoft Dynamics CRM 4.0 Professional Server
• Runs on Windows Server 2003 and Windows Small Business Server 2003 R2 (includes SQL Server 2005)

Microsoft Dynamics CRM 4.0 Professional Server
• Offers a rich feature set, and supports single tenant deployment
• Users are only limited by Server capacity, there is no licensing limit on the number of users
• Licensed under the Server/CAL licensing model
• Users may be added by purchasing Microsoft Dynamics CRM CALs, as outlined below
• For multi-tenancy support, Customers may purchase a Step-Up to Microsoft Dynamics CRM 4.0 Enterprise Server
• Runs on Windows Server 2003 and Windows Small Business Server 2003 R2 (includes SQL Server 2005)

Microsoft Dynamics CRM 4.0 Enterprise Server
• Offers a rich feature set, and supports multi-tenant deployments.
• Users are only limited by Server capacity, there is no licensing limit on the number of users
• Licensed under the Server/CAL licensing model
• Users may be added by purchasing Microsoft Dynamics CRM CALs, as outlined below
• Runs on Windows Server 2003 and Windows Small Business Server 2003 R2 (includes SQL Server 2005)

Client Access Licenses
Microsoft Dynamics CRM 4.0 Professional and Enterprise Servers follow the Microsoft Server/CAL licensing model, meaning that they require a separate Server license for each Server on which the software is installed, plus a User Client Access License (CAL) for every internal user who accesses CRM. 

A Microsoft Dynamics CRM User is defined as any user who accesses the Microsoft Dynamics CRM server, files, data content or “Microsoft Dynamics CRM functionality”. 

“Microsoft Dynamics CRM functionality” is any service or feature of Microsoft Dynamics CRM that allows a user to view, manipulate, input, query, or otherwise structure “live data”. 

“Live data” is information that, via user action, dynamically writes to or reads from (or synchronises with) Microsoft Dynamics CRM, whether it is accessed directly or indirectly.  CRM Users are required to have the appropriate user licenses, regardless of their direct or indirect connection to the product. 

For the Professional Server and Enterprise Server, Client Access Licenses (CALs) are version non-specific and may be used with either of these two editions.

CALs have the following use distinctions:

• User CAL - With a user CAL, each licensed user may access the Server from any device.
• Device CAL - With a device CAL, the CAL is assigned to a device and may be shared by non-concurrent users over time, such as in a shift worker or call centre scenario.

A User is defined as any user or device who accesses the Microsoft Dynamics CRM server, files, data content or “Microsoft Dynamics CRM functionality”, as defined under ‘CAL’ below.
User and Device CALs may be mixed in a deployment and any CAL may have the User or Device distinction.

User and Device CALs are priced the same and may be ordered separately on the price list. Customers who upgrade from Microsoft Dynamics CRM 3.0 may choose to convert from User CAL to Device CAL if required, at the time of upgrade.

For the Professional and Enterprise Servers, there are three CAL functionalities:

• CAL – The CAL provides a user with full read-write access to all capabilities within Microsoft Dynamics CRM 4.0.  and consists of both the Limited CAL and the Full Use additive CAL, combined to provide full “Microsoft Dynamics CRM functionality”.  “Microsoft Dynamics CRM functionality “ means that users may view, manipulate, input, query or otherwise structure CRM ‘live’ data.  ‘Live’ data is information that, via use action, dynamically writes to or reads from, or synchronises with Microsoft Dynamics CRM, whether it is accessed directly or indirectly.

• Limited CAL - The Limited CAL provides a user with read-only access, e.g., for reports.  Users may view or query CRM data.

• Full Use Additive CAL – The Full Use Additive CAL provides a user with write-access functionality, and may only be purchased to supplement a Limited CAL with write-access capability, for Users who may later require full read and write access. Some will also categorise this as a step-up CAL for users who start out with a Limited CAL but want to step-up to a full use CAL at a later stage.

CALs and Limited CALs may be mixed within an environment, but Full Use Additive CALs may never exceed the total number of Limited CALs in an environment or organistion, and a user can never have a Full Use Additive CAL without also having a Limited CAL. These two go hand in hand and are both included in the full CAL license.

User can convert CALs from Device CALs to User CALs, or vice versa, on their Software Assurance anniversary date/renewal. If their CALs are not covered under Software Assurance, they cannot switch, because the choice is permanent.

Administrative Users 
Microsoft Dynamics CRM 4.0 Professional and Enterprise Servers allow for up to two separate devices or users to access instances of the server software only to administer those instances, which do not consume CALs.

Microsoft Dynamics CRM 4.0 Workgroup allows for separate management or administrative users of the server software, which do not consume any of the 5 users permitted with Workgroup.