How to Install RDS CALs on Windows Server

Efficiently managing remote access to your servers is critical for maintaining a productive and secure IT environment.

To access a Remote Desktop Session Host server, each user or device needs a valid Client Access License (CAL). These licenses are issued by a Remote Desktop Services (RDS) license server, which ensures that only authorized users or devices can access your server’s resources.

Installing and configuring RDS CALs can seem complex, but it’s essential for a seamless remote desktop experience. In this guide, we’ll walk you through every step of the process: from installing and activating your RDS license server to troubleshooting common issues.

Understanding the RDS CAL Model

When setting up Remote Desktop Services (RDS), understanding the RDS CAL (Client Access License) model is essential to ensure compliance and optimize access for your users or devices.

There are two primary types of RDS CALs, each suited for different environments:

Per User CALs

A single user is assigned a CAL, allowing them to connect to the RDS host server from multiple devices. The key benefit is flexibility for users to connect from any device, making it suitable for dynamic environments.

• Ideal For:
  • Scenarios where users have dedicated devices.
  • Remote workers accessing resources from various locations.

Per Device CALs

A single device is assigned a CAL, allowing multiple users to connect using that device. It’s cost-effective in environments with shared equipment.

• Ideal For:
  • Scenarios where devices are shared across shifts or multiple users.
  • Businesses with shared workstations (e.g., in call centers or factories).

CAL Version Compatibility

To ensure smooth operation, the version of your CAL must match or exceed the version of your RDS session host server and license server. Here’s how compatibility works:

1. With RDS Session Host Servers
   • A CAL can connect to its current version or any older version of the RDS session host server.
   • Example: A 2016 CAL can connect to a Windows Server 2016 or 2012 RDS session host but not to a 2019 session host.
2. With RDS License Servers
   • The license server can host CALs of its current version or any older version.
   • Example: A 2012 RDS license server can host 2012 and 2008 CALs, but not 2016 or newer CALs.
3. Key Compatibility Rules
   • Backward Compatibility: Newer CALs can connect to older servers.
   • No Forward Compatibility: Older CALs cannot connect to newer servers.

Installing the Required Server Roles

Setting up RDS CALs begins with installing the necessary server roles on your Windows Server. This section provides a detailed, step-by-step guide to installing the Remote Desktop Licensing and Remote Desktop Session Host roles.

These instructions are tailored for Windows Server 2016 but apply to similar versions with minor adjustments.

Prerequisites

Before proceeding, ensure the following:

• You have administrative access to the server.
• The Windows Server is properly configured and operational.
• You have internet access for downloading required features, if necessary.

Step-by-Step Instructions

Step 1: Log in to the Server

• Use an account with administrative privileges.
• Open the Windows search bar and type Server Manager, then click on the Server Manager app to launch the console.

Step 2: Add Roles and Features

• In the Server Manager window, find the Configure this local server section.
• Click on Add roles and features to launch the wizard for adding roles.

Step 3: Start the Wizard

• On the Before you begin page, review the information provided (optional).
• Click Next to proceed.

Step 4: Choose Installation Type

• Select Role-based or feature-based installation, which is the default setting.
• Click Next to move to the server selection step.

Step 5: Select the Target Server

• Ensure the option Select a server from the server pool is selected.
• Highlight the desired server in the list and click Next.

Step 6: Choose the Remote Desktop Services Role

• On the Server Roles page, locate and check the Remote Desktop Services role.
• Click Next to continue.

Step 7: Leave Features as Default

• The Features page lists additional optional features. For most setups, the defaults are sufficient.
• Click Next without making any changes.

Step 8: Remote Desktop Services Role Overview

• Review the description of the Remote Desktop Services role.
• Click Next to proceed.

Step 9: Select Role Services

• On the Role Services page, check the following options:
  • Remote Desktop Licensing
  • Remote Desktop Session Host (if not already installed).

Note: If you select the Remote Desktop Session Host role, a pop-up will appear to install additional features. Select Add Features to continue.

Step 10: Confirm Role Selections

• Ensure both Remote Desktop Licensing and Remote Desktop Session Host are selected.
• Click Next to finalize the selection.

Step 11: Configure Server Restart Settings

• Check the box for Restart the destination server automatically if required.
• Confirm the restart action by selecting Yes when prompted.

Step 12: Begin Installation

• On the Confirmation page, review your selections.
• Click Install to begin the installation process.

Step 13: Wait for Installation to Complete

• The installation may take a few minutes.
• If the server restarts automatically, log back in once the process is complete.

Step 14: Verify Installation Success

• After the server reboots, the wizard will show a completion message.
• Look for a green checkmark and Installation succeeded message.
• Click Close to exit the wizard.

Activating the RDS License Server

After installing the required server roles, the next step is to activate the RDS License Server.

Activation ensures your server can issue Remote Desktop Services Client Access Licenses (RDS CALs) to users or devices.

Step-by-Step Instructions

Step 1: Open the Remote Desktop Licensing Manager

1. Launch Server Manager on your server.
2. In the top-right corner of Server Manager, click on Tools.
3. From the dropdown menu, select Remote Desktop Services > Remote Desktop Licensing Manager.
   • The Remote Desktop Licensing Manager window will open.

Step 2: Expand the Server List

• In the Licensing Manager, locate the All servers option on the left panel.
• Click the plus (+) sign next to it to expand the server list.
• Right-click on your server name and select Activate Server to launch the Activate Server Wizard.

Step 3: Start the Activation Wizard

• On the Welcome to the Activate Server Wizard page, click Next to begin the activation process.

Step 4: Choose an Activation Method

• The wizard will prompt you to choose a connection method:
  • Automatic Connection (Recommended): This is the default option and requires an active internet connection.
  • Web Browser: Use this if the server doesn’t have internet access (additional steps will be required).
  • Telephone: Choose this for manual activation with Microsoft support.
• Select Automatic Connection and click Next.

Step 5: Enter Company Information

• Fill out the required company details:
  • First Name and Last Name
  • Company Name
  • Country/Region
• Click Next to proceed.

Step 6: Provide Optional Information

• On the next screen, you can enter optional contact details such as:
  • Email Address
  • Phone Number
  • Organization Address
• This step is optional; you can leave fields blank if preferred.
• Click Next to continue.

Step 7: Complete Activation

• Uncheck the box for Start Install Licenses Wizard now (if you plan to install licenses later).
• Click Finish to complete the activation process.
• You will see a confirmation message indicating successful activation of the license server.

Post-Activation Verification

• Return to the Remote Desktop Licensing Manager.
• Check the status of your license server:
  • The server name should now display with a green checkmark, indicating it is activated and ready to issue licenses.

Installing RDS CALs

Once the RDS License Server is activated, the next step is to install Remote Desktop Services Client Access Licenses (RDS CALs). These licenses enable users or devices to access the resources on the Remote Desktop Session Host.

This section provides a detailed, step-by-step guide for installing RDS CALs using the Remote Desktop Licensing Manager.

Prerequisites

Before installing RDS CALs, ensure the following:

• The RDS License Server is activated.
• You have the license details (e.g., Agreement number, Product version, CAL type, and Quantity).
• Administrative privileges on the server.

Step-by-Step Instructions

Step 1: Open the Remote Desktop Licensing Manager

1. Launch Server Manager.
2. Navigate to Tools > Remote Desktop Services > Remote Desktop Licensing Manager to open the Licensing Manager.

Step 2: Start the Install Licenses Wizard

• In the Licensing Manager, locate your activated license server in the left pane under All servers.
• Right-click the server name and select Install Licenses.
  • This action will launch the Install Licenses Wizard.

Step 3: Welcome to the Install Licenses Wizard

• On the first page of the wizard, titled Welcome to the Install Licenses Wizard, click Next to proceed.

Step 4: Select a License Program

• Choose the program through which you purchased your licenses. Common options include:
  • Retail Purchase
  • Service Provider License Agreement (SPLA)
  • Enterprise Agreement
  • Open License
  • Select Plus Agreement
• For example, select Service Provider License Agreement (SPLA) if applicable.
• Click Next to continue.

Step 5: Enter Your Agreement Number

• Enter the Agreement number associated with your license purchase.
• Click Next to proceed.

Step 6: Specify License Details

• On the Product Information page, provide the following details:
  • Product Version: Select the version of the CALs you are installing (e.g., 2019, 2016).
  • License Type: Choose between Per User or Per Device, depending on your setup.
  • Quantity: Enter the number of CALs you are installing.
• Review your entries carefully and click Next.

Step 7: Confirm Installation

• The wizard will contact Microsoft’s activation servers to validate the license information.
• Once validated, you will see a confirmation screen showing that the licenses were successfully installed.
• Click Finish to exit the wizard.

Post-Installation Verification

• Return to the Remote Desktop Licensing Manager.
• Confirm that the installed CALs appear under the server name.
  • For example, you should see an entry such as “RDS CALs (Per User, 2016, 50 Licenses)."
• Verify that the status of the server remains active and ready to issue licenses.

Troubleshooting RDS CAL Installation

After installing RDS CALs, you may encounter issues that prevent them from functioning correctly. These problems often stem from incomplete configurations or permissions within the Remote Desktop Licensing Manager or Active Directory.

Follow this comprehensive guide to identify and resolve common issues.

Step-by-Step Troubleshooting Guide

Step 1: Identify the Problem in the RD Licensing Manager

1. Open the Remote Desktop Licensing Manager through Server Manager.
   • Navigate to Tools > Remote Desktop Services > Remote Desktop Licensing Manager.
2. Look for a Warning Sign (yellow triangle) next to your server name.
   • This indicates that certain conditions required for the CALs to work are unmet.
3. Right-click on the server name and select Review Configuration to diagnose the problem.

Step 2: Understand the Two Common Conditions
In the Review Configuration dialog, check the status of the following two conditions:

1. Condition 1: The License Server Must Be a Member of the Terminal Server License Servers Group
   • This requirement ensures that the license server is properly authorized within Active Directory.
2. Condition 2: The License Server Must Be Registered as a Service Connection Point (SCP) in Active Directory
   • An SCP allows other servers to discover the license server within the domain.

Step 3: Resolving Condition 1 (Adding to the Terminal Server License Servers Group)
If Condition 1 is not met, follow these steps:

1. In the Review Configuration dialog, click the Add to Group button next to the unmet condition.
2. Confirm the action by clicking OK in the dialog box.
   • This adds the license server to the Terminal Server License Servers group in Active Directory.
3. If prompted, restart the Remote Desktop Licensing service to apply the change.
   • Follow Step 5 for instructions on restarting the service.

Step 4: Resolving Condition 2 (Registering as an SCP)
If Condition 2 is not met:

1. In the Review Configuration dialog, you’ll see an option to register the server as an SCP.
2. Click the corresponding button to perform the registration automatically.
   • If manual registration is required, consult Active Directory documentation for creating the necessary SCP entry.

Step 5: Restart the Remote Desktop Licensing Service
After resolving the conditions, it may be necessary to restart the licensing service:

1. Press Windows + R, type services.msc, and press Enter to open the Services console.
2. Locate the Remote Desktop Licensing service in the list.
3. Right-click on the service and select Restart.
   • Wait for the service to restart completely.
4. Close the Services console.

Step 6: Recheck the Configuration

1. Reopen the Remote Desktop Licensing Manager if it was closed.
2. Right-click the server name and select Review Configuration again.
3. Ensure that both conditions now show as Met with green checkmarks.

Step 7: Verify Successful Installation

• Return to the main Licensing Manager window.
• Confirm that the warning sign has disappeared, and a green checkmark now appears next to your server name.
• Verify that the installed CALs are listed correctly under your server.

Additional Tips for Troubleshooting

• Check Network Connectivity: Ensure the license server can communicate with Active Directory and Microsoft’s activation servers.
• Verify Permissions: Confirm that the user account has administrative privileges.
• Review Logs: Check the Event Viewer for detailed error messages related to RDS licensing.

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