D365 BC Team Members and License Guide

Microsoft Dynamics 365 Business Central Team Members & Licensing Guide – What does this mean for you?

A question we get asked quite often is around the whole area of Microsoft Dynamics 365 Business Central Team Members and Licensing Guides – and what does this mean for you!. This blog gives a brief overview to help you get a better understanding of Dynamics 365 Business Central and Team Members.

Dynamics 365 Business Central is an easy to use, flexible and scalable ERP Solution. This feature-rich ERP business management system has robust functionality across the business including Finance, Operations, Supply Chain, Warehousing/Inventory, Sales, Marketing and much more.

A key strength of Dynamics 365 Business Central is the flexible deployment and licensing options. The Microsoft Dynamics 365 Business Central ERP solution can be deployed either on-premises or “In-the-Cloud”. There are different versions of Business Central along with the option to have both full users and additional users such as Team Members.

D365 BC Team Members and License Guide

Full Users:

Full Users are the users whose work requires use of the feature rich business applications functionality. Some examples of full users include sales, customer service reps, finance personnel and supply chain management. These users have also been referred to in the past as “Pro users” or “Power Users.” These full users are licensed with a per named user subscription basis and can choose between either Essentials or Premium versions of Microsoft Dynamics 365 Business Central.

Team Members:

Team Members are additional Microsoft Dynamics 365 Business subscription named users. The limited user option (team members license) is designed for users who are not tied to a particular function, but who require basic Dynamics 365 Business Central functionality. This license includes read access as well as some write access for select light tasks across Dynamics 365 Business Central functionality for a given tenant.

The Dynamics 365 Business Central Team Members Subscription License (SL) grants a user full read access to Dynamics 365 Business Central Essentials and Dynamics 365 Business Central Premium for a given tenant. In addition, the Dynamics 365 Business Central Team Members SL includes some limited user write access to Dynamics 365 Business Central Essentials and Premium.

Dynamics 365 Business Central Team Members requires that at least one other user be licensed with Dynamics 365 Business Central Essentials or Dynamics 365 Business Central Premium.

Microsoft Licensing Guide – Capabilities of a Dynamics 365 Business Central Team Member:

The Dynamics 365 Business Central Team Members license, (not to be confused with Dynamics 365 Team Members license), grants a named user the following rights for their own use only (not for, or on behalf of, others).

As a Team Member you can:

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 limit 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 the Dynamics 365 Power Apps/Power Automate use rights provided with a Dynamics 365 license
Business Central Team Members application module may be customised with maximum 15 additional tables (custom tables or standard Dataverse tables) available to the Business Central Team Members license.

For additional details, refer to the Essentials and Premium capabilities of the Business Central Team Members Licensing Guide.

Permissions in Dynamics 365 Business Central

A permission or permission sets are used in Dynamics 365 Business Central to grant access for a user or user group based on the job requirement of the team member(s).

In an organisation, there will be users who will have a full user license called “Super user” and access to the complete Business Central application. The “Super user” will be able to control the user access of all users in the organisation by using user group, permission sets and permissions. This can be made possible by setting up the permissions to Read, Insert, Modify, Delete and Execute permission for each User, controlling the user’s access.

The Team Members license for Business Central (Online) 2019:

The Dynamics 365 Business Central Licensing Guide is an overview of the key features and licensing policies. This document describes the Team Members license in more detail and how Team Members users work in Business Central.

This document is not a binding document to licensing rights. For licensing terms, reference the Product Terms, which describes conditions on license acquisition in addition to product-specific terms, and conditions governing how Microsoft products can be used in the Commercial Licensing Programs.

Note: A Team Members license is available for the on-premises version of Business Central too. The on-premises license was previously called Limited User license and is a different type of license.

Click here to view more detailed updates on Dynamics 365 Business Central Team Members / Licensing Guide – Team Members User Licensing is a great way to add users to your Dynamics 365 Business Central Solution at very cost-effective pricing options.

D365 BC Team Members and License Guide:

View the latest Dynamics 365 Licensing Guide* – which provides an overview of all the key features and licensing policies. This document is not a binding document to licensing rights. For licensing terms, reference the Product Terms, which describes conditions on license acquisition in addition to product-specific terms, and conditions governing how Microsoft products can be used in the Commercial Licensing Programs.

*(Please note – Microsoft regularly updates it’s Dynamics 365 Licensing Guide – please check out the latest version of Microsoft D365 Business Central Licences Guide / Explainer HERE)