Windows Server 2019 CALs come in two kinds. Standard Windows Server User or Device CALs are not installed or activated at all: they are a licence right you keep on record. RDS CALs are installed with a licence code in Remote Desktop Licensing Manager on an activated RD licence server, then the session host is pointed to that server in Per User or Per Device mode.
Client Access Licences (CALs) confuse many server buyers, mostly because the word "CAL" covers two different products. This guide explains what a Windows Server 2019 User CAL and a Windows Server 2019 Device CAL are, when you need each one, and the exact steps to install Remote Desktop Services (RDS) CALs, the only type that is entered into Windows. If you have not yet set up the server itself, start with our Windows Server 2019 Standard download, install and activation guide.
What is a Windows Server CAL?
Windows Server 2019 Standard and Datacenter are licensed in two parts: core licences for the server hardware, and a CAL for every user or device that accesses the server's services, such as file shares, printing, Active Directory authentication or line-of-business applications. You choose the CAL type that suits how people work:
- User CAL: licenses one named person to access the server from any number of devices. Best when staff use a laptop, desktop and phone.
- Device CAL: licenses one device, regardless of how many people use it. Best for shared PCs, shift workers or reception terminals.
- Version rule: the CAL must be the same version as, or later than, the server. A 2019 CAL covers access to Windows Server 2019 and earlier, but not Windows Server 2022 or 2025.
Windows Server CALs vs RDS CALs: the key difference
| Windows Server User/Device CAL | RDS User/Device CAL | |
|---|---|---|
| What it licenses | Basic access to the server's services (files, printing, AD, apps) | Remote Desktop sessions on a session host or VDI, in addition to the Windows Server CAL |
| Installed in Windows? | No. There is nothing to install, enter or activate | Yes, in Remote Desktop Licensing Manager |
| Enforcement | Honour-based: compliance is your responsibility | Per Device CALs are issued and tracked by the licence server; Per User CALs are tracked in Active Directory |
| Proof of licence | Keep your order email, key and invoice | Licence server records plus your order details |
| Needed for Remote Desktop? | Yes, always | Yes, for each RDS user or device |
In other words, if your users only access file shares and domain services, you need Windows Server CALs and there is no technical step to complete. If they connect to the server using Remote Desktop to run applications, they also need RDS CALs, which must be installed. Microsoft's RDS CAL documentation describes how both Per User and Per Device RDS CALs are issued.
Which type did I buy?
Your delivery email states the licence type. If it contains a licence code to be entered in Remote Desktop Licensing Manager, follow the RDS steps below. If it is a standard Windows Server CAL, simply file the email and key with your server records as proof of entitlement. If you are unsure, email support@softkeyworld.com with your order number and we will confirm.
A simple worked example
Imagine an office with 12 staff who each use a laptop and a phone to reach the file server, plus one reception PC shared by three temporary workers. Licensing the staff with 12 User CALs and the reception machine with 1 Device CAL covers everyone with 13 CALs, far fewer than licensing every device. If those 12 staff also run a line-of-business application through Remote Desktop, they additionally need 12 RDS Per User CALs installed on the licence server. You can mix User and Device CALs for Windows Server access, but an RDS session host uses one licensing mode at a time.
What you need before you start
- Windows Server 2019 Standard or Datacenter, installed and activated.
- Your CAL licence details, emailed instantly after payment.
- For RDS: a server to act as the RD Licensing server (it can be the same machine as the session host on small networks).
- Administrator rights and, ideally, internet access for automatic activation of the licence server.
| Requirement | Details |
|---|---|
| Server version | Windows Server 2019 or later (an RD licence server must run the same version as, or a later version than, the RDS CALs it holds) |
| Roles for RDS | Remote Desktop Licensing and Remote Desktop Session Host role services |
| Network | Session hosts must be able to reach the licence server; internet or telephone access for activation |
| Domain | Recommended for Per User RDS CALs, which are tracked in Active Directory |
| Lifecycle | Windows Server 2019 is in extended support until 9 January 2029 |
Step 1: Download (install the RD Licensing role)
CALs are not a separate download. Standard Windows Server CALs need no software at all. For RDS CALs, you add the licensing component that is already built into Windows Server 2019:
- Open Server Manager and choose Manage > Add Roles and Features.
- Select Role-based or feature-based installation and pick your server.
- Tick Remote Desktop Services, click Next, then on the Role Services page select Remote Desktop Licensing (and Remote Desktop Session Host if this server will host sessions).
- Accept the additional management tools, click Install, and restart if prompted.
- Alternatively, in PowerShell run
Install-WindowsFeature RDS-Licensing, RDS-RD-Server -IncludeManagementTools.
Step 2: Install (activate the licence server)
- Open Server Manager > Tools > Remote Desktop Services > Remote Desktop Licensing Manager.
- Right-click your server name and choose Activate Server to launch the Activate Server Wizard.
- Choose a connection method: Automatic connection (recommended), Web Browser or Telephone.
- Enter your company name and contact details, then complete the wizard.
- Leave Start Install Licenses Wizard now ticked on the final page, or start it later by right-clicking the server and choosing Install Licenses.
- On a domain, right-click the server, select Review Configuration and click Add to Group so the licence server joins the Terminal Server License Servers group in Active Directory.
Step 3: Activate (install RDS CALs and set the licensing mode)
Install the RDS CALs
Microsoft's Install RDS CALs guide covers the wizard in full. In summary:
- In Remote Desktop Licensing Manager, right-click the server and choose Install Licenses, then click Next.
- Select the licence program that matches your purchase. For a boxed or retail licence code, choose License Pack (Retail Purchase).
- Enter the licence code from your order email and click Next.
- Select Windows Server 2019 as the product version, choose RDS Per User CAL or RDS Per Device CAL, and enter the quantity.
- Click Next. The wizard contacts the Microsoft Clearinghouse to validate the code, then click Finish.
Point the session host to the licence server
- If you use a full RDS deployment, open Server Manager > Remote Desktop Services > Overview, choose Tasks > Edit Deployment Properties > RD Licensing, select Per User or Per Device to match your CALs, and add the licence server.
- For a standalone session host, open
gpedit.mscand go to Computer Configuration > Administrative Templates > Windows Components > Remote Desktop Services > Remote Desktop Session Host > Licensing. - Enable Use the specified Remote Desktop license servers and enter the licence server name.
- Enable Set the Remote Desktop licensing mode and choose Per User or Per Device.
- Run
gpupdate /forceand restart the session host.
The licensing mode must match the CALs you installed. Per User CALs will not be issued to a session host set to Per Device, and vice versa.
How to verify your CALs
- On the session host, open Server Manager > Tools > Remote Desktop Services > RD Licensing Diagnoser. It should report no licensing problems, show the correct mode and list your licence server.
- In Remote Desktop Licensing Manager, expand the server and confirm the Windows Server 2019 RDS CAL pack appears with the right quantity.
- For Per Device CALs, the Issued count increases as devices connect. For Per User CALs, right-click the server and choose Create Report > CAL Usage to see usage.
- For standard Windows Server CALs, verification is administrative: keep a register of licensed users or devices and your proof of purchase.
Troubleshooting common CAL problems
| Error or message | Likely cause | Fix |
|---|---|---|
| "The remote session was disconnected because there are no Remote Desktop License Servers available to provide a license" | Grace period expired, or the session host cannot find the licence server | Configure the licence server and mode (Step 3), check firewall and DNS, and run RD Licensing Diagnoser. |
| "The Remote Desktop Session Host server is within its grace period, but has not been configured with any license server" | Licensing mode or server not yet set | Set both Group Policy licensing settings, or edit the deployment properties. |
| Install Licenses wizard rejects the licence code | Wrong licence program selected or code mistyped | Choose License Pack (Retail Purchase), re-enter the code, or try the Web Browser or Telephone method. |
| Windows Server 2019 is not offered as a product version | The licence server runs an older Windows Server version | Host the licence server on Windows Server 2019 or later. |
| Per User CALs not tracked or reports empty | Licence server not in the Terminal Server License Servers group | Use Review Configuration > Add to Group and make sure the server is domain joined. |
| Licensing mode mismatch warning in Diagnoser | Per User mode configured with Per Device CALs, or the reverse | Change the licensing mode to match the CAL type you installed. |
Frequently asked questions
Do Windows Server 2019 CALs need a product key to activate?
Standard Windows Server User and Device CALs do not. They are honour-based and nothing is entered into Windows. Only RDS CALs are installed, using a licence code in Remote Desktop Licensing Manager.
Should I choose User CALs or Device CALs?
Choose User CALs when each person uses several devices, and Device CALs when several people share one device, such as shift workers on a shared PC.
Do RDS users also need a Windows Server CAL?
Yes. Every Remote Desktop user or device needs a Windows Server CAL plus an RDS CAL of the matching type.
How long is the RDS grace period?
A Remote Desktop session host works for 120 days without a licence server. After that, connections are refused until valid RDS CALs are installed and configured.
Can I use 2019 CALs with Windows Server 2022?
No. CALs must be the same version as the server or newer. Windows Server 2019 CALs cover Windows Server 2019 and earlier versions.
Where can I get more help?
See our download and activation help page or email support@softkeyworld.com with your order number.
License every user and device correctly
Keeping your Windows Server 2019 environment compliant is simple once you know which CAL you need. Choose Windows Server 2019 Device CALs for shared machines or User CALs for staff who work across several devices. Softkeyworld supplies genuine Microsoft licences by email instantly after payment, with a 7-day return policy and friendly support.