Business Central Essentials User License vs. Team Member License
Selecting the right licensing option in Microsoft Dynamics 365 Business Central is essential for optimizing both efficiency and compliance within your organization. This guide explains the difference between the Essentials User and Team Member licenses, along with the requirements for named user licensing to help ensure you're making informed decisions.
Importance of Named User Licensing in Business Central
In Microsoft Dynamics 365 Business Central, licensing operates on a named user basis, meaning each individual accessing the system requires their own user subscription license (SL). This approach ensures that every user has the appropriate permissions and access tailored to their role within the organization.
Unlike concurrent user licensing, where a set number of licenses are shared among users, named user licensing prohibits sharing credentials, thereby enhancing security and compliance. This model aligns with Microsoft's licensing policies, which mandate that each user accessing Business Central must have a valid, assigned license.
Microsoft Business Central Essentials User License
The Dynamics 365 Business Central Essentials User License is designed to provide comprehensive business management capabilities. This license is ideal for key users or those who need access across the entire company.
What Can You Do with the Essentials User License?
The Essentials User License offers a wide range of functionalities that cover everything in Microsoft Business Central. You can restrict an Essentials User with permission sets or assign a specific company. Below is a high-level overview of what this license includes, with further comparison under the Team Member section.
| Functionality | Essentials User License |
|---|---|
| Access Scope | Full company-wide |
| Permissions | Customizable via permission sets |
| Key Users | Suitable for comprehensive access and control |
The Essentials User License offers full system functionality, making it ideal for users who need access to a broad range of business processes and tools.
Microsoft Business Central Team Member License
The Microsoft Business Central Team Member License is designed for users who need limited access to the system. This license is ideal for employees who primarily need to view data and perform basic tasks without requiring full user capabilities.
What Can You Do with the Team Member License?
The Dynamics 365 Team Member License grants a named user the following rights:
- Read data within Business Central.
- Update existing data and entries in Business Central, such as previously created customer, vendor, or item records. Entries are defined as specific accounting information that may be updated, such as a due date on customer ledger entries.
- Approve or reject tasks in all workflows assigned to that user, with the limitation that approvals and rejections can only update data in records that Business Central Team Members can access.
- Create, edit, and delete a sales or purchase quote.
- Create, edit, and delete personal information.
- Edit job time sheets for approval.
- Use Dynamics 365 Power Apps/Power Automate user rights provided with a Dynamics 365 license.
- Business Central Team Member application module automatically provides access to up to 15 Boltrics tables per session. When the user reaches the limit of 15, they will encounter an error. This can be mitigated by starting a new session (e.g., in a new tab). If this solution isn't sufficient, you may need to assign an Essentials User License to that user.
Essentials User vs. Team Member License Comparison
Below is a quick comparison of the Essentials User and Team Member licenses, which may help in deciding which license best fits your users' needs.
| Feature | Essentials User License | Team Member License |
|---|---|---|
| Full Access | Yes | No |
| Basic Data Viewing and Entry | Yes | Yes |
| Customization (e.g., additional tables) | Yes, fully customizable | Automatically provides access to up to 15 tables per session |
| Use of Power Apps/Power Automate | Yes | Yes (limited) |
| Role Suitability | Key Users/End users/Finance users | Light Users, Basic Data Viewers |
Business Central Team Member: On-Premises vs Online
The Team Member License differs slightly based on deployment method. These distinctions are important, especially if your business plans to migrate from an on-premises setup to an online environment.
Team Member On-Premises
- 264 tables with full access (RIMDX).
- +3 additional tables available at runtime (excluding table 17 - no posting).
Team Member Online
- 569 tables with full access (RIMDX).
- 1,196 tables with modify access.
- Use up to 15 custom entities (table objects) per user session, applicable to both third-party and per-tenant extensions.
RIMDX Permissions
- Read (R): Allows reading data.
- Insert (I): Permits inserting new data entries.
- Modify (M): Enables modifying existing data.
- Delete (D): Grants the ability to delete data.
- Execute (X): Authorizes running or executing objects, such as codeunits or reports.
Important
When migrating from on-premises to online, review the Team Member online capabilities, as they may vary slightly.
Case Example for License Selection
Consider a company with a range of employees: accounting staff, warehouse personnel, and managers.
- Managers, Key Users, or End Users likely require the Essentials User License for full access to manage business processes across departments.
- Warehouse staff might only need the Team Member License to update inventory data and view stock levels.
- Accountants using the system to approve or review financial entries could also use the Team Member License if their work doesn't involve creating new records.
Note
Please note that warehouse employees that only use the scanner don't need a license within Business Central.
By aligning roles with license types, your organization can optimize costs while ensuring each user has the tools they need to perform their job effectively.
This guide provides the essentials on Business Central licensing to help you make an informed decision and stay compliant. For further information, consult the official Dynamics 365 | Licensing Guide.
Boltrics Licensing: WMS, TMS, FMS Users
As a Boltrics customer, you'll need to assign specific user licenses WMS, TMS, or FMS based on the modules your employees use and the tasks they perform. These licenses ensure each user has the access they need to do their job effectively and efficiently.
Overview of Boltrics User Licenses
| License Type | When It's Required |
|---|---|
| WMS User | For users operating the WMS Essentials module and accessing pages like the Receipt and Shipment overview. |
| TMS User | For users using the TMS Essentials module and accessing pages like TMS Order or TMS Trip. |
| FMS User | For users requiring access to FMS modules such as Road Freight, Air Freight, or Ocean Freight, and not using WMS or TMS modules. |
Licensing Rules and Considerations
When assigning Boltrics licenses, it's important to understand how modules and license types interact:
Mixing License Types:
- Organizations can assign a combination of WMS, TMS, and FMS licenses based on user roles and responsibilities.
- Users must have a license appropriate for their tasks and the modules they need to access.
License Hierarchy:
- If a user's role uses multiple modules, they must be assigned the license with broader access:
- WMS License: Provides access to WMS, TMS, and FMS modules.
- TMS License: Provides access to TMS and FMS modules.
- FMS License: Only provides access to FMS modules.
- If a user's role uses multiple modules, they must be assigned the license with broader access:
By adhering to these rules, you can ensure that each user has the correct license to fulfill their role effectively while maintaining compliance and cost efficiency.