In many organizations, Frontline Workers play a crucial role. These are employees who do not sit behind a desk 8 hours a day, but who do need regular access to important digital tools such as Office Apps. Think of viewing work schedules, consulting reports or sending emails. These employees often 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 that you have the right license? In this blog we explain which licensing options there are and what works best for your organization.
What are frontline workers?
Frontline Workers are employees who do not have a traditional office workplace. They do not have permanent access to a computer, but occasionally need to work with applications such as Microsoft Office to read documents or enter data. It is important to know that Microsoft has specific criteria for who is eligible for a Frontline Worker license. This ensures that only the right employees can use this license.
The Office apps licensing problem
Microsoft 365 products, such as Microsoft 365 F3, Microsoft 365 F1 or Microsoft 365 F3, have 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 correct license. Using Office in a browser can work in some cases, but for intensive use, a local installation of the apps is often necessary.
What licensing options are there 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 be a significant increase in cost, as it costs approximately US$12 per user per month. For example, if your organization uses Microsoft 365 F3 (US$8 per user per month), you will have to pay the difference, which can be significant per month 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 per-device license, 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 by, for example, 10 employees, this works out to US$50 per month instead of US$12 per employee per month. This makes it a more affordable choice for companies with many Frontline Workers.
- Using classic Office applications
For organizations that are less dependent on the latest Office features, the classic Office version can be a great solution. Microsoft offers Office 2024 Long Term Servicing Channel (LTSC) 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 per year, which is ideal for businesses that don’t always need the latest features. Office 2024 licensing pricing starts 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 businesses that don’t want ongoing monthly payments.
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 the specific needs of your organization. If your employees only need access to Office apps occasionally, a per-device license may be ideal. Conversely, if you use Office apps intensively, a per-user license may be a better fit. The classic Office versions are perfect for organizations that need new features less often and prefer to work with one-time payments.
Find out which license best suits 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 by advising on the right Microsoft licensing options and supporting you with the implementation.
Want to learn more about the right licensing 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 costs!