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Dynamics 365 — Team Members Licence

Dynamics 365 — Team Members Licence

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Generally, many organisations have a set of users who more often than not require read only access to Dynamics 365 or in some cases limited access to few entities to perform actions like creating activities or updating records etc.

If this sounds familiar then read on… Dynamics 365 Team Members licence is probably meant for you.

Pricing

Before we dive into more detail as to what Team Members licence has to offer in terms of functionality. Let’s have a quick look at price comparison to other customer engagement business app licences.

Team member licence offers full read only access across all Dynamics Business applications at a fraction of price.

Team Member Apps

Team Members licence provides limited access to model-driven apps in Dynamics 365 through a set of designated Team Member apps:

Note: At least, one full user must be assigned to the tenant to administer and configure the individual Team Members applications.

How do I get access to these apps?

Sales Team Member app: If you already had Sales Hub installed in the organisation instance before April 2020, the Sales Team member app would have been automatically installed if 2020 release wave 1 was enabled. Log in to your instance and click on Dynamics 365 dropdown to access all your apps.
Customer Service Team Member app: This wouldn’t automatically be installed after 2020 wave 1 release. Follow link here for steps to install the Customer Service Team Member app.
Project Resource Hub: This app is installed as part of the Project Service solution installation, regardless of 2020 release wave 1 opt-in status.
Note: The Team Members licence does not provide access to custom applications. For accessing custom apps, users need to be assigned a Power Apps per-app licence or per-user licence, as appropriate.

Note: The Team Members licence does not provide access to custom applications. For accessing custom apps, users need to be assigned a Power Apps per-app licence or per-user licence, as appropriate.

What do I get with Team Members licence?

In terms of access you get full read access across all Dynamics 365 applications and you can access it anywhere through: Web App, Mobile App (except for Field Service), Tablet App, via Dynamics 365 App for Outlook and Dynamics 365 for Outlook.

Use rights for Customer Engagement Applications:
The Team Members licence grants a user the following Sales, Customer Service, Field Service, or Project Service Automation rights for their own use and not for, or on behalf of, other individuals:

Create, read, update, and delete contacts, activities notes and announcements
Update personal employee information Record time and expense for Project Service Automation, and apply for projects
User reporting and dashboards
Gamification: access as a fan and spectator
Microsoft Excel: export data and access user reports, charts and dashboard
Notes: Create, update and delete
Yammer: collaboration (needs Yammer license)
Participate as an end-consumer of Dynamics 365 services such as responding to surveys
Team Members application module may be customized with maximum 15 additional entities

Ref: D365 Licencing guide — Appendix B — Customer Engagement Applications Use Rights (APR 2020)

Customisations — What’s allowed and what is not?

Like any other model driven app, Team member apps can also be tailored to suit your organisation’s business needs as long as you conform to the Dynamics 365 Team Members use rights detailed in the licensing guide.

In addition to the entities already included in the original app module

You can add up to 15 additional entities (CDS core or custom entities).
You can add any entity for read-only purposes. Reading Dynamics 365 data isn’t restricted by the licence enforcement.

Apart from 15 additional entities mentioned above, additional entities can be accessed through sub grids, dashboards, or lookups.

Team Members Custom Entity Use Rights

Create and modify up to 15 additional entities (custom entities or “out-of-the-box” Common Data Service entities) per app module for Team Members.
All customization must be per pre-approved application scenarios in Appendix A.
There is no limit on read rights for Dynamics 365 custom entities
Full CRUD on data records associated with custom entities

Ref: D365 Licencing guide — Appendix D: Figure 8 — Custom Entities (APR 2020)

Dynamics 365 — Licensing Enforcement

The licence enforcement included with 2020 release wave 1 is focused on providing the Team Member experience and aligning usage to the Team Member apps. Specific privileges, such as create, update, delete and other operations as specified in the licensing guide for example updating an account or editing a case, aren’t part of licence enforcement in this release.

What does this mean for you?

In simple words — It is your responsibility to conform with Dynamics 365 licensing regulations.

All customer organisation instances that are created before April 1, 2020 have been granted an additional grace period until January 31, 2021.

During this period Team Members licence, users who have the new licence will be able to use the designated Team Member apps in addition to all existing apps.

However, after licence enforcement is turned on, apps that users aren’t entitled to use — such as Customer Service Hub, Sales Hub, and custom apps — won’t be accessible to them.

How do I do this?

Team member licence come with pre-configured Team member security roles for Sales, Customer Service and Project Resource Hub.

Go to Advanced Settings –> Security –> Security Roles

Team member security roles can be customised to add or remove additional privileges. However, please ensure that the permissions granted conform with the Team member use rights outlined in the licensing guide.

After enforcement is applied for your environment (organisation instance), users with the Team Member licence will only be able to access Team Member apps.