Microsoft Is Enforcing Teams Rooms Licensing

Microsoft Teams is one of the major video conferencing solutions used by organisations around the world so that on-site employees can collaborate and communicate with hybrid workers and clients, but a fundamental update is on the horizon. 

Microsoft is updating its licencing requirements on 1st July which could prevent you from signing onto your meeting devices until you make the necessary changes. So, what exactly is changing and how will the new licences compare to those in use currently?


Microsoft Teams Licensing Changes

On 1st July 2023, the Microsoft Teams Rooms licensing policy will enforce mandatory Teams Rooms licences. This means that those using Teams Rooms devices without a valid Teams Rooms license will be blocked from signing on.
So, to ensure full functionality of any Microsoft Teams Room, a licence will be required and as of September 2022 there are two options to choose from: Basic and Pro. 

A Basic licence generally suits small – medium organisations who have basic video conferencing requirements and a limited number of meeting spaces, whereas a Pro licence may suit larger organisations, those with a high number of collaboration rooms, or those with more advanced meeting requirements.

Here are the main features and differences of each:

Microsoft Teams Rooms Basic

  • This allows organisations who have purchased a certified MS Teams Rooms system to enjoy core meeting experiences at no additional cost. Features include scheduling / joining meetings, content sharing, collaborative white-boarding, plus basic security and management capabilities
  • A Teams Rooms Basic licence covers a single certified Teams system in a room so if you wanted to log onto more than one Teams Rooms system in a room using the same resource account you would need to use a Teams Rooms Pro Licence
  • Your organisation is limited to 25 Microsoft Teams Rooms Basic licences to Teams Rooms systems and any additional licences need to be Teams Rooms Pro licences
  • Some innovative features are not included in this licence, such as content camera sharing, Front Row, Room check in with Teams Panel and the ability to join meetings across Teams clouds. To enjoy these features a Pro licence will be required

Microsoft Teams Rooms Pro

  • A Teams Rooms Pro licence features enhanced in-room meeting features such as intelligent audio and video, and dual screen support. As well as this it will give you access to advanced management features like remote device management, conditional access policies, and detailed device analytics
  • Teams Rooms Pro licences can be used to licence both certified Teams Rooms systems and Teams Panels
  • You can have an unlimited amount of Teams Rooms licences to Teams Rooms systems, there is no maximum number, unlike the Basic licence

video conference av solution of 3 people in the room, several on screen and a control system

User Licences and Legacy Licences

User licences aren’t supported for use with Teams meeting devices and any which have been assigned to meeting devices need to be replaced by a Teams Rooms Basic or Teams Rooms Pro licence by 1st July 2023

Also, if you have Teams Rooms Standard and Teams Rooms Premium legacy licences assigned to meeting devices, these licences will need to be replaced with either the Basic or Pro licences when they expire. For the best continuity of functionality a Pro licence is recommended as all of the features within the Standard and Premium legacy licences are included.

How Do I update my Teams Licences?

It’s not surprising if this all seems overwhelming but don’t worry because help is at hand. Just get in touch with my team on 01442 620078 and we will talk you through the steps involved and what you need to consider.

Or perhaps this has spurred you on to upgrade your entire meeting room AV setup? If so let us know your requirements and we’ll provide a free quote using our decades of experience and industry knowledge in supplying, installing and maintaining productivity-boosting video conferencing solutions by Microsoft, Zoom and many more.

What is a Microsoft Teams Rooms System?

An example of a Microsoft Teams Rooms System is the Lenovo core and controller compute and control device (or other Windows compute module and attached touch console which uses Teams Rooms, such as the Yealink MVC840 Rooms Bundle pictured below).

As well as this, a Teams Rooms system can be a Surface Hub, or an Android Device and touch console connected via either an IP-based or USB connection using Teams Rooms.


What are Microsoft Teams Devices?

An example of an MS Teams device is the Jabra Panacast camera, Yealink CP700 speakerphone, Crestron Flex video / desk phones and many more. The list of individual certified devices is huge, but here is a list of brands who provide certified Microsoft Teams Rooms devices:

  • Yealink
  • EPOS
  • Jabra
  • HP/Poly
  • Logitech
  • AudioCodes
  • Nureva
  • Crestron
  • Lenovo
  • Neat
  • Yamaha
  • Bose
  • AVer
  • Sony
  • Bang & Olufsen
  • Cisco
  • Vaddio


Get in touch

Digital Vision AV is a leading video conferencing installation specialist who has been providing corporate, education and healthcare organisations with fantastic audio visual solutions for nearly 20 years. 

So, if you have any questions about MS Teams video conferencing or how a modern collaboration solution can benefit your business please contact us, we’re always up for a friendly chat!

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