In many organizations, frontline workers play a crucial role. These are employees who don’t spend 8 hours a day behind a desk, but still need regular access to important digital tools like Office apps. Think of checking work schedules, reviewing reports, or sending emails. Often, these employees use shared devices such as tablets or company computers, but what if they need to use Office apps on these shared devices? And how do you ensure you have the right license? In this blog, we explain the licensing options available and what works best for your organization.
What Are frontline workers?
Frontline workers are employees who do not have a traditional office workspace. They don’t have permanent access to a computer but may occasionally need to work with applications like Microsoft Office to, for example, read documents or enter data. It’s important to know that Microsoft has specific criteria for who qualifies for a frontline worker license. This ensures that only the right employees can use this license.
The licensing issue for Office apps
When licensing Microsoft 365 products like Microsoft 365 F3, Microsoft 365 F1, or Microsoft 365 F3, there is a limitation: these licenses do not provide access to locally installed Office apps. This means that if frontline workers need a full version of the Office applications on a shared device, additional steps must be taken to obtain the right license. Using Office in a browser can provide a solution in some cases, but for intensive use, a local installation of the apps is often necessary.
What licensing options are available for Office Apps on shared devices?
- Per user license
The first option is to license all employees with a frontline worker license by assigning them Microsoft 365 Apps for Enterprise. However, this can lead to a significant cost increase, as it costs approximately US$ 12 per user per month. If your organization uses Microsoft 365 F3 (US$ 8 per user per month), you will need to pay the difference, which can quickly add up depending on the number of employees.
- Per device license
A more affordable and flexible option is to license the shared device itself. The Microsoft 365 Apps for Enterprise Device Subscription License (Device SL or DSL) is a license per device, which is ideal for scenarios where multiple frontline workers use the same device during different shifts. The price for this license is US$ 50 per device per month. In the case of a shared device used by, for example, 10 employees, this would amount to US$ 50 per month instead of US$ 12 per employee per month. This makes it a more cost-effective choice for companies with many frontline workers.
- Use of classic Office applications
For organizations that are less reliant on the latest features of Office, the classic Office version can be an excellent solution. Microsoft offers the Office 2024 LTSC (Long Term Servicing Channel) versions of Office, such as Office Professional Plus 2024 and Office Standard 2024, which are licensed per device. This version of Office offers the same core functionality as the modern apps but is only updated once a year, which is ideal for companies that do not always need the latest features. The license prices for Office 2024 start at a one-time payment of US$ 750 for Office Professional Plus and US$ 550 for Office Standard. This can be a cost-effective solution for companies that don’t want ongoing monthly costs.
What Is the best choice for your organization?
The right license for your frontline workers depends on several factors: the number of shared devices, the frequency of Office app use, and your organization’s specific needs. If your employees only need occasional access to Office apps, a per-device license may be ideal. If, on the other hand, you use Office apps intensively, the per-user license may be a better fit. The classic Office versions are perfect for companies that don’t need new features often and prefer one-time payments.
Discover which license fits your situation
Choosing the right license for your frontline workers can be a challenge, but with the right knowledge, you can find a solution that is both cost-effective and scalable. BeSharp Experts helps companies like yours with advice on the right Microsoft licensing options and supports you in the implementation.
Do you want to learn more about the right license for your frontline workers? Contact us for a free consultation and discover how we can help your organization find the right licensing solution and save on costs!