Dynamics 365 Licencing : All You Need to Know

What’s the difference between Enterprise, Professional and Team Member?

If you’ve been looking into Dynamics and decided it may be a good fit for your business, you’ve undoubtedly come across the different licence types. Perhaps you’ve seen Microsoft’s sixty page licence guide (released monthly!), and are looking for a simple overview that tells you what you need to know, which is probably why you have found this…

Dynamics 365

When it comes to licencing, Microsoft Dynamics 365 Customer Engagement (most commonly Sales and Customer Service) there are several licence types you’ll come across:

  • Dynamics 365 Sales Enterprise
  • Dynamics 365 Sales Professional
  • Dynamics 365 Customer Service Enterprise
  • Dynamics 365 Customer Service Professional
  • Dynamics 365 Team Member

By the end of this guide you’ll understand which licence is appropriate for your team, along with the main differences between them.

As with all things licencing related, there are always exceptions, so this guide aims to get you 95% along the way, and then a Microsoft Dynamics Partner can confirm which licences are best for you.

Ok, let’s get stuck in…

Which licence do I need?

Basically the three different licences for each product (Enterprise, Professional and Team Member) give you access to different parts of the system. The system is separated into tables (things like Contacts, Invoices, Products etc) and you licence dictates which tables you can view or edit.

The Long List: Commonly used entities / tables – a quick reference point

To provide a reference point before diving into the details, some of the most common entities/tables in the Sales and Customer Service applications are as follows.

These tables are where you store your data, and Dynamics provides rich functionality for each of the tables listed below.

We’ve put the current licence prices at the bottom of the table as at October 2021, so you have all the info in one place.

Dynamics 365 SalesDynamics 365 Customer Service
Accounts
Contacts
Activities
Leads
Opportunities
Products
Quotes
Orders
Invoices
Queues
Cases (creation only e.g. logging an issue whilst on a sales call)
Marketing Lists
Marketing Campaigns
Quick Campaigns
Accounts
Contacts
Activities
Cases/Incident
Entitlements
SLAs
Knowledge Base
Marketing List
Queues
Leads (creation only e.g. following a service visit)
Product
Resources
Work Hours
Prices per user per month
Dynamics 365 Sales Enterprise: £71.60
Dynamics 365 Sales Professional: £49.00
Prices per user per month
Dynamics 365 Sales Enterprise: £71.60
Dynamics 365 Sales Professional: £37.70

The Short List: Team members and read access to the whole system

All licences provide access to the following common entities/tables. These are covered by the Team Member licence at £6 per user per month

  • Contacts
  • Activity types
    • Appointments
    • Phone Calls
    • Tasks
    • Emails

Woah…Why the big jump between a Team Member vs Enterprise vs Professional licence?

The main difference between a Team Member licence and a Full Application licence (Enterprise or Professional), is that a Team Member has only read access to the whole system, along with create or update access to the short list of entities/tables listed above.

This makes a Team Member an ideal solution for:

  • Telemarketing or Telesales users who just need to create emails, make phone calls and book appointments – and for these activity records to be attached to a contact, account, lead, opportunity, case record and so on. The use of activities for Team Members is key to good system adoption and an accurate history of touchpoints with customers and prospects
  • Anyone who just needs to create or update contact details such as addresses, phone numbers and email addresses at the same time
  • Engineers or field based sales who need to complete short tasks with simple forms, take pictures and videos and link them to the relevant record, and grab customer signatures on the App – a perfect fit for Team Member licences

What about Enterprise vs Professional then?

A full licence (Professional licence or Enterprise licence) has create and update access to the Long List of entities/table in the first table above.

Every Dynamics installation needs at least 1 full licence to be provisioned.

It is a much richer feature set, that extends way beyond just the entities/tables listed, into processes, workflows, automation, and other critical business applications

So, why the jump from Professional to Enterprise?

Dynamics 365 is tremendously powerful AND scalable.

It is capable of helping business to be more productive and profitable, from a one-man band right up to a global corporation with hundreds of thousands of users.

Imagine choosing the right platform from day one and never having to change systems again because you did it. Properly. First time.

The key differences between Professional and Enterprise:

  • Professional is limited to 15 custom entities/tables per application
  • Professional is limited to 2 custom forms per application
  • Professional is limited to 5 custom reports, charts and dashboards per application
  • Professional is limited to 15 queues per application

Unless your business model is very straightforward, you’ll most likely need custom forms and table

Enterprise is essentially unlimited customisations – aligned with the more complex needs of either a larger business or a high volume business.

We tend to find that 10+ users go for the Enterprise licences.

Microsoft’s licencing guide – some light bedtime reading… perhaps not

Dynamics 365 licencing guide

There are many other licences available in the 60 page Microsoft licencing guide – which is released monthly – but we figured you’re way too busy growing your business to keep on top of that. So that’s why we created this short but important guide.

However if you love reading about Microsoft Dynamics 365 Licencing and want to dig deeper, take a look at the Dynamics 365 Licencing Guide PDF

The long list – Dynamics 365 Sales use rights

Here are the detailed differences between Sales Enterprise, Sales Professional and Team Member licences for Dynamics 365 Sales

Sales EnterpriseSales ProfessionalTeam Members
Access   
Dynamics 365 for Outlook and Dynamics 365 App for Outlook (see note 1)
Dynamics 365 Mobile Client Application
Microsoft Dynamics 365 for iPad & Windows
Microsoft Dynamics 365 Web application
Read
All Dynamics 365 application data
Custom table data
Approve
Finance functionality: time, expense, and invoices
Tables: Create, Update, Delete
Accounts
Activities
Announcements
Calendar: share
Cases for Sales: Create cases with limited edit capability. No case business process flow, SLAs,
entitlements, or case routing. Users only licensed with Sales license cannot act as customer service
agents and resolve cases
Competitors
Contacts
Custom tables15 max (note 2)15 max
Embedded intelligence
Forecasting
Invoices
Lead management
Marketing campaigns
Marketing list
Notes
Opportunities
Orders
Personal views
Price lists
Product
Product bundles
Product families/hierarchies
Product relationships
Quick campaigns
Quotes
Sales goals
Sales hub
Sales literature
Saved views
Territories
Tables: Actions
Activity feeds: post and follow activity feeds
Activity: convert to an opportunity
Add or remove a connection (stakeholder, sales team) for an account or contact
Business card scanning (10/user/month: pooled at tenant level)
Business units: define and configure
Chat with support team (as chat client for self-service, requires third-party solution)
Dialog: start dialog
Knowledgebase: create, update, publish, configure, search (basic)
Lead: qualify and convert to an opportunity
Mail merge: perform mail merge
Marketing list: associate a marketing List with an account or contact
Open project position: apply for open project position for Project Operations
Project tasks: update project task status for Project Operations
Queue: use a queue item
Resource competencies: update own resource competencies for Project Operations
Teams: define and configure
Yammer: use Yammer collaboration (requires the appropriate license, acquired separately)
General System Use: Actions
Auditing: configure
Business processes: customize5 max
Create and update custom reports, charts and dashboards5 max
Customize and extend out of the box reports, charts and dashboards
Dialogs: define and configure
Duplicate detection: configure rules
Dynamics 365 forms, tables, and fields: create
Email: create, update, and delete templates
Forms and views: customize (see Appendix D)2 max
Import data in bulk
Microsoft Excel: export data to Excel
Queue: define and configure (see Appendix D)15 max
Records: use relationships and connections between records
Search and advanced find: use
Tables: define connections and relationships between tables
Word: create, update, and delete templates
Workflows: define and configure
Additional Services and Software
Dynamics 365 Customer Voice
Dynamics 365 Mobile Offline capabilities
Timesheet management via Project Resource Hub

Note 1: Dynamics 365 App for Outlook can be customized, however usage must comply with use rights for users’ corresponding license and preapproved application scenarios in Appendix C in the full guide.

Note 2: Team Members application module may be customized with maximum 15 additional tables (custom tables or standard Dataverse tables) available to the Team Members license per pre-approved application scenarios in Appendix C in the full guide.

The long list – Dynamics 365 Customer Service use rights

Here are the detailed differences between Sales Enterprise, Sales Professional and Team Member licences for Dynamics 365 Customer Service

 Customer Service EnterpriseCustomer Service ProfessionalTeam Members
Access   
Dynamics 365 for Outlook and Dynamics 365 App for Outlook ( see note 1)
Dynamics 365 Mobile Client Application
Microsoft Dynamics 365 for iPad & Windows
Microsoft Dynamics 365 Web application
Read  
All Dynamics 365 application data
Custom table data
Approve  
Finance functionality: time, expense, and invoices
Tables: Create, Update, Delete  
Accounts 
Activities
Announcements
Calendar: share
Case/Incident 
Contacts
Custom tables (see Appendix D)15 max (see note 2)15 max
Embedded Intelligence 
Entitlements 
Facilities/Equipment 
Leads (create only) 
Notes
Personal views
Product 
Product families/hierarchies 
Product relationships 
Resources 
Saved views
Service (service scheduling) 
Work hours 
Tables: Actions  
Activity feeds: post & follow activity feeds
Activity: convert to a case 
Add or remove a connection (stakeholder, sales team) for an account or contact
Business units: define and configure 
Case management: reassign, add to queue, route, and resolve cases 
Chat with support team (as chat client for self-service, requires third-party solution)
Dialog: start dialog
Knowledge base: create, update, publish, configure 
Mail merge: perform mail merge
Marketing list: associate a marketing list with an account or contact
Open project position: apply for an open project position for Project Operations
Project tasks: update the project tasks status for Project Operations
Queue: use a queue item
Resource competencies: update own resource competencies for Project Operations
Resources (facilities, equipment, people): manage 
Schedule and dispatch capabilities: use scheduling assistant, drag & drop assignment, update
resource bookings
 
Schedule board: configure and view 
SLA: manage 
Teams: define and configure 
Work hours: manage 
Yammer: use Yammer collaboration (requires the appropriate license, acquired separately)
General System Use: Actions  
Auditing: configure 
Business processes: customize5 max 
Create and update custom reports, charts and dashboards5 max 
Customize and extend out of the box reports, charts and dashboards 
Dialogs: define and configure 
Duplicate detection: configure rules 
Dynamics 365 forms, tables, and fields: create 
Email: create, update, and delete templates
Forms and views: customize (see Appendix D)2 max 
Import data in bulk 
Microsoft Excel: export data to Excel
Queue: define and configure (see Appendix D)15 max 
Records: use relationships and connections between records
Search and advanced find: use
Tables: define connections and relationships between tables 
Word: create, update, and delete templates
Workflows: define and configure 
Additional Services and Software  
Customer Service Hub 
Dynamics 365 Customer Voice 
Dynamics 365 Mobile offline capabilities 
Timesheet management via Project Resource Hub
Unified Service Desk (USD) for Microsoft Dynamics 365 

Note 1 Dynamics 365 App for Outlook can be customized, however usage must comply with use rights for users’ corresponding license and preapproved application scenarios in Appendix C.

Note 2 Team Members application module may be customized with maximum 15 additional tables (custom tables or standard Dataverse tables) available to the Team Members license per pre-approved application scenarios in Appendix C.

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