Important Changes to Dynamics 365 Team Member Licences

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In its October 2018 licensing guide, Microsoft announced some important changes to Dynamics 365 Team Member licences. These immediately applied to customers activating new Dynamics 365 Team Member agreements after 1st October 2018.

Existing customers were not immediately be affected and were able to renew Team Member licensing agreements without these changes for a limited time (see below).

Compared to the existing Team Member use rights, the main changes were:

Create, update or delete records for a maximum of 15 custom entities (previously unlimited)

Team Member licences support collaboration across an organisation by enabling employees to read data, gain insights and access basic level capabilities.

These licence types are designed for light usage needs enabling businesses to extensively deploy Dynamics 365 throughout their organisation at a low monthly rate.

While Team Member users are able to read any data, subject to user security permissions, there has always been restrictions on the create, update and delete rights across standard Dynamics entities. For example, to write changes to a Lead or Opportunity a full app would be needed.

For custom entities, Team Member licensing has given users unlimited access to create, read, update and delete these record types.

Within the last 12 months, Microsoft has re-engineered the platform on which the product sits as the Common Data Service for Apps and it has introduced Power Apps Plan licences to handle custom app development for building on top of Dynamics 365.

These provide users with full create and run capabilities across data sources including the ability to model business data in the Common Data Service using unrestricted entities. For user requirements that are purely focused on a custom app and custom entities rather than the standard Dynamics 365 sales and service modules, Power Apps Plans enable licensing with unrestricted use of custom entities.

Power Apps Plans are now the go-to development licence for creating and using model-driven apps that extend Dynamics 365 enabling users to access unlimited custom entities. As a result, the Team Member licence is changing to better reflect 'light usage' requirements.

With the new usage rights in force, Team Member licences can only write records against 15 custom entities. If users require more customisation, either a Power Apps Plan, or a full Dynamics 365 licence, will be required. Both offer unlimited use rights across custom entities with full licences including function capabilities across individual standard role-based apps (as well including Power Apps with Power Automate).

Microsoft say that the 15 custom entities will be counted based on the number across each Dynamics 365 app.

In terms of reading data across custom entities, there remains no change to use rights on a Team Members agreement.

Removing create, update and delete rights from Account records

With the new agreement in force, entitlements to create, edit or delete Accounts will no longer be covered Team Member licences. Entitlements for Contacts remain unchanged.

For use rights that require functionality to be able to write changes to Dynamics 365 Account records, users will need to be equipped with a full licence of one of the Sales, Customer Service, Project Service or Field Service apps. A Power Apps Plan licence is another licensing option as the Account entity in the Common Data Service is not restricted.

Removing create, update and delete right from Knowledge records

Managing and publishing knowledge articles will require a full app licence depending on any wider use requirements.

When do these changes impact existing customers?

While these Team Member licensing changes will immediately impact all new Dynamics 365 Team Member licensing agreements activated after, 1 October 2018, there is no immediate change for existing customers that have acquired Team licences prior to 1 October.

All Team Members licences acquired after 1st October 2018 will be subject to technical enforcement of the new Team Member licensing terms from 31 January 2021.

READ MORE: Be Prepared for Dynamics 365 Team Member Licensing Enforcement

Unsure if you have the right licences?

Request a free licensing check to confirm what Dynamics 365 licences your team need based on their usage of the system.

If you have any questions about these Team Member changes please get in touch, and we'll aim to answer your licensing questions.

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