Frequently Asked Question
Licensing RDS on Windows Server 2025
Last Updated 1 days ago
Licensing RDS on Windows Server 2025
How to install and activate Remote Desktop Services (RDS) / Terminal Services licences on a Windows Server
Below is a complete, step‑by‑step guide that covers the prerequisites, the role installation, licence import and the required Group Policy configuration. Follow the list in order; you can skip any step that you have already completed.
1. Prerequisites
| Requirement | Why it matters | What to check / do |
|---|---|---|
| Domain membership | User CALs can only be issued when the server is joined to an Active Directory domain. | Run System → Computer Name → Change → join a domain, then restart. |
| Server version matches the CAL version | RDS CALs are version‑specific (e.g., Windows Server 2019 CALs will not work on a Server 2016 host). | Open Server Manager → Local Server → OS version and verify it matches the CALs you have purchased. |
| Sufficient free licences | You must have at least as many CALs as concurrent RDS users. | Confirm the quantity on your licence agreement. |
| Administrative rights | All steps require local Administrator or Domain Admin privileges. | Log on with an account that is a member of the Administrators group. |
2. Install the Remote Desktop Services role
- Open Server Manager – Start ► Administrative Tools ► Server Manager.
- Click Manage ► Add Roles and Features.
- Choose Role‑based or feature‑based installation → Next.
- Select the target server from the server pool → Next.
- In Server Roles, expand Remote Desktop Services.
- Tick all role services under Remote Desktop Services (e.g., Remote Desktop Session Host, Remote Desktop Licensing, Remote Desktop Connection Broker, Remote Desktop Web Access).
- Click Next, accept any default features, and then Install.
- When the installation finishes, reboot the server as prompted.
Tip: If the role is already present, you can skip straight to section 3.
3. Add the RDS CALs in Remote Desktop Licensing Manager
- Open Remote Desktop Licensing Manager – Start ► Administrative Tools ► Remote Desktop Services ► Remote Desktop Licensing Manager.
- In the left pane, right‑click the server you just installed the Licensing role on and select Install Licences.
- Click Next. On the License Program screen choose Other Agreement → Next.
- Enter the Agreement Number (the 12‑digit number supplied with your licence) → Next.
- Choose the correct Product Version (e.g., Windows Server 2019) and License Type (User CAL or Device CAL).
- Type the quantity of licences you have purchased → Next → Finish.
The licences should now appear under Installed Licences with a status of Available.
4. Configure the server as a licence server via Group Policy
- Open the Group Policy Management Console (GPMC).
- Either edit an existing policy that applies to your RDS session hosts, or create a new one (e.g., RDS Licensing Policy).
- Navigate to:
Computer Configuration → Administrative Templates → Windows Components → Remote Desktop Services → Remote Desktop Session Host → Licensing
- Set the following policies:
- Use the specified Remote Desktop license servers – Enabled – enter the FQDN or IP address of your licence server.
- Set the Remote Desktop licensing mode – Enabled – choose Per User for User CALs or Per Device for Device CALs.
- Apply the policy and force a refresh on the session hosts:
gpupdate /force
5. Verify that licences are being used
- Open Remote Desktop Licensing Manager again.
- Select the licence server → view the Issued Licences tab.
- Connect a test RDS session from a client. After a few minutes the Issued count should increase.
If the count stays at zero, double‑check:
- The server is correctly listed in the License Servers policy.
- The server is a domain member (workgroup servers cannot use User CALs).
- The licence version matches the OS version.
6. Common pitfalls & quick fixes
| Symptom | Likely cause | Fix |
|---|---|---|
| “No licences available” after install | CAL version mismatch | Re‑install licences using the correct Product Version drop‑down. |
| “Cannot locate licence server” | DNS name not resolvable | Use the server’s IP address in the policy or add a DNS entry. |
| licences never decrement | Server in a workgroup | Join the server to the domain, then reboot. |
| “License server not authorised” | License server not added to the Remote Desktop Licensing role | In Server Manager, under Remote Desktop Services, click Overview, then Add RD Licensing Servers and select the server. |
| “Per User licences not being consumed” | Group Policy set to Per Device | Change the Licensing mode policy to Per User. |
7. Final checklist
- [ ] Server is joined to an AD domain.
- [ ] OS version matches the CALs you purchased.
- [ ] Remote Desktop Services role (all sub‑services) installed and server rebooted.
- [ ] CALs installed via Remote Desktop Licensing Manager (status = Available).
- [ ] Group Policy points RDS hosts to the licence server and sets the correct licensing mode.
- [ ] Licence usage verified with a test session.
Once every item above is ticked, your Remote Desktop/Terminal Services environment is fully licensed and ready for production use.
Need more help? If you run into an error message not covered here, note the exact wording and check the Windows Event Log (Application/RemoteDesktopServices‑Licensing) for additional details. Feel free to contact our support desk with the log excerpts and we’ll investigate further.
