A Quick Guide to Dynamics 365 Team Member Licences​


In this post we are focusing on the 'light user' licensing option for Microsoft Dynamics 365.

Dynamics 365 licenses light users as Team Members.

These are for users who only need limited access across the full range of Dynamics 365 apps.

The main Dynamics 365 Enterprise Edition includes sales, customer service, field service and project service. A dedicated marketing app will arrive early in 2017.

Each Team Member licences has full read access across each of these apps.

A 'full' user that is licensed to a single Dynamics 365 app also has Team Member capabilities.

For example, if you are licensed with only the Sales app you can use Team capabilities to access Customer Service data. Subject, of course, to the normal Dynamics user security permissions.

If you are planning to transition from Dynamics CRM, Team Member licences are an important consideration.

Priced at just a few pounds per user, Team licences offer the prospect of connecting more people to Dynamics at minimal extra cost. They may even enable you to lower existing CRM subscription costs.

For some CRM Basic licences, and perhaps even Pro users in some instances, the Dynamics 365 Team Member licence might prove to be more cost effective compared to Dynamics CRM licensing.

Pricing tiers are another attraction of Team Member licences. For the Enterprise Edition the first price tier kicks in at 100 licences.


Capabilities & Restrictions

But what capabilities do Team Member licences have? And, what functions do they exclude compared to a 'full' Dynamics 365 user? 

Dealing with the first part, we've listed a selection of Team Member functions:

  • Full read access across all Dynamics 365 apps
  • Write access to Contacts, Accounts, Notes and Activities
  • Read / Write access to custom entities 
  • Create and run Powerapps within the context of use rights
  • Full knowledge management to create, publish and share posts
  • Update personal information
  • Submit and approve time / expense entries
  • User reporting and Dynamics 365 dashboards
  • Access by web, mobile, tablet and via Outlook
  • Run on-demand processes (for permitted entities only)
  • Perform advanced finds
  • Create personal views
  • Mail merge
  • Export to Excel (if authorised by administrator)

A selection of functions not available for Dynamics 365 Team Member licences include:

  • Leads and opportunities
  • Marketing Lists
  • Quick Campaigns
  • Case management
  • Configure system views and system dashboards
  • Microsoft Social Engagement
  • Voice of the Customer surveys
  • Products and price lists
  • Quotes and orders
  • Contracts
  • Work orders

A single Team Member licence in isolation will not be suitable for system administrators. Also, for a user who needs any of the above functions a Dynamics 365 plan or app will be the best solution.

But there are many people in any organisation who will benefit from being connected to a shared platform who perhaps don't currently have access to CRM. 

These aren't full users who need to track cases, manage sales leads or create marketing lists. 

Rather than forcing users to pay for capabilities they don't need, Team Member licensing provides basic Dynamics functionality at an entry level price.

Users can access relationship detail, share communications and perform basic tasks to collectively increase productivity, deliver better service and gain new actionable business insights.

For a detailed look at Dynamics 365 Team Members download the Microsoft licensing guide or our quick reference guide.

Let us be your Microsoft Dynamics 365 guide! 

Please get in touch if you any licensing questions.

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