Comparing Microsoft Dynamics CRM Licencing Options

Before implementing Dynamics CRM Online or On Premise it is important to understand the difference in licencing options, and can play a crucial role for your organisations crm strategy and user adoption. Licensing also can have an impact on the way CRM is developed and incorporated into your organisation so you can improve return on investment by only paying for the features used by your staff.

Professional User License:

Professional is designed for users that take full advantage of the CRM Online features and automation including sales force automation, marketing and customer care.  Typically, these users will create, share and/or assign records.  They are the kind users that would need to access the full 360-degree views of their organization’s data.  Most power users, managers and system administrations would fit into “Professional” group.

Basic User License:

Basic is designed for users or teams that have assigned records such as accounts, contacts, leads, cases or activities. Typically, these users focused on core, assigned activities supporting sales, service and marketing.  These are users who need to create, update, edit or manage their own accounts, contacts, leads or cases. They may need access custom applications that use CRM data or require reporting or query capabilities.  Customer service representatives, business analysts, sales, service staff and clerical staff with assigned accounts or tasks would fit into the “Basic” group.

Essential User License:

Essential is designed for users that need to use custom-developed or partner-provided applications that access CRM data.  These users have access to CRM data, but do not use the CRM application directly as part of their duties.  Employees that review, update, change or create records through self-service, or a web based application would fit into the “Essential” user group.

User Licence Comparison Table

The following table lists the use rights corresponding to the Client Access Licenses (CALs) that are available in

Dynamics CRM 2015 and User Subscription Licenses (USLs) available in Dynamics CRM Online.

Use Right Professional Basic Essential

User Privilege Professional Basic Essential
View Announcements Full Access Full Access With Restrictions
Manage saved views Full Access Full Access With Restrictions
Use relationships between records Full Access Limited Custom Entities Only
Create personal views Full Access Full Access Custom Entities Only
Advanced Find search Full Access Full Access Custom Entities Only
Search Full Access Full Access Custom Entities Only
Use a queue item Full Access Limited Custom Entities Only
Export data to Microsoft Excel Full Access Full Access Custom Entities Only
Perform Mail Merge Full Access Full Access Custom Entities Only
Start dialog Full Access Limited Custom Entities Only
Run as an On-demand process Full Access Limited Custom Entities Only
Run an automated workflow Full Access Limited Custom Entities Only
Read articles Full Access Full Access Custom Entities Only
Notes Full Access Full Access With Restrictions
Activity management Full Access Full Access With Restrictions
Yammer collaboration** Full Access Full Access With Restrictions
Post activity feeds Full Access Full Access With Restrictions
Follow activity feeds Full Access Full Access With Restrictions
Shared calendar Full Access Full Access With Restrictions
Write custom entity records Full Access Full Access Custom Entities Only
Read custom application data Full Access Full Access Custom Entities Only
Microsoft Dynamics CRM Mobile Express Full Access Full Access Custom Entities Only
Microsoft Dynamics CRM for iPad & Windows 8 Full Access Full Access Custom Entities Only
Microsoft Dynamics CRM for Outlook Full Access Full Access
Microsoft Dynamics CRM Web application Full Access Full Access
Manage user reports, user charts, and user dashboards Full Access Full Access
Run reports Full Access Full Access
Create, update, and customize Reports Full Access Full Access
Create and update announcements Full Access Full Access
Read Dynamics CRM application data Full Access Full Access
User dashboards Full Access Full Access
User charts Full Access Full Access
User Interface Integration for Microsoft Dynamics CRM Full Access Full Access
Convert an activity to a case Full Access Full Access
Case management Full Access Full Access
SLAs Full Access Full Access
Add or remove a customer relationship for a contact Full Access Full Access
Associate an opportunity with a contact Full Access Full Access
Qualify and convert a lead to a contact Full Access Full Access
Contacts Full Access Full Access
Lead scoring, routing, assignment Full Access Full Access
Lead capture Full Access Full Access
Add or remove a customer relationship for an account Full Access Full Access
Associate an opportunity with an account Full Access Full Access
Qualify and covert a lead to an account Full Access Full Access
Accounts Full Access Full Access
Import data in bulk Full Access
Configure auditing Full Access
Configure duplicate-detection rules Full Access
Define relationships between entities Full Access
Define and configure queues Full Access
Define and configure dialogs Full Access
Define and configure workflows Full Access
System reports, system charts, and system dashboards Full Access
Customize forms and views Full Access
Create Microsoft Dynamics CRM forms, entities, and fields Full Access
Administer CRM Full Access
Article templates Full Access
Create and publish articles Full Access
Goal management Full Access
Contract templates Full Access
Contract management Full Access
Territory management Full Access
Sales literature Full Access
Quote management Full Access
Configure SLA policies Full Access
Contracts Full Access
Entitlements Full Access
Price lists Full Access
Product tracking Full Access
Order management Full Access
Invoice management Full Access
Competitor tracking Full Access
Qualify and convert a lead to an opportunity Full Access
Convert an activity to an opportunity Full Access
Opportunity tracking Full Access
Marketing lists Full Access
Quick campaigns Full Access
Marketing campaigns Full Access
Facility/Equipment management Full Access
Define and configure business units Full Access
Define and configure teams Full Access
Define and configure services, resources, and work hours Full Access

 



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Author: Raz Dynamics
Razwan is a Microsoft MVP and Dynamics 365 Community Moderator responsible for developing Microsoft Dynamics 365 and CRM integrated solutions for over a decade. Razwan is responsible for delivering Dynamics 365 User Groups & CRM Saturday Conferences. Raz has developed many free community utilities for Dynamics 365 and CRM which you can download from this blog.

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